Prepare the department’s schedules. This includes determining the days and times of classes, as well as the instructors and classrooms for each course. The schedule committee must also consider the needs of students, faculty, and staff when creating the schedule.

Coordinate with other departments and programs. Many courses are offered jointly by multiple departments, faculties, or centers; the schedule committee must coordinate with them to ensure that there are no conflicts in scheduling. The schedule committee must also consider the needs of students who are enrolled in multiple levels (and/or in the case of under-achieved students) and/or programs i.e. faculty members can collaborate in teaching other English courses.

Accommodate special requests. The schedule committee creates a link and emails it to all members before the commencement of the schedules. This data helps the committee to be aware of and receive requests from all members in the department for the looking-forward plan, for example, for special accommodations, such as avoiding certain days or times for classes. The schedule committee will try to accommodate these requests as best as possible, while balancing the needs of all stakeholders.

Publish and distribute the schedule. Once the schedule is finalised, the schedule committee must publish it on the university’s system that is under the supervision of the Deanship of Admission and Registration. Once approved, it is open for students, faculty, and staff. The schedule should be easy to read and understand, and it should be available in a variety of formats, such as online and in print.

Monitor and adjust the schedule as needed. The schedule committee should monitor the schedule throughout the semester and adjust as needed. For example, if there is a conflict between two classes, or if an instructor becomes unavailable, the schedule committee will need to make changes to the schedule.

Review the department’s course offerings (including the summer course) and making recommendations for changes.

Reach out to the Department Chair and Deanship of Admission and Registration with ideas that develop and implement functional policies and procedures related to scheduling.

Collaborate with other committees on matters related to scheduling, such as the academic council and the Deanship of Admission and Registration.

Collect and analyse data on scheduling to identify areas for improvement.

Prepare complete monthly minutes of meeting and submit them to the Department Council, as well as a comprehensive report at the end of the academic year that contains complete statistics and performance indicators, if any.

Organise the process of final examinations in the department and preparing the final exam schedule in coordination with the Deanship of Admission and Registration at Umm Al-Qura University. Assign proctoring and supervision duties to all members as all the staff are required to administer and supervise periodic and final exams at the department.

Track the attendance of the examination supervisors and providing a substitute supervisor in case of an emergency.

Announce the rules and regulations related to exams, penalties of cheating and absence...etc. to faculty members and students.

Present a daily report on the progress of the final exams and submitting it to the Vice-Dean of the College of Social Sciences by the end of the final exam period in each semester.