E10 - Datasets: Set up and Types

Modified on Thu, 14 Aug at 12:59 AM

Preamble

In order to generate lines, schools must set up 'datasets' to manage the data and collect student choices, whether it be for subject selection, sporting preferences, or even voting situations.

Datasets can be set up in 2 ways:

As a single year level.
- Students select courses from within their own year level's subject options.
- Lines can be generated independently of other datasets, or around existing lined classes.
For example, a Year 9 dataset will include Year 9 subjects only, and only students in Year 9 can choose from these subjects.
The below image shows a Year 9 dataset generated around an existing Year 10 set of lines:
With multiple year levels, known as a 'multi-year dataset'.
Lines are generated across multiple year levels at the same time to produce a complete set of cohesive lines.
Examples:
- Lines for Years 9, 10, 11 and 12 may be generated all in one go, even though students will only choose subjects from their own year level.
- Certain blocked subjects from junior years may also be included into the lines, such as Year 7 and 8 Maths or Language blocking, even though there is no 'choice' about them. Any blocking that requires multiple staff or rooms can be considered at line generation stage, so that when we get to timetable construction, we already have a working solution.

Students in each year level may only be able to choose subjects from their own year level, or perhaps they can choose subjects from other year levels.
For example, Year 11 students may choose from the Year 11 subjects, but also from some, or all, of the Year 12 subjects.
The below image shows a set of lines generated altogether for Years 10, 11 and 12:

Dataset types

There are five types of datasets that can be created: Electives, Sport, Votes, Permissions, General. Dataset types affect both the Courses set up views and requirements, and also the Edval Choice forms (if using).

Electives dataset

The electives type dataset allows a user to select the number of lines to be created, and have full control over all aspects of generating lines, including setting rules, constraints, teachers and room resources, student choice and general parameters. Student subjects may be downloaded via Edval Choice or imported via csv. Classes will be created once a set of lines is accepted by the user.

Sport dataset

A simplified dataset that can create one line only, via Edval Choice or csv import. Schools might set up several sport datasets per year, for example for termly sports. Single classes will be created for each option without any teachers/rooms.

Votes dataset

A simplified vote collecting dataset, such as School captain voting via Edval Choice. Line generation is not expected to be used so no class constraints to be defined.

Permission dataset

A simplified dataset aimed at seeking parental permissions via Edval Choice. This dataset relies on family data being included in the etz timetable file. Permission is displayed in the Students table once the data is downloaded into the .etz file.

General dataset

A general dataset aimed at non-electives but where classes may need to be created.

Set up a dataset

Navigate to Lines > Datasets
Enter fields:

Dataset:

The code of the dataset, and seen only by the timetabler. Each dataset code must be unique.
Note that after a form has been synced to the Edval webserver, the dataset code should not be changed.

Form name:

The title of the dataset. Note for schools using Timetable Choice, this description is displayed to students upon login (with the relevant year appended, eg 2024) so it should be a meaningful description to them.
Important. If the Form name contains a hyphen (-) make sure there are no spaces before and after the hyphen, eg. Years 9-10 Subject Selections.

Type:

Type of dataset: Electives, Sport, Votes, Permission and General, each explained in dedicated Knowledge Base articles.

Groups:

Year levels may be split into Letter or Number groups, as defined in your file (Students > Student data). For example, one set of lines may be generated for 9A,9B,9C & 9D, and another set of lines for 9E,9F,9G & 9H.

House:

Datasets may be limited to certain Houses contained with the file (Students > Student data).

Year Levels:

The year levels included in the dataset for which the lines will be generated for.

Dataset:	The code of the dataset, and seen only by the timetabler. Each dataset code must be unique. Note that after a form has been synced to the Edval webserver, the dataset code should not be changed.
Form name:	The title of the dataset. Note for schools using Timetable Choice, this description is displayed to students upon login (with the relevant year appended, eg 2024) so it should be a meaningful description to them. Important. If the Form name contains a hyphen (-) make sure there are no spaces before and after the hyphen, eg. Years 9-10 Subject Selections.
Type:	Type of dataset: Electives, Sport, Votes, Permission and General, each explained in dedicated Knowledge Base articles.
Groups:	Year levels may be split into Letter or Number groups, as defined in your file (Students > Student data). For example, one set of lines may be generated for 9A,9B,9C & 9D, and another set of lines for 9E,9F,9G & 9H.
House:	Datasets may be limited to certain Houses contained with the file (Students > Student data).
Year Levels:	The year levels included in the dataset for which the lines will be generated for.