Clash report guide

Central Timetabling is responsible for producing regular clash reports for schools to facilitate the creation of, as far as possible, clash-free timetables for students.

As reported in a paper to Learning and Teaching Board in July 2007 (paper LTB/06-104), the Group on Space Management and Timetabling agreed that "clashes between compulsory elements of a programme of study are unacceptable and that, in the event of a clash, one or both activities must move to resolve it". 

The parent school is responsible for ensuring that their students are able to meet the requirements of their programme of study, liaising with teaching schools as appropriate. Central Timetabling will work with schools to ensure these requirements are met. 

Opening the Clash Report

When you open the Excel file there are two worksheets – ‘Pivot’ and ‘Sheet 1’

In the ‘Pivot’ worksheet, please select your school from the department list – this will update the clash list to just show the clashes relating to your school. If you would like to see more details about each individual clash, such as when it was first reported, double click on the clash and select the required field in the pop up box.

The ‘Sheet 1’ worksheet contains all departments’ clashes. In order to isolate the clashes for your school you will need to use the auto filter at the top of the ‘Department’ column. With regard to submitting comments and waivers, the ‘Notes’ column in ‘Sheet 1’ can be updated and your comments can be added to the clash reporting system so that they appear in the Notes field in future reports.

General clash information
Clash ID  A combination of all the activities involved in the clash. Use this to filter to all the students with the same clash. 
Clash first reported  The date on which the clash was first sent out in a report. 
Notes  Information on how many drop-in sessions are involved in the clash and if the clashing activities are all part of the same module. Any information from reports returned to the Timetabling and Room Booking team will also be added to this column. 
Priority  The priority of the clash in two parts: the first part tells you what type of modules are involved (compulsory, optional, discovery module or if the student is on a non-degree programme); the second part tells you if there is a possibility of resolving the clash by moving the student into an alternative group for one of the activities. 
Clashing weeks (S+/Uni)  Which weeks the activities are clashing, in either Syllabus Plus (S+) or standard University weeks (Uni). 
Student ID  Student Banner ID or indication that the clash is relating to a programme pathway. 
Student name  The name as it appears in Syllabus Plus (S+) without the student ID - ie surname, initials. 
Programme The programme code as it appears in S+ with the year at the end. 
Student email address  The student's University email address. 
Involved activities  The number of activities involved in the clash (ie the activities a student is timetabled to attend at the same time). 

For each activity involved in the clash the following information is displayed: 

Activity information
Activity The activity name taken straight from S+. (Non-S+ users - the module code is always at the beginning of the activity name. If there is no module code, the activity is non-credit bearing.) 
Module type  Indicates whether the module is compulsory or optional. 
Activities on template  How many alternative sessions there are (including the clashing activity).  
Additional info

Additional info key:

  • P - Preset allocation. Students are allocated to groups by the teaching school.
  • ND - Not duplicate. Students cannot be moved between groups.
  • DS - Drop-in session. Students do not have to attend the full timetabled session.