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The Schedule System


The scheduling system includes both a manual entry schedule storage system and a timetable generation system based on the FET timetabler version 4. An update is coming to support version 5.

The schedule system stores information about the schedule/timetable for each grade. It can produce reports to show grade timetables and teacher timetables. It can also locate teachers and students using Where's Waldo (for students) and Where's Ms Nelson (for teachers).

It stores schedule information for the subject-section (ie. class/course) including the Day (in school cycle), Period, Term, and Grade.

Manual Schedule Entry

This may be done by grade using the Add Schedule - Grade and also by teacher using the Add Schedule - Teacher buttons on the left side of the schedule page.

  1. Grade Entry - You first select the grade that this entry is for (ie. Grade 8). When selecting the subjects to enter into the timetable, you would normally include the same grade (Grade 8), but if subjects from other grades (as marked in the subject information) are also being offered to this grade, you would put that grade in also. Each grade would be separated by a space.

    You next select the term(s) that this schedule applies to. In a semestered system there are normally 2 terms per semester and thus you would select the 2 terms that apply. In a full year situation, you would select 3 or 4 terms depending on the grade levels, etc. in your school.

    Once selected, the next screen shows your timetable with selection menus for each period and day in your cycle. Please select the correct values. For any backings (this class/grade grouping of students is split and some go to one class and some to another), please select these as well as their day and period as well. The backings can be done a couple of times to add all of the required records, if necessary.

  2. Teacher Entry - Similarly to the grade entry, you first identify the teacher by putting in his/her userid. This will allow the system to find the subjects taught in the terms selected. The term selection is identical as explained above for grade entry.

    The next screen then shows the timetable with selection boxes for each day and period. Select the subjects required and click the Save button. Backings may be added as outlined above.

The Edit Teacher Schedule button allows you to edit teacher schedules by putting in the teacher userid and the term to edit. The next screen then shows the current subjects enrolled. To remove existing ones, select a blank field. To change the subject, simply select the appropriate one from the selection list.

The View Teacher Schedule button provides a listing of all teachers and their timetables for each term.

The View / Delete Student Schedules button shows the timetables for all grades and terms and also allows the deletion of a timetable item for a particular grade and period.

Automated Schedule Entry

In order to generate an automated master timetable, you have to make sure that all subjects are set up correctly with starting terms and ending terms, etc. Once this is complete, you may then go ahead and add the scheduling information about each subject into their records. These fields are not shown on the normal subject edit screens, and are only used for timetabling.

Click on the Subject Schedule Edit button, and add a Y to the active field where necessary and put in the number of periods per cycle (PPC). The four fields (PPC1 to PPC4) are used for each of the scheduling periods of the school year. Normally this would only be PPC1 and PPC2 for 2 semesters, but schools using a quad system (8 terms) would need all 4 fields. If more than 4 are required then just reuse PPC1, etc. since they are not normally all scheduled at the same time. You could also just change the PPC1 field at each new scheduling period, if desired. (which should require very little adjustment if your school scheduling periods are somewhat similar.

Once this information is entered, you may also use the Subject Schedule View to view these values, either by Grade or by Teacher. You use the selection box at the top of the report to alter your view.

Once this step is complete, you may now export a data file for use with the FET Timetabler software. Click on the Export FET Data button, to create a file for use with the FET timetabler. Save this file on your local computer. Then start the FET software and use it to create a master timetable for your school. The software may be downloaded from .

Once you have a usable timetable, then you can use the Import FET Data button to import the data into OA for use as a master timetable.

Student and Teacher Location

The Where's Waldo function allows you to search for a student's timetable to find their location in the current period. You enter the student's lastname (and all students with that lastname will be returned) or his/her lastname and firstname separated by a comma. The student number could also be used if you know it by heart!

The Where's Ms Nelson function provides similar functionality for teachers so that central office will know where they are and what they are teaching at any time (particularly if they teach in several classrooms). It also provides their timetables to allow this.

next up previous contents
Next: The Transcript System Up: Open Administration for Schools Previous: The Fees System