Introduction

Creating and managing timetables is important for education providers. A well-designed timetable can help to ensure that students receive a well-rounded education, while also ensuring that teachers are able to manage their schedules and workloads effectively. The process of creating and managing timetables involves taking into account a variety of factors, such as student and teacher availability, course offerings, and room availability. Timetables provide a more organized and effective learning environment for students, and help to streamline communication between teachers, administrators, and students, ensuring that everyone is aware of their schedules and any changes that may occur.

In the Meshed Platform this menu allows for the management of timetables for classes, timetable reporting, printing attendance reports, and replacement of teachers.

To perform these functions, follow the instructions below.

Manage Class Timetable

This menu allows you to manage Class Timetable.

To manage this function, follow the instructions below:

Click Timetable > Manage Class Timetable.
Enter information for Setup Class.

Field Descriptions

Field	Description
Campus	This field is only visible if Multi Campus Optional module is enabled.
Course Type	The type (e.g. HigherEd, Short Course, etc.) of Course for the Timetable Subject. The Types of Courses in the System are configured in Admin > Configuration and Setup > Course Type
Calendar Type	The Calendar Set to link with the Class Timetable. The Calendar Sets in the System are configured in Admin > Manage Calendar > Manage Semester
Semester	The Semester for the Class Timetable. The Semesters in the System are configured in Admin > Manage Calendar > Manage Semester
Term	The number of the Term for the Class Timetable.
Start Week	The first week of the Class.
End Week	The last week of the Class.
Assessor	The Assessor for the Class from the Subject - Teacher Matrix. The Subject-Teacher Matrix in the System is configured in Teacher > Teacher Matrix
Census Date	Census Date for the Class. This will default to the Census Date value for the Semester if this has been configured in Admin > Manage Calendar > Manage Semester
Create assessments for this Class	Optionally create assessments for this Class.

Enter information for Setup Class mode

Field Descriptions

Field	Description
Subject	Select the Subject for the Class. Only Subjects that are part of a Course Program are available for selection.
Teacher	The Teacher for the Class from the Subject - Teacher Matrix. The Subject-Teacher Matrix in the System is configured in Teacher > Teacher Matrix
Day	Selection of the week days for the Class.
Use Default Timetables	Allows for the selection of class times and breaks from Times setup using the Default Timetable function.
Start Time	The start time of the Class.
Finish Time	The finish time of the Class.
Venue/Room	The room for the Class The Venue/Room information in the System is configured in Admin > Training Venue/Room
Class Capacity	Number of Students for the Class. The default value for this field is determined by the Venue/Room field.
Class Type	The type of Class. The default value is Class. There is a pre-defined list of possible values for this field. Values for this field can also be defined using Admin > Configuration and Setup > System Fields Setup > Class Type. Setting values using the System Field Setup requires all values to be added as the pre-defined list of possible values will be removed.
Attendance Type	The frequency for recording attendance of Students enrolled in the Class. The default value is Two-Hourly
Batch	The name of the Class. This should be unique and meaningful.

Field

Description

Subject

Select the Subject for the Class.

Only Subjects that are part of a Course Program are available for selection.

Teacher

The Teacher for the Class from the Subject - Teacher Matrix.

The Subject-Teacher Matrix in the System is configured in Teacher > Teacher Matrix

Day

Selection of the week days for the Class.

Use Default Timetables

Allows for the selection of class times and breaks from Times setup using the Default Timetable function.

Start Time

The start time of the Class.

Finish Time

The finish time of the Class.

Venue/Room

The room for the Class

The Venue/Room information in the System is configured in Admin > Training Venue/Room

Class Capacity

Number of Students for the Class.

The default value for this field is determined by the Venue/Room field.

Class Type

The type of Class.

The default value is Class.

There is a pre-defined list of possible values for this field.

Values for this field can also be defined using Admin > Configuration and Setup > System Fields Setup > Class Type. Setting values using the System Field Setup requires all values to be added as the pre-defined list of possible values will be removed.

Attendance Type

The frequency for recording attendance of Students enrolled in the Class.

The default value is Two-Hourly

Batch

The name of the Class. This should be unique and meaningful.

Click Add New Class to save.
The new timetable will appear at the bottom of the page as shown below.

To make changes onto the timetable, you can click on the following action icons:

1. This icon allows you to set class timetable breaks. Click this icon and pop up page will appear (as shown below). Select break times and click Set Break to save.

Message will appear to confirm class break time has been added (as shown below).

2. Edit icon allows you to make changes on the time table. A pop up page will appear on the screen and will allow you to make the necessary changes (as shown below).
Click Update Class to save. A message will appear to confirm the saved changes.

3. Delete Icon allows you to delete /remove the selected timetable.
4. This icon allows you to create Assessment for the selected class. This gets linked with the Assessment management feature (Compliance > Academic Progress > Set up assessment tasks)

Manage Assessment Group

This menu will allow you to create class batch without any timetable. This feature allows teacher to link timetable with the assessments.

To manage this function, follow the instructions below:

On your Meshed Higher-Ed platform, click Timetable > Manage Assessment Group.

Select Campus from the drop down menu (Only if Multi campus module is enabled). e.g. Sydney, Melbourne Campus
Select Course type e.g. Short Course, HigherEd
Select the Subject, term and the Assessor.
Enter the start and end date
Enter Census Date (this will default to the Census Date value for the Semester if this has been configured in Admin > Manage Calendar > Manage Semester)
Click Add class to save.

Note: A pop up message will appear to confirm group details has been save. If you have tick the box Create assessments for the class, a confirmation message will appear to confirm (as shown below).

This is useful for online classes where attendance is not required but it would require to set up assessments.

Manage Request

There are three types of requests that a User can initiate with the Manage Request feature:

Make Up Class - a replacement Class because of a Public Holiday
Catch Up Class - a Class for Students who have missed some Classes
Consulting - a consulting Class for Students for a Subject and Semester

Makeup Class

Using this feature you can request a replacement class for a Public Holiday.

Steps:

From your Meshed Higher-Ed Platform, Click Manage Request
Click Add Class Request Icon

Select Request Type as Makeup Class.
Choose other required information
Click Add Request button
Request will be created

Click Add Student Action Icon to add Students to the Class.

Catchup Class

Using this feature you can request a Catchup Class for Students who started late and have missed some Classes.

Steps:

Click Manage Request
Click Add Class Request Icon

Select Request Type as Catchup Class.
Choose other required information
Click Add Request button
Request will be created

Click Add Student Action Icon to add Students to the Class.

Consulting

Using this feature you can request a Consulting Class for Students based upon Subject and Semester.

Steps:

Click Manage Request
Click Add Class Request Icon

Select Request Type as Consulting Class.
Choose other required information
Click Add Request button
Request will be created

Click Add Student Action Icon to add Students to the Class.

Timetable Reports

To manage this functions,follow the instructions below:

1. Click Timetable > Timetable Report

2. Select the Timetable report to be generated by selecting query from the drop down menu.

Types of report query:

1. Timetable by semester

Select report by 1. Timetable by Semester.
Select Course type e.g. Short Course, HigherEd.
Select Semester and Term applicable e.g. 2017, Term 2.
Select Batch
Tick the appropriate box for the timetable Type E.g. Normal or Flexible
To view, click View Report.

2. Consolidated Timetable by Date – you can use this report if you want to see all timetable information consolidated that is running on particular date.

Enter Timetable date and click View Report.

View Timetable

This menu allows you to view Timetable information.

Functional Overview:

Weekly View of the timetable for Classrooms
Daily View of the timetable for a Classroom, Venue & Campus
View of the timetable shows Classes and availability for a Venue & Campus
Filter the view of the timetable by All or individual Teachers
Navigation options for Next Day, Previous Day, Next Week and Previous Week

This information can also be exported into an excel format.

Class Capacity

This menu provides information on Class Capacity in a similar way to View Timetable.

Functional Overview:

Weekly View of Class Capacity
Daily View of Class Capacity
Subject View of Class Capacity
Room View of Class Capacity

Replacement Teacher

In case the teacher is unable to take a Class due to sickness or holiday or has left the Provider, this menu allows you to assign an alternate teacher to take their place.

Note:

Replace means to assign a new Teacher. This is on the event that the existing teacher is no longer teaching the class.

Relief means to assign an alternate teacher for the existing class. Existing teacher is still responsible for the class.

To perform this function, follow the instructions below:

1. On your Meshed Higher-Ed Platform, click Timetable > Replacement Teacher.

2. Select new teacher from the menu. List of other teachers who teaches the same subject (based on Teacher matrix) will show up in the drop down menu.

3. Tick the button to select teacher change type e.g. Replace or relief

Note: If change type is Relief, the system will ask you the time duration e.g. how long would the relief teacher will take over the class.

4. System also allows relief teacher to enter results in the system. To do so, tick Allow results entry box.

If the change type is Replace, the system will allow you to change the existing teacher to the new teacher. This also allows you to select criteria e.g. replacement for all class or specific class(as shown below).

5. Click Assign Teacher to save changes. Message will appear to confirm replacement changes.

Print Attendance List

From this menu you can print the list of students enrolled in a particular class for the purpose of taking attendance. The output can then be printed and given to Teacher to manually take the roll before input in the system using either Teacher Portal or Staff Portal.

To perform this function, follow the instructions below:

1. On your Meshed Higher-Ed Platform, click Compliance > Print Attendance List.

2. Select/ enter relevant information and click View.

System will generate class details list for the selected semester and subject. (As shown below)

4. Select attendance list type e.g. Ms Excel or PDF and click Generate Class Attendance List button.

Note: If list is generated in PDF format, the system will generate a PDF copy containing class attendance roll (as shown below). You can print this page as required.

Bulk PDF generation

The Higher-Ed Platform allows you to generate class attendance in bulk. You can view the list of classes and generate class attendance list for multiple classes. To manage this function, follow the instructions below:

Click Timetable > Print Attendance List

Here you can view the list of class and then select them and click Generate to generate class attendance list for multiple classes

Generate Class Attendance list by Individual class

Meshed Higher-Ed Platform has the flexibility to allow you to generate weekly class attendance. To manage this function, follow the instructions below:

On your Meshed Higher-Ed Platform, click Compliance > Print attendance List > Individual class

On the search criteria, select relevant Campus, Course type , semester, term, week, Day and specific class (if there are class modes set up).

Note: Class attendance list information will display on the page.

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