Timetables, lecture room allocations and examination calendar Academic Management Service

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Timetables, lecture room allocations and examination calendar

Title: Timetables, lecture room allocations and examination calendar

Body: UA Governing Council

Date of approval: 13 June 1996



Timetables are documents containing four-month or yearly course schedules by academic year and group, the teaching staff (including lecturers responsible for the course), examination dates and lecture rooms.

Timetables must be ready by the established deadlines for students to more easily choose their courses and plan their academic year, and also for the University to streamline its resources.

Before the timetabling period starts, the Office of the Vice President for Campus Facilities and Technology will inform UA deans and directors of the lecture rooms allocated for each study plan, academic year and group.

Deans and directors, as the highest representatives of UA centres, will be responsible for coordinating timetabling tasks and submitting timetables by the required deadline. 

A lecturer will be appointed by deans and directors to prepare the timetables and examination calendars for each study plan or academic year. The timetables, which will be final, will be approved by the centre board or delegated committee.

A reason must be provided for all course schedule changes, which must be approved by the same body which approved the initial timetable. The Facilities Management Office’s consent will be required if such changes also involve lecture room allocation changes. The Facilities Management Office will be informed in writing of all changes once these have been approved.

Examination date and timetable proposals must contain the following information for each course and group, if applicable:

-Approximate number of students.

-Examination date (within the examination session specified in the academic calendar).

-Time the examination will take.

-Time slot requested. As a general rule, the time slots are the following:

* From Monday to Friday:

-First slot: from 8.30 a.m. to 12 noon

-Second slot: from 12 noon to 3 p.m.

-Third slot: from 3 to 6 p.m.

-Fourth slot: from 6 to 9.30 p.m.

* Saturday:

-From 9 a.m. to 2 p.m.

* In July and the first half of September, examinations will run from 8.45 a.m. to 8.30 p.m.

Examination dates can only be changed if a reason is provided (for instance, changes in the Spanish University Entrance Examination dates) and at least 15 days in advance. In any case, examination dates can only be pushed back, and changes must be published on news boards.

A meeting must be convened with student representatives to prepare timetables and set examination dates.


Lecture room allocation

By 15 April


From 15 April to 30 May

Approval by centre board or delegated body

By 1 June

Timetable upload by centre secretary’s offices (first examination timetables and then course timetables)

By 10 June

Timetable publication

By 30 June