Class Allocation Project

What are we delivering?

The Class Allocation Project is improving students’ timetabling experience by providing them a personalised timetable, and the details they need to more easily plan their time and study.  Students will be able to view the times of their enrolled learning activities, select their preferred tutorial, practical and laboratory times and generate a personalised timetable, in one system.

How will it improve our services?

The features and improvements this project will bring include: 

  • Enabling students to view the timetable for their enrolled courses, browse, then self-allocate to small teaching activities / tutorials so they can better plan their time. 
  • For Course Conveners and Student Administrators it will reduce the administrative load of allocation-related emails. Course Conveners will get alerts advising when allocations are nearly full, they’ll have the ability to reveal sessions incrementally, obtain class lists and move students between tutorials. 
  • The system will support many simultaneous users, freeing up allocation opening times and providing real-time updates to timetabling information through an integrated web and mobile portal.

Our approach

In consultation with academic and professional staff, we are refreshing processes such as managing student allocations and allocation change requests, to leverage the functions of the new system and reduce the administrative burden on staff.

The involvement of Course Convenors, Student and Education Administrators and Student Services staff is crucial in delivering an improved student experience.  We will consult, involve and collaborate with staff and students to support an easy transition and deep adoption of refreshed processes, embedded into local practice.

Implementation partners

The Class Allocation Project team (Information Technology Services Division - ITS) is delivering the project for the business owner - the Registrar (Division of Student Administration and Academic Services - DSAAS). Teams initially involved in the technical and business implementation are the Database & Integration Services team (ITS), the Application Development & Support team (ITS), the Timetabling team (DSAAS) and the Student Business Services team (DSAAS).

Involvement from education leaders, teaching and professional staff is crucial to lead staff, test the system, refresh allocation processes and use training resources. This level of involvement will provide our staff with the confidence they need to use the system to reduce their workload and provide a consistent experience for students.

Each College and some Schools have nominated Implementation Coordinators – a full list of these is on the Class Allocation SharePoint page.

We are implementing a software as a service solution, Allocate Plus which is used in many universities across Australia. The vendor (JDR Software Pty Ltd) was selected through a procurement process in 2020.

Where are we up to? 

Refreshing allocation processes

We have consulted student administration staff and some academics across ANU schools and colleges to document the ‘As-Is’ timetabling and allocation processes. We are in the process of conducting ‘To-Be’ workshops and sharing good practices.

 As the Class Allocation system is designed and tested, we will involve staff, through College and School Roadshows, virtual Coffee catch-ups and training so that when the system is introduced to students, staff have ironed out their processes.

Preparation and support

In preparation for using the Class Allocation system, staff and students will have online resources to explain how best to use the system, as well as being given the opportunity to attend virtual briefings and face-to-face sessions.

The Project team, the Timetabling team and the ITS Service Desk will all be available to provide support to staff and students as the system is used.

Project Team 

The Project team has the following members 

Project Manager 

Selina Walmsley 

Selina.Walmsley@anu.edu.au 

Business Change Manager 

Susan Scarlett 

Susan.Scarlett@anu.edu.au 

Senior Business Analyst 

 Rajalakshmi Raja

Rajalakshmi.Raja@anu.edu.au 

Senior Business Analyst 

 TBC