Student Manager 101 / Courses An ACEware Presentation

Agenda Introductions (meet the players) The supporting cast… –Tables that support a course Special course types Special Buttons & Fields Let’s create a course Quick Reports Some insider info Questions

Course Screen course code and title are the ony required fields on the course screen

Many Validated Fields

Course Screen Checking the Active option means a course is open for enrollment No check? There’s a warning message This allows you to hide courses That have already started (no longer taking reggies) or future classes (where you are not ready to open)

There is a mass change option for activating and de-activating courses But, please leave this job for your Student Manager guru

A course that is locked does not allow anyone to add or edit registrations. (Used with Road Warrior) For accounting purposes lock a course to prevent changes. Eg: after final Audit.

Whatever you enter for: CEU’s, Hours, and Credits will Automatically be “granted” to Every registration… (you take them away.. If theydon’t earn them)

The Subject Code on the course screen will be added to students' Interest code list when they enroll in the course

Enter an alternate code that can be used in catalog generation & ACEweb Special or Conference registration times Path and the name of the attachment ed with registration confirmations addresses of people who should receive notification when someone enrolls in the course online List the sponsoring firm for a contract class Checks with the membership course listed here to see if they are eligible to enroll

Course UDF’s User Defined Fields are displayed on the bottom of the Additional Info tab. Label these fields in Preferences / Courses

Speaking of Preferences…. Setting Course Preferences Course fields may be activated or repurposed on the preference screen

UDF Reminders Activation of UDFs are user specific. Each user must enable the fields they will use UDF Labels (Blue) are global They are the same for all users (Can ONLY be Changed by Administrator) Set up data validation for Character and Number UDF’s using a plus sign (to be covered In “Codes” webinar) You can display the contents of a course UDF on the Main Tab Of the Course Screen

Fees Main Fees Other Fees Main Fees – the fee an individual pays when registering for a course. Unlimited - Student picks ONE Other Fees – An unlimited number of Other fees may be set, and an individual may pay several fees. Other fees can be one of three types: Mandatory Coupon Inventory Other (regular)

A note about early bird fees You can set up an Early Bird fee to expire a set number of days prior to the course begin date. It will be the default fee for new registrations until it expires, then the next fee in the list becomes the default fee.

Percent discounts Aligning with ACEweb, you can now set an optional fee that will adjust the fee by percentage. Percentage is represented by a decimal If it’s a discount, make certain to indicate the reduction with a negative sign

Instructors Begin by clicking the Plus Sign [+] to the left of the Current Instructors field. Select the appropriate Instructor from the drop down list Add as many instructors as you want…each one with their own pay rate. Completing the pay schedule Area allows you to Create faculty contracts/agreements And generate payroll requests

Instructor Fees Need to add a pay supplement? Use the Misc Pay Description You can track instructor evaluations with the 7 criteria fields (Set labels in preferences)

Comment Screen Registration Warning Message – When you register someone, this note will pop up (also works for Web Registrations) Reference Document – Right-click on the field entry to open the document for viewing/editing/printing purposes Note – Notes that you want to print on registration receipts. Useful to notify individuals of special instructions Ticklers for yourself or another user, such as the date the catering order should be submitted. Can be used with Callbacks Callbacks - Enter a user and date in the Remind Who and When fields). The system checks for Reminder Notes during start up and will display reminder notes on the date specified.

ACEweb Info Don’t forget to check a “Publish” option if you want your course to appear on ACEweb!

The supporting cast...

Catalog Code (References description) References.. For ACEweb display For Catalog Export For Pre Requisites

Location

Holidays… BEFORE ! ! ! Creating classes, Set your program’s holiday schedule

Special Course Types

Category v.s. Type.. CATEGORY Is USER DEFINED A way for you to group courses For reporting..

Category Is USER DEFINED A way for you to group courses For reporting..

Course Type Is SYSTEM code Changes mode/behavior of Course

For Independent Study Classes (Optional Module) To track Sales of items (not classes).. Ie books, Supply Kits Allows ACEweb to do special handling for on line class Implements a membership tracking process Is “normal” or regular class (typically the default) A HOLD status.. Used when building course.. TBD Allows tracking of sub events within a course/program Categorizes class as a contract program (primarily reporting) For ACEweb.. Enables multiple “Seat” purchases on line For ACEweb.. Enables open entry donations on line Optional Module – Course Types (Default can be set by user – in preferences)

Package (allows bundling of courses) (Optional Module) Package 1 – money remains with the parent course (pick three out of five classes) Package 2 – no money in parent course – each course selected gets a portion of the registration fee (discount for taking more than one class) More Info?? We have a webinar for that! (See Webinar Archive… Under the Optional Modules Section)

Membership (tracks membership requirement for enrollment in another course) Establish membership type on the Preferences screen

Workshop Typically used to help track: 1 – Break outs/Concurrent Sessions 2 – Pre-Conf/Post-Conf events 3 - Can have fees (or not) 4 - Can set enrollment maximums 5 - Has a full reporting Set

Let’s Getterdone! Let’s add a course….

Special Buttons & Fields

Room Use : Special Handling Allows editing of individual room Sessions (Date, Time, Location)

Grouping Codes: The Web and More… A big BIG deal for ACEweb.. (also for tracking Certificate Programs)

Add/Edit Reggies Access to registrations -Can add new reggies ( enables easy way to group multiple Reggies) - Can edit existing reggies ( easy way to edit all reggies in course )

Budget & Pocket Ledger Budget and Pocket Ledger are modules that are so powerful they’ve earned a webinar all their own (See Webinar Archive – Optional Modules)

Clone Course Cloning a course allows you to copy all the details to a new course record. All you’ll need to do is provide a new course number and date.

Student List A spreadsheet view of registrations

Attendance An optional module, Attendance Tracking tracks course participation. You can log if a registrant attended a session, how many hours they attended, the reason for non-attendance, and the session grade

Mass Register Mass Registration lets you mass enroll individuals from one course into another. For example, register everyone who took Excel Basics in Excel Intermediate More details on this… in our Registrations webinar..

Course Quick Reports

Some insider information

We can’t say this enough! Online help is always available

Special Course Admin Tools

Don’t forget Chuck’s Favs… For quick course info… The F2 Key And The Ctrl+F2 Key

Mass Clone

Skip to my course… Change the Sort Order (when using Next/Prior)

Questions?

Join us next week - same time, same link for Registrations