Class

ADMINISTRATION -> Terms -> Term -> Class


This screen is used to manage a class, it has 7 pages: Details, Schedule, Sessions, Students, Assignments, Documents and Messages.

Note: no changes can be made to a class if the term is closed!

Details

This page displays the basic details of the class as well as its instructors.

  • The class is defined by its course, section and term. Click on the hyperlinked purple term to view that term via the Term screen.
  • Open or Closed refer to the status of the academic term of the class (see the Edit Term topic for more details.)
  • Credits: number of credits of the class, by default this is the number of credits of the course.
  • Course title
  • Starts: start date of the class, by default this is the start date of the term.
  • Ends: end date of the class, by default this is the end date of the term.
  • Seats: maximum capacity of the class
  • Class Size: number of students enrolled in the class.
  • Virtual Room: default web address for remote class meetings (using Zoom or similar technology.) This value can be overwritten at the session level.
  • Meeting Code: default code or password required by the virtual room. This value can be overwritten at the session level.
  • Schedule Type: type of schedule that governs the class. It can be either Live for traditional classes taught with a schedule, or Recorded for classes whose content is consumed by the students on their own schedule.
  • Sessions: number of class sessions. This field is only visible when the Schedule Type is set to Recorded.
  • Delivery Method: class default delivery method if applicable. Delivery methods are user defined via the Delivery Methods screen in Setup.

The instructors are listed on the lower part of the screen, the primary instructor having a red asterisk. Click on a row to edit that instructor via the Edit Class Instructor screen which lets you sets various instructor privileges.

Click on the lower right to print class specific reports.

Click on the lower right to add an instructor via the Edit Class Instructor screen.

Click on the lower right to edit the class details via the Edit Class screen.

Click (refresh) on the lower right if the displayed computed statistics do not reflect the most recent changes made.

Click on an instructor to edit that instructor via the Edit Class Instructor screen. The red asterisk * indicates the primary instructor.

Schedule

Note: this page is hidden for classes with a schedule type set to Recorded.

This page lets you define a schedule for the class. College Office uses this information to automatically generate all the sessions of the class (that is the points in time when the class meets), taking into account the days when your institution is closed as recorded via the Holidays screen.

Click on the lower right to print class specific reports.

Click to add a new class schedule item via the Edit Class Schedule screen.

Click on a tile to edit that schedule via the Edit Class Schedule screen. College Office will automatically propagate the change to the related class sessions.

Sessions

This page displays all the class sessions that were automatically created by College Office based either on the class schedule for Live classes or the number of sessions of the class for Recorded classes. You can also manually create class sessions by clicking on the lower right if the class term is open.

Each row shows:

  • The date & time of the session for a Live class or the session number for a Recorded class.
  • The duration of the session in minutes.
  • The title of the session if applicable.
  • The instructor for this session out of the pool of instructors for the class.
  • The room where the class meets if applicable.
  • The web address (Virtual Room) for remote class meetings (using Zoom or similar technology) if applicable.
  • The code or password required by the virtual room if applicable.

Click on a row to view (and edit) that class session and all its related data via the Class Session screen.

Click Edit on the right to quickly edit the basic information of that class session via the Edit Class Session screen.

Click on the lower right to print class specific reports.

Click on the lower right to create a new floating session (not linked to any defined schedule) via the Edit Class Session screen.

Students

This page lists all the students of the class. Each tile shows:

  • The student name (purple because hyperlinked to the Student Term record.)
  • repeat if this is a repeat of a class previously taken.
  • replaced if this class has been repeated later and should be ignored in the computation of the overall GPA.
  • The status of the student in the class if applicable.
  • The attendance counts for Present, Late, Absent and Excused.
  • The student average of all the class assignments as computed by the grade-book module.
  • The final grade of the student in the class.

Click on the hyperlinked purple student name to view that student term enrollment record via the Student Term screen.

Click anywhere else on the row to edit that student class enrollment record via the Edit Student Class screen.

Click on the lower right to print class specific reports.

Click on the lower right to record the final grades of the students. Select either Record Final Grades to record the final grades manually, Compute Final Grades to let College Office compute the final grades from the graded class assignments, or Assign Single Grade to assign the same grade to all students at once. When College Office computes the final grades of the students in the class, it first recomputes the weighted averages of the students for each assignment type and then recomputes the final average as the weighted average of the assignment type averages. This final average is then matched to the corresponding final letter grade according the Lower % and Upper % values assigned to Grades in Setup. (Note that you may also record a single grade via the Edit Student Class screen by clicking on a row except on the purple hyperlinked student name.)

Click to enroll many students in the class. College Office will display the list of students enrolled in the term who are not yet enrolled in this class: click on each student you would like to enroll. Click on the upper right when done.

Click to enroll a single student in the class. College Office will display the list of students enrolled in the term who are not yet enrolled in this class: select the student you would like to enroll and you will be able to immediately edit the details of the enrollment via the Edit Class Student screen. If the student you would like to enroll in the class is not already enrolled in the term of the class, then click the Enroll in Term button to first enroll them in the term.

Click (refresh) on the lower right if the displayed computed academic statistics do not reflect the most recent changes made (this would be unusual and only affect the displayed values, not the real values stored in the database.)

Note: you can also enroll a student in a class from the Classes page of the Student Term screen

Assignments

The page is divided into 2 parts:

The upper part of the page shows the assignment types of the class with their respective properties (Weight, Min Average and Low Grades Ignored). Click on a row to view the details of that class assignment type, as well as the class assignments of that type, and the student averages for this assignment type, via the Class Assignment Type screen.

Click on the lower right and select Assignment Type to add a new assignment type via the Edit Class Assignment Type screen.

Check Gradebook and Assignment Types for more details on assignment types.

The lower part displays all the assignments of the class. Each row shows:

  • The type of assignment (from one of the types listed above.)
  • optional if the assignment is optional, meaning the student will not get an incomplete for not turning it in, but it will be counted towards the student final average if the student turns it in.
  • The weight of the assignment within the type.
  • The assignment name/title.
  • The date & time or number of the class session when the assignment is due if applicable.

Click on a row to view that assignment details and record student grades via the Assignment screen.

Click on the lower right and select Assignment to add a new assignment via the Edit Assignment screen.

Click on the lower right to import into this class the assignments and/or documents of another class of the same course in the same term: the logged in user must a teacher of both classes. The system lets you select the class from which to import the assignments and/or documents.

Documents

This page displays all the documents that have been attached to this class. Some documents may also be assigned to a specific assignment or class session, while others may be simply assigned to the class in general (such as a syllabus.)

Click on the a tile to either retrieve, delete, edit the document's name or edit the document's assignment or session via the Edit Class Document screen.

Click on the lower right of the screen to upload a new document or a new link. Depending on how your institution has configured College Office, you may be restricted by the size of the document that can be uploaded.

Messages

This page displays all the class email messages sent to the students of the class who have an email address on file.

Click on a tile to view the details of that message via the View Message screen.

Click on the lower right to broadcast a new message to the students of the class via the Create Message screen.


© College Office, 2021 • Updated: 01/26/21
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