TimeTabler NewsLetter  :  March 2020

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Dear Timetabler,
  
As the tempo starts to speed up, here are some suggestions for what you should be considering this* month.
Please take a few moments to see what is here to help you.

Note: If your school is closed due to the coronavirus, the Licence allows you to install a second copy of TimeTabler or Options on your home machine (and then transfer the data, before and after, using a memory stick or Dropbox etc, as explained in HelpMovie 10).
 
In this issue:
 
Options:
1.  Completing the Options process : Counselling students.
     Exporting the data to TimeTabler or to SIMS, iSAMS, PASS, Bromcom, etc.
 
TimeTabler:
2.  Are you New to Timetabling?
3.  Have you moved from a different timetabling program?
4.  Getting Help.
 
5.  How do I ... ?
6.  Getting a New QuickStart Guide or a New Manual.
7.  Key documents to help you this year.
8.  Timetabling in Scotland : Importing to SEEMiS
 
 Re-using last year's data, to save your time :
9.  Cloning & Promoting.
10. Entering/Editing your Curricular Structure.
 
 Collecting your Staffing Data :
11. Preparing Heads of Subjects.
12. Doing a Curriculum Audit.
13. Collecting the Data : Staffing Proformas
14. Vetting the Data.

15.   Courses / Training / CPD / INSET -- Have you booked yours yet?
 
 This month's Key Topics  : Features you may need this year:
16.  Dealing with Registration.
17.  Vertical groupings; Mixed-age groups.
18.  'HomeRooms' for younger classes.
19.  Scheduling a Senior school and Junior school with shared staff.
20.  Timetabling in a Primary school or a Prep school.
21.  Container Blocks - do you need them?
22.  Topics covered in recent NewsLetters.
 

1.   Options : Completing the process
 
You will be wanting to complete the Options process this month (or perhaps next month).  This will involve counselling any students who haven't yet been fitted.
Use the Review & Counsel button:  
See Worked Examples 3 - 9 on pages 29 -31 of the Options Handbook. You can download the latest version of this Handbook at:  www.timetabler.com/Options-Handbook.pdf

You may also want to use the MailMerge feature of Options to inform Parents of their child's Subjects.
For more details click on the Support Centre button:
and then type 'MailMerge' in the Search Box:  

 
When your Options blocks are complete, you can import them into TimeTabler (see the top area of the Curriculum Diagram Screen).

 
To import all your students' final Choices into SIMS .net or iSAMS or Progresso or Bromcom or WCBS/PASS
see the PDF articles in the KnowledgeBase in the Support Centre: 
           
 
            

TimeTabler
 
2.  Are you New to Timetabling?
 
If so, see www.timetabler.com/New-to-TimeTabler
And as well as The Timetabler's CookBook, there are several articles in the to help you.
 
For example, type 'new to timetabling' in the Search Box:
If you are enrolled on the Gold-Start enhanced Support programme, then we will have been in touch by email or phone to tell you how to access that extra personal support.
  

3.  Have you moved from a different timetabling program (Nova or Facility)?
If so, then see the article on this topic :   It lists 10 Advantages of using TimeTabler.

5.   How do I ... ?   It's easy to overlook some of the features in TimeTabler, so we have compiled a list of them, and how to access them.   Click here to download the latest list.   You'll find it very useful to have at hand throughout the timetabling season. It's a quick reminder of how to access any of these 80+ features that you might need.

6.  Getting a New QuickStart Guide or a New TimeTabler Manual
You can download a copy of the latest (2020) version of the QuickStart Guide. Click on then      or, click on and enter 'QuickStart' in the Search Box:
If your ringbinder printed Manual is old and out of date [see its page 1], or tattered, you can order a new Manual via:
If you wish to pay for it by credit-card, visit www.timetabler.com/paypal

7.   If you feel that last year's timetable was less than perfect,      here are some key focussed documents to help you consider how to get a better result next time :
Timetabling in Scotland, S1/2/3/4/5/6
	Visit  www.timetabler.com/scotland  to see a range of documents on Scottish topics.
Timetabling Consistently-setted groups in Years 7 - 11
	See Section H24 in your printed Manual, and the PDF article in the KnowledgeBase:
Timetabling Container Blocks in the Sixth Form
	See Section H25 in your printed Manual, and the PDF article in the KnowledgeBase:
Timetabling IB groups (International Baccalaureate)
	See the PDF article in the KnowledgeBase:
Timetabling Part-time staff, Job-sharing, Flexible working
	See Section C15 in your printed Manual, and the PDF article in the KnowledgeBase:
Timetabling Assistant teachers and special Rooms
	See Section D6 in your printed Manual, and the PDF article in the KnowledgeBase:
Feasibility tests
	See Sections D19-D30 in your Manual, and the PDF article in the KnowledgeBase:
Timetabling a Primary school, Junior school, or a Prep School
	See the PDF article in the KnowledgeBase:
Timetabling a Junior school linked to a Senior School
	See the PDF article in the KnowledgeBase:
Timetabling an Alternative curriculum for some students, eg. a withdrawal unit
	See the PDF article in the KnowledgeBase:
Timetabling a Special school or a Pupil Referral Unit
	See the PDF article in the KnowledgeBase:

9.  Re-using last year's data : Cloning & Promoting

After you have entered your curricular structure, in the first year of using TimeTabler, you do NOT have to enter it again. You just re-use it, as follows:

Step 1. You can 'Clone' any of the (current) Batches to keep the Curricular Structure while stripping off (or keeping) last year's Teachers. You may wish to keep Year 10 (and Lower Sixth) staff (for step 2 below) but strip off all others. Go to -> ->              or

Step 2. You can 'Promote' last year's Year 10 (for example) to become this year's Year 11. Go to ActivitiesMenu -> Promote a Batch or go to -> ->

Step 3. Then on the Curriculum Diagram [see D5, D22 in the latest Manual] you can: (i) Edit/change the structure [just double-click on any item] ...you'll need to do this for any changes in the Option Blocks, and (ii) Add the Teachers later, when you know who they are (see below).

All these steps are shown in full in HelpMovie 8 : "Tidying up last year's data, ready for the new Schedule".    It's important to view this HelpMovie before you start your new timetable.

10.  Editing / Entering your Curriculum Diagram (curricular structure) into TimeTabler   If this is the first year that you are using TimeTabler, then you need to enter the curricular structure of your school, in a Curriculum Diagram.  This only needs to be done once, in the first year. You can do this using the 4 'wizards':    At this stage you can just enter the structure ...and then add the Teachers later when they are known, (see below, and sections D5, D6 in the current Manual).   To Edit/correct an existing item just double-click on it (on the Curriculum Diagram).  See the HelpMovie

 Collecting your Staffing Data
This can be done using paper, or electronically [see The Timetabler's CookBook, Chapter 6]. 
Electronically, in 3 steps, use these buttons on the Curriculum Diagram Screen:

12.  Doing a Curriculum Audit   Once you have finalised your Curriculum Diagram, you need to do a Curriculum Audit, as described in Sections 6.1 - 6.2 of The Timetabler's CookBook, to see whether the curriculum can be covered by existing expertise (and any staff due to be appointed).   You can do this: --by going to the Staff Planning Centre in TimeTabler:  --or by clicking on the button on the Curriculum Diagram Screen (see section D22 in the latest Manual, and HelpMovie 27), --or you can use the spreadsheet provided with the CookBook, see sections 6.3 - 6.4 in the CookBook.

13.  Collecting the Staffing Data : Staffing Proformas      This feature in TimeTabler allows you to collect the Staffing Data from your Heads of Subjects, electronically. In outline, after pressing  the steps are:
	TimeTabler produces a proforma Spreadsheet for each Head of Department/Subject.  This spreadsheet shows which TeachingGroups the Head of Department is responsible for staffing.
	You send the spreadsheets to your Heads of Department, via email. They enter directly on to the spreadsheet who should teach each group.   [Alternatively, you use the spreadsheet as the basis of a meeting with the HoD, and fill in the spreadsheet together.]
	When the spreadsheets are returned to you, you import them into TimeTabler, and the staffing details are assigned automatically to each TeachingGroup. The Heads of Department/Subject have done the typing for you! A great time-saver, only available in TimeTabler.
Full details are explained in HelpMovie 27.

Alternatively you can give out your traditional printed forms to HoDs, see sections 6.5 - 6.7 in the CookBook.
Then when you have received the final Staffing data, you can add the Teachers to the Curriculum Diagram, manually, using the 'Staffing' Tab in each wizard.

14.  Vetting the Staffing Data

This is probably a task for next month, but be aware of the next steps, see Section 6.6 and Chapter 7 in the CookBook.

In TimeTabler you will use the Staff Loading Chart to do this checking.

15.  Courses & Training:
 
Have you planned ahead to any Courses or Training you may need before your timetabling season starts?
Or do you want to attend a workshop session to really get stuck into your timetabling without distractions at school?
Here are some of the possibilities, but don't delay as they are usually small groups with limited places:

	Gold-Start webinars ... for Options, for TimeTabler, or for StaffCover Gold-Start Enhanced Support is provided free to all New Purchasers. And it is available to New timetablers who have purchased this extra support on an Upgrade order form or on the order form at: www.timetabler.com/PDFs/Gold-Start-OrderForm.pdf   These 60-minute welcome webinars are provided at various times to suit you. More details at www.mistservices.co.uk/Services/timetabling_course.aspx?servId=129  and full details of Gold-Start at: www.timetabler.com/gold-start   Gold-Start Users are also invited to the regular 'AMA : Ask Me Anything' webinar sessions run by MIST.
	During March :
	Advanced Timetabling with TimeTabler : 6 March One day : Friday 6 March in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=101
	Principles of timetabling with TimeTabler course :  9 March One day : Monday 9 March in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=68
	Timetabling Workshop day : 12 March One day : Thursday 12 March in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=88
	AMA : Ask Me Anything : 13 March : Free Open webinar for those who have enrolled after attending a course at Market Harborough or using Gold-Start.
	Student options/electives using Options software : 17 March One day on Options : Tuesday 17 March in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=84
	Principles of timetabling with TimeTabler course :  30 March One day : Monday 30 March in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=68
	Introduction to using TimeTabler course : Part 1 : 31 March One day : Tuesday 31 March in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=83
	During April :      (but book now)
	Introduction to using TimeTabler course : Part 2 : 1 April One day : Wednesday 1 April in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=134
	Advanced Timetabling with TimeTabler : 2 April One day : Thursday 2 April in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=101
	Timetabling Workshop day : 3 April One day : Friday 3 April in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=88
	AMA : Ask Me Anything : 3 April : Free Open webinar for those who have enrolled after attending a course at Market Harborough or using Gold-Start.
	(holidays)
	AMA : Ask Me Anything : 20 April : Free Open webinar for those who have enrolled after attending a course at Market Harborough or using Gold-Start.
	Scheduling Part-timers : 22 April One day : Wednesday 22 April in Market Harborough, with Chris Knights-Branch.                  More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=136
	Principles of timetabling with TimeTabler course :  27 April One day : Monday 27 April in Market Harborough, with Peter Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=68
	Introduction to using TimeTabler course : Part 1 : 28 April One day : Tuesday 28 April in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=83
	Introduction to using TimeTabler course : Part 2 : 29 April One day : Wednesday 29 April in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=134
	Advanced Timetabling with TimeTabler : 30 April One day : Thursday 30 April in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=101
	Have you booked your place(s) yet?  Don't leave it too late.
	In-school on-site Support In-school 'bespoke' help is available from Chris Knights-Branch, Peter Knights-Branch and several other TimeTabler Associates including John Clark, Debbie Hayton, Mervyn Wakefield, Paul Murphy; in Ireland : Liam O'Brien, and in Scotland : Terry Howe, Derek Simpson, Neil Farquharson.   Contact details for Associates at : https://www.timetabler.com/inset-courses
	For details of the MIST Timetabling Academy in Market Harborough, see www.mistservices.co.uk If the standard help & support is not enough, but you don't need (or can't spare the time for) a full day workshop/consultancy, you might just need a point in the right direction, in which case Remote Support could be your best option.  See :  https://mistservices.co.uk/Services/timetabling_course.aspx?servId=98 MIST also offer half-day consultances : details at:  https://www.mistservices.co.uk/Services/Consultancy_services.aspx
	For details of discounted Vouchers usable for the courses or for on-site help, see  https://www.timetabler.com/vouchers

	If you are New to TimeTabler  please click on: http://www.timetabler.com/New-to-TimeTabler
	And if you are new to timetabling, then we recommend that you look at some of the underlying principles, in "The Timetabler's CookBook", see http://www.timetabler.com/book

17.  Key Topic 2 :  Vertical (mixed age) groups,  eg. for joint Games
It is better to not use the method of Section H30(a) in your Manual. It is much better to use the 'Vertical Class' tick-box on the Classes Screen (sections C10, H30(b) and HelpMovie 17):     For more details and examples,   --Click on the Help button on the Classes Screen, then click on the 'Vertical Class' area,
--Or type 'combining' or 'vertical' in the KnowledeBase Search Box:
--Or see HelpMovie No. 17.

18.  Key Topic 3 :  'Home Room' (classroom base) for younger pupils

To use this feature, and to see when HomeRooms take precedence over specialist rooms,   --See Section H45 in your Manual,   --Click on the Help button on the Classes Screen (C10) in Basic Data,   --See HelpMovie No. 18.

21.  Key Topic 6 :  Container Blocks : Do you need them?

Container Blocks are very powerful, but may also be very complicated. While you are finalising your Curriculum Diagram you need to decide whether you need to use Container Blocks or not. We strongly advise you not to use them unless you need to.  There is now a better alternative for most cases (except the Sixth Form, where Container Blocks work well). To see the new method, called Consistent Grouping ID, see section H24 in the latest manual and see the PDF of Worked Examples in the KnowledgeBase.   See HelpMovie No. 46 which explains this.     There is full documentation for this Consistent Grouping method at ->   However if you decide that you do need to use Container Blocks (eg. in the 6th Form), and you are sure, then see: --Sections H24 - H25 in your Manual, and --Worked Examples 9, 11, etc in Section I, --and HelpMovie No. 47.

22.  Topics covered in these NewsLetters.
 
Earlier NewsLetters discussed Part-timers (October); Curriculum Planning (November); Teacher Pools; Dual Monitors; Fixed Points (December); Class Scheduling Names; Small schools (January); 2-week cycles, Staggered Lunches (February), etc.
 
You can access these earlier NewsLetters via a link below.
 
In addition there are over 300 articles in the KnowledgeBase in the

 
Best wishes,
 
Chris Johnson
Keith Johnson
and the rest of the Team

PS1.  If you know another timetabler, who might be interested in the contents of this Newsletter, please feel free to forward it to them.
If you are not yet a Subscriber, but wish to be put on the list, please contact : keith@timetabler.com
 
PS2.  To see last month's Newsletter, click on: www.timetabler.com/eNewsLetter/NewsLetter--February-2020.html
You can 'daisy-chain' back to earlier NewsLetters.
 
PS3.  Next month's Newsletter (April) will look at Checking your Batches of data; Doing 'What if...?' investigations, etc.
 
PS4.  Please ensure that you use  > Check for Updates  regularly, so that you always have the very latest version.  Make sure you keep up to date !
 
* PS5.  This Newsletter is geared to the second term in the UK.  Our apologies to our international Users, but we hope that you will save this Newsletter until the appropriate time of year for you.

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