Setup

After completing the wizard setup further adjustments can be made in the Setup menu to customise your Daily Org portal for use.

General Tab

The General Tab allows users to specify some general settings that will apply to the school. Many of these settings do not change from year to year.

1. The timetable can be imported to Daily Org for a maximum of three months at a time. Select date range and the relevant timetable from Active Version to import timetable. Please note this will need to be completed when you have timetable changes to ensure Daily Org has the most up to date timetable.

2. Extras - Set the default maximum number of Extras (in minutes) that can be allocated to a full time teacher (FTE 1.0) for the selected Extras Interval. The maximum number of extras for part-time teachers will be adjusted on a pro rata basis. Please note if your school does not use Extras leave this as 0.

3. In-lieus - Set the teacher in-lieu interval for your school.

4. Show On-Calls in Substitute screen - tick to activate

5. Casuals: Set the maximum allocation (in minutes) that can be allocated to a casual teacher on any day. This will allow you to allocate classes to casual staff and ensure you are fully utilising them.

6. Send Class to Options – Create any short cuts required to assist with completing Daily Organisation. To create a new option click on Add New.

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a. Name - Name of the option. There is no restriction on naming Send Class To options. It is advisable to keep them short and meaningful to avoid confusion.

b. Space - The space the class is to be sent to. If a space is assigned, a room change will occur when published to Compass.

c. Roll – select if attendance will be active or inactive for this class

Complete each of the fields and click on Add to create the Send Class to option.

7. Save is for saving the Setup section and will save changes made in all tabs.

School Year Tab

The school year tab allows the user to specify the number of terms for the school year, set term dates and specify which day of the cycle each term begins if the cycle is longer than one week.

1. School Year Name - The name of the current school year. Names should be kept short, reference the year and must be unique.

2. Rollover - The rollover button will be active when the end date of the last term has passed.

3. Term name

4. Start Date - The first day of each term.

5. Start Cycle - This will only show if the school’s cycle is longer than one week. If the cycle is greater than one week, select either Week A or B of the corresponding day.

6. End Date - The last day of each term.

7. Delete the term, only active for future terms.

8. Add Term to add additional terms

9. Save is for saving the Setup section and will save changes made in all tabs.

Holidays Tab

The Holidays tab allows for the addition of public holidays and mid term breaks. On entering the holidays tab a list view of existing holidays is shown. These are for full school closures (staff and students).

1. Name - Name of the holiday

2. Start Date - First Day of the holiday

3. End Date - Last day of the holiday (will be same as start date if single day holiday)

4. Applies - Yes/No (No is used for public holidays that occur during term breaks).

Save is for saving the Setup section and will save changes made in all tabs.

Adding Holidays

New holidays can be added by clicking on the Add New button. This opens up the Add Holiday modal

The Add Holiday modal has the following fields to be completed.

Name - Name of the holiday
Duration - Full day or date range
Date - This shows if “full day” is selected for the duration. Enter the date of holiday
From Date and To Date - If duration is set as “date range” the modal will change to show start date and end date. Enter the first and last date of the holiday.
Applies - Yes/No (No is used for public holidays that occur during term breaks.
Click Add to create the holiday.

Absence Reasons Tab

The Absence Reasons Tab is used to manage the absence reasons that are used when making a staff member absent. Any reasons created here will be retained when the data is rolled over for future academic years. On entering the Absence Reasons Tab a list view of existing absence reasons is shown.

Name - the name of the absence reason
Type - the type of absence reason. The absence reason type can be used for reporting.
Event is a non-editable absence reason used when a teacher is absent from normal classes due to a school event. It can not be deleted.
Teacher Trade is a non-editable absence reason used when a teacher is absent from normal classes due to a Teacher Trade action in the Substitutions tab.

Save is for saving the Setup section and will save changes made in all tabs.

Adding Absence Reasons

Absence Reasons can be added by clicking on the Add New button to open the Add Absence Reason modal.

The Add Absence Reason modal has the following fields to complete.

Name
Reason type.
Click Add to create the reason

Space Reasons Tab

The Space Reasons Tab is used to manage the reasons that are used when marking a space unavailable. Any reasons created here will be retained when the data is rolled over. On entering the Space Reasons Tab a list view of existing space reasons is shown.

1. Name

2. Type - Each reason is classified by type, either Maintenance or Booking.

3. Event is a non-editable unavailable reason used when a space is unavailable for normal classes due to a school event. It can not be deleted.

4. Save is for saving the Setup section and will save changes made in all tabs.

Adding Space Reasons

Space Reasons can be added by clicking on the Add New button to open the Add Unavailable Reason modal.

The Add Unavailable Reason modal has the following fields to complete.

Name
Reason type.
Click Add to create the reason

Teachers Tab

The Staff tab shows all of the teachers in the timetable and can be used to manage how these teachers can be used for substitutions. You have the ability within this section to add any education support staff who sit outside of your timetable. This screen allows you to view the teachers in the school timetable. For each teacher you can see their FTE, Max load, load remaining, their availability for substitutions and how many minutes of extras they can be assigned for the extras interval. On entering the teachers tab a list view of existing teachers is seen.

1. Code - The teacher’s Compass code from the timetable. This cannot be changed in Griddle Daily Org.

2. Name - The teacher's name from the timetable. This cannot be changed in Griddle Daily Org.

3. FTE (Full Time Equivalent) - This field is populated from the timetable and can not be changed in griddle Daily Org. It is used to calculate the teacher's Extras load. If part-time (FTE<1), adjust the teachers availability.

4. Max Load - The teachers maximum load per cycle will populate from your Griddle timetable.

5. Load Remaining - The load remaining per cycle (minutes) is used to determine a teacher's underloaded substitutions.The max load (item #4) is used for this calculation and must be updated for each teacher.

6. Substitute - The teacher's eligibility for substitution.The options are:

Any (can have any type of substitution)
None (have no substitutions of any type)
No Underload (will only have substitutions of Extra and In Lieu type), or
No Extra (will only have substitutions of Underload and In Lieu type)

7. Extras - This field shows the maximum amount of Extra type substitution (in minutes) that the teacher can take for the extras interval. This comes from the amount entered in the default maximum extras field in the General Tab and is multiplied by the teachers FTE, part time teachers will have a pro rata amount of extras. Individual teacher's maximum Extras load can be adjusted.

8. Save is for saving the Setup section and will save changes made in all tabs.

Editing a Staff Member

To Edit a staff member click on the three dots that appear when hovering over the far right end of the row and selecting Edit, or click on the row of the teacher to be edited. Either action will open the Edit Teacher Options modal.

The substitution type can be changed to a different type.
The Maximum Extras Minutes can be adjusted for the selected teacher.
The Maximum Load Minutes need to be adjusted for the selected teacher.
The notes section allows for reminders to be left regarding certain staff members eg. ES staff or mobility issues to assist with ease of allocating covers.
Click Apply to apply the changes and close the modal

Adding Extra Staff to Daily Org

To add a staff member click on the Add Staff button in the Staff tab to open the modal

1. Code - The staff members code from Compass

2. Name - The staff member's name from the timetable.

3. FTE (Full Time Equivalent) – Leave this as 0 for non teaching staff

4. Load Remaining - Leave this as 0 for non teaching staff

5. Substitute - The teacher's eligibility for substitution.The opttions are:

Any (can have any type of substitution)
None (have no substitutions of any type) – Select this for non teaching staff
No Underload (will only have substitutions of Extra and In Lieu type), or
No Extra (will only have substitutions of Underload and In Lieu type)

6. Extras - This field shows the maximum amount of Extra type substitution (in minutes). For non teaching staff set this as 0.

7. Notes Section – shows any notes you need as a reminder when completing daily org.

Save is for saving the Setup section and will save changes made in all tabs.

Student Free Tab

Student free days can be set up in Griddle Daily Org. For any day that is marked as a student free day classes will be canceled when published to Compass. On entering the Student Free Tab a list view of existing Student Free days is displayed.