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HelioCampus has a new knowledge base to provide an expanded library of content and support usage of the Assessment & Credentialing platform! Review this new knowledge base for improved help content related to Course Settings:
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Updated: October 2022
Description: Institution, College, and Department Admins may set hierarchy level defaults for the management of Courses, Course Section and solutions that interface with them. If settings are not locked at the institution level, then College and Department admins may change settings and lock them at the College or Department level. This guide will provide information on what each setting controls and how to lock settings into place they can not be changed at the College, Department or Course levels.
Applicable to: Institution Admin, College Admin, Department Admin
Step by Step - Access your Course Settings
1. Login to AEFIS
2. Click on the hamburger menu at the top left of the screen and navigate to the Organizational Hierarchy section of the menu
3. Click on Institutions/Colleges/Departments
4. Click the Manage button next to your Institution/College/Department
5. Navigate to the Course Settings area of the menu under Settings
Overview of Course Settings
Tip: Click the lock icon next to any setting to prevent it from being changed at any lower level of the hierarchy (College, Department, Program).
Always hit the blue SAVE button at the bottom of each section to save your changes!!
Term Activation Settings
Term Activation is the process that occurs within your AEFIS instance starting at midnight your local time on the Activation Date chosen as part of of the creation of a Term. This process is when system will start importing your Course Sections and related Registration information, and will initiate any automated processes that you have set in your settings to copy from term to term. If your settings determine that assignments and assignment linking should copy from the previous term to the next term, this will happen on the Term Activation date. So any work completed in a previous term after the activation date will not automatically copy after that process is complete.
- When toggled on, this setting is used to add a third status to Course Sections, known as Admin Pending. This is used for those institutions using the syllabus solution who would like to have an administrator approve the publishing of a course section after the faculty hit publish, so they may review the syllabus prior to releasing it to students. If you are not using the syllabus solution, leave this toggled off.
- Copy Course Section Questions - If using the roll up question type in surveys, you may select a setting for Course Section questions to copy from term to term upon activation.
- No, do not copy - never copy questions from term to term
- Yes, copy - copy the questions from the first section available of the course in the previous term to all sections of the course in the term being activated. This copy is only following the first section and does not match faculty or section numbers.
- Yes, but only for the same instructor - copy the questions for the same course to every section of that course where that instructor is on the list of faculty.
- Copy Course Section Data - This setting is for copying the following course data: Syllabus content, Section Course Learning outcomes.
- No, do not copy - never data from term to term
- Yes, copy - copy the datafrom the first section available of the course in the previous term to all sections of the course in the term being activated. This copy is only following the first section and does not match faculty or section numbers.
- Yes, but only for the same instructor - copy the data for the same course to every section of that course where that instructor is on the list of faculty.
- Copy Course Section Assignments -This setting is for copying both assignments and assignment linking data
- No, do not copy - never data from term to term
- Yes, copy - copy the datafrom the first section available of the course in the previous term to all sections of the course in the term being activated. This copy is only following the first section and does not match faculty or section numbers.
- Yes, but only for the same instructor - copy the data for the same course to every section of that course where that instructor is on the list of faculty.
Remember - if faculty are not available in your data files prior to term activation, or your data files are not sent to AEFIS for import prior to your term activation, the copy process will not occur. This is a one-time process.
Course Evaluation Settings
- This allows/disallows users with survey scheduling permissions with their user role to schedule student course evaluations.
- This allows/disallows users with survey scheduling permissions with their user role to schedule instructor course evaluations.
- This setting allows you to choose whether Course Section Survey questions are required of every section included in a survey, not allowed at all, or optional based on the survey.
Assessment Evaluation Settings
- If this setting is toggled on, then Courses may be included in Program assessments. It is recommended that this is left on at the Institution level, and then can be adjusted at the Course settings level for an individual Course if necessary.
Assessment Action Item Settings
- If toggled on, faculty will receive an Action Item throughout the term that allows them to review their Course Section assessment results - meaning the results for any CLO only assessments in their section.
Course Assessment Proficiency Scale Settings
- These are the benchmark levels that your Courses will use to group the student learning outcome achievement in the direct assessment process of Course Learning Outcomes (CLO). You may create one standard list with up to 6 levels, and change the names and colors provided in the defaults.
- In other settings, there will be an option to require that all Courses/CLOs use this scale, or allow the Colleges, Departments and Programs to set their own scale. This scale will be seen in ALL reporting on direct assessment results, so it is the most important Program setting.
- If you change this setting and want it to apply to all published Courses, please contact AEFIS support for more information.
- When this setting is enabled, Courses are required to use the Proficiency Scale set above, and can not edit or change the scale.
Course Assessment Performance Goal Settings
- This sets a default goal based on the proficiency scale set in the previous settings. Unless you lock this setting, it will show up in all Programs by default, but CAN be edited at the Course level, which is the typical choice made by partners when reviewing this setting.
Assignment Proficiency Scale Threshold Default Settings
- Set the default range of scores for each level for your course/CLO assignment assessment. This may be locked at any level of the hierarchy and will push down to any related Courses or Sections.
Course Section Course Learning Outcome Settings
- Determine the maximum number of course learning outcomes allowed per course and the character limit for the outcome description text.
Course Learning Outcome Objective Settings
- Toggling this setting on provides the option to add sub-objectives, or topic objectives, to Course Learning Outcomes within a course. If toggled on, it is not required that the Course uses topic objectives. If toggled off, no Courses will have the option available.
Course Syllabi Settings
- Set your Institution-wide syllabus template. If all Courses are required to use this template, click the lock icon.
- If the public url is enabled for the Syllabus, a url export option will be available at the Course and Course Section level to link to the syllabus without logging into AEFIS to view. Note that this is different than the integration between your Learning Management System (LMS) that allows you to view the syllabus in the related LMS course. This link is for use outside of your systems protected by your single sign on (SSO) process.
- If you allow Faculty to edit the Syllabus after the Course Section is published, they may make updates and changes throughout the term. Once the term closes, they will not be able to update the syllabus any longer, regardless of whether this setting is enabled.
- You may choose to automatically publish course sections on a set date every term if the faculty have not already published their section to release their syllabus to the students for review. There are settings around this date further down the settings page.
- Determine whether to send any email notifications to remind users other than the Course Section Director to finalize their course section/syllabus. Other users who may be notified are those with Instructor roles and those with Teaching Assistant roles.
Survey Results Settings
- Set the minimum number of student course evaluation responses required to allow faculty user roles to see the results of their course section evaluations. This will be applied by default, but can be changed at the College, Department or Course level if the setting is not locked. Institution Admins and Survey Admins can see the results that do not meet this minimum response rate and share those results with the faculty at their discretion. This is not a setting that determines the minimum enrollment to collect evaluation results. This is specific to the number of responses collected by the close of the survey.
- Set the minimum % of student course evaluation responses required to allow faculty user roles to see the results of their course section evaluations. This will be applied by default, but can be changed at the College, Department or Course level if the setting is not locked. Institution Admins and Survey Admins can see the results that do not meet this minimum response rate and share those results with the faculty at their discretion. This is not a setting that determines the minimum enrollment to collect evaluation results. This is specific to the number of responses collected by the close of the survey.
- Set the minimum # of student enrollment required to generate a survey form. This will be applied by default, but can be changed at the College, Department or Course level if the setting is not locked. If this minimum is not met, survey forms will not be generated at all for a course section.
Survey Form Settings
- When this setting is enabled, individual faculty members may be removed from evaluation in the survey through the survey manager. This only applies when instructor-type questions are used in the survey.
Additional Settings (Timing and Notifications for Course related actions)
- Syllabus Form Auto Publish Date sets the date when the Syllabi/Course Sections will automatically publish if the faculty/administrators have not published the Course Sections to allow students to view the syllabus. This relates back to the setting in the previous section - Enable Auto Publish for Syllabus. This must be toggled on to set this date.
- The date to autopublish is based on a Milestone Event, which is a date you choose from the Academic Calendar within the term you built in AEFIS. Typically the First Day of Class milestone is used here, and you can choose to publish on a specific day of the week, x weeks/days from when that date falls within the term.
- Syllabus Form Notifications allow you to set the date faculty will begin to receive emails informing them that their Course Sections and/or Syllabi are available, and they may begin updating their Syllabi and other course section data.
- Course Section Start Notification setting allows you to choose when the messages begin to send, based on a Milestone Event, which is a date you choose from the Academic Calendar within the term you built in AEFIS. Typically the First Day of Class milestone is used here, and you can choose to publish on a specific day of the week, x weeks/days from when that date falls within the term.
- You also then have four pre-populated emails to send to faculty. The first set are the initial notifications about the availability of Course Sections and Syllabi and the second set are the reminder. You may choose to use these emails as-is, or click the blue pencil to edit or DISABLE them.
- To Edit
- Click on the blue pencil
- Update the text in the body
- To Disable, toggle on the Disable setting on the bottom left of the editor screen and that email will never send.
- Click SAVE
- To Edit
Assignment Form Notifications
- If you are using AEFIS assignments where students will submit their work/artifacts directly into AEFIS, you will want to update and enable these notifications to remind students to submit their assignments in AEFIS. If you do not plan to use AEFIS assignments where students will navigate directly to AEFIS to submit assignments, you will want to disable these notifications.
- To Edit/Disable these notifications
- Click on the blue pencil
- Update the text in the body if enabling
- To Disable, toggle on the Disable setting on the bottom left of the editor screen and that email will never send.
- Click SAVE
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