Timetable Construction

Step 5) Class Data (read time 5 minutes)

This is a very important screen as it is here that you specify how you want your curriculum to be timetabled.

The screen in divided into two separate sections. The top part displays the “Blocks” in each year group and the lower part of this screen shows the ‘Core”. Core in this screen means the subjects being studied by each base class.

The base classes are arranged in columns. For the core section of the screen, the classes will be timetabled completely independently of the other classes in the core section.

In the blocks section, you will also see the base class columns but in this section, these classes will run concurrently. You may also see what we refer to as a ‘Dummy Class(es)’. These are required when practical subjects in Option Blocks have less students that the number of students assigned to base classes and therefore you require additional classes to be created. Normally, three base classes (with thirty students in each) would require four or five groupings for Option Block classes as these will have only 24 students or less in each.

If the number of Base Classes and Dummy Classes exceeds six, a filter will appear allowing you to select only the class or classes you wish to view.

Please read carefully the descriptions added to the screen shots below.

In the above screen shot, you will see that there are three Option Blocks imported from our Options feature (Opt Blocks 1,2 & 3). So for example, all five of the Teaching Groups in Opt Block 1 will run concurrently. (In this case, it is a language line with three French and Two Germans classes.

You will also see that we have one block of Maths and 1 Block of English. This will allow all of the students in year 2 to attend any of those English and Maths lessons. However in Irish, we have two ‘mini-blocks’. One of these (Block 1) will allow only the students from Base Classes 2A, 2B and 2C to attend. The remaining students in classes 2D and 2E can be scheduled for any other subject from their core section at that time. Similarly, the student in Base Classes 2D & 2E will have Irish at the same time allowing them to move between these two classes.

To create a new block, simply click ‘New Block’ and it will be automatically created

In the screen shot below, you will see that each of the classes 2A, 2B, 2C, 2D, 2E will study each of the eight subjects listed. All of these classes will run completely independently of each other. However, there is a random chance that they could have a same subject at the same time.

New Core subject can be added by clicking on ‘New Core”. When doing this, selecting the tick box – ‘Apply to all Teaching Groups” will create a Teaching Group for each of the base classes with the number of lessons and spread entered by the user.

In all of the Class Data screens, it is important to note that the total number of lessons is shown for each column and that for the base classes, this number should match the number of available slots on the grid. If this number is less than the number of slots on the grid, then students will have free periods during the day. If you have a number of lessons greater than the number of places on the grid, the header for that class will turn red and this means that all of the lessons could not possibly be scheduled, as there are not enough slots on the grid.

(Please Note: If a class is entered in the dummy class column of this screen, students from any base class with an entry in that row are free to attend this class also. Therefore, it is important that the number of lessons in the dummy class column is never greater than the number of lessons for each of the entries across that same row).

Clicking on the Edit Pen for a Teaching Group will display the popup box shown below.

This will allow you to:

  • assign or modify a previously assigned teacher
  • Change the Subject to another Subject
  • Add the Class Size (defaults to 30) if some of your rooms have limited capacity
  • Set the Number of Lessons
  • Set how these lesson are to be scheduled (Spread)
  • (1,1,1,1,1 means five lessons should be single lessons spread over five days)
  • (2,1,1,1 means the five lessons should have one double lesson and three single lessons)
  • (2,2,1 means you require two double lessons and one single class)
  • (3,2 means a treble lesson and a double lesson)
  • (Blank means that you do not mind what the spread will be. The numbers in the spread cannot be greater than the number of lessons in total)
  • Specify a required room

You can also add an additional teacher (TEAM TEACHING) to ALL of these lessons in this teaching group by clicking on the ‘Set Additional Teachers’ box and selecting the teacher you wish to add.

Sometimes, you might require that a class from two separate years should be Co-Scheduled. The ‘Co-Schedule with…’ dropdown list box will allow you to select a teaching group from other years.

Clicking on the ‘Expand Teaching Group’ symbol will give you the popup box in the screenshot below. This will allow you to:

  • Change the Teacher for any of the lessons
  • Add an additional teacher for any of the lessons. To do this, you must change the default teacher to show the main teacher for the lesson and then the additional teacher option box will appear
  • You can specify rooms to be used for specific lessons only. (This can be useful to manage a scare room’s usage. You might specify that a double lesson requires the room but not the single lessons)

Click here for a video for how to add Learning Support Classes

Click here for a Video showing how to move Core classes to a Block

Click here for a video on how to move Core classes to Split or Mini Blocks