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Timetabling process summary

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For users with the Timetabler responsibility, a setup checklist identifies the process to create and display a timetable, which edge can assist either semi-automatically or manually.

Where you have been assigned the Timetabler user responsibilities in edge, a setup checklist is available which identifies the process to create and display the timetable.

Introduction

Edge's current timetabling functionality assists timetable creation in either of two ways:

  1. either semi-automatically, where edge assists in creating classes based on the combination of Courses attached to students and staff, preferred class sizes and the required number of classes. From there, option lines are created and can be manually edited with clashes displayed to assist the process;
  2. or for smaller schools (<200 students and/or where option lines are pre-determined), classes can be created manually without first adding students to courses. These classes are then either manually added to option lines; or placed directly on the timetable grid.

Note: To make full use of edge's timetable functionality, ensure values are added to the year level fields in Students Options Configuration, and the Preferred Class Size field in the definition of each course. 

Timetabling Semi-automatic class creation

  1. Enter/Edit Course information for the following year.

  2. Enter Student Course choices via:

    • Student Portal .. by the students
    • Timetable > Configuration > Courses > Student Options .. by staff
    • People > Memberships > Define Classes .. by staff

  3. Enter your basic TT structure (periods per day/week...).

  4. Confirm Student Course Choices via Timetable > Configuration > Create/Edit Timetable > Step 2  Edit Student/Teacher Courses

  5. Enter preferred staffing into Course Summary or Create/Edit Timetable Step 2: 

    • Timetable > Configuration > Course Summary
    • Timetable > Configuration > Create/Edit Timetable > Step 2  Edit Student/Teacher Courses

  6. Create the framework of your Classes (students added Step 6 .. Timetable > Configuration > Create/Edit Timetable > Step 2  Edit Student/Teacher Courses > Courses tab

  7. Manually create your option lines.

  8. Check class sizes and clashes and correct if necessary.

  9. Connect your option lines to the timetable grid.

  10. In Step 6 overview students Class allocation, approving where required, then populate the class structures created in Step 2. Allocations can also be printed and exported.

  11. Fine tune Classes in Modify Timetable.

  12. Activate your timetable for the required time period.

Class Names

Created automatically via Timetable > Configuration > Courses

From Edit Timetable>Edit Student/Teacher Courses page, Classes can be created automatically from Courses. The classes will have the course name and teacher (if attached to the course).

Those courses without teachers still create classes but will have a blank 'teacher code'.  If there is the requirement to have 3 classes with only 2 teachers attached, then the third class will be attached to one of the 2 teachers (first in the list).

 

Add students to Courses then use Edit Timetable .. Step 2, to manipulate student courses and teacher availability; then automatically create class names.

Note: these classes are created based on the 'Courses .. Preferred Class Size field;' and the number of classes required. There is no option line optimisation involved, just even-sized class creation.

Once class names have been auto-created, lines are then built and distributed manually as per process 1;

ie. use Edit Timetable .. Steps 4 & 5, to manually create option lines, show clashes, then connect these lines to the TT grid.

 

Manual Class Creation

Class Names

Created manually via People > Memberships > Define Class

As each class has to have a unique name you can use conventions such as 11ENG.A, 11ENG E, ie. subject name plus the option line letter, separated by a dot or space.

To ensure they fit on a student or teacher's timetable, it is recommended no more than 10 characters are used, however you may use up to 50 characters. It is also recommended that your name is in full caps as these are also easier to read when listed in option lines or on a timetable.

Manually create classes via Define Classes (no need to add students to Courses), then use Edit Timetable .. Steps 4 & 5, to manually create option lines, show clashes, then connect these lines to the TT grid.

With either process students and all their options can be viewed, exported, displayed in Step 6. 

  1. The class naming format will be CCCC.TT N where;
    • CCCC = Course name (whatever they have used)
    • TT = Teacher code (2-3 letters) for the allocated teacher (or ZZ for an unknown teacher)
    • N = Class instance - needed where there is more than one class needed where there are unallocated teachers

  2. You must confirm you wish to create the specified classes.

  3. Rotation subjects: The same subject is taken by different groups of students throughout the year. It is suggested you use two approaches:

    1. slightly different names (eg. 9MUS1, 9MUS2) so you visually know which time period the class belongs to (you'll also set class start and end times when you create it)
    2. also copying the TT then edit the rotation classes into the Copy and Activate for the required dates

  4. Multiple classes under the same Course (when creating classes and your timetable manually):

    • As each class has to have a unique name you can use conventions such as 11ENGPS.A, 11ENGNL.E, ie. subject name plus teacher code, then the option line separated by a dot.

 

For more, see Timetabling pre-requisites, Creating a timetable, and Timetabling good practice.