FOI_26-024 Timetabling systems

Date of response: 18 February 2026

We have now considered your request of 02 February 2026 for the following information:

I’m looking for information about how UEA has created its timetabling for the 25/26 academic year.

I cannot find any data on your website.

I would like to request the following information under the Freedom of Information Act:

Question 1. How does UEA create student timetables?

Our response:

Module timetable data is provided by each School via Microsoft Excel spreadsheets. Following the completion of data quality checks, this data is imported into the timetabling software, EventMAP Timetabler.

The software then generates the timetables. For events that do not have a predetermined date, time, or location, the software’s automated scheduling function is used to allocate these details.

Following this, further checks are undertaken by the Timetabling and Room Booking Team. A draft version of the timetable is released to staff for review, and any amendments are submitted and actioned as appropriate. Once these checks have been completed, the timetable is published to students.

Question 2. Has how UEA does timetabling changed this academic year in comparison to last?

Our response:

There were some adjustments to working practices, and more collaborative working between the Learning and Teaching Service and Schools, but the overall timetabling process remained the same as the previous year.

Question 3. Does or has the university used an AI tool to produce student timetables?

Our response:

No.

IF YES:

Question 4. What schools, departments or study levels was this applied to? Please break this down into Undergraduate, Masters and PhD.

Question 5. What company or tool was used?

Question 6. What date was this enrolled?

Question 7. How much money was spent on purchasing licenses or subscriptions to the service?

Our response:

Not applicable (questions 4-7).

IF NO:

Question 8. What services were used to create student timetables?

Our response:

EventMAP Timetabler (part of the EventMAP Optime suite of tools)

FOR BOTH:

Question 9. How many members of staff does timetabling go through before being released to students?

Our response:

On this occasion it is not possible to provide any of the requested information. In line with your rights under section 1(1)(a) of the Act to be informed whether information is held, we confirm that the University does not hold any recorded information for the number of staff members who review timetables before they are entered into our system and ultimately available to students.

Timetables are reviewed by multiple members of staff prior to being published, including staff within the Timetabling and Room Booking Team, as well as relevant academics and School Professional Services Staff. However, this is not a set figure or a confirmed number of staff involved for every timetable.

The number of staff involved varies depending on the school and the complexity of the timetable. For example, a simple module timetable may only be reviewed by one or two academic staff members and one or two members of the Timetabling and Room Booking Team, but a more complex module timetable is likely to involve a greater number of staff.