Teaching School: views, the temporary week and printing

Views, the temporary week and printing

The screen opens from the timetable board and shows the published timetable. Until you publish a version it says that there is no published timetable yet.

• Choose a view: by class, by teacher, "Whole school" (a row for each class, on one page) or "All teachers" (a row for each teacher).
• With the two buttons above the board choose "The regular timetable" or "Timetable for a week".
• Move between weeks with the ‹ › arrows next to the dates of the week, with the button for the current week, or by choosing a date.
• The legend explains the colors in the week view.

The temporary week

The temporary week is the timetable of one week. It lays the absences and substitutions of the chosen week, and the changes made for that week, over the published timetable, and the published timetable itself does not change. When the week ends it returns to the permanent timetable by itself.

• "Substitute confirmed": the cell says who covers the lesson and for whom, and who the regular teacher is.
• "Waiting for a substitute": a substitute was proposed and has not answered yet.
• "Not covered": the lesson has no substitute.
• "Lesson cancelled": the substitution of the hour was withdrawn with "Cancel the hour".
• "Moved lesson": a lesson that was moved, or swapped with another lesson; the cell says which day and period it was moved from.
• "Extra lesson": a lesson added for this week only.
• "Teacher or room changed": the teacher or the room of the lesson was changed for this week.
• If the current version was published after the chosen week began, a note says that the week is shown on it, and lessons that were in an earlier version may look different.

Changing one week

Above the board, in the "Timetable for a week" view, there is "Change the timetable for this week". Choose a kind of change, a class and the slots, and press "Add the change":

• Move a lesson to another slot. A grouped lesson (several classes in parallel) moves as a whole.
• Swap two lessons of the same class.
• Cancel a lesson.
• Add an extra lesson, with a subject, a teacher and a room.
• Change the teacher or the room of an existing lesson.

The system checks the same two rules it checks when it builds the timetable: a teacher is not in two places, and a class does not have two lessons at the same hour. A change that creates a clash is not saved, and the message says where.

• A change is saved as a draft, and only the school's administrators see it. "Publish to teachers" sends an email to every teacher whose lessons changed, and the change appears in the teacher's "My week".
• Every change can be undone with "Undo this change", and "Back to the permanent timetable" undoes all the changes of the week. If they were already published, the affected teachers are told about the undo.
• A change added after publishing returns the week to a draft until you publish again.
• If the permanent timetable was published again after the changes were made, they no longer apply. You can only cancel them and start again.
• A week that is already over cannot be changed, and the number of changes in one week is limited.

Printing

• "Print" prints the view that is shown. "Print all classes" and "Print all teachers" print every class and every teacher on an A4 landscape page, and the timetable of the whole school on one page.
• To save a PDF file, in the print window choose the destination "Save as PDF".
• "Export to Excel" on the timetable screen downloads a version as an Excel file, a sheet for every class and every teacher.
• A teacher can also print her own timetable from her page.

Views and printing, step by step

1. On the "Timetable" screen press the link "Views, week timetable and print".
2. Choose "Whole school" to see all the classes in one table.
3. With the buttons above the board choose "Timetable for a week", and with the arrows go to the week you want to change.
4. In "Change the timetable for this week" choose "Move a lesson to another slot", a class, the lesson and the new slot, and press "Add the change". You can add more changes.
5. Press "Publish to teachers", and the teachers whose lessons changed are told.
6. To go back, undo one change with "Undo this change" or all of them with "Back to the permanent timetable".
7. Move between the weeks with the ‹ › arrows next to the dates of the week.
8. Read the changes by the legend: a substitute's cell says who covers and for whom, and the cell of a moved lesson says where it came from.
9. Press "Print", and in the print window choose a printer or "Save as PDF".