Options, TimeTabler, StaffCover

 Knowledge Base

   You'll find here the Answers to the most frequent problems encountered by Users.
   If you can't find the answer here, contact the HelpLine.
   You will need to 'allow active content' in the information bar for this page to work properly.
 

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Options answers TimeTabler answers StaffCover answers

      Options answers:

OPT1.  A message says that my licence has expired.

Please click here for more information

OPT2.  How do I Backup on a FlashDrive 'memorystick' ?

First go to FileMenu->Customize Backup & Restore, and select 'Other' and then browse to your FlashDrive or ZipDrive, etc.  See also SC13 below.
Then Backup in the usual way, via FileMenu->Opt-Backup.

OPT3.  How do I enter students' Reserve choices?

On the Populations Screen, tick the box marked 'Allow a Reserve?'.  
An extra Choice box then appears on the Students' Choices Screen, and an extra button appears on the main Assignments Screen ...click its Help button for more details.

OPT4.  I get a message 'Abnormal Program Termination'.

Windows may give this message for any of the 3 following reasons:  
1 - A network printer has been installed to your machine, and set as the default printer, but now you are not connected to the network.  
2 - The 'Compatibility' feature in Windows XP.  Find the program file (TTOpt.exe in C:\OPTwin), then rightclick-> Properties->Compatibility.  Then try each possibility (98, NT, 2000, etc) until one works.  
3 - You have the wrong Administrator's/User's rights. If necessary Uninstall and Re-Install the program as the current User. See also SC14 below.

OPT5.  Not all my (A-level) students will make the same number of Choices.  How do I handle this?

Make sure you enter a Subject called FREE or free. Use this Subject to complete your students' Choices.
If you leave students with no Subject (or '-') then Options assumes that you are waiting for the student to decide on a Choice, and you can never get 100% solutions.

OPT6.  Why does Options seem to ignore the 'max number in each group' that I specified?

Options gives you a Report, to warn you (eg. if a group is 21 when the 'max' was set at 20).  But it lets you decide if this size is acceptable.  And if not, you can use the 'Shuffle', 'Equal', 'Bunch', and 'Split' tools.  And/or you can allow Options to try the 'Reserve Choices', if any.

OPT7.  How do I move from one Population to another?

Go to the Populations Screen, select the one you want.

OPT8.  Can I Delete a Subject after I have started a Pattern?

No.  Leave it in the list (and just ignore it) or it could corrupt one of your Patterns.

OPT9.  When running Auto-Create I sometimes see a solution I could accept, but Auto-Create keeps on going.

To accept any solution before Auto-Create has finished searching, just click on 'Close' and then 'Save-Yes'.

OPT10.  What can I import into Options ?

You can import from your 'MIS' Admin System:  
--a list of Subjects,
--your Students' Names and (optionally) their Choices.
Click on the Help button on these screens for more details.

      TimeTabler answers:

Getting prepared

TT1.  A message says that my licence has expired.

Please click here for more information.

TT2.  What is the best way to clear out old items before starting a new timetable?

See Flowchart K13.

TT3.  How should I Backup my data, for safety?

You should always Backup in TWO ways:

1-- Using the AutoBackup Library .  See Section C15.
You can vary the reminder period between 15 minutes and 5 hours.

2-- Using FileMenu->TT-Backup to an external device (eg. a memorystick, floppy or Zip drive). See page viii.
(NB. Use FileMenu->Customize Backup first, so that TimeTabler knows where your device is.)
See also item SC13 below.
Do this Backup at key stages so that even if you lose your machine you will still have your data!

TT4.  How can I use dual monitors (2 screens)?

Click here to download an illustrated explanation.

TT5.  What is a Curriculum Diagram? How do I draw it?

You need to draw a Curriculum Diagram before you start entering your activities.
Click here for full details of this essential tool.

TT6.  Should I use Container Blocks or not?

The first rule is : Do NOT use Container Blocks unless you have to.
To see whether you need to, look at the diagrams in Section H23 (which do NOT need Container Blocks), and the diagrams in parts C and D of Section H24 which could benefit from using Container Blocks.
The difference is in the number of possible permutations.
If you are still not sure, email the HelpLine and include details of the Blocks you are trying to schedule.

Entering activities

TT7.  How many Batches should I use?

Most people use only 6 to 9 Batches.
It is important not to use small Batches.
Click here for a discussion of the reasons for this.

TT8.  What is the best sequence to load in my Batches?

Click here for an example which explains.

TT9.  How can I test my Batches, to see if I've entered them correctly?

When you've typed in your data for ONE year-group in to a Batch, run a quick 'dummy' schedule, like this:

Start a New Schedule (see Section E1), name it for example 'Trial Year 7', and load in this one Batch.
Assign a few lessons manually on to this schedule (and IF you are using Container Blocks in this Batch remember to R-Reserve some time-slots), and then put it on Auto.  
When it's finished, look at the Printouts ...you'll see at a glance if the data is behaving the way you expect.

Then Delete this trial schedule so your Batch is ready to use in the real schedule. (Edit any changes to this Batch if necessary.)

Do this for each Batch in turn.

TT10.  Where can I find more Hints & Tips?

Click here and also here.

Scheduling

TT11.  Can you explain the Visual Builder Screen?

Click here to see a sheet which reminds you about each part of the Visual Builder Screen.

TT12.  Why can't I put a lesson where I want it to go?

There will be a very good reason for this.  
To see what the reason is, just click on the 'dot row' on the Class Timetable Strip or the Staff Timetable Strip.  These strips are shown on the Visual Builder Screen or by double-clicking on the Priority Screen (see sections E12, E13).
The Report Screen will then tell you exactly why you cannot place the lesson in this position.

TT13.  I'm stuck.  What can I do?

If it's a 'kickout', see the solutions given in Section F6 of the Manual.
If you're not sure how to use TimeTabler contact the HelpLine by email, including details of the problem.
If it is a detailed problem attach your data to the email (see the next FAQ), and also attach a Curriculum Diagram, so that we can see what you are trying to schedule.
We cannot answer detailed problems without this information.

TT14.  How can I send my data to the HelpLine?

Use FileMenu->TT-Backup to Backup your data to a memorystick (or a floppy).  
It gives a single file called TT4data.bak  
Attach this file to your email in the usual way.

Printing

TT14.  How can I add extra labels to my Printouts?

There are several ways to do this:

-- Giving titles to Blocks, see Section H31.

-- Adding 'Set' labels, see Section H32.
You can change them at CustomizeMenu->Set Labels.

-- Adding 'PPA' or other labels, see the Customize Menu.

-- Printing the Block ID letter, see Section J9.

TT15.  How can I get the most compact printouts?

Click here for some examples.

Error messages

TT17.  Error : The Preview Screen (for final printouts) does not display correctly.

If the Preview Screen only shows a small box at the top left, this is because you have not yet installed a printer-driver on your computer.

TT18.  Error message : Abnormal program termination

Windows may give this message for any of the 3 following reasons:

1 - A network printer has been installed to your machine, and set as the default printer, but now you are not connected to the network.

2 - The 'Compatibility' feature in Windows XP.  Find the program file (TT4win.exe in C:\TTwin), then rightclick-> Properties->Compatibility.  Then try each possibility (98, NT, 2000, etc) until one works.

3 - You have the wrong Administrator's/User's rights. If necessary Uninstall and Re-Install the program as the current User.  See also SC14 below.

TT19.  Error message : List index out of bounds

There are 2 possibilities:
1 - A network printer has been installed to your machine, and set as the default printer, but now you are not connected to the network. Setting up a default local printer on the laptop may solve this problem, even though you are not actually connected to a printer.

2 - If it happened during Printing, it may that your Teacher-sort-order has got corrupted ...if so, the solution is to go to "BasicData->Teachers", click on "Sort" and select a sort-order (even if you only re-select the current sort-order) ...then Close and "Yes" to save changes. Then try the print screen again.

TT20.  Error : The HelpScreens don't work with Vista.

There are 2 ways forward:

1. Microsoft have not included the WinHelp Viewer in Vista, but you can easily download it.  Click on:
http://www.microsoft.com/downloads/details.aspx?FamilyID=6ebcfad9-d3f5-4365-8070-334cd175d4bb&DisplayLang=en
and then click on the Continue button.  It will check to see if your copy of Vista is genuine and then download and install the WinHelp Viewer, so that you can see the HelpScreens.
It's only about 600kB so if you have broadband it should be quite quick, about half-a-minute.

2. Or contact the TimeTabler HelpLine for HTML versions of the Helpfiles.

      StaffCover answers:

SC1.  A message says that my licence has expired.

Please click here for more information.

SC2.  How often should I back-up my data ?

You should do it every day, and also after you have made any important changes.
Otherwise, if your PC or laptop has a problem, you could lose days of work.  Go to 'File -> SC-Backup'.
Or on a network arrange for an automatic Backup.
See also SC13 below.

SC3.  Today is Monday 23rd, but StaffCover says Tuesday 23rd – what has happened ?

You need to re-set your calendar, by going to 'CustomizeMenu -> Set-up school calendar'.
Your calendar may need resetting at the start of a new term or half-term, especially if you run a two-week timetable.

SC4.  I get the message ‘27/04/07’ is 'not a valid date'.

Look at the way the date is set up on your computer.
Go to 'Control Panel->Regional & Language options' and look at the date format.
StaffCover expects to see it in the 'British' format of ddMMyyyy.
If you have it in the American format (of mmddyyyy) then 27/04/2004 means the 27th month to StaffCover and so you will get 'not a valid date'.

SC5.  How can I print the number of absences for each member of staff ?

Go to 'Statistics -> Teacher absence records', highlight the required teacher, then click on 'Print details...'
Then select the teacher you require from the 'Print this teacher' drop-down list.

SC6.  I have a teacher who must never do any Cover – how do I tell the program this ?

You can make a teacher unavailable to perform Cover by altering all his/her Period Protection codes to 5.
To do this, go to 'CustomizeMenu -> Teacher Details, find the teacher, then keep clicking on '5' (top-right corner of screen).
For more information on Period Protection codes, see sections J3, J5, J10 in the manual.
If you want to remove a teacher entirely from StaffCover, you can Suspend them. Again, this is done on the Teacher Details Screen.
(Note: setting 'Covers this week = N/a' does not stop the teacher doing cover – in fact, this means there is no limit on his cover).

SC7.  I used a dummy teacher in TimeTabler, but StaffCover is now allocating Cover to her.

Go to 'CustomizeMenu -> Teacher Details', find the teacher, and make sure s/he is Suspended.
(It should say ***S U S P E N D E D*** in red in the top-right corner).

SC8.  How do I cover registration periods ?

To cover Registration there are 2 ways forward:

1. Include a Registration period(s) as part of the timetabled day, in TimeTabler, so then it is carried through into StaffCover as a period to be covered, and appears on the Cover Screen, with a teacher found automatically by the program. Section J13 in the StaffCover Handbook explains how you can specify how this period is to be counted for the Statistics.

2. Use 'Special Duties' slips, ad hoc, manually, by having a (paper) list of free staff who do not have a class to register daily. Section G8 explains how to arrange for them to be counted in the stats.

SC9.  I use your emailing feature to email all my staff with their Cover timetables for today.   But I also want a copy of the email to go to each teacher’s Head-of-Department.  Is this possible ?

Yes … when setting-up each teacher’s email address (on the ‘Customize -> Teacher Details’ screen) put a comma at the end of the email address, followed by the email address of his Head-of-Department.
An email will then be sent to both.  For example: John.smith@myschool.co.uk, hod@myschool.co.uk

SC10.  In the Sixth-Form, we cover L6th but not U6th.

Go to CustomizeMenu -> Cover Options' and select 'Your Sixth form is Year 13 and above' (or whatever year you want).

SC11.  Is there a way to see free alternative Rooms?

Yes. On the Cover Display Screen' (F5 or Shift-F5), right-click & choose 'Edit notes or room'.
You can select the Room from a drop-down list.
Busy rooms are marked with an asterisk*.

SC12.  How can I move the Class to another Room?

Use the same method as in the previous question.
This asks the Coverer (on his Cover Slip) to take the class to a different Room.
(This is a temporary change; if the room for this lesson has changed permanently, then use 'Make small changes to timetable' instead).
To see the room on the F5 Cover Screen, just hover your mouse over the lesson.

SC13.  The default is to Back-up to a floppy-disc ...but I want to use a memory-stick instead.

If you don't use floppy-discs, then you can Backup to any other medium (memory-stick, zip-disc, etc).
For example, to tell StaffCover you would like to back-up to a memory-stick, go to 'FileMenu -> Customize Backup & Restore'.
On the left-hand half of the screen, click 'Other' and then the 'Browse' button (yellow folder) ... then browse to your memory-stick.
Thereafter, all Backups (& Restores) will be to (from) the memory-stick.
(Similarly if you wish to backup to a zip-drive, or a folder on your hard-disc or on the school network, etc).

SC14.  I get a message 'Abnormal Program Termination'.

This message can be caused/cured by any of the following:
1- The ‘Compatibility’ feature in WindowsXP – find the program file (SCW.exe in C:\Cover), right-click and choose 'Properties' then 'Compatibility'. Then try each possibility (95, 98, NT, 2000, etc) until you find one that works.
2- Another possibility is permissions / administrator rights, so make sure everything below C:\TT4Win is NOT read-only.
3- Desktop settings: On the Windows Desktop, right-click, properties, settings, advanced, troubleshoot. Change setting for 'hardware acceleration' ?
4- It can also happen if you installed a network printer on your PC or laptop, and set it to the default printer, but now you are working stand-alone (disconnected from the Network).
5- Try uninstalling and reinstalling the program, but this time as the same User who will be running the program.