Duty Allocation FAQ

General information on managing the Duty Allocation process in the School Database (Hypatia).

Notes

The "Public Notes" are made visible on all duty reports (so visible to all staff). Use these for notes relating to the allocated duties for any person where there is a non-standard arrangement and this should be transparent to all staff.

The "Administrative Notes" and "Teaching Notes" are only made visible on the TheonPortal - (Draft) Duty Allocation Notes report under "Draft" (restricted reports for the upcoming session). Use these notes for private comments associated with the allocation of duties for any person. These will then only be visible to those directly involved in the duty allocation process, specifically DoPS , DoT , HoS .

Notes made against each specifically assigned duty (whether administrative or teaching) are not exposed on any of the duty reports. These are used for recording private process notes during the allocation of duties.

Notes are not rolled foward automatically from session to session. However the TheonPortal - (Draft) Duty Allocation Notes report includes the previous session notes in light grey alongside any notes for the current duty allocation session.

The "Hidden" flag can be used to exclude a member of staff, irrespective of whether they have any duties allocated, from all duty reports. The only exception is the TheonPortal - (Draft) Duty Allocation Notes report where they will be shown and indicated as being hidden ("Y" in the "Hidden" column on the report). This is generally used where the member of staff is not a full member of staff and/or is never allocated duties and/or is exempt from the standard workload allocation model.

Categories

All duties belong to one of six different categories.

Reduction - These are special case non-duties which are used to represent a standard reduction of workload. The tag name should start with "*" for a single session reduction and "**" for a multi-session balancing reduction.

Administrative - These are duties that are not associated with direct teaching.

Teaching - These are duties that are associated with direct teaching and are always attached to a specific course. In general these are used for lecturer for example. The points associated with the course (the associated credits or manual allocation) or as overridden, will be included in the total points score. When multiple staff have the same duty on the course the points will be divided equally between them, or can be manually overridden on an individual basis.

Teaching (Admin) - These are duties that are not associated with direct teaching but are always attached to a specific course. In general these are used for things like coordinator of project courses for example. The points associated with the course will be excluded from the total points score.

Teaching (Bid) - These are duties that are associated with direct teaching and are always attached to a specific course but are bid for rather than being specifically allocated in advance. In general used for requesting Tutoring and Demonstrating positions.

Teaching (Related) - These are duties that are associated with direct teaching but are not attached to a specific course. In general these are used to allocate tutoring and project supervision load.

Theon Guidance

You can, and should as much as possible, use Keyboard Controls for maintaining the duty allocation data via the Theon user interface. If you have never used the Theon user interface before there is a very basic Getting Started guide.

IMPORTANT Due to an interface bug when a drop-down control is presented within a table you MUST use keyboard control to make/change the selection. You cannot click with the mouse to make a selection. Note that if the selection has been correctly made the colour of the drop-down control will change to blue, if it stays green the selection has not been recognised and saving changes will not actually make the change. You can use the mouse to select the drop-down but once selected either type-ahead or use the cursor keys to choose the value and press return to select the currently highlighted entry.

-- TimColles - 28 Nov 2019

Topic revision: r1 - 28 Nov 2019 - 11:12:13 - TimColles
 
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