TABLE OF CONTENTS
Preamble
The Study roster feature is used to place students into study periods to occupy all the gaps they might have in their timetable (with some exceptions). It looks at each period individually, ignoring line structures.
The list of students assigned to each study period is always kept in sync with the student's timetabled classes and are automatically adjusted after any modifications to the timetable. Exceptions can be configured so that selected year levels can go home early if the study period is the last period or arrive late if the study period is the first period.
Steps
Follow the steps below to set up a study roster.
Step 1: Study rules
Go to Teachers > Study roster (CTRL-F4) > Study roster tab > Action: Study rules.
Define:
- Which year levels require Study classes?
- The class groupings of the study classes (e.g. whole year levels together, or year levels separately).
- Attendance requirements of study classes.
- New students inclusion into study classes.
Step 2: Study loads
Go to the next tab, Study loads. Enter a number next to each teacher (in the Num field), representing how many study periods supervision they can be assigned as a maximum figure (not the desired figure). E10 will try to use less busy teachers, so may not always allocate the number you have specified here.
Columns: Note that the only editable field in this screen is the Num column.
Name: Teacher’s name.
Faculty: Teacher’s faculty.
Num: How many duties can each teacher do? This figure is the number of study supervision periods per cycle, in each rotation.
For Multi-grid files with different period lengths, be aware that the Num column counts the number of periods of median period length. In such cases where the median period is different to the study period length, you might need to adjust Num to account for this difference.
Left: How many duties are there still to assign? For files with multiple rotations, Left is accurate for each individual rotation, and averaged for all rotations.
TeachBal: The balance of this teacher's teaching load for the current rotation. If the teacher was allocated less teaching periods than their maximum as specified in Teachers > Teacher data, then this will show up as a positive balance. Similarly, teachers allocated over their maximum show up as a negative balance.
Step 3: Auto staff
Go to Teachers > Study roster (CTRL-F4) > Study roster tab > Action: Auto staff study classes, to check the study class roster parameters. The weighting of each parameter may be altered by choosing from a range of levels from ‘irrelevant’ to ‘imperative’ for each parameter. These can be restored to the default settings at any time.
Staffing may be done for a selected rotation only, by choosing the required rotation from the filter options, or for all rotations.
Step 4: Manual staffing
Go to the last tab Manual staffing. This screen allows you to manually assign teachers to study classes on a period by periods basis. White slots show classes without teachers assigned and coloured slots show the teacher assigned. At the bottom of the screen are the teachers who have not been allocated their maximum study classes and the number of classes they may still be assigned to.
Modifying: Drag and drop teachers from one slot to another, or up from the 'pool of available teachers' at the bottom of the screen.
If there is a clash for a teacher, or there are other reasons why a teacher should not be given a study period, then this will be indicated by a spot on the relevant time(s). F1 will explain clash spots further.
The roster may be cleared of staffing by going to the action bar > Clear All Studies.
Or select a cell in the Study roster tab and hit 'T' on the keyboard to assign one of the available teachers for that period.
Step 5: Auto-room
Go to Teachers > Study roster (CTRL-F4) > Study roster tab > Action: Auto room study classes to automatically assign rooms to each study period. Rooming may be done for a selected rotation only, by choosing the required rotation from the filter options, or for all rotations.
Manual room changes: select a cell in the Study roster tab and hit 'R' on the keyboard to assign one of the available rooms for that period.
Show roster
View the study roster in the Study roster tab, showing the study classes that have been created in each period slot and the number of students in each year level allocated to the study class. After staffing and rooming the study roster will also show the room and teacher assigned to each study class. Where there are gaps in the Study roster there are no students who have gaps in their timetable, requiring a study class for that period.
Note that if a student's class membership is changed to create a need for a study class for a period where none was previously needed, you must enter this screen and assign a teacher and room; conversely, if a student's class membership is changed so there is no longer a need for a study class, the study period will appear on the teacher's timetable and the room's timetable until you re-enter this screen.
Study classes will display on teacher and student timetables.
Split or Merge Study classes
Split Study classes
A study class can be split into at most four separate study classes per group. A 'group' may consist of all year levels combined, individual year levels, or selected year levels grouped together.
How to split a study class:
- Place the cursor on a class in the period you wish to split.
- Press 'S' to divide it into two classes.
- Press 'S' again to create a third class, and repeat to add a fourth if needed.
- Alternatively, right-click the class cell and select Split from the menu.
Each new study class must be separately staffed and assigned to a room.
Note: After splitting, students will remain in the original study class for that period until they are assigned to their respective classes.
Merge Study classes
You can merge Study classes, whether they were previously split or belong to different year levels. If a particular period has only a small number of students, you may merge the class with another year level.
How to merge:
- Click on a class in the period in question and press 'M' (for 'merge'), or
- Right-click on the class and select Merge.
- If multiple options exist, you'll be prompted to choose which study period to merge with.
Note: Once merged, you may need to adjust student lists, as the program randomly assigns students from the merged class into any remaining ones.
Manage Study class lists
Go to Teachers > Study roster (CTRL-F4) > Study roster tab. Students are automatically assigned to study periods whenever they have no other scheduled classes during a teaching period. The student assignment to classes follows the selections set in Study rules on the Action bar. However, students who have no classes listed in the student data screen - for example, newly enrolled students - will not be placed in any study class list, as they are presumed to be inactive.
- To view or manage a class list: Double-click any cell in the Study roster.
- If a study group is split into multiple classes within a single period: Students will initially be assigned to the first available class. You can then drag them between columns to customize the class lists.
- To balance class numbers randomly: First, press Clear, then select Auto-Assign to redistribute students. See the green arrows below. After this step, verify the student distribution to ensure an appropriate mix.
Note: If a study period has equivalent lines across combined year levels and rotations, you will have the option to Copy to other periods where applicable. See the orange arrow above.
Students enrolled in classes for less than 30% of the week's teaching periods will not be assigned to Study Periods, as they are assumed to be part-time external students, perhaps only studying 1-2 subjects.
FAQ
Q1: There are too many students in the Study class.
A1: In the study roster, right click on the study group and select Split. A second empty class will appear directly beneath the first with no teacher or room assigned.
Double click on either study class. A new window showing existing study class and new empty class will be displayed. Use drag-n-drop to rearrange the students between the 2 classes.
Q2: The study class is too small to run as a separate class.
A2: In the study roster, right click on the study group and select Merge. The small study class will be allocated the teacher and room from the Study group immediately above in the roster e.g. Yr11 will pick up Yr12. If no such class exists, a warning message will be displayed.
Q3: There are 2 students in a study class who must be separated.
A3: Split the group into 2 smaller classes, as per A1, then drag-n-drop to manually separate the students.
Q4: Some of the students in the study class would benefit from extra targeted tuition.
A4: Split, as per A3. Use drag-n-drop to move the required students. Use Step 4: Manual staff, to allocate specific teacher to that period.
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