E10 - Datasets: Set up and Types

Modified on Thu, 4 Jun at 3:26 AM

TABLE OF CONTENTS

Preamble
Datasets can be set up in 2 ways
- Single year level
- Multiple year levels (known as a 'multi-year dataset')
Dataset types
How to set up a dataset

Preamble

To generate lines, schools must first set up 'datasets' to manage their data and collect student choices, whether for subject selections, sporting preferences, or even voting activities.

Datasets can be set up in 2 ways

Single year level

Students select courses from within their own year level's subject options.
Lines can be generated independently of other datasets, or around existing lined classes.

For example, a Year 9 dataset will include Year 9 subjects only, and only Year 9 students can choose from these subjects.

The below image shows a Year 9 dataset generated around an existing Year 10 set of lines:

Multiple year levels (known as a 'multi-year dataset')

Lines are generated across multiple year levels at the same time to produce a complete set of cohesive lines.

Examples:

Lines for Years 9, 10, 11 and 12 may be generated together, even though students will only choose subjects from their own year level.
Students typically choose subjects from their own year level, but may also choose approved subjects from other year levels (e.g. Year 11 choosing some Year 12 subjects).
Blocked subjects from junior years may also be included in lines (e.g. Year 7-8 Maths or Languages) even though there is no 'choice' about them. Any blocking that requires multiple staff or rooms can be considered at line generation stage to ensure a workable timetable solution.

NOTE
The use of multi-year dataset is recommended where possible as it enables a more cohesive and robust overall solution. Refer to: E10 - Set up multiple/composite year elective classes for line generation

The below image shows a set of lines generated altogether for Years 10, 11 and 12 using a multi-year dataset.

Dataset types

There are five types of datasets that can be created: Electives, Sport, Votes, Permissions, General. Dataset types affect both the Courses set up views and requirements, and also the Timetable Choice forms (if using).

Differences between the datasets

	Elective	Sport	Votes	Permission	General
Rules	✓	✓	✓	✓	✓
Class constraints	✓	✗	✗	✗	✗
Generate Lines	✓	✗	✗	✗	✗
Create classes	✓	✓	✗	✗	✓
Teacher/room consideration	✓	✗	✗	✗	✗

Electives dataset

The Electives type dataset allows a user to select the number of lines to be created, and have full control over all aspects of generating lines, including setting rules, constraints, teachers and room resources, student choice and general parameters. Student subjects may be downloaded via Timetable Choice or imported via a csv file. Classes will be created once a set of lines is accepted by the user.

Sport dataset

A simplified dataset that can create one line only, via Timetable Choice or csv import. Schools might set up several Sport datasets per year, for example for termly sports. Single classes will be created for each option without any teachers/rooms.

Refer to:
E10 - Choice Form Type: Sport
E10 - Sport Selections and Classes: Options and Considerations

Votes dataset

A simplified vote collecting dataset, such as School captain voting via Timetable Choice. Line generation is not expected to be used so no class constraints to be defined.

Refer to E10 - Choice Form Type: Votes (Students)

Permission dataset

A simplified dataset aimed at seeking parental permissions via Timetable Choice. This dataset relies on family data being included in the .etz file. Permission is displayed in the Students table once the data is downloaded into the .etz file.

General dataset

A general dataset aimed at non-electives but where classes may need to be created.

Refer to E10 - Choice: Form Type: General

How to set up a dataset

Navigate to Lines > Datasets
Enter the required fields.

Dataset:	The code of the dataset, and seen only by the timetabler. Each dataset code must be unique. WARNING After a form has been synced to the Edval webserver, the dataset code should not be changed.
Form name:	The title of the dataset. Note for schools using Timetable Choice, this description is displayed to students upon login (with the relevant year appended, eg 2026) so it should be a meaningful description to them. ALERT If the Form name contains a hyphen (-) make sure there are no spaces before and after the hyphen, eg. Years 9-10 Subject Selections.
Type:	Type of dataset: Electives, Sport, Votes, Permission and General, each explained in dedicated Knowledge Base articles.
Groups:	Optional. Year levels may be split into Letter or Number groups, as defined in Students > Student data. For example, one set of lines may be generated for 9A,9B,9C & 9D, and another set of lines for 9E,9F,9G & 9H.
House:	OptionalDatasets may be limited to certain Houses as specified in Students > Student data > House.
Year Levels:	The year levels included in the dataset for which the lines will be generated for. NOTE A year level can be part of multiple datasets because schools may want to use Timetable Choice to manage electives, Sport choices, prefect voting and so on. TIP Year levels can be dragged and dropped to another dataset. This will move all associated data including courses, rules, Choice configuration, and student preferences along with it. Carefully check the Parameters, Rules and Constraints after moving, as some may need to be updated depending on which move is being made.