Deadlines timetabling

Faculty of Science and Engineering

With 14 bachelor’s, 27 master’s degree programmes and almost 1000 course units, it is imperative that the timetabling of lectures, practicals and examinations starts in time. To create a timetable taking almost all requests into account takes a few months. With the current number of students and a fixed amount of lecture rooms there is hardly any flexibility within the timetables. A timely publication of the timetables for the academic year 2025-2026 can only be guaranteed if the deadlines given in this document are respected.

Timeline

The implementation of a UG-wide scheduling process results in some changes in FSE’s timeline.

Some information will have to be delivered to the schedulers earlier, some information later.

Scheduling of course units 2025-2026	When	How
The definite programme for 2025-2026, including All course units in the programme (name, period, study programmes, mandatory course/elective, course coordinator)	Before 1 January 2025	The programmes will have to be submitted through Ocasys. Limited options for changes in the programme after this deadline (see below).
Course information for the first semester of 2025-2026, including Teaching and assessment methods Lecturers involved Structure and number of lectures/practicals/tutorials Specific classroom requirements	Before 1 February 2025	This information will have to be entered in the Timetabling Forms that will be shared with course coordinators
Schedules semester 1 ready in draft version	5-16 May 2025	Schedules open for checks and corrections by programme and course coordinators
Publication schedules semester 1 2025-2026	1 June 2025	rooster.rug.nl
Course information for the second semester of 2025-2026, including Teaching and assessment methods Lecturers involved Structure and number of lectures/practicals/tutorials Specific classroom requirements	1 July 2025	This information will have to be entered in a TimeEdit Curriculum that will be shared with course coordinators.
Schedules semester 2 ready in draft version	3-14 November 2025	Schedules open for checks and corrections by programme and course coordinators
Publication schedules semester 2 2025-2026	1 December 2025	rooster.rug.nl

Requests for timetable changes

In order to deliver high-quality schedules, the curriculum and course information that the schedulers receive has to be correct and complete. Both in and after the draft period, the schedulers can only change or correct the (draft) schedules in specified circumstances:

Reasons for changes made in the draft period

Reasons for changes made after publication

The room is too small for the number of students.
The room does not meet the requirements necessary for this course/activity.

The course has to move to another time slot for educational reasons (e.g. the order of lecture in the week).
More groups must be scheduled due to a higher number of students.
There is overlap with another (mandatory) course for the same students.
The room has no option for streaming.

The room is too small for the number of students.
More groups must be scheduled due to a higher number of students.
The teacher of the course/activity has been replaced.
The room has no option for streaming.

Please note: The degree programme coordinators will provide the teaching staff with digital forms to hand in the required information. The set-up of any new course unit or changes made to existing course units needs to be discussed with the programme director and the programme committee before the deadlines mentioned in the above schedules.

Your help and input are essential in making all necessary information on courses and programmes available on time for students and teaching staff.

Last modified:

16 January 2025 1.44 p.m.