Preparing for the Semester
Before the semester begins, subject coordinators must make sure that people are available to teach the subject and that the appropriate systems are ready.
Contents
vUWS
Learning Guides
Learning guides must be approved by the associated DAP and made available to students at least one week prior to the start of the session. To keep to this timeline, learning guides should be updated by the subject coordinator and submitted for approval at least two weeks before the start of the session.
To edit learning guides, login to the Learning Guide Management System. Coordinators should have access to edit the learning guides of the subjects they are coordinating. If there are problems with the system contact Education Programs Support.
For more information see the Updating the subject documents section and the Curriculum Publication Procedures policy.
Requesting Sessionals
A subject can have a single person as coordinator, lecturer and tutor, or it can have a team of people dedicated to it; where the number of people is usually dependent on the number of students enrolled. If a subject requires additional teaching staff make sure to contact the associated DAP at least a month before the start of the session.
- Consult with the DAP associated to the subject. The DAP might know of other staff members who have load for teaching the subject.
- If there are no staff members available, then the DAP will initiate the process to allocate sessional staff.
Details of the process are provided in the Engaging sessional staff section.
Timetables and tutorial allocation
Several weeks before students need to register for classes, class timetables are released for Subject Coordinators to view in Allocate+.
The Subject Coordinator responsibilities are as follows:
- Review the timetable and ensure the details are correct and appropriate, for example:
- Ensure rooms allocated will accommodate the number of students;
- Ensure that students whose class falls on a public holiday will not be disadvantaged;
- Check that teaching staff will be available at the assigned times.
- Advise the Student Experience Administration team which tutorials are to be opened.
- Advise the Student Experience Administration team of the names of teachers for each class.
- If amendments are not required, advise the Student Experience Administration team that the timetable is approved.
- If amendments are required, send the changes back to the Student Experience Administration team, who will forward them to the Director, Academic Program for approval.
Following approval, the Student Experience Administration team will advise the timetabling staff. The tutorial timetable is then opened for students to register for specific classes. Registration is opened at least a month prior to the start of session.
Visiting the Teaching Spaces
A week before teaching begins, it is good practice to visit the teaching space that will be used. This will allow the teachers familiarise themselves with the equipment and also report any problems to be fixed before the teaching session begins. Recall that the venues of each activity can be found in Allocate+.
