User`s Manual - School Scheduler
Contents
1. Mar 2013 1 Select Learners Teachers or Support staff to work with 2 For Learners select the grade and class to work with 3 Select the reason of absenteeism to add when double clicking the date on Calendar View Or select the date to register for absenteeism when viewing by date 4 Select he desired results www scheduler co za Page 17 a Calendar View all absenteeism presented on Calendar view You can register absent by double clicking on the date The selected reason will be added to the selected learner teacher or staff If you only want to view the list of those who were absent on the selected date range then unclick the List All By Date View To list and to record absenteeism for the specific selected date only o Absentees List The list of all who were absent during the selected date range d Absent Totals The list of Learners teachers or staff with the total number of days absent during the selected term and to total for the year e View Stats to view the statistic or number of people who were absent in the selected date range 5 Click to select the year to date range This will select all absent records from 1 Jan to date 6 Select to the date from 7 Select the date to If the different between the dates is less than 25 days then the stats will show in dates otherwise in months 8 Click to jump to the lt Prv date range or Next gt to jump to the previous next date range of 24 da2. To display the marks sheets for the selected subject for the whole year or for the selected term l Learners Per Subject To display the total number of learners that wrote exams per subject You can print the display or export it to excel Report Cards The final term s results listed per learner Sumame Names LeamerlD Comment os ADAMS SHLEY 5 102341 2 23 Subject Press Ass Exam Ower Symb ARENDS LUTHER 104102 3 b AFRH 0 100 95 99 7 ARENDSE GO DEMOND 102067 467 BS 0 a4 65 4 3 OW Selected Learner Whole Class Show Fail Reasons 1 Select this to switch from listing learners per class to listing learners by grade If this is checked then the list of grades will show in the drop down 2 Select the class grade to list the learners that belong to it 3 Select the term for the results you want www scheduler co za Page 21 4 Select the year for the results 5 The name of the selected learner 6 The ID numbers of comments separated by a comma that will be or that are attached to the leaner results from the list of predefined Results Comments Click on Submit Comments to attach the Results Comments The attached comments have a gray background 7 Click this to reveal the Pass Mark and conditions for pass that have been met or not met 8 Print the Report Card for the selected Learner only One report will be printed 9 Print the Report Cards of the whole selected class Report
3. Record position in the database 1 e teacher number 2 Total number of teachers Move to the next teacher Move to the last teacher in the database Add new teacher A blank records will be presented for you to add Delete the current teacher record Save all changes that have been made E a a a Or you can also use the Express Capture to add teachers by clicking on Express Capture Tools Search Use this to search for a teacher from the database Use Teacher Code and Employee Number to search for an exact match Use the Name like or Surname like to search for name or surname containing the searching words On the latter the ssem will list all teachers that match the search for you to choose from Express Capture When you want to speedily capture a list of teachers so as to get started without delay Here you will be capturing the Teacher Code surname and Names only which are key o get you started You may come back later to add other information List View To view all teachers in system all at once instead of a form that displays one teacher at a time Key fields about a teacher will be displayed Subjects To allocate or list the teacher subjects Select the subject and the class from the drop list on the right Add Subject To allocate a selected subject and class to a teacher Update To change the current allocation to a selected subject and class Remove Subject To remove the subject from the teacher allocat
4. adds a Shadow Teacher corresponding to the teacher with more workload or the teacher mingled in splits Scheduler will then allocate some periods of the shadowed teacher to its shadow to complete the timetable The shadow teacher is the teacher whose code ends with S e g the shadow for FKZ will be FKZ S for 18 will be 18 S and so on After the timetable is successfully drawn 1 From the teacher timetable select the Shadow Teacher from the dropdown list of teachers Click the periods allocated to the Shadow Teacher The list of all available teachers Free during that period will be displayed 3 Choose a teacher that could substitute or takeover in that period All periods of the same subject and class for which the selected teacher could substitute in will be highlighted in gray and others same subject and class in yellow 4 Double click on each period or click on Substitute to allocate the selected teacher Or click on Substitute with All checked to allocate the selected teacher to all the gray highlighted period Click on UnShadowed to list the periods of the main teacher that belong the same class group of learners You do this if you want to rather reallocate the whole class group to another teacher than separating the one subject to different teachers The periods written in red belong to the original teacher Unshadowed Teacher www scheduler co za Page 12 MARKS MANAGEMENT Tools TASKS To setup the
5. group for these subjects as follows 1 Opt stand for Option This indicates the set of requirement that should be evaluated together to ascertain the results The O zero is the main set for the pass requirement which should always be indicated 1 2 3 etc may then follow as other options for Pass Condone or Age Cohort should the learner not meet Opt 0 requirements Type in the name of the group for your subjects Give it any name the shorter the better Indicate the minimum number of subjects to pass in the group Select the subjects from the left list and add them to the group Indicate the pass mark in percentages for each subject Repeat step to 4 for each group Condoned Indicates the set of conditions for a learner to be condoned Should a learner fails in meeting the required pass conditions mentioned above but scores the specified minimum of subjects with specified or more then the learner will be Condoned 8 Under Minimum Percent in Group type the minimum percentages that need to be acquired in the selected group e g if a learner need to get two subjects at a minimum of 40 to pass then type 40 Indicate the number of those percentages required e g if Perc 40 and Minimum 2 this will mean that the learner should obtain a minimum of 2 subjects in this group with 40 or above to pass 9 Under Minimum Percent in Grade type the minimum percentages that need to be acquired in the selecte
6. periods per class and or day will be displayed on the top right corner Just click on the specific set of periods you want to access Rules for Same School Different Periods Durations of vertical period sets should be the same for all classes per day Period durations can be different from each other and be different day by day Where classes have different breaks then the break duration should be the same as other vertical periods You cannot have for instead one period at 60 minutes for one class and the same period at 30 minutes for another on the same day How Will Your Timetable Look Like Please note that School Scheduler handles Subjects and Periods in the following order 1 Subjects and splits are allocated at one occurrence a day and spread to other days to ensure continuity 2 Only where doubles are specified will consecutive double periods be allocated for a subject except where the subject requires more doubles than the number of days then consecutive triples will be allocated These are also spread to other days to ensure minimum doubles per day per class 3 Only if there is no space for a consecutive double or a single period elsewhere then a subjects will be allocated in a non consecutive separate periods as illustrated below MATH ENG HIST Break LO MATH GEO 4 At other circumstances the system might resort on making a consecutive triple period rather than non consecutive double period for the same subjects in a d
7. the selected grades www scheduler co za Page 5 Split Organiser From Tools Menu If you have a lot of different groups of learners doing different sets of subjects in the same grade this could help you group them into split combinations All you need to do is type in the learners Names and IDs and allocate the set of subjects for each Each learner will be saved under the selected Grade You can also group your learners according to the set of subjects they take Instead of typing in the individual learners you can type in the group name and give it an ID Indicate the number of learners in the group under Units Subjects will be listed on the right e Weight the number of periods that a subject has per circle e Group the number of groups you want to divide the learners in to e Learners the number of learners registered for the subject Use the Add subject button to allocate a subject to a learner group The number of subjects allocated will show on learner s subjects To remove a subject simply select the records and press delete Maximum Learners The maximum number of learners to be allocated to a subject in a combination Subjects Per Split The number of subjects per combination Step 1 Select the Learner Group from the list on your right Step 2 Select the subject the Learner Group take and press Add Subject gt gt Step 3 Repeat step 3 for all other subject for the Learner Group Ste
8. undesirably allocated i e unwanted triple periods separated periods of the same subject etc You will have a chance to rectify this by clicking the Fix This button The system will shuffle the timetable and get rid of those allocations You can check for undesirable allocated periods anytime by pressing Alt R Teacher Table List the selected individual teacher table for the cycle Subjects To view the subject allocation of the selected class UnShadow check Shadow Teacher on the last page Teacher Select the teacher to view his her teacher table Remember Shadow Teachers are marked with S Room When Maximize is set to Room Table or Room Table button clicked under Print This will list the Room Tables Rooms that ends with are those that are allocated to class teachers under Resources They only appear when Learners to Teachers box is checked under Resources Class Teacher To view the class or teacher timetable for the whole cycle Composite To view the composite class room or teacher table per day You can only Swap teachers under Composite view Compact View print and export to Excel a compact version of timetable Instead of two lines per entry this will compact it to one line per entry where teacher class ad room are all in one cell Swap View To alter the display of your table When unchecked the Periods are on left vertical pale and days on top horizontal When checked the Periods are to
9. 00 4 Term Formula Prv 1 Term 2 Term 3 Term A Term 4 term Marks 45 42 53 70 400 X 100 52 Which forms YM SES www scheduler co za Page 19 According to the formula Final Mark 25 of YM 75 of Exam Overall 25 of 52 75 of 70 13 52 65 Which is our Final Mark 26 To delete the marks that have already been processed old marks 27 To change the currently assigned subject teacher to the newly selected one 28 Should you wrongly submit subject marks to an incorrect term or subject maybe you forgot to change the Term or the subject name you can move subject marks from one term subject to another When All is selected this same button becomes Resubmit You can resubmit all the marks of different Tasks for recalculation This is usually done when there were changes made in the Pass marks or Pass Requirements 29 Should you change settings in the Pass Marks after the marks and other calculations are captured and done click this to update results to apply the new settings 30 To adjust the marks of learners by a specific percentage to change the results The system will add an item marked as Adjust Marks to the list of marks This should always be the last marks captured for the term If new marks are captured or resubmitted for the subject the adjustment marks will be lost You can also round up the marks to a particular score like round up all marks to 30 that are between 26 and 30 31 If you
10. Alt P anywhere to set the password and control the access to the application You must know the Admin or the Master Password to change the security TIMETABLE Test Data There are 4 demo data marked as Test Data available from www scheduler co za Go to File gt Restore menu to copy the data across Play around and generate timetables to get the real feel of this application To clear the demo data restore the file called Schooltable Empty or click File gt Initialise gt All Information Menu gt File e Backup To save the current timetable information Today s date will be added to the file Restore name You can give any name you want e Restore To upload the file that was previously backed up SE Network To link to the database on the network or at another location Schooltable mdb Initialise gt Timetable Only Any changes you do will be stored in the selected database Restore will overwrite the ne saa selected database Copy the file Schooltable mdb to GE the network drive and link other users to it Exit Initialise gt Timetable Only To erase the current timetable allocation only When clicking the timetable button it will show blank Initialise gt All Information This will delete all information of your timetable i e Teachers Resources and allocations You will need to start from scratch Import Upgrade To copy timetable information from other databases or upgrade your old Scheduler vers
11. Cards of the listed learners will be printed 10 When checked the report cards of failed learners will contain the fail reasons 11 When checked the comments will be omitted and lines for manual commenting will be added instead 12 To use the grade name or the class name in the report card 13 Select the type of Report Card you want to print 14 To reallocate the comments as per allocated comment ID s 15 Print the Report Cards Promote This is done at the end of the 4 Term end of year where learners are promoted from one grade to the other The system will list the learners with the Grade From showing the current grade Grade To showing the next possible promotion grade for learners that have passed or condoned z Class 10A e With Results lt All gt Use Grades Ind Term 2012 e Promote Demote Archive Dee romote C Salvage Sumame ADAMS ARENDS ARENDSE ASLETT ASSEGAA 10 Names LeamerlD Gender Age Year Gord e Der Results Grade_From Grade To Ulass To Promote SHLEY S 102341 Female 18 10 11 sl el M LUTHER 104102 Female 17 10 11 sel ma el JW GO DEMOND 102067 Male 14 10 cl C AN PETER 102382 Female 17 10 C Al PATRICK 8021 Female 18 M OGG Select this to switch from listing learners by class to listing learners by grade If this is checked then the list of grades will show in the drop down Select the class grade to list the learners that
12. Filter to display only those learners you want to work with The red word Filtered will display on the left bottom corner to remind you that you are working with the filtered records You Search will only be limited to the filtered records Clear Filter To remove the filter and display all other records except those that are archived List View To view all learners in system at once instead of a form that displays one learner at a time Key fields about a learner will be displayed Select the learner from the list and click on Form View to work with that learner records and access other information You can make and save changes here You can select the previous years to list learners who attended then AutoGenerate LearnerID This will allow you to provide your own or current learner admission number You can leaving checked to allow the system to generate its own Subjects To allocate or list the subjects registered to the learner Select the subject and the teacher from the drop list on the right Add Subject To allocate a selected subject and teacher to a learner Update To change the current allocation to a selected subject and teacher Remove Subject To remove the subject from the learner allocation Timetable To display the timetable of the selected learner or for the class of the selected learner This information comes from the timetable part of this application Assessments Display the marks of all assessment e
13. User s Manual Contents Jaigge CIN e E 2 BUYS et E e WEE 2 E e EE 2 SS IE E 3 TIMETABLE VS SE CC E 3 Ment ENEE 3 Mena KEN 4 gg E EE 4 RESOU ee 4 CY OV SS eege EES 5 Se E VV CUS gl a S E E E E 5 PUEN E TE 6 el De ee e WE 7 SUD CE PAW OC iLO petoriaseacsoo tases caqace pies E tates aque eure hoas een oie E E A E R 7 NEE 8 Die Ve e EE 8 Copy and Paste or SWAP Class Teachers Periode 9 Learner Biere 10 el E el 10 Same School Bi aa LE de e EEN 11 Rules for Same School Different Periode 11 How Will Your Timetable Look Like wo cecccecccsecccecccscceceseeucecseeeeeseusceuseeseuseeuseuseseecseeeeeuseeeeuseuneeuseeeeesens 11 WAV aes ame e GIRA 12 MARKS MANAGEMENT TOO rar ype tseachtain ab eee Semecaioes eto et ri gee E E A 13 EH Ee E 14 SEET EE 14 RESUS OIC E 15 Promotional Comments 15 GEIER 15 SFC EE 15 SI eebe 15 TACTIC EN 16 ge 16 SUPPONE SEAL EE 17 Absenteeism 20 cccccceeccceccceccceccccuccceceueceuueeuuceuuceunceuuseuuseusceueseuuceuneeususeeuceuneseeseueceusessuuseuceesteseeeseuueeuseeueseuness 17 GE EE 18 EE 20 REPOT Gr ge inner ener EE ee ne nee eee E eee eee eae eer ee ene eee eee 21 POM a 22 www scheduler co za Page 1 Introduction This application is designed to draw timetable for any kind of school college or university It can handle different school complexities with ease It is a product of a long research into different schools requirement and conditions Computers are still fairly n
14. ark Exam Mark and the Promotion Mark all in one schedule c SBA Schedule To list schedule indicating the Current Term SBA Mark and Exam Mark You can choose to include the Promotion Mark and Levels d Level Performance To display the number of learners that have scored a particular symbol level The list will include the total learners who wrote Passed Failed obtained the symbol level and the average score per subject You can break this down by subject teacher e Gender Level Performance To display the number of learners that have scored a particular symbol level grouped by Gender The list will include the total male and female learners who wrote Passed Failed obtained the symbol level and the average score per subject You can break this down by subject teacher f Pass Percentage To display the percentage number of learners who passed and failed per subject You can break this down by subject teacher g Overall Performance To display the percentage number of learners who passed and failed per class or per grade h Gender Level Performance To lists the total learners according to their level performance on each subject taken grouped by gender i Gender Pass Performance To list the total learners who wrote and the pass percentage thereof by gender j Gender Overall Performance To display the percentage number of male and female learners who passed and failed per class or per grade k Subject Marksheet
15. arner Subject Select the next learner group and repeats the steps above You may only add the selective subjects te those subjects that are done in split combinations When you click on the learner group the timetable will display the specific subjects instead of split names Update Table To update the database of the learner timetable and make it ready to print Count Allocations To count and allocate the number of learners taking the subject Show Learners To list only learners groups that are allocated to the selected subject and teacher List All Classes Grades By default the system will only list classes grades that have split combinations in them When this 1s checked then all classes grades will list Grades List learners by grades Excel Export and list the current learners groups with their subjects Print gray Print the list the current learners groups with their subjects Print green Print the timetable for the current learners groups Relief Table The list of teachers that are available as substitutes for those who are absent You first have to select the absent teachers by clicking on the names from the list of teachers The teachers most suitable to relief will be marked with The teachers with are those teachers who are teaching the same subject as that which is sought to be relieved in the underlying teacher table Click the teacher from the list to see his her workload
16. at the above percentage should be obtained You can leave the requirements unallocated for the last of each group of Passed or Failed learners This will mean that if a learner has not met all the above requirement to get a relevant comment then the system will assign this comment Auto Promotional Comments To setup the conditions for allocating the promotional Comments that are assigned to learners that passed certain subjects at particular minimum percentage Promotional Group Group Enter the name of the group Any name of your choice Exclude Indicate whether this group include or exclude the listed corresponding subject If exclude is clicked then all subjects will be evaluated except the listed ones If the exclude is left blank then only the listed subjects will be evaluated Promotional Subjects Subject List all subject that you want to exclude ot not exclude from the group Promotional Comments Comment Enter the Promotional Comment number you want Group Select the group to which this comment will apply Perc Enter the minimum percentage required Units Enter the minimum number of subjects required to obtain the percentage WEE www scheduler co za Page 14 Results Comments The list of predefined comments that you could select from to paste to a learner s Report Card You can refer to these comments by their ID number They can also be grouped per grade List all the school s standard comments that yo
17. ated to splits will show Excel will list them all e Learners in Prints the list of learners that are allocated to the selected Split Subject and Teacher e Excel Produce an excel spreadsheet of current learners and their subjects PE www scheduler co za Page 6 Adding Learners Afterwards You can add new late comers after you have organized your splits The simplest way of doing this is to copy subjects from one of the learners doing similar subjects as a new late comer and paste it to the new late learner Alternatively do the following 1 Select the Grade to update Add the learner s name at the bottom of the list Save Allocate the subjects to the learner Click on Split Combination Click on Unallocated Learners to list the new added learners that do not have split allocations Click on Show Learner Subjects to list the subject allocation of the selected learner The selected subject will be written in blue in the Combination grid to guide you 7 Click on the drop list to allocate the Split to the selected subject 8 The newly allocated moved subjects will be highlighted in Seen 9 After all subjects have been allocated to splits then Save Six Se ee Si Click on Reconcile to allocate and update the number of learners per subjects in a group Split Allocation This is where you specify the teachers and subjects involved in each split per grade Make sure that all the split names are added in the Resources bef
18. ave allocated relief periods under Relief Table you can activate those periods and include them for print All relief periods will be displayed in Red User Compliance As a user you will specify the number of doubles and triples you would like per subject The system may only comply with few subjects and not all You may push the system to compliance by pressing Alt C or clicking the button User Compliance The more you click the more compliance the allocation becomes The percentage level of compliance will show under comply heading on the subjects list Click on the subject to highlight the occurrence NOTE During the timetable draw Windows might show as if it is hanging Not Responding while it is running in the background This happens also when you move focus to other applications or mouse clicking If you leave it for some time it will show activity again Columns Size You can adjust the size of your timetable columns by clicking on the increase lt gt or decrease gt lt buttons This will resize all columns except those manually adjusted You can adjust the size of individual columns by increasing or decrease its header size All the manually adjusted column sizes will be saved and applied every time you load the timetable Press Reset col sizes to clear and reset the sizes Copy and Paste or SWAP Class Teachers Periods Class Periods After a timetable has been drawn you can still move the subject ar
19. ay You will be given an option to Fix This 5 If you do not want triple periods then indicate that you rather have separate non consecutive doubles than triples by checking No Triples rather Separate Dbles 6 Itis only after trying everything that a subject will be left in a non consecutive periods 7 However if Separate Doubles is checked then the opposite of all points except for 1 above will happen Replace consecutive with non consecutive and visa versa 8 The Study Free periods or subjects that are taught by a FLEXI teacher are always spread in a non consecutive manner to avoid longer unsupervised periods PANT Below is an illustration of your timetable cell content Teacher Table Subject Subject Subject Subject Class Class Room Grade Split Grade Room Split Class Learner Table Subject Split Teacher Room www scheduler co za Page 11 When do I use this FLEXI This is a reserved name for a floating teacher that 1 Could be allocated regardless of clashes Overloading will be disregarded for this teacher 2 Will not be listed in the Teacher timetable printout 3 Is used mainly for unsupervised or Free periods 4 Itis generally a non existing imaginary teacher This is teacher that can fill in on every period Suppose you want to allocate free periods to a class s then add a subject called Free or Study and allocate it to teacher FLEXI If during your allocatio
20. belong to it Select to display learners with the selected results Only the learners whose results are the same as the selected will be displayed Select the Term for the results This is defaulted to 4 Term You will not be able to effect any action here other than on the 4 Term results Select the type of action you want to effect on selected learners a Promote To move the marked learners from one grade to the next selected grade b Demote To reverse undo the promoted learners by moving then back to lower grade c Archive To archive the learners that have passed their last grade at school d Salvage To reverse undo the archived learners that were archived by mistake Q This button is only active on the 4 term during November December and January The current grade of the learner The next grade for promotion This could be changed to any grade but the system will pick up the next grade from the current one and only for the passed or condoned learners The first next class in the next grade You can change this to any class at your school Mark or unmark the learners you want to act upon Ech www scheduler co za Page 22
21. cts e g home languages as VERNAC Leave it blank if you do not have any splits at your school LINK is given to the subject split that will be done at the same time by all classes that it is assigned to regardless tof grade see LINK under When Do I Use This Rooms This is the list of resourced classrooms that learners should share for specific subjects e g Computer room Laboratory etc To assign general classes to teachers you have to click on Class Teachers at the bottom left of the screen You can turn On or Off the use of rooms without deleting them by checking the Rooms Off Room names and Teacher classes should be unique Class Teachers To allocate the list of classrooms to teachers in class based teachers environment where learners go to teachers for different periods Simply add the classroom name next to the teacher Room names and Class Teacher classes should be unique When all classes are assigned you can leave the remaining teachers unassigned The system will allocate them in to classes of others teachers when they are free Your composite timetable will show the class names next to their teachers The classes for teachers with no assigned classes will show with their subjects and classes to teach inside the timetable cells enclosed in To turn this On or Off check or uncheck the Learners to Teachers box Use Colours If you want a colourful display of subjects when viewing your timetable Thi
22. d grade e g if a learner need to get four subjects at a minimum of 40 to pass then type 40 Indicate the number of those percentages required e g if Perc 40 and Minimum 4 this will mean that the learner should obtain a minimum of 4 subjects in this grade with 40 or above to pass You may also indicate the aggregate percentage for your pass requirement ere i Auto Results Commenting To set up the comments such that they are allocated to learner results according to your settings Group Comment Rate Enter the importance of the group with 1 being the highest 2 being next and so on The groups are ranked by Passed or Failed Group Enter the group name that is relevant to the kind of results e g Excellent referring to results with 50 x 5 Passed Indicate if this will apply to the learners that have passed or failed Comment List the comment numbers that will be attached to the learners who meet your requirements Use a comma to separate more than one comment Comments will be joined as sentences If more than one comments are enclosed in brackets then only one comment randomly selected by the system will be used per learner This will ensure that different comments are used for learners even if they scored same outcome Requirements To set up the requirements that should be met for the comments to be attached Percent Enter the minimum percentage to be met Units Enter the number of times subjects th
23. desired changes by clicking on the new teacher or subject and then click Update To remove the assigned subject just select the subject allocated and click Remove You can Copy the allocation of one class and paste it on another class to avoid repeating the same steps for every class in the same grade Use the Update button to edit teacher allocations The top right corner contains the total number of Periods already allocated and the Residual that is still to be allocated The periods are correctly allocated when the Residual is 0 zero You can press the Auto Allocate FLEXI button that will allocate unsupervised flexi or free periods to all the residual periods This is ideal for colleges and universities where there are self study periods for students Click the View Allocation button to display the allocation of the selected teacher class subject or room Work Load To check if your allocation balances This is where you will be notified if there are teachers classes or rooms that have more allocations than the available periods The override settings are included in the calculations of work load To check the subject allocation for a teacher class or room simply click on the teacher class or room and the list of subjects and classes teachers allocated will show on the right There are lots of other checks and balances that are performed by the system when this button is pressed You will only be allowed to draw your timetable after the
24. ed terms to use instead of Pass Fail or Condoned This can be specific to grades Languages The list of national languages and their code as provided by the Education Department Report Cards Notices The notices that print on the Report Card They may include things like the pass conditions message to parents and school reopening dates These can also be grade specific There are two kinds of notices one for all terms and another for final term There is also an option of setting up frames for your Report Card to give it a personal touch and design Report Header To specify you logo and the address or text that you want printed on all your printouts Symbols The list of Symbols or Levels to indicate the performance of learner per subject School Enter the details of your school Most of this information is for updating the government LURITS Maintain the details of your School Governing Body and your School Management Team members Structure Just type in your preferred names of your school structure Days In the order of appearance type in the names of days per cycle The order in which you type the days is the order in which they will appear in your timetable Any number of days per cycle is fully catered for The days entered should be unique to each other Subjects Type in all the subjects you do at your school Make sure they have unique codes Abbr Splits This is the names given to your split combinations
25. ent percentages per term that you want to make up your Year Mark 1st 2nd 3rd Term If you want to pull part of the past terms as part of the current term s marks you indicate here otherwise leave it as zero If you want to give your own calculated Year Mark then indicate A Assessment as 100 4th Term Before the final exam there is a term in which the Assessments are done Indicate how you would like those last assessments to be handled together with the past terms You can include the A Term Assessment or treat them separately This will then form the Year Assessment Mark The assessment for the whole year Final How would you like the final mark to be calculated Indicate the percentage of Year Mark and of final Exam that will make up the learner final mark Sch www scheduler co za Page 13 How a system will apply the formula The system with check first if the subject belongs to a group in this grade If not it will then check if it belongs to a group specified under lt All gt grades If it is still not specified then the system will apply the default formula of lt All gt grades and lt All gt Subject Group otherwise it will indicate that the Subject has no Pass mark Pass Marks To set up the pass marks for all subjects done at school You first have to group your subjects according to your requirements If a learner is required to pass two of the three main subjects 1 e English Home Language and Maths then create a
26. ew to most people This is a very user friendly application in which you just key in your obvious school information and leave the rest to the application to compute for you Timetable information is organized and treated as a cube The cube elements are Learners Teachers Rooms Days and Time The combination of all cube elements is always unique Menu items are organized into sequence of workflow to guide you in every step of the way You only need to save where typing is involved otherwise the system auto saves Click on the help button and move the mouse over any item on the application for assistance Every item has been explained to avoid unwanted results Every timetable you draw is guaranteed to be different from the previous ones You can backup and produce as many different types of timetable as you want and choose any one You can produce more than 8085 different timetables from the same allocation setup Every time you draw a timetable Subjects are sort in 1 of 11 different ways Classes in l of 7 Periods in 1 of 5 Days in 1 of 3 and 7 other internal sorting This makes it almost impossible to draw similar tables at any given time Installation Go to www scheduler co za and click on button Download Now or Insert the CD supplied into your CD Drive Click on Setup exe and follow the wizard You may need to install the Net Framework first if you don t have it already on your computer The Net Framework is also availab
27. fiddle or keep changing Tasks names or Subject names the system might go out of synch To maintain system and keep it in synch you must keep on Updating Records by clicking this button View Dropdown You can select to view additional information about learners and Marks All Learner Marks This will list all the marks that have been captured for the selected learner Double click on the subject to make it the current selected subject and list all its marks per learner Learner Progression To view and edit the list of learner progression per year Marks Analysis To view the analysis of performance for all listed learners on the selected subject and marks Spreadsheet To produce an excel spreadsheet that could be used to capture marks for the listed learners and for the selected subject This spreadsheet could then be imported into Scheduler Schedule To list the statistical analytical report on the term results AP DO QQ QP QPc Class Grade 8A Year 2012S A f th Term ST Schedule 51 Top Achievers Show Levels Sumame Names Leamer ID AC EMS ENG HL HSS LO MAT NS TEC Total Avg Results Comment gt Ntwanano Y122 oa 23 38 a leg en 3 joe 29 307 34 Baloyi Ntwanano altemates between bouts of er CHAUKE Happy Y118 31 21 35 34 33 OU 26 07 21 248 128 Chauke Happy could settle down and apply him FETUMANE Lungisani KC 55 40 57 61 52 55 53 44 52 469 152 Fetumane Lungisani is an excep
28. he system will generate the number of classes for each grade and list them below grades Classes The list of classes is generated by the system using the information provided under Grades The Class names will be derived from the Grade names above The class abbreviation will be derived from the abbreviation of the grades above To change class names and their abbreviations use the corresponding Alias fields If you want to add or remove classes simply change the number of classes in the grade and save If you reduce the number the extra classes will be deleted and all subject allocations to the deleted classes will be lost Deleting a record Click the left most gray column to highlight the record and press Delete button on your keyboard Resources Type in the list of all your resources here They might share the same names but they should have unique codes Please give teachers and subjects codes that make sense not mere numbers 2 OR AR 8 ZC Teachers Type in the list of all your teachers at school Give each a unique tease mmm code It could be their initials or abbreviated surnames Do not use 0 Zero as a code FLEXI is a reserved code for floating teacher that could fill in for free periods Subjects Type in all the subjects you do at your school Make sure they have unique codes Abbr Splits This is the names given to your split combinations where learners of the same class split to attend different subje
29. ion Split Subject To list or allocate the split subjects to a teacher Timetable To display the timetable of the selected teacher This information comes from the timetable part of this application Learners Capture details of your learners at school The learner admission number is generated from the current year and increment as learners are added You can capture new learners by using the Record navigator found at the top of the screen by clicking button 7 shown below OL BS BPEL Id 4 2 of 2 Move to the first learner record in the database Move to the previous learner record Record position in the database 1 e learner number 2 Total number of learners Move to the next learner Move to the last learner in the database Add new learner A blank records will be presented for you to add Delete the current learner record Save all changes that have been made ee eee a Or you can also use the Express Capture to add learners by clicking on Express Capture www scheduler co za Page 16 Tools Search Use this to search for a learner in the database Use learner ID admission number to search for an exact match Use the Name like or Surname like to search for names or surnames containing the searching words On the latter the system will list all learners that match the search for you to choose from Filter Select parameters by specifying the filters for the list of learners you want Click on
30. ions You can also import from Dr Samuelson s timetable and from SAMS When importing from csv files you have to indicate the columns from which to import E g Importing Learners Learner ID Type in the column position of Learner ID in your csv file Name Type in position of the column that contain names in your csv Surname The position of the column that contain surnames If names and surnames are combined in one column then leave surname blank Importing Subjects Code Type in the column from which to find code of the subject If you want the code of your subjects to be the first 3 letters of you long subject name then type in the column position and 3 separated by a comma i e 5 3 will mean column 5 and take the first three letters Subject If the subject and code name are the same then type in the same number as in code If you want the N letters of the subject name then type a comma followed by N Importing Learners Subjects Learner ID Type in the column position of Learner ID in your csv file Sbj From The first column that contains subjects If you need the first 3 letters of the subject they type in column 3 Make sure that your subject code will be the same as that of Importing Subjects above Sbj To The last column that contain subjects You have to import the learners and subjects first before importing Learners subjects Duplicates and blanks will be ignored Your timetable will be updated by the new i
31. is the timetable that will be specific to a learner especially those taking split combinations You may import the list of learners from a csv text file You can also group your learners according to the set of subjects they take or according to streams Instead of typing in the individual learners you can type in the group stream name Using Group Stream names Step I Select Allocations from the top left box Step 2 Select Grades to list the grades only Step 3 Click on Group names Step 4 Select the grade and add the group stream names and give them unique IDs E g Grade 11 IDs could be 111 112 113 or 11A 11B 11C etc where the first two digits indicate a grade Step 5 Save the names These names will be auto added to a class with no learners or groups streams assigned Adding individual Learners or Groups Step l Select Allocations from the top left box Step 2 Select a class or a grade to add learners or group to Step3 Add the list of learners or a group of learners taking similar subjects in a grade Indicate the number of learners in the group under Units Step 4 Click on Save button The non split subject will be auto added to every learner group if the selected class has a split allocation Step 5 Select a Split subject teacher is 0 to list all the subjects under it Step 6 Select a subject under split subject Step 7 Click on Add Upgrade to add or change the Le
32. le from our web site and on the CD as dotNetFx40_Full_setup All other files that might be needed to run Scheduler on your computer are available on the CD and on our website www scheduler co za Go to Start select Programs and click on Scheduler to run this application Errors The most common error after installation will contain something like File is used by another user OR Could not lock the file OR updatable query OR You get an error when trying to Upgrade by running SchedulerUp grade exe F icrosoft MET Framewo Unhandled exception has occurred in your application If you click Continue the application will ignore this error and attempt to continue If you click Quit the application will close immediately Steps to resolve these errors Open My Computer Open Local Disk C Open Program Files Select and Right click on Scheduler Folder Click on Properties Click on Security tab Click Edit Select the Users Check the box on Full Control or at least on Write 0 Click on Apply and then OK Could not lock file Continue Quit Ee ee A Any other error will mention the file or the program that is needed All files or programs needed by Scheduler are supplied with the CD and also available for download from our website For Printing errors please install Reportviewer www scheduler co za Page 2 Security Press
33. list Click on gt to hide and lt to show To Allocate a Relief to a teacher Step I Click the teachers that are absent from the list of teachers As you click the teacher is added to the absent list Step 2 Select the teacher from the absent list to check his her possible substitutes The corresponding day timetable of the selected teacher will be shown at the bottom Step 3 Double click or click on Relief button to allocate a teacher to corresponding subject below Select another day and repeats the steps above Select another absent teacher and do the steps above The teachers who are allocated to the current absent teacher will be written in red Those allocated to relief other teachers will be in blue The unallocated will be in black To view the allocation of the teacher in Blue or Red just click on the name to reveal the details Show Workload Will list the teacher workload percentage along the teacher name Relief Table Will list the timetable of the selected absent teacher showing the names of relieving teachers in red Where names are not shown it means that no relief teacher has been allocated as yet and these will not print Print Relief Will print the relief timetable of the selected absent teacher Only the relieved periods will be printed Free Teachers If you want to check the list of teachers that are free at any given period This will list all the teachers not teaching at a given period exc
34. list of Tasks or Assessments that will be taken during the course the terms The Tasks Assessments are organized and grouped by year and term Select the Grade Subject and Term to setup its Task A Task can apply to all Terms Grades or Subjects unless specified To create a Task you must enter its 1 Type and abbreviation which should always be unique per given set of entries This is the name of the Task by which it will be referred to when entering marks against it 2 Exam to indicate whether this task will be an exam or just mere assessment Exam entries are treated differently when a term formula is used 3 Sum Of Same Available only for 4 Term This indicate that the previous terms entries bearing the same Type name should be added to this All totals and marks scored from the previous similar types will be accumulated into the 4 Term All the allocated Tasks will be listed on the right which could easily be accessed by clicking on the desired set You can filter the list of allocated tasks by selected the Grade Subject and or Term for the Year Marks Formula To setup the formula for calculating your assessment and exam marks towards your final term results Each term will be calculated using its term s formula Grade Select the grade that this formula will be used for If a specific grade is selected then the formula will only be used in that specific grade only Grades that do not have a formula specified will u
35. luding those appearing on the absent list and those assigned to relieve during the period Excel Click on Excel button to export the list of all free teacher excluding those who are absents to Excel spreadsheet EE www scheduler co za Page 10 Same School Different Periods For more complex situations you can allocate different periods to different classes or days by allocating different period structures You can also allocate different breaks to free your resources and make them available while other classes are on break You can also allocate the amount of time minutes per periods With this you will be required to allocate time minutes to subjects The drawing of a Time Based timetable might take a little longer that the non time based Under Structure click the check box Different Classes or Different Days Select the specific class grade or the day to which the new set of periods will apply You can paste the general periods and change the periods or you can type in the new periods This setting will produce a timetable with different period structure for specified classes or days as per your choice You can Copy a set of periods from one Class Day and Paste it to another To disable all specific periods simply uncheck the Different Classes and or Different Days then save If the boxes are unchecked the specific periods will be ignored You do not have to delete all specific periods All the specified
36. mported data All the old data will be replaced Export To export the data to Excel or csv files About Information about the Authors of this program and version www scheduler co za Page 3 Menu gt Tools Overrides see Overrides below Split Organiser see Split Organiser below Subject Weighting see Subject Weighting below Structure Just type in your preferred names of your school structure Days In the order of appearance type in the names of days per cycle The order in which you type the days is the order in which they will appear in your timetable Any number of days per cycle is fully catered for The days entered should be unique to each other Periods Type in the names of your periods in the order you would like them to appear on the timetable Indicate which of those periods are breaks by simply clicking the check box next to them You can call them Period 1 Period 2 or simply 01 02 03 Time Give time indications for your periods e g time like 8 00 8 30 or 8 00 8 45 8 45 9 15 etc Minutes If the Timebase box is checked Type the minutes allocated to a period For an advance complex situation read Same School Different Periods at the end of this manual Grades Type in the list of grades at your school and indicate the number of classes each grade has The grades should have unique names and abbreviations When a Save All button is pressed t
37. n you are still left with residuals that you want to convert to Free or Study periods just click the Auto Allocate FL EST LINK Suppose you have a subject that you want done at the same period by different classes which may be from different grades In your Resources go to the subject concern and change the label of SUBJECT or SPLIT to LINK Le leave the CODE as it is and change the description on the corresponding column to LINK All classes that have been allocated with this subject or split will do it at the same time regardless of grade E g religious prayer or physical exercises TWIN SUBJECTS Twin subjects are those subjects that belong together but allocated as different e g Physics and Chemistry Algebra and Calculus Paper 1 subject Paper 2 and Paper 3 etc If you want Scheduler to treat them as one such that they do not end up being done all in one day on different separate times then mark them with the same subject name Give then their different Codes but the same Subject Name There is no limit on the number of twins each twin subject can contain SHADOW TEACHER A shadow teacher is the teacher that gets assigned to periods that are coursing clashes that could lead to infeasible timetable settings and delaying the finalization of timetable When School Scheduler reaches the point of infeasible timetable it first disregard the room assigned to the teacher to ease constrains If the problem persists it then
38. n en See Select the date for the marks to be captured The marks are going to be stored using this date Select the year for the Marks If the previous years has been selected then learners who were in the selected class for the that year will be listed and their marks for the selected subject if any will be shown F selected marks 11 Select the Term to display or capture its subjects marks 12 To list the marks of the previous dates The list of all marks for the selected subject will be shown on the right top corner Click on the marks you want to view You can also select the list for the previous terms 13 Select the type of Assessment or Exam marks you are capturing 14 Select the type of marks you want to capture To mark all the learner Marks that are on display You marks all to Delete Move Assign teacher or Adjust the www scheduler co za Page 18 a All This will list all the Tasks as setup in the Tools gt TASKS for the selected subject You can then capture all marks according to the Task b Assessment The marks captured here will be treated as assessments and the assessment formula will be applied You can have as many assessments per subject as possible You have to select the type of Task Assessment before capturing The list is derived from the Tasks the is setup under TASKS c Exam The marks captured here will be treated as exam marks and the exam formula will be applied You can have a
39. ol level for the percentage obtained by the learner This is derived from the symbol setup specified under Settings 22 Commit the captured marks to the database All other settings will be applied and final calculation done per learner 23 To capture the new marks If there are marks for the selected date and subject the previous marks will be displayed You cannot capture different marks for the same subject and Tasks in the same term 24 To list the previously captured marks for the selected subject The list of all previous marks will be listed on the top right corner 25 To list the final term marks of the selected subject per learner All Assessment and Exams for the subjects that have been taken during this term will be listed on the right as items accumulated towards the final term mark The formula used to get at the final mark will be shown at the bottom on the list Click on the Prv column to list the marks from the previous terms Suppose the setup was as displayed below for 4 Term and the learner is Khumbane Siphiwe Sumame Names Leamer D Pwi Ass Exam Overall Level D KHUMBANE _ Simphiwe 19960211 70 Im je 5 KOMANE Esme EK19291 25 100 G KWATALA Thato Modiba 19961019 76 80 EE MABENA Siohesihle M5970512 118 70 Quarter Maks Level Fer 70 end Term 4 A 04 Dec 2017 EXAM 174 ard Tem 53 4 04 Dec 2012 ORAL 7 10 Previous Terms A Term TASK and EXAM YM 1 2 34 4th 100 YM 25 Exam f5 FinaE1
40. ore allocating splits Step I Select the grade that the split should apply to _ Step 2 Select the name of the split Step 3 Click on the subject you want to assign to the split Step 4 Click on the teacher who will be teaching the selected subject in the split Step 5 Optional select the specific room at which this subject should be done Step 6 Click Add to assign the split to the grade Repeat step 3 to 6 for other members of the split NB You can have the same split name for different grades The list of all allocated splits will show at the right top corner to keep you informed of the grades and splits assigned to them To move to an existing split allocation just click on it Show Allocated To display the list of subjects already allocated to the selected teacher OR the list of classes allocated to a selected subject lt lt Add To add a subject and a teacher to a current grade and split Update To change the selected allocation to a newly selected subject and or a teacher Remove gt gt To remove a split member record select the records and click Remove button Print Will print the breakdown of the split allocation Tip If you have two or more groups of classes doing the same split in the same grade but at different times you must give different names for the splits i e VERNI and VERN2 and treat them as different splits Subject Allocation sc RR pia o seo This is whe
41. ound If you want to move a subject from one period to another under Class Teacher View do the following Step 1 DoubleClick on the subject you want to copy Step 2 DoubleClick on another subject period you want to paste on or swap with The targeted periods will be marked in sky blue for your notification If the swap would not affect other classes then the swap will take place Should there be any other classes that will be affected by the copy paste then those classes will be listed with their subjects and teachers Split combinations will be marked by teacher 0 Click on the listed records to see the subjects that will be affected by the paste The copy paste or swap will not be allowed if it will violate Override settings NB Press Alt R to check is your allocation is still up to standard The Fix This button will be grayed out disabled if changes were made to your structure resources or allocations after the current timetable was drawn or you have swapped teachers Swap Teachers After a timetable has been drawn you can still move the Teacher subject around If you want to swap a teacher subject from one teacher to another under Composite View do the following Step 1 DoubleClick on the teacher period you want to copy Step 2 DoubleClick on another teacher subject of the same period you want to paste on or swap with _ __ ___ _ _ www scheduler co za Page 9 Learner Timetable This
42. p 4 Repeat step 1 3 for all other Learners Groups Add Subject gt gt To add the selected subject to the learner lt lt Remove Subject To delete the selected subject from the learner Copy Copy the subjects allocation of the selected learner Paste Topaste the copied subject to the to all or selected learner s To select learners press control and click on the left most column of the record Organize Combinations When all learners have been allocated with subjects press here to organize them in to different split combinations Auto Rearrange Groups To organize split subjects into the number of groups specified for each subject and distribute the subjects evenly into other Splits Filter Learners Per Subject To list learners that only do or have been allocated to a selected subject Click on different subjects to list corresponding learners group Split Combinations To view the results of combinations Click on the learner group to see their allocated combinations You can also move learners from one Split subject to another to group them 1 DoubleClick on the Subject whose learners you want to move The source will be sky blue 2 Click on Copy 3 DoubleClick on the same subject on another same split column where you want to move the learners and then right click The target will be lime in colour 4 Indicate the number of learners you want moved 5 Click on Paste to move 6 Or select Distribute to simply dis
43. p horizontal and days are left vertical Class Select the specific class to view its class table Day Select the day to view the composite class or teacher table Sech www scheduler co za Page AS sjajem ai pIe Seaton Feat Lage ai Skuas Calais rz Last E SL KU was Pee ts Pa BT Maximize Select the table you want maximized Room table could only be viewed from here Print Print your selection of Timetable Excel Export your selection of Timetable to Microsoft Excel You should have MS Excel installed in your computer Expand Splits Export to Excel and expand all split entries Where there is a split list underneath all subjects and teachers that belong to that split Classes Teachers for Grade This is only available when Maximize is set to Class Teacher Timetable To view classes or teachers of a specific grade only This will also affect your printing and Excel export Use Colours If you want a colourful display of subjects when viewing your timetable This makes it easier for you to locate occurrences of a subject in a timetable You can change colours as you wish under Resources Colours will not appear on print or excel export To cancel colours just uncheck the box Hide FLEXI This only applies if you have a FLEXI teacher and want to hide show the unsupervised periods Hiding FLEXI from display will suppress FLEXI from printing or exporting to Excel Include Relief If you h
44. re you allocate subjects to a class Se a ee Step 1 Select the class to assign the subjects to e total minutes per cycle Step 5 Optional Indicate the number of doubles you would like zc Step 6 Optional Indicate the number of triples you would like Step 7 Optional select the specific room at which this subject should be done Step 8 Click the Add button to assign the subject split to a class Repeat step 2 to 8 for other subjects S SES rie gs Step 2 Select a subject split to allocate by clicking the record Se ae Step 3 If a subject is selected then select the teacher for the subject L een Bien TTC Step 4 Indicate the number of times the subject split should be done or the Splits are those subjects marked with a tick on their Split column When a split is selected the list of subjects and teachers for the selected split will be listed on the right corner for your information If you want to allocate one Teacher to different classes check the box of Classes to Teacher This will list the Classes instead of Teachers and list teachers in the dropdown box You will be assigning subjects and classes to a teacher ES www scheduler co za Page 7 Note that the allocated number of periods minutes and doubles changes according to your previous allocations or your Subject Weighting settings To make corrections on the assigned subject select the subject allocated by clicking on it Make your
45. ride a teacher and allocate that teacher to a split that split will be affected The timetable preview above will help you to understand the impact of your override The periods that will be available for allocations will be highlighted in green and the blank ones will be blocked Move to the override record to see its impact NB The more overrides you make the more restrictions you put to your timetable This will make the drawing of your timetable to take longer or infeasible to draw Subject Weighting From Tool Menu This is to help and guide you through with the subject and split allocation This is where you set the default number of subjects to be allocated per cycle If you have the subjects and splits already allocated and want to change the allocations you can do it here instead of changing it class by class You can jump this step if you want to It has no effect on your timetable Step l Select the Subject to allocate the weighting for Step 2 Select the Grade where this weighting will have effect If you select lt All gt then all grades doing this subject will be affected Step 3 Indicate the number of periods minutes to be allocated to the subject or split Step 4 Click the Submit button The default is set If the allocation of subject has already been done then changes to the selected subject will be made to all corresponding allocations The right side of the screen will indicate the subject already allocated to
46. riding Step 4 Select the last day for overriding Step 5 Select the starting period for overriding Step 6 Select the ending period for overriding Step 7 Indicate whether you want the selected item to be scheduled or not Show Split Subjects To list the subjects and teachers that are linked to the selected split combination If scheduled box is checked it means the teacher or subject will only be made available during the specified periods If it is unchecked it means that the teacher or subject will be scheduled except on the specified periods If scheduled box is unchecked for Activity that activity will be ignored If a Fix box is checked on a subject or a split it means that a subject or a split will be done at that specific period no matter what the rest of the same subject will be allocated anywhere else E g if you want three or four periods in a sequence on a specific day use this feature to indicate the periods and days you want them You can only fix a subject or a split Add To add the override Update To change the override with the new values on the text boxes Remove To delete the override Update All After renaming or altering your Days or Periods you should press on this button to update their sequence and numbering because the Override uses numbers to refer to days and periods not names These numbers are stored in sequence and might have been altered during the renaming If you over
47. s makes it easier for you to locate occurrences of a subject in a timetable You can change colours as you wish Colours will not appear on print or excel export To cancel colours just uncheck the box Teacher Information This allows you to add more information about the teachers Things like Qualifications Teaching History Workshops attended Level Position and teachers workload Deleting a record Click the left most gray column to highlight the record and press Delete www scheduler co za Page 4 Overrides From Tool menu This allows you to dedicate certain periods to particular activities at the school You can indicate specific periods for SPORT or other activities for a class grade or entire school This is where you can also indicate if a subject or teacher will be available or not on a specific period j Override Type Select the type of override you want to use e Teacher To restrict the allocation of a teacher to selected periods e Subject To restrict the allocation of a subject to selected periods e Split To restrict the allocation of a split to selected periods e Activity To reserve specific periods for a specific school activity Step 1 Select the grade in which the override will apply Select lt All gt if all grades will be affected Step 2 Select the class in which the override will apply Select lt All gt to affect all classes Step 3 Select the starting day for over
48. s many exams per subject as possible You have to select the type of exam as per your setup in the Tools gt TASKS d Schedule The marks captured here will be treated as schedule Final marks The marks formula will not be used for calculation in this case as the marks captured here are deemed to be the end results You can only capture Schedule or other set of marks per subject per term If you capture All Assessment or Exam marks for a subject in a term you will not be able to capture Schedule marks for the same subject in the same term If you capture Schedule marks in a term for a subject you will not be able to capture any Assessment or Exam for the same subject in the same term You must choose whether you capture Tasks as setup under TASKS which will accumulate towards a Schedule mark for a subject or you just capture Schedule mark 15 Indicate the total marks for the Assessment or Exam you are capturing Scheduled marks are always totaled to 100 This will not be available if the All is selected 16 Provide the description of the marks This is optional 17 Select the subject teacher 18 This indicate the teacher responsible for the subject 19 Capture the marks of the selected subject per learner The old and submitted marks will be marked by gray background If the marks are adjusted the background turns white until the changes are submitted 20 The calculated percentage of the captured marks per learner 21 The symb
49. se check and balances are performed and are OK Timetable After all the settings and Work Load checked you can then draw your timetable The previously drawn timetable will show Draw Table Click this to draw a new timetable The previous timetable will be replaced by the new one You can first do a Backup by selecting Backup from the File menu Separate Doubles Where periods are very long and you prefer doubles to be separated rather than one long double period check this box No Triples rather separate dbles If you prefer separate double periods instead of triple or three periods of the subject in a day If unchecked the system prefers triples instead of separate doubles Auto Shadowing To allow Scheduler to use Shadow Teachers when the timetable become infeasible See Shadow Teachers below Draw Minimized The table draw will run at the background Shuffle This Timetable This will shuffle the already drawn timetable This will rearrange the timetable without redrawing it This helps the system to comply as much as possible with your user period settings Type For some reason if you want to draw splits only timetable and maybe continue to add other subjects at the later stage select Splits Only Select After Split to finilise your timetable Undesirable Allocation After your timetable has been completely drawn the system will run an auto check of the allocations and list all periods that were
50. se the formula under lt All gt Subject Group Select lt All gt if the formula will apply to all subjects otherwise select a group of subjects that the formula will be applied in A subject that is not in a specified group will use the formula under lt All gt Select Add New to add a group Add New Select this to add a new subject group for the selected Grade Type in the name of the group under Groups Select the subjects from your left list and click Add Subject to add them to the group You can specify how each term should be calculated by indicating the percentage of previous term Assessment and Exam that should add up to a Total of 100 Assessment Type in the percentage of Assessment that all your assessment will be calculated against If 75 is entered this will mean that all assessments of a subject for the term will be added up to 75 You may have as many assessments as you want per subject Exam Type in the percentage of Exam that you want as part of the final term mark If 25 is entered this will mean that all exam marks of a subject for the term will be added up to make 25 of the final Term marks You may have as many exams per subject as you want i e Paper 1 Paper 2 etc 4 Term and Year Mark The Year Mark is determined in the 4 term by indicating how the previous term marks are accumulated You can combine 17 2 3 and 4 term marks to make up your Year Mark Or you can indicate differ
51. tionally talented FIHLANI Asiphe Y100 67 70 70 733 71 67 79 61 67 625 69 Fihlani Asiphe is extremely capable and is produ GULE Khanyiso Y86 54 45 58 53 47 51 57 OI 50 446 150 Gule Khanyiso is extremely capable and is produ 1 Select this to switch from listing learners per class to listing learners by grade If this is checked then the list of grades will show in the drop down 2 Select the class grade to list its statistic report Select the year to display its results The system will list the learners who attended during the specified year and their performance Only learners who obtained marks on at least one subject for the term will be displayed 4 To list the Top Bottom number of learners based on the overall Total marks Scored 5 Select the term for which to analyse its results 6 To include other learner information like Date of Birth Age Gender etc that is required by district 7 If clicked the full names of subjects and not abbreviations will be used Good when exporting to excel for district reporting 8 To include the Levels Symbols for every marks obtained 9 To list the learners who obtained the selected Results only Maybe you want to lists the learners who Failed Ech www scheduler co za Page 20 10 Select the type of analyses you want a Schedule To list the schedule of all final marks per learner You can choose to include Levels b YM Schedule To list the Schedules indicating the Year M
52. tribute to others of its kind i e if you double click on say Maths the system will distribute Maths into other Maths splits To create a new Subject in a Split column just paste it on any subject in that column To separate an existing subject into two groups copy it and paste it on another subject in the same column Groups This appears on the top right corner indicating the number of groups the selected subject has been setup to have Click on this to view the list of subjects that do not comply with their group settings Click on the subject on the list to highlight it Allocate Teachers To switch to a teacher allocation screen 1 Click on the teacher you want to allocate 2 Click on the Subject to allocate the teacher to 3 Click on Link To or double click the subject to allocate Clear Teacher To remove the teacher from the selected subject Load Split You can then load the generated combinations to your Splits This will overwrite the previous split allocations To load the selected grade only uncheck the Load All Print e Combinations List Will print the tabulated list as shown for the current grade e Learners Subject List With Splits prints the list of learners and their subjects according to their allocated splits Only subject allocated to splits will show e Learners Subject List No Splits prints the list of learners and their subjects Only learners with subjects that are not alloc
53. u would like to attach to learners Progress Reports Use the Auto Results Commenting under Pass Mark to setup the conditions for each comment There are words and phrases that will be replaced by relevant words to make the comment more personal e lt Surname gt will be replaced by the surname of the learner For uppercase use lt SURNAME gt e lt Name gt will be replaced by the Name of the learner For uppercase use lt NAME gt e He She will be replace by He for the male learner or by She for the female learner It will be left unchanged where gender is not specified The same will apply for his hers him her his her e lt Top Sbj gt will be replaced by the top scored subject name e lt Low Sbj gt will be replaced by the lowest scored subject name Promotional Comments The list of comments that indicate the level of results achieved These comments will be displayed in the leaner s report to reflect if the results achieved could lead to University College or Higher education study Set the conditions for these comments in Auto Promotional Commenting Settings Archive Reasons The list of predefined reasons to terminate or archive the learner from school Assessment Type The list of assessment types that you do at school e g Class Test Assignment Project etc These types can be grouped by grades and by subjects such that only the grade or subject specific Assessment Types will show Fail Pass Term Give your preferr
54. where learners of the same class split to attend different subjects e g home languages as VERNAC Leave it blank if you do not have any splits at your school Grades Type in the list of grades at your school and indicate the number of classes each grade has The grades should have unique names and abbreviations When a Save All button is pressed the system will generate the number of classes for each grade and list them below grades Classes The list of classes is generated by the system using the information provided under Grades The Class names will be derived from the Grade names above The class abbreviation will be derived from the abbreviation of the grades above To change class names and their abbreviations use the corresponding Alias fields If you want to add or remove classes simply change the number of classes in the grade and save Se www scheduler co za Page 15 Teacher Capture the details of all your teaching staff The unique field in this is the teacher code which is also used by the timetable to uniquely identify the teacher When a teacher is archived or terminated this code will be made available for reuse The system will mark the Teacher code by attaching a date of termination to it You can capture new teachers by using the Record navigator found at the top of the screen by clicking button 7 shown below whit wt Move to the first teacher record in the database Move to the previous teacher record
55. xams and schedule marks of the learner as per your selection on the right box You can change the display by changing the selection on the right box Progress Report To display the accumulated term marks for the learner These are the final term marks as they will appear on the report card progress report of the learner You can choose the year and term to display Double click on the marks to print Progression To display the list of results for all terms since the learner has joined the school You can add or edit the list by typing the new information Note that you cannot edit or delete the information that was added by the system but only the old information that was manually added Support Staff Capture details of your supporting staff at school The unique staff user code is generated from the current year and increment as more staff is added This user code will be the staff members logging name Absenteeism This is to keep and maintain the records of absenteeism at school You only record the people who are absent as everybody is assumed to be present during schooling days Select to work with Learners Teachers or Support Staff by clicking on the relevant button You must provide the list of reasons for absenteeism to choose from You enter these reasons under Settings Absconded Year to date 01 Jan 2013 27 Mar 2013 K Days 24 Tp 27 Mar 2013 Grade 10 lt All gt e oe T
56. ys Marks This is the main part of this application This is where all the setting and input that has been made come to effect This is the kitchen where they all get cooked Namely e Marks Formula Pass Marks Symbol or Level setup Pass Fail or Condone terminology Assessment Types g Gye gp Class Subject Teacher Grade 10A v LO e lt All gt Grades Life Orientation Marks Capture 49 Sumame Names LeamerlD gt DIBAKOANE Lerato 9611120 DLAMINI Tshepiso H0049 JONES Carda 19950201 JUQULA Unathi 1996050 KGAPOLA Lucky 0094 KHANYILE Phumzie H008 IZLI IAAD AMIC Cu eb annem EE Teache Marks 0001 54 0001 54 0001 43 0001 a4 0001 33 EE We Old Capture Top HES Date ZER EN Mark A Perc Level Mark 11 54 4 E 43 3 L 44 3 C 33 2 E 44 3 E 2 H m Schedule aa AAN C Asfessment C Exam e Se m m oO N Ww W A e LO oO GA N uw N N 1 Select this to switch from listing learners per class to listing learners by grade If this is checked then the list of grades will show in the drop down Select the class grade to list its learners Select the subject to capture or list the captured marks for To list only those learners that are registered for the selected subject To list only those learners marks for selected subject and taught by the selected teacher List the top performers for the selected subject Learners whore scored the highest Marks in the selected subject Se
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