TABLE OF CONTENTS
If you are performing the amalgamation for the purpose of Headstart/step up, please refer to our main document here on Headstart. Bringing two timetables together can be tricky and time consuming. There are many steps involved and many things to consider to best suit your school’s requirements.
This file explores the following scenario:
- Year 12 classes will cease at the end of Term 3, as they leave to study for end of year exams.
- Year 11 classes will cease at the end of Term 3, and Year 11 students will begin their Year 12 subjects in Term 4.
Option 1: Lines stay the same and classes are simply promoted to Year 12 classes (assumed option henceforth).
Option 2: New Year 12 lines will be generated. - Year 10 classes will cease at the end of Term 3, and Year 10 students will begin their Year 11 subjects in Term 4.
- Year 7-9 students continue their regular subjects into Term 4.
The tricky bit here is bringing in next year's Year 11 classes into the current timetable file for Term 4, as next year's Year 11 lines (or Years 11 & 12 lines) may not be exactly the same as they were in the current year; they are a different group of students who likely have different subject choices, requiring a different lines solution.
Year 11 subject choices must be collected from the current Year 10 students and lines generated to fit around the Year 12 lines. These classes then need to be merged with the current Years 7 - 9 classes as well as the rolled over Year 12 classes.
...Confusing?!
The general process (quick guide) is usually:
Current year’s file | Rolled over file | |
Step 1 | Rollover the current year’s .etz file | |
Step 2 | Generate lines for the following year | |
Step 3 | Attempt to get to Champagne stage, including staffing classes. | |
Step 4 | Export the Year 11 classes and class enrolments | |
Step 5 | Remove Years 10, 11 & 12 classes from the grid | |
Step 6 | Import the Year 11 &12 classes and class enrolments from the rolled over file | |
Step 7 | Staff the imported classes | |
Step 8 | Place the imported classes onto the grid | |
Step 9 | Solve any clashes with the existing Yrs 7-9 classes |
Some things to consider:
Rotations (Rot)
How many rotations are set up in the file? Does the existing number of rotations in the file cater for classes to run in Terms 1-3 only, then other classes to run only in Term 4?
Example 1: Four rotations
The Edval class data image below shows how a file set up with four rotations can set up classes. Each rotation coincides with each term.
- 11ENG.1 will display on the timetable in Rot 1,2,3 only. The class is promoted to 12ENG.A, which will run on the timetable in Rot 4 only. (See notes about class codes.)
- Year 9 classes are semester based: 9BIO.1 will display on the timetable in Rot 1,2 only. 9OED.2 will display on the timetable in Rot 3,4 only.
- Year 8 classes are term based: 8TEC.1 in Rot 1 only, 8ART.1 in Rot 2 only, 8FT.1 in Rot 3 only, 8A3D.1 in Rot 4 only.
Example 2: Three rotations
If a file currently has 2 rotations (each rotation corresponds with a semester), a 3rd rotation may be needed to allow the Term 4 classes to run.
Rot 1 = Terms 1 & 2 Rot 2 = Term 3 Rot 3 = Term 4
The Edval class data image below shows how a file set up with three rotations can set up classes.
- 11ENG.1 will display on the timetable in Rot 1,2 only. The class is promoted to 12ENG.A, which will run on the timetable in Rot 3 only. (See notes about class codes.)
- 9MAT.1 is not limited to particular rotations so will run all year.
- Year 9 classes are semester based: 9BIO.1 will display on the timetable in Rot 1 only. 9OED.2 will display on the timetable in Rot 2,3 only.
Class Codes
When importing the Year 11 and 12 classes from the following year’s file into the current year’s file, should they:
- be imported as additional classes to the existing classes in the current year’s file?
Some external system need to retain the current year's class lists for reporting purposes, even though they are not running on the timetable. - replace the existing Year 11 and 12 classes in the current year’s file, and lose the current year's class data?
If option a), the class identifiers in the following year’s file must be different to any existing class codes in the current year’s file so that they are seen as additional classes, and do not overwrite the original classes.
Example:
- 11DRA.1 is an existing class in the current year's file, and has Year 11 students enrolled.
- 11DRA.1 is also running in next year’s file, with the new Year 11 students (the current Year 10 students).
- If 11DRA.1 is imported as is, it will replace the existing 11DRA.1 class completely. To keep the existing 11DRA.1 class, and allow an additional 11DRA class to be imported, change the class identifier in next year's file so that it has a different identifier, eg 11DRA.2, then import the classes. Both classes will then display in Class data, but only 11DRA.2 will be timetabled.
Student data
- Will the current Year 12 students:
- be completely removed from the file in Term 4?
- remain in Year 12 Student data?
If option b), do their class enrolments also need to remain in Student data for external system reasons, or will they be removed from all of their classes?
Note that their classes will have been removed from the timetable, but if you allowed imported classes to replace existing classes as explained in option b) above, there could be confusion regarding Year 12 student class enrolments, and both Year 12 and Year 11 students could show in the class lists.
- Year 10 & 11 students will be placed into their new Year 11 and Year 12 classes for Term 4, but will they:
- remain in their current Student data year level for Term 4?
- be promoted to the new year level, reflective of the following year?
Example:
Jim Jones is in Year 11 this year, but will start studying Year 12 classes in Term 4. He can continue to display in Year 11 student data, but be enrolled in Year 12 classes, or he can be moved to the Year 12 Student data screen.
*Edval does not mind, but external systems may.
- Also consider whether students will:
- be removed from all of their current year’s classes, and placed only into the classes for the following year?
- remain in both the current year’s classes and the following year’s classes? The timetable will display only the following years' classes for Term 4.
*Edval does not mind, but external systems may.
Example:
When we look in Student data for Lily White, do we want to see her current Year 10 classes in addition to her new Year 11 classes? Or do we want to remove her from her Year 10 classes completely?
Timetabling
It is likely that adding the new Term 4 Year 12 classes onto the timetable in the current year’s file may be done quite successfully, as the new Year 12 lines solution is the same as the current Year 11 lines solution. However, if much staffing changes will occur between the current Year 11 classes and the following year’s Year 12 classes, there may be conflict with any lines in Years 7 – 9.
The new Year 11 lines should be generated around the promoted Year 12 classes to ensure a cohesive lines solution is built, therefore, when placing Year 12 and 11 lines onto the timetable there should be no conflict between the two year levels. However, there will likely be clashes with the existing Years 7-9 timetable.
Will the Years 7 – 9 timetables be permitted to change? Edval’s construction tools can be employed to find a clash free solution (if possible).
Staffing changes may need to to occur in order to get a good solution. If unsolvable clashes remain, split staffing may be required for Term 4, but note that the split staffing may not be required in the following year’s file due to a completely different staffing arrangement in Yrs 7-10.
Staffing
Staffing complications may include where there are outgoing staff, but their replacements do not start until the new year. Perhaps the current outgoing teacher can take the class in Term 4, but often they cannot (due to a variety of factors). Changes in staff loads may also cause a headache.
Year 10 classes are non-existent in Term 4, freeing up those teachers. These teachers may be required to solve any timetable clashes, or to take classes for Term 4 in place of outgoing teachers.
Each school will have to make these decisions based on their available resources, preferences and constraints.
Detailed general process
The more detailed general process:
Current year’s file | Rolled over file | |
Step 1 | Rollover the current year’s .etz file | |
Step 2 | Generate lines, using optimal methods, by using multi-year datasets or ‘timetabling around’. | |
Step 3 | Create classes (consider class codes in Year 11 & 12 classes). | |
Step 4 | Tidy Class data screens for each year level. | |
Step 5 | Perform Control Q checks, including staffing all classes. | |
Step 6 | Remove Year 10, 11 & 12 classes from the grid. | |
Step 7 | Check Year 10, 11, 12 Class data to make sure classes are running only in Terms 1-3 (if using rotations). | |
Step 8 | If current class enrolments are being removed from Years 10, 11 & 12 students, remove these students from their current classes. | |
Step 9 | Export the 12 Class data screen. Delete any classes that are not required to be imported into the current file. Delete unnecessary columns. Repeat for Year 11. | |
Step 10 | Import Year 12 Classes. Repeat for Year 11. | |
Step 11 | Add the Rot number to the imported classes (if using rotations). | |
Step 12 | Tidy Class data screens for Yrs 11 & 12. Check Period allocations and Year Structures. | |
Step 13 | Export Year 12 Student data screen. Delete any columns that do not need to be imported, esp WebCode. Repeat for Year 11. | |
Step 14 | If students are to remain in their current year level instead of being promoted, and ‘Letters’ and/or ‘Number’ groups exist, use ‘Find and replace’ to change these back to the existing data. Eg. Change 12A to 11A | |
Step 15 | Import Year 12 Student data into the desired year level (Year 12 or 11). Repeat for Year 11 (Year 11 or 10) | |
Step 16 | Add Year 11 & 12 classes onto the grid to construct the timetable. |
Synchronisation
Syncing from Headstart etz to Daily
Syncing from Headstart etz to Compass
a. Sync the Headstart etz to an independent Headstart layer in Compass (set up by Compass).
b. Sync to next year's Compass academic year
Tes advises all schools to discuss the implications of each option with Compass. Note: Please ensure to read and familiarise yourself with Compass 'Headstart' knowledge base article prior to syncing your Headstart file to Compass. Go to knowledge Base > Rollover > Headstart. - Change the Compass configuration URL to the special layer. Check with Compass what this layer/URL is if unsure (File > Synchronise > Configure > Compass Configure > Connection tab).
- Enter the rotation dates for the Headstart period (if etz file uses rotations) and the ' Holiday start' date (File > Synchronise > Configure > Compass Configure > Other tab).This sets the enrolment start and end dates for classes in Compass.
- Perform an Advanced sync with Compass. Ensure that data is only being sent one way from E10 to Compass - if not, students will be moved back into the E10 student data year level that they were in this year. Note that E10 cannot change a student's year level in Compass.
For more detailed information refer to our Knowledge Base on Synchronization with Compass.
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