Staff timetables

Changes to your personalised timetable will typically appear in your online timetable within 15 minutes.

You will also receive an email notification about any change to the date, time or location of an activity in your personalised timetable.

It can take up to 24 hours before changes are visible in your connected calendar application.

Staff can use the Email students option in the activity dialogue. When you click this button, the system generates a list of the students attending that activity and their email addresses.

In Week view, clashing activities are displayed side-by-side, indicating that they are taking place at the same time.

In List view, you can use the setting "Highlight clashing activities", which highlights clashing activities in yellow.

You can also use the setting "Show only clashing activities" which will be shown in yellow.

If your timetable includes two activities taking place on different campuses with limited travel time (fewer than 30 minutes), the system will give you a warning. The warning symbol is a walking figure in a yellow box and is visible in all views of the timetable.

Activities in your timetable are colour-coded by type. Here’s a quick guide:

• Green is a lecture or film screening
• Blue is a seminar, supervision or tutorial
• Orange is a workshop, group project or problem class
• Vivid orange is a field trip or practical
• Pink is a presentation, feedback session or rehearsal
• Red is an assessment, induction activity, mandatory training or performance
• Purple is a meeting
• Cyan is a masterclass or placement
• Dark grey is a careers event or optional activity

Activities that will be recorded have a symbol, a green "play button" icon, which is visible in all views of the timetable. This indicates that a recording of the activity will be made available through the VLE. 

Similarly, if you have connected your timetable to Google Calendar, the event details will state: ‘Scheduled to be recorded with Replay Timetabled Lecture Capture’.

For help with recorded lectures, please refer to the Replay - Panopto - Lecturer Guide.

To request or cancel a recording, please contact Timetabling with as much notice as possible and all relevant details: timetabling@york.ac.uk 

For all other Replay or Panopto queries, please contact the Digital Education Team (DET): vle-support@york.ac.uk 

Display equipment in teaching rooms is standardised, but if you’d like to see exactly what to expect, check the Teaching Room Information pages. These pages include information around audiovisual (AV) equipment as well as wheelchair access and hearing loops.

For any AV related questions, please contact: av@york.ac.uk

We advise you to check a staff member’s availability in Google Calendar, as this should include both their timetable and their meetings and appointments.

You can use the "Add timetable" function in the online timetable to look at a staff member’s teaching timetable. But please remember that this does not include their meetings and appointments.

Each activity has a link to a campus map and to the University’s audio-visual pages, where you can find directions and other information about the location.

All room bookings should be made in Planon, which will also show you the most up-to-date room availability on campus.

You can use the Location view in the online timetable to view what’s going on in a certain room or building. This view includes both timetabled activities and room bookings. Be aware that this view can take 1-2 hours to update with the latest room bookings from Planon.

Find out about and view screenshots of how to use MyTimetable Zoom links in the My Timetable and Zoom integration documentation for staff.

N.B. You will need to use your @york.ac.uk google account to access this document