Creating and duplicating classes

Create classes quickly and get them on the web ready for students to enrol in

Creating new classes

There are two ways you can create a new class. Within the course window, you have the option to add a class. Or, you can open the classes window from the splash screen and add a class from there. If you want to timetable sessions you need to add your classes from the class window.

You can only create classes that are attached to parent courses – so make sure your course is set up first.

1. Open the class window from the splash screen or the menu

2. Click the new button on the bottom left of the screen

3. The course field is clairvoyant. Start typing and it will look up the courses for you.

4. Create a unique class code. The class will be referenced by the ‘course code-class code’ e.g. FRCH-11. If you choose to duplicate this class in the future to make another class the code you have created will be increased by 1 e.g. FRCH-12. You can also use letters in the class code if you prefer e.g. FRCH-AA and on duplication, this will become FRCH-AA1. You can always change the class code in the future if necessary.

5. Create minimum and maximum places for your class. The mimimum is usually determined by the college as the least number of students needed to make the class financially or educationally viable. The maximum is often the capacity of the venue. These numbers are used on your website to show students if there are either places available. The website will never show students the maximum number of places, or how many students have already enrolled.
Here is what the website will display:

• If the class is full: it will say ‘class full’
• if there are six or more places available, it will say ‘places available’
• if there are between one and five places available, it will say ‘X places available’. This way, it creates a sense of urgency: The student knows there are only a few places available, so they will hopefully be motivated to enrol as soon as possible, so that they don’t miss out on joining the class.

6. Allocate your class to a venue and a room. If you are going to create a session timetable for the class, this will become the default location for each session.

7. Set a student fee. Firstly, select whether or not to charge GST on the class (see the DEST website
regarding the application of GST to education) and either enter your student fee in the field excluding tax or the total fee (including tax). Either one you select will then calculate the alternate fee so you can see the inclusive and exclusive of GST fees.

8. If you wish to apply a concession or promotional code to this class, you need to add them from already created promotions and concessions. Go here for more information on how to create and use these functions.

9. The delivery mode, funding source and DET booking ID fields are only relevant to RTOs who report AVETMISS statistics. If this doesn’t apply to you, ignore these fields.

10. If you are going to create a session timetable, move now to the Tutor tab and select your tutor from the clairvoyant field. If more than one tutor is going to deliver sessions of this class you will have the option to make specify this in the timetable. Once you create sessions the information in the general tab, start and end dates and times, minutes per session and number of sessions will be automatically updated, so you do not need to enter it. If you do not intend to create the session timetables, you need to manually enter this information now.

For instructions on how to create session timetables, go here.

11. Go the the web tab and check the option ‘show this class on the website’ when you are ready to publish this course online. You do not need to add any description here, remembering that the course description is available to the students, unless it is specific to this class only. An example of a class specific description is “Please note there are no classes on the easter weekend” as it would only apply to a particular class that is scheduled over the long weekend but not to other classes of this course that finish before the long weekend.

12. When you are finished entering the class data, select save to save and close the record.

Adding class information

Duplicating existing classes

1. In the classes screen, highlight the one or more classes you wish to duplicate. To highlight multiple consecutive classes on the record screen, click the first record, hold down shift and click on the last record. To select non-consecutive records, click the first record, hold down control (command on a mac) and click on each record you wish to select.

2. Go the cog wheel icon on the bottom right of the screen and select the option “duplicate x classes”.

Duplicate classes function

3. The pop up that appears allows you to decide how to automatically advance the starting date for each of the classes. For colleges that work on a quarterly term basis, you can enter the first day of your next term e.g. if your first term began Monday 4 Feb and your next term begins Monday 5 May, you can enter the date 5/5/08 and all class dates will be advanced by 92 days. That means that a class that was scheduled to begin on the Thursday of week 4 in term 1 (28/2/08) will be duplicated to start of the Thursday of week 4 in term 2 (29/5/08). Alternatively, if you wish to advance the date by 6 weeks, you can enter 42 days and the new earliest start date will be calculated. You can also choose to assign the same tutors and the same discounts.

4. Select duplicate and your new classes will be created. The class codes will all be advanced by one, so FRCH-5 becomes FRCH-6 and FRCH-aa becomes FRCH-aa1. You can always make modifications to the code, the start date and times and all other class details as you wish. Duplicated courses are not automatically web enabled.

Duplicating classes dialogue box