Weekly timetable and holidays
Set the periods of the day, the holidays and each programme's weekly timetable once. Faculty, students and parents see the same week, with each student's elective periods added. Every day's lectures and attendance registers are made from it.
PLANSEvery plan
The problem it solves
- The timetable of each department lives in its own spreadsheet, and the copy on the notice board is three changes old.
- A faculty member is given two lectures at the same hour in two departments, and nobody notices until both classes wait.
- A student who took an open elective has to work out from two timetables when that class meets.
- Students ask the class representative on WhatsApp whether the college is open on the coming festival day.
How it works
- The office makes a schedule: the periods of the day (Period 1, 9:00 to 9:55, and so on) and the holidays of the year. Then it activates the schedule and sets it on each term.
- Each faculty member is linked to the subject and section, or the elective group, they teach, in Subject Faculty.
- On the Timetable screen the office adds each lecture of the week: the faculty member with the subject, the period and the weekday. A faculty member given two periods that overlap on the same day is stopped with a message.
- The Administrator confirms the entries. From then on the system makes the lectures of today and tomorrow every day, skipping holidays, each with its attendance register.
- Faculty see their week on the web and in the Campus app. Students and parents see the student's week and the coming holidays on the portal and in the app.
Everything it does
Schedules, periods and holidays
- A schedule has a name, a sequence, the hours per day, one line per period (name, from, to) and its holidays (name, date)
- Statuses: draft, active and closed; a schedule can be changed only in draft, and only active schedules can be chosen on a term
- Holidays can be added later under Student Schedule > Holiday
- No lecture and no register are made on a holiday of the schedule
The weekly timetable
- One entry is one weekly period: term, faculty member with subject (from Subject Faculty), period and weekday; course, batch, subject and room are filled in
- Weekdays Monday to Sunday; the week shows Monday to Saturday, and Sunday only when it has a period
- Statuses: Draft, Confirmed and Closed; only an Administrator confirms an entry, and Done closes it at the end of the term
- Clash check: a faculty member cannot hold two periods on the same day whose times overlap, even across schedules. Closed periods and terms no longer active are left out
- Classes of different programmes keep their own names, such as B.Com Semester 3 A
Electives and choice based credits
- A student's week is their own section's periods plus those of every elective group they are enrolled in. The portal, the app and the PDF agree
- With choice based credits switched on, a student is placed only in an elective section whose periods do not overlap the classes they already attend
- An elective choice that can be taken only at a clashing time is refused when the student submits, with the reason
Evening, weekend and distance programmes
- With modes of study switched on, the periods offered for an evening or weekend programme are those inside the mode's class days and hours
- An entry outside them is refused, unless Outside the Mode's Hours is ticked with a reason
- Distance and online programmes have contact classes, not a weekly timetable
- A contact session cannot clash with the same faculty member's weekly lecture
The Timetable screen
- A weekly grid: choose Class / Section, Student or Teacher, and the record
- Today's column is marked; lab and practical periods are shown darker
- Print gives a PDF of the class, the student or the faculty member's week
- Who sees what: the principal and the Administrator every class, a head of department the department's programmes. A class teacher or mentor sees their own class in full, other faculty their own periods
- All Periods (list) keeps the entries as a list for bulk work, grouped by term, course, batch, schedule or subject
Daily lectures
- Every day the system makes the lectures of today and tomorrow for each confirmed entry with Auto Create ticked; one already made is left alone
- Each comes with its register of the students of that subject group, all present to start with
- Class sessions shows the week as days by periods: Not taken, Open, Closed or Upcoming, and the periods taken by a substitute
- A period taken by an exam paper is not a lecture that day and has no register
For students and parents
- Portal, Timetable & Holidays: one card per day with the time, subject, faculty member and room; today marked
- Upcoming holidays for the next 12 months
- In place of class: for the next two weeks, the periods in which the student sits an exam paper
- The Campus app: the same week under Learning > Timetable, and today's periods on Home
Dashboard and import
- Timetable dashboard: weekly periods, periods by subject, registers open and closed, registers by day, lesson plans
- Import sheets for schedules (periods and holidays) and the weekly timetable, checked before anything is saved
Who uses it
Administrator (academic office)Makes the schedules and holidays, adds and confirms the timetable entries, closes them at the end of the term.
PrincipalSees every programme's and every faculty member's week and prints them.
Head of departmentSees the periods of the department's programmes.
FacultySee their own week, take the register of each lecture, and see their mentees' class in full.
Students and parentsSee the student's week, including electives, today's periods and the coming holidays.
Where you use it
- Web: Timetable (the weekly grid, All Periods (list), Session) and Student Schedule (Schedule, Holiday)
- Student portal: Timetable & Holidays
- The Campus app: Learning > Timetable and Today on Home for students and parents, My timetable for faculty. Built and in testing, not in the app stores yet
- Not built: a timetable generator; you place each period yourself or import the week from a sheet
- Not sent: no message goes out when the timetable changes; students see the current week on the portal and in the app
What you control
Settings
- Periods and holidays: per schedule, one schedule per term
- Auto Create on each timetable entry: off to start with; tick it so the lectures are made every day
- Outside the Mode's Hours on an entry, with a reason, for an evening or weekend class held at another time
- Who sees which timetable follows the user's role: Administrator, principal, head of department, class teacher or mentor, faculty
Approvals
- No approval chain: only an Administrator confirms a timetable entry
Notifications
- No message is sent when the timetable changes
Questions
Can the system build the timetable for us?
No. There is no timetable generator. You add each period on the Timetable screen, or fill the weekly timetable in an import sheet. The system then stops any faculty clash.How does a student with an open elective see their week?
Their week shows their own section's periods together with the periods of each elective group they are enrolled in. The portal, the app and the printed PDF show the same week.We run evening B.Com classes. Can the timetable keep to those hours?
Yes, with modes of study switched on. Only the periods inside the evening hours are offered, and a class outside them needs Outside the Mode's Hours ticked with a reason.What happens on a holiday?
No lecture and no register are made for that day. Students and parents see the holidays of the next 12 months on the portal and in the app.Can I print the timetable for the department notice board?
Yes. On the Timetable screen choose a class, a student or a faculty member and click Print. You get a PDF of that week.Related features
ATTENDANCE AND LEAVESubject-wise attendance registersFaculty mark each period's register on the web or on their phone, starting from all present. Students and parents see the overall percentage, each subject's figure and every absence. Exams can hold back students short of attendance, per subject or overall.TIMETABLE, ASSIGNMENTS, NOTICESClass substitution: cover or swap a periodWhen a faculty member is away, the Substitutions screen lists each lecture that needs cover and the faculty free to take it, best first. Faculty can also ask a colleague to cover or swap a period. The substitute takes that day's lecture and its register, and the weekly timetable stays as it is.TIMETABLE, ASSIGNMENTS, NOTICESLesson plans tied to the timetableA faculty member writes what a lecture will cover and ties it to that lecture on the timetable. The lecture then shows its plan. The head of department and the principal read the plans of their programmes without asking for the notebook.CHOICE-BASED CREDITSElectives, registration and seat allotmentStudents rank their electives on the portal or the Campus app, and a mentor or head of department approves. Seats go by first come, merit, lottery or by hand. Clashing timetables are refused, and elective fees go to the fee account.MODES OF STUDYModes of study: regular, evening, weekend, distance, onlineGive each programme its mode of study: regular, part-time, evening, weekend, distance, online or blended. Evening and weekend timetables stay inside the mode's days and hours, and distance and online programmes run on contact classes instead.ADMISSIONS AND STUDENT RECORDSDepartments, programmes, batches and subjectsSet up your departments with their heads and the programmes each one runs. Add the batches that join each year, with their semesters, sections and subjects. Students are placed in a semester and get its subjects, and a whole section moves to the next semester in a few steps.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.