Quercus 8.3.0<>

Tutorial scheduling and calendar


The tutorial scheduling and calendar functions allow you to:

schedule individual and recurring tutorials,

enter student or staff notes

detect calendar clashes (for both tutors and venues)

adjust the schedule easily

You can view your schedule in Quercus or you can feed the information into popular calendar applications such as Microsoft Outlook, Google Calendar or your smart phone.

Scheduling and tutorials

What is a tutorial?

In Quercus, scheduling is based around the tutorial.

A tutorial is a learning-related event led by an academic staff member identified as the lead tutor. Specific students (collectively know as the attendance group) are mandated to attend. Actual attendance is recorded against the register of the students scheduled to attend.

Note: Quercus uses the term tutorial to signify any learning-related event involving the participation of students and staff. The term covers events such as lectures, lab classes and field trips in addition to small-group tutorials.

Supporting data required to set up a tutorial

A tutorial is associated with:

a module instance

a tutor

a specific group of students (known as an attendance group)

a venue

a date and time (or several dates and times for a repeating event)

a class-list (sometimes referred to as a ‘register’ or ‘roll-call’) which records who, out of the attendance group, was present and who was absent

Once the details of a tutorial have been entered onto the system it will appear in the calendar view of individuals who are connected with the tutorial. Administration and academic staff can view the calendar in the Quercus Menu interface. Students can view the calendar through the Quercus Gateway interface.

Therefore, In order to set up the tutorials for a module and have them appear in the scheduling system you must first have set up the following:


attendance groups


The set-up procedures for each of these entities are described below.

Setting up tutors

Before you schedule tutorials check that the tutors are assigned a ‘tutor’ role in their personal profile. If they have not had this role assigned you will be unable to identify them as course tutors.

To add a person as a tutor

1In Quercus Forms choose choose Forms > Records > Maintain Person

2Choose Modify and then locate the individual who is to be set up as a tutor.

3Associate the ‘tutor’ role with the individual.

Setting up attendance groups

Before you can schedule tutorials you need to set up attendance groups, and venues. An attendance group is a grouping of students who will be scheduled to attend the same tutorials. A venue is a location where a tutorial can take place.

In addition before you set up attendance groups you need to create the labels which will be used to identify the groups (these are know as attendance group types).

These set-up activities are described below.

To set up attendance group types

1In Quercus Forms choose File > Run Form

2Enter ATTENDANCE_GROUP_TYPE and press the run button.

3Create names for your attendance groups.

In the example below we have created groups named Group A through to Group Z.

26 groups should be adequate for segmenting the attendance of even the largest modules.

We also create a group called All Students for situations where the students will not be divided in groups.

To set up attendance groups

1Choose Programme Manager from the Home screen.

2Locate the module for which you want to set up the attendance groups.

3Click the Edit button and select the Attendance tab.

4Click Add to create an attendance group.

5Pick the name of the group from the pop-up dialog box.

In the example we can see the names of the 26 group types we added earlier.

In the example below, two attendance groups (one with a quota of 10 students, one with 11) have been created to handle the 21 students on the course.

For the field project we use the All Students group, since all students will attend the same classes.

To allocate students to attendance groups

Note: when there is only one attendance group associated with a module students are allocated to it automatically.

1In Quercus Forms choose Records > Timetable Attendance > Attendance Group

2Choose Module

3Filter down to the modules in which you are interested.

4Click into the attendance details to see a list of students.

5If you want to allocate students to the groups in alphabetical order, click the headings to sort the lists.

6Use the Allocate Group field to select the group to which you wish to allocate the students. Then tick which students you want to allocate.

In the example below we have chosen the first ten students to allocate to Group A.

7Click Update.

8Click OK on the confirmation dialog box.

9Repeat the process to add students to the other groups.

Note: You may have to type the name of the group into the Attendance Group field, rather than choosing from a drop-down list.

Setting up venues

A venue is simply the location in which a tutorial will take place. How much information you provide when describing the location is up to you. You can enter anything from a room number through to full name, address and contact information for a venue.

To set up venues

1In Quercus Forms choose Records > Timetable Attendance > Venue

2Choose Add.

3Enter details of the venue.

4Click Save.

Creating the tutorials

Once you have set up the required supporting data (tutors, attendance groups, venues) described above, you can create the tutorials themselves.

To create a tutorial

1In Quercus menu choose the Modules option.

2Locate a module and click View to show the student list.

3Click the Attendance tab.

In the example below, no tutorials have been set up.

4Click Schedule in the Tasks panel.

5Add details of the tutorial.

(Note the use of the static data we set up in the steps described above.)

6Click Next.

7Confirm the schedule details by clicking Schedule Now.

When you have set up the tutorials you can see them all in a list view which you can filter by group.

Viewing tutorials in the calendar

Now that the tutorials have been set up they will appear in your calendar.

The calendar allows you to view your schedule by day, week and month.

To access the Calendar

1Click the Calendar button on the Home screen.

The calendar opens showing a list of your classes (if you are a tutor).

Changing the Calendar view

You can change how the calendar presents information.

You can view just your own tutorials or you can see all tutorials.

You can choose between a daily, monthly or weekly view.

To change which tutorials you see

You can change which tutorials you see by selecting from the radio buttons at the top of the screen.

The view options are described in the table below.




Calendar shows tutorials where logged-in user is set as a tutor.

User has an option to drill in and view details about the tutorial including entering attendance.

Note: This option represents existing functionality in Quercus 8.2.0 and it will be set as a default.


Calendar shows all scheduled tutorials across all modules where staff member has access to via Quercus access model (http://docs.campusit.net/publications/quercusplus-menu-8.0.2-user-guide/security-and-access-models)

User has an option to drill in and view details about the tutorial including entering attendance.


Calendar shows any scheduled tutorial regardless if staff member has access to module.

Ability to drill-down to view details will be restricted.

Quercus will remember your choice from one session to the next.

Note: The view options available to staff can be controlled with the CALENDAR_STAFF_VIEW parameter.

To change between time-based views

You can select different time-based views of the calendar by clicking the links below the calendar The default is the weekly view.

The monthly view is shown below.

Use the Previous and Next buttons to move backwards and forwards through earlier and later weeks, days or months.

The student’s view of the calendar

Students can see their own calendar in Quercus Gateway. This shows all tutorials that the student is scheduled to attend.

If you click on a link you see tutorial information.

Disabling the student calendar

You can disable the calendar view when scheduling is not in use by changing the GATEWAY.CALENDAR_IN_USE parameter to FALSE.

Subscribing to the calendar

You can feed Quercus calendar information into your favourite calendar tool using an iCalendar compatible (RFC 2445) live data feed provided by CampusIT.

The feed will is exposed as a unique URL link – the personal link will be made available to tutors from the Quercus Menu Calendar, and students from the Quercus Gateway.

The example below shows how a student can pull information into Google Calendar.

To pull information into your Google calendar using the live calendar feed (example)

1Click the Subscribe button at the bottom of your Quercus Gateway calendar view.

The Calendar Subscription screen opens.

2Check the Allow subscriptions box to get a URL subscription address.

3Copy the Private Address URL to the clipboard.

4Go into your Google Calendar and choose Other calendars > Add by URL

The Add by URL dialog box opens.

5Paste the Private Address in to the URL field.

6Click Add Calendar.

Google imports the Quercus calendar information into the Google Calendar.