Open the Curriculums/Courses side-tab and click Manage Sessions.
Use the fields in the search window above the results table to filter the list of courses. Use the fields as follows:
| Search fields | Description |
| Org ID | Org ID under which the course is registered. |
| Course ID |
Enter any combination of letters and numbers to search for any courses that contain that combination in the Course ID. |
| Course Title | Enter any combination of letters and numbers to search for any courses that contain that combination in the title. |
| Location |
Location of the session. |
| Show | Filter the results by session availability (All, Open, or Closed). |
| Session Name | Enter any combination of letters and numbers to search for courses that contain that combination in the session name. For online courses, search for "Web based". |
Select the course ID of the course to which you want to add sessions and click Add Session. Alternatively, you can select the course ID, right-click on the table, and select Add Session. The Add Session dialog box opens.
On the Session tab, specify the course ID, location, session name and instructors notes. The location defaults to Online. Click Select to choose from the available locations set by the administrator. Notes provide users with additional information on the session. Students will see this in the course catalog.
Click the Dates tab and specify the session starting and ending dates and times. Specify the capacity and the meeting days, along with the registration starting and ending dates. If materials are to be pre-released to students, specify the number of days in advance of the session start date in the Allow early access to materials (days) field. For Student Limit, the default of 0 specifies unlimited number of students allowed. If a limit is set and it is exceeded, a waiting list icon will appear to the right of the session in the list of sessions (see Waiting List below). The system will show how many students are currently registered to the right of this field.
For Meeting Days, check the boxes for the specific days of the week the session will run. This is only used for displaying on the student calendar. If you have a session that has a start date of 8/1 and an end date of 8/31 but your class only runs on Mondays, for example, you will need to check only the Monday box in the session record, otherwise it will show on the calendar for all the days you have checked. When you add a session, the default will leave all check boxes blank so be sure to set them correctly.
Registration Start Date and Registration End Date allows you to set registration/enrollment time periods. Even though this course is set for the future, you may want to allow students to register ahead of time.
For Student Invitation URL, this Web address is automatically generated and can be used to copy and paste in an email if you wish to send out invites to students to take the session. This URL will take students directly to the CourseMill login dialog box to allow them to log in, and then will direct them to the catalog to enroll in the session. It does this by placing the Course ID in the Catalog ID search field to only display that course when displaying the course catalog.
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| • | If you set specific dates and times for your session, and you have the course enrollment notification being sent, you can also send a calendar (.ics) file to be sent as an attachment that will allow the student to automatically log the session date/time in the Outlook calendar. Your admin can do this by setting the manage property CreateCalendarEventFiles to Yes | |
| • | Setting the managed property CalendarReminderTime will set the calendar alarm warning notice prior to the beginning of a scheduled class starting time for all students. The default value is 15 minutes. |
Click the Community tab and specify the chat, instant messenger, discussion board, and email support settings.
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If the administrator disabled community items at the organization level, you will not be able to set them at the session level. |
Click the Instructors tab to assign instructors to the session. The Instructors Assigned box lists the instructors that currently assigned to instruct the course. The Instructors Available box lists the available instructors. Select an instructor and use the arrows buttons to manage the list of instructors assigned to the course. For example, to add an instructor to the instructor list, select the instructor from the Instructors Available box and click the left-arrow button.
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An instructor must be assigned if you would like course/session notifications to be sent. |
| • | Only those users that are flagged as instructors in the profile can be assigned as an instructor. Ensure that the instructor’s user profile includes the selected Instructor flag so that he or she can be assigned to one or more sessions. | |
| • | If a reporter is also an instructor and the instructor is assigned to a session, reporting as a session level instructor takes precedence when running reports. In other words, the reporter can only run course level reports for sessions he or she is assigned to as an instructor. |
Click the Session Info tab, if it is available. This tab will only display if the administrator has set up categories for sessions.
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The categories set up for sessions will display here (for example,: Department 1, Department 2, Department 3, Location Contact Information, and so on) so data can be entered for this particular session.
- Up to eight categories can be defined at the organization level.
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Each content line retains up to 200 characters.
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Students do not see this information.
Session Info can be used for administrative tracking for each session via custom reporting.
Click Save.