Personal Timetable - Guide

The Personal Timetable is an "Opt In" calendar subscription service that presents your myUNSW Timetable(s) on your device or desktop calendar app. It uses the iCal specification and is compatible with most device calendar apps and UNSW provided email/calendar clients.

A Date/Time block is referred to as a "Calendar event" or simply "event".

There are two types of event calendars available:

  • Class Timetable (Student, and Staff if an Instructor)
  • Exam Timetable (Student, and Staff if a Referee or Convenor)

Both types are included in a single subscription URL (i.e., Classes and Exams), except where you're both a student and a (teaching) staff member, in which case you will have two separate subscription URLs.

The Personal Timetable shows events for the current semester, and any future Semesters for which you have enrolment.

 

myUNSW Service Location

The Personal Timetable settings are managed via myUNSW. This includes creating or suspending/reactivating the service, and any other options that are applicable to your device.

The link is located under "Online Services" for both Students and Staff, on the left hand side menu for "My Student Profile" and "Academic Admin" tabs respectively.

 

Exams

Exams are presented with the text "Provisional" or "Final" suffixed to the description. This is the same concept used for Exams via myUNSW.

Privacy

Your subscription is managed via myUNSW, and only you can see your subscription URL.

When you access your subscription via your device/other calendar, you can only see event details (such as day, time, location). No identifiable personal data is included (such as student ID, name, date of birth, etc.).

Your subscription URL is known only to you unless you decide to distribute it (to friends or family for example). You are able to distribute your subscription URL to other people (e.g., family or friends); however, PLEASE NOTE that this is at your own risk.

You can create a brand new calendar link by logging into myUNSW and accessing the "New Link" button for the service. See below for more information.

Calendar Subscription - myUNSW

Generate your UNSW iCal Subscription. The Subscription process generates a URL in iCal format, which you can then add to your Device, browser app, or desktop app - the method is dependent on your actual device/app/OS.

If you haven't created a subscription yet, the Terms and Conditions page appears when you navigate to the service, otherwise you will see your existing subscription with relevant options buttons.

1. Log into myUNSW

2. Navigate to the service.

   a. If you are a Student or Staff member only, you will see the option to create a single calendar subscription.

   b. If you are Student who is also a Staff member, you will see the option to create separate subscriptions for both student and staff.

3. Read and agree to the Terms and Conditions, then click "Next":




4. Set Options for the following and click "Next":

   a. Hiding/Showing Classes on Public Holidays (normally hidden by checking/ticking the box).

   b. Alarms for Class and Exams (NOTE: iPhone only. Setting on any other OS will not work). They can also be changed later via the same options page.

 

 

5. Subscription is Generated - Take note of your iCal URL (highlighted below) by copying/pasting:

 

 

You can email the URL to yourself and use copy/paste to add.

It's very important to either copy/paste or type in your subscription URL instead of clicking it. Clicking may cause unexpected results, including causing your calendar to stop refreshing.

Modify, Suspend/Reactive, or Create New Link

There may be circumstances where you wish to change or suspend your subscription.

IMPORTANT: Please refer to the Wellbeing, Health, and Safety page for assistance if you need to modify your Personal Timetable (and enrolment) for health and safety reasons:

To change your subscription URL:

  1. Navigate to your subscription in myUNSW.
  2. Click "New Link" to create a brand new iCal URL.
  3. Add the new link as per your OS/app.

Your old link can be deleted from your device (as it will contain no events on next refresh).

 

To Suspend or Reactivate:

  1. Navigate to your subscription in myUNSW.
  2. Select "Options", then change "Calendar Status" to "Suspended":

 

 

Suspending the service will remove all events on the next Device > Service refresh, and add them on reactivation.

 

When suspended, you can leave the iCal URL on your device/app and it will remove all events from your device/app.

To reactivate:

  1. Navigate to your subscription in myUNSW.
  2. Select "Options", then change "Calendar Status" to "Active".

Add to your device/app if you previously removed it.

Calendar Refresh Intervals

Typically your subscription updates your phone calendar data in three ways:

  1. First time subscription (i.e., first time the URL is generated and added to your device/app).
  2. Any subsequent updates to your Class (incl. teaching) or Exam Timetable (via myUNSW Self Service, or via UNSW Staff).
  3. Change of Subscription URL or Suspension of service.

Refresh intervals as published by providers:

  • Google: 12 to 14 hour intervals
  • Office365: Around 3 hour intervals
  • iOS devices: When the calendar is activated, but minimum 7 minutes

UNSW has no control over your device/OS refresh rate/interval. If there are issues with the refresh rate, you need to resolve with the help of the device manufacturer or OS provider.

Before Starting - Your OS and Subscription Method

The method of adding your subscription to your device primarily depends on your Operating System (OS), so please read the instructions carefully for your OS and/or application.

The simplest way is to use your UNSW account by logging onto the UNSW Outlook web application https://outlook.office365.com/owa/unsw.onmicrosoft.com and following the instructions below for Office 365 - Outlook. You will also need to download the Microsoft Outlook app to your mobile device and log on to your UNSW account.

In all cases you should either Copy and Paste your iCal (webcal) URL or Type it directly. Don't use any "Subscribe" option via a clickable link as it may result in your calendar not reflecting changes in enrolment.

For quick reference:

 

Brand, Application or OS
Examples
Minimum OS Version
Subscription Method
Android
Samsung, Sony, LG, HTC, etc.
v4.4+ ("KitKat")
Two Options:
  1. Add via Office 365: Set up your Outlook 365 Exchange account on your Device, then add your calendar URL via your browser's Calendar 365 page.
  2. Standalone (No Office 365):
    1. Add your myUNSW iCal URL to your Google Account as "other" calendar.
    2. Sync your Google account to your device.
Google Calendar
Android and Windows Phone must first add to Google Calendar.
N/A
Add your myUNSW iCal URL to your Google Account as "other" calendar, then choose to:
  • View as is, or
  • Sync your Google account to your device (applies to all hand-held devices except Apple as per above).
iPhone/iPad
Any Apple model capable of running Minimum OS version.
iOS 9.x.x
Add your myUNSW iCal URL directly to your iPhone/iPad's calendar app. Copy/paste or type at:
  1. Settings > Mail, Contacts, Calendars
  2. Add Subscribed Calendar
If you are using the browser version of Office 365, see the information for Microsoft Office 365 - Outlook.
MacBook/iMac
Mac Laptops/Desktops running Mac OS X (10) and above.
Mac OS X 10.x
Three Options:
  1. Add via Office 365: Set up your Outlook 365 Exchange account on your Device, then add your calendar URL via your browser's Calendar 365 page, or
  2. Add your myUNSW iCal URL directly to your Mac's calendar app (copy/paste or type).
  3. If you have set up iCloud and have included (ticked) "Calendar", it will sync automatically to your iPhone/iPad.
If you don't wish to use iCloud, you can simply set up for iPhone/iPad, and leave iCloud Calendar unchecked.
Microsoft Office 365 - Outlook
Student or Staff Cloud email
(University current)
Paste your myUNSW iCal URL directly to your Office 365 Outlook account via:
  • Add Calendar > From Internet
  • If you wish to access via your device, ensure your Outlook 365 Exchange account has been set up, with any applicable Calendar toggles set to "on".
Microsoft Outlook
Outlook 2010
Office 2010
Add your myUNSW iCal URL directly to your calendar app by copying/pasting or by typing it into:
  • Calendar > (Home) Open Calendar > From Internet
Don't try and open the ics file from your browser (use only the URL).
Windows Phone (WP)
Lumia, Samsung, any other capable.
v8.x
Two Options:
  1. Add via Office 365: Set up your Outlook 365 Exchange account on your Device, then add your calendar URL via your browser's Calendar 365 page.
  2. Standalone (No Office 365):
    1. Add your myUNSW iCal URL to your Google Account as "other" calendar.
    2. Sync your Google account to your device.

 

  • Any other not listed in the above may still work via a direct calendar subscription to an app, or via subscription to Google Calendar containing the subscription.
  • PLEASE NOTE: Third party calendar apps from your OS' store are not supported.
  • The University will assist with trouble-shooting where possible with the above, but may suggest that you upgrade your OS and/or device if they don't meet the minimum supported versions.

Office 365 - Outlook

If you're accessing your email via Office 365, you can set up your calendar(s) by navigating to Outlook 365 then:

  1. Navigating to Calendar (365). Shortcut: After logging into Outlook, click "Office 365" on the top left of the page, then click "Calendar" from the list of apps that appear on the next page.
  2. Add Calendar > From Internet
  3. Paste iCal URL
  4. Enter a Calendar name
  5. Save

To access your subscribed calendar on your mobile device you can download the Microsoft Outlook app, log on to your UNSW Office 365 account and select the added calendar.

Synchronisation of your calendar then depends on the app you're using on your device.

For instructions on setting up your device for an Exchange account type (i.e., Office 365) see the Cloudemail help page (guides are at the bottom of the page):

http://cloudemail.unsw.edu.au/

Android or Windows Phone - Standard

These instructions apply when setting up your calendar as a standalone, i.e., without Office 365's account.

To set up your calendar via Office 365/Exchange account on your Device, see the Office 365 section for instructions.

To set up your calendar only on Android or Windows Phone (other OSs may function), you need to:

  1. Add the Subscription URL to your Google Calendar as an "Other" calendar.
  2. Sync your Google account (method varies depending on Android or WP).

Once done, you can access the calendar via your device's default Calendar (Third party calendars may work, but are not supported).

 

Add Subscription to "Other" Google Calendar

  1. Log into your Google Account via a browser (recommended).
  2. Navigate to Google Calendar.
  3. Add Personal Timetable as "Other" calendar "By URL", by copying and pasting the iCal URL from your myUNSW Personal Timetable page.

For more information see:

Android

Subscribing to a device running Android requires you to add to Google Calendar first. This is a technical requirement, and adding directly to your Android calendar (not via Google Calendar) is at your own risk, and not supported.

Do not add by clicking the calendar link, as this may produce unpredictable results, including a timetable that does not update.

Subscribing involves the following steps:

  1. Subscribe to "Other" Google Calendar
  2. On your device, use the "Sync" feature to synchronise your Google services.
  3. The Personal Timetable should appear in your calendar app.

Note: The Name of the calendar in Google Calendar > Other will appear as the URL initially, but will update to "My UNSW Timetable".

 

Windows Phone (WP)

  1. Subscribe to "Other" Google Calendar (see above).
  2. Navigate to Settings.
  3. Select Click on "email + accounts".
  4. Select "add an account".
  5. Scroll down the list and select "Google".
  6. On the page that asks you to authorise Windows Phone to your Google Account, select "Connect".
  7. Sign in using your Google account User ID/Password.
  8. On selecting "accept", your Windows Phone will have access to your Google account.

When you return to your "email + accounts" menu (in Settings), you should see your newly added Google account synchronise email, contact, and calendar information.

For more information see:

Apple Products (iOS or Mac OS X)

The instructions following apply where you're intending to set up with the Personal Timetable > Mac Calendar only.

If you intend managing your subscription:

  • as part of your iCloud account, OR
  • via Office 365 (Outlook)

please read the iCloud or Office 365 instructions instead.

Subscribing to a device running iOS or desktop Mac OS X requires the iCal URL only, which must be added by copying/pasting, or typed directly.

Do not add by clicking the calendar link, as this may produce unpredictable results, including a timetable that does not update.

The following instructions below are for "standalone" devices. If you'd like to subscribe with an active iCloud account across devices (must include a desktop or laptop running Mac OS X) please follow the instructions below for iCloud instead.

  1. Go to: Settings > Mail, Contacts, Calendars
  2. Then:  Add Account > Other > Add Subscribed Calendar
  3. Copy/Paste (or type) the iCal URL from your myUNSW Personal Timetable page and exit out.

Notes: The Name of your calendar by default is "My UNSW Timetable". This can be changed in your Calendar Settings (see 1 and 2 above). Simply click on the name to edit.

For more information see:

iCloud

  • For your iCal Subscription to appear on multiple devices (e.g., those running iOS and Mac OS X), it must be set it up on your Laptop/Desktop OS calendar, then synchronised to your other device(s). The sync is automatic.
  • If you wish to keep your current synced iCloud devices as is, but wish to see your Personal Timetable on your hand-held device only, you can simply follow the instructions for iPhone/iOS.

Steps:

  1. Add your iCal URL to your Mac OS X calendar.
  2. A Synchronise action should occur automatically and you should be able to see your Personal Timetable shortly after.

For more information see:

https://support.apple.com/kb/PH2672?locale=en_US

Device & OS

There is a limit to the manufacturers, models, and operating system the University is able to support. These are generally newer devices and OSs around 2 to 3 years old. See the section "Getting Help" for more information on support.

Support may be offered for older, less common devices, however by practical necessity support may in some cases be declined. Where support cannot be provided, please refer to the manufacturer or OS provider for assistance.

Client versions of Outlook are supported from Office v2010.

These are the earliest Device OSs or apps, and other calendar services (with Brand information where applicable):

 

OS or Client App
Version
Android ("KitKat")v4.4+
Google Calendar(current)
iOS (Apple)9.x.x
Mac OS X10.x
Microsoft Outlook2010
Office 365(University current)
Windows Phone (WP)v8.x

 

Supported vs Unsupported - A Note

The University is confident your Personal Timetable will function on your device/OS combination, as long as the OS meets the minimum OS version requirements listed above. However, given the vast number of Brands, Models, and OSs out there, we cannot possibly guarantee it will work for 100% of our community. So, please bear this in mind:

  • All support is "best efforts", but there is high confidence that specified baseline OSs and reasonably young handsets (no more than 2 to 3 years old) will have issues resolved.
  • If you are using an older version, and we can't resolve an issue you may have, we may ask you to update to (at least) the baseline OS version.
  • In some cases you may be asked to reset your phone to factory settings, which will be at your own risk, and shouldn't be viewed as a guaranteed your issue can be resolved.

Before Asking for Help

Please read this guide and the calendar related support pages for your OS / device before contacting UNSW for assistance.

UNSW can provide additional help such as:

  • Support for creating and maintaining a calendar subscription via myUNSW.
  • Subscribing to a calendar on a supported device/operating system (including iCloud and Google Calendar).
  • Best efforts, non-guaranteed support for non-supported devices/operating systems.
  • Subscribing to a desktop calendar product (e.g., Microsoft Outlook or Apple Calendar).

UNSW can not assist with:

  • Errors that are a result of not following this guide.
  • Outdated/unsupported devices/operating systems, or where the device is suspected to be a counterfeit or clone, or an unfamiliar brand/model.

UNSW will not assist with:

  • Subscriptions to calendars not belonging to you (e.g., a friend's).

 

Timestamp Event

Every Calendar Subscription records the date and time a device last requested an update from UNSW.

The information is recorded as a calendar event at 9AM on the Monday of the first week of Semester. This can be useful when troubleshooting your subscription.

Frequently Asked Questions

 

Q: Why does my calendar app display "Timetable is unavailable" when I have created a subscription link in myUNSW and successfully added it to my calendar app?

A: If you have a Denial of Service Indicator block on your student account you cannot view your personal timetable events and "Timetable is unavailable" will be displayed. You will need to pay your University debt to gain access to the service.

 

Q: How do I get help for my phone and its operation system?

A: Firstly, check the sections above that apply to your phone/OS. If you can't find information, please contact the Service Desk for assistance.

 

Q: There are links to my OS provider's help page for Calendar set up - Why isn't UNSW providing more info, pics, etc?

A: We aim to support/provide info for operating system and phone calendar apps as much as practicable, however as there are so many variations - with OS providers frequently updating - it is not possible to keep up to date with accurate information. As such we provide links directly to providers or manufactures so you can be sure to have the best, most accurate and up to date info for your OS.