Hardest timetabling season for schools

MIST Services works with many schools, Academies and colleges each year and has found that many of these schools found it the hardest season to date.

Why is timetabling hard?
The reasons for such a hard year is generally down to one of several reasons:

1 - Introduction of other Diploma lines into another year group
2 - Increased levels of part time staff
3 - Introduction of primary models
4 - Introduction of 'project based' sessions where year groups collaborate on set projects
5 - Reduced levels of staffing
6 - Un-certainty in staff levels due to either recruitment difficulties or redundancy un-certainties
7 - The timetabler being asked (or expected) to do too many jobs
8 - Schools moving into temporary buildings with insufficient rooms
9 - Schools having to write multiple timetables due to changing staff levels or moving into new builds
10 - The curriculum changing many times and at the last moment

What to think about
Whilst some of the factors can be 'foreseen' some simply cannot. MIST Services believes that the timetabling season can be helped by having a clear timeline of when certain tasks can be completed, with time allowed for reviewing. These key tasks and dates should be known by the senior management and be realistic so that the timetabler is confident in meeting the dates. Also the senior management should also know (or if they don't, are told) the impact a change to the curriculum or timetabling parameters has on the timelines. As certain changes will need substantial thought and time, when time is generally the factor timetablers are lacking and cannot magically create more time.

As a timetabler you should be honest on your abilities within the timescales you are given and if something is not possible then tell the Head teacher or Principal. From our experience the majority of leaders appreciate the honesty on whether you believe a change is going to have a negative impact on the timetable or even worse a completed timetable isn't created! The school leader generally doesn't like the surprise of 'no timetable' especially if there isn't any warning! MIST Services have had conversations with Head teachers who say that they were unaware a change was going to create a problem as the timetabler just accepted it as another change! They all said that if they were told it is unlikely to have a positive impact or that there simply isn't sufficient time to check the feasibility of the change and get a completed timetable they would have accepted that and planned that for the next timetable.

Piece and quiet is required
At times many timetablers work in quite an isolated manner (although at times undisturbed time is essential!) and tend not to work well with the subject or curriculum leaders. If there is a good working relationship with the middle leaders of a school, then quite often they have a solution to a problem that the timetabler would have not thought of (or believed was an acceptable solution).

Much of the above is about the timetable having a clear and achievable timeline, working well with other colleagues. Unfortunately should the pressures get so great for an individual timetable, the school must have a 'plan b'. Many schools have someone 'assisting' the timetable which is a great idea, although in reality many the assistants actually aren't prepared or had sufficient training on either Principles of timetabling or on a software solution to allow them to complete the task. Ultimately leaving the school at a dis-advantage, the school should invest in sufficient training and/or support for all colleagues involved in the timetabling process. The school should be absolutely clear on the curriculum design, staffing and timetabling restrictions so that should a timetabler leave or be off another colleague or an external expert can easily pick up the task of completing the timetable.

Stress of timetabling
MIST Services has unfortunately seen many good and seasoned timetablers put themselves under immense pressure and worst cases has resulted in long periods of term off from school due to illness bought on from stress.

If your school is concerned about what is involved in 'timetabling' or are concerned contact MIST Services. MIST Services work with many schools, colleges and Academies each academic year, ultimately being exposed to literally hundreds of curriculums and timetabling problems.