Student Manager 101

CoursesStudent Manager 101

CoursesAn ACEware PresentationAn ACEware Presentation

Questions during the Presentation?Questions during the Presentation?

ANNOUNCING:

Coding

Wednesday, November 9

Watch your email for announcements!

Today we’ll talk about . . .Today we’ll talk about . . .

                    

• Course Basics

• Preferences

• Course “Big Deals”

• Course Tabs

• Special Buttons

• Quick Reports

• Questions

3 ways to add a course3 ways to add a course

Saving your

work….

Any Button EXCEPT

Undo

Abandon

Esc

Will SAVE edits

Save

Screen Remains

Open

OK/Close

(Closes Screen)

If you have NOT saved

changes, will UnDo any

Edits

(Screen Remains Open))

You do NOT

have to hit SAVE

Before doing

OK/Close

If you have NOT saved

changes, will UnDo any

Edits (Closes Screen)

Looks up (finds) a new Course (also SAVES)

Why is my screen

different?

Preferences!Preferences!

A checked field appears on

the screen, an unchecked field

does not.

A checked field appears on

the screen, an unchecked field

does not.

BIG, BIG, DEALS!BIG, BIG, DEALS!

Active ButtonActive Button

Active Check should be true (checked)

when a course is open for registration

The Active Button has no superhero capabilities!!!!!The Active Button has no superhero capabilities!!!!!

When Adding New Registrations..

It allows you to

ONLY show Courses that

ARE open

for Registrations…

Course TypeCourse Type

Course Type

Once a class no longer accepts

NEW registrations, it should be

made inactive

This may be a 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.

Recording CEU’s, Hours, Min & Max

will pay off in the long run, making

reporting, transcripts & go/no go

decisions easier.

Another

BIG BIGDeal !

Another

BIG BIGDeal !

The Subject Code on the course screen

will be added to students' Interest code

list when they enroll in the course

Subject Codes are Important!Subject Codes are Important!

Marketing

&

Analysis!

Course Screen (Catalog Codes)Course Screen (Catalog Codes)

The Catalog Code links a course description

to a class

Also supports additional information such

as prerequisites, related classes and

follow up classes

HINT!

Right Click

Catalog Code

Field

Course ScreenCourse ScreenGrouping codes identify courses for

certificate programs. Grouping codes also

“group” courses for ACEweb

Course Screen / Course TimeCourse Screen / Course Time

Course Time is automatically

generated.. BUT.. can be edited for

exceptions or note special handling

A Location record must exist in the

Locations table before it can be

assigned.  To add/edit locations,

select Module / Locations.

If you are using the

“Split Location Field” option

on Course Preferences, select the

appropriate room from the drop down

menu.  

If you have data entered in the

“Information” field on the Location

record, it will appear here

Holiday OptionHoliday Option

Paving the parking lot?

Furlough day?

Snow Emergency?

Check to see which courses

will be impacted.

Trekking through the TabsTrekking through the Tabs

Additional Info TabAdditional Info TabAlternate code that can be used in catalog

generation & ACEweb

Special or Conference

registration times

Path and the name of the attachment

emailed with registration confirmations

Email addresses of people who should

receive notification when someone enrolls in

the course online

List the sponsoring firm for

a contract class

Add membership

prerequisites

(especially for OLLI folks)

The lower frame displays course UDF’s.

Use the Course Preference screen to check and activate a field.

You can also a label a field to fit your needs.

Remember . . .Remember . . .

The use 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)

You can

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

Course FeesCourse Fees

Main Fees

Other Fees

Main Fees – the fee an individual pays

when registering for a course.

This can be a reg fee, staff fee, senior fee,

Early bird fee, tuition, etc.

Other Fees – An unlimited number

of Other fees may be set,

and an individual may pay several fees.

Other fields may be mandatory or

optional. Example: guest lunch

books, supplies, insurance

Early Bird FeesEarly 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.  

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.  

InstructorsInstructorsBegin by clicking the Plus Sign

[+] to the left of the Current

Instructors field.

Select the appropriate

Instructor from

the drop down list

Additional instructors

can be added as needed

in the same way

Enter Instructor Pay InfoEnter Instructor Pay Info

Have something so unique it

doesn’t fit? Use the

Misc Pay Description

Enter Instructor Pay InfoEnter Instructor Pay Info

You can track instructor evaluations

with the 7 criteria fields

(Set labels in preferences)

Comment ScreenComment 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 syste

m checks for R

eminder Notes

during start u

p and will disp

lay

reminder notes

on the date specified.

NEW! Student email reminders!

Long course warningsLong course warnings

ACEweb SettingsACEweb Settings

Don’t forget to check

a “Publish” option if you

want your course to

appear on ACEweb!

ACEweb SettingsACEweb Settings

Special ButtonsSpecial Buttons

Special ButtonsSpecial Buttons

While these buttons

are mostly self-explanatory

the power behind them

would take several

other webinars!

(which coincidentally are

available on our website)

Special Buttons (cont.)Special Buttons (cont.)

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.

Mass Clonesame datecourses!

Mass Clonesame datecourses!

Mass Clone Same Date ClassesMass Clone Same Date Classes

Special Buttons (cont.)Special Buttons (cont.)

Mass Registration allows you

to registrar individuals from

one course into another.

For example, register

everyone who took Excel

Basics in Excel Intermediate

More during our Registrations webinar..

Quick ReportsQuick Reports

8 Clicks, 8 Reports!8 Clicks, 8 Reports!

New 7.2 Feature

Select students for

Certificate Printing

New 7.2 Feature

Quick check for students with

Special needs..

F2 – Quick CountF2 – Quick Count

New 7.2 Features

View All… and ability to locate

Classes by key word(s) in title

Detailed View Features

& ability to locate

Classes by key word(s) in title

Next time:

Registrations

Wednesday, November 2

Same Time, Same Link

User ConferenceSavannah, GA / May 2-4, 2012

User ConferenceSavannah, GA / May 2-4, 2012