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Child, Family, Community Studies Scheduling Database Manual User by AaronMoule

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									Child, Family, & Community Studies Scheduling Database
                      Manual




                     User Guide
                                             TABLE OF CONTENTS

INTRODUCTION............................................................................................................. 3
   HOW DOES IT WORK .......................................................................................................... 3
NAVIGATION AND BUTTONS .................................................................................... 4
   ROLL DOWN MENUS OR PICK LISTS ................................................................................... 4
   CLOSING THE FORM .......................................................................................................... 4
CHANGE LOGIN PASSWORD ..................................................................................... 5

INSTRUCTORS................................................................................................................ 6
   ADDING INSTRUCTORS ..................................................................................................... 6
   EDITING INSTRUCTOR INFORMATION ................................................................................ 7
   DELETING AN INSTRUCTOR ENTRY ................................................................................... 8
SCHEDULING.................................................................................................................. 9
   SCHEDULING OPTION BUTTONS........................................................................................ 9
   SCHEDULE A COURSE ...................................................................................................... 10
     How to schedule a course with one time interval....................................................... 11
     How to schedule a course over a split time period .................................................... 19
   EDIT A COURSE ............................................................................................................... 22
   CREATE/EDIT TEAMS ..................................................................................................... 24
     Adding a Team and Instructors.................................................................................. 25
     Editing a Team Name Entry ....................................................................................... 29
     Editing Instructor Entries........................................................................................... 29
     Deleting a Team entry ................................................................................................ 30
     Deleting an Instructor Entry ...................................................................................... 31
   DELETE ENTRY ............................................................................................................... 32
     Delete a Scheduled Entry ........................................................................................... 32
REPORTS........................................................................................................................ 33




DLS - Douglas College                                                                                              Page 2/35
Introduction
The CFCS Database Scheduling offers coordinators of the program to schedule courses,
view the entire program schedule, print schedules by Day, by Course, or by instructors.


How does it work

The Database is divided into four categories:

   1. Management: Database Administration
   2. Change Login Password: Change your login password
   3. Instructor: Add, Edit, Delete Instructors
   4. Scheduling: Schedule a course, edit a course, delete a course, add instructor
                   teams, edit instructor teams, delete instructor teams
   5. Reports: View or print schedules either by course, by instructor, by day, or by
                instructor teams

To access the database the user must type in a username and password:




The username gives rights to access, edit and add the courses assigned to the coordinator
that is signed in. It also limits access to certain modules in the database system:

   •    Only the username ICCORD is given access to the Management Module
   •    The username Faculty is ONLY given access to the reports




DLS - Douglas College                                                          Page 3/35
Navigation and buttons
The record tool bar is located at the bottom of each form. A record is a data entry. On
some forms it is displayed in a spreadsheet style, such as the instructor form, others it is
displayed one record or data entry at a time, such as the schedule form. Use the arrows
on the individual buttons located on the bar to navigate between the records, move to the
first record, move to the last record or add a new record.
Previous course entered     Next Course Entered
                                      Add next record

                                                  Total number of courses entered

  First         Record
                Number          Last Course Entered
  Course
  Entered       Indicator




Roll down menus or pick lists

On several entry forms a roll down menu (pick list) is presented to the user. The list
allows the user to pick out the entry rather then type in the information.


                                                              Downward

The user clicks on the downward arrow to access the list and highlights the item to select.
For quick entry using the pick list, begin typing the name and the list will automatically
pull up the name that you wish to enter.


Closing the form


Use the        icon to exit out of the form once you have completed your data entry.




DLS - Douglas College                                                               Page 4/35
Change Login Password
Select this option to
change your login
password:

   1. Select the
      Change
      Login
      Password
      option from
      the CFCS
      Main Menu
   2. Change the
      password.
   3. Once
      completed,
      exit by
       clicking on the   icon




DLS - Douglas College           Page 5/35
Instructors
This option allows the user to add, edit or delete instructors so that they may use this
information when scheduling a course.


Adding Instructors

   1. Select the "Instructors” option from the CFCS main menu.




   2. Click on the         arrow star option on the record bar to add a new entry




                                     To add an entry

   3. Enter the Instructor’s last name, first name and ID


DLS - Douglas College                                                             Page 6/35
   4. You can enter several items by clicking on the arrow
   5. Once completed, exit by clicking on the     icon.


Editing Instructor Information

   1. Select the "Instructor” option under the CFCS main menu.




                                                             NOTE: The modified
                                                             information will be
                                                             related to the scheduled
                                                             courses entered using
                                                             the old instructor
                                                             information. If you
                                                             want to keep existing
                                                             information, create a
                                                             new instructor entry
                                                             rather then changing an
                                                             existing entry.




DLS - Douglas College                                                      Page 7/35
   2. Select the instructor entry that you want to modify. You can search the column
      by placing the cursor in the column and selecting the find icon     , or use the
      navigation arrows from the record tool bar to browse through the records to find
      the room.
   3. Once selected, change the instructor’s last name, first name or ID.
   4. Once completed, exit by clicking on the       icon

Deleting an Instructor Entry


   1. Select the instructor entry that you wish to delete




   2. Make sure that a black arrow appears on the left hand side of the room entry that
      you wish to delete.
                                NOTE: Any courses scheduled using the instructor
                                information that you want to delete, must be deleted
                                from the system before you delete the instructor
                                entry, otherwise the system will not let you delete
                                the entry.
   3. Press the Delete Button on your keyboard.
   4. Once completed, exit by clicking on the       icon.




DLS - Douglas College                                                        Page 8/35
Scheduling

This option allows the user to schedule a course, edit a scheduled course, and delete a
scheduled course. The coordinator can also create, edit or delete instructor teams. The




schedule option allows the user the flexibility to schedule courses either for a one time
period or split courses (the same course but given over two periods). It also allows
scheduling a course with one teacher or a group. To schedule a course taught by a team
of instructors, select the Create/Edit Teams option to create a team of instructors
assigned to teach the course, see Create/Edit Teams.


Scheduling Option Buttons

On the main Schedule View Form there are four command buttons accessible to the user:




Schedule a course: Select this option to schedule a course.
Edit a course:     Select this option to modify or edit an existing course schedule
                   entry.
Create/Edit Teams: Create new instructor teams or edit existing teams
Delete Entry:      Select this option to remove a scheduled course.
Refresh:           Select this option to update the screen display.
Close Form:        Select this option to exit the View Schedule Form.

DLS - Douglas College                                                           Page 9/35
             Schedule a course


             Choose the Schedule a course option from the Schedule View form to schedule a
             course. This is a three level entry.
                                                                                                      The blue form
                                                                                                   indicates the first
                                                                                                         level entry.



   The gray form                                                                                     The green form
indicates the third                                                                             indicates the second
       level entry.                                                                                      level entry.

                                                              Use this Scroll bar to
                                                            navigate or add times,
     Use this                                          locations and instructors to
 Scroll bar to                                               each time interval per
  navigate or                                                    course scheduled.
     add time
duration for a
      course.                                      Use this Scroll bar
                                                  to navigate or add a
                                                    scheduled course.
             First level entry:

             Use the blue form to enter the program code, course code, sections, CRN, RegENR,
             MaxEnr and comments.

             Second Level Entry:

             Use the green form to enter the duration of the course entered in the blue form by
             entering the beginning and end dates. The number of weeks is automatically calculated.

             Third Entry Level:

             Use the gray form to enter the days, times, location, instructor, or instructor teams for the
             course and time duration entered in the first and second entry levels.

             Each form has a horizontal scroll bar located at the bottom of the form. Use the buttons
             on the scroll bar to navigate. Please review the Navigation and buttons section.




             DLS - Douglas College                                                            Page 10/35

								
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