Start a conversation Sign in
Start a conversation
  1. Xenegrade
  2. Understanding the Data
  3. Courses and Sections

Sections

Navigation:    Main Menu »» Courses »» Sections
Navigation:    Main Menu »» Courses »» Courses (view + Sections tab)

Applies To:    Enterprise    Plus    Basic

Overview

Sections are the second of two elements that make up a Course activity.  A Course ID can have an unlimited number of sections.  Each Section must have a unique Section ID.

Info Tab

  • Section ID:  Section ID field cannot be duplicated in more than one record of the same Course and is a required field.  It can include up to 20 alpha and numeric characters.  Only alpha, numeric, the asterisk, the dash, and the underline characters can be used. Special characters (such as !, @, #, $, %, ^, &) are not allowed.  Note that the use of the asterisk character is allowed but can adversely affect searches as an inappropriate use as a wild card character.
  • Starting with Release 3, spaces are allowed, but Xenegrade reserves the right to switch back and modify user data is the spaces cause issues within the system. 
  • Course Status is not user-defined and is a required field. Options include:
  • Offered:  Used to signify a course section that is offered and running.
  • Cancelled:  Used to signify a course section that was offered and then was cancelled.
  • Completed:  Used to signify a course section that was offered and then was completed.  The decision to change a course section from offered to completed is a customer decision.  The status change is not required.
  • Inactive:  Used to signify a course section that was not offered.
  • Pending:  Used to signify a course section that is not offered and is pending a possible status change.  Often used during the design of a new course section.
  • Start Date Text and End Date Text:  Text entered into these fields will replace Start and End Dates display in the WebReg module on the Course Detail page.  The Start Date Text and End Date Text values will display instead.  Optional.
  • Time Zone:  Optional field to display the time zone for the Section's start and end times.  This field only display if the Default Time Zone is set in the Branch Profile.  To display the Time Zone on the Course Detail page of the WebReg module, enable the display feature at Branch Profile >> Web Options.

Schedule Tab

  • Days of Week: Multi-Select the days of the week this course is held.
  • Contact Hours Per Day: Fractional numbers are allowed.
  • Preparation Hours Per Day: How many hours is the instructor paid for in addition to the contact hours.
  • Total Scheduled Hours: Total Course Hours from the start date to end date.  This field does not automatically calculate.
  • Total Number of Classes: Total Number of Classes from the start date to end date.  This field does not automatically calculate.
  • Total Number of Weeks: Total Number of Weeks from the start date to end date.  This field does not automatically calculate.
  • Total Number of Months: Total Number of Months from the start date to end date.  This field does not automatically calculate.
  • Period: Period of the day is this course held.
  • Maximum Qty Purchase:  If the ability to purchase a quantity greater than one is enabled, this field controls the maximum quantity that one client can purchase at one time.
  • Calculation Method: Calculates the Balance Due amount based on either Per Registration (one Assignment) or Per Quantity in the Assignment.  Default is Per Quantity.  On a Per Registration method, the quantity value is ignored during the calculation and treated as a value of one.
  • Min/Max Enrollment: Used for numerous functions and reports.  A user will receive a prompt if the Course Section has enrollment over the maximum enrollment, but will not be prevented from adding a new Assignment.
  • Min/Max Age:  A user will receive a prompt if the client's age (based on birth date) is outside the range listed for the course, but will not be prevented from adding a new Assignment.  If the client's birth date field is blank, the prompt will not appear.
  • Teacher 1: Staff list is user-defined and is a required field.
  • Pay Rate 1: Pay Rate 1 for Teacher 1.
  • Pay Method 1: Method of Payment for Teacher 1.
  • Teacher 2: Staff list is user-defined and is not a required field.
  • Pay Rate 2: Pay Rate 2 for Teacher 2.
  • Pay Method 2: Method of Payment for Teacher 2.
  • Location: List is user-defined from Room table (Facility, Building, and Room combination) and is a required field.
  • Cancellation Policy:  Select optional policy from user-defined list.  Will display on the WebReg module Course Detail page.  (Enterprise version only)
  • Refund Policy:  Select optional policy from user-defined list.  Will display on the WebReg module Course Detail page.  (Enterprise version only)
  • Key: Status of room key for Teacher.
  • Attendance Requirements: Attendance Requirement percentage Client must meet to complete this course.  Example: .85, not 85%
  • Credits Earned: See user defined Credit Types.

Other Tab

  • Homeless: Is this Course Section operated primarily for the homeless or housed at a homeless shelter.
  • Workplace Literacy: Is this Course Section operated primarily for workplace literacy clients.
  • Family Literacy: Is this Course Section operated primarily for family literacy clients.
  • Corrections: Is this Course Section operated primarily for correctional clients or at a correctional facility.
  • Community Corrections: Is this Course Section operated primarily for community correctional clients or at a community correctional facility.
  • Other Institution: Is this Course Section operated primarily for residents of or at an institutional setting other than those above.
  • Lowest NRS Level: The lowest functioning level allowed into the activity using the NRS scale of 1-6 for the respective Basic Education and ESOL program type.
  • Offering NRS Level: The functioning level of the activity is designed for using the NRS scale of 1-6 for the respective Basic Education and ESOL program type.
  • Computer Assisted Component: Does this activity have a computer-assisted component.
  • Display On-Line: Check field if you want this Course Section to display in the Web Registration module as a course customers can register in via the web.
  • CTED: Should this Course Section be included in the Career and Technical Education reporting.
  • Date Contract Sent: Date agreement Sent to the instructor.
  • Date Contract Received: Date agreement Received back from the instructor.
  • Date Roster Sent: Date blank Attendance Roster Sent to the instructor.
  • Date Roster Received:  Date Attendance Roster Received back from instructor completed.
  • Revenue Account: Revenue Account list is user-defined and used for the Course Section accounting.
  • Expense Account: Expense Account list is user-defined and used for the Course Section accounting area.
  • Target Hours: What are the Target Enrollment Hours of this Course Section for all clients combined for this program year.
  • Target Enrollment: What are the Target unduplicated Enrollment numbers for this Course Section for this program year.
  • EPE Billing: EPE Billing formula for this Course Section. Must be a number between 0 and 1, and should never be greater than 1.  Example:  .50 means only 50% of the attendance hours for clients in this Course Section will appear on the EPE billing reports.
  • AHSEP Billing: AHSEP Billing formula for this Course Section. Must be a number between 0 and 1, and should never be greater than 1.  Example:  .50 means only 50% of the attendance hours for clients in this Course Section will appear on the AHSEP billing reports.
  • TEP Billing: TEP Billing formula for this Course Section. Must be a number between 0 and 1, and should never be greater than 1.  Example:  .50 means only 50% of the attendance hours for clients in this Course Section will appear on the TEP billing reports.
  • HSE Billing: HSE Billing formula for this Course Section. Must be a number between 0 and 1, and should never be greater than 1.  Example:  .50 means only 50% of the attendance hours for clients in this Course Section will appear on the HSE billing reports.
  • FTE Billing: FTE Billing formula for this Course Section. Must be a number between 0 and 1, and should never be greater than 1.  Example:  .50 means only 50% of the attendance hours for clients in this Course Section will appear on the FTE billing reports.
  • FTE Hours: Number of FTE Hours this Course Section generates for one client. It must be numeric. 
  • FTE Type: Type of FTE list is user-defined and represents the method of revenue generation.

WebReg Tab

Progress Tab

  • This tab only displays in the Enterprise version.
  • Report Card Required: Is a Progress Report or Report Card required.
  • Issue Certificate: Will a successful completer receive a certificate.
  • Grade Category (1-5): Grade Category list is user-defined.
  • Grade Percent (1-5): Weighted percent associated with Grade. It must be numeric.
  • Grade Final Percent (1-5): Weighted percent associated when Final Grade. Must be Numeric.

Other Functions Available on Course Sections

AutoCalendar

This toolbar function allows the user to create an individual Course Section calendar based on the main Calendar.  This calendar is not required if the master Calendar matches the schedule of this Course Section.  If a Course Section is created, it takes precedence over the master Calendar for some reporting purposes.  To create a Course Section Calendar, click the AutoCalendar button in the toolbar and enter Yes in the prompt.  After creation, edit the Course Section Calendar as required.

Check Conflict

This toolbar function checks for room and staff conflicts.  The process compares staff, room, dates, days, and times against all other course sections and displays a list of the sections with a conflict.  If a course section does not have times or days, that element of the conflict checking process is ignored checking only the other elements available.  A print option is available to print the list.  The user is required to correct any identified conflicts manually.  Note that if a conflict exists, the words “Conflict Detected” will also display in the blue title bar when in view mode for the Course Section.  Only Course Sections with a Status = Offered are included in the evaluation.  The optional Course Section Calendar is not used in the calculations of the Conflict Checker.

Check Display

This toolbar function lists the settings related to displaying the course section in the WebReg module.  Checked items pass the test to display online.  List items tagged with a red X do not pass the test and may be the cause for a course section not to display.  The current WebReg module registration status is also displayed. The requirement for Default Revenue Item will only display if the Branch setting for [Include Web Fees] = "Default Only".

Check Fees

This toolbar function displays a list of the aggregate fees entered for a course section for every possible Fee Group.  Only required fees, fees tagged [Include in Balance] = Yes, and fees without dates are included in the aggregate calculation.  Variable fee options are not included.  The function serves as a quick check for fee totals and fees per Fee Group.

Get URL

This toolbar function provides a URL string for the course section to the course display page on the WebReg module.  This URL can be copied and used for directing students to the specific course section.

Send Email

When in the view mode of a course section record, a user can send emails to the clients enrolled in the section.

  1. From the main panel, click the [Send Email] option in the list of Actions.
  2. Select the [Enrollment Status] filter to only send to one status at a time.
  3. Select an existing template or manually enter a message.
  4. Click [Next].
  5. Enter the email  [Subject].
  6. Enter a [CC], if desired.
  7. Review the send list.
  8. Click [Send Email] or [Cancel].

The FROM email address uses the email address from the template. If blank, it uses the Branch Notification email address.

Update Assignment Dates

This toolbar function bulk updates Client Assignment Start and/or End Dates to match the Course Section dates.  The user must select the dates to update and optionally select an Enrollment Status.  If no Enrollment Status is selected, all Client Assignments will be updated.  This function works only for the current course in view.

View Display

This toolbar function will allow a user to view the course section in the WebReg Module course detail page.  This toolbar function only displays if the organization has an active WebReg module enabled.

View Search

This toolbar function will allow for a user to view how and if the course section will display in the WebReg Module search results list.  If the course section does not display, one of the numerous display options has disabled the display.  Review the list for the possible reason.  This toolbar function only displays if the organization has an active WebReg module enabled.

Clone

Release 3:

This workflow allows the user to create a duplicate copy of one or more Course Sections with a new Section ID.  The Clone button is only visible when in the List mode of Course Sections and at least one Section is checked. 

  • To Clone one or more Course Sections, go to the Sections list.
  • Filter the list to display the Sections to be cloned.
  • Click the checkmark next to each Course Section to be cloned. You can click the chkecbox at the top of the list to check all the filtered Course Sections. However, it is recommended to keep the size of the clone to a reasonable number of Sections that can be handled at one time.
  • Click the [Clone] button above the Results List.
  • Select the global defaults for this clone event.
  • Click [Next] to continue or [Cancel] to stop and close.
  • Enter a new Section ID for each Course Section.
  • Select other options as desired for each Course Section. 
    • Include Materials = Yes will include Equipment and Textbooks in the clone process. 
    • Include Section Program Groups = Yes will link the cloned Course Section to the same Program Groups as the source course section.
    • Include Auto Create Calendar = Yes will automatically create the course section calendar. (Enterprise only)
    • Clone includes Course Section, Credit Types, and Funding (Plus and Enterprise).
    • For Conferences, the Clone feature does not clone workshops. (Enterprise)
  • Click [Next] to continue or [Cancel] to stop and close.
  • Review your submission.
  • Check the [Confirm] checkbox and click [Submit] to save or [Cancel] to stop and close.
  • After cloning, edit any of the new Course Sections for any other changed information as desired. 

Release 2:

This function allows the user to create a duplicate copy of the current Course Section with a new Section ID.  The Clone toolbar button is only visible when in View mode of a Course Section. 

  • To Clone a Course Section, click the Clone button in the toolbar and enter a new Section ID.
  • Clone includes Course Section, Credit Types, and Funding (Plus and Enterprise).
  • Select other options as desired. 
  • Include Materials = Yes will include Equipment and Textbooks in the clone process. 
  • Include Section Program Groups = Yes will link the cloned Course Section to the same Program Groups as the source course section.
  • Include Auto Create Calendar = Yes will automatically create the course section calendar. (Enterprise only)
  • After cloning, edit the new Course Section for any other changed information. 
  • Note that for Conferences, the Clone feature does not clone workshops. 
 
 
 
 
Choose files or drag and drop files