Planning distribution (annual & weekly)

PEDAGOGY – PLANNING DISTRIBUTION (ANNUAL & WEEKLY) – PED-PRO-018-A

Version: 1.0  |  Last update: 05/11/2025  |  Department: Academic Coordination

🎯 Objective

Define the standardized process for the preparation, verification, and distribution of
academic planning documents to instructors and students of the
Dubai Precious Metals University.
Two types of plannings are covered: the annual academic schedule and the weekly planning sent before each week of courses.

👤 Who

  • Academic Coordinator
  • Pedagogical Director
  • Administrative Assistant (communication and dispatch)

🧩 Inputs / Outputs

Inputs:

  • Validated academic calendar (annual)
  • Pedagogical planning grids (see PED-PRO-015-A)
  • Instructor confirmation list (see PED-PRO-016-A)

Outputs:

  • Annual planning sent to all stakeholders
  • Weekly planning distributed and archived
  • Confirmation of receipt or publication trace (CRM or email)

⚙️ Process Steps

  1. 1. Annual Planning – Preparation and Verification
    The Academic Coordinator finalizes the full-year schedule based on:

    • Pedagogical calendar (trimesters or semesters)
    • Instructor allocations per module
    • Exam sessions, breaks, and institutional events

    Once complete, the draft is reviewed by the Pedagogical Director for validation.

  2. 2. Annual Planning – Formatting and Distribution
    After validation:

    • The file is exported in PDF and Excel formats
    • Named as DPMU_Planning_Annuel_[Year].pdf
    • Uploaded to WorkDrive › Pedagogy › Planning › Annual › [Year]
    • Sent by email to all instructors and administrative staff
    • Shared with students via the LMS or Drive link

    The Administrative Assistant logs the dispatch in PED-LOG-018 (Annual Planning Tracker).

  3. 3. Weekly Planning – Generation
    Every Thursday morning, the Academic Coordinator prepares the planning for the upcoming week (Monday → Sunday).
    Using the planning matrix or master schedule:

    • Extract sessions by class and campus
    • Verify instructor confirmations and room availability
    • Adjust last-minute changes (substitutions, online sessions, cancellations)

    The result is formatted in a clear table by day, time, subject, instructor, and room.

  4. 4. Weekly Planning – Validation
    The finalized version is reviewed by the Pedagogical Director or Academic Lead before publication.
    Validation ensures:

    • No overlap between instructors or classrooms
    • All modules correspond to the approved curriculum
    • All Zoom sessions or hybrid classes are properly linked

    The validated file is exported in PDF format:
    DPMU_Planning_[Class]_[Week]_Semaine[XX].pdf.

  5. 5. Weekly Planning – Communication
    Each Friday before 17:00:

    • The weekly planning is emailed to:
      • All students of the concerned programs
      • All instructors involved
      • Administrative team
    • The email subject line follows the model:
      “[DPMU] Planning de la semaine – [Dates] – [Program]”
    • The body includes:
      • Reminder of punctuality and attendance policy
      • Zoom link reminder if applicable
      • Attached PDF and link to the online version

    A copy of the email is stored in WorkDrive › Pedagogy › Planning › Weekly › [Year].

  6. 6. Publication on LMS
    The Administrative Assistant uploads the weekly schedule to the LMS (MasterStudy / GAMMA):

    • Dashboard → “Planning Hebdomadaire” section
    • Attach the PDF file
    • Check visibility for students and instructors

    This guarantees centralized access and version consistency.

  7. 7. Archiving and Traceability
    Both versions (annual and weekly) are archived chronologically:

    • WorkDrive › Pedagogy › Planning › Annual › [Year]
    • WorkDrive › Pedagogy › Planning › Weekly › [Year]

    The coordinator updates PED-LOG-018 to mark the date and version of each dispatch.

✅ Controls

  • Annual planning validated and distributed before the academic year begins
  • Weekly planning sent systematically before Friday 17:00
  • Traceability of all versions in PED-LOG-018

📁 Records

  • Annual and weekly planning files (PDF / Excel)
  • Email communications and LMS publications
  • Planning Tracker (PED-LOG-018)
  • Stored in WorkDrive › Pedagogy › Planning › Annual / Weekly › [Year]
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