When the periods and semester have been assigned to all of the classes in the Master Timetable and the conflicts have been reduced to a minimum, the Master Timetable is almost complete. Now enter the last details and assign the homerooms to the students. You can then print the new timetables, class lists, etc. in preparation for the new school year.
When you are ready and the current school year has been completed transfer Next Year's information to This Year's information. Before you do this, be sure to finish all of the lists and reports containing information from the current school year.
Step 22: Make Timetable Changes for Individual Students
Once the timetable is set and will no longer be changed, any remaining conflicts that students may have will need to be resolved with the students by making other course choices. Choose Students, Student Records.
Select the student and then click on the Timetable tab.
Then click on the radio button at the button for Next Year to view this student’s timetable for next year.
Click the Edit button.
The Semester and Period will be shown across the top of the screen. The course code and section letters of the classes in which the student is enrolled are displayed along the left side. The classes are displayed in the order they would occur on the day in the cycle displayed at the bottom left corner of the screen. Beside each class, a row of numbers is displayed to indicate the period in which the class is taught. The number also indicates how many students are enrolled in the class in the indicated period. There may be many sections of the course offered during the day, but this student is enrolled in the class where the number of enrolled students is bold (or blue). If there is more than one class for the course taught in the same period, an asterisk (*) will appear in that period.
You can add classes to the student’s timetable by clicking on the Add button. Scroll through the list of classes (from the Classes File) and highlight the one you wish to add, then click on the OK button. You may also type in the class code that you would like to add. To delete a class from the student’s timetable, click on the class to highlight it, and click on the Delete button.
The Query button, provides information about specific classes to give information about when they are taught. Only classes which match the entered course Pattern are listed. For example, entering ‘***3’ would include only courses with a 3 in the third character (Grade 11 courses). Entering ‘M’ would list all of the course codes that start with ‘M’ (i.e. all Math courses). Classes with a specific section letter may be listed by selecting a certain letter from the drop-down list. You may also specify that you would like to look at a specify Semester, Term, Day, Period or Teacher by using the drop-down lists. A list of all of the classes that match the pattern and information you set up, will be displayed. This list tells you when each class is offered, who the teacher is, the room, the number of seats and how many students are in the class already. To add the class to this student’s timetable, highlight the class you wish to add by clicking on it, then click the Add button. You will be told if the selected class conflicts with a class that is already in the student's timetable.
You can have the computer suggest timetables for the student for you. Click the Choices button to see a list of all the courses you would like to have the computer schedule can be created. Then click the Suggestions button. You must indicate which is more important, keeping the Present classes as much in place as possible, or Class size. Up to 20 timetable suggestions may be displayed and analyzed (depending on how many possibilities there are) until you decide which one is best.
Making Timetable Changes for a Group
Assign Timetables by Group may be used to assign classes to students' timetables. This option may provide a faster means of modifying students' timetables than modifying the timetables through each student's record. Assign timetables by group is useful when a number of students need the same modification to their timetables.
Choose Scheduling, Assign Timetables by Group to modify timetables for next year.
If timetable changes are to be made to everyone in a specific grade or homeroom, specify the students' grade or homeroom for next year to change timetables for next year.
You can assign timetables using the following assignment options: Alphabetically, Grade, Homeroom, Defined Character, Inquiry List, Excursion List, or In a Specific Class.
Assign Timetables by Group can add, delete or replace classes to a group of students. Adding classes will add the new classes to the existing timetables. Replacing classes will replace all the classes in the existing timetable with the new classes. Delete will delete those classes from the existing timetable.
Notes: