At the start of each block, you receive an email from the Education Service Centre (OSC), or via the programme coordinator, with instructions regarding the grade registration procedure. This email specifies the deadlines for submitting the 1st chance grades and the resit grades for each course. It will also explain that there are two ways to submit grade lists to the OSC. Based on the grade lists, the OSC will register the final grades in uSis.
 

Grade template

One way to create grade lists, is based on the grade templates that the OSC prepares at the start of each block. The grade templates are sent out as an attachment to the instruction email. For more information about using the grade templates, please consult the ‘Instructions for Gradelist Template’.

Please note: grade lists based on the grade template must be signed by the lecturer (see also ‘Manual digital signature’).

 

Brightspace export

Alternatively, you can choose to download the grades from Brightspace. For instructions on how to download the grades, please consult the ‘Brightspace gradebook download manual’. If you choose to create the grade lists in this way, it is important that the gradebook in Brightspace is set up correctly. The FLO team sets up the Brightspace grade book. In case any adjustments need to be made, please contact them at FLO@fgga.leidenuniv.nl.

Questions?

If you have any questions about submitting the grade lists or if there are any problems with processing, please let the OSC (osc.fgga@fggga.leidenuniv.nl) know. They can work with you to find a solution.

Around the start of each block, you will receive an email from the Education Service Centre (OSC) with instructions regarding the examination process. This email will state the deadline for submitting the exam and provides instructions about the policies related to the exams themselves.

The deadline for submitting the exam is 10 working days before the start of a written exam and 6 working days before the start of a digital exam.

During the exam in the Spui building, one person from the course needs to be present who is authorized to contuct exams.

For each academic year, a new timetable is created. This process already starts in January for the following academic year. The timetable is created for the entire year, which means that in January you must submit your teaching plans for the second semester of the following year.

Schedule (basics)

The base timetable is compiled based on the following information:

• Type(s) of education

• Lecturer availability

• Room availability

These factors strongly influence one another, so please take this into account when submitting your timetable preferences or requests for changes.

Classes are normally scheduled from Monday to Friday between 9:15 and 19:00. Upon request, scheduling can be extended until 22:00. In Leiden, the “Leiden quarter” applies every hour, meaning that classes always start fifteen minutes past the hour.

You can find your timetable in MyTimetable. You can link it to your personal calendar, allowing you to easily view it on your phone as well.

Type of education

The type of education affects the flexibility of scheduling.

• Lecture: due to the large number of students who often attend this type of education, it is difficult to change once it has been scheduled. Rooms that can accommodate large numbers of students are limited.

• Seminar / tutorial: easier and more flexible to reschedule due to the smaller number of students.

Classes can be recorded so that students can watch them via Brightspace. You can submit a request for this to the FLO (flo@fgga.leidenuniv.nl). Please note: indicate in your scheduling request that you require a room equipped with a camera.

Lecturer availability

When scheduling, lecturer availability is taken into account as much as possible. It is therefore very important that you, as a lecturer, provide your availability during the timetable preparation phase.

If your availability changes unexpectedly, please inform the OSC as soon as possible via osc.fgga@fgga.leidenuniv.nl. The earlier you request a change, the greater the chance that it can be implemented as desired.

Room availability

Campus The Hague is shared with multiple faculties. Rooms are shared, and although Leiden University is working hard to expand the campus, we are dealing with a limited number of available rooms. UFB Room Management acts as a neutral party in the allocation of rooms.

Although programmes often have one main building as their base, classes may take place in any of the campus buildings. Wijnhaven, Schouwburgstraat, and the Spui building are all within a ten-minute walking distance of each other. Room Management tries to take these walking distances between consecutive classes into account as much as possible.

The perfect timetable?

The perfect timetable does not exist, but we can create a pleasant timetable for everyone. How can you help?

• Provide your (un)availability to the OSC as timely and as completely as possible.

• Check your annual timetable as soon as it becomes available.

• If possible, consider teaching a class between 17:00 and 19:00.

• Keep in mind that most rooms are occupied between 11:00 and 15:00.

• Do you need to change a class? An alternative time slot can be found most quickly if you specify the possibilities and limitations as clearly as possible.

Questions

Do you have questions about the timetable, does something seem incorrect, or do you need to make a change to your teaching schedule? Please contact the OSC via osc.fgga@fgga.leidenuniv.nl. The OSC will be happy to help find a suitable solution.