Module scheduling and allocation

PEDAGOGY – MODULE SCHEDULING AND ALLOCATION – PED-PRO-015-A

Version: 1.0  |  Last update: 04/11/2025  |  Department: Academic Coordination

🎯 Objective

Define the standardized process for programming and allocating course modules within the
Dubai Precious Metals University academic calendar.
This ensures that all subjects are correctly distributed, instructors assigned, and schedules validated before the start of classes.

👤 Who

  • Academic Coordinator
  • Pedagogical Director
  • Administrative Assistant (for planning updates)

🧩 Inputs / Outputs

Inputs:

  • Validated academic calendar
  • List of courses and modules per program (RNCP reference)
  • List of available instructors with their hourly quotas
  • Room and campus availability

Outputs:

  • Complete pedagogical schedule (by program, level, and period)
  • Instructor assignment per module
  • Validated timetable communicated to teams

⚙️ Process Steps

  1. 1. Collection of Pedagogical Data
    The Academic Coordinator compiles all necessary data:

    • Course list per RNCP title and level
    • Teaching volume (hours) per module
    • Instructor list with availability and specialties
    • Campus or classroom capacities

    This information is extracted from the planning matrix or the academic tracking Excel file.

  2. 2. Structuring of the Planning Grid
    Using the academic calendar, the coordinator builds a pedagogical planning grid by trimester or semester:

    • Define pedagogical periods (modules, exams, breaks)
    • Distribute courses evenly to avoid overload
    • Ensure balance between theoretical, practical, and evaluation sessions

    Each grid corresponds to one class level (BBA1, MBA2, etc.).

  3. 3. Instructor Assignment
    For each module:

    • Select the most relevant instructor based on expertise and availability
    • Cross-check total hours with the contractual quota
    • Record the assignment in the “Instructor Allocation Tracker” (PED-LOG-015)

    If a course remains unassigned, a recruitment request is opened (see PED-PRO-011-A).

  4. 4. Draft Schedule Validation
    Once the grid is filled:

    • Share the draft schedule internally with instructors for feedback
    • Confirm logistical feasibility with the administrative team (rooms, online sessions)
    • Make necessary adjustments (conflicts, overlaps, or changes in instructor)

    The Pedagogical Director reviews and signs off on the finalized schedule.

  5. 5. Integration into the Planning System
    The validated planning grid is imported or entered into the centralized platform:

    • Local mode: Excel file or shared WorkDrive document
    • Online mode: LMS calendar (MasterStudy or equivalent)

    The Administrative Assistant checks all dates, room names, and session titles before publication.

  6. 6. Communication to Stakeholders
    The final version is sent to:

    • Instructors (individual assignments and dates)
    • Students (via email and LMS calendar)
    • Administrative teams (for coordination and attendance tracking)

    All versions are stored in the folder WorkDrive › Pedagogy › Planning › [Year].

  7. 7. Monitoring and Adjustments
    During the trimester:

    • Track potential changes (instructor absence, postponement, or replacement)
    • Update the planning file weekly if necessary
    • Record all changes in the PED-LOG-015 (version history)

    Major modifications require approval from the Pedagogical Director.

✅ Controls

  • Consistency between hours assigned and contractual hours
  • Validation of the schedule by the Pedagogical Director
  • Publication of the final version before the start of classes

📁 Records

  • Pedagogical planning grids (by level and period)
  • Instructor Allocation Tracker (PED-LOG-015)
  • Validated final version (PDF or Excel)
  • Stored in WorkDrive › Pedagogy › Planning › [Year]
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