Sites and Rooms

Contents

onCourse Terms and Definitions
Working with Sites and Rooms
Site Record Tabs
Room Record Tabs
Creating Sites and Rooms

onCourse Terms and Definitions

Sites

Sites are the physical venues where you offer classes at places like Newtown Arts Club, or Parramatta High School. A site will have one or more rooms. Sites can also be Administration centres where you take enrolments and payments.

Rooms

Rooms are where the classes will be held, a class may be held in one room all year, or may change. Rooms will have names like room 14, studio 6, the library. Rooms can have a seated capacity.

Timetable

When you create classes, you will be able to book a room. There are timetables for both rooms and sites. You can also make a site or room unavailable for class bookings.

Working with Sites and Rooms

Navigating the list and record windows

All records in onCourse can be viewed in either a list view or record view. You need to open the list view to access individual records.

To access the site records go to either the splash screen and click on Sites or the onCourse menu resourcessites . This will open the Sites list view window.

The onCourse list view

  • Parts of the window - On the right hand part of the window are the site records listed in a summary view. The title bar shows you how many records you have. The top section of the window contains the search function and the add and delete records button. In the left hand side of the list window are quick searches to enable you to work with groups of data. There are default quick searches for site, but you can create your own. This part of the window may be collapsed if their are no related tags or saved searches.

  • Record summaries - The list of records in this window allows you to enter a record by double clicking, or select the record to perform special functions by single clicking. A selected record will be highlighted. You can select one or more records in the list by using shift-click to select a range, or control-click to select a group of individual records.

  • Columns and sorting - Column headings can be used to sort records in the list. Click on the header to sort in alphabetical order. Click it again to sort by reverse alphabetical order. You can also drag the columns around and modify their width to set your preferred layout.

  • Quick search - By typing the first few letters of the site name into the quick search field, you can reduce the list of records to those that match.

  • Advanced Search - Advanced search can be accessed by clicking on the Magnifying glass image in the quick search field. This will open the query editor to allow you to choose which fields and which data you want to search on. You can add multiple criteria to your searches.

  • Saved Searches - After performing an advanced search, you can choose to save the search parameters to allow you to quickly run the search again. To save a search, click on the cogwheel within the query editor and select 'save find'. The saved search will appear in the left hand part of the window.

  • Tag groups - Any tag groups you have created that relate to sites, like Region, will appear here. By checking any of these check boxes you will see the list of records on the right hand side reduced to records that match that criteria. You can tag records in bulk by selecting a group of records on the right and right clicking on a tag name on the left.

Tip

Filters and searches work together in onCourse. If you run a search and do not see the result you expect, this may be because a filter that is checked is preventing the record you are searching for from being displayed.

You can enter a site record by double clicking on it in the window.

Site Record Tabs

General

Where you can set the site name and address details. You can also add the latitude and longitude of your site so you can use the google maps function on your ish website. The general tab also displays a list of the rooms at this site.

There are three checkboxes on this tab, they are:

  • Administration centre - allows you to set that site as the administration centre

  • Show this site on the website - allows you to show the site, and anything related to it on the website

  • Virtual Site - refer to related section on Virtual Sites within this Chapter

The following additional features can be managed via the General tab of the Site record:

  • By adding the street address, suburb, state and postcode, this information will automatically populate through to your onCourse website

  • You can set the relevant time zone for this particular Site by selecting the relevant option from the drop down menu on the General tab

Note

If you are running an integrated onCourse website, you will have access to full location searches and directions via Google maps. Just make sure that you set the longitude and latitude for each site.

To add or updated the coordinates for your Site, click on the Update location link within the site record. This will then automatically update the Latitute and Longitude coordinates.

View of general tab of site record

Directions

This tab allows you to display different types of directions for your students, if you input into any of the three text fields, it would be displayed on your website. The three types of text fields in the Directions tab are:

  • Driving directions

  • Public transport directions

  • Special instructions - like where the room or cafeteria is

There is also an attachment window beneath, this will allow you to add attachments that relate to the Direction tab. To add an attachment you must click on the + sign on the top right hand side, to remove an attachment you will click on the - sign.There are three fields in the attachment window:

  • Name - the file name of the attachment

  • Web Visible - when checked, the attachment will be visible on your site

  • Size - the size of the attachment

Notes

This tab is for internal notes about the site. It is not published on the site.

You can add a new note in the 'New note' field at the top of the tab. Below this will show you a list of previous notes created, these fields are not editable. Each of these entries has the date and time it was created, along with which user created it.

Timetable

This tab shows you anything that is booked into the site through five views:

  • Day

  • Week

  • 8 Weeks

  • Month

  • List

The list option gives you two windows, the top window "sessions" shows you all sessions for that site, you can click on the - sign to quickly remove a session.

The "sessions" window in the timetable list view

The bottom window "availabilities" will allow you to set when the site is not available. By clicking on the + sign, you can set when the busy period starts and ends as well as the option to select "all day", this is good for something like construction. You can also add a description for the unavailablility e.g; "construction on this site on 2/2/11"

The "availabilities" window in the timetable list view

In the room timetable, you can also see if any sessions or resources have conflicts. This is the same as in the class timetable, however allows you to view all collisions for a certain room.

The Timetable tab of the Room edit view when collisions are detected

Virtual Sites

onCourse allows a College to flag a given Site as a Virtual Site. These sites can be used in either of the following scenarios:

  • Classes that are delivered Online

  • Self paced learning where there is no set timetable

When you create a new Site within onCourse and flag it as a Virtual Site, onCourse will automatically assign a Virtual Room to that site. The reason for this is that Class enrolments must be assigned to a Room, they cannot be assigned to just a Site. Whilst this virtual room record is hidden within the user interface, it has been created automatically when the Site is flagged as being a Virtual Site.

You can also convert an existing Site to a Virtual Site by ticking this box within the General tab of the Site Record. Please note that if the existing Site which you wish to convert to a Virtual Site has more than 1 Room allocated against it, it cannot be converted to a Virtual Site.

Room Record Tabs

General

Here you can set the Room name, the site to which the room is related , room capacity, room specific directions for once the student is at the site and add details about the facilities available in that room. There is also an attachment window available for things like images (see above for more on the attachment window).

Note

You will note that the Facilities and Directions fields within the Room record is part of the dynamic course content which is automatically published to your onCourse website. The A icon shown in the bottom right hand corner of the Facilities and Directions fields allows a user to view the approximate layout of the text prior to publishing the information on the website by hovering their mouse over this icon.

View of onCourse Room record general tab

Notes

This tab is for internal notes about the room. It is not published on the website.

You can add a new note in the 'New note' field at the top of the tab. Below this will show you a list of previous notes created, these fields are not editable. Each of these entries has the date and time it was created, along with which user created it.

Timetable

You can view the room timetable here, to see all sessions using this room. You can also set room unavailabilities (see above for more on the availabilities window). It is important to note that you can not add new sessions or classes from here - you need to do this in the class window.

Creating Sites and Rooms

The next step in setting up your onCourse program is entering sites and rooms. You can give each room a name, specific directions on how to get there, and describe the facilities that are available. It also allows you to make it possible for students to view detailed maps and instructions from your website about where their class will be held, saving your staff time with phone calls giving directions and saving students frustration when they can't accurately locate the venue.

Creating sites and rooms is a valuable part of your training resource management. Every time you book a session in a room, the timetable is updated and the room becomes scheduled. This means that if you try to book another session in this room at the same time, you will be notified that it is already booked. onCourse will not prevent you from double booking a room.

If you have a room or site that you hire on a casual basis you can also set the availability for it. For example, you may hire a public hall on Wednesday evenings. When you set up this room, you can specify it is only available for you to book between 5pm and 9pm. Course coordinators scheduling classes will an error message if they try to book a class in this room on another night, or to start before 5pm.

Tip

It is a good idea to enter the sites and rooms first so later when you add the courses you can easily assign them to a location.

Example 4.1. How to set up a new site

  1. From the Sites list view, click on the + button in the top right hand corner of the screen. A new site screen will open on the general tab.

  2. In the Name field enter the name of the site Waverley Campus. Remember the site is where the rooms are located and is not the rooms themselves, that comes later.

  3. Enter the street address of the site. If you report AVETMISS your sites must have accurate address suburbs and postcodes.

  4. You can enter the exact location of the site in the latitude and longitude fields. You don't need to know the latitude and longitude off the top of your head! By clicking the hyperlink 'Find this location' you are taken to the ish page www.ish.com.au/oncourse/coordinates. Type in the street address of the site, click view and Google Maps will find the exact location. Copy and paste the coordinates in to your 'new site' window. This now means the google map of this venue will be available to your students over the web. They can even type in their own address to get step by step directions to the venue.

  5. Move to the Directions tab. If you have specific driving directions, public transport directions or special instructions like parking, you can add them here. This information is published to your ish website. Because these description fields are Rich Text enabled (the blue A indicates this) you can add hyperlinks to local bus timetables or other useful pages for your students, like transport infoline or your local equivalent.

  6. If you have any internal notes about the site, you can add them on the notes tab. These are not published to your ish website.

  7. To set an unavailability for the site, go to the Timetable tab and click on the option on the bottom of the screen List.

  8. Create a new availability rule by clicking the +and define the Start and End date and time. You can also select 'all day' instead of selecting a time period.

  9. Choose if you wish to repeat the unavailability and the end date of the repeats. You also need to add a description of why the resource is unavailable.

  10. Click save. Once you have saved your site, you will be returned to the list view.


Example 4.2. How to set up a new Room

  1. From the site list, double click on the site you want to add rooms to. Alternatively, you can open the Rooms list from the splash screen and click on the + button in the top right hand corner of the screen

  2. Enter the name of the room eg. Studio 1. If your venue only has one room, such as a community hall, you still need to create at least one room so you can link a class to the room.

  3. Enter the seated capacity. This is how many people the room can hold. If you try to book a class into this room that has a maximum student number greater than the seated capacity, you will get a warning.

  4. On the Direction tab you can enter the directions to the room eg. ground floor, level 3 and the the room facilities eg. tables and chairs, screen projector.

  5. If you have any internal notes about the room, you can add them on the notes tab. These are not published to your ish website.

  6. To set an unavailability for the room, go to the Timetable tab and click on the option on the bottom of the screen List.

  7. Create a new availability rule by clicking the +and define the Start and End date and time. You can also select 'all day' instead of selecting a time period.

  8. Choose if you wish to repeat the unavailability and the end date of the repeats. You also need to add a description of why the resource is unavailable.

  9. Click save to save and close the record.

  10. To edit any of the information you have entered simply click on the room or site that you wish to update. This will bring up the edit screen for that record. Make your changes and click save.