TimeTabler NewsLetter  :  January 2021

If you are no longer the Timetabler, please pass this to the relevant person.
 
If this email is not displayed correctly, in colour, with pictures, please click on the link below:
https://www.timetabler.com/eNewsLetter/NewsLetter--January-2021.html

 
Dear Timetabler,
  
A Happy New Year to all our readers, and we wish you success with this year's timetable, despite the current difficult circumstances.
Our aim is to provide clear and practical Help & Advice to make your timetabling easier this year.
In this month's NewsLetter we have some suggestions for what you should be considering this* month.
 
There's a lot in this NewsLetter - please take 5 minutes to see what is relevant to you.

If you need to send a Support Ticket please see HelpMovie 4. 
The average response time from our Support Centre during 2020 was, amazingly, less than 2 hours.
  
In this issue:
  
Options:
1.  Finalising changes to the curricular structure.
2.  Optional subjects; free White Papers.
3.  Options Booklet & Careers Evening.
4.  Options : Collecting the Choices : using T.O.O.L.S.   
5.  Further uses of Options.
6.  Using Options 2021.  
7. News about options and timetabling for Scottish schools.   

TimeTabler:
8.  News of TimeTabler 2021.           
9.  Some details of the new features.  
10. Employing & Timetabling Part-time staff : some solutions
11. Demo/Tutorial version.
12. New to timetabling ?
13. Starting your next Timetable : How to prepare !

 
This month's Key Topics : Features you may need:
14. Scheduling small schools, Special Schools, and small 'sixth forms'.
15. Class Scheduling Names.

16.  COURSES-- Have you booked yours yet?  On-line?
 

1.  Finalising any new Curricular Structure
 
The NewsLetters for November and December discussed the process of looking at possible changes to the Curricular Structure (eg. the number of Maths 'sets' or options), and this process should now be finalised, so that you can move on to the step of looking at the Options Blocks/Columns. See also items 2 - 5 below.
 
If there are big changes in structure from last year then we strongly recommend that you do a 'What if...?' investigation using TimeTabler [for more details, see the article on this topic in our on-line KnowledgeBase in the Support Centre].
 
If it's a really big change (eg. changing to have the option blocks over two YearGroups or even three) then as well as doing 'What ifs' you should consider employing an external adviser to look at the ramifications and knock-on effects on your school ...for example, the likely high number of split classes in lower Years, which inspectors, parents and pupils will not like.  To contact an Associate for doing this type of assessment see https://www.timetabler.com/inset-courses
 
  
2.  Optional Subjects
 
The next step is to look at the arrangement of Optional (Elective) Subjects. For example, for next year's Year 10 and Year 12. 
Section 3.4 (page 43) in 'The Timetabler's CookBook' discusses the 3 main styles used by schools.

To see more detail about the Options Structures used in other schools, see the free White Paper at:
www.timetabler.com/PDFs/WhitePaper-on-Options-&-TOOLS.pdf
It describes the 3 commonest styles, with 7 variations.

Users in Scotland will also find it useful to download a second free White Paper:              
www.timetabler.com/PDFs/WhitePaper-on-Options-&-TOOLS-in-Scotland.pdf  

 
3.  Options Booklet and Careers Evening
 
If your school provides students with an 'Options Booklet', this will need to be revised to take account of any changes this year in the Subjects to be offered.  See the sample in Section 3.5 (page 45) in the CookBook.
 
It is best distributed in connection with a Parents' Evening, or a Careers Evening if you provide one.   

Many schools now have a Careers section on their web-site, with a page for each department.
Or there are Government pages such as those at the Careers Service, or links to your local 14-19 prospectus.  

 
4 .  Options : Collecting the Choices
 
There are 3 main ways to collect the Choices that your Parents/Students make:

The Choices can be made by the parents/students on-line, from home, via the internet.   This uses a system called TOOLS.  More details at:  www.timetabler.com/TOOLS One advantage of this method is that it saves on paperwork, as the parents/students enter the data for you! They can use their laptop, tablet, iPad, smart-phone, etc. They type in their Subject Choices by 1, 2, 3, etc.   If you have specified in the TOOLS system that you also want one (or two) Reserve Choices, then they are asked to enter an 'R' (and 'S') for these. You have a Control Panel, and when you see that everyone has entered their Choices, you export all the data to Options. The TOOLS System can be hosted by you on your school web-site, or it can be hosted for you for free or for a nominal fee, depending on the features you want.  Details are here. TOOLS 2021 has recently been made available, with new features, as requested by Users on the WishList.    See also the 2 free PDFs offered in section 2 above. Or, TOOLS can be used, as above, but with the Choices entered by the school's Pupil Support Teacher or Guidance Counsellor or Careers Counsellor while discussing subjects with the student. Or, each Form Tutor can enter the details for each student in that form.  Because TOOLS is on-line 'in the Cloud' many people can use it at the same time. And like, the students/parents, Staff can use it from home during lockdown. Or, the Choices can be collected by the traditional method using paper.   In this paper method you distribute an Options Form, which allows the students & parents to indicate their preferred Choices, perhaps with a Reserve Choice.   When you receive all the Choices they are entered into Options software, see below. For more details see page 46 in The Timetabler's CookBook, www.timetabler.com/book

 Whichever way, you may wish to include a sentence with the idea that "every effort will be made but your Choices cannot be guaranteed".
 
The vetting of the Choices and the analysis of the Clash Table, etc, will be discussed in next month's NewsLetter.
 

5 .  Extra Features & Uses of Options

A	Are you looking for ways to save money, by having a less-expensive options scheme?   This is explained in the PDF you can download from: www.timetabler.com/SavingMoney.html with Worked Examples of how to do this in Options (and TimeTabler).  Or you can find it in the KnowledgeBase.
B	Are you looking for ways to reduce bullying?   One way of doing this in upper school is explained in an article in the KnowledgeBase in our 24/7 Support Centre:
C	Are you organising the internal school Exams for upper school?   The most economical way to do this, despite the many optional subjects, is explained in an article in the KnowledgeBase in our 24/7 Support Centre:
D	Are you organising options in Scotland, including perhaps some-but-not-all subjects shared in S4, S56?   See the PDF in the KnowledgeBase on 'Extra Notes on using Options in Scottish schools' :   See also item 2 above and item 7 below.

 
6 .  Options 2021 : Using software to make it much easier
 
The analysis of the students' Choices (see next month) should be swift and easy.
 
If you are using unfriendly software (such as that bundled with your Admin System), or if you are doing it manually, you will certainly find that our Options software will save you a lot of time, and satisfy more students & parents.
 
To see Users' Comments about Options software, click on : www.timetabler.com/comments-more/#options

" Using your software I got 100% satisfaction for student choices for both GCSE options and A-Level options; Something this school hadn't achieved before ! " -User in Cumbria
 

	To see a short video about Options, visit www.timetabler.com/images/Video-OptionsOverview
	To get a free Tutorial version of Options, visit www.timetabler.com/download or send an email to support@timetabler.com
	For details of the Gold-Start Enhanced Support for New Users, visit www.timetabler.com/gold-start

7.  Timetabling in Scotland
Please make sure that, before you start scheduling, you click on the button about 'Timetabling in Scotland', which you will find on the School Structure Screen in TimeTabler  (or click on: www.timetabler.com/scotland )   This gives you access to 16 documents including:
Options:	TimeTabler:
1. Importing your Students' Names from SEEMiS into Options.	6. Importing your Basic Data from SEEMiS into TimeTabler.
2. Collecting students' Choices effectively, in S1, S2, S3, S4.	7. Scheduling S456 with examples, including a Joint 456.
3. Extra Notes on using Options in Scottish schools, 'Levels', etc.	8. Scheduling S3, with examples.
4. Exporting your Students' final Choices into a Letter to Parents.	9. Scheduling S1 and S2 quickly, with Worked Examples.
5. Using Options to create an Exam timetable.	10. How to export your completed timetable quickly into SEEMiS.

  
8.  TimeTabler 2021       
 
The new Upgrade to TimeTabler 2021 will be released at the beginning of February (and TT2020 will stop on 1st March).  
As usual the Upgrade is 'seamless'.
 
You can pre-order the new version, on the Upgrade Order Form at :  
www.timetabler.com/PDFs/TT2021-UpgradeOrderForm.pdf
For more details about the Gold-Start option on the form, see below**.
 

9.  TimeTabler 2021 will have some great new features, based on the WishList items submitted by Users.

New features in TimeTabler 2021 include:
	Part-time teachers      We have deeply involved in a special Project funded by the Department for Education in England (DfE) and Nesta, looking at better ways of scheduling Part-timers for flexible working. See below for more details of the results and the success of this Project.   We identified several new features to help with the scheduling of Part-timers, and these new features are now included in TimeTabler 2021.    The new features, and the illustrated documentation we provide, will help you deal more effectively with this problem in your school.
	A Teacher 'Well-being' Report.
	Filter : the feature on the Visual Builder Screen has been enhanced further.
	Improved / faster way to assign Rooms to your lessons.
	Improved ‘Interleave’ feature for 2-week timetables where the 2 weeks are quite similar.
	Improvements to the Team Combinations analysis.
	Improvements to the Class Timetable Screen and the Lesson Details Screen; an improved analysis of staff teaching time, etc, etc.
	The 'Gold-Start' enhanced support service for New Users continues.**            More details at: www.timetabler.com/gold-start

**Gold-Start Extra Support is included free of charge to all new (first-time) purchasers. 
You can also purchase it, or Gold-Start PLUS, if the school has used the software before, but you are a New timetabler. 
For what it includes see: www.timetabler.com/gold-start
For what it costs see: www.timetabler.com/PDFs/TT2021-UpgradeOrderForm.pdf

10.  Employing and Timetabling Part-time staff

It's clear that school timetables in future will include more - perhaps many more - Part-timers than now ...with consequences for your timetabling. In the DfE/Nesta Project we have developed new methods and smart new features to deal more effectively with the scheduling of Part-time staff.     As a result of our year-long Project we have written a free 20-page 'White Paper' for your information. It is full of Hints & Tips about employing Part-timers, as well as how to timetable them. It's an important document for Timetablers as well as for Headteachers ...and we urge you to pass a copy to your Headteacher.     For more information, and to download this free PDF, click on: https://www.timetabler.com/improvingPart-timers.html

     
11.  The demo/Tutorial version    
The free Tutorial version can be downloaded at: www.timetabler.com/download 
There is a short video at : www.timetabler.com/images/Video-4-Steps-in-TimeTabler
If you have any queries, contact us.

     
12.  New to Timetabling?
 If you are new to Timetabling, or new to TimeTabler, then please click on: www.timetabler.com/New-to-TimeTabler
to see the quickest way to learn about TimeTabler.

'The Timetabler's CookBook' is the essential guide to all aspects of timetabling ...full details are shown at: www.timetabler.com/book

If you need a Glossary to understand some of the terms, see:  www.timetabler.com/PDFs/Glossary.pdf

13.  Preparing for starting a New Schedule
Important Note : when you get to the stage of starting to thinking about next year's timetable, please ensure that first of all you view the HelpMovie on: "Tidying-up last year's data, ready for the new timetable". To view this, click on the HelpMovie Library button in the usual way, then see HelpMovie 8.
It shows you how you can re-use most of your data, and it will save you a lot of time !

14.  Key Topic 1 :  Scheduling small schools, Special Schools, and small '6th Forms'
 
If you work in a school with any of these features, then Worked Example 1 (in Section I of your Manual) can be the best method to use.  It can give you more flexibility.
There is a helpful illustrated Case Study on this, called the 'The Dickens Special School' in the KnowledgeBase in the Support Centre.
 
To see it, click on within TimeTabler,
and then enter 'special school' or 'small sixth' in the Search Box:   
 
 
15.  Key Topic 2 :  Class Scheduling Names
 
These had tended to be a stumbling block for new Users in the past, but the visual & colourful Curriculum Diagram Screen makes it easy now ...and of course you can re-use last year's.
The important thing is to have an agreed clear Curriculum Diagram,
- either on paper (in the style shown in Chapter 2 of 'The Timetabler's CookBook')
- or on a spreadsheet (as shown at https://www.timetabler.com/SupportCentre/CurriculumDiagram.xls).
 
Then (in the first year) you can use the 'wizards' in TimeTabler to simply enter this Curriculum Diagram into the program.

After the first year, just tweak the Curriculum Diagram, if anything has changed.
 
See also Sections D5-D6 in the new Manual, and HelpMovies Nos. 24, 25.    

16.  Courses, On-line and in-school Training: 
 
It's the time of year to be thinking about whether you need any INSET/Training/CPD in preparation for your next timetable.
New timetablers, and experienced timetablers meeting new problems, often need some outside assistance, even if only at a discussion level.
 
We provide a huge range of Help, see https://www.timetabler.com/help, but in addition there is a wide range of On-line Courses and In-school Support that you can choose from, for both TimeTabler and Options.  Here are some of them ...don't delay! It's best to use the courses well before you get involved in the timetabling process!

To help you with this:
	Our Associates can offer you additional Help & Support at 5 levels.  The 5 levels are explained at https://www.timetabler.com/extrasupport
	And we have negotiated a system of Vouchers that will give you discounts of 10% - 33% ! Vouchers can be used for On-line training courses as well as for traditional training.   For more details of these Vouchers and an Order Form, see https://www.timetabler.com/vouchers

We recommend that you take advantage of these offers as soon as possible, before you meet the problems during the timetabling season. 

Some possibilities during this term:

We provide extra Help & Support for you in at least 5 ways:
A.	The (free) Help & Support Centre, which you can access at any time using the Support Centre button on the opening screens.  See HelpMovie 4 for more details.
B.	Gold-Start Support, and Gold-Start-Plus Support, for new Users. More details below.
C.	On-line courses for you to use whenever you wish. More details below.
D.	Courses to attend at the Timetabling Centre in Market Harborough, if you are able to go there.   More details below.
E.	Bespoke Support via Zoom etc, [or on-site in-school support where appropriate] from our expert Associates.   More details below.

B.

Gold-Start webinars ... for Options, for TimeTabler, or for StaffCover Gold-Start Enhanced Support is provided free to all New Purchasers. And it is available to New timetablers who have purchased this extra support on an Upgrade order form or on the order form at: www.timetabler.com/PDFs/Gold-Start-OrderForm.pdf   These 60-minute welcome webinars are provided at various times to suit you. More details at https://courses.mistservices.co.uk/collections?category=welcome-webinars  and full details of Gold-Start at: www.timetabler.com/gold-start   Gold-Start Users are also invited to the regular 'AMA : Ask Me Anything' webinar sessions run by MIST.

C.	On-line Courses : by MIST Timetabling Services
	If face-to-face training & consultancy is not possible, then one answer is to use an On-Line Course. Visit : https://mailchi.mp/8a4c0cb69e93/training-training-and-consultancy-2021 for a summary of your options.   Free – Basic Data course Want to get going with TimeTabler? : then sign-up now for a free course on School Structure, Subjects, Rooms and Teachers at: https://courses.mistservices.co.uk/courses/introduction-to-using-timetabler-part-1-preview The ever-popular Introduction to using TimeTabler – Part 1 and Part 2 are now available as on-line courses, at: https://courses.mistservices.co.uk/courses/introduction-to-using-timetabler-part-1 and https://courses.mistservices.co.uk/courses/introduction-to-using-timetabler-part-2      As well as: https://courses.mistservices.co.uk/courses/principles-of-timetabling These on-line courses have the distinct advantage of being accessible at a time that is convenient to yourself and with no travel.  You can re-watch the materials as many times as you want; all training data is provided so you can follow along just like being on the face-to-face training course.  You will have on-screen instructions; instructions can be downloaded as PDFs and the videos discuss and demonstrate aspects in further detail.  And on completion you get a Certificate.    Sign up and payment via card is straightforward.  Should your school not be able to pay ‘online’, then please contact mist@mistservices.co.uk before signing up and an Invoice can be raised and your access code released. As a school, should you have any outstanding TimeTabler Vouchers (see below) then you can substitute one voucher place for one on-line course.  Should you wish to do this please contact mist@mistservices.co.uk with details of your voucher and the appropriate access codes will be emailed to you.

D.	Courses to attend, mainly at Market Harborough:
	Courses during January       (most are unlikely to occur because of lockdown, but see the on-line versions)
	Principles of timetabling with TimeTabler course :  18 January One day Monday :18 January in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=68
	Introduction to Effective Timetabling in Scotland :  20 - 21 - 22 January Three days (Wed-Fri) : 20 -22 January on-line, with Grant Whytock. More details at:  https://www.ed.ac.uk/education/professional-learning/short-courses-events/effective-timetabling
	Advanced Timetabling with TimeTabler : 21 January One day : Thursday 21 January in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=101
	Courses during February :       (most are unlikely to occur because of lockdown, but see the on-line versions)
	Principles of timetabling with TimeTabler course :  9 February One day Tuesday :  9 February in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=68
	Introduction to using TimeTabler course : Part 1 : 10 February One day : Wednesday 10 February in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=83
	Introduction to using TimeTabler course : Part 2 : 11 February One day : Thursday 11 February in Market Harborough, with Chris Knights-Branch. More details at http://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=134
	Timetabling Workshop day : 23 February One day : Tuesday 23 February in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=88
	Introduction to Effective Timetabling in Scotland :  24 February One days : Wednesday : 24 February on-line, with Grant Whytock. More details at:  https://www.ed.ac.uk/education/professional-learning/short-courses-events/timetabling-curriculum-for-excellence
	Advanced Timetabling with TimeTabler : 25 February One day : Thursday 25 February in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=101
	Courses during March :      (lockdown permitting, but see the on-line versions)
	Free Webinar on TimeTabler 2021 – the New Features : 8am 11 March A free webinar for you to learn about new features in TimeTabler 2021. Thursday, 11 March, 8.00 am for approx 1 hour Chris Knights-Branch will be giving a free preview of the new features that are in TimeTabler 2021.  More details and sign-up at : https://bookings.mistservices.co.uk/lite/tt2021
	Student options/electives using Options software :  11 March One day on Options : Thursday 11 March in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=84
	Principles of timetabling with TimeTabler course :  15 March One day : Monday 15 March in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=68
	Introduction to using TimeTabler course : Part 1 : 16 March One day : Tuesday 16 March in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=83
	Introduction to using TimeTabler course : Part 2 : 17 March One day : Wednesday 17 March in Market Harborough, with Chris Knights-Branch. More details at http://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=134
	Timetabling Workshop day : 25 March One day : Thursday 25 March in Market Harborough, with Chris Knights-Branch. More details at https://www.mistservices.co.uk/Services/timetabling_course.aspx?servId=88
	Have you booked your place(s) yet?  Don't leave it too late.
	For details of discounted Vouchers usable for the courses or for on-site help, see  https://www.timetabler.com/vouchers

E.	Bespoke in-school and on-site Support
	In-school 'bespoke' help is available from Chris Knights-Branch, Peter Knights-Branch and several other TimeTabler Associates including: John Clark, Debbie Hayton; in Ireland : Liam O'Brien; in Scotland : Terry Howe, Derek Simpson, Neil Farquharson; and in China : David Miles.   They can also usually use Zoom, which allows you to share screens, and you can be anywhere in the world within compatible time-zones.   Contact details for Associates at : https://www.timetabler.com/inset-courses
	If the standard help & support is not enough, but you don't need (or can't spare the time for) a full day workshop/consultancy, you might just need a point in the right direction, in which case a 1-hour Remote Support session could be your best option.  See :  https://mistservices.co.uk/Services/timetabling_course.aspx?servId=98 MIST also offer half-day consultances : details at:  https://www.mistservices.co.uk/Services/Consultancy_services.aspx
	For details of discounted Vouchers usable for the courses or for on-site help, see  https://www.timetabler.com/vouchers

	If you are New to TimeTabler  please click on: https://www.timetabler.com/New-to-TimeTabler/
	And if you are new to timetabling, then we recommend that you look at some of the underlying principles, in "The Timetabler's CookBook", see https://www.timetabler.com/book/

Best wishes,
 
Chris Johnson
Keith Johnson
and the rest of the Team

PS1.  If you know another timetabler, who might be interested in the contents of this Newsletter, please feel free to forward it to them.
 
PS2.  To see last month's Newsletter, click on: www.timetabler.com/eNewsLetter/NewsLetter--December-2020.html
You can 'daisy-chain' back to earlier NewsLetters.
 
PS3.  Next month's Newsletter (February) will look at vetting Options Choices; the Clash Table and deciding the Options Blocks with Auto-Create.
 
PS4.  Please ensure that you use  > Check for Updates  regularly, so that you always have the very latest version of the software.  Make sure you keep up to date !

PS6.  If you aren't the school timetabler (eg. you simply placed the order on their behalf) please let us know the appropriate details and we can update our records.
 
* PS6.  This Newsletter is geared to the second term in the UK.  Our apologies to our international Users, but we hope that you will save this Newsletter until the appropriate time of year for you.

To unsubscribe from this eNewsLetter list, please contact : keith@timetabler.com