Timetable Rollover Checklist (Year and Term/Semester)

This checklist is to be used as a guide during the school's timetable rollover period to ensure all setups and procedures are completed correctly in preparation for the New Year and/or Term/Semester.

Many of the following steps below are optional, depending on how your school generates the timetable and student subjects.

The checklist below must be run in this sequence even if steps are skipped.

Step	Menu	Details
Important! If End of Year, complete end of year processing before proceeding. Refer to 'Student Record End of Year Processes Checklist'.
1	Student Subjects.	There are five possible ways in which Student Subjects can be created: Student Admin > Timetable > External Data Information > Import Student Subject Data (upload from an external package). Important! Carefully review the 4 different 'Import Options' in the knowledge base before uploading. Student Admin > Student Records > Student Classes > Generate Subjects for Students (prototype subjects). Student Admin > Student Records > Student Classes > Copy Classes (copy from a past term/semester). Student Admin > Student Records > Student Classes > Build Classes (manually build each class). Student Admin > Student Records > Student Information > Students on the 'Subjects' tab (manual entry against each individual student). Refer to the respective TASS.web knowledge base for each program to understand the options available for allocating student subjects.
2	New Teachers.	Create a record for each new teacher using program Student Admin > Teacher Records > Teacher Information > Teachers. Provide 'Teacher Kiosk/Staff Kiosk Access' using program Student Admin > Teacher Records > Teacher Information > Teachers on the 'General' tab. Assign these teachers into a Staff Kiosk 'User Role' on the 'TK Access' tab. If your school uses LDAP or SAML, ensure that the teacher record is mapped to his/her LDAP/SAML login, using program System Admin > Users > LDAP/SAML Maintenance. Use program System Admin > Users > Reporting User Maintenance to allocate each new teacher access to complete marking the Reporting Period in webBook or Staff Kiosk Assessment.
3	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 program Student Admin > Timetable > External Data Interface > Import Data).
4	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 Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable' tab.
5	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	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 6 against each respective year group, e.g. Map the Junior School definitions against the Junior School year levels.
7	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. 2017/1 to 2017/2. The 'Clone' function will copy all 'Day' and 'Period' details Non-Multiple Timetable Mode Review and/or change timetabled day details where applicable.
8	Student Admin > Timetable > Setup Information > Timetable Setup on the 'Periods' tab.	Review 'Periods' where applicable.
9	Student Admin > Timetable > Setup Information > Timetable Setup on the 'Rooms' tab.	Review and/or add rooms where applicable.
10	Student Admin > Timetable > Setup Information > Timetable Calendar Setup.	Create a calendar for each Timetable, e.g. Senior and Junior and 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 that the Timetable can be created: Select the most suitable method. Upload the timetable from an external source using TASS.web program Student Admin > Timetable > External Data Information > Import Data. Create timetable records manually using TASS.web program Student Admin > Timetable > Timetable Information > Maintain Timetable Details. Copy the master timetable from one Semester/Term to the next using TASS.web program Student Admin > Timetable > Timetable Information > Copy Master Timetable. 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 program Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable' tab to the previous year/period before running TASS.web program 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.	On the 'Attendance Periods' tab, create a period for the new Year, Term or Semester. On the 'Attendance' tab, change the 'Current Year' and 'Current Period' parameters.
14	Checking and Distributing.	1. CHECK: Student Admin > Timetable > Listings & Reports > Print Master Timetable. Student Admin > Student Records > Student Classes > Subject Totals Report. Student Admin > Student Records > Student Classes > Class Lists (teachers should be listed against Subject Classes). Log into Staff Kiosk and complete a RollCall spot check. If today is not a current school day, use the arrows to navigate to the first Timetabled day. Refer to the Student Admin > Timetable > Listings & Reports section of this knowledge base for more Timetable reporting tools. 2. DISTRIBUTE: Teachers can access their Timetable through Staff Kiosk. If a hard copy is needed, use Student Admin > Timetable > Listings & Reports > Print Teacher Timetables (can also be used for checking). Students can access their Timetable through Student Café. If a hard copy is needed, use Student Admin > Timetable > Listings & Reports > Print Student Timetables (can also be used for checking). Parents can access their child's Timetable through Parent Lounge. Access is dependent on user permissions (setup through System Admin > Users > Portal Security Permissions).
	Use the 'Academic Reporting Checklist - Set Up Beginning of Reporting Period' once you've completed this checklist.