Student Online Timetabling Project

Communication Plan

Contact Name: Lucy Nelson

Email: LPNelson@uclan.ac.uk
Extension: 5516
Version 1.0
1 Introduction

The Student Online Timetabling Project will see the development of a system to
create online live, up to date, personalised timetables to improve the student
experience. In addition the introduction of a centralised approach to timetabling will
lead to better use of the estate. Staff buy in to this project is essential for the
provision of data for the system itself, following the process for changes once live
and encouraging students to regularly check the timetable.

2 Principles
In line with the Business Enhancement communication plan the following principles
will be adopted:
 Communication messages will be clear, simple and easy to understand
 Messages and themes will be updated frequently to ensure they do not go
‘stale’
 In order to reach all stakeholder groups we will use a range of methods for
promotion
 Messages and themes will be circulated inside LIS and particularly in
Development team to ensure consistency of message when they liaise with
users on other projects
 Sustainability will be a consideration in the development of PR materials

3 Objectives
The objectives of the communication strategy are.
 To ensure staff understand actions that will be requested of them
required to do with regards to data inputting
 To highlight to the wider staff community that Online Timetabling will
be introduced and key project dates
 To dispel any miss information around the project and to provide
answers to issues or concerns raised by staff
 To encourage staff to promote the new service to students
 To encourage students to regularly check their online timetable.
 4 Stakeholders

Identify the stake holders for the project and the type of communication they will require.

Stakeholder Interest Impact Key messages Communication methods Timing

Students Students will use the Medium – lack of  Online timetable is most  Plasma screens Induction and
new timetabling student engagement accurate source of  Student AU Lookout regular reminders
project and will be will not impact the timetable information  Academic staff throughout the
required to ensure development of the  Regularly check your online  Student Lobby academic year:
the check the project, but will timetable – ideally before Plasmas in Sept,
timetable on a regular impact its intended you leave for university in Nov, Jan and
basis influence on the NSS the morning March
scores and Student
Satisfaction. Details on the
student lobby
prior to system
going live.
All staff Generic information N/A  Benefits to staff  Information on project At the start of
for all staff  Benefits to students page on staff intranet project announce
 Benefits to UCLan  Frequently asked launch on AU
 Time scale of project questions on project page Look out and
 Where they can access  Messages on AU Look out highlight location
information at key miles stones of website.
Staff Staff will supply the High – if the data is  Why they are being asked  Visit from project team At the start of the
involved in data, which will be not provided the for the data member to discuss issues project (intranet
timetabling used to build the timetables cannot be  Timescales of project i.e. and requirements project site) and
timetables. These produced. In the when data is required when  Email updates on project updates at key
staff will work with early stages of the the first schedule is to be development mile stones or
the CTU throughout project this will run, when they will be one month
the scheduling impact the initial requested to review the before staff will
process. testing of the system schedules be asked to
and if the data is not  What the benefits are to undertake any
provided for the “go students activity(intranet
live” students will not  What the benefits will be to and direct
have online time them emails).
tables  What the benefits will be to
the university as a whole

Heads of Heads of Schools will High – if the Head of  What the benefits are to  Visit from project team Updates at key
Schools be required to ensure School does not buy students member to discuss issues mile stones or
their Schools provide into the project they  What the benefits will be to and requirements one month
the required data to may not encourage staff (contacts to be identified before their staff
the CTU on time their staff to meet the  What the benefits will be to from project team) will be asked to
during the project requirements the university as a whole  Email updates on key undertake any
development stages  Time scales of projects and project development activity.
and at the go live requirements from their Visits offered
stage. staff when requests
 Updates on the project are made or at
any time during
the project if they
require
information.
Academic Some academic staff Medium – Staff will  What the benefits are to  Direct email to course At the start of the
Staff will be involved in the be required to follow staff leaders to disseminate to project – Intranet
development of the change process  What the benefits are to staff and AU Lookout
timetables, however and will a key students  Messages on AU Lookout announcement
all academic staff will influencer to  Messages to share with about training available to
be asked to encourage students to students use the system
encourage their access their  What the process is for
students to regularly timetables, however requesting changes
check their timetable lack of engagement
and staff will be may hinder some of
required to follow the the benefits being
process for requesting fully realised but will
changes to the not impact the project
timetable so students itself.
timetables are Staff will also benefit
updated. as they will be able to
access their teaching
timetable.
Service In some cases service Low – they will be a  Messages to share with  Direct email to services Once the project
Staff staff such as the SLRU useful influencer to students  Messages on AU is established and
may require access to encourage students to  Where they can access Lookout the project team
timetables if they check their timetables information about how to  Visit if requested have information
provide in class and will need to know use the system as to how the
support. Most how to use the  Direct email message on system will work
services are likely to system to help how they can access the send messages to
come in contact with students system to support students service staff to
the system when alert them of how
students are lost. the system will
impact them
 through AU
Lookout and
email.

Prior to launch of
system send
reminder and
highlight where
they can access
training.
Senior The project is a top High – Given the  Updates at key miles  Direct emails At key miles
Managers down initiative and sensitivity of the stones during project  Presentations at key stones, if issues
will add additional project buy in and  Direct contact through meetings arise that will
burden to the School active support from Chair of Project board if  Project board negatively impact
staff who are senior managers will issues arise that cannot the project or if
providing information be essential. be resolved processes or
for the timetabling  Details of processes / policies re senior
system. SMT/ DAT/ policies that are being managers should
Directorate will have developed and will need be updated either
an interest in the to be agreed and through email or
project realising the enforced through the
potential benefits as it  The impact the project relevant meeting.
will impact the will have on their staff
university achieving
its strategies aim
5 Implementation plan

Date Tasks Responsible Comment / Status

June2010 Create project web page on staff LN
intranet with aims and objectives
for project, justification of project
including benefits to staff, students
and the university.
AU Lookout message to launch LN
project with timescale and key
miles stones and highlight project
site.
Email message to Heads of School LN
and identified staff involved in
timetabling to explain project,
tasks required of them and the
timescales.
August 2010 AU Lookout to show new proposed LN
process for new timetabling system
September 2010 Email Heads of School and relevant LN
staff to remind that that we will be LN
requesting data from them in
October
October 2010 Send request to Heads of School LN
and staff to complete data capture
Offer for a project team member to LN
 visit the schools to discuss data
capture and any questions or
concerns they have with regards to
the project
Update project web page with LN
frequently asked questions and
announce this on AU Lookout
December 2010 Feed back to Heads of Schools on DT
the progress of the trials
December 2010 Message to staff to thank them for
th
Jan 2011 Send AU Look out message to LN
announce success of trials and
remind staff of the new process for
timetabling for the 2011/12
academic year
March 2011 AU Lookout message to academic LN
staff to ask them to tell students a
new online timetable system will
be available next year
Create Plasma messages for LN
students to announce the launch of
the new system next academic
year
June 2011 AU Lookout message to announce LN
the launch of the new timetabling
policy, how it was created and
where it will be located
July 2011 AU Lookout message targeted at LN
academic staff to ask them to
include information about the
timetable in induction week
Direct email to course leaders to LN
ask them to include an introduction
to the timetabling system in their
induction programmes and details
of where staff and students can
access support with the timetables
Create laminate sheets which LN
explain to students and staff how
to use the system to place in key
locations in the university such as
reception desks and computer
rooms.
September 2011 Plasma screen messages for LIS Comms
students to tell them to regularly Team
check their timetable

November 2011 Plasma screen messages for LIS Comms

students to remind them to Team
regularly check their timetable
Student AU Lookout message to to LN
remind them to regularly check
their timetable
February 2012 Plasma Screen messages to remind LIS Comms
students to regularly check their Team
timetable
Student AU Lookout message to to LN
remind them to regularly check
their timetable