1. MyTimetable
Guide For Staff Users

2. MyTimetable - Contents
Slide Index
3-4 Overview and Scope
5-6 Logging in
7 Admin Tool Home Page
8 Student Lookup
9 Creating Class Lists
10-14 Subject Administration
15-24 Student Interface

3. MyTimetable – The Basics
CSU has signed a contract to use a new software known as Allocate+ to improve the timetabling experience for primarily for students but with added benefits for anyone who interacts with students and the timetabling process.
For branding and communication purposes, the new platform will be deployed at CSU as “MyTimetable”.
The foundation for MyTimetable comes from student and enrolment data from Banner and Timetabling data from SyllabusPlus. Combining these two datasets in one platform will allow students to see personalised views of their timetabled activities. Because this data is separated today, MyTimetable will also provide academic and support staff with a much broader and detailed view to all timetabled activities
Lastly, MyTimetable consumes data from these source systems. Changes to student enrolments and timetabled activities will continue to originate in those source systems much as they do today.

4. MyTimetable – The Scope
Not every CSU teaching activity will be included on MyTimetable.
MyTimetable is primarily designed to support internally taught subjects and residential school activities for online subjects that occur on the 6 primary CSU campuses:
Albury Bathurst Dubbo Orange Port Macquarie Wagga Wagga
The following activities are excluded and not in scope for MyTimetable at this time:
Subjects taught exclusively online
Subjects taught at Specialist campuses in Canberra, Goulburn, Manly and Parramatta
Study Centre activities
Any other activities that are not supported by the current timetabling process.

5. MyTimetable – Logging in
Students
All students enrolled in timetabled activities should have access to MyTimetable (aka the student interface). Students should navigate to the student portal and from there to the Study Essentials: Timetable page.
This page is currently being updated but will include all manner of educational content (FAQs, video tutorials, etc.), will provide key dates for when students can use the new system and will provide a link to the new platform (mytimetable.csu.edu.au)
Staff
Instead of the student interface, staff users will work form the admin console. Users will navigate from the staff portal to a new page that (like the student version) will have educational content, key details/dates and a link to the admin tool. This page does not exist today but is being developed now and will be available in time for the launch.
Both staff and student users will be able to single-sign-on (SSO) to their respective tools. This means once a user has logged in to the CSU network they should not have to login again to use MyTimetable or the admin tool.
Until the new staff page is available, you may access the Admin tool from this link:

6. MyTimetable – Logging in
Users may see this message the first time they access the platform.
This is expected and necessary to facilitate authentication between CSU and the vendor. Select the choice you’re comfortable with and click “Accept” to navigate to the Admin Tool.

7. MyTimetable – Admin Tool
Admin Tool home screen
Enter in a subject code and click on subject name in list
Click here to view student specific Timetables

8. MyTimetable – Student Lookup
Student search filters
Click “Login” or double click student name to open up a new browser window and login as student in read only mode.
Click student record to display Preview frame.
Preview frame only shows allocated activities.

9. MyTimetable – Admin Tool
To view/print a Class List for subject activities:
Select the checkbox for the corresponding activities
Depending on when you run the class list, all students may not be allocated. Be sure to select “Unallocated” to see students who have not yet allocated to an activity.
Click the Excel or Pdf icon next to Class List
Selecting subject code from the left opens up Subject overview 3
4. Select the fields you want on the Class List and click “Get Report”
Click “Manage Subject” for more details and options for managing activities (next slide). 1 4 2

10. MyTimetable – Subject Administrator
Clicking from the Admin Tool will open up the Subject Administrator
Overview of all subject activities including number of enroled students, allocated students and available spaces
If an activity has more enroled students than seats, a message is displayed. The number of “seats provided” is not the same as the physical capacity of the teaching space but the desired capacity of the activity as specified by the school when the timetable is being assembled.
Select the activity for more details

11. MyTimetable – Subject Administrator
Activity detail view
Select “Allocate” to add student to activity (except full/clash scenarios)
Select “Bulk Buffer” to reserve spaces or allow overflow
Click “ ” to send to students allocated to activity
Click “List” to insert students to full or clashing activities
Click “Context” to see when student allocated to an activity are free (helpful if you need to reschedule/move an activity
Limit which students can allocate an activity by clicking “Constraint”

12. MyTimetable – Subject Administrator
Selecting the button on the activity detail page opens up allocation view
Select the activity that you want to allocate the student to and then click the “Allocate” button.

13. MyTimetable – Subject Administrator
To add a student to a full activity or an activity that causes a timetable clash, click on the “List” button on the Activity Details screen.
From there, add the student number(s) to the “Insert Listed Student(s) box and select the appropriate checkbox and click the “Insert” button. You’ll want to have the student number handy when adding students this way.

14. MyTimetable – Subject Administrator
Clicking the button displays screen to edit activity buffers.
Enter the buffer value in the “Set to:” field and select the activities you want to place the buffer on and click “Update Buffers” button.
A negative buffer will lower the effective activity size, and a positive value will increase it. Once the new capacity has been met students must be added to an activity via the “List” function shown on the previous slide.

15. MyTimetable – Student Interface
Link to personal timetable
Student details
Custom
welcome & educational
content
Enrolled subjects details
Link to handbook page for subject

16. MyTimetable – Student Interface
Allocation dashboard
Subject code
Should not see any “Pending” activities
Subject name
Allocation mode
ADJUST – Allocation made, can be adjusted
SELECT – Allocation not yet made, action required
READ ONLY – User cannot allocate, information only
Activity name/type
Allocation status
Green – Allocation is complete, no further action necessary
Red – Allocation has not occurred (or cannot). User should select the activity for more details
Subject search
User can search for any subject including those they are not enrolled in.

17. MyTimetable – Student Allocation
1. Click Activity
2. Review available options
(day, time, available spaces, teacher, etc.)
3. Select activity
4. Details are automatically updated.
Dashboard updated
Status indicator changes to green
Activity shows as “Allocated”
Available spaces updated
5. Select a different activity (if desired)

18. MyTimetable – Student Allocation
In grid view, students can see activities in a calendar format when making selections
1. Click Activity
2. Select Grid View
3. Select “Show Timetable” to add existing allocated activities to the view

19. MyTimetable – Student Allocation
In certain scenarios a student will not be able to allocate to an activity.
An activity will show as “Full” if the available spaces have already been allocated. A student cannot allocate to a “Full” activity.
If a prospective activity conflicts with something else on a student’s calendar it will show as a “Clash” activity. A student cannot allocate to a “Clash” activity. Clicking on the “Clash” button will tell the student what activity is causing the clash.

20. MyTimetable – Student Allocation
Having students pick and choose their activities is ideal but there are certain scenarios (especially during the initial deployment) where this isn’t practical, necessary or possible.
Single-Auto
The very first time a student accesses the portal, it’s very possible that they’ll already be allocated to several activities. This is due to “Single-Auto”. This option will automatically allocate a student to an activity if there are no choices for the student to make. In the below example, with EHR225, there’s only a singular instance of the Tutorial for that subject. The student has been automatically allocated to that activity.

21. MyTimetable – Student Allocation
If a subject is setup as READ ONLY then students won’t be able to make any selections.
During the initial MyTimetable rollout, not all faculties and courses will be participating fully. This means that while all timetabled activities will be loaded to MyTimetable, those from non-participating areas will be set to READ ONLY. In the example below, the Tutorial for MTH100 has 6 possible tutorial options. The student should make note of those times as they would have prior to MyTimetable and work with teaching staff accordingly to allocate to an activities as specified (i.e. using I2 or signup sheet).

22. MyTimetable – Student Allocation
Making the previous scenario a little more confusing, a subject could be set to READ ONLY but also have Auto-Single turned on. In the example below, the student has been allocated to the LecA activity for MTH100 even though it is set to read only.

23. MyTimetable – Personalised Calendar
The primary purpose of MyTimetable is to provide students a personalised timetable experience. Once the system is turned on for students, they can come to the portal and see a personalised timetable for their allocated activities.
A student just needs to click “Timetable” at the top of the page
This is why it’s important to understand Single-Auto and READ ONLY. If a student attempts to view their timetable before everything has been allocated, what they’ll see will be incomplete. At the beginning they may only see the activities that are Single-Auto. If they have subjects that are set to READ ONLY then it’s possible that they’ll only ever have a partial view to their timetable. In other scenarios a student’s timetable may be totally blank because no activities can or have been allocated.

24. MyTimetable – Personalised Calendar
If a student has been allocated to all their activities, their Timetable might look something like this:
Student can print or export their timetable to Excel, iCal or text format
Be aware that the default view is to the current week but the label reads “All Weeks”. Students would need to click the drop down and change to “All Weeks” if desired.
Activity types (Lec, Prac, Tut) are colour coded. The colours may be different when we go live