Who should write the school timetable?

The task of writing a timetable has been getting harder over the years and in fact schools are currently introducing many new initiatives that are resulting in timetables being harder than ever to get great results.

The changing and challenging timetable!
The change schools are going through with diplomas, three year Key stage 4, fast tracking of students, increased number of part time staff, implementing primary models such as learn to learn, opening minds etc are all playing a factor on timetables getting harder. In other words making the timetablers job harder! Because the changes generally have an impact on the curriculum design and organisation of students it is our belief that a senior member of staff is involved. With a senior member of staff with a teaching background involved in the curriculum design and/or timetabling it helps a realistic and feasible curriculum to be designed. There is no point in designing the ultimate curriculum and then passing it onto the timetabler who has another view point because of restrictions, continuity, staffing to name a few. It is also less than desirable for senior members of staff to design a curriculum and pass it to a non-teacher to timetable, without any real further involvement. Of course a non-teacher can produce a timetable and it occurs in many schools, although typically it is a non-teaching member of staff who has a real understanding of the school and can appreciate the impact of the timetable on the school. If the timetable is simply perceived as an admin job then in our opinion the outcome will suffer as the colleague will not necessarily understand what comprises are acceptable or not acceptable in respect to the school and ultimately the students. At times it has been seen that an administrator when approaching a subject leader needing their help and suggestions are often under-mined simply because they are an administrator. This in our viewpoint is completely wrong but sadly can be true so if an administrator is actually tasked then they must have strong backing from a member of the senior leadership team to support them through the process.

What do you need to look for in a timetabler?
Whoever has the responsibility for timetabling, it is important to have solid foundations and understanding of timetabling. Unfortunately some timetablers see the task of timetabling as a large mathematical challenge that if keyed into a piece of software, the software will find a solution. Although elements of this may be true, if impossibilities are entered the software will simply state that to you and it is for the timetabler to analyse and look for creative solutions at times. This can only be done if the timetabler knows the building blocks or principles of timetabling. Without timetabling principles then it is very hard to know what you can effectively change to find a solution, or worse still you don't know what is possible and what isn't. Investment in some high quality training or workshops on the Principle of timetabling will pay dividends and provide the tools for timetabling.

Can a timetable be 'outsourced'?
Many schools are looking to outsource their timetable because they are finding it an ever increasing challenge that is taking up an extortionate amount of time. Whilst the senior member of staff is occupied during the 'timetabling season' they are unable to concentrate as much as they would like to on other important jobs in running a successful school. People ask if outsourcing works, and the simple answer is yes it can. The school still controls the curriculum, makes the final decisions but at the same time has an experienced timetabler advising on what is possible and what is not. The timetabler can then analyse and test timetables and work alongside a point of contact within the school. Another reason why schools outsource a timetable is simply because they want the senior member of staff concentrating on running the school and not learning or battling with software!

Experience counts
An external company will have many years of timetabling experience; will know the principles of timetabling and what is achievable and what isn't. Ultimately they should be seen as an extension to your school and compliment skill sets that the school already holds.

If your school has questions on outsourcing a timetable, principles of timetabling or who should write a school timetable contact MIST Services. MIST Services works with many schools, colleges and Academies each academic year, ultimately being exposed to literally hundreds of curriculums and timetabling problems.