Classes

Definition of a Class

A Class is a Course lead by a Tutor at a specific location in a specific time slot with essentially the same students enrolled. During the period of time the class operates, there must always be a prime tutor defined who is responsible for the class (which may change during the period) and there must always be a venue defined (which may change).

Terms (Semesters) and Classes

If a course runs through multiple terms/semesters with the same students, it is one class with multiple terms/semesters nominated.
If a course is run where students are expected enrol or re-enrol for the next term/semester, it is a different class.
Where the same course is repeated at a different time, in a different location or with a different tutors, it is a different class. Students are reqired to enrol specifically - there is normally no carry over from another class (but there can be).
If Summer School is used by your U3A, it is Term 5 if Terms are used and Semester 3 if Semesters are used.

Setting up a New Class

Before setting up a new class:

The Course must be on file;
The Venue must be on file;
The Term Calendar must have been set up;
At least the primary Leader (Tutor) must be on file as a member.

There are two ways to define a profile for a new class:

Specify an existing class as a prototype on which to construct a similar class for the current year.
Specify a prototype class when planning the same class for the next year. The parameters of the prototype are copied to the new class which may be then by modified.
If the new class is similar to the prototype, but the course description has to be modified, after adding the new class, define the new course and transfer the class to the new course (see the procedure under Courses)
Define a totally new class for a course a new course or with totally different parameters.

Using a prototype

Construct a new class for either the current year or the next year using an existing class as the prototype

Obtain a list of classes:

By identifying a tutor (by entering a namekey, then clicking Tutor), or selecting a tutor from a full list by clicking Tutor without entering a namekey.
By entering a course or class code and clicking Classes.
By entering a class namekey or selecting a class from a full list and clicking Class Name.
By selecting course category from the drop-down list and clicking Category.
By clicking Course# and selecting the course from the list.
By clicking Title and selecting the course from the list.

Setup the New Class Profile

Indicate the class to be used as the prototype, then click New Class and define the profile by modifying the prototype profile on the Class Form.
The Venue of the prototype is transferred to the new class, but may be changed by entering a new Venue namekey on the Class Form.
When the profile is complete, click Next. The class session dates are presented.
To add further leaders, indicate the new class from the list and click Leaders. Specify the additional leaders on the Leaders Form.

Not using a prototype

Obtain a list of classes:

By clicking Course# and selecting the course from the list.
By clicking Title and selecting the course from the list.

Setup the New Class Profile

Click the New Class button for either this year or next. Do not indicate a class to be selected.
Define the profile of the new class on the Class Form.
Enter a venue namekey,
Enter the namekey of the primary leader (Tutor1).
When the profile is complete, click Next.
Select the tutor and venue from the lists as they are presented.
The full class profile is presented on the ClassForm. Check all is correct and click Next. The class session dates are presented.

Multiple classes for the same course

If a course has several classes to be run, these can be distinguished by using the Qualifier field in the class form.

The Qualifier may contain up to 8 characters. Examples: Group 1; Tue; Term 1.
The class name is constructed from the Course name and the Qualifier and together these give a class a unique title.
If you wish to remove the qualifier at a later time, just put a single hyphen in the qualifier field.

A blank qualifier signifies that the field is to be unchanged. It does not signify that it is to be removed.

Modifying a class

Either:

Select a course and select a class from the list. OR
Select a class

Click Update Class and modify the profile on the Class Form

Moving a class to another existing course

Either:

Select a course and select a class from the list. OR
Select a class

Click Move Class
Select the new course by indicating the radio button to the left of the course and click Select

The class and all enrolments will be moved to the selected course.

Class Form

Indicate the day of the week on which the class is to be held
Class Frequencies are expressed either in weeks of the month or fortnight within a term:

Weeks in a Month: Tick the weeks within the month the class is to run. e.g.

If it is weekly, tick w1 through w5.
If it is held on the 1st and 3rd weeks of the month, tick w1 and w3 and so on.

Fortnight in a term: Tick either f1 or f2 for the fortnight from start of term.

Select the terms during which the class will run by clicking the appropriate check boxes
Enter the starting and finishing times. By Default, Minutes may by 0, 15, 30 or 45. 24 hr clock is used - e.g. 3pm is 1500 hours. If the Class Option Class Times Resolution is set then that determines the permitted Minutes settings
By default, classes are scheduled to run only during term and are not scheduled to run on public holidays.
If the class is to continue to run during the vacations following terms 1, 2 and 3, click the No Vacs check box. Classes cannot be scheduled to run after the end of term 4 or prior to the start of term 1 because of a possible conflict with the scheduling of summer school classes. If classes are to be scheduled before the start of term 1 or after the end of term 4, adjust the start and finish dates of the respective terms in the Term Calendar app. However, if Term 5 (Summer School) is defined, classes may be scheduled between Term 4 and Term 5.
If the class is to run on public holidays, click the No Hols check box.
If the class is to run all day, click the All Day checkbox which overrides a check on the length of the class session.
Enter a qualifier for the class if appropriate (e.g. "Windows" for computer classes). Note: to remove an existing qualifier enter a hyphen as qualifier.
If a special deal has been obtained for the cost of a specific class, enter that cost and select the cost per from the Per dropdown list. Any cost entered here will override the venue room cost.
Enter the Fee that has been negotiated specifically for this class which differs from the normal hire charge for this venue, enter the cost here. In calculating the budgeted venue hire, this cost will override the costs specified against the venue or the room. Select the period of the charge from the drop-down list. e.g. per hour, per session, etc.
Enter the maximum number of places (students) that the class can accommodate
Enter the number of places reserved (not to be allocated automatically). This is used in several of the preferential enrolment options. See the Preferential Enrolment page for more detail.
Tick the Hide checkbox to prevent the class from being listed on the public (front end) class list.
Absences: If a Maximum number is specified, this initiates a process where once a student has been absent on this number of consecutive sessions of this class without apologising, that student may be terminated and a student on the waitlist offered the place. If Auto is selected, this process occurs automatically during the end of day backup session and the student with the earliest request on the waitlist is offered the place. (See the Apologies page for more detail).
Temp Places: If a Minimum number is specified, this initiates a process where a student has apologised for this number of consecutive sessions or more (e.g. when going overseas). During this period, a student on the wait list may be offered a temporary place in the class. If Auto is selected, this process occurs automatically during the end of day backup session and the student with the earliest request on the waitlist is offered the place. (See the Apologies page for more detail).
Select whether Enquiries are to be made to the tutor or office
Enrolment by:Select whether tutor is to enrol each student after an interview or whether enrolments can be made automatically (office)
Re-enrol?: If this class restarts from the beginning of the course and you want to prevent students from the previous class re-enrolling - perhaps to give other people a chance - click No. To allow previous students of classes in this course to re-enroll, click Yes.
Roll: If a signature of each member attending a class is required, a separate Attendance Report will be needed for each session rather than one for the whole term. In this case, select the radio button for Signature.
Enrol online: If allowing students to enrol online select Yes, otherwise select No
For a new class or to change the venue for an existing class, enter the venue namekey
If adding a new class, enter the namekey for the primary Tutor
Click Next.
Venue keyname If venue or tutor namekeys have been specified, select the tutor and/or venue from the appropriate list as it is presented.
Check the completed profile and click Next. The class session dates are presented. Adjust as required (see below).

Reserving Places for New Members

In Options/Members set Rsrv places - New Members to Yes.
On the Students line, enter the number of places to be Reserved for new members. When a new member is enrolled and the count of reserved places is greater than zero, the member is enrolled and the reserved count is reduced by 1. If the reserved count is zero the new member is treated like any other member. It is quite possible for new members to be enrolled in a class after existing members are on the Wait List.
For the purpose of this option, members who enrolled for the current year but were not accepted into any class are treated as new members.
It is possible to specify reserved places without using this option. in this case the reserved places must be controlled manually.

Class Session Dates

Adjust session dates as required by ticking or unticking the checkbox next to each date.
To add an additional date to the list, enter the date to be added in the form day/month (e.g. 5/10 for October 5) and click Add
To recalculate the dates, tick the appropriate checkboxes at the left of the Terms and click the Clear button.
When session dates are correct, click Next.
The completed class profile is presented. Click Next to display the revised list of classes.

Add or Revise Leaders

From the list of classes, indicate the class and click Leaders. Specify the additional leaders on the Leaders Form. See Leaders manual page below.

Add or Revise Venues

From the list of classes, indicate the class and click Venues. Specify the additional Venue on the Venue Form. See Venues manual page below.

For further assistance, contact support

Created: 10th May 2011 Modified:25th November, 2017