Timetable Daily: Information for Multi-grid and Multi-campus Schools

Modified on Thu, 14 Aug at 12:42 AM

Definitions

Multi-grid: A school with a multi-grid licence is able to have multiple campuses, each with their own unique period structure and bell times, within the one timetable file, as each campus has its own 'grid'.

Multi-campus: A school without a multi-grid licence can have multiple campuses but only one grid structure with common bell times across all campuses.

Multi-grid and Multi-campus Functionality in Timetable Daily

Home Page Covers Tab Campus Filter

Both multi-grid and multi-campus schools will have a 'Campus' filter in the right hand panel in the covers tab. This will filter the covers so that only the covers relevant to the selected campus will be displayed.

Grid Filter

Multi-grid schools will have an additional grid filter in the top menu row. This filter affects various screens in Timetable Daily.

On the Covers tab, the grid filter affects the periods that are displayed in the covers table. The examples below show the different period codes for each campus using this filter.

Selecting Teachers for Covers

Timetable Daily will categorise teachers as available or unavailable for covering classes based on the setting in Daily > Settings > Cover options "Allow teachers from any campus to be assigned covers". If this option IS selected, all available teachers will be displayed in the available tabs in the Alternatives screen regardless of which main campus is specified for them in the timetable file in Teacher > Data .
When the option "Allow teachers from any campus to be assigned covers" is NOT selected, only teachers who are allocated to the campus of the selected class will be displayed in the appropriate 'available' tabs.
When the option "Allow teachers from any campus to be assigned covers" is NOT selected, part-time casuals who have a main campus will be available for cover on their main campus only on their permanent teaching days but will be available for classes on any campus on their casual days.
Teachers who do not have a main campus specified in the timetable file in Teacher > Data will be available to cover classes on all campuses regardless of the setting selection, but can be restricted to a particular campus by flagging them as available to cover the year levels for that campus only. This is done via Admin > Users. The example below shows that David Black is only eligible to cover classes from Years 7, 8 and 9. He will appear in the Unavailable tab for all covers that are not for Years 7, 8 or 9, even if he is available.

Teacher Unavailability

In the E10 timetable etz file, teacher unavailability for multi-grid schools is based on either a) the grid of the main campus to which they are assigned or b) the grid of the most senior year level if no main campus is assigned to that teacher. Timetable Daily has been configured to follow the same rules and thus all teacher unavailability's will be displayed whether a main campus has been assigned to a teacher or not.

Schools that are using Multi-Grid will need to have assigned a 'Main Campus' in 'Teachers > Teacher data' to ensure the Unavailabilities appear correctly in Tes Timetable Daily.

Assigning a Campus to an Admin User

When creating or editing an Admin group user in Admin > Users, the main campus of the Admin user can be assigned in the Campus field. This will enable the Admin user to be included when generating and sending the Daily Bulletin to a selected campus.

Events

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.

Room Covers and Room Swaps

Timetable Daily will categorise rooms as available or unavailable for room covers and room swaps based on the setting in Daily > Settings > Cover options "Allow rooms from any campus to be available for room changes". If this option IS selected, all available rooms will be displayed in the available tab in the Alternatives screen regardless of which main campus is specified for them in the timetable file in Room > Data .
When the option "Allow rooms from any campus to be be available for room changes" is NOT selected, only rooms allocated to the campus of the selected class will be displayed in the 'available' tab.

The campus of each room is displayed in the Alternatives screen when making room changes or room swaps.

The 'Move and Replace Lesson' and the 'Replace Lesson' Functionality for Multi-grid Schools

For multi-grid schools, the 'Move and Replace lessons' and the 'Replace lessons' functionality is actioned for the selected grid only. This means that when the grid filter (the filter in the top menu row) is set to a particular campus, only classes on that campus will appear in the list of classes affected when performing the function and only those classes will be moved and/or replaced. Note that if a teacher becomes unavailable to teach their class due to the period change, they will appear on the covers page so that a replacement teacher can be assigned.

The campuses created in Timetable file must be assigned to the designated year levels in Timetable otherwise Daily will consider all classes to be assigned to the "Default" campus.

Note: Single grid multi-campus schools cannot separate the campuses using this function. Classes across all campuses will be affected by these two functions.

The Daily Bulletin

When a campus is selected from the campus filter, only information relevant to the selected campus will be displayed on the Daily Bulletin. The full bulletin is produced, with information from every campus displayed, when 'All campuses' is selected.

When emailing the daily bulletin with a campus selected and 'all faculties' selected from the faculty list on the Generate Bulletin dialog box, it will be generated for the selected campus and only emailed to teachers flagged as having the selected campus as their main campus. However, when a particular faculty is selected from the faculty list, the email will be limited to teachers in that faculty on the selected campus.

Note that the faculty selector is only relevant to the email function, not the generate function.

The Duty Roster

To view the relevant campus duty roster via View > Duty Roster, select the required campus in the grid filter. This will display the duties assigned to the periods belonging to that campus.

Timetables

When viewing timetables for individual teachers, rooms or students, or when viewing Year or Group timetables, the relevant campus should be selected from the grid filter, to display the timetable correctly. The timetable will still be displayed with another campus selected however, classes will not be aligned to the correct periods.

Campus Timetable

Multi-grid schools are not able to view the whole school timetable due to the different grid structures for each campus, however they do have an option to display a 'Campus' timetable. This is in the same format as the whole school timetable for single grid schools but only shows classes for the selected campus.

Once the 'Campus' radio button and the required cycle day is selected, the timetable for all years on the selected campus for the specific day will be displayed.

Reports

The following reports have a campus filter and will only display information relative to the selected campus. The default selection for these reports is 'All Campuses'.

Covers Report

This report can be filtered by the cover activity for each campus. When a campus is selected, only cover information for that campus will be displayed.

Statistics (absences + covers)

This report can be filtered by teacher campus. When a campus is selected, only teachers from the selected campus will be displayed.

Staff Absences

This report can be filtered by teacher campus. When a campus is selected, only teachers from the selected campus will be displayed.

Teacher Covers Summary

This report can be filtered by teacher campus. When a campus is selected, only teachers from the selected campus will be displayed.