ID174 Transforming Student Timetabling at Keele

The Idea

I propose that Keele modernise its approach to student scheduling by implementing a flexible, automated timetabling system, integrated with the Keele App, that allows students to view available tutorial, seminar, lab, or workshop options and self‑select or swap time slots when appropriate. 

This system would automate processes that are currently labour‑intensive for timetabling teams and Professional Support Staff (PSS), while significantly improving the student experience. Students would gain greater control and flexibility in managing their schedules, including one‑off adjustments when conflicts arise. 

By connecting the Keele App directly to the timetabling system and attendance registers, Keele can deliver a more dynamic, responsive, and student‑friendly scheduling model, aligned with the expectations of today’s learners and the university’s commitment to digital transformation. 

Why This Idea Should Be Considered

Students increasingly expect flexibility, personalisation and digital self‑service. Many universities worldwide are moving toward systems that allow learners to choose or adjust their small‑group sessions, particularly where multiple time slots exist. At Keele, requests to change tutorial or seminar groups create significant manual work for both central timetabling and school‑level PSS. 

Currently PSS/timetabling staff must process large volumes of change requests manually, especially at the start of each semester. 

Students face delays or uncertainty when their allocated group clashes with work, caring responsibilities, disability needs or commuting patterns. 

One‑off adjustments (e.g. medical appointments, short‑notice caring needs) often cannot be accommodated without staff intervention. 

By automating these processes, Keele can: 

• Reduce administrative burden across academic schools, PSS teams and timetabling. 
• Improve accuracy, transparency and consistency in group allocations. 
• Provide students with more autonomy and reduced stress. 
• Increase attendance by allowing legitimate schedule adjustments. 
• Enhance Keele’s digital ecosystem and overall student experience. 

In a competitive higher education environment, universities that offer intuitive, flexible, and technologically advanced systems stand out to applicants and are better equipped to support diverse, modern student lifestyles.

How We Would Implement This Idea

Develop an App‑Integrated Timetabling Interface (I had previously worked on this in 2021 so shame it never materialised)  

• Embed scheduling options directly into the Keele App.  
• Present all available tutorial/seminar/lab slots to students within their programme.  
• Allow students to select or swap groups within defined academic parameters. 

Enable One‑Off Session Adjustments  

• Provide a mechanism for temporary changes, such as when a student cannot attend their usual group due to work, disability needs, or unforeseen commitments.  
• Automatically update attendance registers so staff do not need to intervene. 

Sync with Existing Timetabling and Attendance Systems  

• Ensure the App communicates in real time with the central timetabling system.  
• Automatically update group sizes, room allocations, and attendance records.  
• Build in rules to prevent over‑capacity or academic inconsistency. 

Reduce Manual Workload for Staff 

• Shift from reactive admin-heavy processes to automated workflows.  
• Free up timetabling and PSS staff to focus on student support, quality assurance, and strategic tasks. 

Pilot, Evaluate, and Scale  

• Begin with selected schools or modules with multiple tutorial groups.  
• Gather feedback from staff and students to refine functionality.  
• Expand across the institution in phases. 

What Success Would Look Like

For Students  

• A seamless, convenient scheduling experience with greater choice and autonomy.  
• Reduced anxiety and improved attendance due to flexible options.  
• Higher satisfaction with timetabling, accessibility and the Keele App. 

For Staff and Schools  

• Significant reduction in manual timetable‑related queries and interventions.  
• More accurate and up‑to‑date attendance records.  
• Improved efficiency in managing group sizes and room allocations. 

For the University  

• A modern, digitally enabled scheduling system aligned with Keele’s strategic direction.  
• Stronger recruitment appeal to digitally savvy applicants. Improved retention and engagement through flexible, student‑centred practices.  
• Recognition as a forward‑thinking institution investing in technology that genuinely supports students.