Teaching Unavailability Information

IMPORTANT UPDATE: Some information on this page has been amended due to operational changes made in light of COVID-19

 

Key Dates for 2021 Teaching Unavailability

 

Semester 2 amendments: S2 2021(collected in Feb 2021)

This collection is for:

  • any amendments to teaching unavailability previously submitted in Aug 2020
  • new teaching unavailability not previously submitted in Aug 2020

If you submitted teaching unavailability in Aug 2020 for the year 2021, and your unavailability remains the same, you are not required to submit an eform in this collection period. 

The Teaching Unavailability eform will be opening for 2021 Sem 2 data collection:

Mon 8 Feb - Sun 28 Feb 2021: Academic eForm is open to Academic staff. 

All full time and part time academic staff are can submit their unavailability via the eform during this collection period for Semester 2 2021.   

Mon 1 Mar - Sun 14 Mar 2021: ADE eForm opens to ADE's for review.

ADEs review all submissions in Insight and approve requests

 

Yearly collection: 2022 - Semester 1 & 2 (collected in Aug 2021) (Dates TBC)

This collection period is for the 2022 year.  What you submit via eform will be for both Sem 1 and Sem 2 of 2022.  

The Teaching Unavailability eform will be opening for 2021 data collection:

Mon 23 Aug - Sun 12 Sep 2021: Academic eForm is open to Academic staff. 

All full time academic staff are required to submit their unavailability via the eform during this collection period for 2022  

Mon 13 Sep - Sun 24 Sep 2021: ADE eForm opens to ADE's for review.

ADEs review all submissions in Insight and approve requests

 

Teaching Unavailability eForm

Teaching Unavailability eform

Introduction

The Teaching Unavailability eForm provides a digital solution to replace the old paper form for staff unavailability with an online eForm for full-time and part-time teaching staff (includes lecturers, tutors, demonstrators etc.). A new Insight report will provide College ADEs with a holistic view of all teaching unavailability requests for their College. Key staff administrators can also apply for access to reports.  

Key Objective

Improve the collection of teacher unavailability in order to build a timely, stable and reliable timetable for students and staff.

Key Benefits

  • Improving the staff experience
  • Improve overall process of creating an optimised constraints based timetable
  • Reduce manual tasks and end-to-end processing time for Colleges, Schools and the Timetabling Team
  • Improve timetabling data quality

The Teaching Unavailability eForm will simplify the process for staff, while improving administrators' oversight of staff unavailability to help with workforce planning. The new eForm will provide full-time and part-time teaching staff with the opportunity to have classes scheduled at times that recognise their workplace and personal commitments.

Please note that the updated Timetabling Policy and Timetabling Procedure states that the teaching staff are required to be available for teaching between the hours of 8am - 6pm Monday - Friday. Teaching Unavailability requests may be refused by the DSAAS Timetabling Team due to the level of disruption to the timetable. All the decisions in relation to teaching unavailability requests will be in line with the ANU Enterprise Agreement

 

How does the process work?

  • Full-time or part-time teaching staff can submit an unavailability request via eForm after discussion with their supervisor
  • Supervisors will receive a notification on submission of the request
  • ADEs can review all submissions in Insight and will have final approval
  • Syllabus+ will be updated automatically at the end of the approval period.

For further information, please watch the Teaching Unavailability eForm - Academic Staff Video. You can also find details in the Teaching Staff User Guide.

If you're unsure what to put into the form, please contact your supervisor or local HR support team. For any technical difficulties with the form, please contact Student Business Systems (SBS).

Access to reports & approvals for ADE/general managers and relevant professional staff:

  • to request access to Staff Unavailability Reports: email insight@anu.edu.au
  • To access Staff Unavailability Reports: ANU Insight  via ANU Portal
  • hrsystems@anu.edu.au can ensure you are set up in HR in order to have correct approval permissions

Frequently Asked Questions

  • What should I do if I missed the deadline to update my teaching unavailability eForm?
    If within the ADE approval period, you should speak to your ADE they can submit a form on your behalf. After that date, please contact your local HR/timetable representative and requests will have to be taken through the Dean via the Timetabling Procedure process.
  • Do I need to fill out a Teaching Unavailability eForm?
    If you are a part-time or full-time academic staff member AND you have recurring teaching unavailability, you should submit your teaching unavailability through the eForm. This form is not for casual or sessional staff.
    Please note there is an exception for recurring teaching events like School-wide staff meetings. The following Frequently Asked Question provides more details on recurring teaching events.
  • As an ADE, how do I approve submitted staff unavailability?
    No action is required to 'approve' your staff unavailability'.  However, you will need to action the ADE eform to add, ammend or decline submitted teaching unavailability.  Please refer to the ADE User Guide for guidance. 
  • Do I need to submit a Teaching Unavailability eForm if I have recurring College/ School Meeting?
    No, College or School administrators should send approved school meetings and the attendee list to the Timetabling team.
  • What period does this teaching unavailability apply?
    During the intial collection (usually around Aug/Sep for the following year) academic staff are asked to submit unavailability for the following year which will cover Sem 1 and Sem 2 of that year.  There will be another collection at the start of the new year, where staff have the opportunity to make amendments to S2 by submitting another eform.
  • I would like to recommend some improvements to the eform/process. How can I do that?
    We would love to hear from you. If you have any suggestions, please submit a University Services Feedback form.
  • Who can view my submitted teaching unavailability?
    Your supervisor, College ADE, School ADE, College/School Administrators, and Timetabling Team can view your teaching unavailability. However, only your supervisor, College ADE and Local ADE have access to the reason and comments for your unavailability. The Local ADE may also be known as Head of School (HoS) or School Director. A copy of your eForm will be saved in your staff folder in ERMS. This is a restricted folder

For more Frequently Asked Questions, please visit FAQ.

eForm Support

If you're unsure what to put into the form, please contact your supervisor or local HR support team. For any technical difficulties with the form, please contact Student Business Systems (SBS).