Creating a Courses record not only defines the course, it tracks the other information associated with the course such as units, instructors, schools, and products.

Follow these steps to create a course:

1. Open a new record for the Courses service.
2. Enter the course Name and an optional Description of the course.
3. Enter a course Category. This field links to the Course Categories record.
4. Enter the Product Type for this course. This field is required and supports three options as shown below.
   • Class: This Product Type is for Courses that are best identified as a Class. For example, a course that meets in traditional classroom or a course that is offered as e-Learning content are both generally suited to a Class Product Type. This is the default Product Type setting.
   • General: This Product Type is depreciated functionality, included for backwards compatibility purposes to support the Class Registration Wizard, which was the registration solution prior to version 4.5. Do not use this type unless you upgraded from a version earlier than 4.5 and continue to use the Class Registration wizard.
   • Meeting: This Product Type is for Courses that are best identified as a Meeting. For example, a conference, seminar or other type of event that spans a shorter period of time (partial days to week-long events).
     • Note: for Courses created with a Product Type of Meeting required details may vary and will be identified individually where they apply.
       
       
5. Check/Uncheck the Create Separate Meeting for Each Class box.
   • When unchecked, any class associated with this meeting will use the same product as the one specified on the Courses record. This option is intended for a one-to-one relationship between courses and classes (one class per course).
   • When checked, Aptify will create a copy of the Meeting product you've identified for each Class linked to this Course. This way, each class is tied to its own Meeting. You should leave this option checked unless there will be only one class for a particular course.
   • Note: This field will be checked by default when the Product Type is Meeting.
     
     
6. Enter the Product for this course, if desired.
   • This field specifies the product that is used for order entry purposes when students register for this course. See Class Registration for information on how a student registers for a class.
   • The Product Type for this product will determine which method you can use to create Class Registrations (using the Wizard or from an Order). See Creating a Product to Associate with Courses and Classes" for details.
   • The product specified here automatically flows down to Classes linked to this Course.
   • If Product Type is set to Meeting, then you must specify a meeting type Product. The field is optional for other product types, but if you leave it blank, you will still need to specify a Product on a Classes record.
7. Select a Status for the course: Available, On-Hold or Cancelled.
   • Courses that are On-Hold or Cancelled (and their related classes) do not appear on an e-Business website.
     
     
8. Enter the number of Units the course satisfies.
   

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2. Save the Courses record.
3. Configure the following optional information as needed on the Courses record:
   • If the course requires instructors to be registered, leave the Registered Instructor Required box checked. A registered instructor is an instructor listed on the instructors tab and is designated as an approved instructor for the course. If you uncheck this box, any instructor can be chosen to teach a class. See Instructors Tab for details.
   • If desired, specify the certificate to print for students who successfully pass this course in the Certificate Report field. This field identifies a report in the Aptify Object -Repository that the Certificate Print wizard uses to generate certificates. See Certificate Print Wizard for details.
   • If you left the Registered Instructor Required box checked, specify the instructors who have been approved to teach this course on the Instructors tab. See Instructors Tab .
   • On the Schools tab, specify the schools that offer this course, as well as any non-affiliated schools that offer a substitute course for which your organization will grant credit. See Schools Tab for details.

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1. Note
   You must specify at least one School for the course or else you will not be able to create classes for this course.  Note:

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1. This does not apply when the created Course falls under the Meeting Product Type.

    

   • Specify any pre-requisite courses that should be completed before a student takes this course on the Prerequisites tab. See Prerequisites Tab .
   • Courses can have Course Parts or lessons associated. Select the Parts tab to configure Courses Parts. See Parts Tab on page 33 and Creating Course Parts for details.
   • If a course only applies to a specific set of people (based on a person's characteristics or a company's characteristics), you can limit the on-line availability of this course to those people by specifying one or more filter rules on the Scope tab. This functionality is used in conjunction with an e-Business website. See Scope Tab for details.
   • If you are using the Education Management application in conjunction with an -eBusiness website, specify the information that appears on the website for this course on the Web tab. See Web Tab for details.
   • If this course is a new version of an existing course, you can specify version information for this new course on the Version tab. This tab contains the following fields:
   1. • Previous Version: This field specifies the course that was the predecessor for the current course. Typically, the previous version is no longer offered, having been replaced by the current course. This field links to another record in the Courses service.
      • Version #: Specifies the version number for the current course. For example, if the previous version was version #1, then the current course is version #2.
        
        
   • Use the Enrollment Types tab to track information about the types of students who can enroll for this course. See Course Enrollment Types Tab for details.
   • To track exams associated with the course, specify these exams on the -Exams/Assignments tab. See Exams/Assignments Tab for details.

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Instructors Tab

If the Requires Registered Instructor check box on the main form is selected, the Courses record requires a list of instructors in order to select an instructor for a class later in the Education Management setup.

The Instructor record consists of three parts:

• The General tab, which stores the instructor's name and status.
• The Comments tab, which stores any additional information concerning this instructor.
• The Designations tab, which stores any specific designations the instructor is required to have to teach the class. Instructor designations, initially located in the Instructor Designations service, can represent any specific requirement such as a specific degree, an instructor certification or a specific location, and can be created in the service or from the hyperlink on the Designations form.

Creating an Instructors Record

Follow these steps to create an Instructors record:

1. From the Instructors tab, right-click in the gray area and select New to open an Instructor form.

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1. Enter or find an Instructor name from the Persons service. If the instructor is not currently in the Persons service, create a new Persons record for the instructor.
2. Enter the Status for the instructor. The default value is "Active". Selecting "Inactive" allows the instructor to be associated with the course, but when choosing an instructor for a class, the Class record will require that the instructor have an "Active" status.
3. Specify the Rank, if desired. This is an optional field that can be used by the Education Management administrators as they see fit.
4. If you wish to add instructor designations, select the Designations tab.
5. Select an instructor designation or create a new one from the hyperlink. Also, specify additional information about the designation, such as the Start and End Dates and the current status.
6. Click OK to save the new information.

Instructor Designations Service

To create a new Instructor Designation record, open a new Instructor Designations form from the Instructor Designations service. Enter the name for the new designation and a description.

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The Schools section of the Courses form maintains the list of the schools that are accredited to teach the course. For each location that is able to host the course, add a Schools record to the Schools tab on the Courses form. You may also list alternate schools and their equivalent course names if those schools and courses are not part of the organization's regular Education Management system.

You must specify at least one School for the course or else you will not be able to create classes for this course.
Note: This does not apply when the created Course falls under the Meeting Product Type.

Creating a School Record

Follow these steps to add a Schools record:

1. From the School tab, right-click in the gray area on the Schools tab and select New.
2. Select a school/institution from the Companies service to enter in the School field. If the school does not exist, create a new company record by clicking on the hyperlink.
3. The Date Accredited defaults to today's date. Enter a different date, if appropriate.
4. Modify the school's Rank, if necessary. The Rank field is a required, but subjective, field and defaults with a zero.
5. Enter a Status for the school in relation to the specific course, generally "Active" or "Inactive."

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1. Click OK.

Other optional fields that may be of use include:

• A Contact field to enter the school's contact person.
• Date Terminated which represents the date the school's accreditation to teach the course expired.
• A Comments tab to enter any comments about the school and the course.

Creating a Substitute Course

To identify any alternate courses that are accepted by a school in lieu of one of its courses, select the Course Schools Substitute tab on the Schools record. The information entered here will be available and flow down when selecting a substitute course and school on the Answer Sheets form for an exam later. (See Creating an Answer Sheet for more information on using a substitute course.)

1. Right-click in the gray area and select New to open a new Course Schools Substitute form.
2. Enter the substitute course name which would be the equivalent of the regular course.

Other optional fields on this record include:

• Start and End Date fields for the dates in effect for the substitute course.
• Add any Comments for other information.

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1. Click OK.

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The Prerequisites section of the Courses record lists the courses that are considered prerequisites to the course at hand. As described in "Enrolling a Student with the Class Registration Wizard" on page 83, you can require that a student meet the defined prerequisites before he or she can register for a particular class linked to this course.

Creating a Prerequisites Record

1. To create a Prerequisites record, right-click in the gray area on the Prerequisite tab and select New.

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1. Enter the prerequisite in the Prerequisite Course field.
2. Select the prerequisite's type:

• Optional: The prerequisite course is recommended but not required to enroll in the current course.
• Prerequisite: A student must have successfully passed this prerequisite course to enroll in the current course.
• Corequisite: A student must have successfully passed this prerequisite course or must be currently enrolled in it to register for the current course.

1. The Status field defaults with the value "Current" to indicate the course is currently considered a prerequisite. If this prerequisite is no longer applicable to the current course, you can change the Status to Inactive (this maintains a history that at one time the course was a prerequisite).
2. Click OK to save and close the form.

The following options also apply to creating a Prerequisite record.

• Optionally, you may enter the number of units the prerequisite course satisfies.
• There is also a Comments field to enter any particular comments about the prerequisite course.

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The Parts tab of the Courses record lists the course parts that make up the course, including lessons, quizzes, and labs. Each Courses record can have multiple course parts associated with it.

Creating a Parts Record

Follow these steps to create a Parts record:

1. To create a Parts record, select the Parts tab and right-click in the gray area and select New.
2. Enter the name of the part in the Course Part field.

• This field links to the Course Parts service. See Creating Course Parts for information on creating course parts.

1. By default, the Require Prior Parts Complete box is checked. You can uncheck this box, if appropriate.

• This field is applicable to e-Learning environments that integrate with an LMS where a student may be required to complete a particular part or lesson before proceeding to the next course item. A student taking a course on-line will not be able to access this part's content (that is, the hyperlink to the content is disabled) until the prior parts have been completed.
• If your organization does not use the Aptify LMS or integrate Aptify with another LMS, then you should uncheck this box.

1. Enter any relevant comments.

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1. Click OK to save and close the form.

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The Scope tab on a Courses record lets you define the audience for a particular course. By default, all Web-enabled courses are visible on an e-Business website to all Web Users. However, by entering one or more filter rules on this tab, you can control who can see this course on-line on an e-Business website based on information in their Persons records and corresponding Companies records (if applicable).
When a Web User meets the scope's filter criteria, he or she can see and register for this course on-line on an e-Business website. If a Web User does not meet the filter criteria, then this course will not display on the e-Business site for that user.
For example, a course may be available only to Web Users linked to a specific company or those who reside in a particular state.
Follow these steps to create one or more filter rules to specify the conditions under which a course should be available on-line for a Web User:

Tip: Creating a filter rule is very similar to creating a filter for a view.

1. Click the Scope tab on the Courses record.
2. Place a check mark in the Apply Filter Rule box.
3. Select a Service for the first filter statement.

• You can create a filter statement based on a field in one of the following services:
• PersonID: Select this option if the filter statement is based on a property of the Persons record to which a Web User is linked.
• CompanyID: Select this option if the filter statement is based on a property of the Company linked to the Web User's Persons record (via the Company link box on the Persons record).
  Note Concerning Available Services: Depending on your system configuration not all services listed above may be available. If you want to create a filter for any service not included in your list contact your System Administrator.
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1. Select a Field in the selected service to use as the basis for the filter.

• The Field drop-down list displays the set of fields contained in the service you selected. For example, in Figure 3.8, the Field is the Company's Type field.
• The fields are listed in the order in which they appear in the entity. However, the fields can be sorted alphabetically (ascending or descending) by clicking the desired Field column heading (Field or Description) to sort by. One click sorts the specified column in alphabetical ascending order. Clicking the column heading a second time sorts the fields in descending order.

1. Select the Operator for the filter statement.

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1. Enter the Value for the filter statement.

• You enter characters, a phrase, or a number that the system will use as the basis for the filter. The Value field uses the operator selected in the Operator column to determine the type of match.
• In general, you manually enter text or numbers into the Value column, but, in some cases, the system provides you with additional options to facilitate selection:
• For all field types other than Datetime fields, Aptify provides a drop-down list of the first 100 possible values that you can select from. Note that these possible values are only a suggestion: Only the first 100 values appear in the list, even if the field contains more than 100 values. If the field contains less than 100 values, then all of the values appear in the list. You can either select a value from the drop-down list or manually enter a value in the field.
• If you select a field that uses the Datetime format from the Field drop-down list, an ellipsis (…) button appears in the Value field. Clicking this button opens a Date Selection Box.
• For bit fields, you can enter a filter of Field = True or Field = False. The Filter Rule automatically converts this to Field =1 or Field = 0.
• In the example in Figure below, this course only applies to Web Users in the healthcare industry (that is, only to people linked to a Company with a Company Type of Healthcare).

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1. Create additional filter rules, as necessary.

• If you want to delete a filter rule, select the appropriate line and press the Delete key.

1. Configure the Logic String to join the filters together.

• Just like with multiple view filters, you use Boolean logic to connect multiple filter rules. This includes the following common connectors:
• AND: Restrictive; matches records that satisfy both filter statements
• OR: Inclusive; matches records that satisfy either filter statement
• NOT: Corresponds to records that do not match a filter statement
• By default, multiple filter rules are joined with an AND operator.
• In the example shown in Figure below, the course is available only to people who live in California or New York and either work in the healthcare industry (Company Type matches "Healthcare") or work for a company with over 500 employees.
• To reset the filter logic to its original setting, click the Reset button.

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Creating a Course Enrollment Type Record

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1. Select the Enrollment Type from the Enrollment Type service.
2. Enter a Price in the corresponding field, if desired.

• This price is for tracking purposes only. Students are charged a price based on the Prices configured in a class's corresponding Products record.

1. Optionally, to link the enrollment type to a product, enter the Product name designated to be use during order entry process.
2. Click the Comments tab and enter any particular comments about this enrollment type.
3. Click the Course Materials tab and create Course Materials record to track the items that students need to participate in this course. Note that this is for informational purposes only and does not drive additional system functionality by default. See Course Materials Tab on page 158 for details.
4. Click OK.

Enrollment Type Service

To create an enrollment type from the Enrollment Type service, open a new Enrollment Type form and enter the name of the new enrollment type and a description.

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This tab stores the set of Exams typically used for classes of this course. Follow these steps to associate one or more exams with a course:

1. On the Courses record, click the Exams/Assignments tab.
2. Right-click in the gray area and select New from the pop-up menu to open a new Course Exams/Assignments record.
3. Enter an exam or assignment in the Exam field. This field links to the Exams service.

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