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Video Tutorial: How to Add a Course
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How to Submit a Course
Step 1 - Manage
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Courses Tile
You can add a course from the Manage My Courses Tile on the the CE Provider Profile 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:
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A. Nano Learning – Nano Learning courses are 15 to 45 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.
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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 cannot can only be reverted to any other status afterwardsanother status by a CES Administrator.
To retire a course, you can utilize the Course Status Tile on the Course Profile Page.
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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 update prompt the course to the Retire status. 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 nor CES Administrators (including the Active status)
- Add new sessions or edit existing sessions.
Providers will be emailed the status update once completed.
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 My Courses Tile on the CE Provider Profile Page. Click on Manage My Courses to view the Course Index.
The Course Index displays 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.
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 My Courses Tile on the CE Provider Profile Page. Click on Manage My Courses 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, Credits (credit amount and type), Last Updated (date and time), or Status.
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 courses.
You can search for expired courses by selecting the Expired check box in the status filter drop-down list.
To view more courses, click on View More at the bottom of the index to view 50 additional courses. 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 Profile Page.
If you need to add a course, return to the CE Provider Profile Page and Select Submit a Course[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.
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 HeaderTile 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.
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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. |