The Manage Courses feature can be enabled for instructors and/or node administrators, allowing them to choose which courses should be evaluated and manage specific details for courses in a course evaluation type project, such as enrollments and course-level survey start/end dates.
Below is a video overview of this feature. As you continue to read this article and learn more about managing courses, remember that this feature will become available to all instructors and/or node administrators upon the Access Start Date set within the Manage Courses feature, even if the project has not yet deployed.
Getting Started
Manage Courses can be enabled for instructors and node administrators for a given project by following these steps:
- Login to Course Evaluations & Surveys (CES) as a CES Administrator.
- Navigate to Surveys & Projects from the top navigation bar and select Projects to access a list of your projects.
- From Projects, choose the specific project for which you wish to enable Manage Courses. Once the project is selected, go to the project's Properties tab.
- In the Properties tab, scroll down to the bottom to find the Manage Courses section. Here, you can enable Manage Courses for instructors by checking the box next to "Instructor: Allow to View Enrolled Courses." To enable the feature for node administrators, check the box next to "Administrator: Allow to View Courses in Enrolled Level of Account Hierarchy."
- Upon enabling Manage Courses, set an Access Start and End Date. These dates will determine when an instructor and/or node administrator has access to the Manage Courses based on the specified dates. Note that the instructor and/or node administrator will have access to Manage Courses upon the Access Start Date even if the project has not yet deployed.
Note: In order for a node administrator to utilize Manage Courses once enabled, they must have access to the appropriate hierarchy level and have the "Course Admin" role. Their access can be managed from Manage Administrators.
Once Manage Courses is enabled and the Access Start and End Date has been set, you may grant a set of permissions to instructors and node administrators. If permissions are not granted, they will not have the ability to perform any actions from Manage Courses. The set of permissions that can be granted are listed below:
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Add
- Teaching Assistants Enrollments by Course: Teaching Assistant enrollments can be added for a course.
- Student Enrollments by Course: Student enrollments can be added for a course.
- Instructor Enrollments by Course: Only the node administrator can be granted this permission to allow them to add instructor enrollments for a course.
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Batch Upload Enrollments: Node administrators can be granted the ability the add enrollments in bulk using an Excel file. An Excel file template that can be used for this action is available User Upload File Sample.
When granted the ability to add enrollments, they may enroll users to a course by following these steps:
- Go to Manage Courses from the top navigation bar.
- Click on the magnifying glass within the View column for the project containing the course you wish to edit.
- Click on the "+" icon within the Enrollments column.
- A pop-up window will appear, allowing the instructor to enter the Name, Username and Name of the user they wish to add as well as if they should be enrolled as a "Student" or "Teaching Assistant" to the course.
- The instructor can then select Save within the pop-up window to save their changes to the course's enrollments.
- Course-Level Survey Start and End Dates: Ability to edit course-level start and end dates.
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Allow control if/when results from course are made available to Instructors, Administrators and Teaching Assistants: Ability to control when results can be viewed.
To modify the dates:
- Go to Manage Courses from the top navigation bar.
- Click on the magnifying glass within the View column for the project containing the course you wish to edit.
- Click on the pencil icon within the Edit column.
- A pop-up window will appear, allowing the instructor to modify the dates.
- The instructor can then select Save within the pop-up window to save their changes to the dates.
- Enrolled Courses: Power to remove a course from the project. To do this, they can check the box by the course to select it and click on the "Delete Selected Courses." The selected courses along with their enrollments and responses will then be permanently deleted and this action cannot be undone.
- Teaching Assistant Enrollments: Power to remove teaching assistants from the project. To do this, they can click on the number within the Teaching Assistant column, check the box by the teaching assistant to remove and click "Unenroll Selected Teaching Assistants." This action cannot be undone.
- Student Enrollments: Power to remove students from the project. To do this they can click on the number within the "Student" column, check the box by the student and click on "Unenroll Selected Students." This action will result in loss of data associated with the student and cannot be undone.
- Instructor Enrollments: Only the node administrator can be granted the power to remove instructors from the project. To do this, they can click on the number within the Instructors column, check the box by the instructor to remove and click "Unenroll Selected Instructors." This action cannot be undone.
- Course-Level Survey Start/End Dates: Capability to view course-level survey start/end dates.
- Teaching Assistant Enrollments: Capability to view the number of teaching assistants in a course by referring to the "Teaching Assistant" column.
- Student Enrollments: Capability to view the number of students in a course by referring to the "Students" column.
- Preview Survey: Capability to preview the survey for a course by clicking on the magnifying glass within the "Preview" column.
- Instructor Enrollments: Only the node administrator will have the capability to view the number of instructors in a course by referring to the "Instructors" column.
Note: Once Manage Courses is enabled, all instructors and node administrators will have access to the feature and be able to perform the actions that have been granted permission to perform.
Access Manage Courses
After enabling manage courses for a project, the project's instructors and node administrators will be able to access manage courses from their top navigation bar.
As a CES administrator, you also have the ability to add the manage courses widget through Manage Dashboard for instructors and/or node administrators to easily access this feature from their CES dashboard. Otherwise, if enabled, the feature will display in the navigation bar for instructors and/or administrators.
When enabling managing courses for your project, keep in mind that deleting a course or enrollment can result in the loss of already received response data. As a best practice, include instructions about manage courses feature or links to relevant Help Center articles in your communication plan to instructors and node administrators. This information can be included in the Pre-Survey Announcement Email. To learn more about best practices for setting up email communications for your project, see Best Practices: Email Communications.