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Step-by-Step Guide to Sessions


Step-by-Step Guide to Sessions

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									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

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.

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.

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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