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Video Tutorial: How to Add a Course

How to Submit a Course

Step 1 - Manage Courses Tile

You can add a course from the Manage Courses Tile on the CE Provider Dashboard Landing Page.

Select the "Add a Course" button to create a new course for the currently selected organization:

This will launch the Add New Course modal:

A. Provider Organization - This field will automatically populate if you are the point of contact for only one provider organization. If you are the point of contact for multiple AIA CES Providers, select the correct AIA CES Provider from the dropdown list.

B. Course Name – Enter the course name.

C. Course Number – Enter the course number. [The course number can be alphanumeric.]

Once you have entered this information, select Save.

Note: If you are the point of contact for multiple AIA CES Providers, be sure to select the correct AIA CES Provider for which you want to create the course from the Select a Different Provider Organization button on the Course Header Tile.

Step 2 - Course Profile Page

Once you have entered the new course information, you will be taken to the Course Profile Page. Each of the tiles on this page are different parts of the course submission and will indicate the fields that are yet to be completed. Tiles highlighted in red contain mandatory information you will need to complete before you can submit the course for AIA CES review. Once completed, the highlight and messaging will no longer appear, and the "Submit for Review" button will be active.

Course Management

The Individual Header Tile contains personal account information such as your name and customer ID number. The option to renew your subscription from this tile will be available if you have an existing subscription.
The Course Header Tile displays course information, including the Course Name and Course Number.
The Course at a Glance Tile contains six modifiable fields: Nano Learning, Course Delivery Type, Course Level, Course Credits, Language, and Price (3A-E).
The About this Course Tile contains four modifiable fields: Description, Prerequisite Knowledge, Learning Objectives, and the HSW Justification (4A-D).
The Topics Tile contains information that will assist in searching for courses in the course catalog feature that will be added to the platform in the future, including Category, Sub-Category, and Keywords.
The Course Status Tile indicates all tiles that need to be completed before the course can be submitted for review by a CES Administrator.
The Delete Course Tile allows providers to delete a course and its associated sessions. This is only possible when no attendance has been reported to the session.
The Comments History Tile contains all comments submitted during course status changes. These comments can be accessed by CES Administrators and Provider users.

Session Management

9. The Course Sessions Tile enables you to add instances of a course and displays the first three sessions created. The Session Index can be accessed through this tile.

Note: Please review the Course at a Glance, About this Course and Topics Tile guides in order to complete this information. The Submit a Course guide will walk you through the process of submitting this course for review.

Step 3 - Header Tiles

1) Individual Header – The Individual Header Tile is located on the Course Profile Page. This tile contains personal account information such as your name and customer ID number. The option to renew your subscription from this tile will be available if you have an existing subscription.

2) Course Header – The Course Header Tile is located on the Course Profile Page. This tile displays course information, including the Course Name, Course Number, and Provider Number. To update, click on Edit and the Edit Course modal will appear.

The Provider Organization and Course Number will be disabled once a course has been created. However, you may make changes to the Course name.

Once you have made updates, click Save.

Step 4 - Course at a Glance Tile

3) Course at a Glance - The Course at a Glance tile is located on the Course Profile Page. This tile contains six modifiable fields (3A-F). To update this information, click on the ‘Edit’ button in the lower right-hand corner.

This will launch the Course at a Glance Modal.

A. Nano Learning – Nano Learning courses are 15 to 30 minutes in length and cover one topic in depth. Providers with a Basic subscription may only offer traditional courses of one hour or more. Select ‘Yes’ or ‘No’ using the radio buttons.

B. Course Delivery Type - The Course Delivery Type will dictate the Session Delivery Type for subsequent sessions. Based on subscription level, your view will vary. The two options for Course Delivery Type are ‘Live’ or ‘On-Demand’. Live courses have a live instructor and require that the learners meet on a specific date and time. "On Demand" courses require that the learners may access at any time.

Providers with Basic subscriptions can only offer Live, traditional courses. This field will default to Live, and the Nano Learning option will not appear.

All other subscriptions may offer either Live or On-Demand Course Delivery Types, as well as nano learning and traditional courses. These courses can be in-person, online, print, or e-learning.

Select a Live or On Demand course delivery type.

C. Course Level – The relative level of program knowledge covered by a learning program. The options are:

Introductory – Most beneficial to learners new to a knowledge area, skill, or attribute.
Intermediate – Most appropriate for learners with general knowledge about the topic.
Advanced – Most useful for individuals with significant knowledge of the topic.
Update – Most fitting for learners with a background in the subject area who desire to keep current

Select a course level by clicking on its corresponding radio button.

D. Course Credits – The course credits are depicted by the type and number of credits the course offers. The credit type can be either LU - learning units or LU/HSW - learning units/health, safety, and welfare. The number of Learning Units will depend on the type of course. If this is a nano-learning course, the number of credits available are 0.25 and 0.50. If this is a traditional learning course, the course must offer at least one credit. Select a Credit Type and Number of Credits.

E. Language - This is the language in which the course is presented. For courses available in multiple languages, complete a separate course submission for each language. Select a language from the drop-down menu.

F. Price – This field is optional. The price can be listed separately for Architect Members, Associate Members and Non-Members. The amounts round to one-hundredth of a cent ($.00). Enter the price for each level.

Once you have entered all information, click Save.

Step 5 - About this Course Tile

4) About this Course – The About this Course tile is located on the Course Profile Page. In order to make updates to any of the fields in the About this Course tile, click on the Edit button to launch the About this Course modal.

From this view, you can add information to any of the fields listed:

A. Description – The Course Description will be displayed in the course catalog and should include relevant information about the course. Enter the description of the course.

B. Prerequisite Knowledge – This field is optional. Enter any prerequisite knowledge learners should have prior to taking this course, if applicable. Basic-level courses should not have any prerequisites.

C. Learning Objectives – The learning objectives must be focused on the anticipated outcomes for learners. Fill out a minimum of four Learning Objectives. You may add more Learning Objectives by clicking on Add More Objectives. This button will be disabled until the four Learning Objectives are satisfied. Nano Learning courses only require one Learning Objective.

D. HSW Justification – The HSW Justification field will appear if credit type LU/HSW is selected. If this credit type is chosen, describe how the course content addresses Health, Safety, and Welfare topics for at least 75% of the course content. This section is only for review by the CES Administrators.

Once completed, click Save.

Step 6 - Topics Tile

5) Topics - The Topics tile is located on the Course profile page. The information on the Topics tile will assist in searching for courses in the course catalog feature that will be added to the platform in the future. To add a category and/or subcategory, click on the Edit button.

A. Category - Select a category from the drop-down menu.

B. Sub-category – Some, but not all, categories have sub-categories. The sub-category field will be disabled until the corresponding category has been selected. Select a sub-category, if applicable.

C. Keywords - The keywords will help prospective attendees search for this course. This field is optional. Enter the keywords for the course.

Once completed, click Save.

Step 7 - Course Status Tile

Once you have completed all the required fields, you can submit the course for review through the Manage Course Status Tile.

6) Manage Course Status – The Manage Course Status tile is located on the Course Profile Page. This tile will indicate all tiles that need to be completed before the course can be submitted for review by a CES Administrator. The corresponding tiles will be highlighted in red.

Updates to the information on the About this Course, Course at a Glance or Topics tiles can be made by clicking on the Edit button at the bottom right hand corner of the tile. The Update button is disabled and the course is considered to be in Draft status until all the required fields are completed and there is a selection from the drop-down list.

When all tiles have been completed, the red highlighting will disappear.

All course status changes can be made on this tile. To submit the course for review, select the "Submitted/Pending Review" status from the drop-down list.

This will prompt the comments box to appear and the Update button to be enabled, turning the button red, and allowing submission.

You have the option of entering comments for administrators to review or leaving this field blank. Once complete, click the Update button to submit the course for review. This process will advance the course to the Submitted/Pending Review status. The tile will automatically update with the details of the new course status.

You can revert the course back to Draft status in order to edit any of the tiles. To do this, select the Draft option in the drop-down.

You have the option of entering comments for administrators to review. Once completed, click Update.

This process will revert the course back to the Draft status. While in Draft status, any necessary updates or revisions can be made, and the course can be resubmitted.

Once the course has been submitted, you will receive emailed notifications of status changes after submission. The sender name will be AIA Continuing Education with email address: ces@aia.org. The title of the email will read: Your AIA CES Course is:

Submitted/Pending Review* – Wait for the CES Administrators to review and make a decision. Updates can be made during this time if the course is reverted to Draft status.
Requires More Information – Revert the course back to draft, update the necessary information, and resubmit for review.
Approved – Move forward with creating the sessions, if applicable.
Denied – Submit a new course.

No courses can be offered for AIA CES credit until the course has been reviewed and approved by a CES Administrator.

*Note: It takes up to 10 business days for courses to be reviewed and approved. Reverting back to Draft will restart this time period.

Once the course has been approved, the Original Course Approval and Course Expiration dates will automatically appear.

The original course approval date is the date in which the course was initially approved by a CES Admininstrator. The course expiration date automatically calculates to three years after the original course approval date. Upon expiration, the course will still be searchable on the CES Dashboard, but it will not be available for registration.

If you wish to continue offering this course, resubmit it as a new course for review.

Possible course statuses

Draft
This course is in draft.
Complete the “Course at a Glance,” “About This Course,” and “Topics” sections before submitting the course for review. Courses in draft status cannot be offered for AIA CES credit until submitted and approved.

Submitted/Pending Review
This course is Submitted/Pending Review.
The course is in the queue for review. Courses in submitted/pending review cannot be offered for AIA CES credit until the course is reviewed and approved. This may take up to 10 business days.

Under Review
This course is Under Review.
The course is currently being reviewed by AIA CES reviewers. Courses under review cannot be offered for AIA CES credit until the course review is complete and the course has been approved. Course review may take up to 3 business days.

Requires More Information
This course Requires More Information.
AIA CES course reviewers have determined this course requires more information before a final determination can be made. Move the course to Draft status to make updates and resubmit for review. Courses requiring more information cannot be offered for AIA CES credit.

Approved
This course is Approved.
To offer this course for AIA CES credit, you may begin adding sessions to the course. Course sessions for AIA CES credit may only be offered until the course expiration date.

Denied
This course is Denied.
AIA CES reviewers have determined that the course does not meet the AIA CES standards for AIA CES credit. This course cannot be offered for AIA CES credit. Please contact ces@aia.org for additional information.

Suspended
This course is Suspended.
The course cannot be offered for AIA CES credit pending resolution of the issues that led to its suspension. Please contact ces@aia.org additional information.

Retired*
This course is Retired.
The course has either expired or been voluntarily retired. Retired courses cannot be offered for AIA CES credit.
Please contact ces@aia.org for additional information.

Expired*
This course is Expired.
The course has expired and is no longer active. Expired courses cannot be offered for AIA CES credit. If you wish to continue offering this course, resubmit it as a new course for review.
Please contact ces@aia.org for additional information.

*Currently not available for provider use.

How to Retire a Course

When a course is no longer offered, it can be retired to allow for a more accurate course catalog, and manageable course index, for providers. Retired courses do not appear in the course catalog, but can be searched in the course index by filter. Courses can only be retired from the "Approved" course status, and can only be reverted to another status by a CES Administrator.

To retire a course, you can utilize the Course Status Tile on the Course Profile Page.

Select the "Retire" status from the drop-down list.

This will prompt the comments box to appear and the Update button to be enabled, turning the button red, and allowing the update. You have the option of entering comments or leaving this field blank. Once complete, click the Update button to retire the course.

This process will prompt the Retire Course modal. The modal will prompt you to confirm the retirement request.

If you select "Yes", the modal will close. The course will be updated to the Retire status, and you will be directed back to the Course Profile Page.

If you select "No", the retirement request will be cancelled. The modal will close, and you will be directed back to the Course Profile page.

Once the status has been updated, the Course Status tile will automatically update with the details of the Retire course status.

After being retired, the course will no longer be available to:

Offer through course catalog
Transition to a different status by providers (including the Active status)
Add new sessions or edit existing sessions and/or course information

Providers will be emailed the status update once completed. To update the course after being in the Retire status, contact the CES Department at ces@aia.org.

How to Delete a Course

Delete Course Tile

Courses without any reported attendance can be deleted from the system, regardless of status. While the course has no reported attendance, the Delete Course tile will be enabled on the page. Once attendance has been reported for the course, the tile will be disabled.

7) Delete Course - The Delete Course Tile is located on the Course Profile Page. To delete a course, click on the Delete Course Tile.

This will launch the Delete Course modal to appear. The modal will prompt you to confirm the course deletion.

If you select yes, the course will be deleted from the database, along with the related sessions. The modal will close, and you will be directed to the Course Index page.

If you select no, the deletion request will be cancelled. The modal will close, and you will be directed back to the Course Profile page.

How to Bulk Upload Courses

Coming Soon...

Comments History Tile

8) Comments History - The Comments History tile is located on the Course Profile Page. Comments can only be added during course status changes. They can be accessed by CES Administrators and Provider users. All comments can be viewed by clicking on the View all Comments button within the Comments History tile.

This will launch the Course Status Log, a view of multiple course status changes accompanied by their corresponding comments. The Date and Time the comment was submitted, the User who submitted the comment and the Status to which the comment was updated are displayed in their respective columns.

To view the actual comment submitted, click on View Comment under the Action column. Multiple comments can be open simultaneously. To close a comment, click on Hide comment.

How to View Courses: Course Index

To view a course, you can utilize the Manage Courses Tile on the CE Provider Dashboard Landing Page. Click on Manage My Courses button to view the Course Index.

The Course Index displays the full list of courses a provider offers and allows you to sort the information in ascending or descending alphanumeric order by: Course Number, Course Name, Delivery Type, Credits (credit amount and type), Last Updated (date and time), or Status.

[Note: The course index also lists the Provider Number as the first column.]

The course search functionality allows you to search for your courses by using exact phrasing with at least three or more characters, not to include special characters (i.e. "-", "+", "."). The search results will be displayed with up to 50 courses on each page based upon the presence of all the search terms in the course name and course number, respectively. If the search does not find a match according to your search term(s), it will yield the response of "No results found".

The search is filterable by Status. By default, the course search filter does not include expired nor retired courses. You can add these features to the search by selecting the Expired and/or Retired check box(es) in the status filter drop-down list.

To view more courses, utilize the pagination at the bottom of the page. Click on the numbers to scroll through the pages of data or click on the arrows on the ends to view the first and/or last page of the search results. All pages will display a maximum of 50 courses per page.

To view the Course Profile Page for an individual course, click on the hyperlinked Course Number or Course Name.

If your Provider organization does not currently offer courses, the message "No Courses Found" will appear on the CE Provider Dashboard Landing Page.

If you need to add a course, return to the CE Provider Dashboard Landing Page and Select Submit a Course.

How to Download Course Report

An export of courses can be downloaded directly from the Course Index or the CES Provider Dashboard Landing Page.

Download Course Report from Course Index

Once you have searched for a specific selection of courses on the Course Index, the current listing of courses can be exported.

To download the full course report, click on the Download Report button at the top right-hand corner of the Course Index.

This will launch a comma-separated values file (*csv) to download on your browser screen. The csv file of the specified course search criteria will then populate at the bottom of the page. The file name will be formatted to include the provider number and date.

For example, if the provider number is "J215," then the file would download with the file name: "Course_Report_J215_Feb01_2020."

Once you click on the downloaded file link, a comma-separated values file (*.csv) will display with the list of searched courses:

The course report will have columns that list the detailed course information consisting of: Course Number, Course Name, Course Delivery Type, Number of Credits, Credit Type, Description, Learning Objective 1, Learning Objective 2, Learning Objective 3, Learning Objective 4, Category, Sub-Category, Course Status, Original Approval Date, and Expiration Date for each course.

The Download Report button will be disabled if there are no courses found in the search.

Download Course Report from CE Provider Dashboard Landing Page

To download a report of all the courses of a specific provider, select the provider from the Organization Header Tile on the CE Provider Dashboard Landing Page. This setting is defaulted for providers managing one organization.

When managing multiple provider organizations, click the Select a Different Provider Organization button.

This will launch the Provider Information modal. Select the intended provider from the dropdown options. Click Save.

Once the provider is selected, click on the Download Courses button from the Manage Courses tile.

This will launch a comma-separated values file (*csv) to download on your browser screen. The file name will be formatted to include the provider number and date.

For example, if the provider number is "10100109" and the date was "09-01-2022," then the file would download with the file name: "Full_Course_Report_10100109_09-01-2022."

Once you click on the downloaded file link, a comma-separated values file (*.csv) will open with all listed courses from the selected provider.

The course report will have columns that list the detailed course information consisting of: Course Number, Course Name, Course Delivery Type, Number of Credits, Credit Type, Description, Learning Objective 1, Learning Objective 2, Learning Objective 3, Learning Objective 4, Category, Sub-Category, Course Status, Original Approval Date, and Expiration Date for each course.

If you click on the Download Course Report button and no courses have been created, then the report will appear with only the headers.

Note:

Long term Providers may notice some blank descriptions in the Learning Objectives columns as some data may not have migrated over from an older system.

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