Timetable FAQs for Staff
Here you can find the most commonly asked questions asked by academics about the production of the new teaching timetable. Please read these carefully, and if your question is not answered please contact us at firstname.lastname@example.org.
How can I view the timetable?
The timetable is available to view online on the SOAS Timetable Website. Please use this link and not any bookmarked links you may have.
You can access your personal timetable at MyTimetable. Here, you can download your personal timetable into your phone/tablet calendar app of choice. This service is dynamic, so if the schedule or room of a class changes, the latest information shall be shown on MyTimetable.
Once you have logged in, you can use the ‘Connect to calendar app’ option via the Main Menu (three horizontal lines in the top left corner), or the “Connect Calendar” icon in the top right corner below ‘Log Out’ of the Desktop site, to export this information to your phone/tablet calendar app of choice.
How is the timetable produced?
We gather information about modules running and staff availability during the spring. At the same time continuing students pick modules for the forthcoming year via student sign-up.
We then assess this information to produce the lecture timetable.
How do I change how a module is delivered?
Changes to the delivery of a module must always be officially approved by your department, and by Registry.
Prior to any change, please discuss the matter with us and your timetable representative. This may be either your Departmental Manager or your Department’s Academic Officer.
Something as simple as changing tutorials from one hour to two can have significant impact on the shape and space needed for the module over the whole year.
Can I change the day and time of modules?
If you need to request a change to an existing module, please check with your Departmental Contact to ensure the change does not cause problems either inside or outside your department. The Departmental Contact will get in touch with Timetable Office with approved change requests. This may be either your Departmental Manager or your Department’s Academic Officer.
Whilst we will try to accommodate requests; we cannot guarantee that any module can be scheduled at the requested time.
Reasons that we may not be able to accommodate your preferred slot include:
The time slot doesn’t correspond to the School Timetabling Policy
The time slot causes a clash for a student studying the module, or there is no appropriate room available in the new time slot.
Changes to lecture times after the spring publication of the timetable will only be allowed in exceptional circumstances, for more information, please refer to the Timetabling Policy.
How do I let timetabling know my availability?
Are there any rules as to when modules can take place during the teaching day?
The School’s core teaching day is 9am to 5pm, Monday to Friday, but some teaching also takes place in the 5pm to 7pm slot.
Two-hour slots, during the core hours, must start at 9am, 11am, 1pm, and 3pm. This means you cannot teach 10-12, 12-2, or 2-4pm.
The School has a policy that Wednesday afternoons should be kept clear of teaching as much as possible. We will try to ensure that, at the very least, no undergraduate lectures are scheduled on Wednesday afternoons.
To try and mitigate against student timetable clashes, entry level languages are, where possible, timetabled on Monday and Wednesday between 9am -11am.
For more information please see the Timetabling Policy
What do I do if a module I am supposed to teach is not listed under my name?
Then please email the Departmental Contact quoting the appropriate code (e.g. 15PG00001). This may be either your Departmental Manager or your Department’s Academic Officer.
What if a module I'm supposed to teach is not on the timetable at all?
Please email the Departmental Contact quoting the appropriate code (e.g. 15PG00001). This may be either your Departmental Manager or your Department’s Academic Officer.
When will any changes be made?
We aim to respond within 48 hours of receiving an enquiry. If your enquiry comes at a busier time this may take longer, although we will acknowledge receipt of your request.
When will tutorials be booked?
The initial draft timetable includes only whole group activities like lectures.
Tutorials are added later in the summer, based upon predicted student numbers.
The standard group size for a undergraduate tutorial is fifteen and a post-graduate tutorial is twelve.
Please ensure that any Graduate Teaching Assistants employed to teach tutorials complete the Staff Availability Form.
Tutorials (apart from those on the larger language programmes) begin in week two of teaching to allow tutorial allocation to take place.
When will the final timetable be published?
The roomed timetable, including tutorials, is published mid-September.
Can I request a specific room?
In general, it is not possible to specify a particular room. We allocate rooms based on a best-fit basis. This is why we collect information based on projected student numbers and equipment requirements. You can request a specific type of room such as a language lab or computer room.
When can I make one-off bookings for the new Academic Year?
You can book meeting rooms and conference rooms, the KLT after 7pm plus teaching rooms at weekends and during holidays.
It is only possible to make one-off requests for teaching rooms in term time once the teaching timetable, including tutorials, is pretty much finalised.
We understand that this can cause some minor inconvenience, but we also hope that you appreciate that, within teaching rooms, your teaching must be our first priority.