E10 - Staff Allocations Overview

Modified on Thu, 14 Aug at 12:55 AM

TABLE OF CONTENTS

Preamble
Filter options
View options
Table details explained
Class colours
Clash spots, violations and warnings
- Staff allocations warning
Other related documents:

Preamble

The Staff allocations screen is the primary screen for assigning staff to classes (both automatically and manually) and analysing staff loads.

The screen shows a lot of information, including teachers and their loads, which classes they have been allocated to, and any allowances assigned. It shows which classes remain unallocated, along with a totals column of different contributing factors, such as duties and allowances.

This document will provide an overview of the screen and how to read the information it contains. There are links provided at the bottom of the document on the auto staffing feature and other related documents.

The screen may be filtered to a view to suit the user:

Faculty

Select a particular faculty to see the teachers in that faculty only (as per Teachers > Teacher data) and all of their assigned classes.
Select 'All faculties' to see all teachers.

Rotation

Select 'All rotations' to see all classes.
Select a particular rotation to see classes that belong to the selected rotation only (in addition to year long classes).
Classes that are limited to run in a particular rotation only will show with a /1 or /2 after the class code.

View options

Navigate to the View menu to see further display options.

View option	Explanation
Show out-of-faculty potential staff	An important view to have ticked. When viewing each faculty's teacher allocations, it is important to see non-faculty teachers who have been included in the Subject teacher options for each class.
WeekA/B loads	Explained in the table below.
Loads in periods / Loads in minutes	Select to view loads in periods or minutes.

Table details explained

Heading/Detail	Explanation
Name	Name and code of the teacher as entered in Teachers > Teacher data (F2). Teachers belonging to the selected faculty will display at the top of the list. Any teachers who are included in the Subject teacher options for any of the faculty's classes will display at the bottom of the list, but slightly greyed out, showing the faculty that they belong to. Each teacher's faculty will display under the name when in 'All faculties' view.
MaxLoad	Displays the maximum load as entered into Teachers > Teacher data (F2). Note that the MaxLoad can be changed here, but check the Teacher data page to also update the FTE if required.
LdLeft (Load left)	Shows the number of periods left as classes are allocated to the teacher, including allowances. Will display in various shades of orange to warn that a teacher is over their MaxLoad.
WeekA/WeekB	Optional column turned on via the View menu options. Very useful to highlight unbalanced teaching weeks for teachers. After a timetable is constructed, this column shows the number of lessons across each week of a two week cycle. eg 10/13 means the teacher is teaching 10 periods in Week A and 13 periods in WeekB. Very useful to highlight unbalanced teaching weeks for teachers. If the entry '+ unsched(4) also displays, the number in brackets highlights how many periods of a class/es remains to be timetabled.
Score	Staffing quality for each teacher, as per the staffing weights. A zero score means perfect quality; high scores highlight problems with the allocation. The higher the score, the more problematic the allocation.
Year levels	Each year level in the file displays along the top, and contain the classes belonging to each year. Each class shows the number of periods allocated to the teacher. Where a class has been split between more than one teacher, a grey S will display after the class code.
Allowances / Meetings	Data that has been entered in Teachers > Allowances displays here so there is full visibility of the teacher's load.
Unassigned	At the bottom of the screen there is a row called Unassigned. All classes not yet assigned will sit in this section.

The bottom of the table shows some further information.


Total MaxLoad	The total available load of teachers within the selected faculty (excluding any teachers displaying from other faculties). If in All faculties view, the total available load for all teachers across the school.
Total LdLeft	The total number of periods the teachers have left to be assigned further classes or allowances within the selected faculty (excluding any teachers displaying from other faculties). If in All faculties view, the total number of periods the teachers across the whole school have left to be assigned further classes or allowances.
Total Score	The result of the staffing formula about the quality of staffing. (The lower the score the better the result).
Periods	The total number of class periods that need assigning within the selected faculty (excluding any teachers displaying from other faculties). If in All faculties view, the total number of class periods that need assigning across the whole school.
Allowances	The total number of allowances allocated to the teachers from within the selected faculty (excluding any teachers displaying from other faculties). If in All faculties view, the total number of allowances allocated to the teachers across the whole school.
Max duty	Reads from the Teachers > Duty Roster > Duty loads entries. This figure represents the total number of duties the teachers from the selected faculty may be given, regardless of the actual number of duties the teachers from the faculty have been given. If in All faculties view, the total number of Duty loads across the whole school. Note that duty loads are accounted for separately and do not factor into teachers' MaxLoad calculations, but it is useful to see this factor in this screen.
Load margin	This component may be best viewed in All faculties view, given that many teachers will teach classes from multiple faculties. The load margin is a measure of the resource flexibility by showing the percentage gap between the total available load for teachers, over the total load of classes periods. A load margin of zero means that there is exactly enough available MaxLoad for all teachers to staff all classes and fill all allowances. A negative % means that there is not enough teacher load to take all of the classes and allowances. A positive % means that there are teachers with spare load remaining, ie, they are under allocated. Schools might generally operate at around a 5% load margin. The formula used is 100 - ( (Period and allowances) / MaxLoad x100 ). Load margin uses allowances information, so if using the Load margin to help analyse the file, make sure all allowances have been entered, even if they remain unassigned.
From other faculties	Shows the number of periods that the teachers in the selected faculty are also teaching classes from other faculties (gives) and the number of periods that teachers from other faculties are teaching classes within the selected faculty (takes). Not applicable when in All faculties view.

Note that duty loads are accounted for separately and do not factor into teachers' MaxLoad calculations.

Class colours

The numbers of periods for each class is coloured and means the following:

Black: the class cannot be assigned to any other teacher, either because there is only one teacher listed in Teachers > Subject teachers (Shift + F2), or the class has been hard coded to the teacher in Classes > Classes data > TeacherPref field.
Grey: the class belongs to a different faculty to that of the teacher.
Faculty colours: Classes display in there faculty colour when there is more than one Subject teacher option, and the class has been allocated to a teacher from within the faculty.

Clash spots, violations and warnings

Clash warnings may appear for several reasons, both before and after a timetable is constructed. Examples include:

a teacher has been assigned to more than one class on a line, or a linked line, either before or after timetable construction.
a teacher has been assigned a class that occurs on their day off.

Warning symbol	Meaning
Blue circle with a number next to classes	Teacher timetable clash. In this example Brad's 12ENA3 and 7WELC classes clash for 1 period on the timetable.
Grey U, and a blue P next to the teacher's name	Teacher timetable clash with their day off. In this example, Tess's 8FRN1 class has been placed on one of her days off.
Orange E	An 'evenly' allocation violation. In this example, Jane has been given two 7TEC classes, even though in Class data > TeacherPref field 'Evenly' has been entered.
Grey S	A 'split' class, where more than one teacher is teaching the class. In this example, Linda teaches 8ENGC for 1 period, and Sue teaches 8ENGC for 7 periods.
Pink C	A Cross-Campus or a Cross-Grid Clash in a Multi-Grid .etz file. In this example, RVALIT1 and 10WB3 clash on CRP's timetable due to both classes being on at the same time at different campuses.
Brackets around class codes	Classes assigned to a teacher at a fallback level will display in one set of brackets Classes assigned to a teacher at a desperate level will display in two sets of brackets In this example, WILG is a fallback teacher for 10GEE1 and MATJ is a desperate teacher for 10GEOA.
Orange N	The Class is located in a Room that does not meet the Specialty Rooms requirement for one of the Students in the Class.

Staff allocations warning

When opening the Staff allocations screen, a warning similar to the image below may appear if data has not been entered correctly. This warning should be corrected rather than ignored.

In this example, the user is being warned that GREA has been allocated the 12MAT1 class, but E10 is noticing that GREA is not actually included in the Teachers > Subject teachers (Shift + F2) option list. The options are to add GREA to the teacher options, or remove GREA from the class.

The warning will keep appearing each time the user enters the Staff allocations screen until corrected.

Other related documentation can be found here:

Staff allocations

General Teacher data