Step-by-Step Guide to Sessions o Sessions tab o Step-by-step guide to sessions (pdf) o Step-by-step guide to course instance o Course instance page This step-by-step guide is intended to take you through the basic steps of adding new sessions. Note this tab is only available once a new course instance has been saved. Please make sure that the course instance is 'incomplete'. Step 1: Open the sessions tab Click on the Sessions tab with the mouse Step 2: create a new session Click on create a new session (which is highlighted in yellow) this will open a new session dialogue box. The title of the course at the top and a close button on the right. Step 3: start date and times The date field and and day of the week are bound together. The day of the week is only used to make choosing a date easier, it is not saved. Enter a start date in the field using the format dd/mm/yyyy. This is a date field with a pop- up calendar date picker and a day of the week selector. The day of the week will change corresponding to the date picked. Step 4: start time Times will be displayed using hh:mm format. Invalid time will be replaced with a valid time. Enter the start time in the start time field. or click on the time picker icon on the right of the start time field. This icon allows users to open the time picker and click on the time rather than typing it in. It displays the hours of standard day 8-11am and 12-21 pm. Rolling over an hour will show the quarter hours. Step 5:end time Enter the end time in the end time field. or click on the time picker on the right of the end time field. Step 6:GLH Th GLH field will not change automatically, either enter the value manually in hours as decimals (i.e. 1.5 is one and a half hours or 90 minutes) or press the calculate button on the right of the GLH field. The field will display a warning in red, when it does not match the start and end period. Sessions with planned breaks in them will have fewer hours than the start and end times suggest and should be left as warnings. Step 7:venue The location and room fields are populated by inherited values from the course instance page. The drop-down lists are populated from the database and contain a full list of facilities available. Step 8:room Changing venue will update the room list to display room list for just that venue. The rooms field will only become live if you have selected a venue for which there are rooms. Step 9: tutors Up to three tutors can be assigned to any session. Each tutor can also have their GLH contribution and tutor rates overridden. Users cannot set the GLH or rate values on a row with no tutor. Step 10:recurrence - generating multiple sessions for a course Tick the recurrence checkbox to activate the recurrence tab. Then click the recurrence tab to open the tab. The recurrence tab allows users to repeat a session. This is a quick way to build sessions for a course. Add one session for the first date and use this tab to add another day of the week (assuming the other details such as time and location are the same), set the number of weeks to repeat and then create (or save if in edit mode) the session. Systems calendar You may need to check your systems calendar to ensure that you are creating the correct number of sessions as you would expect. Here's an example Calendar weeks Creating sessions based on the above calendar to run on Wednesdays for 10 calendar weeks. E.g. start date 18/11/2009 and end date 20/01/2010. If you create sessions using calendar weeks, you will find that only 6 sessions will be created. The 18/11/2009 was marked as a holiday and will not be created, so the next available Wednesday will be 25/11/2009. Sessions 8, 9 and 10 will not also be created because 6th, 13th and 20th January fall during holiday period. Fortnights Creating 10 fortnightly sessions based on the above calendar, e.g. start date 18/11/2009. The 18/11/2009 was marked as a holiday and will not be created, so the next Wednesday in 2 weeks will be 02/12/2009. The session that falls on 13/01/2009 will not be created. Course weeks Some clients know that some courses they set up must be a certain number of sessions long. Based on the above calendar this means that if you want10 sessions, it is not always enough to enter a start date and then ask for that session to recur for 10 weeks as holidays may mean they get less than that. We recommend that you select 'course weeks' and this will give you 10 sessions during term times. Sessions This will create the number of sessions specified that can be created during term times. If you select Monday to Friday and repeat for 10 sessions, it will skip Wednesday 18/11/2009 as this was marked as a holiday and creates Monday 30/11/2009. You are free to delete unwanted sessions and create more sessions if needed. The system will avoid generating sessions which duplicate an existing session (same course, start and end times) This will mean that if you try to overwrite you will get old sessions retained. Step 11:sessions list You have now created your sessions. The sessions tab is refreshed and a list of sessions is displayed. Step 12:Editing a single session From the sessions list, rolling your mouse over a session highlights the session in green. Click on the row of the session you wish to edit. This action will open the session you wish to edit. Clicking on the delete button will delete this session. Step 13: saving the session Editing a single record, the original values are loaded. You can edit an single session record to adjust date, time, staff and venue. Make the changes and save the session. In this page you will find that there are 2 buttons that will allow you to save your changes to make the page faster to load. 'Save' - this button will save the changes you have made. Depending on the number of sessions in your list, you may not see additional sessions until you click on 'refresh' . 'Save and refresh list' will save and refresh the page in one go and this action will take slightly longer to load. Step 14: Editing multiple sessions Users can select multiple sessions to edit or delete at once. Similar to MS WORD, holding the 'shift' key will highlight all the sessions from first selection to your last selection. Holding the 'ctrl' key will highlight specific selection. Similarly, you can delete all the sessions highlighted by clicking on 1 'delete' icon. If more than one session is selected then they will have different dates. The date field show the first date (earliest) and is deselected by default. If the user selects the date (and changes it) we will not change every session to have that date but instead we will offset all sessions by the same amount. The offset amount is the number of days needed to move the first session to the new date. This allows users to move a whole group of sessions by 1 day, or a week or even months. Users can edit and save multiple sessions without forcing the user to overwrite variations between sessions. Step 15: refreshing course instance page details tab Once you have finished editing sessions, the details tab of the course instance page may need to be refreshed for the first and last session fields to reflect your changes. There is a green refresh button at the bottom of the page.
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