TABLE OF CONTENTS

Courses


Course — is a series of classes or meetings attended by students and dedicated to a single subject. Each student should complete a certain set of courses to complete a program. Students have their attendance logged and receive grades after attending a course. The attendance reports, the academic progress reports, transcripts, etc., are based on courses.

 

A single course can be included in multiple programs and groups. Students can attend a set of courses that is assigned to their group. Courses for the group are chosen from the courses that are added to the group program. That is why initially we define in which programs the course is available for the students and its default settings, and only after that, the course is configured individually for each group.

  

There are three types of instruction for courses:

  • Prerequisites — courses with prerequisite classes in the school
  • Didactic — courses with regular classes in the school
  • Clinical — courses with practical training in organizations

Courses are also divided by the method of delivery:

  • Residential — courses attended in person in the school
  • Online — remote course study
  • Other — other methods of delivery such as private lessons (PVL), self-paced courses (SEL), etc.

Types of Courses

You can add any number of course types to the Types of Courses list on the Education → Settings → Types of Courses page:



The course type is set for each course from the list of courses and groups.


The cost per hour can be confugured for each course type. This value will be automatically copied to groups after adding courses to them. The cost per hour can be later defined individually for each course type in the student’s Enrollment Agreement and Enrollment Agreement Templates.


If a course type has the May Be Incomplete property enabled, the courses of this type are not validated during the automatic stage of the pipeline change from ACTIVE to COMPLETED/DROPPED Pending.


Courses List

The courses available in programs can be configured after the list of courses is filled. After a course is added to the list, it can be added to a program.

 

Follow these steps to add a course:

  1.  Open the Education → Courses page.
  2.  Click the Add button below or above the Courses panel.
  3.  You will see the Add Course page. Fill out the course information:
    • Number, Title
    • Method of Delivery
    • Program
    • Can be Substitute for Course - define a course that this current course is a substitute for. If a program includes two identical courses, but one of them, e.g., is online, and the other is residential, and a student can only complete one of them, such courses must be configured as substitutable courses.
      In this case, when assigning courses to a student, only one of the courses must be assigned. You can also set the start date, the completion date, and other settings individually for such courses:



You can view old courses by clicking the View Old Courses button on the Courses page:



Methods of Delivery

Each course in the courses list as well as in the course lists of programs and groups can have a value for the Method of Delivery field. 

The list of available delivery methods can be found on the following page: Education → Settings → Method of Delivery:



The ABHES Method column lists methods of delivery required for sending reports to ABHES. You can match these methods to the current school’s methods when editing or adding a method of delivery:



The Enable Commands property enables textual comments for the Method of Delivery in the course lists for programs and groups:




Courses in Programs


After adding the courses, they need to be distributed among the programs and configured for each program because one course can be studied in different programs differently.

The program settings are used as the default settings when a course is added to that program.


Note: You can edit the program courses list and the course settings at any time if needed.



Assign/Unassign a Course to a Program


If you have not added a course to programs after the course was created, there are two ways to add it:

  1. Open the Edit Course page, click the Assign this Course to a Program button, and select the required program.
  2. Open the Program "Name" page → Courses tab → Assign/Unassign tab, and select the required courses.

  

Configure a Course in a Program


A course needs to be configured after it has been added to a program. Open the Program "Name" page → Courses tab → Current tab → Edit tab, and fill out the required fields:



  • Number, Title, Method of Delivery— are identical to the fields in the course settings and can be overridden for each particular program.
    Note: The values of the Number and the Title fields will be shown in the transcript and other student documents.
  • Type of Course — a value from the Types of Courses list.
  • Type of Instruction — didactic, clinical, prerequisite.
  • Show in Transcript — defines whether the course is shown in a transcript or not.
  • Default Attendance — the value that will be set by default when logging attendance (e.g., Present, Absent). The selected value in this field will be automatically set to all students during the initial attendance logging for the course.
  • Transcript Final Grade type — final grade type of the course: Letter Grade (A, B, ...) or Pass/Fail.
  • Total Clock Hours — total hours count in the course.
  • Credit Hours — number of credits received for the course.
  • Transcript Clock Hours — total hours count to display in the transcript.
  • Transcript Credit Hours — number of credits to display in the transcript.
  • Module — the number of the module of the course.


Courses in Groups and Clinical Groups, Clinical Rotations


Assign Courses to Groups


After the course is assigned to a program and configured, the course can be assigned to groups.

You can do it the following way:

  1. Open the Group "Name": Education Group Details page and click the Assign/Unassign Courses button.
  2. You will see the Group "Name": Assign/Unassign Courses page. Select the required courses in the Courses panel and click the Save button:

 

The Group "Name": Assign/Unassign Courses page also allows adding Tracks.

Track — is a variant of studying in a program where a part of the courses is unique to that Track.

A program can have multiple Tracks, and a program can include courses that are shared by all Tracks, and each Track may have its own unique course. More information about Tracks can be found here: Programs: Dividing courses into the Tracks.


After you have added the courses to a group, you can reconfigure them. 

It can be done in three ways:


  • On the Group "Name": Education Group Details page, click the Edit All button under the Courses panel. You will see the Group "Name": Step 1 of 2 - Edit Courses where you can edit all information about all courses.
  •  On the Group "Name": Education Group Details page, click the Edit button in the Actions drop-down menu of the corresponding course row. You will see the Edit Course in Group pop-up panel where you can edit the information of that course.
  • On the Group "Name": Education Group Details page, click the edit icon in the upper right corner of the cell in the Courses panel. On the next pop-up panel, Edit Course, you can edit the value for the selected field of the course.

You cannot add courses outside groups to students in GEGI. This feature will be available in the future.


LMS Short Name


When adding courses to a group, the LMS Short Name field is filled automatically. This value can be later used for integration with learning management systems (e.g., Moodle).


This value for the field is generated by the following rules:


  1. The value parts are separated by a dot ".".
  2. The first one or two letters define the season: Winter = W (months 12, 1, 2), Spring = Sp (3, 4, 5), Summer = Su (6, 7, 8), Fall = F (9, 10, 11).
  3. Then go the four digits of the year without a dot separator and the value is taken from the Course Start Date field.
    Ex: "Sp2023".
  4. Then goes the course number taken from the Number field without spaces.
    Ex.: "Sp2023.GE001".
  5. Then goes either "Q" (clock hours course) or "S" (credit hours course) for "GE"/"GEH" courses. All other courses have the campus short name instead.
    Ex.: "Sp2023.GE001.Q".
    Ex.: "Sp2023.GE001.CA".

The LMS Short Name can be overridden manually in the course settings in a group:



Assign Courses to Clinical Groups


All clinical courses are configured in clinical groups. To configure courses, add courses to groups, and create clinical rotations for them. Clinical rotations — are practical classes that take place in medical institutions.


A course can be added to a clinical group as described below:

  1. Open the Clinical Group page.
  2. Click Courses in the Actions drop-down menu:

  3. On the next page, Assign/Unassign Courses, select the required courses from the list in the Courses panel, and click the Save button:


Clinical rotations can be added to a clinical group as described below:

  1. Open the Clinical Group"Name" page.
  2. Click the Clinical Rotation item in the Actions drop-down menu:



  3. On the next page, Clinical Group "Name": Clinical Rotations, click the Add button under the ClinicalRotations panel and fill the required fields.
    • Title — the title for the clinical rotation.
    • Clinical Sites — the locations where practical classes take place for that clinical rotation. The list of the available clinical sites is configured in the program.
    • Instructors — the list of instructors that conduct classes.
    • Attendance Type — the attendance type can be either Class Schedule or Attendance Log (self-paced).
    • Same Grading with Course — if the grade component is the same in all clinical rotations, you can configure it once in the course and use this setting for clinical rotation. If grade components differ, the Same Grading with Course setting can be disabled and the components can be configured for each clinical rotation individually:

Education reports (e.g., transcript, attendance statistics) show only courses from groups. That is why the courses from clinical groups need to be linked to the same courses in didactic groups. After that, the course information from clinical groups is shown correctly in reports.

 

The courses in clinical groups will be shown correctly in reports if you add the same course in a didactic group and link it to the course in a clinical group.

 

First, link groups:

  1. Open the Clinical Group "Name" page.
  2. Click the Groups item in the Actions drop-down menu of a corresponding group row.
  3. On the next page, Assign/Unassign Didactic Groups, select the required didactic groups from the list on the Groups panel, and click the Save button:

Next, link courses:

  1. Open the Group "Name": Education Group Details page.
  2. Click the Link with Clinical Groups item in the Actions drop-down menu in the corresponding clinical course row:

  3. You will see the Link Course with Clinical Group pop-up panel. Select Clinical Groups and click the Link button:



Attendance and grades can be logged after courses are added in groups. More information about attendance and grades can be found in the following article: How to configure and enter attendance and grades?


How to Configure the List of Books for Courses


You can configure the list of books for program courses on the Program → Courses → Books page:



If all program courses are selected for a book, the "All Assigned Courses" text will be displayed in the Courses column.