Defining and setting up timetables

Before using your timetable, you need to ensure that:

• normal year levels are defined for all teaching staff members
• timetable reference data is up to date.

Allocating Normal Year Levels for teaching staff

In order for staff timetables to be defined you must first allocate a Normal Year Level for each teaching staff member in the School tab of Staff Maintenance. See Staff Maintenance - School tab in the Human resources manual.

This is required because Timetable Maintenance uses the year level to define the appropriate format of each timetable.

Note: If timetables are not appearing for some staff members, check that these normal year levels have been set.
 

Maintaining timetable reference tables

There are a number of Synergetic database tables that you need to set up with all your organisation's timetabling information.

The relevant tables are:

• luTimeTableGroup
• luYearLevel
• TimetableDefinition
• TimeTable
• CalendarEvents.

The following explains the tables that you need to define in order to manipulate the timetable.

luTimetableGroup lookup table

This lookup table defines cycle days in the timetable, actual days in week and periods. See Maintaining lookup tables.

See luTimetableGroup lookup table.
 

luTimetableOperationMode lookup table

This lookup table defines configurations used when importing timetables automatically into Synergetic. See luTimetableOperationMode lookup table.
 

luYearLevel lookup table

Use this lookup table to define the campus and year level along with the timetable group.

Note: The following sample has been broken into three sections for readability.

See luYearLevel lookup table (Next Year Process).

All fields, including those not shown in the example above, are detailed below.

See luYearLevel lookup table.
 

TimetableDefinition

Define the structure of the timetable for each period in each day.

This information is set up in the Timetable Definition tab of Timetable Maintenance. See Timetable Maintenance - Timetable Definition tab in the Curriculum manual.

 

TimeTable tab

Defines the actual day number, period, room, class and staff member.

This information can be either:

• Imported from a timetabling program.
• Entered directly in Timetable Maintenance. See Maintaining timetables in the Curriculum manual.
• Entered directly in the Timetable tab of Class Maintenance. See Class Maintenance - Timetable tab in the Assessments and reports manual.

CalendarEvents tab

This table is used to define special events that you might want to display on the timetable, as well as the starting day of the calendar cycle. This is important for seven day rotating timetables. See Timetable Maintenance - Calendar Events tab in the Curriculum manual.

To define the start, enter the date, CalendarType as D and the starting day number. For example if Monday 21^st January is Day 1, enter D1 in Calendar Type. Also enter the description.

Using the CalendarEvent table, you can change days in the timetable around. For example, if you have a number of public holidays on the same day of the week and want to redefine the timetable for a week to deliver the public holiday timetable on a different day.