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Timetable Development Set up Timetable for Next Year

Lesson 18

COPY TIMETABLE FILE ............................................................................................................................. 2

REMOVE LINKS TO STUDENT FILES ......................................................................................................... 3

ROLL CLASSES AND CURRICULUM DETAILS ............................................................................................ 4

DELETE FULLY BLOCKED ROLL CLASSES .............................................................................................. 5

ROLL UP FULLY BLOCKED ROLL CLASSES ........................................................................................... 10

EDIT CLASS CODES............................................................................................................................. 14

EDIT ROLL CLASSES WITH BOTH CORE AND ELECTIVE CLASSES ....................................................... 19

REMOVE ROOMS .............................................................................................................................. 23

SIEVE CURRENT TIMETABLE .................................................................................................................. 25

CHECK ROLL CLASS GROUP UNAVAILABLE INFORMATION .............................................................. 27

CHECK TEACHER UNAVAILABLE INFORMATION ............................................................................... 27

DELETE YARD DUTY ALLOCATIONS ....................................................................................................... 29

ADDITIONAL CHECKS ............................................................................................................................. 30

Timetable Development Lesson 18

LESSON 18 SET UP TIMETABLE FOR NEXT YEAR

To set up the Timetable file for next year it is generally recommended that the current Timetable file is used as a base. To create a copy of the current file and give it a new name, the Copy File… function is used.

Open the file: C:\Users\Public\Documents\V9 Training Data\Timetable Reports.tdf9

COPY TIMETABLE FILE

A copy of the file will need to be saved in the project folder where the main data is to be stored. In this example, the file will be saved to the V9 Training Data folder that has been set up for the Project Folder (C:\Users\Public\Documents\V9 Training Data).

Type the name “Timetable Next Year”

Click Save

Click Copy File…

Timetabling Solutions Version 9 of 30


Open the file: C:\Users\Public\Documents\V9 Training Data\Timetable Next Year.tdf9

REMOVE LINKS TO STUDENT FILES

The first step in setting up the file for next year is to remove the links to the current Student Options files.

Click OK

Click [6] Student Files…



ROLL CLASSES AND CURRICULUM DETAILS

In setting up curriculum details for next year, the amount of data in the current file that can be retained depends on how the curriculum is structured. This will determine the approach that needs to be followed in preparing the data for next year.

There are three different approaches that may be needed to prepare the course data for next year:

1. Delete Fully Blocked Roll Classes Used when new grid lines are created for roll classes each year.

2. Roll Up Fully Blocked Roll Classes Used when grid lines are based on students’ choices for two years and the existing grid lines are required to be “rolled up” eg Yr11 grid lines are rolled up to Yr12.

3. Edit Roll Classes with both Core and Elective Classes Used when all core class information needs to be retained and only elective classes need to be deleted.

One or more of the approaches will most likely be needed to set up the timetable data for next year.

Click Yes

All Student Options file links have been removed.

Click Save

Click Remove All Links



DELETE FULLY BLOCKED ROLL CLASSES

In some schools, new grid lines are created each year based on student’s preferences. In this case, the current year’s class information needs to be deleted. This is done by deleting the appropriate roll class and then reinserting it. This causes all data in Class Information for that roll class to be removed, leaving a clean slate to import the fresh data for next year.

In this example, the Yr12 class information will be deleted.

On the Task Tree select: [7A] Class Information

The information contained in this Roll Class (Roll Class 12) will be deleted.

Before a roll class can be deleted, the roll class must first be removed from all Multi Roll Class Groups (MRCGs) that contain cards from that roll class.

Look for any values in the MRCG No row

In this case, MRCG 1 includes Card H from Roll Class 12.



On the Task Tree select: [7D] MRCGs

As seen on the Class Information screen, the first MRCG contains card H from Roll Class 12. This card will need to be

removed from the MRCG before Roll Class 12 can be deleted.

Note: An alternative to removing the Yr12 card from the MRCG would be to delete the MRCG altogether – however due to the large number of roll classes involved it would be

more efficient to simply remove the Yr12 card.

Click on column 1 of the first MRCG and click Edit Group

Move 12 H from the Selected box into the Available box

Click OK



Note: Some timetablers prefer to delete all MRCGs when setting up their file for next year. This means that when creating the new timetable, MRCGs will need to be re-entered for all cards that need to occur at the same time. To delete an existing MRCG click on any card in the MRCG and click Delete MRCG, or alternatively all MRCGs can be removed at the same time by clicking Delete All MRCGs.


Note: There are no MRCGs containing cards from Roll Class 12 remaining.

Click Save

Note: There are now no values in the MRCG No row.



On the Task Tree select: [2B] Roll Class Names

Click in the Roll Class 12 row and click Delete Roll Class

Note: Roll Class 12 and all of the classes that it contained has been deleted.

Click Add Roll Classes

Click Yes




Save and backup your file as Lesson 18A.tdf9

Select Roll Class 12

Note: All classes previously listed in Roll Class 12 have been deleted. Roll Class 12 is now ready to import the new grid lines for next year.

This process would need to be repeated for any other fully blocked roll classes that need to be deleted.

Type 12 in the Roll Class Code field and press Enter

The Roll Class Name automatically defaults to 12

press Enter and select Year Level 12 from the drop down list

Select Add New Roll Class - Top

Press Record and Close

Roll Class 12 has now been reinserted.

Click Save



ROLL UP FULLY BLOCKED ROLL CLASSES

In some schools the grid lines are based on students’ choices for two years. An example of this curriculum is where students do the same elective subjects in both Yr11 and Yr12. In this case schools would normally retain the grid lines and “roll up” the data from one roll class to the next. In this example the curriculum information will be rolled up from Yr11 to Yr12.

To roll up the course data the first step is to delete the existing Roll Class 12, then rename Roll Class 11 to Roll Class 12 and finally, edit any year specific class codes. The final step in the process is to insert a new Yr11 roll class for next year’s timetable.

Open the file: C:\Users\Public\Documents\V9 Training Data\Timetable Next Year Roll Up.tdf9

Note: This is a copy of the Timetable file and the student links have

already been removed.

Click [7] Curriculum Details…



On the Task Tree select: [2B] Roll Class Names

Click Yes

Click in the Roll Class 12 row

and click Delete Roll Class


Note: There are no values in the MRCG No. row in Roll Class 12.



The next step is to change Roll Class 11 to Roll Class 12.

Click on the 11 in the Code column, and type “12 Type “12” and press Enter

The next step is to enter a new roll class for next year’s new Yr11 subject lines.

Click Add Roll Classes

Note: Roll Class 12 and all of the classes that it contained has been deleted.

Click Save

The cursor is now in the Roll Class Name

Type “12” as the new name and press Enter

Select 12 from the drop down Year Level box



Roll Classes 11 and 12 have now been updated for next year.

Click Save

Leave After selected

Press Record and Close

Type “11” as the Roll Class Code and press Enter

Leave the Roll Class Name as 11

Select 11 from the drop down Year Level box



EDIT CLASS CODES

In some schools the class codes and names include the Year Level or Roll Class. For example, 11ENG1A is the class code for one of the Yr11 English classes. In this case, the codes and names will need to be updated to reflect next year’s classes.


On the Task Tree select: [7C] Class Names

Before updating the Yr11 codes it is necessary to delete all of last year’s Yr12 class codes.

Click Remove Unused Class Names to remove any obsolete codes which are no longer used


Roll Class 12 now contains the course data from Roll Class 11 and the teacher and room details have also been retained.

Note: The class codes still reflect Roll Class 11 and will need to be updated.



All unused class codes and names have now been removed (this includes last year’s Yr12 classes).

The next step is to update the class codes in Roll Class 12.

Click in the Class Code column and click Edit Character

Click Yes

Move Roll Class 12 into the Selected box as shown

Click OK

Click OK



The second character in the codes needs to be changed to update the class codes from 11 to 12

(ie, 11ENG1A to 12ENG1A).

Type “2” and click OK

In this case the existing character is 1, type “1” and click OK

Type “2” for the new character and click OK

Scroll down to the Roll Class 12 subjects and note that all the codes have been changed.

To update the Subject Names column, click on Accounting Yr11 and click Find/Replace



All codes and names have now been updated.

Click Save

Type “Yr11” and click OK

Type “Yr12” and click OK




Roll Class 11 is a clean slate ready to have the new grid lines imported.

Click Save


Note: All of the individual class codes have been updated from 11xxxxx to 12xxxxx.




EDIT ROLL CLASSES WITH BOTH CORE AND ELECTIVE CLASSES

In many schools, some roll classes will consist of both core classes and elective classes. For these roll classes, it may be easier to keep the core classes because they remain the same from year to year. What is done with the elective lines will depend on how much they change.

Where the elective lines change substantially it is generally easier to delete the classes on the elective lines and import the new lines. However, if there is little or no change it may be easier to keep the elective lines and make appropriate changes.

An important note to remember is that before all of the classes on an elective line are deleted, any associated MRCG must be either deleted or edited to remove the roll class involved. In this example the Yr10 elective lines (10A-D Cards G and H) are in MRCGs 4 & 5. Rather than editing these MRCGs, they will be deleted.

Note: The elective lines in the Yr10 curriculum are Cards G and H. These cards are part of MRCG 4 and 5 respectively.

Select Roll Class 10A



On the Task Tree select: [7D] MRCGs

Note: The fourth and fifth MRCGs relate to the elective lines at Yr10. These MRCGs need to be removed before the elective line

classes can be removed.

To delete MRCG 4 (10 Elective 1), click in the row of the MRCG and click Delete MRCG

Click Yes

Repeat these steps to delete the 10 Elective 2 MRCG




Click Yes

The MRCGs relating to the Yr10 elective lines have been removed.

Click Save

Select Roll Class 10A

The elective classes can now be deleted. Click on 10ACC1A on Card G and click Delete Class



Repeat this process to delete 10ITA1A

Navigate to Roll Classes 10B, 10C and 10D and delete all the elective classes on Cards G and H

Note: The elective lines at Yr10 have now been deleted, and the Yr10 roll classes are ready for the new elective lines to be imported.

Click Save



REMOVE ROOMS

It is often useful to remove (at least) some of the allocated rooms on a timetable when a new file is set up. After the timetable was completed, additional, “non-must have” rooms may have been entered on the Class Information screen. If these rooms are retained in the data for the creation of a new timetable, it has the potential to complicate the construction process unnecessarily. The process of removing rooms will help to ensure that any rooms that have been entered in the Class Information screen are both intentional and are required for the new timetable.

In this example, all rooms will be removed from Class Information for years 7-11, so that a “clean slate” approach can be taken to rooming for the new timetable. The rooms in the Yr12 curriculum will be retained as a base for next year’s timetable.

Click Delete Rooms

Note: By default, all rooms are selected for removal.

Click OK



Move all Roll classes except for Roll Class 12 into the Selected column as shown.

Click OK

Note: All rooms have been removed.




SIEVE CURRENT TIMETABLE

To remove all timetable allocations, the Sieve Allocations function is used.

On the Task Tree select: [13A] Roll Class Allocations

Click Sieve Allocations

Note: The Roll Class 12 rooms have been retained – these can be selectively edited/removed as required.

Click Save



Note: All card allocations have been removed. All group and teacher unavailable records remain.

Click Save

Tick All Groups and tick Meetings

Click OK

Click to move all roll classes to the Selected box

Click OK



CHECK ROLL CLASS GROUP UNAVAILABLE INFORMATION

Information regarding groups that have been made unavailable that was previously entered needs to be checked and either removed or updated.

On the Task Tree select: [13B] Groups Unavailable

CHECK TEACHER UNAVAILABLE INFORMATION

Information regarding teacher availability that was previously entered needs to be checked and updated where required.

On the Task Tree select: [13C] Teacher Allocations

Note: The Groups Unavailable screen needs to be checked carefully and edited if

required. In this case all of the data will remain in place for next year.

Clicking Delete All Groups allows this information to be completely cleared out

so that next year’s data can be added.

Click Teachers Unavailable



Note: The Supplementary Information screen needs to be carefully checked and edited if required. In this case

all of the data will remain in place for next year.

Clicking Delete All Teachers allows this information to be completely cleared out so that next year’s data can

be added. Clicking Delete Teacher allows all unavailable information for a selected teacher to be removed.

Close the Supplementary Task window

Note: An alternative way to view all teacher availability is to use the Teacher On/Off List. It is not possible to make changes on this screen

Click Teacher On/Off List

Note: A summary of all entered teacher Unavailable or Not at School

information is displayed.

Close the Supplementary Task window



DELETE YARD DUTY ALLOCATIONS

When setting up the data for next year, usually the yard duty areas will not change. However, the staff allocated to each yard duty will change so the current allocations need to be deleted.

On the Task Tree select: [15] Allocate Yard Duties

Click Delete All Allocations

Click Yes

Note: All yard duty allocations have been removed. Unavailable teacher records and available area records remain and should be checked carefully.

Click Save



ADDITIONAL CHECKS

The new timetable is now ready to be started. At this stage it needs to be emphasised that the new Timetable file still contains certain information from the current timetable which will need to be checked and possibly edited to ensure that the correct data is being used for next year.

The information to be checked includes:

• Class Codes • Teachers assigned to classes • MUST rooms assigned to classes • Teacher Loads • Teacher Unavailables • Room Unavailables • Group Unavailables • Unscheduled Duties • Meetings • Teachers in Faculties • Classes in Faculties • Room Usage Records • Adjacent Allocations

Save and backup your file as Lesson 18B.tdf9
