Timetable Period Descriptions for Timetable Display and Roll Marking

To cater for the increasing flexibility required for Attendance Roll Marking, PCSchool has changed the Timetable Period Descriptions setup in Version 2016. Changes require schools to create periods for each day in the timetable. These changes will allow for the number of periods in a day,  as well as the length/duration of them to differ. It allows different cohorts within a school to be marked for different roll periods. A school with students form Years 1 to 12 may have their primary rolls marked for the AM and PM periods, whilst the senior school may mark their rolls by subject period.

An automatic routine will create the initial days once the default Day 0 (zero) has been set up. It is important that the Day 0 contains the maximum number of periods available for any one day. Please contact PCSchool to have this routine run if it has not already been done. A new “Code” field for each period has been added to uniquely identify each line. Below is an example of how the previous version needs to be altered to cater for this new model.

AM/PM roll Marking Only

If your school marks just an AM or AM/PM roll, your timetable cycle days only needs to be set to 1.

  1. Non timetabled schools can set this value to 1

The following lines are needed before having your Timetable Period Header file updated.

Before Updating

BO_PHHD_AMPM

After Updating

Day 0 will be propagated for the number of days in your timetable cycle. Once propagated, the timetable and roll marking looks for the exact day being marked for its times, descriptions and periods set for marking. Day 0 is only being used for things like resource booking headings, as well as for absence review to see what possible periods marking may be found in.

IMPORTANT: It is important that all periods being marked in any other day remain checked within Day 0.

The type ‘F’ means that, if an absence is entered during this roll marking period (AM in this case), the absence will also be recorded against all other periods for that day. In the example above, that would be the PM period. It DOES NOT mark the PM roll, however. If the AM roll is marked, but not the PM, the teacher will get an unmarked roll message.

Schools often wish to mark a partial absence, such as a student leaving after lunch. The example above works well for schools expect the roll to be marked twice a day. Some schools, however, only require the roll to be marked once a day. To avoid teachers receiving an unmarked roll message, the PM period should be changed to type ‘N’.

Although type ‘N’ lines are checked as roll marking lines, they are not required to be marked by the teacher. They are generally used by office admin staff to record a partial absence.

 

 

Example of how periods need to be set up for a single Year Level grouping *C.

The above shows the INITIAL setup prior to duplicating the days. The Day 0, *C MUST be present, as they form the basis for the labelling of the timetable columns.

Once Day 0 has been set up, you need to replicate this to ALL other days in your timetable cycle. Using the “Attendance Flow” control, select ”

Select the Day 0

  1. Day 0, the number of days in the drop-down is governed by the days in your timetable cycle.
  2. Optionally use  a “Day Heading” to rename the default day of the week if you don’t wish the use the defaults.
  3. These are the teaching periods based on a 6 period timetable. If some days differ, always start with the maximum number of periods.
  4. An optional  “Duty” type has been added here for Interval with  a “Time of Day” as 13. Although periods 1 to 12 can be used, periods 13 – 24 cannot be used as roll marking periods so are ideal for these type to timetable entry.
  5. An optional  “Duty” type has been added here for Lunch with  a “Time of Day” as 13. Although periods 1 to 12 can be used, periods 13 – 24 cannot be used as roll marking periods so are ideal for these type to timetable entry.
  6. The periods being used for roll marking have been checked. There “Time Of Day” must be from 1 – 12 for roll marking periods.

With Day 0 selected, press the [Create/Modify] button

  1. Ensure Day 0 is selected for the initial replication. You may wish to replicate other days later.
  2. Select the Year Set you are replicating
  3. Choose the days to replicate to, in this case all days have been selected
  4. Press [Save this list]. This will remove any current settings for this day and replace them with the ones shown.

After propagation, you will see the following.

  1. Original default Day 0
  2. Day 1 – based on Day 0
  3. Day 2 – based on Day 0… (every day will be represented)
  4. The type “Y – Day” has replicated but the description will need editing for the days it does not apply to.

At this stage, individual days can be changed. Roll marking periods can be unchecked for particular days, times changed or periods removed. Day 0 MUST remain as this is used for things like resource booking.

Suppressing periods from “Unmarked Rolls” warning (Australia Only)

There are time when you wish to mark a partial absence, but not require the roll to be marked. Setting a period type to ‘N’ will achieve this.