Main elements for course schedules preparation:
1-Tree diagram for the study plan.
2-College students’ statistics in every section for the current semester.
3-Staff specialization classification.
4-Number of classrooms (labs) and its availability and capacity.
5-Number of courses that require labs and its capacity.
6-Statistics of students with delayed graduation and discontinued study plans, if any.
Scheduling Guidelines Policy:
1-Use the scheduling form under the Deanship website (under colleges tab).
2-Estimate the number of course sections and the number of students in each course for next term based on the current number of students according to the study plan.
3-Course information (Name- ID- Contact hours- Type) must adhere to the information in the study plan.
4-Course training hours should not be schedules consecutively after lecture hours nor on the same day, unless the department sees otherwise.
5-All courses listed in each level in the study plan should be offered.
6-General University-Required English Courses for levels one, two and three, slots should be avoided when scheduling department courses.
7-General University-Required College of Arts Courses slots should be avoided when scheduling department courses.
8-Level one courses should be offered (for withdrawn, postponed, and failed students).
9-Schedule free elective courses in-lined with the requesting college schedules and allocate the needed classrooms for them.
10-Set a unified one hour for extracurricular activities in all college schedules.
11-Add course instructors’ names, building numbers, and classrooms numbers in the schedules.
Scheduling Important Instructions:
1-It is advisable to schedule the course and its prerequisites within the same day and time (for example if Math 101 is a pre-requisite for Math 102, then it is advisable to schedule both courses at the same day and time. This is so that if a student has early registered Math 102, but failed Math 101, then she can replace the former with the former in her schedule).
2-Minimize courses conflicts, especially for courses that are not requisites for each other and elective courses, by spreading out course sections (For example if section A of Course 1 conflict the scheduling of Course 2, then the conflict should be avoided in section B).
3-Estimate the number of students in each course for next term based on the current number of students in the pre-requisite course according to the study plan. Refrain from unifying the estimate number across level courses.
Final Exams Scheduling Guidelines Policy:
1-Follow the same scheduling policies, for example schedule pre-requisites of courses within the same day and time.
2-Set the exams dates and times for all courses offered in the study plan.
3-Coordinate with other colleges for scheduling the exams for shared courses.
4-Setting exams for higher level students in Exam dates reserved for University Required Courses is permitted, as long as it creates no conflicts in their schedules.
5-Schedule exams according to their level of difficulty on exam weekdays across the full exam period in a matter that does not affect negatively on students’ performance.
6-Avoid scheduling exams for courses of large number of students at the end of the exams period to ensure no delay in grades submission.
Colleges’ scheduling timetable for the first semester of the academic year 1442H.
| Procedure | Week | Responsible Unit |
1 | Calculate the number of students and sections. The estimated registered number of students for next term is calculated based on the course reference numbers form, current and last term’s number of students registered in each section. (Take into consideration the relationships between pre-requisites and estimated number of failed students based on previous terms). | Fourth | College Schedules and Registration Unit. |
2 | Estimate the number of course sections based on the following variables:
Number of sections of the proceeding level in the current term. Number of students in the pre-requisite course in the current term. Estimated failed number of students in the current offered sections of the course, as well as in the pre-requisite course.
Estimate the capacity of each course section:
Number of students in the pre-requisite course in the current term. Estimated failed number of students in the current offered sections of the course, as well as in the pre-requisite.
Rely on the study plan tree diagram which shows the relationships between courses.
| Fourth | Department Scheduling Unit |
3 | Estimate the number of expected delayed students. Provide the College Scheduling unit with precise statistics on the number of courses needed from discontinued study plans, and the number of students for each course.
| Fourth | College Student Advising Unit |
4 | Coordinate between college departments to set: numbers, times, and restrictions, if any, for University required courses, college required courses, and free elective courses. | Fifth | College Vice-rectorate for Educational Affairs And College Departments |
5 | Coordinate with other colleges on the sections of shared courses. |
6 | Coordinate with colleges on free elective courses needed by the college and set times and classrooms for them. |
7 | Use the scheduling forms from the Deanship website (under colleges). Review the schedules to ensure they meet the above-mentioned regulations. Choose the sections schedules suitable for each level | Fifth | College Departments |
8 | Review the schedules to ensure they meet the above-mentioned regulations. In addition, ensure the validity of the following information: Course Names, Course IDs, Contact Hours in accordance with the study plans. | Sixth | Department Educational Affairs
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9 | The final review of schedules to ensure they meet the above-mentioned regulations. Allocate the classrooms and the sections capacities (The capacity of a course is defined in accordance with Article 1A to ensure the equal distribution of students across sections). | Sixth | College Vice-rectorate for Educational Affairs |
10 | Enter the schedules in the system. | Seventh | College Schedules and Registration Unit. |
11 | Print out reports on the system schedules and send them to the departments for review. | Eight | College Vice-rectorate for Educational Affairs |
12 | Ensure the correctness of the assignment of classrooms to sections | Eight | College Vice-rectorate for Educational Affairs |
13 | Revoke the colleges schedules entry access in the system | Ninth | Deanship of Admission and Registration |
14 | In cases where necessary changes need to be made on schedules, send a formal letter to the Deanship of Admission and Registration. | Ninth | College Vice-rectorate for Educational Affairs |
15 | Create the classrooms schedules | Tenth | Colleges Classrooms Units |
16 | Prepare for students’ early registration period (changes on schedules are prohibited) | Tenth | Deanship of Admission and Registration |
17 | Open the access for students’ early registration period (changes on schedules are prohibited) | Eleventh | Deanship of Admission and Registration |
18 | Coordinate with colleges in cases where extra sections are needed | Twelfth | Deanship of Admission and Registration |
19 | Submit a final report on the schedules to the University Vice-rectorate of Educational Affairs. | Thirteenth | Deanship of Admission and Registration |
