Rollover - Third Party Timetable

Rollover - Third Party Timetable

Annual Rollover - Third-Party Timetable

During Term 4, schools need to prepare their subjects, classes and timetable for the incoming Academic Year.

This process can be commenced at any time during Term 4 and must be completed no later than Wednesday the 15th of January 2025.


The process detailed in this article is intended for schools who use a third-party timetabling program (Edval, First Class, Timetabler etc) to create staff and student class schedules (e.g. Secondary and some P-12).  Please ensure you follow each of the steps by the applicable date to ensure your Compass portal is ready for the upcoming school year.   

If your school is running a 2024/2025 Headstart Program, please ensure you read the Headstart section of this article to ensure your 2025 Timetable is imported in conjunction with your Headstart structure.

Note: If your school uses Compass Schedule Builder (most Primary Schools), the process outlined in this article is not for you, please refer to the Roll Over Schedule Builder  article. 


Latest Webinar

Click here to view the 2024/2025 Rollover Basics Webinar.

Permissions

For staff to be able to complete the Rollover process, they will require the following permissions:

  • Configure - This allows the user entry to the Administration Tools page, which is located under the Tools menu in the top right hand corner of Compass and is needed for the Configure Schedule aspect of this process.
  • CompassDailyOrg Role Group - Staff managing the Timetable are generally already part of this Compass Role Group and it will give them the needed access to complete the Rollover process.

Permissions are generally managed on the school's Active Directory by the school technician.  For details on adding permissions, please refer to our  Permissions article.

Headstart

If your school runs a Headstart Program in the later weeks of Term 4, please refer to the below table to ascertain which scenario will apply to you in the Rollover process.

If your school does not run a Headstart Program, you can move on to the next section of this article.

Headstart Structures:

ScenarioHeadstart StructureRollover Actions
Scenario 1The school starts their 2025 timetable in the 2024 Calendar yearSet the 2025 Academic Year to 'Relevant'.  Sync the 2025 timetable into the  2025 Academic Year.
Scenario 2The school does a sequence of days/weeks on the 2025 timetable to acclimatise students to their curriculum as an isolated Headstart program. 
The timetable is then reset when the 2024 Calendar year concludes (i.e. there is no continuity of Headstart classes into the 2024 Calendar year).5		*Create a unique Academic Year for this period (i.e. 2025HS).  Sync the applicable
Headstart timetable into the unique Academic Year created for Headstart (i.e. 2025HS).  When the Calendar year becomes 2025, the unique Headstart Academic year is no longer applicable.  The actual 2025 Academic Year is set to 'Relevant' and the school's 2025 timetable synced to it.
Scenario 3The school runs a special program which is unrelated to the 2024 or 2025 Calendar yearCreate a unique Academic Year for your special program (i.e. 2025SP).  Sync the applicable
special program timetable into the unique Academic Year created for the program (i.e. 2025SP).  When the Calendar year becomes 2025, the unique special program Academic year is no longer applicable.   The actual 2025 Academic Year is set to 'Relevant' and the school's 2025 timetable  synced to it.


*Please Note: With regard to Headstart Scenario 2, if your school is doing a large portion of time in the new academic year timetable, i.e. Year 11 students are spending Term 4 in their Year 12 classes, you will need to import your timetable into the current academic year if you don't want 2 separate daily organisation files. Because external timetabling packages can import into one academic year at a time, we recommend, given the large amount of time, it's not ideal to be running DO out of 2 files (when you rollover edval for example, you would continue to import into 2023).


For further details on running a Headstart program in Compass, please refer to the 'Headstart' article from our Knowledge Base.

Rollover Steps

It is important to note that you can start the rollover process at anytime, and schools who have fully completed their 2025 timetable can import and check it straight away.

Whilst all steps need to be completed as part of the Rollover process, you do not have to do all the steps at the one time.  You can do each step (in sequence) across a number of days at times convenient to you.

Rollover Steps 1-4 are to be completed by  Wednesday 15th January 2025
1.Configure the Schedule in your Compass portal (click here to access the Step 1 video guide)
                          
2. Complete an initial import of your 2025 Timetable
     
3. In your School Information System (SIS), promote students                       
                      
4. Run a SIS (Student Information System i.e. CASES21, PC Schools, OneSchool) to Compass Import (if you have auto syncing already enabled between your SIS and Compass, the promotion data will import during this regular process).    

5. By Wednesday 15th January 2025 Complete another import of the 2025 timetable ready for the start of term

The process for each of these steps are detailed in the below sections of this article.


Warning
IMPORTANT :  Remember to import your attendance data from Compass back into your SIS  (e.g. CASES21, etc...) where required by the relevant governing body. You should always import all of the attendance data going back to the start of the school year as notes and approvals may have been added for previous month's attendance. Most SIS' do not allow you to import this data after the December 31st, so it's important this step is done early.

If you have any questions at any stage throughout this process, please contact the Support Team at  support@compass.edu.au  or via the following phone options.

Melbourne - 03 9005 5217      Brisbane - 07 3149 3223      Sydney - 02 8002 1054

Perth - 08 6141 8711              Darwin - 08 8919 4604          Dublin - 01 699 4305 

Schools requesting support for all steps after the 15th January 2025will incur an $800 support fee. In this circumstance, we also would be unable to guarantee that your portal will be ready for day one; the first few days of Term One are extremely busy for both schools and the Compass Team, and troubleshooting Schedule issues is complex and time consuming


What will happen to our data from this year?

Compass has been designed to retain all historical/past data for as long as you have been using the system. Subject or class-related data for previous years can be accessed via the 'Subjects and Classes' page (Pencil Menu icon > Subjects and Classes) by selecting the appropriate academic year from the drop-down list in the top right-hand corner and then selecting the appropriate subjects/classes.

IMPORTANT : For Victorian government schools who are required to run specific end of year attendance reports, please read this document on the equivalent Compass reports as requested by the DET.

Step 1: Update Schedule Configuration

Configuring the schedule is where the term dates, period times and teaching days are set up for the incoming Academic Year.

Please read the 'Configuring the Schedule for a new Academic Year' article from our Knowledge Base follow the included instructions.  Once completed, you can proceed to Step 2 of the Rollover process.

Step 2: Do an Initial Import of your 2025 Timetable

We appreciate that your timetable for 2025 is unlikely to be completely finished until close to the start of school, and even after that there will be some ongoing changes. For the purposes of this process, that is absolutely fine.

The goals of this initial import step are to:

- reveal if there are any major design issues with the 2025 timetable that require significant work to resolve
- confirm that the 2025 timetable conforms to the most basic quality requirements for import
- get as much of the 2025 timetable (even if not complete yet), imported into Compass

Information to collate for this process:

- What are the room codes/names?
- Which subjects are running?
- What are the subject codes and names?
- How many classes of each subject are running?
- What are the class codes/suffixes?
- Which subjects are being studied by which students?
- Which teachers are taking which classes?
- Which rooms are each of the classes being taught in?

For this process to work, appoximately 80% of these details need to be confirmed. If your school is still recruiting new staff, has new students being enrolled, and/or is determining some remaining class compositions, that is fine, you are still be able to complete this process.

Proceed to import the 2025 Timetable 
Import your 2025 timetable into Compass, following the instructions outlined in the applicable timetable documentation for your school from the below list.

-   Rollover_ImportDST.pdf  (for schools using Data Sync e.g. First Class, Timetabler, TimeChart)
-   Rollover_ImportEdval.pdf (for Edval schools)

IMPORTANT: Information regarding timeframes for steps 1-4

All schools need to have completed steps 1-4 by Wednesday 15th January 2025.

It is extremely important to us that your school is ready to mark the roll from day one, without issue. The first few days of term one are extremely busy for both schools and the Compass team, and troubleshooting calendar/schedule issues is complex and time consuming. For that reason, please do not leave this process until the last minute.

Please keep in mind that timetable issues are often very time consuming to resolve.

Schools requesting support for Steps 1-4 after the date above will incur an $800 support fee. In this circumstance, we also would be unable to guarantee that your portal will be ready for day one.


Step 3: Promote students in your school's SIS

You should complete the standard student promotion task in your school's SIS, as advised by your school's SIS documentation. This puts students into their new year levels and new form/home groups.
This step is typically completed by a staff member from your school's administration office once the current (2023) Academic year concludes.

Note: For schools using People Management as their SIS, you do not need to complete Step 4 and cannot proceed to Step 3 until the last day of classes for 2024 has passed as students will need to be promoted to their 2025 year level/forms before you can continue.  
When classes for 2024 have concluded, please right click this link  Internal Transitions, select to open in another tab, and follow the instructions to promote students to their updated year level and form group for the upcoming Academic Year.  Once this is done, you can proceed to Step 5 of the Rollover process.

Step 4: Run a SIS to Compass Import

For most schools this occurs overnight automatically - if you are experiencing issues with this overnight process, please contact the Compass Support Team to provide you with some troubleshooting assistance.

If you need a manual sync triggered, rather than waiting for the changes to come through overnight, schools with the manual sync feature enabled can go to Tools Menu (cog icon) > Administration Tools >Client Manager and click the circular blue arrows icon to trigger a sync. 

    

If your school does not have this feature enabled and you would like the Compass Support Team to manually push through an import please give us a call on  03 9005 5217.  Alternatively you can email  support@compass.edu.au and request for the Manual Sync option to be added to your portal.

You can check your imports were successful by visiting the  Import Jobs page  available under Tools Menu icon (Cog) > Administration Tools > Import Jobs ensuring that the files have all imported with a status of 'Completed'.

    

It's important to include the 'School Information' file in the sync, as this tells Compass whether or not your SIS promotion has occurred.  If this is not included, please contact Support and we can assist.

If any of your imports have completed with a message saying 'Warning' or 'Error' you can check what caused the issue by clicking the "-" in the 'Add' column which will bring up an 'Outcome Data' window whereyou can view these messages.

Please contact Support on 03 9005 5217 if you have Timetable lines with an error as our team may need to assist you further. 



Errors should be resolved before proceeding.


Step 5: Do another import of the 2025 Timetable

Start importing your timetable as per your normal process for the start of Term 1. This must be done by Wednesday 15th January 2025 to ensure there are no issues before day one of the new school year.

Compass Support over the summer break

All schools need to have completed Steps 1-4 of the Rollover process before Wednesday 15th January 2025.


The Compass Support Team is available for assistance over the summer break. Our team can be contacted between 7am - 7pm Monday (excluding public holidays) via email to  support@compass.edu.au or by phone to:

Melbourne - 03 9005 5217      Brisbane - 07 3149 3223      Sydney - 02 8002 1054

Perth - 08 6141 8711              Darwin - 08 8919 4604          Dublin - 01 699 4305 


If you do not understand any part of this process or the steps required, or believe that you will not meet the deadline listed above please contact the Compass Support Team immediately. 

It is extremely important to us that your school is ready to mark the roll from day one, without issue. The first few days of Term One are extremely busy for both schools and the Compass Team, and troubleshooting calendar/schedule issues is complex and time consuming. For that reason, please do not leave this process until the last minute.

As stated, schools requesting support for steps after the designated date (as listed above) will incur an $800 support fee. In this circumstance, we also would be unable to guarantee that your portal will be ready for day one.

Attached Documents

-  Rollover_ImportDST.pdf  (for schools using Data Sync e.g. First Class, Timetabler, TimeChart)

-  Rollover_ImportEdval.pdf (for Edval schools)

-  Victorian Government Schools Equivalent Attendance Reports  (for CASES21 schools)



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