Timetable Daily: Event Types

Modified on Thu, 14 Aug at 1:00 AM

TABLE OF CONTENTS

Event Types

This document will outline the functionality attached to each event type within the Events module in Timetable Daily.

For information on the credit attached to events, please see this document: Timetable Daily: Miscellaneous Settings

For information on selecting students for an event, please see this document: Timetable Daily: Selecting Students for Events

Event Types

There are 8 event types available when creating an event: Cancellation, Excursion, Event, Pupil Free Day, Meadowbanks, Exam, Incursion and Supervision. Each type has specific functionality and it is important to select the appropriate event type when creating events to ensure that the information is displayed correctly on the covers page. For all event types, the method of selecting students, and the students selected, will determine which classes, if any, will be cancelled due to the event.

Event

The generic type 'Event' should be used when no other event type functionality is required. Examples of events that should use this type are Room Changes, Teacher Professional Learning and Meetings. Events using this event type usually do not require the addition of students to the event. Covers resulting from rooms or teachers hard-coded to these events (that is, they are added to the event when the event is created), will be displayed per period on the covers page. In the case where an additional teacher or additional room is added to the event, the covers page will display this as one room or one teacher for the duration of the event, not per period.

As shown above, this event has been created with a teacher, Rachael Brown, hard-coded to the event and an additional teacher to be assigned via the Covers page. It also has a room, A1, hard-coded to the event with an additional room to be assigned via the covers page.

The Covers page reflects this information as shown below. You can see that the covers required for Rachael Browne and room A1 are displayed per period but the additional teacher and room covers will be assigned for the entire duration of the event.

Excursion

The 'Excursion' event type is used when an event takes place outside of the school and thus does not require a room. Excursions, sporting events, camps and retreats are examples of events that would use this type. As for the previous type, covers for teachers hard-coded to this event will be displayed per period, whereas any additional teachers that are added via the covers page will be displayed for the entire duration of the event.

Incursion

An 'incursion' event works the same as an Excursion event, however there is likely to be a need for a room or multiple rooms to be assigned to the event. Guest speakers and in-school activities are examples of events which may use this type.

When a room is hard-coded to the event, any classes that need to be moved to accommodate the event will appear on the covers page. Any additional rooms assigned to the event will be displayed for the entire duration of the event.

As shown above, this event has been created with two teachers hard-coded to the event, Michael Kane and Jocelyn Mathers, and an additional teacher to be assigned via the Covers page. It also has a room, A1, hard-coded to the event with an additional room to be assigned via the covers page.

The Covers page reflects this information as shown below. You can see that the covers required for the two teachers and room A1 are displayed per period but the additional teacher and room covers will be assigned for the entire duration of the event.

Exam

This event type is used for exams and assessment tasks, where one or more teachers need to be assigned to each period of the exam but rooms need to be assigned for the duration of the exam. The Timetable Daily Exam module automatically creates events with this type when an exam block is created.

In the example above, an event for a Biology assessment task has been created, requiring two teachers to supervise the students in one room. This appears on the Covers page as shown below.

Note that for this event type, teachers are assigned per period but rooms are assigned for the entire event.

Supervision

A supervision event is similar to an Exam event with the exception that rooms are assigned per period and not for the entire duration of the event. The Supervision type should be used when a different room may be required for each period, such as the supervision of students not attending an excursion, or a Biology assessment task that has a theoretical and a practical component. Supervision events have the option to cover breaks or flag them as 'No cover'.

Below is shown the cover page for the Biology Assessment task when the event is a supervision event and not an exam event. Note the difference with the room cover - a room can be assigned per period, allowing a different room to be used for the practical component.

For multi-grid schools, events with an event type of Exam or Supervision will not display correctly unless students are added to the event. Daily associates an event with the required campus grid based on the students attending the event. Without students, Daily is unaware of the required period structure and simply adds additional teachers and additional rooms across the entire duration of the event, rather than displaying them per period.

Cancellation

A cancellation event is used when a class or a set of classes will not be running for one reason or another, such as a swimming carnival, a year level assembly or in Term 4 when Year 12 students have left (the 'Meadowbanks' event type is also useful for this scenario). The selection of students and classes in the 'Students' panel is important as this will affect what classes are cancelled.

Select 'whole year group' if all of the classes in the selected year level need to be cancelled.

Important: When 'whole year group' is selected, all students in the selected Year level are added to the event, which implicitly cancels all classes in that Year level. It does not cancel classes in any other year level, even if those classes contain only students from the cancelled year level. A good example of this is Sport when set up in its own Year level. These sport classes need to be manually selected, to ensure they are cancelled.

Select individual classes if only those classes need to be cancelled.

It is also important to check 'Settings' if you have composite classes. There is a setting that will either cancel the composite classes or will allow them to run, depending on which is required. See this document for further details: Timetable Daily Settings

For a whole school cancellation event, where duties are to be cancelled, you will need to go to the 'Meetings' year level to select the duties.

Neither teachers nor rooms are required for a cancellation event.

When a cancellation event takes place, classes that have been cancelled will not appear on the covers page for absent teachers.

Meadowbanks

A Meadowbanks event is useful for tracking the in lieu covers given to teachers who are no longer required to teach Year 12 classes in Term 4. A Meadowbanks event is a cancellation event with the ability to track the number of 'in lieu' covers given to teachers of the cancelled classes. When running a Meadowbanks event, teachers with cancelled classes from the event will appear in a separate 'Meadowbanks' tab in the Alternatives panel. An additional column, Meadowbanks %, will appear, showing the number of Meadowbank covers taken by a teacher as a percentage of the total number of cancelled classes for that teacher. In the example below, Alanna Green has taken 5 Meadowbank covers and has had 70 periods cancelled, thus showing 7%.

For more information on the Meadowbanks event type, see this document: Timetable Daily Meadowbanks

Pupil Free Day

This event type should be used for staff development days when all classes and duties need to be cancelled. When creating a pupil free day event, in the Students panel, select 'whole year level' for every year level and select all duties in the Meetings year level. There is no need to add teachers to a Pupil Free Day event. Any teachers not attending the Pupil Free Day event should be added as absences, even though there will be no classes requiring cover.