Course form

The course form appears as soon as the course is selected.

It allows you to:

• recognize key information at a glance;
• specify the subject and resources (teacher, public and room);
• know why a resource is not available in a time slot (Diagnosis of a course);
• enter a memo (Memo for a course);
• communicate with the teacher and students (e-mail, SMS or letter).

Notes: 

• The modifications are only valid for the selected class meetings.

• The population is displayed as soon as you have assigned the public (grouping, class or group/option)

• The subject and the resources are allocated directly from the course form.

• If several resources have been allocated to the course, you will know how many. To know more about some class meetings, deploy the course form (see below).

Subject and resources

Specify the subject

 Prerequisite  The subject was created in the list of subjects.

1. Verify the highlighted weeks in the slider Active period: they must correspond to the weeks of the course except if you only want to specify the subject for just some class meetings.
2. Select the course to display the course form.
3. Double-click on Subject to be specified or the subject's designation if you want to modify the subject.
4. In the popup window, the proposed subjects comply with the specified constraints (Constraints). It may be interesting to:
   • tick Only the extracts if you already have extracted the concerned subjects in the list of the subjects (Extract the data);
   • tick Ignore the ticked constraints below if you want to display all the subjects if they comply with the constraints or not (if a constraint exists, it is displayed in the column Diagnosis);
   • group the subjects by the criterion of your choice: to rapidly access a subject that is in a long list.
5. Select the course's subject.
6. Click on Validate.

Allocate a resource (teacher, public, room) throughout the active period

1. Verify the highlighted weeks in the slider Active period: they must correspond to the weeks of the course except if you only want to allocate the resource for only some class meetings.
2. In the course form, hover over the type of resource to be allocated and click on the button .
3. In the popup window, the proposed resources are free (not occupied in another course) for all of the course's period and comply with the specified constraints. It may be interesting to:
   • tick Only the extracts if you already have extracted the concerned resources in their list (Extract the data);
   • tick Ignore the ticked constraints below if you want to display all the resources (if a constraint exists, it will be displayed in the column Diagnosis);
   • arrange by the Initial of the name or by another criterion: to rapidly access a resource that is in a long list.
   • see if the allocation will exceed the provision defined for the teacher (Teacher's annual provision): the addition of hours is displayed in red.
4. Select the resource to be allocated.
5. Click on Validate.

Allocate several resources to cover all the active period

For example, if no room is suitable for the entire period of the course, you can allocate several rooms according to their availability.

1. In the resource selection window, HYPERPLANNING only proposes, by default, resources that are free for all the active period. If the proposed resources are not suitable, you can tick Partially free in the period to display all the resources that are free for at least one week.
2. On the right of every resource, a slider with all the weeks of the course is displayed: those where the resource is not free are already turned off, you can turned off others manually.
3. Select the resources [Ctrl + click] to be allocated.
4. Click on Validate.

Deploy the course form to verify the distribution of the resources

1. Click on the button  on the top right of the form.
2. The weeks of presence of every resource are established by a yellow square: you can directly modify the presence of the resource in the course by clicking on the weeks.

Render present all the class meetings of a course with an occasional resource

If you add a resource to a course only for a few of the class meetings, you can quickly lengthen its presence to all the class meetings of the course: select the resource in the course form, right-click and choose the command Render present throughout the course.

Directly assign a student

Only the classes and groups can be allocated to a course. To only place one student in a course, you must first create a group that only contains this student. If this is a recurring need, you can rapidly create a group per student with the command Distribute the students (Distribute the students).

Replace a resource by another

1. Verify the highlighted weeks in the slider Active period: they must correspond to the weeks of the course except if the replacement is only for some class meetings.
2. In the course form, double-click on the resource to be replaced or hover over the resources to be replaced and click on the button . Warning, if you click on the button , you will add a resource instead of replacing it.
3. Double-click on the new resource in the selection window and validate to confirm the replacement.
4. If you have replaced a teacher by another, you are proposed that you Retain the initial class meetings in the canceled courses. Tick the option if it pertains to a replacement (Replacement) that you want to keep a trace of in the timetables and summaries.

Remove a resource from a course

1. Verify the highlighted weeks in the slider Active period: they must correspond to the weeks of the course except if you want to remove the resource of the course for only some class meetings.
2. Select the resource, right-click and choose Remove from the course or hover over the resource to be deleted and click on the button .

Choose the elements (date, memo, etc.) that are displayed in the course form

1. Click the button  on the top right of the course form.
2. In the popup window, only leave ticked the information that you want to be displayed.

Modify the display of the subject and resources

1. Go to the menu My preferences > data > Subjects/Teachers/Classes/Groups/Options/Groupings/Rooms.
2. Select Course form in the drop-down menu.
3. Tick the information that should appear in the course form.
4. Click on the left of the information used for sorting: the resources will be displayed in the corresponding order.

Communication

When you communicate using the course form, the pre-selected recipients are those concerned by the course.

Send mail (Standard letter)

 Prerequisite  The students are the recipients of the mail (Standard letter).

1. In the course form, click on the button  and choose   Send by mail.
2. In the popup window, choose the Type of output (Printer, PDF, E-mail).
3. Tick the standard letter to be used for every type of resource (teachers, students, etc.) or click on the button Edit a standard letter (Standard letter).
4. Click on Print.

Send an e-mail

 Prerequisite  The e-mail addresses of the recipients must be filled in.

1. In the course form, click on the button  and then choose  Send by e-mail.
2. In the popup window, tick the resources that you want to address. The teacher, students, etc., are extracted.
3. Use the button Insert a course rubric to insert the variables that are automatically replaced during the dispatch (Variable (standard letter or SMS)). The rubric «CoursesSummary» allows you to rapidly identify the course.
4. In the same way as sending an e-mail from the button   of the tool bar, you can use a template, add a signature, etc. (E-mail).
5. Click on Send the e-mail.

Send a SMS

 Prerequisite  The institution must have subscribed to a SMS dispatching service and the telephone numbers of the recipients must be filled in and the box SMS must be ticked in their form (SMS).

1. In the course form, click on the button  and then choose  Send by SMS.
2. In the popup window, select or create a new standard SMS "teacher".
3. In the same way as sending a SMS from the button  of the tool bar, you can use a template with the variables.
4. Click on Send.
5. Renew the dispatch with a standard SMS "student".