Status
Only Active teachers are used by Classing and Timetabling

Surname/Forename/Title/Sex/Addressee
Complete as appropriate

Position
Enter if required

School
Select school. If teaching is for more than 1 school, the teacher needs to be entered multiple times. If no school is entered, the teacher will not be available within Classing or Timetabling.

Send By
Used by the Word Merge within Quick Reports. So for example, if email is selected, then all documents from the Word Merge for this teacher would be sent as email.

Correspondence Language
Leave set as Default Language

Colour
Leave blank unless a good use is found.
The colour selected appears on the Teacher Browse screen and within Advanced Timetabling.
Colour codes could represent part-time teachers.

Grade
Shown in Timetabling - "Teacher Unit Analysis" report.
The field is 6 characters long.

Code
Used by Advanced Timetabling, eg. the first 4-5 characters will show in the Timetable plan. We suggest using the first 4-5 characters of the first or surname.

Address/Tel/Fax/Email
5 lines at 30 characters, and 20 for line 6 (can be used for PTC).
It is recommended that Postal and Zip Codes are entered as a continuation of the address, and not reserved for line 6.
This avoids Word (when using Class template documents), displaying blank lines in an address when merged, eg. where the PTC is 2 or 3 lines after the address has finished.

Mobile Number (see additional information later in this section on Text Messaging)
Enter in format CCnnnnnnnnnnn, where CC is the country code for the mobile, excluding "00" or "+" eg. for UK44.
Drop the leading zero, eg. 07836574341 becomes 447836574341.
The mobile number may be used in conjunction with the text messaging option with Class.

Send SMS
Tick if mobile may be used for contact.

Number of Pay Units
Used by Advanced Timetabling and represents scheduled (or budgeted) units, typically hours or lessons. Units are then compared to the actual units as shown in the timetable.
The teacher database can be used in Quick Reports for document mergers and Excel lists.

Class History
Preferences (established in Settings) can be used as selection criteria in Quick Reports.
Examples: Qualifications, specialised experiences, length of experience, other languages, etc.

Payment Grades


 
See screen note for information.
The information is used in conjunction with Advanced Timetabling and is reported in the Teacher Unit Analysis Report:

Notes
3 (total 7500 characters) notepads are available for permanent notes.
It is suggested that variable notes are recorded in the Dated Notes section (see below).

Dated Notes

A dated note might be linked to a student, as per below:

The Dated Note has a number of features:

Pop Up Note Until
If a date is entered, the note will be automatically displayed (when the teacher record is edited) until the date is passed.

Note History
Each time a "new note" is added, the user's ID/date/time are entered, providing a chronological sequence of events.
Notes can only be changed (Edit History) if the user has the relevant permission set, or is an administrator.

Action By
The note can also be "sent" to a user for action

Information Only
Users "sent" the note as information only receive them in blue, making it easy for the user to recognise they do not need to take any action.
 

User Defined Fields

Any number of user defined fields can be added to the Teacher record.
Fields can be grouped into sections for ease of use.
To set up fields and sections, go to Maintenance Settings > General Settings > Agents > User Defined Fields.

Unavailable
Used by Advanced Timetabling to restrict the availability of a teacher.
A range of options are provided to easily produce shift patterns, if required.

Select the unavailability type and days to apply.
Individual days, a time slot or a time band can be selected, by double-clicking the left-hand row header.

Excel output for a selected date range is provided.

Timetable
A teacher's individual timetable together with a note may be output to Excel.

Text Messaging

Confirmation is displayed, as well as charges.
The "delivered" message means the message has been received by the network provider, eg. Orange, Vodafone etc., not necessarily the mobile phone user.