Timetable Services

For room booking and hiring venues at UQ, please visit Bookable spaces at UQ.
For student queries regarding your class timetable, please visit Class allocation on my.UQ
For staff queries regarding the UQ timetable and class timetable and allocation information, please visit Timetable Services Staff Intranet (staff login required).

Connecting people, places, and learning - seamlessly. Timetable Services is responsible for the planning, coordination and delivery of class timetabling and student allocation, and support room booking services across the University.

Team members

Steve Gillard

Senior Manager, Examinations and Timetable Services

Mark Badans

Manager, Timetable Services

Evelyn George

Timetabling Coordinator
(Analytics and Enhancement)

Luc van der Vlugt

Senior Administration Officer
(Analytics and Enhancement)

Amanda Hurley

Timetabling Coordinator
(BEL/HASS Faculties)

Erin Wiley

Timetabling Officer
(BEL/HASS Faculties)

Sarah Gwynne

Timetabling Coordinator
(EAIT Faculty)

Kim Swiney

Timetabling Officer
(EAIT Faculty)

Andrew Daddow

Timetabling Coordinator
(HMBS Faculty)

Marcia Hodder

Timetabling Coordinator
(HMBS Faculty)

Kate Rablin

Timetabling Officer
(HMBS Faculty)

Sandra Vidovic

Timetabling Officer
(HMBS Faculty)

Daiji Sato

Timetabling Officer
(HMBS Faculty)

Livia Cawley

Senior Timetabling Officer
(Science Faculty)

Keryn Eaton

Timetabling Officer
(Science Faculty)

Key responsibilities

Timetable Services provides a range of services to the University community which centres on the coordination, production and publication of the class timetable, and student class allocations. More specifically, the team:

Lead the planning, coordination, and publication of the University’s academic timetable, ensuring efficient scheduling, minimal clashes, and alignment with academic priorities.
Manage student class allocation processes, delivering fair, balanced, and responsive allocation outcomes while resolving clashes, waitlists, and enrolment fluctuations.
Provide expert advice and operational support to schools, faculties and other stakeholders across timetabling, allocation, and room booking activities.
Maintain the accuracy and integrity of timetabling, student allocation, and room data within core systems, ensuring timely updates and clear communication.
Develop, review, and support the implementation of timetable and related policies and procedures, along with standards to drive consistent, compliant, and best practice operations.
Deliver reporting and analytics on scheduling, student allocation, and space usage to inform decision making, planning, and continuous improvement.
Collaborate across the University to enhance processes, respond to changes, and improve the overall teaching and learning experience.
Deliver specialised and expert user training to end users for each of the Class Scheduling, Room Booking and Class Allocation systems.

Class scheduling

Develop and publish the University’s academic timetable, ensuring alignment with teaching requirements and key academic dates.
Coordinate scheduling across faculties and schools to optimise time slots, minimise clashes, and balance demand.
Timetable classes to appropriate teaching spaces based on capacity, location, student, staff and academic teaching requirements.
Maintain and update the timetabling system, ensuring data accuracy and timely communication of changes.
Provide expert advice and support to stakeholders on scheduling practices, constraints, and solutions.
Monitor space utilisation and identify opportunities to improve efficiency and planning outcomes.
Coordinate responses to timetable changes, disruptions, and ad hoc scheduling requests.
Collaborate with school and faculty teams to continuously improve timetabling processes and user experience.

Class allocation

Manage student class allocation processes, including preference collection, automated allocation, and adjustment rounds.
Ensure fair and equitable distribution of students across classes, balancing demand, capacity, and teaching workloads.
Monitor and resolve allocation clashes, waitlists, and over/under subscribed classes.
Maintain and update allocation data in timetabling and student allocation systems, ensuring accuracy and consistency.
Support students and staff with allocation enquiries, changes, and exception handling.
Coordinate reallocation processes in response to timetable changes, enrolment fluctuations, or operational needs.
Collaborate with schools and faculties to optimise class sizes and improve the student timetable experience.
Analyse allocation patterns and demand trends to inform future planning and continuous improvement.

Room bookings

Class scheduling and allocation policy and procedures

Provide expert advice on timetabling, class allocation, and space management policies to ensure consistent and effective practices across the University.
Contribute to the development, review, and continuous improvement of policies, procedures, and standards related to scheduling, student allocation and space utilisation.
Ensure policies align with academic objectives, regulatory requirements, and operational constraints.
Promote compliance with established policies and procedures through guidance, training, and communication.
Analyse operational data and stakeholder feedback to inform policy enhancements and best practice approaches.
Act as a central point of expertise for interpreting and applying policies to complex or exceptional scheduling scenarios.
Support change management activities associated with new or revised policies, systems, and processes.

Class scheduling and allocation reports and analytics

Develop and maintain reporting frameworks for class scheduling and student allocation to support operational and strategic decision making.
Analyse enrolment demand, class fill rates, and allocation outcomes to identify trends, risks, and optimisation opportunities.
Produce regular and ad hoc reports on timetable efficiency, space utilisation, and student access to preferred classes.
Provide data driven insights to schools, faculties and central units to inform class sizing, scheduling patterns, and resource planning.
Ensure data accuracy, integrity, and consistency across timetabling and student allocation systems used for reporting.
Support forecasting and scenario modelling to assist with future semester planning and capacity management.
Collaborate with institutional reporting and analytics teams to integrate timetabling data into broader university insights.

Timetable Services

Team members

Steve Gillard

Mark Badans

Evelyn George

Luc van der Vlugt

Amanda Hurley

Erin Wiley

Sarah Gwynne

Kim Swiney

Andrew Daddow

Marcia Hodder

Kate Rablin

Sandra Vidovic

Daiji Sato

Livia Cawley

Keryn Eaton

Key responsibilities

Class scheduling

Class allocation

Room bookings

Class scheduling and allocation policy and procedures

Class scheduling and allocation reports and analytics

Related information