Operations Group 4 th July 2017 - PowerPoint Presentation

Slide1

Operations Group

4

th

July 2017Screening Room G.04, 50 George SquareSlide2

Agenda

1. Action Points from previous meeting2. 2017/18 Main Allocation Process (MAP) update

3. 2017/18 Student Allocation

4. Reporting update5. Website/Communications update6. Prevent updateA.O.B.Slide3

1. Action Points from previous meeting

Action Point No

.

Action Point Detail

Status

AP1

Send out copy of the meeting

slides

Done

AP2

Distribute list of priority rooms by School as part of Bespoke Allocation Session invite communication

Done

AP3

Produce chart of popular teaching hours (marked rag status) by ECA buildings Minto House, Alison House and Lauriston Campus, as per request from ECA contact

Done

AP4

Produce a breakdown of total CRFs submitted by person for all ECA teaching change request forms and forward to

ECA contact

Done

AP5

Run usual annual King’s Buildings priority room allocation process for CSE Schools – attendance from School representation welcome

Done

AP6

Investigate if there will be enhancements to Student Timetables along the lines of displaying class times, rather than just the hour block

Ongoing

AP7

Office 365 calendars:

Find out if there will be reporting available on the opt-out function for students

Confirm if students can opt out already or if this is still to come and what the process is so Schools can advise them accordingly

OngoingSlide4

2017/18 Main Allocation Process (MAP) Update

1. Key Dates and Timescales

2. Offline Exercise Results and Improvements

3. Mini-MAPs and Priority Room Allocation Runs

4. Declaration Process, The Beyond

and General Teaching Spaces update

5. Estates Update

 Slide5

1. Key Dates And TimescalesSlide6

2. Offline Exercise Results and Improvements

As a result of Centralisation of Services:All CAHSS data has been created by the TTU this yearThe Offline

Room Allocation team grew to at least 3 per session this year

As a result of timely and detailed resource vs demand planning:The room pool has increased by c.10 rooms in 1718 to meet anticipated growth of total teaching – so far this appears suitableAs a result of a more methodical timescale:2 weeks of post-Offline allocation finesse and fiddle will mean a higher % of allocated activities at point of DeclarationSlide7

2. Offline Exercise Results and ImprovementsSlide8

2. Offline Exercise Results and ImprovementsSlide9

3. Mini-MAPs and Priority Room Allocation Runs

This year has seen the most detailed, customised allocation run we’ve ever done:

8 Mini-MAP exercises run across Central Area and Lauriston Campus

16 Priority room exercises run across Central Area and King’s Buildings CampusSlide10

3. Mini-MAPs and Priority Room Allocation Runs

These exercises made use of varied allocation methods (sometimes combining multiple methods) from the following pool:

Mass allocation – straight up

Mass allocation – by internal priority groups

Mass allocation – by capacity groups

Mass allocation – by building

Mass allocation – room by room

Seeded allocation – HCA modelWhile Mini-MAPs were time-consuming, they have reaped rewards in the form of: better allocations for the Central Area, bringing the result more in line with KB’s

a more streamlined offline allocation week for the TTUSlide11

4. Declaration Process, The Beyond and General Teaching Spaces update

Declaration Process

As always, an email will go out to announce that our main allocation exercise has been completed (a copy of the news story will also appear on our web pages

) This should be on Friday 7th July 2017 This will go out to TedUsers and SatAdmin and will invite users to start looking at allocations

From the following week, the TTU will continue to look for solutions for the remaining outstanding activities

!! Any room allocation changes this generates will need to be notified to the relevant School Timetabler/Data Collection Contact !!Slide12

4. Declaration Process, The Beyondand General Teaching Spaces update

The Beyond

What can Schools do following Friday’s communication?

Check room allocations in Web Timetables and Enterprise

Timetabler

Disseminate the results to colleagues as required (however,

some allocations will change

) Utilise the Change Request Form as required (more to follow on this)

This includes advising us of cancellations for unrequired activities

Keep an eye on the progress of outstanding activities over the Summer months as the TTU continues to allocate the remainderSlide13

4. Declaration Process, The Beyondand General Teaching Spaces update

Unallocated teaching activities over the summer

In order that all activities looking for centrally-allocated rooms appear on Personalised Student Timetables (regardless of allocation status):

All activities will be placed in an allocated state by the middle of July

This includes those still looking for a room

Any new activity created after Friday’s declaration email will be treated the same way too

This will all be done by allocating activities to a dummy holding room Slide14

4. Declaration Process, The Beyond and General Teaching Spaces update

Buccleuch Place Shuffle

There will be some moves of

17/18 allocation from Buccleuch Place rooms to new rooms in the Lister BuildingPotential buildings currently involved in this exercise on the street are: 21, 22, 24We won’t know what spaces will be affected until later in the SummerCommunications will go to members of TedUsers to update these

allocationsSlide15

5. Estates UpdateSlide16

2017 refurbishment programme Central Area Appleton Tower G.05Central Area Appleton Tower M1Central Area Appleton Tower M2A

Central Area Appleton Tower M2BCentral Area Appleton Tower M2C

Central Area Appleton Tower M3Central Area

Medical School, Teviot G.07 Meadows LTKing's Buildings Joseph Black Building Theatre 100King's Buildings Joseph Black Building Theatre 250King's Buildings Grant Institute 304BKing's Buildings Daniel Rutherford Building Lecture Theatre 1King's Buildings Ashworth Building Honours Room 1

King's Buildings

Ashworth

Building Honours Room 2

King's Buildings Swann Building 7.15King's Buildings Swann Building 7.20Slide17

Lister BuildingPhased completion of building works16 classrooms ready for the start of Semester 15 classrooms won’t be used to avoid the possibility of noise disruptionThe remaining rooms: lecture theatre, 2 teaching studios and 3 classrooms completed by the end of March 2018Slide18

Staff Room Survey HighlightsIssue Difficulty finding roomsDifficulty finding space for non teaching events

AccessibilityLecture desks/tables untidy

Solution

New signage for 7 Bristo Sq and Appleton Tower mezzanine levelNew 20 person meeting room in 7 Bristo SqNew accessible rooms allowing the closing of some rooms in Buccleuch PlDesk/table will be cleared at the end of the weekSlide19

Pre start room visitsCheck furniture and room arrangementMake sure signage is in placeNote any faults and log jobs for repairsSlide20

2017/18 Student Allocation

1. Service Overview (Core)

2. UPDATE:

Service Overview (Optional)

3. UPDATE: Sub Group Allocation

4. NEW:

Tutorial Change Request [Online Form]Slide21

1. Service

Overview (Core)

Service

Title

Service Commitment

Commitment Delivery

Service

Availability

Student Allocation

(Whole Class)

TTU will ensure that full student allocation is managed on all whole class activities

July onwards

Conducted Daily (Morning)

Mon –

Fri

09.00-17.00

Student

Allocation/Change Management Training

TTU will provide Training for School for Student AllocationTraining available on requestOptimum period for training would be July/AugustSlide22

2.

Service

Overview (Optional)

Service

Title

Service Commitment

Commitment Delivery

Service

Availability

Student Allocation

(Sub Group)

TTU will be responsible for managing sub group student allocation of agreed courses on behalf of the school

Starting delivery to be confirmed by the school

(Ideally Fresher’s Week onwards)

Conducted from the agreed start date daily after Whole Class allocation

Student Allocation Change Management

TTU will provide an online form for students to access to request a change to their sub group allocation

Form will launch prior to Fresher’s week and hosted on the TTU website.

UNIDESK calls will be created via the form. We expect to advertise these changes to have a 48hr turnaround time

Staff Allocation TTU will be responsible for the commitment of staff to agreed activitiesThis can be to an agreed level such as: Whole class onlyWhole class and sub groupSpecific coursesStarting delivery to be confirmed by the school

 Conducted from the agreed start dateSlide23

3

. Sub Group Allocation

The TTU offers sub group allocation and/or change management

training by requestFor TTU Managed Courses, allocations now consider: Double Booked Students [Automatic reassignment if a whole class conflict arises]

NEW: Travel Constraints

[Aims to eliminate back to back conflicts between zones]

NEW: Manual

Allocation [Programme, ability or other requirements]For Attendance Monitoring – Group and Register csv files available from BIProduce files for student allocations committed to TimetablerSlide24

Daily ProcessSlide25

1718 sees the introduction of a web form to manage student requests for changes to sub group allocationsFor TTU managed change, this will record the students reason for changeIt is expected that the Tutorial Change Request form will: Be populated with every course which either directs the enquiry to the TTU

or to the relevant School for consideration Have a universal availability

.

4. Tutorial Change Request

Available from

Available to

Semester 1

Mid-August

End of Week 3

Semester 2

Mid December

End of Week 3

DemonstrationSlide26

4. Reporting update

BI Suite Reports

Double Booked Students

Travel Constraints

Class List

Room Accessibility

TTU Website -Published Daily

School access to BI Suite

Generated by TTUSlide27

4. Reporting update

Room AccessibilitySlide28

4. Reporting update

Class List

Access via BI SUITE

Documents – Public Folders – SASG : Student Systems – Officially Dev & Maintained – Student – Class List

Attendance sheet:

By Activity

By Activity, with Week filter

By Course CodeSlide29

4. Reporting update

Double Booked Students

Where student is allocated to 2 concurrent activities

TTU Website - 12PM daily (Staff>Reports)

Filter by Student Department

Filter by Module DepartmentSlide30

4. Reporting update

Travel constraints

Student has insufficient travel time between activities

Campus-based e.g. Central to KB, Lauriston to Central

TTU Website - 12PM daily (Staff>Reports)

Filter by Student Department/Module DepartmentSlide31

4. Reporting update

Enhancements & Feedback

Activities with “no location”

Jointly taught variant activities

Option

to remove “optional” activities from report

Rationalised columns

Enhanced filtering

Please feedback any reporting suggestions/requirements to Marianne.Brown@ed.ac.ukSlide32

4. Reporting update

Teaching Change Request Form

Total submissions

for 2016-17 = 2296

Form was open from 8

th

July 2016 till 10

th April 2017Changes being made for 2017-18 Change request formAll modules to be updated in the schools drop down list to all 2017/18 coursesNew option – Activity Name Change – to be used instead of LEARN

Relaunch

date of the form to be 10

th

JulySlide33

4. Reporting updateSlide34

4. Reporting updateSlide35

4

. Reporting updateSlide36

5. Website/Communications updateSlide37

5. Website/Communications update

Induction

Comms

Course Timetable Browser, Path

and

Office 365

mentioned

in:

Get Started guide [New Students]

Continuing

Students Newsletter

Office

365 [Timetable on my Phone]

to be included in all student Timetabling email

TTU

templates

for School use are being created detailing services such as Office 365 and My Timetable (Staff)

Guidelines to be published on the new Timetabling WebsiteSlide38

6. Prevent UpdateUpdated University policy on speakers and eventsSlide39

PrinciplesThe Counter-Terrorism and Security Act 2015 and related guidance requires the University to strengthen its policies and procedures around the management of events and external speakers

The University recognizes and upholds the fundamental importance of freedom of thought and expression, and does not seek to restrict this fundamental freedom through this policySlide40

Statutory ResponsibilitiesThe duty to have particular regard to the need to ensure freedom of speech, including its obligations under the Human Rights Act (1998)

The duty to protect academic freedom (Further and Higher Education (Scotland) Act 2005)

The duty to prevent people being drawn into terrorism (Counter Terrorism and Security Act 2015)

The duty (Terrorism Act, 2000) not to arrange or assist in arranging a meeting in the knowledge that the meeting is to support the activities of a proscribed organisation, or is to be addressed by a person who belongs or professes to belong to a proscribed organisationThe duty to eliminate unlawful discrimination against certain groups, and advance equality of opportunity between groups, (Equality Act 2010)Obligations under criminal law

e.g.

with regard to use of threats, incitement of violence, inflaming religious or racial hatred

Obligations under charities law,

i.e. whether the proposed activity is consistent with the University’s charitable objectsA general duty of care to students, staff and visitors, including avoiding placing students, staff or visitors in situations that may expose them to risks to their health and safety.Slide41

External Speaker DefinitionExternal Speaker – an individual who is not a current:

student; member of staff;

member of University Court; or

holder of an honorary position at the University who is invited to speak at a University event. Slide42

Risk Assessment formSlide43
Slide44

WRB disclaimer

Include tick boxes

WRB Staff: ‘does not include external speaker’

WRB Staff: ‘is not for core teaching’

WRB Student: ‘is for study purposes only’ Slide45