Understanding the timetable setup process

TABLE OF CONTENTS

• Setup
• Timetable components
• Lead time for timetable rollouts
• Re-enabling the timetable sync process
• Changing to a different timetabling system
• Timetable permissions

Setup

The timetable set up process involves creating a Timetable structure (start date, end date etc), setting up the days for the timetable (non-teaching days, term breaks etc), and syncing or creating classes and student enrollments into those classes.

Please note the steps in the timetable setup process may differ slightly depending on whether the school uses an external timetabling system and how the synchronisation process has been setup.

The step-by-step guides for the timetable rollout process are available in the following articles:

• Timetable Setup Guide

Timetable components

• Timetable structure: The Timetable structure is used to specify the timetable code, timetable start date and end date, period times and codes, cycles codes and group number. The Timetable structure is created or cloned through the Timetable management page under 'Cycle/period setup'.
• Calendar: The Calendar is used to specify the term start and end dates, non-teaching days, day swaps and exceptional days. The calendar is setup and applied (deployed) through the Timetable management page under 'Manage days'.
• Sync process: The sync process draws timetable data into SEQTA from external timetabling systems and timetable export data uploaded into Sync UI. The sync process is setup and enabled through the Timetable management page, Manage sync sub-page.

Lead time for timetable rollouts

It is recommended the timetable setup be done in SEQTA at least two weeks prior to the commencement of classes. This allows sufficient time to resolve any issues that may arise with the rollout process and make any last minute changes to the timetable.

The timetable does not need to be finalised in the School's Timetabling system to start the timetable setup process in SEQTA. If required, the timetable can be rolled out without rolling students into the new school level by disabling the 'student' component of the Sync.

Re-enabling the timetable sync process

The sync process will only run if there is a timetable period assigned to the sync profile with an end-date in the future. For example, the sync will no longer run once the end date of the semester two timetable period has passed, until such time as a new timetable has been added.

Changing to a different timetabling system

Please raise a ticket with the SEQTA Service desk if changing to a different timetabling system or making other major changes to the timetable setup. The more notice the better, as changes to the Sync code will need to be scheduled to ensure they are made in time for commencement of classes.

Timetable permissions

Please refer to the article Timetable and class creation permissions for details on required permissions.