Timetable Daily: Tips for Managing Short Term Timetable Changes

Modified on Thu, 14 Aug at 12:41 AM

TABLE OF CONTENTS

Preamble
Absent Teachers v Teachers Teaching from Home
Using Events to Manage Short Term Timetable Changes
Viewing Timetables with Changes
Day Sheets and Priority Classes

Preamble

There may be times when timetable changes are required for short periods of time due to unforeseen circumstances, such as the current coronavirus pandemic. Timetable Daily has several features to assist with managing these short term changes. Keep in mind that any long term changes should be done via the Timetable etz file and then synced to Timetable Daily for the period of time that they are required. Changes you make in Timetable Daily may or may not be visible in systems with which you integrate, such as Compass and Sentral. Please check with your third party system provider for which changes they can or cannot display.

Absent Teachers v Teachers Teaching from Home

During any period when an alternate timetable is in use, Timetable Daily should be used as usual for covering classes for teachers who are absent and not available to teach either at school or online. Specifying teachers who are teaching from home rather than at school needs special consideration and may require a special absence code if they are flagged as absent but are teaching their classes online. Putting teachers on an event to flag them as teaching from home may be a better alternative to making them absent. For teachers who are placed on an event when teaching from home, their classes may not need to be covered and can be flagged with either the 'No cover' option or the 'Online Lesson' option.

See the following article for more information on these options: Timetable Daily: Covers Tab

Using Events to Manage Short Term Timetable Changes

The Timetable Daily 'Events' module is a convenient way to make timetable changes over a short period of time. Cancellation events and repeating events are commonly used when classes are not following the regular timetable. For example, if some lessons for a class are going to be delivered online for a couple of weeks, a repeating event can be used to cancel the regular class and add an online teaching event for the selected day and period. The ability to clone events has made this process much easier, as data entry is greatly reduced using this function.

If there are students at school who need to be supervised while attending their online lessons, a supervision event will allow you to assign both a teacher and a room for every period of the event, including breaks if necessary.

See this article for more information on events: Timetable Daily: Events Tab

Viewing Timetables with Changes

All individual timetables for teachers and students in View > Timetables will display event information.

Students will see either their usual class or the event to which they are assigned.

Teacher timetables in daily view (as opposed to 'usual timetable' view) will display both the teacher's usual classes and any events to which they are allocated. Teachers will be able to see if their classes have been cancelled or are being covered by another teacher. They can also set lesson plans for any classes that they are not able to teach. Lesson plans can be seen by the covering teacher but are not visible on student timetables. Lastly, class lists can be viewed which will indicate which students are present at school and which ones are on an event.

See these articles for more information on viewing timetables and lesson plans:

View Timetables

Lesson Plans

Day Sheets and Priority Classes

Day Sheets can be created with class lists for every class that a teacher is teaching each day. The class lists will display the students who are assigned to the class and separately will display students who will be attending a priority class in that period. Using the E10 Covid-19 feature for determining which students are at school and which students are learning from home, priority classes can be set up for the students learning at home so that the Day sheets reflect this information. Day sheets can be emailed in bulk to all teachers each day to assist with roll marking.

For more information on generating Day sheets see this article: Daily Bulletin and Day Sheet Generation

Detailed information on how to use the COVID-19 features in E10 can be found in the Instructions tabs of the COVID-19 features.