Creating a new course

In ASAP, courses are the foundation of your classes. When you create a new class, you must first select the course you want to base it on. The new class then inherits it's name, description, and fees from the course you select.

Think of the course as being the subject that is being taught, and the classes as the instances of that course (the times, dates, and locations that that subject is being taught). You could have a hundred classes all built from one course if you needed to (although that would mean you're probably a pretty big school).

Tip: Do not create separate courses for separate locations or instructors. This will just make it harder for you to manage your account. If the subject matter that is being taught at the different locations and by the different instructors is basically the same then you only need one course. Then you can create a different class for each new location and instructor.

To create a new course, select Create > Course from the left-hand navigation. The following is a list of the information you'll be entering:

Course name

Enter a name for the course. Again, this will also be the name for the classes created within it. 

Code

Next, enter a code for this course. Commonly, course codes are named after the class' acronym if the title is multiple words, or the first few letters if it is only one word. 

Course groups

Now you need to select one or more course groups to feature this course in. If you still need to configure course groups or want to add a new one, select "Add a new course group."

If you have any course groups that are configured for credit programs, (such as if you are a trade school you might have a program in which students must complete credits to receive a certificate,) select the "show credit groups" checkbox to select from this list.

If you wish to add an image, you may upload it next.

Short/Full description

For both the Short description and the Full description, the information entered into these fields will populate in all classes created in this course and is unable to be changed at the class level, so choose the description based on information that will apply to all classes. The short description field is optional, but the full description is required.

Additional Information

You may wish to add information that will appear on student invoices and confirmation emails, and may be entered in the "Additional information" field. 

Tags

Adding tags will greatly improve upon the user's search experience. Tags are similar to search keywords, in that whatever tags you enter in this field will direct the user to this course when they search for these specific word(s) on your online public registration site.

Subject

If you have subjects configured, you can choose to assign them to this course. If you have not yet configured subjects or want to add a new one, select "Add a new subject."

Credit value

If students receive credit by completing this course, enter the credit value here. 

Grade

If there is a specific grade range a student must be in in order to participate in this course, enter that here. 

Manage prerequisites

If there are any prerequisites a student must take before enrolling in any classes within this course, select the "manage prerequisites" link and configure those here.

Custom fields

Here you may enter specific information that will appear internally only, and within all courses. To read more about custom fields, view the link- https://asapconnected.zendesk.com/hc/en-us/articles/203901596-Add-a-Course-Custom-Field

Course fees

You have multiple types of fees to choose from, including default fees, membership and user type fees (these will only function if you already have memberships or user types configured,) and additional registrants.

Every different type of fee you may want to enter will all give you the option the assign a G/L code to them, as well as select if you want them to be discountable and/or 1098 Eligible. 

If you have a default fee set, it will be charged on top of any other fees you set. If you select multiple "default fees," such as registration, materials, books, or drop-in fees, these will be added together to create a class total which the registrant would pay. For reporting purposes, if you elect to charge two or more "default fees", like a Registration Fee and a Materials Fee, you should assign a different G/L code to each for reporting purposes.

Adding an "additional registrants" fee will work the same way as a default fee, and costs of this fee and the default fees will accumulate. 

Adding a membership fee or a User type fee will automatically charge students the set amount based on their account settings. For example, if you set a $50 membership price for this class, a student account that is associated with that specific membership will be charged this price.The same holds true for a user type. 

 

 

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