TT - Maintain Timetable Details

Maintain Timetable Details Overview

This is a multi-purpose program that allows you to:

1. Add a new cell to your timetable.
2. Maintain an existing cell in your timetable.

A timetable cell is defined as containing the following fields:

• Day
• Period
• Subject
• Year group
• Class group
• Teacher
• Room

It may also have a field for 'Timetable Number' if you are running multiple timetables.

Adding a New Cell to Your Timetable

Examples of using this program to add new cells to your timetable:

• Your school does not use an external timetable generation tool, and you will enter all of your timetable cells in this way.
• You have uploaded your master timetable from an external timetable generation tool — but want to make a small change to the timetable without having to upload again, e.g. Adding a new subject.

Maintain an Existing Cell in Your Timetable

Examples of using this program to maintain cells to your timetable:

• A teacher change is required for a period.
• A room change is required for a single period.

Adding a New Timetable Cell

Click the 'New' icon at the top of the screen to add a new cell.

Maintaining Existing Cells

Use the search screen to select the timetable cell(s) to edit.

When using multiple timetables, you must specify a timetable ID (see below). Alternatively, in single timetable mode, the timetable details are entered into the current year and Term/Semester as defined in Student Admin > Timetable > Setup Information > Timetable Setup.

Fields that require detailed information
Timetable	The timetable definition defined in Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable Definitions' tab (multiple timetable mode only).   For example, Junior Timetable, Middle Timetable, Senior Timetable. Only timetables that have been set up with a calendar will be available in the drop-down list. If a timetable is not appearing here, check that a calendar has been set up using program Student Admin > Timetable > Setup Information > Timetable Setup.
Day	The timetabled day defined in Student Admin > Timetable > Setup Information > Timetable Setup on the 'Days' tab.
Period	The period defined for the timetabled day, set up in Student Admin > Timetable > Setup Information > Timetable Setup on the 'Periods' tab.
Subject	The subject definition setup in Student Admin > Student Records > Setup Information > Student Records Setup on the 'Subjects' tab.
Year Group	The timetabled year group.
Class Group	The class group within the timetabled year group.
Teacher	The teacher for this subject defined in Student Admin > Teacher Records > Teacher Information > Teachers.
Room	The timetabled room defined in Student Admin > Timetable > Setup Information > Timetable Setup on the 'Rooms' tab.
Campus	This field can only be used as a filter if you have set up your timetable to allow the uploading and operation of separate campus timetables. For more information, refer to How-To guide 'Additional Steps Required to Load a Campus Specific Timetable'. If you want to maintain timetable details for a single campus, select the appropriate campus from the drop-down list.

Click the 'GO' button (or press 'Enter') to execute the search and display the 'Timetable Details List' screen with the matching records.

Timetable Details List Screen

This list screen displays the timetable cells matching your search criteria.

Click on the 'Edit' or 'Delete' Action link to access the timetable cell that you want to change or delete.

Make your changes to the timetable cell and click the 'Save' button to accept the changes.

Copy Master Timetable

This program enables you to copy an entire master timetable from a selected year and term/semester to a target year and term/semester. For each cell in the timetable definition, all of the details including subject, year group, class group, teacher and room are replicated.

Select your source timetable and target timetable and click on the 'GO' button to replicate the source timetable to the target destination.

When using multiple timetables, you must specify Source and Target timetable ID's (see below). Alternatively, in single timetable mode, the appropriate Year and Term/Semester combinations are entered.

Important!

The target timetable must fall within a year and /or term/semester exceeding the source timetable year and/or term/semester. If not, a validation error will occur stating: “The Year and Term/Semester values from the Source Timetable must be less than the Target Timetable values” and you will have to reselect a target timetable that conforms to these validation requirements.

Fields that require detailed information
Source Timetable	The source timetable definition defined in Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable Definitions' tab (multiple timetable mode only).
Source Year	The Source Year of the timetable you are copying from.
Source Term/Semester	The Source Term/Semester of the timetable you are copying from.
Campus	This field can only be used as a filter if you have set up your timetable to allow the uploading and operation of separate campus timetables. For more information, refer to How-To guide 'Additional Steps Required to Load a Campus Specific Timetable'. If you want to copy the master timetable for a single campus, select the appropriate campus from the dropdown list.
Target Timetable	The target timetable definition defined in Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable Definitions' tab (multiple timetable mode only). Only timetables that have been set up with a calendar will be available in the dropdown list. If a timetable is not appearing here, check that a calendar has been set up using program Student Admin > Timetable > Setup Information > Timetable Calendar Setup.
Target Year	The Target Year of the timetable you are copying into.
Target Term/Semester	The target Term/Semester of the timetable you are copying into.