Space and Timetable Policy Development

An institution with a common profile of teaching and research activity was having problems with capturing and analysing space usage data. Informal reports indicated that some room types were frequently booked, but data in the timetabling system did not back up these views. There was a view in some faculties and schools that they were utilizing rooms in an efficient manner, but other academic departments had too much access to space.

Mosaic-Space was appointed to examine the issues and present a set of policy document recommendations that would promote timetable practice to maximise benefits for staff and students, at the same time as providing the visibility of data required to improve room utilisation and more equitably share available space.

As a result of a consultation exercise involving all stakeholders, it was found that the institution had used timetabling software for a number of years, but some timetabled activities were not entered into the system. Additionally, a significant number of room bookings were made within academic departments and not reported to the central timetabling unit. This highlighted a space provision imbalance across faculties and schools, which led to space reallocation programme being initiated. Draft versions of a timetable and space policy were published, with recommendations that that all room bookings were to be recorded in the timetable software. The policy document also established activity booking priorities that drove the creation of equitable timetables for staff and students. The policy document was endorsed by the institution's senior management committee, Post-deployment reactions have been very favourable.