From wish to timetable: In conversation with FGGA's timetable makers
Planning the timetables in FGGA is a challenging process. To offer a look behind the scenes, we spoke to Quino - functional administrator, Mandy and Ric - the faculty's timetable makers. They talk about their work, the challenges they face and collaboration with other departments.
From planning to timetable: how does it work?
The process starts annually on 1 February, when programme and study coordinators submit all changes and additional requirements for the coming academic year. Quino processes this information in uSis, after which Mandy and Ric process it further in Term Time and MyTimetable.
The first priority is to plan (large) lectures, while avoiding overlap between classes from different years in the same study. This is followed by the big hall consultation. This consultation is necessary because there are several faculties in the building and is done with the timetable makers of several faculties and the University Facilities Department (UFB). During these consultations, the distribution of large teaching rooms is discussed. Campus The Hague is used by several faculties. This is a challenging factor and different from other faculties in Leiden that have their own building. As a result, rooms have to be distributed even more efficiently, sometimes requiring the use of external locations such as Pathé.
'We regularly face conflicting interests.'
What challenges are at play?
Scheduling presents several challenges. ‘We regularly have to deal with conflicting interests,’ says Ric. ‘For example, programmes want lectures to be directly followed by work-groups, but this is not always feasible within the available space.’
Individual preferences of lecturers can also cause constraints, for example if several lecturers teach a course together but have limited availability on the same days. In addition, expected student attendance sometimes differs from reality, leading to last-minute adjustments.
‘Another recurring issue is the scheduling of education between 5pm and 7pm,’ Mandy adds. Although this time block allows for more flexibility in the timetable, many lecturers and students consider these times uncomfortable. Yet this is often the only option, especially now that the faculty and the Campus are growing - not only due to new bachelors and a master's degree, but also due to an increasing number of students in existing programmes. This growth creates a structural challenge: the space available on campus is not always designed to accommodate it. We aim to share the burden in this regard as fairly as possible.
Cooperation with other departments
The scheduling process requires close cooperation between different departments, including programme coordinators, lecturers and the UFB. Programme coordinators play a crucial role in handling room requests and communicating changes with the OSC. ‘We ask lecturers and coordinators to communicate changes in a timely manner, as any change after June will only worsen the timetable,’ Ric stresses.
Looking ahead: the Spui building
To better accommodate growth and space demands, a major change is planned: the completion of the Spui building in January 2026. This building will have a lecture hall for 300 people and a flexible flat room. The FGGA continues to innovate. For instance, the faculty is the first within the university to schedule automatically. This makes the process more objective and efficient. 'Ah well making timetables for everyone, it's not easy' acknowledges Ric 'but we do it with love for education.'