How to use Daily Organisation

The Daily Organisation lets you handle day-to-day daily organisation tasks in a comprehensive fully-featured package. To use the Daily Organisation feature you must be using XUNO for your roll-marking. For more information please contact us on 1300 067 478.

  

Summary of Features

  • All standard Daily Organisation features including assigning replacement teachers, extra’s, in-lieu's, under allotted, and more
  • Class cancellations, room availability changes, and staff absences
  • Yard duties – import from timetable and/or assign within XUNO
  • New industry leading “pending” features – make all of your changes without affecting the timetable, then when you are happy publish them to your timetable
  • Handles unique timetabling scenarios such as team teaching, composite classes and more
  • Automatic email and/or SMS alerts to students and staff affected by daily organisation changes
  • Teacher can perform room swaps without involving the Daily Organisation person
  • Easy coloured-coded system for alerts and changes, as well as staff Dashboard alerts.

  

In this article

  

PENDING CHANGES & ALERTS: Any change performed on the Daily Organisation page is considered Pending. This means that the change is not live and has not yet affected your timetable. You can make as many pending changes as you want, or cancel all pending changes and start again.

Pending changes affect each teacher’s extra statistics in the right side-bar so that you can see how your changes would affect the live-timetable and statistics. For example, a pending class cancellation will show that the teacher has an In-Lieu available.

Once you are happy with the pending changes you can apply (publish) them to your live timetable. Make sure you have checked over any alerts before publishing changes. You can view each alert by scrolling through the page, or by clicking on the red alert bar and then clicking on each alert item.

Please note that the Class Cancellations page, Room Availability page, and Staff Absences page do not have a pending system – the changes performed on these pages are immediate.

  

Setup the Daily Organisation

We recommend that you perform the following steps to setup Daily Organisation ready for use:

  1. Update the staff teaching preferences including maximum extras and allocations on the Staff Preferences page.
  2. Setup the allotment of each period by clicking on the Administration menu, then click on Periods under the Timetabling sub-heading.
  3. Configure any rooms that should not cause room-clash alerts when multiple classes are booked into same room at the same time. You can do this by clicking on the Options menu, then Lists and Options, and choosing Rooms.

  

Using the Daily Organisation

The Daily Organisation page shows day-by-day changes in a tabular style view, with a list of all teachers and their timetabled classes. Changes are made by either using the Staff Absences, Class Cancellation, Room Availability pages, or directly by clicking on a cell.

  • All red alerts must be removed before you can apply any pending changes
  • Cells coloured red require your attention and generate a red alert. Blue cells are your pending changes, green cells are your applied changes, and dark-grey cells are your staff absences.
  • We recommend that all staff absences must be entered into the Staff Absences page before adjusting your Daily Organisation changes.
  • After you have applied your changes, you can again make more pending changes and apply these, and so on. There is no limit to how many changes, pending or otherwise you make.
  • Teachers can be unallocated from a class, but it will cause a red alert if it is the last teacher unallocated from the class. All unallocated classes appear at the top of the page.
  • You can un-allocate or replace just one teacher from a team-teaching class by clicking on the teacher and either un-allocating them or replacing them.
  • The sidebar has a section to always show you the original class, teacher or room, even after you have applied your changes.
  • To hide the sidebar at any time, click anywhere on the page (other than another cell).
  • The coloured dots in the “Todays Frees” column in the sidebar mean the following: White – available; Grey – Unavailable; Blue – Extra; Purple – Under Allotted; Orange – In-Lieu; Black – Not Counted.
  • When changing the Extra Type of an already applied replacement teacher, the change is immediate and is not considered pending.
  • Extra Types (specified when allocating a replacement teacher): “Not Counted” – does not count towards any statistics; “In-Lieu” – the replacement should be counted towards the teacher’s in-lieu; “Under Allotted” – the replacement should count towards the teacher’s under-allotments; “Extra” – the replacement should be considered an extra and not any of the other types.
  • When a class is cancelled, or a teacher is unallocated from a class, the teacher is considered In-Lieu and will show up as such on their statistics.

  

How to Assign a Replacement Teacher

  1. Click on the Administration drop-down and then click on Daily Organisation under the Daily Organisation subheading.
  2. The timetable for the current day will be displayed, along with any alerts and changes. Change the date if necessary using the date filtering options.
  3. Click on the class that requires a replacement teacher and a sidebar will open on the right.
  4. A list of available replacement teachers and relief teachers will appear in the sidebar. Teachers are ordered by: In-Lieu, Under Allotted, Extra’s Left. Only teachers marked as “teaching staff” are shown in this list which you can view on the Staff Preferences page.
  5. Scroll through the list and select a replacement teacher by clicking on the teacher.
  6. Select how you want the replacement class to be counted in the statistics. The standard options are: Not Counted (does not count towards anything), In-Lieu, Extra, and Under Allotted. You may not see all four options each time depending on the selected replacement teacher’s statistics.
  7. Click on the OK button.
  8. Continue to make more changes or apply the pending changes for the change to take effect.

  

How to Change a Room

  1. Click on the Administration menu and then click on Daily Organisation under the Daily Organisation subheading.
  2. The timetable for the current day will be displayed, along with any alerts and changes. Change the date if necessary using the date filtering options.
  3. Find and click on the class for which you want to change room. The sidebar will appear on the right.
  4. Select a new room from the drop-down list. Rooms marked in red are currently not available. You are still able to select unavailable rooms – however, choosing such a room will cause a room clash alert.
  5. Click OK to confirm your request.
  6. Continue to make more changes or apply the pending changes for the change to take effect.

  

How to Un-allocate a Teacher from a Class

You can un-allocate one or all teachers from a class. Once the last teacher is unallocated, it will cause a red alert which you will need to resolve.

  1. Click on the Administration menu and then click on Daily Organisation under the Daily Organisation subheading.
  2. The timetable for the current day will be displayed, along with any alerts and changes. Change the date if necessary using the date filtering options.
  3. Click on the cell of the class that corresponds to the teacher you want to un-allocate.
  4. Click the Un-allocate teacher button.
  5. Choose whether there is a Replacement Teacher Required or if there is No Replacement Teacher Required.
  6. Click OK to confirm.
  7. Continue to make more changes or apply the pending changes for the change to take effect.

  

How to Cancel a Class

When cancelling multiple classes or cancellation over an extended period of time we recommend that you use the Class Cancellation page. Please read the article: How to manage Daily Organisation class cancellations. Cancelling a class will cause all teacher(s) of that class to be considered In-Lieu.

  1. Click on the Administration menu and then click on Daily Organisation under the Daily Organisation subheading.
  2. The timetable for the current day will be displayed, along with any alerts and changes. Change the date if necessary using the date filtering options.
  3. Find and click on the cell of the class that you want to cancel.
  4. Click the Cancel Class button, then click OK to confirm. If the class is being taught by multiple teachers then all teachers will be considered In-Lieu.
  5. Continue to make more changes or apply the pending changes for the change to take effect.

  

How to Apply Pending Changes

You must apply all pending changes for your daily organisation changes to take effect on the actual timetable. Applying your pending changes will also send out email and/or SMS alerts to all staff and students affected by the daily organisation changes. To learn how to setup this feature please read the article: Messaging and SMS Settings.

Pending changes can only be applied day-by-day, and you must ensure that there are no outstanding alerts on the day where you want to apply your changes. Other days are permitted to still have pending changes.

  1. Make sure you have selected the correct day at the top of the Daily Organisation page.
  2. Resolve any outstanding red alerts on the selected day.
  3. Once you are happy with all of the pending changes click on the Publish Changes button.
  4. The blue cells of all pending changes on the day will turn green once the changes have been applied. The pending changes will then be live on your XUNO timetable and Portal.

  

How to Cancel Pending Changes

Pending changes can only be cancelled day-by-day and will reset your changes back to the last applied state. Cancelling one day’s pending changes will not affect any other days that have pending changes.

  1. Make sure you have selected the correct day at the top of the Daily Organisation page.
  2. Click on the Cancel All Pending Changes button. Then click OK to confirm – you will lose all pending changes for the selected day.

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