E10 - Rooms - Room data (F5)

Modified on Thu, 14 Aug at 1:07 AM

Preamble

Rooms > Room data is a data entry table where you enter all rooms/areas associated with the school. Once entered into this table, every room is eligible to be allocated to classes. The accuracy of the data entered here is vital to enable the full benefits and functionality of the auto-rooming feature.

Room data

Certain default columns will display, with more options available from the View menu.
Columns can be sorted by double-clicking on any column heading.

Room data fields explained

Heading	Details
Code	The code is used to identify allocated rooms in the file and on timetables. The suggested format is the letter denoting the building, followed by the floor number if applicable and then the room number. eg B401 This format is easy to follow and informative. Room codes must be unique; duplicates will be highlighted to warn the user of the error.
Name	The Name field is an optional free-text field, used to help identify different rooms.
HomeRoomOf	Leave blank if not applicable, that is, there is no need to influence the grid based on teachers requiring a certain room for their classes. If it is important to influence the grid by placing teachers in certain rooms, enter the teacher code next to their room code. E10 will try to this room to them for the majority of their lessons. Note that the room must be included in the Subject room options also - a teacher with a general classroom as their home room will not have their PE lesson placed in this home room if only the gyms are options for the PE class. Home rooms will not be allocated to the home room teacher if it is requested by another class at a higher preference level.
HomeGroup	Leave blank if not applicable, that is, there is no need to influence the grid based on class group requiring a certain room for their classes. If it is important to influence the grid by placing groups in certain rooms, enter a class float group letter or number next to the room code. E10 will try to allocate them to this room for the majority of their classes. As in HomeRoomOf, it will not be allocated unless the room is also included in the Subject rooms list, or if requested by another class at a higher reference level.
Size	This column indicates the number of students that a room can accommodate, and is considered with class sizes when timetabling and auto rooming. If class lists (sizes) are not complete when timetabling, also ensure the MaxStu column in Classes > Class data (F6) is populated. If this column is left blank the room is considered to have infinite size.
Type	There are two room types: G (general) and S (specialist). • G, (G), ((G)) - Three levels of general room preferences are available: Preferred, (Fallback), ((If desperate)). Any subject may be placed into a G general room, unless it specifically requests a S (specialist) room. • S - Specialist room. Not a general room; only subjects that specifically request the particular S room/s may be placed into it.
Unavailable	This cell is used to enter any unavailability for rooms. To mark unavailability, double-click in the relevant cell to bring up a grid in which this can be marked, by clicking in a cell and dragging to mark further periods. After closing the grid, the syntax will then appear in the Unavailable cell in the Room data table. Alternatively, the syntax may be entered directly in the column, as shown below - Mon: All day, both Mondays if a two week cycle MonA: All day, Week A only if a two week cycle MonA3, Tue3-4: Monday Week A Period 3, both Tuesdays Periods 3 to 4 MonB9:00-12:00: Monday week B 9:00am to 12:00pm Do not mark a room unavailable if it is needed for a school activity, as the reason will then be unknown. Instead create an Admin class in the Meetings Year and assign the room.
Campus	Use to designate rooms to separate campuses. Auto rooming will then avoid adjoining periods rooms in separate campuses to minimise wasted walking time for students. If Recess or Lunch occur between two periods they are not considered to be adjoining. To enter this data initially, and allocate rooms to campuses, go to Setup > Campus data.
Subject rooms (Room sets)	Displays all courses that have requested the room as entered in Rooms > Subject rooms.
AdminID	Where external systems use a different code to identify rooms, enter the alternative code here.
GUID	This is a globally unique identifier for an object such as a code, class, room, teacher or student. This field cannot be edited. It is used when synchronising between different software systems.
Faculty Use	An automatically generated field showing you a snapshot of the faculties currently assigned to the room.
Notes	Free text for useful notes.

Editing Room data

Action
Add a room	Enter the new room details into the bottom blank cells or press INSERT on your keyboard.
Delete a room	Click in the room code cell and hit DELETE on the keyboard. All room allocations must be removed from the room before being permitted to delete the room. E10 will prompt you to reassign these classes first.
Edit a room code	Click in the room code cell, hit BACKSPACE and type in the new code.

Room weights and priorities may be adjusted in Rooms > Room allocations (CTRL-R) > Action bar: Auto room.