At various points in the process, we want Course Requests open to different groups with different levels of access. This can be tricky. Unfortunately, it involves changing settings in two places.
For Course Requests to be available in any fashion to any group, you first have to set the dates of access in Course Request setup. This will give blanket access to all groups. For this you need to be a Course Request Manager. Only another Platform Manager can grant you this role.
We will then modify each individual group's access using a different process, Manage Roles. For this, you probably need to be a Platform Manager. Only another Platform Manager can grant you this role.
Opening up Course Requests
First go to Core > School > Master Rollover. This allows you to bring over by default the settings from the previous year. Find Online Signup > Academics and Run it for both school levels. Chances are this is already done.
OnRecord > Settings > Course Request Setup
Change the School Year to next year. Group Type = Academics. Set the School Level.
Go to 1st Trimester (don't set dates and times for Summer School if in the High School). Put in the dates and times for each trimester for each grade. If they are already there, you can modify them.
For all grades and trimesters set, Recommend = By: Manager, Approve = By: Advisor, Min = 1 Max = 20 Min Enroll = 1.
Then go into the previous year to remove all the times and dates, approvals and minimums and maximums (you want to take out everything). Even though they are from the previous year, the current year won't work if the previous year still has dates and times. First, take out the times. You have to take out the times first or the dates won't allow you to delete them. This always works really poorly. If you delete the date and it says Invalid, that will still work if you refresh... usually.
Modifying Access to Course Requests
To remove or grant access to Advisors, Students, and Parents. At the beginning of the process, you have to open it up to all three groups manually because the default is that they don't have access even during the dates that it's open. This is because Department Chairs need it to be open to make recommendations, and at the same time you don't want any other users to have access.
Go to Core > Users/Access > Profile > Manage Roles
Find and click on Advisor (under Employee/Volunteer under Pending Advisor)
Click on Tasks
Click on Edit
Scroll down until you see on the right a list of tasks that all say Online Signup next to them. Uncheck or check all of the boxes here (there are two or three boxes per task).
Click Save & Exit.
Use the same process to modify the access for Students and Parents. For Parents, you only grant them access to the tasks that say View Requests. For Students, at one point in the process, you also take away their ability to Edit Requests and only leave them with View Requests. When the process is closed for Parents and Students in all grade levels, then you remove all the access for all the tasks.
Closing Course Requests
Students and Parents - access closes based on the date in the Course Requests Setup.
Advisors - Go to Course Requests Setup and find the year and school level. Then under Approve, it will say By: Advisor. You have to set that to Not Used.
All the details from Blackbaud about Course Requests - from A to Z . https://www.blackbaud.com/files/support/helpfiles/education/k12/course-requests/index.html
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