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Timetabling Terminology

Term   Explanation Notes Used in       
Activity Quota The maximum number of students that can be enrolled in an activity.   This is also used to determine the size of the room allocated during scheduling. School contacts are able to change activity quotas using CUOS. Callista, CUOS
Activity, Teaching Activity A class attended by the student as part of a unit’s teaching requirement, such as a lecture, seminar or tutorial.  Each activity has a unique “activity number” (or “event number”) which should be noted when requesting timetable changes. Also known as: “class”,“event”. Callista, CUOS
Actual Places Activity enrolments   Callista
Allocated Students Students that are enrolled in a unit’s activity/s.   
Block Separate activities running on the same day and time but in different rooms   CMIS, CUOS
Callista The University’s student management system.  The timetable is uploaded into Callista to allow students to enrol in their unit and activities.   
Cancelled Activity / Deleted Activity An activity that has been deleted. When a School decides an activity is no longer required, the activity will be deleted in the timetable system and will be removed permanently.  Any students enrolled in an activity that is deleted will be made “unallocated”.  
Cancelled Unit / Unoffered Unit A unit that is not offered in a particular teaching period and campus. Students need to be withdrawn from a unit offering before is it made unoffered.  
Cap Seating capacity   
Clash (Room) When a room is already being used at a particular time for a particular group and has also been requested for use for another unit.     
Clash (Unit) When a unit is scheduled for a particular datet/time and another unit is also scheduled to run at that date/time.  Not desirable for core units in a course.  
Closed Activity An activity that is not SSF (Self Serve Functionality) available, i.e. not open for enrolments on SIMO.   Also known as: “hidden”.  Can be viewed on the staff version of “View Semester Timetable”, closed activities will show highlighted in yellow  
CMIS Facility The University’s timetabling and room allocation software. Also known as the “timetable system” or CMIS  
CMIS Weeks A number allocated a distinct week of the year. E.g. 1st Jan = week one, 8th Jan = week 2. Used by CMIS, the University’s timetable system.  

Concurrent Unit

Where two or more units share the same activity (i.e. they are in the same room at the same time).   
ConstraintsInformation which may influence when activities are scheduledOften provided through CUOS as part of the Timetable Requests process 
Core ActivityAn activity which must be taken by a student to satisfy course requirements.  

Course and Unit Offering System (CUOS)

It is the repository of course and unit offerings in all teaching calendars and a record of historical offerings.  CUOS interfaces directly with Callista. Manages offerings for courses and units and associated timetable requirements, exam requirements, UTEI collection and Blackboard site/community information.  

Course

The course of study being undertaken by a student e.g. Bachelor of Business. See the ECU Handbook for more detail.  
Curriculum ItemsCourses, units and offerings as provided by School staff in accordance with the Curriculum Approval and Curriculum Planning and Development policies  

Delivery Pattern

The location a unit will be offered at, along with the mode and type.  For example, Mount Lawley, On Campus and Full-time.   CAPS
Draft TimetableThe first iteration of the timetable, based on timetable requests provided by Schools.  

Dual-use Specialist Rooms

Rooms that are designed and/or contain specialist equipment to run specific activities, e.g. nursing demonstration wards or chemistry laboratories, but which can be used for general teaching when they are not being utilised as specialist rooms. These rooms may be allocated as first preference rooms to specific Schools due to specialist equipment/room set up and general teaching rooms. 

ePortal

The web front end of CMIS Facility used to check room and unit timetables.   Campus Service Office uses ePortal to make ad hoc bookings for the University.  

Exclusion

Units, or activities that can’t clash (run at the same day and time).   CMIS and CUOS
External unitsUnits which are not taught on an approved ECU campus  
Finalised TimetableThe final, published timetable   
Published TimetableThe second iteration of the timetable, created based on School feedback about the draft timetable. This version is also published but is subject to amendment. 

General Teaching Rooms (GT or GTR)

Classrooms and computer labs owned by the University that can be used by any school for their activities.   

Group

Type of activity e.g. LEC = Lecture, SEM = Seminar, TUT = Tutorial. Also known as “Activity Code” CMIS

Instance

As used in CMIS: Teaching period + campus.   CMIS

Location

the location a unit is being offered at. Also known as “campus”  

Mandatory Activity

an activity type (e.g. Lecture, Seminar) that is a compulsory component of a unit offering.  i.e. students must enrol into the activity The instances of these activities show with the numbering convention 1.X, 2.X, 3.X in CUOS.  

Mode

The way a unit is being offered, e.g. on campus, off campus.   

Opened Activity

an activity that is SSF (Self Serve Functionality) available, i.e. open for enrolments on SIMO. Also known as: “showing” Callista

Optional Activity

An activity type (e.g. Workshops) that is not compulsory for students to attend any of the classes for that activity type. i.e. students do not have to enrol into the activity. The instances of these activities show with the numbering convention X.1, X.2, X.3 in CUOS. CUOS

Ordering

The sequence (or order) activities should run in, e.g. Lecture first then tutorials.   

Published Limit

See: activity quota. This value is used in Callista. CMIS

Real Limit

Room capacity.   CMIS

Relationship

Used in CUOS Timetable Requests, concurrent or exclusion rules created between different unit’s activities.   CUOS

School Timetable Contact

Nominated person/s in each School who is the main liaison and point of contact for the timetable process. The ECU Timetable Policy requires each School to have on of these  

Self Serve Functionality (SSF)

indicates whether a student can enrol into a unit or an activity.   

SIMO (Student Information Management Online)

Web-based interface to the student information management system (Callista) Used by students for self enrolment.  

SIMO View Semester Timetable

displays unit offering and activity information.   The staff version is available here.  

Specialist Rooms

Rooms that are designed and/or contain specialist equipment to run specific activities, e.g. nursing demo wards, chemistry laboratory.   

Teaching Period

Predefined start and end dates within which units are offered. Also known as: Semesters, Terms, Trimesters.  

Timetable Actuals

The published timetable.   Timetable Actuals can be viewed on Callista, CUOS and SIMO View Semester Timetable.  

Timetable Requests

Tequirements, constraints and preferred options to be used and/or taken into consideration when scheduling activities in the timetable.   The data is entered into CUOS during the timetable requests Collection period.  

Unallocated Students

Students that are not enrolled in a unit’s activity/s, but are enrolled into the unit.   

Unit Offering (UO)

The teaching period, campus and mode (e.g. on campus, external) for which a unit is available.   

Unit Quota, Quota,

The maximum number of students that can be enrolled into the unit.   NOTE: Unit quotas override activity quotas.  If a staff member overrides the unit quota and enrols a student, another student will be removed to maintain the quota. It is strongly recommended Unit Quotas are not used if the unit has activities.  

Unit

The subjects that are taught and make up a course.  Units can contain activities that students enrol into. See the ECU Handbook for more detail.
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