Student Manager Course Development

What every course coordinator needs to knowAn ACEware Presentation

The Big Picture… (for the course coordinator)

The course screen is your friendPlanning programsMarketingBuilding a successful fee structureGetting you information you need

- Financial- Students- analytical- key reports

Our agenda

1) Course Basics2) Special Course Features

• Attendance / Room Use• Package Courses• Memberships• Workshops• Budget & Pocket Ledger

4) Quick Reports5) Insider Tricks6) Your Turn (how you do it)7) 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

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)

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 Types

(Default can be set by user – in preferences)

Course Basics

Fields marked with a plus sign are

validated fields

This controls what is entered in the field

An Active Course is open for Enrollment

No check makes the course invisible and allows you to plan

before going public

Course Basics - Active

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 - Locked

Whatever you enter for CEU’s, Hours, and Credits will

automatically be “granted” to every registration…

. . .(you take them awayif they don’t earn them)

Course Basics – CEU’s & Hours

Course Basics – Subject Code

This is importa

nt!

Course Basics – Subject CodeThe contents of the

Subject Code are

automatically added to

the participants’

list of interests

Additional Infocan be used to link Student Manager Course to your Campus Credit Course ID # (or as a “Shorthand” Code for catalogs & ACEweb)

Special or Conferenceregistration times

Email addresses of people who should receive notification when someone enrolls in

the course online

List the sponsoring firm for a contract class

Checks with the membership course listed here to see if they are eligible to enroll (eg: OLLI Member Only Classes)

Path and the name of the attachment emailed with registration confirmations

Course Basics – UDF’sUser Defined Fields are displayed on

the bottom of the Additional Info tab. Label these fields in Preferences

/ Courses

Course PreferencesCourse fields may be activated or

repurposed on the preference screen

UDF Reminders

Activation of UDFs are

user specific.

Each usermust enable

the fieldsthey will use

UDF Labels(Blue)

are global

They are the same

for all users(Can ONLY beChanged by

Administrator)

Set up data validation for Character and Number

UDF’susing a

plus sign(to be covered

In “Codes” webinar)

You can display thecontents of

a courseUDF on

the Main Tab

Of theCourse Screen

Course Fees

Main Fees

Other Fees

Main Fees – the fee an individual pays when registering for a course.

Student picks ONE

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:

MandatoryCouponInventoryOther (regular)

A note about early bird fees

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

Percent discountsAligning 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

InstructorsBegin by clicking the Add

Instructor button to the left of the Current Instructors field.

Select the appropriateInstructor from

the drop down list

Add as many instructors as you want…each one with their own

pay rate.

Completing the pay scheduleArea allows you to

Create faculty contracts/agreementsAnd generate payroll

requests

Instructor Pay

You can track instructor evaluations

with the 7 criteria fields(Set labels in preferences)

Need to add a pay supplement?

Use theMisc Pay Description

Comments Tab

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 system checks for Reminder Notes

during start up and will display

reminder notes

on the date specified.

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 youwant your course toappear on ACEweb!

Grouping Codes

A big BIG deal for ACEweb..(also for tracking Certificate Programs)

Special Course FeaturesThese features are important enough to

rate a specific webinar

Attendance

Log hours attended (and reason for absence)

Record session/daily gradeStress-free tracking with built-in reporting Instructor access via ACEweb to let

instructors record their own attendanceEasily 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 enrollmentImprove retentionSimplify certificate program registrationsBuild brand loyalty

Memberships

Track annual or quarterly membershipsSet expiration dates for specific feesRestrict enrollment to those with valid

membershipsSupports multiple membershipsOffer courses and membership ratesMembership 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

Track Expenses per Class

We have a webinar for that…

See Webinar Archive….

Quick Reports

Course Quick Reports

These tools are

your friends! ! !

A Few Insider Tricks

F Keys!

F2 – Quick Count

F3 – Talent Search

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

April 6-9, 2014Hilton Garden InnManhattan, KS

2014 ConferenceIf you liked this, you’ll love our conference!ACEware 2014 Conference

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