Overview

This article covers the process of:

• Creating Sessions (e.g. classroom lessons and tutorials for Courses) for students to enroll to.
• Using the Session Scheduler to assign facility and faculty to the Session.

Use case

RIO University is offering the Course UN100, with a lecture session held every Monday from 9 am to 11 am.

The Session will be made available on the enrollment wizard, for students to enroll to.

Setup

The following records should be created first:

1. Course - a 'template' record of the Course. 
2. Course Offering - a record the Course that is being offered for a particular Term, which students can enroll to.
3. Facility - a venue for the Session, e.g. a classroom.

Creating the Session

Head to the 'Sessions' tab under the Course Offering record, and create a new Session.

Select the 'Class' record type for this use case example.

(See here for more information on using template instead.)

The Booking Status should be set to 'Draft' first.

Then, create a child Session Time record to define the following:

• Facility - the venue where the Session will be held (e.g. a classroom).
  
  
• Start and End Date - the date range for the Session.
  
  
• Start and End Time - the starting and end time.
  
  
• Recurrence - how frequent will the Session be held (e.g. weekly, bi-weekly, daily, one-off).
  • Note: The 'One-Off' option can be used when creating a one time Session such as 'Exam'.

Ensure that the Status is 'Active', and the 'Create/Update Settings' field is set to 'Create/Update all'.

Head back to the Session and do the following:

• Check the 'Published' checkbox.
  • This is to make the Session available for enrollment (via the Enrollment Wizard).
    
    
• Update the Booking Status from 'Draft' to 'Create/Update Bookings'.
  • The Session Scheduler will automatically create recurring Sessions based on the Session Time details (e.g. every Monday at 9 am to 11 am, from the Start Date to the End Date).
  • If changes are made to the Session Time, it is important to update the Booking Status to 'Create/Update Bookings' as well.
  • See here for the related trigger.

Note that the Session Start and End Date will be automatically populated based on the values from the child Session Time.

Assigning faculty

The Session has been created with a facility assigned to it.

Some faculty members will need to be added to administer the Session. To do so, navigate to the 'Faculty' tab under the Session, and click on 'New'. 

This will bring up the Faculty Connection Wizard, where faculties can be added to administer this Session. For more details, see here.

Setting the attendance requirements

If students are required to attend the Session, the 'Mandatory Attendance' checkbox on the Session record should be checked.

The required attendance % can be defined as well.

(See also: Marking and calculating student attendance‍.)

If a student fails to meet this required %, their Course Connection (record of their enrollment to the Course) will be a 'Fail Absent', regardless of the score they achieved. 

(See also: Grade Settings‍ and Releasing student results‍.)

See also

• How to create a Session using Session Template.
• Session Scheduler.