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    Managing Courses

    Translatable
    To manage courses, you must have one of the following roles:
    • Course Reserves Operator/Manager
    • Fulfillment Services Operator/Manager
    You can import course information using the Course Loader integration profile. For more information, see Configuring Course Loading.You manage courses on the Courses page (Fulfillment > Course Reserves > Courses). Opening this page directly lists all the courses that have been created for an institution. When searching for courses using the Simple and Advanced Searches, this page displays the results.
    FCR_CoursesPageFacets.png
    Courses Page

    From this page, you can search for courses using the search box at the top of the page and filter your results by selecting the following facets:

    • Course Status

    • Associated Lists:

      • Exist (number of courses)

      • None (number of courses)

    • Processing Department

    • Academic Department

    • Campus

    • Year

    • Terms list

    To publish course information to Primo, see Configuring Course Reserves in Primo. To publish course information to Summon, see Enabling the Course Reserves Facets in Summon and Configuring the Course Reserves View.

    Adding a Course

    To add a course to a department and define its attributes:
    1. On the Courses page (Fulfillment > Course Reserves > Courses), select Add Course. The Manage Course Information page opens.
      Manage Course Information Page
    2. Enter the course information as required:
      Manage Course Information Fields
      Field Description
      Code (Required) The combination course code + section must be unique. If you do not use sections, then all course codes must be unique.
      Section Courses can be divided into sections to better organize resources and activities for students. Each section may be taught by a different faculty member, have a separate description, and contain as many resources as the faculty member requires. The combination course code + section must be unique.
      Name (Required) Does not have to be unique.
      Processing department (Required) The department that "manages" the course. This field is currently for informational purposes only. Use the quick pick list to select a department predefined by an administrator (see Configuring Processing Departments)
      Academic department The academic department associated with the course. Select from a list predefined by an administrator (see Configuring Academic Departments)
      Terms list The term during which the course is taught. Select from a list predefined by an administrator (see Configuring Course Terms)
      Submit Lists By (Leganto only) A date that is intended to prompt instructors to send you their reading lists for processing with enough time to process them before the course begins. The notification about this date appears in Leganto for all reading lists associated with the course.
      Status The status. This field is disabled when you are creating the course.
      • Active – The course is currently being taught
      • Inactive – The course was taught, or will be taught, but is not currently being taught
      Course data for inactive courses is not published to Primo (see the Course Restricted field in Adding a New Book or Journal Article. Also see The Format of Published Data).
      Start date The current date is the default date. An administrator can set the default for this value, see default_course_start_date in Configuring Other Settings).
      End date This date cannot be earlier than the start date. An administrator can set the default for this value, see default_course_end_date in Configuring Other Settings).
      The course’s end date is transferred to the course’s reading lists.
      Number of participants The number of students that are enrolled in the course. This field is only active if you are not using campuses, or the number of participants is not defined for any campuses. Otherwise, the value in this field is the sum total of participants for all campuses.
      Weekly hours The number of hours the course is taught, per week.
      Year Academic course year.
      Searchable IDs Additional IDs for the course, Used for search indexes in Primo and external systems.
      Tabs:
      Instructor On the Instructor tab, browse for the instructor of the course (the list consists of all Alma users), and select Add Instructor. The instructor is added to the course.
      You can add multiple instructors for a course. When there are multiple instructors for a course, the Instructor column value on the Courses page is Multiple.
      (Leganto only) By default, instructors appear to student and guest users in Leganto in course-related tooltips and in a pane for reading lists associated to this course. Instructors that are configured to appear in Leganto have a green checkmark in the Display Instructor column in this tab. To configure an instructor to appear / not appear in Leganto, select Unhide / Hide in the row actions list for the instructor. See Enabling Instructor Information in Leganto.
      (Leganto only) Instructors arriving from the CMS are added as instructors to the relevant course, if they are not already associated with the course as an instructor.
      Multiple instructors are listed by name in the header of the Course’s Reading List page (Fulfillment > Course Reserves > Courses, select Reading List in the row actions list for a course).
      Campus On the Campus tab, optionally select a predefined campus, enter the number of participants for the campus, and select Add Campus. The campus is added to the course. To configure campuses; see Configuring Campuses.
      You can add multiple campuses for a course. The number of participants for all campuses is listed as the total number of participants for the course. If no campuses are defined, or you do not enter the number of participants for any campuses, you can manually manage the number of participants for the course (see above).

      Students

      (Leganto only) On the Students tab, you can view all students that are enrolled in the course, add students, and delete specific students or all students from the course.

      For additional information on how to load user enrollment information, see Configuring Importing Course Enrollment Jobs.

    3. Select Save. The course material is saved.
    Modifying course statuses, as well as course activation/deactivation (and any ramifications), is handled by the Activate/Deactivate Courses job. For details, see Activate/Deactivate Courses.
    To duplicate a course (creating a new course based on an existing one):
    1. On the Courses page (Fulfillment > Course Reserves > Courses), select Duplicate in the row list actions for a course. The Manage Course Information page appears. For details on the displayed fields, see the Manage Course Information Fields table above.
    2. Modify the relevant fields as required, and select Save. The new course appears on the Courses page.

    Editing a Course

    You can edit courses in bulk using the course loading integration profile. For more information, see Configuring Course Loading.
    To edit a course:
    1. On the Courses page, (Fulfillment > Course Reserves > Courses), select Edit in the row actions list for a course. The Manage Course Information page opens. If the course was rolled over from another course, a link to the original course appears in the header; for more about course rollover, see Rolling Over Courses.
    2. Modify the course information as required; see Adding a Course. When editing a course, you can add notes in the Notes tab (see Editing a Reading List).
    3. Select Save.

    Managing a Course's Reading Lists

    You can view a course's reading lists, reorder how they appear in Leganto, and/or copy them to a course. For details on working with reading lists, see Managing Reading Lists.

    Viewing and Reordering a Course's Reading Lists

    To view a course’s reading lists and/or reorder how they appear in Leganto:
    On the Courses page (Fulfillment > Course Reserves > Courses), select Reading List in the row actions list for a course. The Course’s Reading List page appears. This page contains the reading lists associated with the course.
    You can also reach this page from the Reading Lists Task List page (Fulfillment > Course Reserves > Reading Lists, select All Reading Lists for this Course in the row actions list for a reading list). If the reading list is associated with multiple course, this action is not available; select a course code from the Course column to view the reading lists of that course.
    Course's Reading List Page
    To reorder how the courses appear in Leganto, select the up/down arrows in the Move Down/Move Up columns.

    Copying and Adding Reading Lists to a Course

    To copy reading lists and add them to a course:
    1. On the Courses page (Fulfillment > Course Reserves > Courses), select Copy Reading List in the row actions list for a course. The Reading Lists Task List page appears.
      The Reading Lists Task List page displays all reading lists defined for your institution.
      Reading Lists Task List Page
    2. Select the check box of each reading list you want to add to the course and select Select. The reading lists are added to the course.
      To view the added reading lists, select Reading List in the row actions for the course.

    Managing User and Course Enrollment Information

    You can import user and course enrollment information into Alma, which allows students to see all of their reading lists on the Lists page without having to enter Leganto using an LTI link for each reading list. With this enhancement, you can use Alma to view student enrollment information and to remove students from courses.

    Importing user and course enrollment information is performed using the Course Enrollment integration profile (see Configuring Importing Course Enrollment Jobs).

    To enable the management of student enrollment information in Alma, the display_course_students field has been added to the Customer Parameters mapping table (Configuration Menu > Fulfillment > General > Other Settings). When set to true, you will be able to view enrollment information in the following tabs:

    • Students – This tab has been added to the Manage Course Information page (Fulfillment > Course Reserves > Courses) to allow you to view all students that are enrolled in a course and to delete specific students or all students from a course.

      LGTO_ManageCourseInformation1.png

      Manage Course Information Page - Students Tab
    • Courses – This tab has been added to the User Details page (Admin > User Management > Manage Users) to allow you to view all courses to which a student has enrolled and to delete specific courses or all courses to which a student has enrolled.

      LGTO_ManageCourseInformation2.png

      User Details Page - Courses Tab

    Rolling Over Courses

    If you know how to map between the old and new years' course codes, you can roll over courses, in bulk, from one year to the next using the course loading integration profile. Use the following configuration options for the integration profile:
    • In the tab-separated data file:
      • Enter all of the mandatory fields for each new course, and enter ROLLOVER as the action in the Operation field.
      • Enter the old course ID and section ID in the Old Course Code and Old Course Section ID fields, respectively.
      • For each field whose value you want to copy, enter + in that field.
    • To copy (or not) old course reading lists and instructors to the new courses, ensure that the rollover options are correctly configured in the integration profile.
    • If you are using Leganto, see Leganto Course Rollover.
    For more information, see Configuring Course Loading.If you are using Leganto, instructors can roll over their reading lists manually.

    Deleting a Course

    You can delete courses in bulk using the course loading integration profile. For more information, see Configuring Course Loading.
    To delete a course:
    On the Courses page (Fulfillment > Course Reserves > Courses), select Delete in the row actions list for a course, and select Confirm in the confirmation dialog box.