TABLE OF CONTENTS

• Preamble
• Period Allocations
  • View options
  • Tables displayed
• Examples
  • 1. All classes on lines
  • 2. Lines and Letter groups
  • 3. Lines, Letter and Number groups
  • 4. Mixing rule table
• Offline periods
• Rotations
• Common Errors
  • 1. The Total periods is less than the Periods per cycle
  • 2. The Total periods is more than the Periods per cycle
  • 3. Inconsistent number of periods for a subject or group
  • 4. Rotations are unbalanced

Preamble

The Period allocations screen shows how classes are distributed across a year level (e.g. lines, letter and number groups), and the total periods to be timetabled. This document explains the tables displayed and how to use them to identify issues in Class data before staffing and timetable construction.

Period Allocations

Navigate to Classes > Period allocations.

IMPORTANT 
Total periods to be timetabled must equal the Periods per cycle as defined in Setup > Grid structure.
Each class/group must have the correct number of periods per subject.

View options

1. Use the Filter to select Year level and Rotation from the dropdown. 
2. Use View > Fields to show menu to display Course codes, Subject codes or Subject names.

Tables displayed

Up to four tables may display to show the breakdown of the year level's classes, grouped by structure.

1. Period allocation for whole year level
2. Period allocations per group (letter group)
3. Period allocation per group (number group)
4. Mixing table rule

The tables show the number of periods each class runs per cycle for the selected rotation.

NOTE
When 'All rotations' is selected, the group tables display the average number of periods per cycle across the whole year, where the average equals p (periods per cycle) divided by r (rotations per year).

 

Examples

The structure of the year level determines how many tables will be displayed.

1. All classes on lines

• All Year 12 classes run on lines, so only the first table is needed. 
• It lists each line and the number of periods on each line, with a total at the bottom.
• Notice that Line 3 shows 4..6(*) which means some classes on Line 3 have 4 periods and others have 6. This is acceptable if in fact some classes in Year 12 Line 3 have fewer lessons.
• Total = 40 
• Periods per cycle = 40
• The totals match, so the data looks correct and you can proceed to check the Year structure.

2. Lines and Letter groups

• Year 9 includes both lined classes and letter group classes, so two tables are displayed.
• The Period allocation per group table shows periods per subject for each letter group 9A-9H (total: 26 periods). This number is also displayed in the first table, so as to be included in the total period count.
• The first table shows the total letter group classes (26), in addition to the lined classes.
• Total = 40 
• Periods per cycle = 40
• The totals match, so the data looks correct, and you can proceed to check the Year structure.

3. Lines, Letter and Number groups

• Year 8 includes lined classes, letter group and number group classes, so three tables are displayed.
• The third table shows periods per subject for each number group 8-1 to 8-7 (total: 4 periods). This number is also displayed in the first table, so as to be included in the total period count.
• The first table shows the total letter group classes (18),  the lined classes, and the number group classes (4).
• Total = 40 
• Periods per cycle = 40
• The totals match, so the data looks correct and you can proceed to check the Year structure.

4. Mixing rule table

• Year 7 includes lined classes, letter group and number group classes, plus a Mix groups rule, so four tables display.
• The fourth table, Mixing table rule, shows how letter group cohorts are divided into number group cohorts.

• Total = 40 

• Periods per cycle = 40

• The totals match, so the data looks correct and you can proceed to check the Year structure.

Offline periods

• Class data may contain classes that are 'offline' or 'off-grid', such as Homegroup or pastoral care classes.
• As shown below, 9A will have 10 periods for Home Group, and these classes are offline (#Per = 0+10).

NOTE
Offline classes appear in the second or third group tables for checking, but are excluded from the total shown in the first table. Only online periods (teaching periods as defined in Setup > Grid structure) are included, as these are the classes timetabled in the Master grid.

Rotations

Year 7 has Rot 1 and 2 classes: Art, Drama, Food Technology and Technology. Each runs for 4 periods per cycle per rotation.

• Filtering to Rot 1 shows the breakdown for Rotation 1:

• Filtering to Rot 2 shows the breakdown for Rotation 2:

• Filtering to All rotations shows the average periods per cycle across all rotations. 

Common Errors

The types of common errors from the class data screen include:

1. The total periods are less than the Periods per cycle
2. The total periods are more than the Periods per cycle
3. Incorrect data entry for the number of periods for a subject or group
4. Rotations are unbalanced

IMPORTANT
Always check the Period Allocations screen before signing off the Year structure. 
If the totals do not match, the data must be corrected before proceeding.

1. The Total periods is less than the Periods per cycle

• All periods per cycle must be accounted for. Sometimes this means creating 'filler' classes, e.g. in the image below there are 4 periods not accounted for. 
• Total = 36
• Periods per cycle = 40

• Students may have 4 periods of study, or not required at school. Create a filler class to fill the gaps.

 

• The totals will then match. Instead of seeing blank periods on the Year 11 timetable, the Study filler class will show.

• This error is subtle as timetabling is still possible.
• Typically caused by a data entry error.
• Must be corrected early to avoid adding periods and assigning teachers later which may be difficult when the timetable is already built.
• Example: 9H has 3 Humanities periods instead of 4 (flagged as orange), creating a gap in student timetables for 9H.

• The total of the group tables (letters plus numbers) display in the first table as '7-characters' in the first table. It should be 22+4=26, however, this total is showing as 30.
• Total = 44
• Periods per cycle = 40
• It is not easy to see where the error is when 'All rotations' is selected. Check each rotation to find the error.

• Filtering to Rot 1 shows that 7A has too many letter group class periods in Rotation 1.

• Filtering to Rot 2 shows that 7A do not have enough letter group class periods in Rotation 2.

• The data in the Rot column in Class data must be corrected to give 7A the correct number of periods each rotation.