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Course Setup for Program Coordinators An ACEware Webinar.

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Presentation on theme: "Course Setup for Program Coordinators An ACEware Webinar."— Presentation transcript:

1 Course Setup for Program Coordinators An ACEware Webinar

2 Todays Agenda Getting Things Rolling –Adding a new course –Active Courses –Codes –Capturing Additional Info –Locations –Catalog Builder –Comments Follow the Money –Fees –Budget Whos that Teacher? –Faculty Manager Workshops (sub-EventTracking) Rolling it Out Online –ACEweb –Email Watching it Grow –Student Lists –Reminders –The Keys F9, F2 Wrapping it Up –Instructor Evals –Reporting

3 Course Screen Dont Forget.. To bring in the Clone… ( when rescheduling a course )

4 Active Courses A course must be checked Active in order to be available for a NEW registration (any class that is NOT open for Enrollment should be INACTIVE. - This speeds up registration and reduces errors. You can Mass- Deactivate From the Course Menu.

5 Course Types Seven course types determine screen behavior. Online Membership Open Pending Workshop Contract Event

6 Course Types On Line - adds the Date Opened for Enrollment field to the Course screen (on ACEweb, are listed separately.. w/no Begin Date) Membership - set up a membership course and expire out-dated memberships. (Auto Stamps name Fee Category w/Member Fee) Open - standard course option that allows you to register one or multiple seats with registrations counted toward an individual's number of courses taken. Pending - assign to courses that are under development. Pending courses are automatically deactivated (prevents anyone from enrolling in course). Workshop (optional module) – create workshops (sub-events) for the course. Does NOT allow multiple registrations. Contract - identifies courses as contract types. Event - allow users to reserve seats in an event class when enrolling via ACEweb

7 Codes Determine which codes to use to meet you reporting needs. Add/edit/delete code values from the code set that is shipped with Student Manager to meet your specific coding needs Coding changes can be made on the fly by clicking the plus sign to the left of any customizable field ALL CODES may be edited from the Edit Codes Menu

8 Subject Code The subject code assigned to a course will be added to students' Interest code list when they enroll in the course (unless the code has already been assigned to the individual). Need an additional code? Click the plus sign to create a new subject code.

9 Editing Course Screen Preferences Edit Preferences The course screen preference screen allows selection of fields that will appear on the course screen. A checked field displays, an unchecked field is hidden.

10 (Re) Defining Field Names Two fields on the course screen can be activated and re-labeled Coordinator Cochar1

11 Capturing Additional Information There are four user defined fields types, Each with four fields. The four types are: Character fields Logical Date Numeric

12 Capturing Additional Information Examples of use: Character field: –Course sponsor –Is this a basic, intermediate or advanced level course? Logical field: –Eligible for state funding? –Will course be repeated? –Allow transfer?

13 Capturing Additional Information Date field –Budget approval date –Send reminder Numeric field –Fiscal share % –Total monetary donations to program

14 Setting Course UDFs Select Edit / Preferences / Course / Course UDFs Label and check each field to be used

15 Setting up Course UDFs You can validate UDF fields by placing a plus sign (+) in front of the title This creates a plus sign button to the left of the field on the course screen, enabling you to create the specific choices

16 Keep in mind… UDF Labels are global - they are labeled the same for every user. USE of UDFs are user specific - each user must enable the fields they will be using.

17 Course User Display (lets you see info from another tab) Edit / Preferences, then select the Course tab. Click the Course UDFs button. Enter your expression in the User Display field. Click OK/Close twice to exit preferences Your field will now display on the course screen, below the Enrolled field

18 Locations A location must exist before it can be assigned to a course To add/edit locations, select Module / Locations

19 Locations The field displays on the Master Course record and and can be printed on receipts ACEweb users can enter the location description with HTML tags to control the web display. They can also include HTML image tags to display a picture of the building or a map Displays a list of courses held at this location These can be used in Statistical Reports (Great for Geographic Analysis)

20 Split Locations If you choose split locations on the preferences screen, the locations on your course screen will look like this: If the split location is not selected on the preferences screen, no field for Room appears on the course screen. This will also affect some reporting areas

21 Split Locations If split locations is selected on the Preferences screen, your locations will look like this: If split location is NOT selected, the location screen will look like this: Use Split Location if you typically schedule one room per class/course, and/or schedule them in Class Room setting ( on campus locations) ie: Acme Hall, Room 101 Use Single Location field: If you hold off site classes at general location: ie: Holiday Inn Downtown, Community Center Building, etc.

22 Locations Active - if Active box is checked, the location is included in the drop down list on the Course screen If the Display on Web box is checked, the Location Information link shows on the ACEweb Course Status page.

23 Catalog Builder (Optional Module) Main - code, name and course descriptions. Benefits, Materials, etc. - course benefits, audience, materials, features, and text book. Contact Info - contact person information including name, address, phone, fax, web site. Prerequisites - set up prerequisite and related courses.

24 Catalog Builder On the Benefits/Materials screen you can store information that will be of use to your registration team

25 Catalog Builder Help your marketing along with the Prerequisites, Related Courses, and Follow-up course suggestions

26 Comments Registration Warning Message - notes entered in this field will pop up whenever you register an individual in the course. This is useful for notifying registration staff of special instructions, requirements, or general course prerequisites. Read Chapter 1 before first class

27 Comments / Notes Note (May be printed on receipt) - include notes that you want to print on registration receipts. This is useful to notify individuals of special instructions, such as a reminder to bring course materials to the first class.

28 Comments / Reminder notes If you enable the Reminder User/Date fields (and 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 specific date.

29 Comments / Reminder Notes Comments (Reminder Notes) – can be for yourself or another user, and can be used as a reminder to complete a task such as submitting the catering order

30 Follow the Money!

31 Fees Course fees are divided in to two categories: Main Fees Other Fees Main Fees are the base fee that every registrant will pay. You are not limited to the amount of Main Fees offered, but each participant will only pay one fee. Main fee examples include: Registration fee Senior Citizen fee Student fee Corporate fee

32 Other Fees An unlimited amount of other (or additional) fees may be offered and/or applied. Other fee examples include: Book fee Lunch (purchase two, one for registrant and one for a guest) Insurance Late fee Technology fee

33 Early Bird Fees You can set up an Early Bird fee to expire a set amount of days prior to the course begin date. It will be the default fee for new registrations until it expires, then the regular fee becomes the default fee. To use the Early Bird fee feature, you must first enable the Auto Expire Early Bird fees option on Course Preferences. You may set a default Expire Day number for Early Bird Registration Fees on the Codes screen. (Module / Codes / Fees: Course Main Descriptions)

34 Budget Builder – Front End Analysis Calculate Go/No numbers, Break Even points, and Profit/Loss estimates Optional Module

35 Instructors (Faculty Manager is Optional Module) To add an instructor, click the + button (gives you a Find list) If you do faculty contracts, this is where you define faculty honorarium

36 Instructor Screen

37 Instructor / Subject Scoping To enable Subject Scoping, open the Preferences screen and check the Subject Scoping option If you have this feature enabled, only instructors who have a subject that matches the Course subject code will appear in the Select Instructor window. In our example, only instructors with a subject code of DANCE will be listed.

38 Workshops (Optional Module) To access the Workshop Tracking module, make a Workshop type course, then click the Workshops button Type = Workshop Workshop button activated

39 Workshops First workshop – Notice the naming convention that will help keep the workshops organized

40 Workshop Sign-Up is easy ! Open the individual's registration record for the course with workshops. Click the Workshops button. The Workshop Sessions screen opens. Check the desired workshops ACEweb plays nicely with Workshops

41 Rolling it out - Online

42 ACEweb To display on the web, the publish properties must be set to a minimal level of Publish Only/NO Register You may create a custom page to collect supplemental registration data. The Supplemental Registration Information page will open after the user clicks the Finish Registration button on the Enrollment Card for the user to enter the additional data. The collected data will be stored in the Register and/or Regudfs tables.

43 Email Mass email notices about upcoming offerings to everyone in your Student Manager database--or--target your email to specific marketing groups. Include attachments with emails (e.g. catalogs, flyers). Email registration receipts/confirmations Send a quick email to an individual or to all class registrants Email rosters to instructors. Merge information from the database into emails. Send HTML formatted emails. The Email module is an optional module that allows you to email from within Student Manager. With the Email Module, you can:

44 Student Lists While registrations are rolling in, you can watch your roster with a single click. Student List displays a current roster. NOTE: If you have Registration Edit Ability, you may edit ALL grades/hours/ceus for a class from here!

45 Wrapping It Up!

46 Comments / Cancelations If you cancel a course, you are asked to enter a reason for canceling. The entry is stored in this field

47 Recording Instructor Evals At the bottom of the Instructor screen are five fields to record instructor evals. ( Likert Scale - values 0-999) The labels for the fields are defined on the course Preferences screen

48 Course Reports… Quick Reports Rember the F keys.. –F2 – List upcoming classes –F9 – Dashboard Low Enrollment/High Enrollment Classes Show me the $$

49 Reports – Course Quick Reports

50 Summary Getting Things Rolling –Adding a new course –Active Courses –Codes –Capturing Additional Info –Locations –Catalog Builder –Comments Follow the Money –Fees –Budget Whos that Teacher? –Faculty Manager Workshops (sub-EventTracking) Rolling it Out Online –ACEweb –Email Watching it Grow –Student Lists –Reminders –The Keys F9, F2 Wrapping it Up –Instructor Evals –Reporting

51 Questions? Extreme Reporting February 28th 1 PM CST ACEweb Intro – Everything you wanted to know about Web Registration… Were afraid to ask… March 6th 2 PM CST Upcoming Webinars….

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