Coordinator of Education and Training Programs

Transcription

1 l Coordinator of Education and Training Programs Celcat Entering Timetable sessions Once the roll creation and EFT have been processed in UE you will need to allow at least 15 minutes for the data to flow through to Celcat. Open Timetabler Client Once Celcat opens, ensure that the toolbar indicates the current year, as shown below. Also, if you have entered sessions where there have been clashes, a Logged Clashes page will automatically appear, do not close this page, but it can be minimised while you enter additional sessions. Sessions.Docx 1

2 To start entering sessions, select the EFT icon on the main toolbar. If you hover your mouse over the icons a description of that icon will appear. To enter sessions, search for the relevant EFT that you are entering sessions against, by selecting the Find/Search icon. Sessions.Docx 2

3 Enter the unique name of the EFT, highlight the relevant EFT, then select OK. Select the Timetable tab Sessions.Docx 3

4 Using the information recorded on the roll creation, place your cursor in the grid on the relevant day and timeslot of your first session, for example: Hover your mouse over the grid placement of your first session, then right-mouse-click. The following dialogue box will appear. Depending on the length of the session, it may depend which session you choose. That is, if it is one-hour select Add Session ; if it is two-hours select Add Session (2 periods) ; if it is three-hours select Add Session (3 periods). However, please note that the length of the session can be changed once you are entering information, if required, so does not matter if you select an incorrect session. Sessions.Docx 4

5 Enter information in the following fields as according to the roll creation Rolls, Rooms, Staff, Time, Weeks, Session Category, Cost Centre and Notes (if required). Please note that the EFT information should automatically appear and this is necessary to link the information back to this particular EFT. If it does not appear you may need to start the process again. The first time you use Celcat, a dialogue box will appear regarding Fixed Assets, select Always Yes. This dialogue box should not appear again. Sessions.Docx 5

6 Entering rolls : You can start typing the roll number information in the roll field and a Resource Management Rolls dialogue box will appear. Otherwise, click your cursor once in the rolls field and this box will appear. As you start typing the unique name of the roll number, roll information will appear in the table below. You can then scroll through the list to locate the relevant roll number, otherwise, type the full roll number and once the relevant roll has been selected, either press enter or select OK. Sessions.Docx 6

7 Entering rooms : You can arrow or tab down to the next field and start typing the room number information in the room field and a Resource Management Rooms dialogue box will appear. Otherwise, click your cursor once in the rooms field and this box will appear. As you start typing the unique name of the room number, room information will appear in the table below. You can then scroll through the list to locate the relevant room number, otherwise, type the full room number and once the relevant room has been selected, either press enter or select OK. Sessions.Docx 7

8 Entering staff : You can arrow or tab down to the next field and start typing the staff members first name in the staff field and a Resource Management Staff dialogue box will appear. Otherwise, click your cursor once in the staff field and this box will appear. As you start typing the first name of the staff member, staff information will appear in the table below. You can then scroll through the list to locate the relevant staff member, otherwise, type the full name and once the relevant staff member has been selected, either press enter or select OK. Sessions.Docx 8

9 Entering time : You can arrow or tab down to the Time field or click your cursor into this field. If the time scheduled is correct you can go to the next field. However, if you need to amend the times scheduled, press enter or mouse click in the time field and an Event Time dialogue box will appear. Change the times as according to the roll creation. If you need to enter a class start time of 11:30 (for example), this is the area in which to do so. Once you have entered the relevant time slot, press OK. Sessions.Docx 9

10 Entering weeks : You can arrow or tab down to the Weeks field and press enter or click your cursor into this field, then a Session Weeks dialogue box will appear. To select the weeks you need for your session, it is easier to delete the information displayed in the weeks field then manually type the specific weeks that are required, otherwise you can tick the weeks needed if preferred. Please note that the week number as listed on the College calendar would generally match the week number listed in Celcat. Once you have selected or entered the week numbers you require, press enter or OK Sessions.Docx 10

11 Entering Session category : You can arrow or tab down to the Session category field and press enter or click your cursor into this field, then a Select session category dialogue box will appear. If you know what the category is, you can start entering the name in the Session category field and this dialogue box will appear. Select the appropriate category, the press OK or enter. Sessions.Docx 11

12 Entering Cost Centre : You can arrow or tab down to the Cost Centre field and press enter or click your cursor into this field, then a Select Cost Centre dialogue box will appear. If you know what the Cost Centre is, you can start entering the code in the Code Centre field and this dialogue box will appear. Select the appropriate code, the press OK or enter. Sessions.Docx 12

13 Entering Notes : You can arrow or tab down to the Notes field or click your cursor into this field, then type any notes necessary for this session. Notes may be beneficial for courses that are being delivered off-campus and can indicate in this section where the students may be located during the session. Once all the information has been entered, press the Assign icon or Ctrl-S, to save the information entered, then close the Session. Sessions.Docx 13

14 If Celcat ascertains any issues with the session that has just been entered a report will appear (similar to that shown as below). These generally may be in terms of room or staff clashes. If a room or staff clash does appear, press exit and once all sessions have been entered for the EFT, information will need to be supplied to the relevant academic area regarding all clashes, so that they can advise whether any amendments need to be made. Another report that may appear is similar to that shown below, where the clash type listed is room too small, further action does not need to be taken, so Exit from this screen. Then close the Session screen. To enter additional sessions, repeat the above process for every session recorded on the roll creation. Sessions.Docx 14

15 Clash Report Once all sessions have been entered, and Celcat ascertained that there were clashes (room, staff, etc), a Logged Clashes screen will appear once you have closed the timetable screen. To print this report, select the Print Current Window icon on the menu bar. Sessions.Docx 15

16 Select the Adobe PDF as the printer name and select OK. Alternatively you can select a printer to print the document then you will need to highlight the specific clashes that relate to the specific EFT that you have entered to forward the information to the academic area. Browse your computer folders to locate where you wish to save the clash report, change the filename, then press Save. Sessions.Docx 16

17 A creating Adobe PDF dialogue box will appear briefly, then the electronic saved copy of the PDF document will appear. Highlight the clashes that relate specifically to the EFT that you have just entered sessions against. To do this, select the Highlight text icon on the menu bar Place your cursor at the starting point of the text you wish to highlight then click and hold down the left-mouse button and drag your cursor over the text to be highlighted. Once all text has been highlighted release the button on your mouse. Sessions.Docx 17

18 Once the clashes have been highlighted, save the document by selecting the Save icon on the menu bar. This document should now be forwarded to the academic area to alert them to the clash/es that has been ascertained by Celcat as there may need to be some changes made to the scheduling of the timetable. Close (or exit) from the PDF document and you will return to the Celcat main screen. If you need to enter sessions or print additional reports, repeat the above processes. Alternatively close (or exit) Celcat. Sessions.Docx 18