Course/Class Configurations for Other Programs

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In addition to the Registration Form configuration, the following course and class configuration steps are necessary in order to complete the set up of Other Program registration:

  1. Create a course classification
  2. Create the courses and associate with the course classification
  3. Create classes
  4. Complete the class registration configuration

Create a Course Classification

Course classifications determine which courses and classes will be tied to a program registration form. To add a course classification, navigate to the Systemhomepage, hover over Add  and select Course Classifications.

It is recommended that the course classification be named after the registration title that was configured on the Registration Form.

A separate course classification should be created for each registration form.

Example: If the Registration Title is “Summer Program,” create a course classification called “Summer Program.”

Create the Courses

Create course records for the programs that will be available for registration. To add a course, navigate to the System homepage. Hover over Add  and select Course List or click Add a Course in the lower left of the page.

General Tab

Subject: Chose the appropriate subject. Schools may choose to use program-specific subjects or use existing ones.

Course Type: Choose an option.

If Extended-Care is chosen, the form will allow registration for particular days and times. Note: requires the Extended Care module.If Other Program, Athletic Program, or Summer Program are chosen, the form will allow the registrant to select the class for the entirety that the class is setup to meet. In other words, they cannot pick particular days and times to attend the class.

Sport/Activity Name: Enter a name for the course.

Abbreviation: This optional field and can be letters, numbers, or a combination of both. It does not need to be unique.

Course Flags: Check or uncheck as needed the different “Include” flags: Include on Report Card, Include on Transcript, Include in GPA, Available for Request, Include in Scheduler and Include in Parent/Teacher Conferences. Most program courses are not included on report cards, etc., so these are often left unchecked.

Wait List: Check to allow a wait list for all classes within this course.

Description Tab

Enter a catalog title and description. These will appear on the program registration browse page.

Classifications Tab

On the Classifications tab, select the classification(s) that apply (can be multiple). Associate all courses with the same classification to appear together on the program registration form.

Create the Classes

Create class records for the programs that will be available for registration. To add a class, navigate to the System homepage, hover over Add  and select Add a Class or click Add a Class in the lower left of the page.

When adding a class, specify at least the following fields and click Add Class :

  • School Year
  • Course
  • Class ID
  • Status
  • Grading Period Group

When the class is added, the detail screen will refresh, a number of additional tabs will appear, and the General tab itself will look different. The following configuration options are shown from an already-added class.

Other Programs Attendance

Attendance records for Other Programs classes will only be generated if the following criteria are met:

  • The Class status is Active.
  • The class ‘Track Attendance’ is checked off.
  • The class has Class Schedule records configured.
  • There are Class Calendar Day records representing each day the class meets.

General Tab

On the General tab, select a number of options:

Course: Indicate the Course to which this class applies.

Class ID: Write an abbreviation that serves as the Class ID.

Description: The class description that will be displayed on the registration form.

Teacher: Enter the teacher of the Class.

Room: Enter the location of the Class.

Starts: The date the class begins.

End: The date the class ends. Note: Once a class end date has passed, it will be automatically marked Complete and will no longer be available for registration on the form (see “Status” configuration).

Status: Must be Active or Future to display on the registration form.

School Year: Controls which year the class meets (e.g.,17-18 or Summer ’18)

Schedule Tab

The schedule on a class controls the conflict checking on the registration form. If two class days and times overlap, once one class is selected, the other classes will no longer be able to be chosen due to a conflict. Adjust the start/end times on a class to avoid conflicts if needed.

To add a schedule record, click Add Record, enter override start and end times unless there is a block for this class and click Update. This schedule record needs to be associated with a grading period group. If the program/athletic classes run on a different yearly schedule than academic classes, the best practice is to create a new grading period group and grading periods to reflect this. Block group should be specified according to the school level (even if there are no blocks for the program meeting times).

Registration Config. Tab

Min/Max Grade Level: If the registrant’s current grade is between the Min and Max Grade Level of the class, this class will be available on their program registration selection page.

Max # of Students: This will indicate when the class is full. This is especially important for managing waitlists.

Fees: If you are charging for the program classes, set the fee.

Accounting Note: Each class is attached to a catalog item. One option is to have just one catalog item for an entire program, rather than separate ones for each class. If this is desired, set the “Rate 1” field on the Catalog Item to $0 and the fee on the class will override that amount for each class when the charge item is created.

Enrollment Strategy: Program Enrollment Strategy determines when class enrollment records will be created for individuals signing up for Other Program classes.

Note: Previous configuration for Other Programs Registration was set up so that a class enrollment record would be created for a registrant anytime a program class selection was confirmed, even if the class fee was not paid.

There are three different ways to configure how class enrollments records are created in the system for Other Program registrants:

  • All Registrations (default): When the ‘Confirm Registration Selections’ button is clicked, a class enrollment record will be created for the registrant regardless of whether or not the class fee has been paid.
  • Paid Registrations: The system will create a class enrollment record for the registrant only once the class fee has been paid. If there are unpaid fees, no class enrollment record will be created.
  • Do Not Auto Enroll: With this option, Class Enrollment records will not be created automatically. This option requires the school to manually manage enrollments. If payment is required, the user will be presented with the option to complete payment (its possible for the user to pay and be on waitlist, resulting in the need to possibly offer refunds).

Learn more about enrollment strategies.

Availability Method: This determines when seats are considered taken and ultimately how the waitlist is calculated.

  • All Registrations: Any registrant that has selected a class and has confirmed their selection will be considered as a taken seat regardless of payment or registration status.
  • Paid Registrations: Only registrants that have selected a class, confirmed their selection and have completed payment will count towards seats taken.

Learn more about waitlists.

Curriculum Tab (Optional)

Use the Curriculum tab to specify class descriptions to override the catalog description. This is a key way to put in a different description on each Class, allowing for a clean Course list.

Add a Class Curriculum record for the class, specified for the ALL grading period to enable this override. On the new ALL Grading period Curriculum record, enter the override catalog description. Leave Rubric Category and Rubric blank; those fields are used by the system when Academic classes have a unique Curriculum per Rubric.

Note that when adding a record to an input grid, the system won’t identify that the record is “new” or “changed” unless you modify a field. If you type the curriculum text directly into the Rich Text Editor on insert, that will serve that purpose. But, depending on your workflow, you may wish to first add all the curriculum records, and later fill in the curriculum text. If you do this, be sure to at least toggle the Grading Period to some other value and back to ALL before clicking the green Update button at the top of the detail screen to save this new record. If you don’t modify at least one field before clicking Update, the system won’t recognize this as a real record to save.