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Queen's University

University Timetable Responsibilities for Academic Unit Heads


  • 7 July 2003
  • 27 January 2004 (Revised)
  • 13 April 2004 (Revised)
  • 17 January 2006 (Revised)


Heads are responsible for:

  • Dealing with all matters concerning timetabling with the Office of the University Registrar (OUR). The Head retains ultimate responsibility for all timetabling tasks within the academic unit.
  • Overseeing the collection, evaluation and approval of instructor, course and room information to be submitted to the OUR.
  • Receiving and evaluating instructors' written, detailed requests for special timetabling arrangements.

For purposes of this document and for providing timetabling-related information to the University Registrar's Office, items shown with an asterisk(*) below are referred to as "tier 1" instructor timetabling constraints. The item shown with two asterisks(**) is referred to as "tier 2" instructor timetabling constraints.

  • Requests arising out of Human Rights legislation will be accommodated up to the point of undue hardship to the University.*
  • The University shall make reasonable efforts to accommodate the requests of the Members concerning the scheduling of the Member's teaching based on the Member's research requirements*, other academic responsibilities*, medical condition*, family circumstances* or preferences**.

Important Notes

Due consideration will be given to all requests. Decisions must be in accordance with applicable federal and provincial legislation and the Faculty, Librarians and Archivists Collective Agreement. The Head, with knowledge of local conditions, is expected to balance the competing demands of individual instructors and the Unit's obligation and responsibility to offer a timetable that meets the Unit's academic program needs and conforms with the Unit's needs and priorities.

  • Submitting accurate, complete and timely scheduling data to the OUR on all course offerings upon request. An annual identification of courses requiring conflict-free scheduling will be required.
  • Reviewing a draft timetable(s) from the OUR to ensure that the principles of timetabling have been met and approving the final timetable prior to release to students.
  • Notifying instructors in writing where it is not possible to accommodate timetabling requests. (See Collective Agreement, Article 37.2.6)
  • Attempting to resolve all conflicts informally.
  • Referring unresolved inter-Unit timetabling conflicts to the University Timetabling Appeals Committee.
  • Reviewing and confirming approval of all submitted constraints.
  • For tier I constraints, to further categorize the requests according to the following groupings (as identified in the Collective Agreement):
    • Human Rights Constraint
    • Research Requirements
    • Other Academic Responsibilities
    • Medical Condition
    • Family Circumstances
    The detailed categorization is for the purpose of the collection and analysis of aggregate data and will not be used in any way to influence or prioritize the accommodation of requests. The privacy and confidentiality of all information related to individual instructors will be held in the strictest confidence and will not be released.

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000