E10 - Generate September Return Files for the First Time (Ireland Schools)

Modified on Thu, 14 Aug at 12:54 AM

TABLE OF CONTENTS

Preamble
Steps to Export

Preamble

This report is designed for Irish schools, Please ensure that you are familiar with the deployment of teaching resources returns (DTR). Click here for the link. Please make sure that you read any of the related documents that are listed at the bottom of the page in the shared link (In particular the instructions contained within 'Instructions for Completion of DTR Returns').

During this process you might well wish to enter a reference number for teachers:

After having done this, DO NOT sync this file to Compass as it will potentially overwrite the teachers Compass ids there.

For this reason we suggest that once the timetable is complete (it does not need to be fully roomed, it does not need every single student attached to the correct classes) a copy of the etz is made solely for the purpose of completing the September Returns (deleting the sync Configuration information in this file would then make it impossible for a sync to Compass to then happen accidentally).

Make sure that your software is up to date, check the homepage by clicking on the E10 logo in the top, left-hand corner, you require version 10.8.16 or later.
Make sure that your E10 file is set to region Ireland, you can check this in Setup > School Info > Region

Steps to Export

Step 1: File Setup

Make sure that your six-character school code is displaying correctly, Please go to Setup > School info > Admin.

Step 2: Export

Go to File > Reports > Exports > September returns.

Once you clicked on it, It will take you to a series of three tabs where you can deal with the Teachers, Classes and Non-Classes contact items respectively.

Also note the blue action bar on the right-hand side with icons for generating the reports and also for importing last year’s B file.

Importing Last Year's Data

A considerable amount of data entry time may be saved if you have access to last year’s B file. This can then be imported via the appropriate icon shown in the picture above and will do a lot to populate the qualification, capacity and post fields for your teaching staff who were at the school last year.

1. Teachers Tab

This is the table with potentially the most amount of work to do. If you can import last year’s B file (see above) that will reduce the amount of detail you need to enter about all of your staff who were at the school last year. The code, Name, Gender and Reference# are being read from Teachers > Teacher data (in the case of the Reference# it is using the Admin id column [remember View if you can’t currently see that]) so make sure that they are correct over there.

Then in this table complete Forename, Surname, Payroll#, PPS, Post (just entering the number will offer autofill functionality:

Principal
Vice-Principal
Grade A
Grade B
Super B post
No post of responsibility
Principal Personal Entitlement
Vice-Principal Personal Entitlement
Grade A Personal Entitlement
Grade B Personal Entitlement
Deputy Principal
Deputy Principal Personal Entitlement
Assistant Principal
Assistant Principal Personal Entitlement
Special Duties
Special Duties Personal Entitlement
Director – Adult Education
Director – Adult Education Personal Entitlement
Assistant Principal – Adult Education
Special Duties – Adult Education
Programme Co-ordinator

) Followed by Qualification, Then Capacity:

CI – Contract of Indefinite Duration
P – Permanent
RP – Regular Part-Time
T – Temporary
PT – Part-time
PF – Teachers employed privately by the school
V – Voluntary teachers

, job sharer (either Y for yes or leave blank for no) and finally details of other schools worked in this year and last.

2. Classes Table

This table will read information from Classes > Class data , in particular the Classcodes and Subjects. If it feels able it might take educated guesses at the Programme Code, Programme year and Subject code. If not they will be outlined in red as requiring attention:

If you are not 100% sure about the subject code try entering something close to the title, in this case typing Irish and hitting enter gives these possible solutions from the official list:

Each Programme Code cell requires a choice of 2, 4, 6, 7, 8, 9, 10, 20 which correspond to:

2 - Leaving Certificate
4 - Leaving Certificate Vocational Programme (LCVP)
6 - Vocational Preparation && Training 2 (VPT2)
7 - Transition Year
8 - Junior Certificate
9 - Junior Certificate Schools Programme (JCSP)
10 - Leaving Certificate Applied
20 - Vocational Training Opportunities Scheme (VTOS)

For the Programme year column enter 1, 2 or 3 as required. Remember that typical E10 functionality such as Ctrl-C for copying and Ctrl-V for pasting is active here which will enable you to speed up some of your data entry.

If you have any unusual entries in you Class data such as Study periods, filler classes etc you should delete these over there and that is potentially another good reason for having a separate etz file on which to perform your September Returns.

3. Non-classes Table

This table will consider items in your ‘Meetings’ year level, which is a special one that E10 reserves for non-class items. Any meetings that you have in there will be brought across to this table and you might at this point wish to consider adding other items in Classes > Class data with the filter set to Meetings if you have such requirements.

For instance you might have given the TY Co-ordinator an Allowance of three periods and this would have been very sensible in the pre-scheduling stage of timetable construction – limit the amount of teaching that they do, but do not trouble E10 with worrying about when the co-ordinating job is to be done. You might now wish to delete the allowance (Teachers > Allowances) and replace with a corresponding entry in Classes > Class data under the Meetings year level.

You will need to go to the Master Grid and schedule those ‘lessons’, either manually via the space bar or get E10 to do it via Construct > Add classes (you could pin everything in place beforehand, but obviously your TY Co-ordinator should have at least three free slots during the week unless you are working them very hard! It does not matter where these ‘lessons’ are scheduled because this file is just for September Returns and will not be synched to Compass. E10 will, however, read data from here to complete the Total time column for these Non-class items.

Step 3: Generate

When all four tables have no red cells left demanding attention the ‘Generate’ button will now be functional. Hit this and then check the names of the output files. If they are good then they are ready to be submitted via the Esinet portal (see ‘A short guide to assist users in uploading the returns via the ESINET portal’ at the bottom of the page click here)