student manager 101 courses an aceware presentation
TRANSCRIPT
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