Planning and Setting Up Course Sessions
These topics discuss how to plan and setup course sessions.
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Page Name |
Definition Name |
Usage |
|---|---|---|
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CRS_SESS_PLAN1 |
Plan new course sessions and check availability of training rooms and instructors. |
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Crse Session Planner Facility (course session planner facility) |
TRN_PLAN_FAC_SEC |
Click Room Number in the Training Room Booked Time group box on the Course Session Planner page. View room booking details. All displayed data comes from the Course Session table. |
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TRN_PLAN_INSTR_SEC |
View instructor schedules. |
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COURSE_SESSN_TBL1 |
Set up general information about the course session, including start and end dates, session length, number of students who can enroll in the session, and session language if the course is multilingual. |
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COURSE_SESSN_TBL2A |
Set up the location of the course session and the course instructor. If you are dividing the session into cut sessions, set up the start and end dates, location, and instructor for each cut session. Before using this page, set up training facilities on the Training Facility table. If you use external companies to manage course sessions, add them to the Vendor table. Add instructors to the Instructor table. |
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TRN_FACIL_ADDR_SEC |
View and update the address and contact details of the course session or cut session. |
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TRN_ROOM_SEL_SEC |
Select a training room for the course session or cut session. |
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TRN_INSTR_SEL_SEC |
Select an instructor for the course session or cut session. |
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COURSE_SESSN_TBL3A |
Specify the equipment and materials that are required for the course session. You set up equipment codes on the Equipment and Materials page. |
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TRN_FAC_EQUIP_SEC |
View the equipment and materials available at the training facility. |
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COURSE_SESSN_TBL4A |
Define miscellaneous expenses that are associated with a course session. Set up the Tuition Expense Type page before using this page. |
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TRN_CRS_STUDNT_SUM |
View details of a course session, including the start and end dates, session location, and list of students. |
Use the Course Session Planner page (CRS_SESS_PLAN1) to plan new course sessions and check availability of training rooms and instructors.
Navigation:
This example illustrates the fields and controls on the Course Session Planner page. You can find definitions for the fields and controls later on this page.
Field or Control |
Description |
|---|---|
Start Date and End Date |
When you enter dates in these fields, the system updates the instructor grid with the qualified instructors who are booked during the specified period. If you have specified a facility, the system updates the facility grid with existing bookings. You can make this period as long as you want and then adjust the dates as you narrow the search for available instructors and training rooms. The system doesn't check instructor or facility availability until you select a start date. Before setting up the course session, you must complete both dates, because they become the course session start and end dates when you click Course Session Setup. |
Start Time and End Time |
The system displays these fields when you enter the end date. Enter the start and end times for the course session. |
Course Session Setup |
Click to set up the course session. The Instructor and Facility fields aren't mandatory, so you can set up a course session with just one of them completed. If you don't select an end date, or if the instructor or training room that you selected is booked, you can't click the link. When you click Course Session Setup, the system transfers you to the Course Session component and copies the data from the Course Session Planner page. When you save the Course Session component, the system returns to the Course Session Planner page. |
Facility |
Select a facility from the list. When you move out of the field, the system checks the Course Session Table for existing bookings and displays in the Training Room Booked Time group box the dates and times when training rooms at the facility are booked during the specified period. Click the Room Number link in that group box to check the Crse Session Planner Facility page for booking details. If the Training Room Booked Time group box is blank, the facility is available during the specified period. |
Room Code |
The system makes this field available for entry when you complete the Facility field. Select a room code from the list. When you leave the field, the system checks existing room bookings and updates the Training Room Booked Time group box to show the bookings for the selected room. If this group box is blank, there are no bookings for that room. |
Instructor |
Select an instructor from the list. When you leave the field, the system checks the instructor's availability and lists in the Instructor Booked Time group box the dates and times that the instructor is unavailable during the specified period. Click the instructor's name in that group box to view the Course Session Planner Instr. page, where you can view the reason that the instructor is unavailable. The system also checks the instructor's training schedule and absence history. If the Instructor Booked Time group box is blank, the instructor is available for the specified period. |
Room Number |
Click the room number link to access the Crse Session Planner Facility page and view training facility information. |
Name |
Click the name link to access the Course Session Planner Instr. page and view instructor information. |
Use the Course Session Planner Instr. (course session planner instructor) page (TRN_PLAN_INSTR_SEC) to view instructor schedules.
Navigation:
Click Instructor name in the Instructor Booked Time group box on the Course Session Planner page.
This example illustrates the fields and controls on the Course Session Planner Instr. page. You can find definitions for the fields and controls later on this page.
Field or Control |
Description |
|---|---|
Description |
If the instructor is scheduled to teach, the system displays the name of the course. Otherwise, the system displays the reason for the instructor's absence. |
Use the Course Session Profile page (COURSE_SESSN_TBL1) to set up general information about the course session, including start and end dates, session length, number of students who can enroll in the session, and session language if the course is multilingual.
Navigation:
This example illustrates the fields and controls on the Course Session Profile page. You can find definitions for the fields and controls later on this page.
To set up course sessions, you must have created the course in the Course table, given it an Active status, and selected the Session Administration check box.
Field or Control |
Description |
|---|---|
Session Number |
If you add a new session and leave this blank, a sequential session number is generated. You can reuse session numbers from completed or canceled sessions. |
Session Status |
Select a status: Active: Select this default status when you create a new course session. You can enroll students only in active sessions. Canceled: Select if the session has been canceled. Complete: Select if the course session has been completed. This updates data for each enrollee. |
Start Date, End Date, Start Time, and End Time |
When you change the start or end date, the system updates the student training records for students who are on waiting lists or enrolled in course sessions. Note: (FRA) The system uses the session start date to determine the fiscal year in which costs are charged. If the session dates cover two fiscal years (that is, the start date is before December 31 and the end date is after January 1). Then, the costs may not occur properly and chargeable costs may not be reported correctly on the 2483 report. In this case, it is better to create two separate sessions. |
Rescheduled |
Select if you change session information, such as dates or times, so that you know that you've made changes to the original information. When you select this check box and save the page, the system changes the letter code in the student training record to RSC (reschedule). You can create a form letter to notify students of rescheduled sessions. |
Session Administration |
When selected, this session appears in the search results for the Enroll Individually component (COURSE_ENROLLMENT1) if it meets the search criteria. You must select this check box to enroll learners in this session by using the Enroll Individually component. The system selects this check box by default, but you can deselect it. |
Duration and Duration Unit |
Automatically populated from the Course table. You can change these values. |
Minimum Nbr of Students and Maximum Nbr of Students (minimum number of students and maximum number of students) |
Automatically populated from the Course table. If you're enrolling students in this session using the Course Auto Enrollment page, enter a number in the Maximum Nbr of Students field—otherwise the system can't enroll any students in the course. If you select a training facility code on the Course Session Table - Location, Instructor page, the system validates the number that you enter in the Maximum Nbr of Students field against the room's maximum capacity. |
Session Language |
This field is available if the course is designated as multilingual on the Course Table - Course Profile page. |
Vendor ID |
Select a vendor ID if you're outsourcing any part of a session to a vendor. Vendor IDs are stored in the Vendor table. |
Use the Course Sessions - Location, Instructor page (COURSE_SESSN_TBL2A) to set up the location of the course session and the course instructor.
If you are dividing the session into cut sessions, set up the start and end dates, location, and instructor for each cut session.
Before using this page, set up training facilities on the Training Facility table. If you use external companies to manage course sessions, add them to the Vendor table. Add instructors to the Instructor table.
Navigation:
This example illustrates the fields and controls on the Course Sessions - Location, Instructor page. You can find definitions for the fields and controls later on this page.
Training Location
This scroll area contains details about all course session locations. You can select a training facility from the Training Facility table or specify a vendor if the course is at an external site.
Field or Control |
Description |
|---|---|
Start Date, End Date,Start Time, and End Time |
Displays the course session dates and times. If the course session is divided into cut sessions, insert a row for each session, adjust the dates for each row, and adjust the times, if they vary. |
Duration and Duration Unit |
Automatically populated from the Course Session Table - Course Session Profile page. If the course session is divided into cut sessions, adjust for each cut session. Make sure that the duration of all cut sessions equals that of the course session. |
Facility |
If the session is at a facility that you set up in the Training Facility table, select the appropriate facility. When you leave this field, the system completes the facility name fields; you can't change them. If the training facility isn't set up in the Training Facility table, leave this field blank. |
Vendor ID |
If a vendor is managing the course session, select a vendor ID. When you leave this field, the system enters the vendor name. |
Select free Training Room |
Click this link to access the Select Free Training Room page. The system displays rooms that are available during the specified period. If the Facility field is blank, this link is unavailable. After you select a room on the Select Free Training Room page, the room code, room name, building, floor number, and maximum number of students appear on the Course Sessions - Location, Instructor page. (The building and floor number are optional fields on the Training Facility Table - Training Rooms page and only appear if applicable.) |
Training Facility Address |
Click to access the Training Facility Address page, which displays the address of the selected facility or vendor. If the Facility and Vendor ID fields are blank, the Training Facility Address page is blank. |
Instructor
Field or Control |
Description |
|---|---|
Vendor |
If the instructor is from a vendor, select the vendor ID. When you leave this field, the system displays the vendor name. |
Select free Instructor |
Click this link to access the Select Free Instructor page. The system displays qualified instructors who are available during the specified period. After you select an instructor, the instructor ID and name appear on the Course Sessions - Location, Instructor page. |
Use the Training Facility Address page (TRN_FACIL_ADDR_SEC) to view and update the address and contact details of the course session or cut session.
Navigation:
Click Training Facility Address on the Course Sessions - Location, Instructor page.
This example illustrates the fields and controls on the Course Sessions - Training Facility Address page. You can find definitions for the fields and controls later on this page.
The system completes fields on this page from the Training Facility table or the Vendor table, depending on the selections on the Course Session Table - Location, Instructor page.
Field or Control |
Description |
|---|---|
Contact Name |
Enter the name of a contact at the training facility. If you selected a facility on the Course Session Table - Location, Instructor page, the system displays the contact name from the Training Facility Table - Contacts and Equipment page. You can update the name. |
Phone |
Enter the telephone number of the person named in Contact Name. If the person has a business phone number specified, the system completes the Phone field automatically. You can update the number. |
Country |
If you selected a training facility or a vendor on the Course Session Table - Location, Instructor page, the system completes the Country and address fields, making them unavailable for entry. If the Country field is blank, select from the list of valid values. When you leave the field, the system dynamically generates that country's proper address format, as specified on the Country Table, Address Format page. |
Use the Select Free Training Room page (TRN_ROOM_SEL_SEC) to select a training room for the course session or cut session.
Navigation:
Click Select free Training Room on the Course Sessions - Location, Instructor page.
This example illustrates the fields and controls on the Select free Training Room page. You can find definitions for the fields and controls later on this page.
The system displays the rooms that meet these criteria:
The room is available during the period that you specified on the Course Session Table - Location, Instructor page.
The room can accommodate the maximum number of students that you specified on the Course Session Table - Course Session Profile page.
Field or Control |
Description |
|---|---|
Room Code |
Select a check box to book the associated training room for the course session or cut session. |
Room Nbr (room number) |
System displayed. You set up training rooms in the Training Facility Table page. |
Use the Select Free Instructor page (TRN_INSTR_SEL_SEC) to select an instructor for the course session or cut session.
Navigation:
Click Select free Instructor on the Course Sessions - Location, Instructor page.
This example illustrates the fields and controls on the Course Sessions - Select Free Instructor page. You can find definitions for the fields and controls later on this page.
The system includes displays instructors who are:
Qualified to teach the course.
You use the Instructor Table - Qualification page to define the courses that an instructor can teach. If the course is multilingual, the system checks the instructor's language skills. Only instructors who can teach in the language you specified on the Course Session Table - Course Session Profile page are on the list. Record instructors' language abilities in their profile. The system checks instructor's PERSON profile type only. Profiles are defined in the Manage Profiles business process
Available during the period that you specified on the Course Session Table - Location, Instructor page.
The system checks the instructor's teaching schedule and absence data. This prevents you from scheduling instructors during planned absence periods, such as vacations.
Field or Control |
Description |
|---|---|
Select |
Select a check box to book the associated instructor for the course session or cut session. |
Instructor ID and Name |
System displayed. You set up instructors on the Instructor Table - Instructor Profile page. |
Use the Course Sessions - Equipment page (COURSE_SESSN_TBL3A) to specify the equipment and materials that are required for the course session.
You set up equipment codes on the Equipment and Materials page.
Navigation:
This example illustrates the fields and controls on the Course Sessions - Equipment page. You can find definitions for the fields and controls later on this page.
Training Room Equipment
This scroll area displays details of the training facility that you selected on the Course Session Table page. If you divided the course session into cut sessions, check the details of the training facility for each cut session.
Field or Control |
Description |
|---|---|
Training Facility Equipment |
Click to display the shared equipment that is available at the training facility. If you haven't specified a facility, this link is unavailable. |
Fixed Equipment/Materials
If you selected a training facility code on the Course Session Table - Location, Instructor page, the system displays the fixed equipment available in the selected training room. Facility equipment is defined on the Training Facility Table - Training Rooms page.
Session Equipment/Materials
Use this scroll area to specify the equipment and materials required for the course session. The list is initially populated by the Course Cost - Vendor, Facility, and Equipment page.
Field or Control |
Description |
|---|---|
Equipment/Materials Code (equipment code) |
You set up equipment or material codes on the Equipment and Materials page. If you selected a training facility on the Course Session Table - Location, Instructor page, you don't need to include the fixed equipment shown in the Fixed Equipment/Materials scroll area. |
Note: To find out whether the equipment required for the course session is available at the training facility, generate the Equipment Checklist report.
Use the Training Facility Equipment page (TRN_FAC_EQUIP_SEC) to view the equipment and materials available at the training facility.
Navigation:
Click the Training Facility Equipment link on the Course Sessions - Equipment page.
This example illustrates the fields and controls on the Course Sessions - Training Facility Equipment page. You can find definitions for the fields and controls later on this page.
This group box lists the equipment that is available at the training facility. It includes only equipment that is shared among training rooms, not the fixed equipment associated with individual training rooms. Define training facility equipment on the Training Facility Table - Contacts and Equipment page.
Use the Course Sessions - Expense page (COURSE_SESSN_TBL4A) to define miscellaneous expenses that are associated with a course session.
Set up the Tuition Expense Type page before using this page.
Navigation:
This example illustrates the fields and controls on the Course Sessions - Expense page. You can find definitions for the fields and controls later on this page.
Use this scroll area to list the types of expenses that are associated with this course session. The list is initially populated by fields from the Course Cost - Instructor, Expense page.
Use the Review Session Summary page (TRN_CRS_STUDNT_SUM) to view details of a course session, including the start and end dates, session location, and list of students.
Navigation:
This example illustrates the fields and controls on the Review Session Summary. You can find definitions for the fields and controls later on this page.
If the course session hasn't ended, the system shows who is enrolled or wait listed. If the course session has ended, the system shows which students completed the course and what their grades were.
All data that the system displays on the Review Session Summary page comes from the Course Session table.
Field or Control |
Description |
|---|---|
Status |
Displays the session status: Active: The default status when you add a new session. Canceled: The session has been canceled. Complete: The course session has completed. |
Grade |
If a student has successfully completed the course, the system displays the student's grade. Enter grades on the Student Training - Course Student Enrollment page. |