Phase I (year 1 & 2) MBBS students can access their personal timetable via their Microsoft 365 / Outlook Calendar. This guide will show you how to access the calendar and provide some useful tips for using it.
This timetable guide is for MB BS Phase I students only. Phase II students can find guidance on their personal timetable at: Phase II Hull York Medical School MB BS Personal Timetable Guide
Postgraduate and MB BS Gateway students will access their timetables via the calendar feature within Blackboard. Further guidance can be found on our PA and Gateway student timetable/calendar guide.
Please note MB BS students can also view the course calendars within Blackboard. This will display any assignment dues dates (that have been created in the course) but it will not display personalised timetable information. Blackboard submission deadlines will not appear in your personalised HYMS timetable.
We recommend you regularly check your timetable so you are aware of any changes and the most recent updates.
Accessing your personalised HYMS Timetable
Follow these simple steps to access your HYMS Timetable:
- Open your web browser (we recommend you use Firefox or Chrome) and go to Microsoft 365: https://outlook.office.com/
- On the Sign in page, enter your HYMS email address in the following format ‘hyxxxx@hyms.ac.uk’ and click Next.
At this point, you may be logged in straight away if you already have an active Microsoft 365 session. If you encounter any issues, please try using a browser in private / incognito mode; private browser mode guidance.
- Enter your HYMS password. This is the same password you use to log in to all HYMS school systems. Click Sign-in.
After entering your password you will need to further authenticate via Multi-Factor Authentication (MFA).
If you do not have MFA setup on you account you will be prompted for additional information. Further guidance on MFA (including how to set it up) can be found on our MFA help pages.
- To access the Calendar (and your personalised HYMS timetable), click the Calendar icon in the top-left corner of the Outlook interface.
- This will open the calendar. In the calendar, you should see the sessions that have been timetabled for you. This will include teaching sessions such as PBL and Clinical Skills, lectures and clinical placement activities.
Please note you will not receive a notification if the time, date or location of a timetabled session has been changed. Staff will ‘reply all’ to the event to alert you to any changes.
- You can configure your calendar view to show a day of activity, a week of activity or a month. The following options are available:
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- Month – View the entire month
- Week – View the week from Sunday through Saturday
- Work Week – View the work week from Monday through Friday
- Day – View the current day
Your Outlook calendar settings have been adjusted so events sent from the timetabling team automatically appear in your calendar. You will not need to accept or decline any sessions.
Please note that declining a session and typing why you are unable to attend is not a substitute for the normal absence reporting procedures. Please do not do this as a way of reporting absence as it will not be recorded correctly.
Please refer to the HYMS absence reporting policy for further guidance on the correct reporting process.
If you have no sessions timetabled in your calendar, please contact the Phase I programme delivery team (phase1@hyms.ac.uk)
Accessing your HYMS timetable from a Mobile Device
You can also access your HYMS timetable on a mobile device via the Outlook app. This is available on both Android and Apple devices.
Once you have downloaded the app, the login process is the same as detailed above. Notifications will vary depending on individual settings on both types of devices.
For further support, please see our HowTo guide on Accessing your HYMS email on calendar on smartphone/tablet devices. This guide will take you through the process of downloading and setting up the Outlook app.
We recommend you regularly check your timetable so you are aware of any changes and the most recent updates.
Tips and Troubleshooting
- We recommend you regularly check your timetable so you are aware of any changes and the most recent updates.
- You are free to add your own events to the calendar. These events will not be visible to staff.
- If configured on your mobile device, you will receive a notification if a timetabled session has been cancelled (this is dependent on individual devices and settings). You will also receive an email for any timetabled sessions that have been cancelled.
- Select the most convenient calendar view for you – day, week, work week or month.
- If you have no sessions timetabled in your calendar, please contact the Phase I programme delivery team (phase1@hyms.ac.uk)
- If you cannot login to your Microsoft 365 account, please contact IT support (help@hyms.ac.uk)