Transcript Student Manager Course Development What every course

Student Manager Course Development
What every course coordinator needs to know
An ACEware Presentation
The Big Picture… (for the course coordinator)
The course screen is your friend
Planning programs
Marketing
Building a successful fee structure
Getting you information you need
- Financial
- Students
- analytical
- key reports
Our agenda
1) Course Basics
2) Special Course Features
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Attendance / Room Use
Package Courses
Memberships
Workshops
Budget & Pocket Ledger
Quick Reports
Insider Tricks
Your Turn (how you do it)
Questions
Course Basics
Course Code and Title are
the only required fields
on the course screen
Course Category vs Course Type
Course Category is a user defined field
that is excellent for reporting
Course Type is a system settings that
changes the behavior of the course
screen
Course Types
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)
(Default can be set by user – in preferences)
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 Basics
Fields marked with a plus
sign are validated fields
This controls what is
entered in the field
Course Basics - Active
An Active Course is open
for Enrollment
No check makes the course
invisible and allows you to plan
before going public
Course Basics - Locked
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.
Course Basics – CEU’s & Hours
Whatever you enter for CEU’s,
Hours, and Credits will
automatically be “granted” to
every registration…
. . .(you take them away
if they don’t earn them)
Course Basics – Subject Code
This is
important!
Course Basics – Subject Code
The contents of
the Subject
Code are
automatically
added to the
participants’ list
of interests
Additional Info
can be used to link Student Manager Course to
your Campus Credit Course ID # (or as a
“Shorthand” Code for catalogs & ACEweb)
Special or Conference
registration times
Path and the name of the attachment emailed
with registration confirmations
Checks with the membership course
listed here to see if they are eligible to
enroll (eg: OLLI Member Only Classes)
Email addresses of people who should receive
notification when someone enrolls in the
course online
List the sponsoring firm for a contract
class
Course Basics – UDF’s
User Defined Fields are displayed on the
bottom of the Additional Info tab. Label these
fields in Preferences / Courses
Course Preferences
Course fields may be activated or
repurposed on the preference screen
UDF Reminders
Activation of
UDFs are
user specific.
UDF Labels
(Blue)
are global
Each user
must enable
the fields
they will use
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
Course Fees
Main Fees
Main Fees – the fee an individual pays
when registering for a course.
Student picks ONE
Other Fees
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 Add
Instructor button 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 Pay
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)
Comments Tab
Registration Warning Message –
Document
– this
WhenReference
you register
someone,
Right-click
on the
fieldfor
entry
open
note will
pop up (also
works
WebtoRegistrations)
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
ACEweb Information
As you are setting up the course,
you can get an instant Preview
(of what it looks like on ACEweb)
Don’t forget to check
a “Publish” option if you
want your course to
appear on ACEweb!
Grouping Codes
A big BIG deal for ACEweb..
(also for tracking Certificate Programs)
Special Course Features
These features are important enough to rate
a specific webinar
Attendance
 Log hours attended (and reason for absence)
 Record session/daily grade
 Stress-free tracking with built-in reporting
 Instructor access via ACEweb to let instructors record
their own attendance
 Easily record lab hour on a per-student basis
Course Packaging
 A way of “packaging” a set of courses (at a discount)
 For programs where the fee is for a set of classes, not
a specific course
Why would you use the
packaging module?
 Automate enrollment
 Improve retention
 Simplify certificate program
registrations
 Build brand loyalty
Memberships
 Track annual or quarterly memberships
 Set expiration dates for specific fees
 Restrict enrollment to those with valid memberships
 Supports multiple memberships
 Offer courses and membership rates
 Membership Retention Wizard
Workshops
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
Budgets & Pocket Ledger
“Cost Out” a class
We have a webinar for that…
See Webinar Archive….
Track Expenses per Class
Quick Reports
Course Quick Reports
These tools
are your
friends! ! !
A Few Insider Tricks
F Keys!
F3 – Talent Search
F2 – Quick Count
Change Sort Order
(in “Browsing” courses)
Holidays
Special Course Admin Tools
When you
need to
“Merge”
courses (with
existing
enrollments)
There is a mass change option for
activating and de-activating courses
But, please leave this job for your Student Manager guru!
Student List
Clone Course
(create additional sections)
We can’t say this enough!
Questions
2014 Conference
ACEware 2014 Conference
If you liked this, you’ll love our conference!
April 6-9, 2014
Hilton Garden Inn
Manhattan, KS
Our next webinar
Upcoming Webinars
Welcome to Student
Manager: a Primer
Wednesday, Nov 13TH
1:00 pm central
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