Allocation of Teaching Rooms
AUS is responsible for allocating both centrally managed teaching rooms (owned by CAS/AUS), departments' teaching rooms with priority booking rights, as well as data bars for teaching prior to the start of teaching periods.
The room planning process is supported by TimeEdit, DTU’s system for planning, allocation, and booking of rooms. The system is used by both staff and students and serves as the shared platform for managing teaching rooms at DTU.
Room requests can be submitted during the following periods:
- 3-week period in January: mid-November to early December
- 13-week spring period: mid-December to early January
- 3-week periods in June, July, and August: late April to mid-May
- 13-week autumn period: late June to early August
The room request process takes place in the TimeEdit module Preferences.
The final room schedule is typically ready approximately two weeks after the deadline for submitting room requests.
Exact dates for submitting room requests for upcoming teaching periods are communicated continuously to study secretaries and heads of study boards.
The process for each room allocation cycle can broadly be described as follows:
The process begins when AUS sends an email announcing that Preferences is open for submitting room requests. Study secretaries or lecturers submit room requests for each course. Once the deadline passes, Preferences closes, and the room team assigns rooms based on submitted requests and overall allocation principles.
A first draft of the room schedule is then published in Viewer, after which room allocations can also be viewed in DTU Learn.
Approximately one week after publication of the final schedule, department-owned rooms are released for internal use.
Prioritization of Courses
Based on course room requests, AUS allocates rooms according to the following principles:
Mandatory and large courses (400+ students) are prioritized first, when mandatory courses are defined as:
- Polytechnic Foundation (PG) courses - both BSc and MSc
- Diploma engineering courses in the 1st and 2nd years
Where possible, PG courses are assigned the same rooms from teaching period to teaching period.
AUS aims to fulfill as many room requests as possible. If a specific request cannot be met, alternatives are found according to the following priorities:
- A similar room in the same building
- A similar room in another building as close as possible
- If neither is possible, another suitable room on campus
General Considerations
Where possible, consideration is also given to:
- Keeping all room types for a course in the same or adjacent buildings
- Assigning multiple group rooms/study areas in the same building
- Assigning the same room(s) for a course in both timetable groups
- Special requirements (AV equipment, whiteboards, seating layout, etc.)
Course size is also taken into account.
Principles for Multiple Teaching Rooms
It is generally not possible to have multiple types at the same time (e.g., auditorium and classroom simultaneously). It is possible to have multiple room types within the same schedule group, but not at the same time.
Courses requiring auditoriums can typically expect to be allocated only one auditorium. If student numbers exceed capacity, teaching must be distributed via streaming.
For first-year diploma and bachelor programs, multiple auditoriums may be prioritized due to special considerations.
The room planning process is supported by TimeEdit, DTU's digital system for room planning, allocation, and booking. It is used by both staff and students and includes several modules:
Preferences (Room Request Module)
Used to submit teaching room requests prior to allocation and the start of the teaching period. These requests from the basis for the room allocation.
Viewer (Calendar and Room Information)
Schedule/Booking Overview
Displays teaching activities and assigned rooms for each course.
Room Overview
Provides details about each room, including images, facilities, functions, layout, and seating arrangements.
Available Rooms
A look-up tool showing available rooms at a given time.
Room Booking and Requests
A self-service module where staff and students can search for, book, and request rooms.
Lokaler
AUS manages six different room types: Auditorium, Class Room, Group Room, Study Area, Online, and Experimental learning spaces (e.g., Databar and DesignLab).
In TimeEdit Viewer under Room Overview, users can search for specific room and view key details such as layout, furniture, function, ownership, and photos. A link to the room’s location in MazeMap is also provided.
AV Equipment
All auditoriums and classrooms are equipped with AV projectors and wireless networks. An overview of AV functionalities is available on the subpage: Room Overview of AV Functionalities
If additional AV equipment is needed, contact AIT AV via DTU Serviceportal.
Video Production for Teaching
Need video material produced for teaching? DTU Media Lab can assist with the entire process – from concept to finished recording. Recordings can take place in DTU's laboratories, DTU Media Lab's studio or on location. Read more at bibliotek.dtu.dk and book services here.
For assistance with faults or deficiencies in the teaching room:
- For AV issues, call AIT at 35889000 and press 1 for AV (Monday to Thursday 08.00-16.00 / Friday 08.00-15.00).
- For other issues (including facility or installations), report via DTU Serviceportal. For urgent technical support, call Technical Emergency Service at 45253355 (24-7).