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Timetable Development Define Timetable Structure
Lesson 1
CREATE A NEW TIMETABLE DEVELOPMENT FILE ................................................................................... 2
DEFINE THE TIMETABLE STRUCTURE USING PARAMETERS .................................................................... 4
SPECIFY DAY NAMES AND PERIODS PER DAY ..................................................................................... 5
SPECIFY PERIOD NAMES AND CODES ................................................................................................. 7
REVISE PERIOD LOADS ...................................................................................................................... 10
DEFINE DOUBLE PERIODS ................................................................................................................. 11
ALLOCATION SPREAD AND PERIOD CONSTRAINTS ........................................................................... 12
ENTER YEAR LEVELS .............................................................................................................................. 13
ENTER ROLL CLASSES AND ASSIGN YEAR LEVELS .................................................................................. 15
ENTER FACULTIES .................................................................................................................................. 16
ENTER FACULTY GROUPS ...................................................................................................................... 18
SAVE AND BACKUP ................................................................................................................................ 21
Timetable Development Lesson 1
LESSON 1 DEFINE TIMETABLE STRUCTURE
CREATE A NEW TIMETABLE DEVELOPMENT FILE
Click New File…
To open the Timetable Development Module click the Timetable Development Module tab
at the top of the screen or click the Timetable Development Module link.
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Timetable Development Lesson 1
The program defaults to the Project Folder set in Configure.
Type the name of the new file: “Timetable Semester 1”
Click Save
Click OK
Note: The new file opens automatically and the name is displayed both on the Home Page and at the top of the screen.
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Timetable Development Lesson 1
DEFINE THE TIMETABLE STRUCTURE USING PARAMETERS
The basic structure of the timetable is defined in Parameters. In this example, the school will have all classes on a single site and the maximum load for a standard full time teacher will be 24.00.
The Proposed full time teacher load (default) is the load a full time teacher in the school can take. This can be entered
to two decimal points.
Schools requiring teacher loads in minutes are able
to use this to create selected
reports.
Some schools have a combined timetable for multiple campuses. The
Number of sites defines the number of campuses that are to be included in the one file
Click [1] Parameters…
Up to three school-defined teacher fields can be added to the timetable data.
The Class suffix – default number of characters defines the number of
characters at the end of a code that will be used in the automatic creation of
subject codes and names. For example if a class has a code 12ENGA and the
default number was set to 1, the A is the class suffix that defines this particular class and 12ENG is the subject code.
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Timetable Development Lesson 1
SPECIFY DAY NAMES AND PERIODS PER DAY
In this example, the timetable will consist of 5 days and 7 periods per day (6 academic, teaching periods plus Homeroom) and the day names and codes will reflect the days of the week.
On the Task Tree select: [1B] Day Names and Periods per Day
Click on Day 1 in the Day Name column and type “Monday”
then press Enter
Change the Proposed full time teacher load (default) to 24.00
Single click in the top cell next to Teacher Spare Field 1 and type
“Staff Room”
In the pop-up window, type “5”
Click OK
Leave the Number of sites as 1 and the Class suffix – default
number of characters as 1
Click Save
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Timetable Development Lesson 1
Repeat this process to change the Day Name and Code for all days as shown
Type “7” and click OK
Note: All days now have 7 periods.
Click Save
In the Code column type “Mon”
Click Edit Periods/Day for All Days
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Timetable Development Lesson 1
SPECIFY PERIOD NAMES AND CODES
In this section, Period Names and Codes need to be edited.
On the Task Tree select: [1C] Period Details
Click on Period 1 in the first column next to Monday, type “Homeroom” and press Enter
Note: Homeroom has now been entered in the first cell and the next
cell is ready for editing.
This screen allows the entry of a range of different period details. Information can be entered
directly into each individual cell in the table.
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Timetable Development Lesson 1
Repeat the process to change the period names for Monday to Period
1, Period 2, Period 3, Period 4, Period 5 and Period 6 as shown.
Click Replicate First Day All Periods
Click on 1 in the first column next to Monday, type “HR”
and press Enter
Note: All cells have now been changed to reflect the information
displayed for the first day.
Select Period codes
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Timetable Development Lesson 1
Note: “HR” has now been entered in the first cell and the
next cell is ready for editing.
Repeat the process to change the period names for Monday
to 1, 2, 3, 4, 5 and 6 as shown.
Click Replicate First Day All Periods
Note: All cells have now been changed to reflect the information
displayed for the first day.
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Timetable Development Lesson 1
REVISE PERIOD LOADS
As a default, all periods have a weighting of 1.00. However, the load weighting of any period can be changed. This period loading can assist in the timetable construction process and will be reflected in a staff member’s overall allotment and in the Daily Organiser Module. Note: Loads can be entered up to 2 decimal places.
Note: All periods have a default load of 1.00.
In this example, Homeroom is to have a loading of 0.20
Click in the HR column next to Monday and type 0.20
Select Period Loads
Click on Replicate First Day All Periods
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Timetable Development Lesson 1
DEFINE DOUBLE PERIODS
The Doubles screen is used to define when double lessons can occur in the timetable.
In some schools, double lessons can occur over a break while in others double lessons must not occur over breaks. Other schools do not allow double lessons after the lunch break.
In this example, the day structure of the school will be Homeroom, Period 1, Period 2, Recess, Period 3, Period 4, Lunch, Period 5 and Period 6. Recess and lunch will not appear on the timetable, but doubles cannot occur over these breaks but are allowed any other time during the day. Therefore, doubles can only occur Period 1-2, Period 3-4 and Period 5-6.
Note: The loading for the first period of each day is 0.20.
Click Save
To define when a double can occur, click in the appropriate cell.
Click in the cell next to Monday in Periods 1-2
Select Doubles
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Timetable Development Lesson 1
ALLOCATION SPREAD AND PERIOD CONSTRAINTS
The Allocation Spread Constraints affect the spread of classes over the cycle.
On the Task Tree select: [1D] Allocation Spread Constraints
Make sure Optimise allocation spread between days is set to Yes.
To change this field click in the relevant cell and select Yes or No from the drop down list.
Note: All possible double lesson times have been defined.
Click Save
Click on Monday 3-4 and 5-6
Click Replicate First Day All Periods
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Timetable Development Lesson 1
The Allocation Period Constraints affect the allocation classes to teachers within a day.
On the Task Tree select: [1E] Allocation Period Constraints
ENTER YEAR LEVELS
Within a single Timetable file there may be a number of different year levels. Year levels can be used:
• As a filter to view and print out timetables for specific groups of students. • To attach to the front of the subject code for export if the timetable is linked with various
assessment packages.
All year levels used in attached Student Options files must also be entered within the Timetable Development file.
On the Task Tree select: [2A] Year Level Codes
Click Add Year Levels
The Period Constraints for Selected Teachers affects the number of periods a day a teacher must have free and/or the number of consecutive periods they can be allocated in a day.
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Timetable Development Lesson 1
Note: The Year Levels have now been entered.
Click Save
Type “11”, then click Record and Next
Repeat this process to enter Year Levels 10, 9, 8 and 7.
Click Record and Close when final year level has been entered.
Type “12” then click Record and Next
Note: The default setting for adding new data is to add the data
immediately after the position of the cursor. This data entry position
can be changed as required.
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Timetable Development Lesson 1
ENTER ROLL CLASSES AND ASSIGN YEAR LEVELS
A roll class is a concept that allows for the simplification of the timetable construction process. The roll classes that are used will depend on the curriculum structure of the school. In this example the students in Yr12 are in one roll class, the students in Yr11 are in one roll class and the students in Yr10 are in four different roll classes. The reason the curriculum is set up this way is that in this example, the Yr11 and Yr12 curriculum is fully blocked across each year level, whereas the Yr10 curriculum contains a mixture of core and blocked classes.
All roll classes used in attached Student Options files must also be entered in the Timetable Development file.
On the Task Tree select: [2B] Roll Class Names
Click Add Roll Classes
Type 12 as the Code and press Enter, note the Name
defaults to the value entered in the Roll Class Code field,
press Enter
Click on the drop down arrow for Year Level and select 12.
Click Record and Next
Note: The Roll Class Code and Name are usually the
same. However, for exporting to other programs, there is
sometimes a need to have different information in
these two fields.
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ENTER FACULTIES
A Faculty is defined as a group of classes that are able to be taken by a group of teachers. A class can belong to only one faculty, whereas a teacher can belong to more than one faculty. The faculties entered by a school depends on the school’s requirements - one school may have a Mathematics/Science faculty while another school may have separate faculties for Mathematics and Science, yet another school may subdivide further with faculties in Advanced Mathematics, General Mathematics, Chemistry, Physics, Biology and General Science.
Faculties can be used for generating a variety of reports such as faculty loads and faculty timetables. They can also be used when constructing the timetable. Although it is possible to construct a timetable without using faculties, they can provide valuable assistance in the timetabling process. It is important to note that the Auto staffing function cannot be used without the use of faculties.
On the Task Tree select: [3A] Faculty Names
Repeat this process to add one roll class at Yr11 and four roll classes for Yr10 –
10A, 10B, 10C and 10D as shown.
Click Record and Close when final roll class has been entered.
Note: The Allotments column shows how many periods have been assigned to each
roll class in Class Information. As no classes have been entered yet this is 0.
Click Save
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Timetable Development Lesson 1
Note: A Load Limit (the maximum load a teacher can take in a faculty) can be set for each of the faculties. The load limit and faculty codes are used with Auto Staffing.
Click Add Faculties
Repeat this process to add the faculties English, Science, Health & PE, Part Time - Days Off and
Part Time - No Days Off as shown.
(Click Record and Close when the final faculty has been entered)
Click Save
Type the Name “Mathematics”, Type the Code “MAT” Click Record and Next
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Timetable Development Lesson 1
ENTER FACULTY GROUPS
A Faculty Group is an organisational tool that is designed to create a single inclusive listing from different individual faculties. As the name implies, it is a grouping of multiple faculties that will generate a single combined list of teachers or classes.
If a school entered individual faculties called Biology, Chemistry, Earth Science, General Science and Junior Science, a faculty group could be created that would encompass all of these, (perhaps called “Science”) creating a single listing of teachers and classes that teach within these sciences regardless of which faculty or faculties that they had been assigned to.
In this example, the subject-based faculties of Mathematics, English, Science and Physical Education have already been entered. In addition, two faculties were set up to assist with managing the part time staff – one faculty for teachers requiring days off and another for part time staff not requiring days off.
Faculty groups will be set up to create a single grouping combining the Mathematics and Science faculties, and another to list all part time teachers in a single grouping.
On the Task Tree select: [3B] Faculty Groups
Click Add Faculty Groups
Click Select Faculties
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Timetable Development Lesson 1
Type the Name “Maths/Science”, Type the Code “MAT.SCI”
Click Record and Next
Click Select Faculties
Use to move the Mathematics and
Science faculties into the Selected Box
Click OK
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Timetable Development Lesson 1
Use to move the two Part time faculties into the Selected Box
as shown
Click OK
Note: It is not necessary to assign all faculties to Faculty Groups.
Click Save
Type the Name “Part Time”, Type the Code “Part Time”
Click Record and Close
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Timetable Development Lesson 1
SAVE AND BACKUP
Backup files can be created at any time and we recommend that files are backed up on a regular basis. There are two types of backup files:
• Auto backup files which are created each time a file is saved (after the data has changed). There are 2 auto backup files which are overwritten each time the file is saved.
• Manual backup files which can be generated by clicking the Save and Backup button on the Home Page. These are not overwritten.
On the Task Tree select:
Timetable Development Module
Click Save and Backup
The program defaults to the Backup folder set in Configure.
Note: There are 2 auto backup files: “Auto Backup – Latest” file was created the last time save was clicked
“Auto Backup – Previous” was created the previous time save was clicked
Both these files will be overwritten the next time save is clicked.
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Timetable Development Lesson 1
The program has created a default name for the manual backup file. This can be changed
by typing over the name.
Type “Lesson 1” and click Save
Note: Version 9 automatically adds the .tdf9 to the end of a timetable development file name.
Click OK
Note: The name of the latest manual backup file created this session is
displayed on the Home Page.
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