Management of Supervisions and Complementary Hours

In this tutorial, we will see how to use the labeling system to manage all the complementary hours for teachers.

Index:

1. Mass creation of complementary hours (courses)
2. Labeling complementary hours
3. Assignment of complementary hours to the schedule

---

 

 

Mass creation of complementary hours (courses)

The first step is to create complementary hours for each teacher.

These hours can be the same for all teachers (e.g., 4 hours per week) or different (some with 2 hours, others with 4 hours, some with 6 hours, etc.).

To create them in bulk, go to Schedule Data > Courses, and select the + icon.

Once selected, go to the IN BULK section.

In this section, you can select all teachers with the same number of complementary hours per week from the dropdown menu labeled "The teachers."

Let’s assume they have 3 hours per week. In the SUBJECT field, enter the name you want to assign to these hours (this will allow you to filter them in the course list later).

For example, "SUPERVISIONS." In the Planned Duration field, enter the total complementary hours per week, which in this example would be 3 hours (180 minutes per week).

Finally, in the Lesson Duration field, input how these complementary hours will be distributed (in this case, 3 lessons of 60 minutes each). Then click the Create button.

This process will automatically create all the complementary hours for all teachers (one course for each teacher) without needing to do it manually, one by one. The course name will be automatically assigned.

Since it's considered a course, you can also set preferences for when these supervisions should take place, if necessary.

 

 

Labeling complementary hours

Once the courses with complementary hours have been created, we need to label them all with the same LABEL to manage the schedule for these hours individually.

To do this, go to Schedule Data > Courses and filter by SUBJECT, using the name assigned in the previous step (in this example, "SUPERVISIONS").

After filtering, select all courses and apply the "SUPERVISIONS" LABEL. If it’s the first time using the label, you’ll need to create it.

Once all courses (complementary hours) are labeled, you can now assign these hours to the teachers' schedules.

 

 

 

Assigning complementary hours to the schedule

Complementary hours can be assigned to the teachers' schedules in two ways:

Automatic Assignment

If you have already entered all the complementary hours for all teachers before generating the schedule, when the automatic AI-based schedule generation is run, the generator will assign the complementary hours to all teachers' schedules along with the rest of the courses.

After automatic assignment, you can make any necessary modifications using the Schedule Editor in two ways:

• From each teacher's schedule: Select a teacher and click on each complementary hour. You will see available time slots (in white) where you can move them without causing conflicts with other groups or spaces.

• From the complementary hours schedule (label "SUPERVISIONS"): Select the schedule for the "SUPERVISIONS" label to view the distribution of complementary hours for all teachers. You can select any hour and move it, which will automatically update the teacher's schedule as well.

Manual Assignment

If you prefer to place the complementary hours after generating the schedule, you can easily do so.

First, generate the schedule without the complementary hours in Schedule Data, and once the schedule is generated and validated, add the complementary hours.

After adding them, as per the instructions from the previous point, go to the Schedule Editor, filter by "SUPERVISIONS" in LABELS, and the schedule with the complementary hours will appear. You can add each complementary hour in the Section Configuration.

The "P" symbol indicates hours that are pending to be placed on the schedule.

To place an hour, simply click on the lesson, and you can drag the session box to one of the available time slots. The program will indicate the slots that do not cause a conflict for each teacher. For example, if a teacher has a class on Monday from 8 a.m. to 9 a.m., that time slot will appear in red, indicating you cannot assign a complementary hour there, and free slots will appear in white, indicating you can assign an hour since the teacher is available.