StudyPlace for Tutors is a modified version of our StudyPlace service that is intended to be used by an individual teacher who may be affiliated with several teaching organizations or who operates his/her own tutoring service. While schools that use StudyPlace typically have multiple administrative personnel maintaining their database, tutors who use StudyPlace for Tutors typically operate by themselves. Therefore, one major difference between the two is that StudyPlace customers receive multiple user licenses, but StudyPlace for Tutors customers receive only one.


This article will walk new account holders through the process of setting up and configuring the StudyPlace for Tutors system.

There are 10-12 steps that comprise the process of initial system configuration. Each step is outlined below with a link to a How-To Video that demonstrates the procedure.



(Watch How-To Video #1: Summary)

StudyPlace for Tutors was built to make the administration and operation of teaching and tutoring services easier and less time consuming for individual teachers.

While the StudyPlace for Tutors user interfaces are simple and intuitive to use, the system that powers it is quite complex. So this orientation will put things in context for you.

1. Super Admins vs. Admins-
   
   In StudyPlace we distinguish administrative roles between a Super Admin (decision maker) and an Admin (day-to-day operations). However, StudyPlace for Tutors accounts are maintained and operated by only one person (you!), so you automatically become the Super Admin giving you access to all areas of the database and sole responsibility for configuring the system.
   
   
   Note:It is important for you to understand that in StudyPlace for Tutors your role as a Super Admin is separate from your role as a Teacher. You will have separate login credentials for each role. When you login as a Super Admin your will see the Administrative Interface with associated icons to attend to the administrative operations of the database. When you login as a teacher you will see the Teacher Interface with associated icons to attend to the teacher operations of the database. Use the Loginas option in the Start menu at the top of the interface to easily switch between the two roles.
   
   Once GatherWorks announces that your database is ready for configuration they will provide you with the Super Admin login credentials and a link to access the administrative interface so that you can follow the set up and configuration procedures.
   
   
2. Becoming Familiar with the Admin Interface and Main Icons-
   
   The main administrative interface screen is designed to resemble a computer desktop. It contains four main icons: Set Up, Operations, Notepad, and Classes.
   
   
   
   
   The Set Up menu options are used for the initial configuration process. Here you will find everything you need to prepare your database for entering course information.
   
   
   
   
   The Operations menu is where you can find student and family account information, course enrollment information, reports, and much more.
   
   
   
   
   The Notepad icon is for making notes to yourself.
   
   
   
   
   The Classes icon will be where you go to view class related materials and assignments.
   
   
   Note: While logged in as an Admin, the Classes icon is for viewing only. To create your course materials, logout and then login again using your Teacher credentials to access the Teacher interface. You can use the Classes icon located there to set up course materials and resources, post class objectives and assignments, create tests, quizzes, or polls, grade assignments, enter student feedback, and maintain your gradebook. Watch the How-To Video on Posting Assignments for more on how to create course content.
   
   
   
   
   
   
3. How to Approach the Set Up Process-
   
   Since each step in the set up configuration process draws upon information entered in the previous step, it is important to follow the prescribed order (the estimated time required to complete each step is provided). Please notice that there are Super Admin Tasks and Teacher Tasks.
   
   To be done while logged in as a Super Admin:
   Step 1-Summary (Which you are reading now) [5 minutes]Step 2-Account Preferences [5 minutes; more if you need to set up a credit card payment account]Step 3-Recurring Schedules [5 minutes]Step 4-Terms [10 minutes]Step 5-School Breaks/Levels/Locations [15 minutes]Step 6-Option Lists [5 minutes]Step 7-Teachers [15 minutes]Step 8-Courses [5-10 minutes per course]Step 9-Families (if you elect to add them yourself) [5-10 minutes per family]Step 10-Associating Students with Courses [2 minutes per student]Step 11-Messages [10 minutes]
   To be done while logged in as a Teacher:
   Step 12-Classes [30 minutes per class]
   
4. The Testing Process-
   Once you have added all pertinent information and you have completed your initial set up, it is time for you to become familiar with how the system works by creating fake family accounts and performing tests. When you are done testing, we will delete the test data from the production server. Then we will set up a separate test server for you. It will look exactly like the production or real site except that the desktop color will be blue instead of black. So train your brain to know that blue equals test server and black is production server. That will enable you to test procedures in the test server before actually performing the task in the production server.
   
   
5. Going Online-
   
   After testing your system, you will be ready to start using the system. We will wipe the fake data from the production server and provide you further instructions for opening it up to families. Then the links will be added to your website that will refer your families to your StudyPlace for Tutors database.
   
   
6. The Family Experience-
   
   Once family and student accounts have been created and associated with the appropriate courses, families will have access to their student's course, assignment, and grade records as well as use of a message board and account history.
   
   
7. The Design Philosophy-
   
   StudyPlace for Tutors was designed based on the concept that every system transaction, whether it is initiated by a family, a student, a teacher, or an admin, should be kept as an audit trail to document the sequence of events that affect operations. Therefore, it follows, that many transactions cannot be deleted without the assistance of the GatherWorks support team. There may be cases where we will advise you to simply reverse the action (for example a credit can be reversed by adding a debit in the same amount) and other cases that will require our intervention in the back end of the system. Contact your GatherWorks representative if such a situation arises.
   

(Watch How-To Video #4: School Preferences)

The StudyPlace for Tutors system was designed to accommodate the differences between teachers/tutors when it comes to things like policies, fees, and the use of some of the features we provide.

To configure your account preferences, go to the main administrative interface and click Set Up and then Account Preferences.





You are automatically brought to the Info tab, but there are several more.

Tab 1-Info

This is where you enter all your contact information including short name (acronym) for your service/organization, full name, website homepage URL, and path documentation for your uploaded logo and terms.

In the logo and legal term fields, enter the image or document paths assigned to the logo and legal terms after uploading them in the CMS Image manager. (How-To Video: Uploading Images and Documents )

Then click Update to save the information on tab 1.






Tab 2-Enrollment


Leave Termset Configuration blank until you set your Terms in Step #6. Once you do that you can click the down arrow in the fields to view the terms and make your selection from among the options in the drop down list. The term you select for the Current field should match the term you select for the Enrolling field unless otherwise directed. If this is your first term, you can leave the Prior field blank.

The numbers you enter for the minimum/maximum/maximum waitlist will be default values only and can be changed for specific sections in the Course Setup section. Here we advise you to enter the numbers that are typical for most of your courses or sections.

Do not adjust the default value in the Cart Confirm field even though you may not be using the enrollment feature.

Adjust the Drop Seat Grace Period to zero even though you may not be using the enrollment feature.

The Open Enrollment and Family Account Creation checkboxes will enable the feature if checked and disable the feature if unchecked. Please keep Open Enrollment disabled. If you want to allow families to create their own accounts and enter student/family information you can enable this option here by checking the box at the appropriate time. Until then, keep the option disabled.

Check the Student Grade Selection if you want to gather that information from families.

Keep Show Course Options and Family Return Selection unchecked unless otherwise instructed.

Click Update to save the information on tab 2.






Tab 3-Financial (Only applicable if using enrollment system.)


Do not adjust the default settings here unless otherwise instructed.





Tab 4-E-Commerce

This tab controls credit card transactions. This option is available regardless of whether or not you use the enrollment system. However, if you do not use the enrollment system we will have to provide you further instructions on how to make this work for you. Below are the setting instructions if you would like to use this option.

GatherWorks uses the Authorize.net CIM service to provide this feature. Contact your GW representative if you would like us to consider another service.

The first thing you need to do in order to set up your organization to accept credit card payments from your families is to create an account with Authorize.net. This process involves submitting paperwork to them. Once they approve you, they will issue you a username and password.

At that point, you are ready to complete the information in the Ecommerce tab.

In the Credit Card Service Provider section, choose Authorize.net in the drop down menu of the type field. Then enter your username and password that Authorize.net issued you.

Click in the Enabled checkbox to enable the credit card transactions

Click in the Test Mode checkbox to authorize the system to accept test credit card numbers. This will allow you to test the credit card payment process using testing numbers. If the box is not checked here, only real credit card numbers will be accepted and real transactions will take place.

In the Accepted Credit Card section, click the check boxes for the type of credit cards that you accept.

In the Credit Card payment Options section, click the checkbox for tuition if you want to accept credit card payments for tuition. Likewise, click the checkbox for donations if you want to accept credit card payments for donations to the organization. Leave the boxes unchecked if you don’t want to accept credit card payments for that particular purpose.

Then click update when you are done.





Tab 5-Teachers

The options here should be disabled (unchecked). Then click update when you are done.




Tab 6-GatherPlace (Only applicable if you teach online.)

GatherPlace is the name of our commercial web conferencing system. GatherPlace integration with your StudyPlace for Tutors system will allow you to teach online using our service. Check GatherPlace Integration if you intend to teach one or more of your courses online.

In the field for Practice Rooms/Section, enter the number of conference rooms per course section that you would like to make available to students for the purpose of small group work or meetings.

In the field for Max Seats/Room, enter the number of seats per room that you want to allow for each course. This number should be the maximum number of seats for any given course that you teach online.

Leave the default values as is for Minimum GP5 version and Recommended GP5 version.

In the Limited Class Access Times box, check Enabled if you want to set how early students may arrive in class and how late students may stay after class. Then enter the time in minutes in the Early Access and End After fields.

Click update when you are done.





Tab 7-LMS

To enable the Learning Management System which provides you the ability to post assignments, resources, and materials; create tests/quizzes/polls; and grade assignments, check the Enable LMS box.

In the Announcements box, check Enable Announcements so that you can send announcements as a teacher or an admin to use the message board feature. Then check Family/Student Icon so families and students will be able to view the message board. Check Auto-Open, if you want the message board to open automatically when a user first logs into their account.


If you would like to use the Student Note feature whereby teacher's notes on students are emailed to the family, check the box for Option to Email Family.

It is best to leave the default values for File Size Upload Limits as is. Optimally, these values should be the smallest possible.

Then click update when you are done.





Tab 8-Options

The information in this tab controls and sets default values for certain features in the system.

The first 3 items are drop down menus where you can select your defaults for time zone, state and country if you use those features.

The last four items are check boxes where you select which features you want to use.
If you are a physical school that enrolls students who all live in the same country and time zone you may not need to have those fields entered or shown in all enrollment fields. If that is the case, you can turn off those fields by leaving the boxes unchecked.

If you are a school that offers online classes then time zones and country fields would be important to keep. So you would check the boxes.

If the school wants to collect emergency information for all students, check the Emergency Information box. If you are an online school, you may not need that information and would elect to keep the box unchecked.

If the school has volunteer jobs for families, then they would check the box for Volunteer Jobs. If you don’t offer volunteer jobs, keep the box unchecked.






(Watch How-To Video #5: Recurring Schedules)

This tool can be used to create volunteer schedules, club schedules, or class schedules. But the first priority for new StudyPlace for Tutors users is to create recurring a class schedule which will populate a list of time slot options for you to select when you add courses.

Start by clicking the Recurring Schedules icon on the Administrative Interface.





Then click the New button on the left side of the window.





Then enter the name of the schedule, such as Classes. For the Type field, use the drop down menu to choose either a class schedule or a project (volunteer) schedule. Then put a check mark in the box beside the days of the week that your schedule will cover. The system default is to select every day of the week so if your classes only meet on Tuesdays and Thursdays, uncheck the other 3 days. Then click Save.





That will generate an icon in the black field.

1. Choose that new icon by clicking it.
   
2. Click the Add Time Slot button. This will allow you to enter the time slots for each period of classes that you offer. For instance if you offer classes every 90 minutes throughout the day you need to add a time slot for each of those periods.
   
3. Select the beginning time.
   
4. Select the end time.
   
5. The correct days of the week will be checked already since it was defined in the previous step.
   
6. Then click Update. Repeat the process to enter all time slots.
   
   

(Watch How-To Video #6: Terms)

It may help to visualize a hierarchy or family tree. At the top you have the Academic Year. From there it branches out to separate terms in the Academic year. Below that each term branches out into individual payment schedules and lastly each payment schedule branches out into specific payment dates.


At the main interface screen for administrative personnel, go to Set Up and click Terms.





Setting Up Your Academic Year

• Click New under Academic Year Details
  
  
  
  
  
  
• Enter a name for the academic year in the name field. This name will be visible to families and used as part of the payment details so keep it short and family friendly. Consider using your acronym and the year like (HTS 2012/13).
  
• Below enter the family registration amount which is charged per family per year upon the first enrollment. (Only applicable if you are using the enrollment system; keep 0 otherwise.)
  
• Next enter the student registration amount if applicable. This amount will be charge per student per year upon the first enrollment. (Only applicable if you are using the enrollment system; keep 0 otherwise.)
  
• Then Click Save. This will generate an icon in the black field
  

Setting Up Your Terms for the Academic Year

• Select the icon you just created in Academic Year Details
  
• Click New under Terms for Selected Year
  
  
  
  
  
  
• Enter a name for the term in the name field such as (Fall/Spr 2013/14),
  
• Choose a schedule from the drop down list. The list of options is generated from the recurring schedules that have been entered.
  
• Enter the first and last days of school in the term beginning and end date fields. Do not include possible make up snow days in these dates.
  
• There are 5 checkboxes here that you can leave disabled for the time being. After completing the setup process, you will need to enable some or all of these (depending on your preferences) for the testing and launch phases. The Enrollable checkbox will open enrollment for the term; the Published checkbox will publish the courses within the term to your course list so families can see them; the Ops View checkbox will publish your enrollment options for families to view; the LMS Staff checkbox will allow LMS teachers and admin to view the course meeting dates within the term for course material development; and the LMS Student checkbox will allow students to view the course meeting date assignments.
  
• Click Save and an Icon will appear in black field.
  
• Repeat this process for additional terms. For instance you may have classes that meet for only half the year or a summer term.
  

Setting Up Your Payment Schedules for Each Term (Skip this section if you are not using the enrollment system.)

It’s important to understand that there are two types of payment schedules in StudyPlace for Tutors: 1-a schedule of dates for when families pay you and 2-a schedule of dates for when you pay teachers (if applicable).

• Select an icon in the Terms for Selected Year field
  
• Click New under Payment Schedules for Selected Term
  
  
  
  
  
  
• Enter a name for the payment schedule in the name field. For instance, (Tuition 2013/14)
  
• Choose the type of payment schedule from drop down list. If this is a payment schedule for a tuition or a fee then choose charge to family. If it is a payment schedule for teacher compensation choose payment to teacher.
  
• Click Save and an Icon will appear in black field.
  
  
  
  
  
  
• Repeat the process to add all the payment schedules for each term. For instance, each term may have a payment schedule for tuition, another one for teachers, and another for resource fees.
  

Setting Up Your Payments for each Payment Schedule (Skip this section if you are not using the enrollment system.)

• Select an icon in the Payment Schedules for Selected Term field
  
• Click Add Payment Date
  
  
  
  
  
• Enter description for the payment such as (initial tuition payment),
  
• Choose a due date in the calendar,
  
• Use the arrows to enter a percentage of the total amount owed that will be due on that particular date.
  
  
  Note:Note, that for tuition payment schedules the first date should be left blank which will trigger the system to charge the amount immediately upon registration. Commonly, tuition will have multiple dates, but resources and other fees are charged immediately for the full amount. The dates (no matter whether there is one or more) should all add up to 100%.
  
  
• Click Update
  
  
  
  
  
  
  
  
  
  
• Repeat for additional payment dates for each payment schedule
  

(Watch How-To Video #8: Breaks/Levels/Locations)

At the main interface screen for administrative personnel, click Set Up.

Breaks and Holidays

To enter your breaks and holidays, click the Holiday Breaks icon.




The purpose here is to provide the system with exceptions for your recurring schedules. So enter the dates within the term you selected that classes will not be meeting.

1. To the left of the Start button, select your Term.
   
   
2. Then click the Add Break button.
   
   
3. Enter the name of the holiday/break and then choose the beginning and ending dates in the calendars. Click Update.
   

Then repeat for additional dates within that term. To delete an entry, click on it and then use the Remove Break button. When you are done with that term, you can select a different term and repeat this process. When you are done, close this window





Levels

To enter your grade levels, click the Levels icon.




The information you enter here will enable families to search or filter course selections for specific grade levels.

1. So Click the Add Grade Level button
   
   
2. Enter name of the grade as you want it displayed in course listings
   
   
3. Then Click Update
   
   

Repeat for each grade. To delete an entry, click on it and then use the Remove Grade level button. When you are done, close this window.






Locations


If your organization holds classes at a physical campus as opposed to offering only online courses, then you will have to enter class locations. Click the Locations icon.




This information will populate an option list menu used when you add a course. Homeschool support organizations that only offer online courses may skip this step.

1. Click the Add Room/Location button.
   
   
2. Enter the Room Name such as Room 10, the phone number for the room if applicable, and any notes that you may find helpful such as room capacity or equipment.
   
   
3. Then Click Update.
   

Repeat this process for each classroom location





(Watch How-To Video #9: Option Lists)

At the main interface screen for administrative personnel, click Set Up and then Option Lists.




Option lists are used to populate menu options within the system. There are many applications, but generally teachers will use it to define what will be listed in the course category drop down menu, a task that should be done during the initial set up process. There are two steps involved in creating course category options:

First we need to add a list:

1. Click the Add List Name button on the bottom of the left panel.
   
   
2. Enter name of the list starting with “category_” then put in a name specific to the type of list it is. Since I’m demonstrating a course category list, I’ll enter category_course.
   
   
3. Click Update
   

If you made a typo, you can always double click the entry to edit it and then update.





Second, we need to add options for the list we just created

1. So Select the list name on the left that you just entered
   
2. Then on the right, Click the Add List Option button
   
3. Enter the name of the option to appear in the list category you just defined. (Such as History, Math, etc)
   
4. Then Click Update
   

Repeat the process to add additional list options






(Watch How-To Video #10: Teachers)

At the main administrative interface, click the set up button and then teachers.




Add yourself as a teacher within the system by following this process:

Click the Add button.




Then complete the form. (We recommend using the first part of your email address for the username. When you are done click the Add button.




Then create your teacher password by selecting your name and clicking the Reset Password button. Be sure the password you set here for your teacher login is different than the password you use for your Super Admin login.



Enter a password of your choosing, but keep in mind that passwords must be 6 characters and include both letters and numbers with no spaces. Then click OK. You will need the password and the username (first part of your email address), to login to the system as a Teacher (Step #12).





(Watch How-To Video #11: Courses)

Click Set Up on the main administrative interface and then click the Course icon.




To add a course, click the Add Course button.

• Complete the form.
  
  
• Click in the New checkbox to highlight the course in course listings as New.
  
  
• The minimum, maximum, and max waitlist seats are default settings. You can adjust here or adjust at the section level.
  
  
• When you are done, click Add.
  

Then move to the next section down.

• Choose the grade range for the course, by clicking in the box next to the grade(s)
  
• You can then assign it to a category of courses such as science or history.
  
• Up to this point in the course set up, everything you have entered will apply to the course no matter what term that it will be offered in. But that changes from this point on. Before moving on to the next section (course fees), you must first select a term for the rest of the information that you will be adding. You will find the term selector to the left of the start button. Use the arrow to select from the drop down menu list. Once you select a term, all the rest of the information you enter in this form will be specific to this term.
  
  
  Note:If this course will be offered in multiple terms, simply complete the form for the first term then change the term in the term selector (which will reload the fees, sections, time slots, and teachers sections of the form) and complete the form again for that particular term.
  
  
• The column headed fee codes is a key of codes for your reference only.
  
• The Course Fees section, is only applicable if you are using the enrollment system. If you are not using it, then skip this and proceed to Sections. If you are using the enrollment system, click the Add Fee button and use the drop down menu to choose the fee or fees that apply to the course.

Then move down again.

1. Under Sections, click the Add Section button
   
   
2. Adjust the default seat numbers as necessary. Click Update.
   
   
   Note:If you offer one course, but tutor several students at individual times you should add as many sections as you have students and individualize the time slot information in the next step for each particular meeting time. However, if you have 3 students that meet with you at the same time for the same tutoring, then you can enter one section. In other words, each different meeting time should have its own section.
   
   
3. Under Section Time Slots, click Add Time Slot.
   
   
4. Choose the day/time period from the drop down list
   
   
5. Choose the room location (if applicable)
   
   
6. Click update. If the course meets more than once a week, choose the Add Timeslot again and enter another timeslot.
   
   
7. Under Section Teachers, click Add Teachers.
   
   
8. Click the box under lead if the teacher you are adding is the lead teacher.
   
   
9. Then under Teacher find the teacher in the drop down list. (Enter info under Role if you want to define his/her role as an assistant etc.)
   
   
10. Then in payment weight you need to assign how much of the teacher share fee this person will receive. Think of it in terms of a percentage. You can enter 100, 75, 50, 25, zero or any other such percentage. For instance, the lead teacher may receive 75 and the assistant 25. If there isn’t an assistant, the teacher may receive 100.
    
    
11. When you are done, click Update.
    

Please note, that each section gives you the option of removing or deleting information. Once you are done going through this process for each of the courses downloaded from last year, you can add new courses by clicking the Add Course button at the top of the window.



You have two options for getting family information into the system. You can either do it yourself with registration information you may have already collected from the family/student or you can enable the option in Account Preferences to allow families to create their own accounts. If you decide to let families create their own accounts, they will be able to choose their own password, enter family and student information, and create student accounts.

Either way, after the family accounts have been created, you will have to associate students with the appropriate courses in step #10. Once that is done, families will have access to their student's course, assignment, and grade records.

• Entering families into the system yourself:
  At the main administrative interface, click Setup and then Families. Complete all the family information fields including primary and alternate email address, last name, phone number, address, contact information for parents, and emergency contact information. Then go to My Students, click the Add button and enter the student information for each student in the family including name, email address if they have one, gender, birthdate, graduation year, and grade. When done, click Add. Then repeat for additional students. Then use the Close button to return to the main interface. Repeat this process for each additional family.
  
  
  Note:Once a family has been added to the system, they will be sent an email with their user name (primary email address) and a link to set their password. They will then be able to use the username and password to login to the system.
  
  
• Account creation process for families:
  Using the link provided on your webpage, families will be directed to a screen for Family Login or First Time Account Creation. To create an account, families should use the bottom half of the form and enter their email address, last name, and then enter a password twice.
  
  
  Note:If tutors have a policy agreement that they require families to sign, we will link it here for families to read and prompt them to check the box if they agree. They will not be able to proceed to the next step of the account creation process until they check the box agreeing to the tutor's terms.
  
  When they are done, click Create Account button. Next they will be directed to the family interface screen with an open dialog box to complete the account creation process. The first screen requires details such as phone number, address, contact information for parents, and emergency contact information. There is also a checkbox in the upper left corner that, if checked, will grant permission for their contact information to appear in the family directory. If it is not checked their contact information will not be published and they will not have access to use the directory. Once completed, they click the Save button. They are then directed to the My Students form. Click the Add button to add student information including name, email if they have one, gender, birthdate, graduation year, and grade. When completed, click the Add button. This will return them to the My Students window so they can add additional students if necessary. When all students are entered they can use the Close button in the upper right corner. This completes the account creation process and families can logout using the logout selection in the drop down menu of the Start button.
  
  
  Note:Once a family has created their account, they can use their user name (primary email address) and the password they entered to login to the system.
  
  

Now that you have entered all of your students and all of your courses, you can associate each student with the appropriate course.

Go to the main administrative interface and follow these steps:

First,
-Click Operations
-then Enrollments
-Select the course section you want to add a student into
-Click Seats by section and then move the window up
-Close the section window




Second,
-Click Students
-then search for the student you want to enroll in the course section
-move the students window down
-close the Operations window




Third,
-Click and hold down the mouse on the student in the student window
-Drag the student name up to the Seats by Section window for the course section
-You’ll notice a green line appear when you drag the student to the section window
-Release
-A confirmation dialog box will pop up, select Held Seat or Waitlisted Seat




-Notice the student name appears in the seats by section window
-Repeat for each student




Fourth,
-In the seats by section window you will now see all the students enrolled in the course
-Notice the Approved column for the student you just enrolled is blank
-Select the student to enable the Approve Seat and Disapprove Seat buttons
-Click the Approve Seat button
-Click Yes in the confirmation box
-This will enter a Yes in the Approved column and update your enrollment count
-From here you can also add a student to the Waitlist (2 WL button), drop a student from the course (Drop button), or disapprove a student for the course (Disapprove button).






Messages is an effective communication tool (much like a bulletin board) that teachers and admins can use to direct messages to specific people or targeted groups of people without having to depend on email transmission or manage email lists. After a message is posted, users will see it when they log into the system and click the Message icon. If configured to open automatically, the message board window will open immediately upon login without the user having to click the icon.

We suggest posting a welcome message for Parents and Students to read upon their first visit to the system. The content can be whatever you like, but should serve to orient them to the system and how to use it. Please follow the instructions below.

To compose messages logged in as an Admin:

1. Click the Operations icon
   
2. Then click the Messages Icon in the Operations menu window
   
   
   
   
3. This will open the Manage Admin Messages window where you will see a list of all previously posted messages.
   
4. To post a new message, click the Add Message button and select the main recipient group that you want to view the message.
   
   
   
   
5. This will open a new window with a form to complete.
   -In the Title field, enter the title of the message.
   -In the Reply-To Email field, enter the email address for responses.
   -Then notice that there is a field for each major recipient group. The group that you chose earlier will be To in the field since that is the group you want to send the message to. All other groups will have by default Do Not Show in the field. You can use the arrow to choose other options such as making them a To or CC recipient.
   -In the Priority field, enter a number corresponding to the position you want the message to be listed in the recipients message board.
   -In the Type field, choose the type of message from among the drop down menu options.
   -In the Date Visible and the Date Hidden fields, use the calendar button to pick a date for the message to appear and a date for the message to be hidden from the recipient's view.
   -In the Internal Note field, you can write a note to yourself that will not be visible to the recipients.
   -Check the Draft box, if the message is not ready to post yet. Un-check the box to post the message when you click Add at the bottom of the form.
   -Check the Keep at Top box, if you want the message to always appear at the top of the recipients list of messages. Un-check the box if that is not necessary.
   -Check the Can Hide box, if you want the recipients to be able to hide the message after they've read it. Un-check the box if you want to disable the recipient's option to hide the message.
   -Check the Do Not Re-Use Next Year box, if you don't want this message available to re-use next year. Un-check the box if you do want to save the message for re-use.
   -In the large blank field, enter the text of your message.
   -Click Add to post the message and return to the previous screen.
   
   
   
   
6. Once posted, the message will appear in the Manage Admin Messages window.
   
7. Select a message on left, to view the content on right.
   
8. To edit a message, select it and then click the Edit Message button.
   
9. To delete a message, select it and then click the Delete Message button.
   
   
   
   

To learn how to manage your own messages or how to compose messages logged in as a Teacher, Using Messages.




(Watch the How-To Video: Posting Assignments)

1. From the Teacher Interface screen, click the Classes icon
   
   
   
   
2. Click on the line of the course to select it from among the list of courses that you teach. This will automatically open to the Schedule tab of the class window where you can see a list of the class meeting dates and items due.
   
   
   
   
3. Click the Course Tab.
   
   
   
   
4. Here you’ll notice that the course meeting numbers (# column) are displayed along with the Week Of date. The second meeting of each Week Of date is shown in green to distinguish it from the first meeting of that week. To change the meeting title that appears here or add an introduction, click the line of the meeting number for which you want to post the assignment and then the Edit button.
   
   
   
5. In the window that opens, type in another title and/or add an introduction. Then click save.
   
   
   
   
6. Now move your attention to the section titled, “Course Activities by Selected Meeting.” Since there are a variety of activities that may make up an assignment we use the term activities here. For example one assignment could have both a reading activity and a lab activity. If that’s the case you can choose to separate the assignment into two activities. Or, if you’d rather, you can title the activity Homework and list the different activities within this one posting.
   
   
7. Click the Add button.
   
   
   
8. Complete the form:
   - Enter an activity title in the Title field.
   - Choose the type of activity from the list in the drop down menu.
   - In the due field, select from among the options listed here.
   
   
   Note: if you don’t see an option here that exactly suits your need you can select one that comes close and then modify it. For example, you can select "1 week after class begins" and then delete the 1 week and make it 2 weeks instead.
   
   - In the points field, add the number of points this activity is worth in your grade weight.
   - In hours field, estimate the amount of time your students will spend on this activity.
   - In the sort field, choose how you want this to appear in the list of activities for this assignment. For instance, if you want the reading done before the lab, you would assign it 1 here and then when you create the lab activity you’ll assign that one 2.
   - If you aren’t using grade groups right now you can skip that. If you have set up grade groups, they will appear here when you click the down arrow and then you can select from among them.
   - Enter an internal note if you want.
   - If you don’t want the activity visible to students yet, click in the check box labeled draft.
   - Then enter the instructions for the activity. To add a website link to your assignment text use this code:
   Click here to go to website.The information in the opening brackets is the url you want to direct people to.
   The text between the opening and closing brackets is what people will read.
   The information in the brackets at the end will close the link.
   The urlnew code will tell the system to open the website in a new window when clicked.
   - Click Add when you are done.
   
   
   
   
9. After clicking Add, you will be returned to the previous screen. You’ll notice that by adding this activity the system automatically added an associated handout and item due. So now you need to go and edit the info in those two areas.
   
   
   
   
10. Handout: First, click the line of the handout to enable the buttons at the top.
    -To Delete: If you don’t really have any handouts for this activity you can delete it by using the delete button and confirming yes in the dialog box.
    -To Edit: Use the Edit button
    
    
    
    
11. Replace the name handout with your own text, choose when to make it visible to the students from the drop down list, enter instruction text, and then click Update.
    
    
    
    
12. Item Due: First, click the line of the item due to enable the buttons at the top.
    -To Delete: Use the delete button and confirm yes in the dialog box.
    -To Edit: Use the Edit button
    
    
    
    
13. Replace any text that you see in the title field with your own text, choose when to make it visible to students from the drop down list, select and/or modify the due date from the drop down list, enter instruction text if you want to, and then click Update.
    
    
    Note: There are many more options here that you can choose to use if you want, but it is not required. Watch the How To Video on Editing Items Due for more information on your options here.
    
    
    
    
14. Now you have to create a link to the handout. Click the line of the handout and then the Manage Files button.
    
    
    Note: This step presumes that you've already uploaded the handout document into the system. For instructions on how to upload files watch the How-To Video on Uploading Files
    .
    
    
    
    
    
15. Find the handout document in the available lists section, select it, and click Add to Handout List. Then close the window.
    
    
    
    
16. Adding Activity Resources: Since activities may involve work taken from a resource such as a textbook or website, you may want to link them to the specific assignment even if it has already been linked to the course.
    
    
    Note:Resources must be added at the Course level before they can be added at the activity level. Watch the How-To Video on Adding Course Resources for more on that.
    
    -Select the activity and then click Activity Resources.
    
    
    
    -Click Add and then select the text book from the list of resources, and then click Add.
    
    
    
    
    
17. To view your work so far:
    
    -Go to the Schedule tab.
    
    
    
    -Click the appropriate meeting to view the associated activities. You can see here for Meeting 1 there is a reading activity with a link to the website and a due date and a lab activity with a link to the lab results handout and a due date. ] To make adjustments to the activities, return to the Course tab and edit either the activity, the handout, or the item due.
    
    
    
    
18. Once the assignment appears the way you want it, you can remove it from the Draft mode:
    
    -Select the activity
    -Click edit
    -Remove the checkmark in the draft checkbox
    -Then click Update.
    
    
    
    
19. To add an image to a meeting activity:
    
    - Click Images and Media here
    - Click upload and select your file from your computer, title it, and choose image as the type. Then click Upload Selected File.
    
    
    
    - Copy the bbcode file name that appears here
    - Close the window
    - Click edit above the list of periods
    
    
    
    - Paste the bbcode file name in the large field
    - Click Update
    - Now go back to the Schedule tab
    
    
    
    - Click the meeting line and then Reload button to see your changes.
    
    
    
    This is how student will see the period and the associated activities, handouts, and items due when they log into their account.