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Courses for Programs, Groups, and Students


All GEGI students are divided into groups. Each group can have multiple courses with grades and an attendance log.


The Courses Catalog 


The courses catalog is located in the Education menu tab → Courses menu item and includes all courses available in the school. Each course has the following required fields: 
  • Number — e.g., VN 100.
  • Title —  e.g., Fundamental of Nursing.
  • Method of Delivery —  e.g., Online, Residential, or Other.

Other settings such as Class Hours are set individually for each program.

When adding a course, you may select the programs for it but you can do it later during the program setup. Each course can be marked as Old and it will be visible in programs and groups but is unavailable for adding in new programs.

Program Courses List


Each program should have the list of the available courses configured at the Education menu tab → Programs menu item. To manage the courses list, click on the program name and choose the Courses tab. The first page (Courses → Current → View) displays all courses in the program. The Edit tab shows the list in the edit mode. The Assign/Unassign tab is used to assign new courses or unassign current ones.

Within a program, a course has several new required settings. The following settings are the most important:
  • Show in Transcripts —  defines course visibility in the Student Transcript. The Student Transcript PDF feature will be explained further in this guide.
  • Type of Course —  there are two major course types: Professional and General Education.
  • Type of Instruction —  Prerequisites, Didactic, and Clinical.
  • Default Attendance —  the default value for attendance when logging the attendance for students.
  • Transcript Final Grade Type —  a type of grade for the Student Transcript. Can be either Grade or Pass/Fail.
  • Hours — class hours for the course.

Group Courses List


As you already know, each GEGI group is related to one of the programs. The courses list for a group is configured the same way as the courses list for the program above.

To manage the list, go to the Cohorts & Didactic Groups page (Education menu tab → Cohorts & Groups menu item) and select a group by clicking on its name in the list. You will see the Group "Name": Education Group Details page with the table with the courses of the group. This page is used to edit courses (the Edit All button), assign, or unassign the group courses (Assign/Unassign Courses button) the same way as for the Program Courses List above.

Tracks


Tracks — the alternative variants of passing a program. They can be set up for the courses in a program/group.

During the study, a student must complete the main courses of the program and one of the alternative tracks as well.


See the article "How to Configure Tracks?".


The Courses List in a Student Group


After a student stage changes to ENROLLING and you create the Enrollment Agreement, you can choose courses for a student to attend in a group. Student courses are managed on the following several pages:
  • Assigned to Courses — a panel on the Enrollment Agreement page. Use the Edit button to manage the courses.
  • Education —  Courses in Student Group — the page displays all student courses in a group with the ability to assign and unassign courses, and view all courses in the program that may be assigned. The page is located at the Education tab on a student's profile page → Groups panel → Actions → View Courses.
  • Group "Name": Education Group Details — features course assignment for multiple students. Click the Assign Courses to Students button and select the students.

Note: You can find more information about programs and groups configurations in the following article: Programs and Groups. 


Instructors List


When managing roles at the Admin menu tab → Roles page, a role can have an Instructor property set. All users in this role can be assigned as instructors for groups and courses and they will be able to record grades and log attendance for the students.

Note: You can find more information about roles and user access configurations in the following article: User Access, Roles and Permissions.


To assign an instructor for a group, go to the Group "Name": Education Group Details page and use the Assign/Unassign Instructors button. After that, you should assign course instructors by using the Actions → Assign Instructors button located at the right in the course row.

Grading


You can record grades for each course assigned to a student. However, first, it requires configuring the Grade Components for grades at the Group "Name": Education Group Details page using the Actions button → Grade Components item located at the right in the course row.

You can create an unlimited number of nested components. Multiple subcomponents can be created for a parent component. You may choose three types of grades for a component: Points, Percent, and Pass/Fail. 

Note: The first created parent component defines the type for all other parent components and all other parent components cannot be set to different types. The subcomponents types may differ from their parent type, but cannot differ in type within one parent component.


The Grade Components structure can be imported to other courses using the Import from Other Course button.


You can define number grades translation to Letter Grades (A, B, C, D, F) on the Group "Name": Education Group Details page using the Actions button → Letter Grades item located on the right in the course row. The grades are recorded on the View or Record Grades page using the Actions button → View or Record Grades item located on the right in the course row.


Attendance


You can record attendance for any course assigned to a student.

There are two attendance recording methods in GEGI:
  • Scheduled Classes —  regular hours spent by students together.
  • Attendance Log —  individual hours that can be added to a student separately.

All attended hours are divided into three types:
  • Class Hours — time spent within the school. Class Hours can be only of the Scheduled Classes type.
  • Outside Hours — time spent outside the school. To be able to record the Outside Hours, you should fill in the Outside Hours Type and Outside Hours fields in the group settings.
  • Mandatory Alternative Hours — are set up the same way as the Outside Hours.

The Outside Hours and Mandatory Alternative Hours can be recorded both as Scheduled Classes and as the Attendance Log. To use the Attendance Log you should turn on the Enable Attendance Log as Outside Hours and Enable Mandatory Alternative Hours options in the School Settings and in the group/program settings.

The Class Schedule is created on the Class Schedule page using the Class Schedule item in the Actions drop-down menu located at the right in the course row on the Group "Name": Education Group Details page. After you have finished creating the schedule, you may record attendance on the View Attendance page using the Attendance item in the Actions drop-down menu located at the right in the course row on the Group "Name": Education Group Details page.

Student Transcript PDF


The Student Transcript is a document issued to students after the end of their study. It features the list of all programs and courses attended by the student, and final course grades.

You can view and download the PDF version of the Student Transcript at the Education tab using the Actions panel → View Transcript (PDF). Before downloading the PDF version, you may select which student groups will be included in the document as well as choose the document type — Official or Unofficial. The Official type includes fields for school staff signatures.

Note: You can find more information about grades in transcripts in the following article: Grades in transcripts and abbreviations.


Student Education Reports


GEGI features several types of education reports for every student. Go to the Education → Students menu, find the required student in the Students list, and select the report you need using the Actions drop-down menu in the corresponding student’s row:

  • View Student Attendance Report — displays the student’s attendance log grouped by groups and courses. A PDF version can be downloaded for any course individually.
  • View Attendance Statistics (PDF) — a PDF document with a summary table for student’s attendance in groups and courses. Before downloading, you may choose the groups and courses to be included in the document.
  • View Attendance Details (PDF) — the same PDF as the above Attendance Statistics but with information for every class.
  • View Grades — shows all student’s grades grouped by courses and groups. A PDF version can be downloaded for any course individually.
  • View Grades (PDF) — the same as View Grades but in the form of a PDF document.


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