course setup for program coordinators an aceware webinar

Course Setup for Program Coordinators

An ACEware Webinar

Today’s Agenda• Getting Things Rolling

– Adding a new course– Active Courses– Codes– Capturing Additional Info – Locations– Catalog Builder– Comments

• Follow the Money– Fees– Budget

• Who’s 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

Course Screen

Don’t Forget.. To bring in the Clone… ( when

rescheduling a course )

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.

Course Types

Seven course types determine screen behavior.

OnlineMembershipOpenPendingWorkshopContractEvent

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

CodesDetermine 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

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.

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.

(Re) Defining Field Names

Two fields on the course screen can be activated and re-labeled

Coordinator

Cochar1

Capturing Additional InformationThere are four user defined fields types, Each with four fields.

The four types are:

• Character fields

• Logical

• Date

• Numeric

Capturing Additional InformationExamples 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?

Capturing Additional Information• Date field

– Budget approval date– Send reminder

• Numeric field– Fiscal share %– Total monetary donations to program

Setting Course UDF’sSelect Edit / Preferences / Course / Course UDF’s

Label and check each field to be used

Setting up Course UDF’s

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

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.  

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

Locations• A location must exist before it can

be assigned to a course• To add/edit locations, select Module /

Locations

LocationsThe 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)

Split LocationsIf 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

Split LocationsIf 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.

LocationsActive - 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.

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.

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

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

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

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.

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.

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

Follow the Money!

Fees

Course fees are divided in to two categories:Main FeesOther 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

Other FeesAn unlimited amount of other (or additional) fees may be offered and/or applied.

Other fee examples include:Book feeLunch (purchase two, one for registrant and one for a

guest)

InsuranceLate feeTechnology fee

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) 

Budget Builder – Front End Analysis

Calculate Go/No numbers, Break Even points, and Profit/Loss estimates

Optional Module

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

Instructor Screen

Instructor / Subject ScopingTo 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.

Workshops (Optional Module)

To access the Workshop Tracking module, make a Workshop type course, then click the Workshops button

Type = Workshop

Workshop button activated

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

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

Rolling it out - Online

ACEwebTo 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.

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:  

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!

Wrapping It Up!

Comments / Cancelations

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

Recording Instructor EvalsAt 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

Course Reports…

• Quick Reports• Rember the F keys..

– F2 – List upcoming classes– F9 – Dashboard

• Low Enrollment/High Enrollment Classes• Show me the $$

Reports – Course Quick Reports

Summary• Getting Things Rolling

– Adding a new course– Active Courses– Codes– Capturing Additional Info – Locations– Catalog Builder– Comments

• Follow the Money– Fees– Budget

• Who’s 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

Questions?

Extreme Reporting February 28th 1 PM CSTACEweb Intro – Everything you wanted to know about Web Registration… Were afraid to ask… March 6th 2 PM CST

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