Introduction {SMAIN-5}

2.1.    GENERAL

• The complete lecturing timetable for an institution may be entered into the system. This is used for planning the timetable as well as for a number of SAPSE and other reports.

• The system does not calculate a possible timetable, but rather utilises an existing timetable to check for possible clashes that may occur in a new timetable cycle. Separate timetables may be kept for any number of timetable cycles during the year and timetables of previous cycles can be stored. A number of reports are available to assist in identifying and resolving timetable clashes. The user must enter any changes to the timetable. This obviates the need for the system to “know” about the various extraneous limitations on the timetable, as these are handled outside the system.

• Timetable events can be scheduled for Class, Practical and Tutorial Groups, and are linked to rooms defined in the Space Inventory System.

• There is an option for the on-line validation of the lecturing timetable during registration or, alternatively, the timetable for individual students can be printed by the system. Timetables can also be printed for rooms, lecturers or groups of students.

• Because the system does not actually allocate lectures in the timetable, it is unnecessary to distinguish between a “full-time” and a “part-time” timetable. The system can also function independently of timetable planning that is based on timetable subject groups.

• The scheduling in the timetable is always done in terms of “Groups”. This includes both the valid combinations of Subjects, Offering Types and Class Groups defined in the Academic Structure, as well as the Practical and Tutorial Groups to which students can be allocated in option {SREGC-6}.

• The system provides for separate timetables for different “timetable cycles”. These cycles could be for a single week at a time or for a longer period, such as a month or a three-month period.

• The timetable that is active at any time can be set under option {STIME-1}.

• Menu options {STIME-3, 4 and 5} deal with the “framework” of the timetable, option {STIME-2} with the timetable itself and the other options with reports and validations. ITS supplies a table containing codes for six days of the week, Monday through Saturday. This table cannot be changed by the user, and may be viewed via menu option {STIME-3}.

• The system does not require the timetable to be “perfect” and cases where for example, a group of 56 students are scheduled in a room with 55 seats, may be left as is if so desired.

• This manual may also be used for Distance Education.

 3.    Procedure for Creating a Timetable

The following information should be readily available when a timetable is created:

• A list of all relevant venues in which lectures are to be scheduled, including Building Codes, Room and Floor Numbers. (Refer Reports {SPOPSR1-1}, “Detailed Building Report”, {SPOPSR1-3}, “Detailed Building / Department Report” and {SPOPSR1-4}, “Detailed Building / Category Report”).

• The Personnel Numbers of the responsible lecturers (refer Reports {PAOPR2-1}, “Personnel per Appointment Type” and {PAOPR2-2}, “Personnel per Department”).

A timetable is created as follows:

A.     Select option {STIME-1}, <QUERY>, and set type (T), “Timetable”, to the appropriate Year, Cycle Number, 

        Offering Type, enter the dates and <COMMIT>.

B.     Select option {STIME-4}, “Timetable Cycles” create the records for the Calendar Year, and link them to the 

        appropriate cycles (see Section 2.4 above).

C.     Select option {STIME-5}, “Timetable Periods”, enter the periods for the appropriate Year and Cycle and 

        <COMMIT>. No periods must ever be deleted while still in use in a timetable. It is possible to update the 

        start time as well as the length in minutes, as long as this change is valid throughout the institution.

D.     Select option {STIME-3}, “Timetable Days” and <EXECUTE QUERY> to see the valid days. These records 

        cannot be updated or deleted.

E.     Select option {STIME-2} “Maintain Timetable Detail”:

• Enter a record for every Subject, Offering Type and Group for every day and period in which it is offered;
• <COMMIT> regularly;
• Use <DUPLICATE RECORD> to minimise the amount of information to be entered, changing only                                                                       those fields which differ from the previous record.

F.    Note that each subject may have Class, Practical and Tutorial periods, all of which must be scheduled on the 

       timetable. More than one group may exist for each type of period scheduled, and a separate record must be 

       created for each individual combination.

Select option {STIME2/3}, “Validate Timetable” to resolve any clashes that may have occurred.

• Procedures:
• None