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UCD Timetabling Discovery Project

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Background

CMIS, our current timetabling platform, is approaching end-of-life, and the software provider will be phasing out support over the next number of years. The Timetabling Discovery Project is exploring solutions that will meet the long-term timetabling needs of the University. 

The goal of the Timetabling Discovery Project is to assess the current timetabling processes and evaluate the systems currently in place. A key aspect of the work includes gathering feedback from those involved in creating the timetable and from the students and faculty who rely on it.

The project's dedicated (opens in a new window)Workvivo Space is updated regularly. For any queries, please don't hesitate to contact the project team at (opens in a new window)timetabling.project@ucd.ie 

University Timetabling Working Group

The University Timetabling Working Group was formally approved by the UMT Education Group on 24 April 2025 to scope, initiate and oversee the Timetabling Discovery Project UCD.  Read the University Timetabling Working Group Terms of Reference. 

The group is chaired by Professor Marie Clarke, Deputy Registrar, Dean of Learning and Teaching and is supported by a Project Core Team comprising Suzanne Kealy (Service Lead, Office of the Registrar and Deputy President) and Caroline McTeigue (Project Lead, UCD Registry). 

Membership includes representatives of UCD Schools & Colleges, both faculty and professional staff, UCD Registry, UCD Estates and the UCD Students' Union. 

  • Associate Professor Alexander Thein, School of Classics
  • Andrew Myler, Director of Estates Operations & Services
  • Brid Reason, Director, College of Arts and Humanities Office
  • Dr Carmel Davies, School of Nursing, Midwifery and Health Systems
  • Caroline Barrett, Interim Director of Student Registration, Fees and Data Operations, UCD Registry
  • Chele Connolly Doran, Senior Programme Manager, Quinn School of Business
  • Associate Professor Cliona Kelly, School of Law
  • Dave Peelo, Systems and Data Services, UCD Registry
  • Professor Emma Sokell, Dean of Graduate Studies
  • Professor Hugh Campbell, School of Architecture, Planning and Environmental Policy
  • Iryna Buksha, Programme Manager, Graduate School of Business
  • Associate Professor Mark Coen, School of Law
  • Nicola Neville, Operations Manager, UCD Estates
  • Dr Nuria Garcia Ordiales, School Manager, School of Mathematics and Statistics
  • Dr Orna O'Brien, Director, College of Business, Global Campus
  • Associate Professor Sharleen O'Reilly, School of Agriculture and Food Science
  • Associate Professor Suzanne Donnelly, Director of Clinical Studies, School of Medicine
  • Associate Professor Tara Cusack, School of Public Health, Physiotherapy and Sports Science
  • Mark Mion, UCDSU Education Officer

Project Overview

The project will:

  • Conduct university-wide consultations with staff, faculty, and students to gather input on timetabling experiences and needs.
  • Analyse existing institutional data and reporting relating to timetabling.
  • Undertake benchmarking exercises with comparable institutions.
  • Review and assess the current timetabling system (CMIS) in terms of sustainability, fitness for purpose, and end-of-support implications.
  • Identify resource requirements (e.g., systems, staff training, supports) needed to underpin an effective timetabling approach.
  • Develop and communicate project updates and outputs across the university community.
  • Prepare recommendations on:
    • Future timetabling system/platform options.
    • Required process improvements.
    • Possible policy or regulatory adjustments.
    • Risks and benefits associated with proposed changes.

Out of Scope

The project will not:

  • Implement a new timetabling system/platform.
  • Undertake full-scale process reengineering of timetabling.
  • Deliver technical system development or integration activities.
  • Make final decisions on policy changes or approvals, although it will make recommendations through the appropriate governance bodies.

The Timetabling Discovery Project aims to:

  • Identify the requirements for a fit-for-purpose, sustainable, and future-oriented timetabling approach that supports UCD’s Breaking Boundaries Strategy 2030.
  • Gather and analyse evidence on current timetabling practices, processes, and systems across the university, including staff and student perspectives.
  • Benchmark UCD’s timetabling approach against comparable institutions to identify best practices and opportunities for improvement.
  • Provide clear, evidence-based recommendations to inform decision-making on future timetabling systems, processes, resources, and policies.
  • Develop a business case (if appropriate) for the procurement of a new timetabling system/platform.
  • Ensure that recommendations align with institutional policies, regulatory requirements, and governance processes.

Project Timeline

  • Spring 2025

    Discovery Project commences
    Project Core Team starts, University Timetabling Working Group convened

  • Summer 2025

    Consultation work underway
    Policy Sub-committee convened, Timetabling surveys for staff and students finalised; staff survey go-live, interviews with timetablers, Literature Review conducted

  • Autumn 2025

    Analysis
    Student Survey go live in October, analysis of survey results for staff and students, focus groups, analysis of As-Is

  • Winter 2025

    Analysis & Reporting
    Complete Analysis of the Survey Findings, Draft report ready for review by Working Group

  • Spring 2026

    Final Report & Recommendations
    Presenting draft and final reports to Working Group, Academic Council (AC or ACEC), and UMT EG.

Recent Updates

October 2025

The University Timetabling Working Group (WG) has been convened four times since March 2025.  We have kept a keen focus on stakeholder engagement.  A major step in this engagement was the launch of the Timetable Survey for all staff.  This survey is crucial for us to gain a clear understanding of your experience with timetabling and to identify where improvements can be made, whether you are involved in timetabling, planning, or using timetabled spaces. The survey was sent to all Module Coordinators, Timetabling Liaison colleagues, School Managers, School and College Office Directors, Heads of School, and colleagues in Registry and Estates. 

In addition to the survey, the Project Team has been meeting with individuals and teams at the operational level of timetabling across Schools and Units to hear first hand about "what’s working well and where the challenges lie". 

A student survey was launched on Monday, 6 October to gather the students' valuable feedback. 

UCD Registrar and Deputy President

Room 103 Tierney Building University College Dublin Belfield Dublin 4
T: +353 1 716 1404