Timetable Development Lesson 3€¦ · Timetable Development Lesson 3 LESSON 3 ENTER CLASS...

Timetable Development Enter Class Information – Part 1 Fully Blocked Curriculum

Lesson 3

THE IMPORT PROCESS – ELECTIVE LINES ................................................................................................ 3

PREPARE THE STUDENT OPTIONS FILES FOR IMPORTING ...................................................................... 4

LINK THE TIMETABLE DEVELOPMENT FILE TO THE STUDENT OPTIONS FILE ...................................... 4

ASSIGN A ROLL CLASS TO EACH CLASS ................................................................................................ 6

CHECK CLASS CODES ARE CORRECT .................................................................................................. 10

ENSURE EACH STUDENT IS IN A ROLL CLASS .................................................................................... 11

IMPORT GRID LINES INTO TIMETABLE DEVELOPMENT ........................................................................ 12

LINK A STUDENT OPTIONS FILE ......................................................................................................... 12

IMPORT GRID LINES .......................................................................................................................... 14

TRANSLATE THE CURRICULUM INTO CLASS INFORMATION................................................................. 16

CHECK NUMBER OF PERIODS ............................................................................................................ 17

ENTER NUMBER OF DOUBLE LESSONS ............................................................................................. 17

CHECK AND ADJUST NUMBER OF PERIODS AND DOUBLES FOR YR11 ............................................. 19

Timetable Development Lesson 3

LESSON 3 ENTER CLASS INFORMATION – PART 1 FULLY BLOCKED CURRICULUM

In many schools at least some year levels have a fully blocked structure. In this example, Yr11 and Yr12 students will study all of their subjects in full year level blocks.

The following table shows the curriculum structure for Yr11 and Yr12:

Year Level

Roll Classes Subjects Periods Doubles Structure

12 12 Elective 1 5 1 Full Year Level Block Elective 2 5 1 Full Year Level Block Elective 3 5 1 Full Year Level Block Elective 4 5 1 Full Year Level Block Elective 5 5 1 Full Year Level Block Elective 6 5 1 Full Year Level Block

Homeroom 5 Whole School Block Total 35

11 11 Elective 1 4 1 Full Year Level Block Elective 2 4 1 Full Year Level Block Elective 3 4 1 Full Year Level Block Elective 4 4 1 Full Year Level Block Elective 5 4 1 Full Year Level Block Elective 6 4 1 Full Year Level Block Religion 4 Full Year Level Block

Sport 2 1 Full Year Level Block Homeroom 5 Whole School Block

Total 35

In this example, the elective lines have already been created in the Student Options Module. There are two separate Student Options files required for this training lesson – one for Yr11 and one for Yr12. These files contain lines that reflect each of the blocks listed above and will be used to import the information directly into the Timetable Development module.

Timetabling Solutions Version 9 of 19


THE IMPORT PROCESS – ELECTIVE LINES

The process of importing elective lines requires work to be carried out in both the Student Options file and the Timetable Development file.

In the Student Options file, the following steps are required:

1. Assign a roll class to each class

2. Ensure each class code is correct

3. Ensure each student is assigned a roll class

In the Timetable Development file, the following steps are required:

1. Link a Student Options file

2. Import grid lines

Important Note on the Terminology Used

The terms “card”, “block”, “line” and “group” that are used in these lessons are synonymous.

Often the terms “block” or “line” are used to describe the curriculum structure from a student’s point of view and are commonly used in the context of “Students will need to take one subject from each block/line”. These terms are most commonly used in the program when describing the structure in the Student Options module.

The terms “group” (group of classes) or “card” are generally used to describe the curriculum structure from the timetable construction point of view. Traditionally, school timetables were constructed using a pin board and the term “card” was used to describe a piece of cut cardboard containing the information relating to a class to be timetabled, which was then attached to the pin board. The Timetable Development module was originally designed around this traditional method of constructing school timetables and both terms are used in the software.

In the traditional timetabling method using pin boards, the Timetablers would often “sticky tape” pieces of cardboard together to represent classes which would be timetabled at the same time. In The Timetabler software, these grouped classes are called Multi Roll Class Groups (MRCGs).



PREPARE THE STUDENT OPTIONS FILES FOR IMPORTING

Before the Student Options file is ready to be imported into the Timetable Development module, it is important that each class has been assigned to a roll class, that class codes are correct and that each student has been assigned a roll class.

LINK THE TIMETABLE DEVELOPMENT FILE TO THE STUDENT OPTIONS FILE

As each class and all students need to be allocated to a roll class that is consistent with the roll classes defined in the Timetable Development module, linking the Timetable Development file to the Student Options file will simplify the process.

Open the file: C:\Users\Public\Documents\V9 Training Data\Students Yr12 Import.sof9

Click Timetable File…

To open the Student Options Module click Student Options Module tab or

click the Student Options Module link



Note: The Timetable file is now listed in the top part of the screen indicating that it

is linked to this Student Options file.

Click [11] Develop Grid…

Select Timetable Semester 1.tdf9

Click Open



ASSIGN A ROLL CLASS TO EACH CLASS

Each class on the grid must be assigned a roll class before it can be imported into Timetable Development.

On the Task Tree select: [11B] Edit Grid Report

Change the Display to 6. Class Code

These are the blocks (or lines) previously created. All classes on a line will happen

at the same time in the timetable.

Click Display



Select Name for Options untick Code if it is ticked

and click OK

Note this will change the display setting for this

screen only.

Note: The names of the options are now displayed on this screen. This display setting will be saved for this screen for all Student

Options files opened on this computer.

Double click in the Roll Class column to open the Edit Class screen



Click on the drop down arrow for Roll Class Code.

Note: The list is populated from the roll class codes used in the Timetable

Development file attached.

Select Roll Class 12

Type “5” into the Number of Periods Cell

Select All classes on grid for both Roll Class Code and Number of Periods.

This will apply the changes to all classes on the grid



Note: The drop down lists can also be used to allocate teachers and rooms to classes. However, it is recommended that this task is done within the

Timetable Development Module.

Click OK

Note: All classes have now been assigned to Roll Class 12 and are taught for 5 periods.

Click Save



CHECK CLASS CODES ARE CORRECT

It is important to ensure that the class codes are correct before importing.

Check the Class Code column

Note: These are the class codes that will be imported into the timetable. The codes need to be checked carefully to ensure that the correct suffix has been added and that each code is unique.

If the codes need to be changed, this is done through the Edit Class screen.

The import process will retain the order of lines. In this case, Line 1 will become Card A, Line 2 will become Card B, etc.



ENSURE EACH STUDENT IS IN A ROLL CLASS

If students are not in a valid roll class, the grid and all student allocations to classes will still be imported to the timetable file. However, students with no valid roll class will not be allocated to classes that are in the timetable file but not in the student file. As a result these students may have incomplete timetables and some class lists may be incomplete.

On the Task Tree select: [2B] Student Sets

On the Task Tree select:

Student Options Module

Check that there are no students in the Unassigned column and that the displayed Roll

Class code(s) are consistent with the codes entered into the Timetable Development file.

Click Save

Click Close File

To open Timetable Development, click on the Timetable Development Module tab

at the top of the screen



IMPORT GRID LINES INTO TIMETABLE DEVELOPMENT

Importing gridlines from Student Options into Timetable Development reduces the chance of errors and inconsistent data between the two different modules.

Open the file: C:\Users\Public\Documents\V9 Training Data\Timetable Semester 1.tdf9

LINK A STUDENT OPTIONS FILE

In the Timetable Development module the Student Options file must be linked before the grid lines can be imported.

Linking a Student Options file also enables the program to read the student information. This provides a one way flow of information from the Student Options file to the Timetable Development file.

It is recommended that you link the Student Options files in the order that they are defined in the Timetable Development module as this is the order the students will be displayed. Usually this will be Roll Class 12, then 11, then 10, etc.

Click [6] Student Files…



Note: No Student Options files have been linked yet.

Click Link Student File

Click on the file Students Yr 12 Import.sof9

Click Open

Click to move all lines into the Selected column

Click OK



IMPORT GRID LINES

The import process will copy the grid lines from Student Options into the Class Information screen in Timetable Development. In this example, the Yr12 information will be imported first followed by the Yr11 information.

The Yr11 Student Options file is now linked to the timetable.

Note: It is important to make sure the correct file is highlighted before importing.

Click on the file Students Yr 12 Import.sof9 and click Preview and Import Class Details in Grid

The Yr12 Student Options file is now linked to this timetable file.

In this case, assume the Yr11 file has been checked and is also ready to be linked.

Repeat this process to link all 9 lines of the Yr11 file – Students Yr 11 Ready for Import.sof9



The Supplementary Task screen summarises the data that will be imported. A red highlight in the first column indicates

if there are any issues with the data to be imported.

Note: In this case the data is ok to import. If these classes had been previously imported, than they would all be highlighted in red and would not be imported again.

Click Import Records to Class Information

Click OK

Click on the Yr11 Student Options file and repeat the same process to import the Yr11 grid lines

Click Save



TRANSLATE THE CURRICULUM INTO CLASS INFORMATION

Once the grid lines have been imported, the classes should be edited to reflect the number of periods and number of doubles required for each card. New cards can also be inserted.

The following table shows the curriculum structure for Yr12 and Yr11 students that will be used in this example.

Year Level

Roll Classes Subjects Periods Doubles Structure

12 12 Elective 1 5 1 Full Year Level Block Elective 2 5 1 Full Year Level Block Elective 3 5 1 Full Year Level Block Elective 4 5 1 Full Year Level Block Elective 5 5 1 Full Year Level Block Elective 6 5 1 Full Year Level Block

Homeroom 5 Whole School Block Total 35

11 11 Elective 1 4 1 Full Year Level Block Elective 2 4 1 Full Year Level Block Elective 3 4 1 Full Year Level Block Elective 4 4 1 Full Year Level Block Elective 5 4 1 Full Year Level Block Elective 6 4 1 Full Year Level Block Religion 4 Full Year Level Block

Sport 2 1 Full Year Level Block Homeroom 5 Whole School Block

Total 35

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

Note: Roll Class 12 is displayed.

The elective lines or blocks from the Yr12 Student Option file have been imported into the Timetable

Development module.

Line 1 from the Student Options file has become Group A.



CHECK NUMBER OF PERIODS

In this example, the number of periods has been imported from the Student Options file.

ENTER NUMBER OF DOUBLE LESSONS

The number of double lessons each card requires must be entered.

Note: The Periods row shows the information entered in the Student Options file. The value in the last column shows the total number of periods for this roll class.

No changes to the number of periods are required.

Groups A,B,C,D,E and F require 1 double lesson

Click on the Doubles cell for Card A and Type “1”



Repeat the process to assign 1 double to the Cards B, C, D, E and F

Leave the Homeroom Card G with 0 doubles

Note: Each card (A-F) now requires 1 double lesson per cycle.

The Yr12 curriculum displayed matches the curriculum detailed in the table earlier in the lesson.

Click Save



CHECK AND ADJUST NUMBER OF PERIODS AND DOUBLES FOR YR11

The Yr11 curriculum also needs to be checked and adjusted where necessary.

Save and backup your file as Lesson 3.tfd9

Select Roll Class 11

Note: The number of periods for each line has been imported from the Student Options file.

Repeat the process outlined previously so that:

• All Elective subjects (Cards A-F) require 1 double • Religion (Card G) has no doubles • Sport (Card H) requires 1 double • Homeroom (Card I) has no doubles

The Yr11 curriculum displayed matches the curriculum detailed in

the table earlier.


Timetable Development Lesson 3€¦ · Timetable Development Lesson 3 LESSON 3 ENTER CLASS...

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