Timetable Management
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 timetables (Create, Modify and Delete). To manage this function, follow the instructions below:
- Click Timetable > Manage Class Timetable.
- Enter relevant 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. ELICOS, VET, 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. Required for VET Student Loan and Fee Help. |
| Create assessments for this Class | Optionally create assessments for this Class. |
- Enter information for Setup Classmode
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. |
- Click Add New Class to save.
- The new timetable will appear at the bottom of the page as shown below:
To make changes to the timetable, you can click on the following action icons:
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).
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.
Delete Icon allows you to delete /remove the selected timetable. 
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)
- Select the Subject, Term, and the Assessor.
- Enter the Start Week (date) and End Week (date)
- Enter Census Date ( if any)
- Click Add class to save.
Timetable Reports
To manage these 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. ELICOS, VET, Short course, HigherEd.
- Select Semester and Term applicable e.g. VET, 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 Report
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/ trainer is unable to take a class due to sickness or holiday or has left the college, this menu allows you to assign an alternate teacher to take their place.
Replace means to assign a new Teacher. This is for when the existing Teacher is no longer teaching the class.
Relief means to assign an alternate Teacher for the existing class. The existing Teacher is still responsible for the class.
To perform this function, follow the instructions below:
1. 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 Trainer to manually take the roll before input in the system using either Trainer Portal or Staff Portal.
To perform this function, follow the instructions below:
1. Click Timetable > 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.
4. Select attendance list type e.g. Ms Excel or PDF and click Generate Class Attendance List button.
Bulk PDF generation
RTOManager 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
RTOManager has the flexibility to allow you to generate weekly class attendance. To manage this function, follow the instructions below:
- Click Timetable > 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.
