Instructions for completion of Deployment of Teaching Resources (DTR) (Timetabling) Returns 2015/2016

Transcription

1 Instructions for completion of Deployment of Teaching Resources (DTR) (Timetabling) Returns 2015/2016

2 Instructions for completion of Deployment of Teaching Resources (DTR) (Timetabling) returns 1. General Directions 1.1 These instructions are intended as an overall guide only. Detailed instructions on producing the Deployment of Teaching Resources (DTR) (Timetabling) returns are available from the software supplier and are to be made available to each school using the software package. 1.2 DTR returns are a return of each teacher s timetable within the school as of the 1st September. It is a snap shot of the schools timetable on this date. Therefore there is no requirement to await the filling of vacant posts, the position as of the 1 st September is what should be reflected in the September Return. 1.3 Software Packages Schools must generate their returns using software the output of which is compatible with the Department of Education IT systems. The following software packages have been evaluated as compatible for 2014/15: a) Facility Scheduler 13.1 department version 3.1 b) Timetabler 13.1 c) gp-untis 2011 d) SIMS (NovaT): version 6.27 release 3 e) VSWare (EdVal) f) Schoolpod (Behaviourwatch) Other timetabling packages or programs being put forward as meeting the relevant specifications need to be evaluated and approved by the Department's IT Unit in order to ensure delivery of the information. Copies of the specifications have been, and continue to be, available to all interested software developers (contact the I.T. Unit at (01) for details). 1.4 Content of Returns for the Current School Year. A complete DTR return consists of (a) a completed T1 form, duly certified by the Principal / Management Authority, which provides basic school details. The form should be completed in Black Ink and in Block Capitals. This must be retained in a secure manner in the school until requested. (b) data, including teacher data, as specified on the five electronic files referred to in 1.5 below. 1.5 Requirement to check electronic files before storage in the school Please ensure that the correct procedure for the generation of the DTR returns is followed as per the software supplier's instructions. THE BACKUP FILES OPTION SHOULD ONLY BE USED FOR BACKUP PURPOSES AND ARE NOT SUITABLE SHOULD TRANSMISSION TO THE DEPARTMENT BE REQUIRED. The supplier of timetable packages will have provided specific instructions on the procedures for the production of the return and schools are asked to adhere to these instructions. The set of five files produced by the timetable package should contain the following five files only: 2

3 For example: T#schno.##A T#schno.##B T#schno.##C T#schno.##D T#schno.##E TF60561G.15A TF60561G.15B TF60561G.15C TF60561G.15D TF60561G.15E These would be the five files for school roll no G in 2015/16 where the software package used was Facility Timetabler. 1.6 Generation of Returns Timetable returns must be generated on a specific date not later than Friday 18 th September Any difficulties encountered in using the software packages to produce the relevant section of the DTR returns should be raised with the relevant package supplier. 2. Data Requirements 3.1 Overview To ensure that the production of the DTR return for your school is accurate and meets the requirements both of the school and this Department, particular attention needs to be paid when entering the data items listed below. 3.2 School Data Directions School Number Ensure that the correct six-digit number for the school as per the Department's approved list is used. Period Set-up Ensure that the correct period set-up for the current school year has been used. Should your school operate a parallel period set-up (i.e. simultaneously operate different set-ups for different programmes), please contact your software provider. 3.3 Teacher Data Directions Please ensure that all current staff teaching in your school has been included. The following teacher data items are mandatory and need to be checked carefully to ensure an accurate return is submitted: (a) Reference Number - A reference number, in the range 1 to 100, must be assigned to each teacher. The order in which teachers are assigned reference numbers is a matter for local management. (b) Teacher Forename and Surname - Enter both the official forename and surname as used by payroll for the teacher. Vowels with sínte fada should be used where appropriate. For computerised schools please note the software suppliers instructions for the creation of sínte fada. (c) Qualifications - Enter each teacher's teaching qualifications. (d) Gender - Enter the gender for each teacher M for male and F for female. 3

4 (e) Personal Public Service Number (formerly known as R.S.I. Number) - (f) Post of Responsibility - If the teacher holds a post of responsibility, please enter the appropriate code: 1. Principal 2. Vice Principal 3. Grade A 4. Grade B 5. Super B post 6. No post of responsibility 7. Personal Entitlement - Principal 8. Personal Entitlement - Vice Principal 9. Personal Entitlement - Grade A 10. Personal Entitlement - Grade B 11. Deputy Principal 12. Personal Entitlement - Deputy Principal 13. Assistant Principal 14. Personal Entitlement - Assistant Principal 15. Special Duties 16. Personal Entitlement - Special Duties 17. Director Adult Education 18. Personal Entitlement - Director Adult Education 19. Assistant Principal Adult Education 20. Special Duties Adult Education 43. Programme Co-ordinator (g) Capacity - Enter the appropriate code: P - Permanent Wholetime/Incremental T - Temporary Wholetime/Incremental CI - Contracts of indefinite duration RP - Regular Part time PT - Part-time. PF - Teachers employed privately by the school. V - Voluntary Teachers Please note that only teachers are to be returned. A timetable is not to be returned for special needs assistants or H.Dip students. (h) Teacher Job-sharing tick the job-sharing indicator as appropriate. This section applies only to incremental staff. (i) Long Term Absence - In the case of a permanent teacher being on Maternity/Parental/Adoptive/Long Term Sick/Carers/Study Leave or Secondment, a complete return should be made for this individual, giving details of their timetable hours. A return should also be sent in for the substitute teacher using a different reference number. (j) Career Break - Teachers who are absent from the school on career break for the teaching year should not have a return made by the school for them. (k) Other School - In some instances, an incremental teacher may complete his/her requisite hours by teaching in another school. Where this occurs, the appropriate six-digit roll number for the other school(s) should be entered i.e M, 70000S etc. Schools should provide the full details of the teacher's activity in their own school and the time spent in aggregate by the teacher in the 4

5 other school(s). Please also see the non-class contact timetabled hour s section 3.4 (f) below. (l ) Last School - Where a teacher has joined the staff of the school in the current school year, please indicate the school, if any, where the teacher was teaching in the last school year. The appropriate six-digit roll number for the other school(s) should be entered i.e M, 70000S etc. 3.4 Non-Class Contact Timetabled Hours This refers to a teacher's timetabled activity that does not involve the direct instruction / supervision of class groups or which relates to the student body generally rather than to specific class groups therein. Examples may include Principal/Deputy Principal duties, Meetings, Career Guidance, Counselling (one-to-one), Remedial Support, Home School Liaison Duties, Programme Co- ordination, Supervision, Assembly / Registration, Corridor or Break Supervision etc. The above activities MUST NOT be entered into the timetable under class contact. The software provides for the recording of such non-class contact time. Non-Class Contact hours are to be described under the following headings: (a) Home School Liaison - Timetabled hours assigned to the teacher for Home School Liaison duties each day. (b) Guidance and Counselling - Time spent (timetabled) on one-to-one counselling each day. (c) Remedial - As in (b) above (d) Programme Co-Ordination - Where the teacher is timetabled as a co-ordinator for a particular programme, e.g. LCVP, Transition Year, etc. Please specify the programme to which the co-ordination applies and the time spent by the teacher on those duties each day. The programme code must be entered and be a valid code as described in 3.5(b) Class Contact. (e) Other - Where a teacher is timetabled for activities not included at a - d above, the nature of the activity involved must be described e.g. meetings, the programme code to which it applies (where relevant) and the time spent on those duties each day. The programme code where entered must be a valid code as described in 3.5(b) Class Contact. (f) Timetabled hours in other schools - Where a teacher is timetabled to fulfil their hours, either class contact, non-class contact or both, then those hours need to be entered including the school roll number of the other school. (g) Day total daily hours must be entered for (a) to (f) above under the relevant day of the week. 3.5 Class Contact Timetabled Hours For each class contact period, please ensure that the following items have been entered to the software package in respect of the class group concerned: (a) Subject - In the first instance, the code for the subject (as provided on the listing) should be used. If the code is not available, please use the complete subject title, or you may use the code from the department s list, which is closest to your subject. A list of all subject codes, including new codes, is available on the Department of Education website under: Schools and Colleges > School Returns > October Returns Post-primary pupils > What s New > Subject Codes. 5

6 This list can also be accessed at: Codes.pdf Please note in the case of Religion - code Religion Class with no state examination code for main stream Junior Certificate Exam code for main stream Leaving Certificate Exam Resource - Resource is to be entered in class contact hours under the relevant code for the subject e.g. Leaving Certificate English Resource code 001 English & school subject title should read Resource New and redundant codes for the 2014/15 school year are listed hereunder. Subject Code NEW FETAC Award Title OLD Award Code NEW Award Code Level 605 Fashion Design AFDXX 5M Interior Design AIDXX 5M Hotel Reception Operations DHROX DHROX Textiles ATBXX 6M Non FETAC Art, Craft & Design Course AAAAA AAAAA 623 International Contact Centre Service BITSX 6M Non FETAC Business & Administration 629 Course BBBBB BBBBB 630 Applied Science - Food CASFX CASFX Horticulture CASHX 5M Laboratory Techniques CASLT 5M Construction Technology CCONT 5M Control Technology CCTXX CCTXX Electronic Technology CELTX CELTX Horsemanship CHMSX 5M Information Technology CITXX CITXX Golf and Sports Turf Management CGKXX 6M Computer Systems and Networks CNSSX CNSSX Non FETAC Science Course CCCCC CCCCC 645 Community Health Services DCHSX 5M Community Care DCHCC 5M Nursing Studies DCHSN 5M

7 649 Hairdressing DHXXX 5M Sports, Recreation and Exercise DSRXX DSRXX Tourism with Business DTXXX 5M Outdoor Sport and Recreation DOREC DOREC Healthcare Support DHSXX 5M Administration BAXXX 6M Management BMANX 6M Non FETAC Services Course DDDDD DDDDD 663 Media Production EMPXX EMPXX Performing Arts EPAXX 5M Performing Arts - Administration EPAAX EPAAX Theatre Production EPATD EPATD Theatre Performance EPATP EPATP Dance EPADX 5M Non FETAC Media Course EEEEE EEEEE 676 Radio Production ERPXX 5M Film and Television Production ETFPX ETFPX Community Development ECDXX 5M Community Development ECDEV 6M Education & Training EETXX 5M Architectural Technology and Design AATDX 6M Multimedia EMXXX EMXXX Furniture Design and Making AFMRX AFMRX Computer Systems and Networks CCNMX CCNMX Computer Systems and Networks CCNTX CCNTX Youth Work EYXXX 5M Cartoon Animation ACAXX ACAXX Animal Science CASXX 6M Business BBMSX 6M Art AABXX 6M Classical Acting ECACT ECACT Security Operations CSOAX 6M Electronic Technology CETXX 6M Record of Achievement RAXXX RAXXX 700 Arts Administration AAAXX 6M

8 701 Creative Ceramics ACCXX 6M Make-up Artistry EMAXX 5M Media Production EMPRO EMPRO Photography EPHOT 6M Photography EPXXX 5M Fashion Industry Practice AFIPX 6M Tourism with Business DTTXX 6M Art Metalwork AAMXX 6M Sports, Recreation and Exercise DSDCX DSDCX Fashion Design AFDES 6M Applied Ecology CAEXX 5M Legal Studies BLSXX 5M Creative Media ECMXX 5M Interior Design AINTD AINTD Illustration AIXXX AIXXX Professional Arts Practice APAPX 6M Health Services Supervisory Management 721 Skills BSMSX 6M Broadcasting EBXXX EBXXX Multimedia and Web Development EMMWD EMMWD Film and Television Production EFTVP EFTVP Business Management BBMXX 6M Leisure Facility Supervisory Management DLMXX 6M Hotel Front Office DHRXX DHRXX Applied Social Studies 5M2181 5M Art 5M1985 5M Art, Craft and Design 5M1984 5M Office Administration 5M1997 5M Business Studies 5M2102 5M Contact Centre Operations 5M2071 5M Early Childhood Care and Education 5M2009 5M Computer Aided Design 5M1940 5M Creative Craft 5M1981 5M Cultural and Heritage Studies 5M2154 5M Design 5M2208 5M

9 739 e-business 5M0828 5M Engineering Technology 5M2061 5M Furniture Design and Making 5M2012 5M Graphic Design 5M1995 5M Information Processing 5M2067 5M International Trade 5M2111 5M Language and European Studies 5M2073 5M Marketing 5M2069 5M Sound Production 5M2149 5M Motor Technology 5M2145 5M Multimedia Production 5M2146 5M Music 5M2011 5M Agriculture 5M2373 5M Retail Practice 5M2105 5M Security Studies 5M2110 5M Security Systems Technology 5M2109 5M Animal Care 5M2768 5M Business Administration 5M2468 5M Floristry 5M2686 5M General Studies 5M3114 5M Professional Cookery 5M2088 5M Journalism 5M2464 5M Early Childhood Care and Education 6M2007 6M Professional Cookery 6M2099 6M Intellectual Disability Practice n/a 5M Inclusive Education and Training n/a 6M Social and Vocational Integration n/a 6M Beauty Therapy n/a 5M Beauty Therapy n/a 6M Cartoon Animation n/a 5M Horsemanship n/a 6M Information, Advice and Advocacy n/a 6M FETAC Pilot Course Level FETAC Pilot Course Level 6 6 9

10 (b) Programme Code Only the following programme codes should be used; Programme Code Year Junior Certificate 8 1,2,3 Junior Certificate Schools Programme 9 1,2,3 Transition Year 7 1 Leaving Certificate 2 1,2 Leaving Certificate Applied 10 1,2 Leaving Certificate Vocational Programme (LCVP) 4 1,2 Vocational Preparation and Training 2 (VPT2) 6 1,2,3 Core Group VTOS 20 1,2,3 Repeat Leaving Certificate 1 1 (c) Programme Year - Please enter the programme year associated with the class group e.g. 1, 2 etc. (d) Class Size - The number of pupils associated with each class grouping taught by the teacher should be entered. The information sought here is crucial to the planning of appropriate educational services. It is not acceptable to enter spurious data in order to bypass this field. (e) Team Teaching - If there is team teaching please contact your software provider to assist you in entering same correctly. (f) Medium - Where a subject (apart from Irish) is being taught to a class group through the medium of Irish, this fact should be flagged by entering a "G" in the appropriate indicator field. 3. Generation of DTR returns 4.1 DTR returns Generation Guidelines The process of generating the computerised element of the returns will involve the following steps: (a) Entry of all of the necessary data to the software package, as per instructions in Section 3 and supplier s directions. (b) (c) (d) Select the option to produce the Timetables. Select the option to Validate Data. The data to be returned will then be checked by the software package. Where errors are encountered, the relevant error message will be displayed e.g. The payroll number XXXXXXX is invalid. All errors must be corrected before progressing to the next step. When all validation errors have been eliminated, select the Output Entire Returns option in order to generate the computerised element of the returns, comprising: (i) (ii) 5 Timetable Return files named as per 1.5 above A Print Report consisting of: 10

11 a TL1 containing the School Period Set-up a TL3 containing summary details of teaching hours per teacher. Note While the existing software package will still produce this information automatically, such information is for your own records and should not be submitted to the Department. It is very important that all of the above are produced during one run (i.e. without exiting the Output Entire Returns option). Also, any re-printing of teacher details necessitated by printer paper jams etc. should be done before exiting this option. This will ensure that exactly the same data is being used to generate the electronic files and the print report. The required result is that the returns submitted to the Department on electronic files will have the same Run Number printed on each report page and contained on the electronic file. FOLLOWING GENERATION, THE RETURN MUST BE TRANSMITTED TO THE DEPARTMENT VIA THE ESINET PORTAL NO LATER THAN THE 18 th SEPTEMBER A short guide to assist users in uploading the returns via the EsiNet portal is available at: Timetables/Uploading-September-Returns.pdf Information regarding the use of the Esinet site is available at: 11