Timetable Rollover Checklist (Year and Term/Semester)
Use this checklist during the school's timetable rollover to ensure all setups and procedures are complete for the new year, term, or semester.
Many of the following steps below are optional, depending on how your school generates the timetable and student subjects.
Important!
The checklist below must be run in this sequence, even if steps are skipped.
It is best to perform this task outside of regular hours to avoid any potential conflicts with ongoing timetable-related work.
Important!
If the End of the Year, complete the end-of-year processing before proceeding. Refer to 'Student Record End of Year Processing Checklist' for more information.
Step | Task / Menu Path | Details | ✅ |
1 | Student Subjects. | There are five possible ways in which Student Subjects can be created:
Important! Carefully review the 4 different 'Import Options' in the TASS Knowledge Base before uploading.
Refer to the respective TASS.web knowledge base article for each program to understand the options available for allocating student subjects. | 🔲 |
2 | New Teachers. |
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3 | TASS.web Student Admin > Teacher Records > Teacher Information > Copy Teacher Subjects. | Run 'Copy Teacher Subjects' if subject choices stay the same from one Year/Semester to the next. Important! Teacher Subjects will be automatically added if you upload the Timetable (using TASS.web Student Admin > Timetable > External Data Interface > Import Data). | 🔲 |
4 | TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable' tab. | Change the Timetable parameters 'Current Year' and 'Current Term / Semester' to the new year and term/semester. Click the 'Save' button once these parameters have been changed. | 🔲 |
Steps 5 and 6 apply only to schools that run multiple timetables. If you are unsure whether the school runs in multiple timetables, check TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable' tab. | |||
5 | TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable Definitions' tab. | Add a new Timetable definition for each school section, e.g. Middle School, Senior School and Junior School. | 🔲 |
6 | TASS.web Student Admin > Timetable > Timetable Setup > Timetable Setup on the 'Year/ TT Definitions' tab. | Add a new Year/Timetable Definition for the new year or term/semester (if one does not already exist) and map the definitions that were identified in Step 5 against each respective year group, e.g. Map the Junior School definitions against the Junior School year levels. | 🔲 |
7 | TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Days' tab. |
Important! If you are going to reduce the number of Periods in a day/s, ensure you remove the data in that period/s (on the 'Periods' tab) before changing the 'Prd Num'. Multiple Timetable Mode If using a multiple timetable mode, use the 'Clone' feature to copy the timetable structure from a previous timetable, e.g. 2025/1 to 2025/2. The 'Clone' function will copy all 'Day' and 'Period' details Non-Multiple Timetable Mode Review and/or change timetabled day details where applicable. | 🔲 |
8 | TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Periods' tab. | Review 'Periods' where applicable. | 🔲 |
9 | TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Rooms' tab. | Review and/or add rooms where applicable. | 🔲 |
10 | TASS.web Student Admin > Timetable > Setup Information > Timetable Calendar Setup. | Create a calendar for each Timetable. Example If you have a Senior and Junior timetable, map the 'Day Codes' in your timetable cycle to school calendar dates. Use the 'Fill Down' option to create the calendar quickly. | 🔲 |
11 | Create a Timetable. | There are three possible ways to create the timetable: select the most suitable method.
If you use Method 3, the 'Target Timetable' cannot be the same Year and Semester/Term as the Current Timetable. As a workaround, you could temporarily change the 'Current Year' and 'Current Term/Semester' in TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable' tab to the previous year/period before running TASS.web Student Admin > Timetable > Timetable Information > Copy Master Timetable. After you have copied the master timetable, ensure the 'Current Year' and 'Current Term/Semester' are reset to the Current Year/Period before continuing to the next step on this checklist. This workaround will alter the current timetable that is visible to users in TASS.web, Staff Kiosk, Parent Lounge, and Student Café. It is best to perform this task outside of regular hours to avoid any potential conflicts with ongoing timetable-related work. | 🔲 |
12 | Student Admin > Timetable > Timetable Information > Timetable Grid Entry. | Review and/or modify timetable data where applicable. If you upload your Timetable (Method 1 above), consider making changes in your external source and re-uploading rather than making manual changes. | 🔲 |
13 | Student Admin > Attendance > Setup Information > Attendance Setup. |
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14 | Checking and Distributing. | CHECK:
If today is not a current school day, use the arrows to navigate to the first Timetabled day. Refer to the TASS.web Student Admin > Timetable > Listings & Reports section of Knowledge Base for more Timetable reporting tools. Review Resource Booking settings. Refer to the ‘How to Setup Staff Kiosk Resource Booking System’ article for details. DISTRIBUTE:
Access is dependent on user permissions set up through TASS.web System Admin > Users > Portal Security Permissions. | 🔲 |
Refer to the 'Academic Reporting Checklist - Set Up Beginning of Reporting Period' article once you've completed this checklist.