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

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

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) 8892103 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

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. 60561G 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 2015. 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

(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. 60000M, 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

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. 60000M, 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

This list can also be accessed at: www.education.ie/en/schools-colleges/services/returns/october-returns/subject- Codes.pdf Please note in the case of Religion - code 217 - Religion Class with no state examination code 220 - for main stream Junior Certificate Exam code 223 - 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 5M3865 5 608 Interior Design AIDXX 5M5054 5 610 Hotel Reception Operations DHROX DHROX 5 612 Textiles ATBXX 6M4368 6 614 Non FETAC Art, Craft & Design Course AAAAA AAAAA 623 International Contact Centre Service BITSX 6M5014 6 Non FETAC Business & Administration 629 Course BBBBB BBBBB 630 Applied Science - Food CASFX CASFX 5 631 Horticulture CASHX 5M2586 5 632 Laboratory Techniques CASLT 5M3807 5 633 Construction Technology CCONT 5M5010 5 634 Control Technology CCTXX CCTXX 5 635 Electronic Technology CELTX CELTX 5 637 Horsemanship CHMSX 5M3371 5 638 Information Technology CITXX CITXX 5 640 Golf and Sports Turf Management CGKXX 6M4330 6 643 Computer Systems and Networks CNSSX CNSSX 6 644 Non FETAC Science Course CCCCC CCCCC 645 Community Health Services DCHSX 5M4468 5 647 Community Care DCHCC 5M2786 5 648 Nursing Studies DCHSN 5M4349 5 6

649 Hairdressing DHXXX 5M3351 5 651 Sports, Recreation and Exercise DSRXX DSRXX 5 652 Tourism with Business DTXXX 5M5011 5 653 Outdoor Sport and Recreation DOREC DOREC 5 654 Healthcare Support DHSXX 5M4339 5 657 Administration BAXXX 6M5013 6 658 Management BMANX 6M4587 6 659 Non FETAC Services Course DDDDD DDDDD 663 Media Production EMPXX EMPXX 5 664 Performing Arts EPAXX 5M5151 5 667 Performing Arts - Administration EPAAX EPAAX 5 668 Theatre Production EPATD EPATD 5 669 Theatre Performance EPATP EPATP 5 671 Dance EPADX 5M4572 5 674 Non FETAC Media Course EEEEE EEEEE 676 Radio Production ERPXX 5M4511 5 677 Film and Television Production ETFPX ETFPX 5 678 Community Development ECDXX 5M3050 5 680 Community Development ECDEV 6M3674 6 682 Education & Training EETXX 5M3635 5 683 Architectural Technology and Design AATDX 6M4989 6 685 Multimedia EMXXX EMXXX 6 686 Furniture Design and Making AFMRX AFMRX 6 687 Computer Systems and Networks CCNMX CCNMX 5 688 Computer Systems and Networks CCNTX CCNTX 6 689 Youth Work EYXXX 5M4732 5 690 Cartoon Animation ACAXX ACAXX 6 691 Animal Science CASXX 6M5153 6 692 Business BBMSX 6M4985 6 693 Art AABXX 6M4029 6 694 Classical Acting ECACT ECACT 6 695 Security Operations CSOAX 6M4980 6 696 Electronic Technology CETXX 6M5129 6 699 Record of Achievement RAXXX RAXXX 700 Arts Administration AAAXX 6M3618 6 7

701 Creative Ceramics ACCXX 6M3617 6 703 Make-up Artistry EMAXX 5M5265 5 704 Media Production EMPRO EMPRO 6 705 Photography EPHOT 6M3732 6 706 Photography EPXXX 5M2094 5 708 Fashion Industry Practice AFIPX 6M4508 6 709 Tourism with Business DTTXX 6M5012 6 710 Art Metalwork AAMXX 6M4206 6 711 Sports, Recreation and Exercise DSDCX DSDCX 6 713 Fashion Design AFDES 6M3706 6 714 Applied Ecology CAEXX 5M5028 5 715 Legal Studies BLSXX 5M3789 5 717 Creative Media ECMXX 5M5048 5 718 Interior Design AINTD AINTD 6 719 Illustration AIXXX AIXXX 6 720 Professional Arts Practice APAPX 6M4029 6 Health Services Supervisory Management 721 Skills BSMSX 6M4978 6 722 Broadcasting EBXXX EBXXX 6 723 Multimedia and Web Development EMMWD EMMWD 6 724 Film and Television Production EFTVP EFTVP 6 725 Business Management BBMXX 6M4985 6 726 Leisure Facility Supervisory Management DLMXX 6M4749 6 727 Hotel Front Office DHRXX DHRXX 6 728 Applied Social Studies 5M2181 5M2181 5 729 Art 5M1985 5M1985 5 730 Art, Craft and Design 5M1984 5M1984 5 731 Office Administration 5M1997 5M1997 5 732 Business Studies 5M2102 5M2102 5 733 Contact Centre Operations 5M2071 5M2071 5 734 Early Childhood Care and Education 5M2009 5M2009 5 735 Computer Aided Design 5M1940 5M1940 5 736 Creative Craft 5M1981 5M1981 5 737 Cultural and Heritage Studies 5M2154 5M2154 5 738 Design 5M2208 5M2208 5 8

739 e-business 5M0828 5M0828 5 740 Engineering Technology 5M2061 5M2061 5 741 Furniture Design and Making 5M2012 5M2012 5 742 Graphic Design 5M1995 5M1995 5 743 Information Processing 5M2067 5M2067 5 744 International Trade 5M2111 5M2111 5 745 Language and European Studies 5M2073 5M2073 5 746 Marketing 5M2069 5M2069 5 747 Sound Production 5M2149 5M2149 5 748 Motor Technology 5M2145 5M2145 5 749 Multimedia Production 5M2146 5M2146 5 750 Music 5M2011 5M2011 5 751 Agriculture 5M2373 5M2373 5 752 Retail Practice 5M2105 5M2105 5 753 Security Studies 5M2110 5M2110 5 754 Security Systems Technology 5M2109 5M2109 5 755 Animal Care 5M2768 5M2768 5 756 Business Administration 5M2468 5M2468 5 757 Floristry 5M2686 5M2686 5 758 General Studies 5M3114 5M3114 5 759 Professional Cookery 5M2088 5M2088 5 760 Journalism 5M2464 5M2464 5 761 Early Childhood Care and Education 6M2007 6M2007 6 762 Professional Cookery 6M2099 6M2099 6 763 Intellectual Disability Practice n/a 5M1761 5 766 Inclusive Education and Training n/a 6M2263 6 768 Social and Vocational Integration n/a 6M2218 6 769 Beauty Therapy n/a 5M3471 5 770 Beauty Therapy n/a 6M3479 6 771 Cartoon Animation n/a 5M5166 5 772 Horsemanship n/a 6M3505 6 773 Information, Advice and Advocacy n/a 6M3115 6 798 FETAC Pilot Course Level 5 5 799 FETAC Pilot Course Level 6 6 9

(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

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 2015. A short guide to assist users in uploading the returns via the EsiNet portal is available at: www.education.ie/en/schools-colleges/services/returns/september-returns-post-primary-teacher- Timetables/Uploading-September-Returns.pdf Information regarding the use of the Esinet site is available at: http://www.esinet.ie/help/esinet/login/logintoc.htm 11