When you're preparing to open a new year or term, use this checklist to ensure you've got everything set up for a smooth opening.
SET UP CHECKLIST
| What | Why | How |
| Time Periods | Create your new time periods, and Fiscal Year if applicable. | |
| Holidays |
Create the dates you do NOT want to schedule classes on. Remember you must do this before you create your classes so the system knows to skip these dates. Also remember you can change this later.
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| Sites | Add any new sites and rooms you may be using in your new term. | |
| Registration Forms | Check with your Marketing and Development teams to see if you need to change any of the data you gather while your students are creating or logging in to their accounts. |
SET UP YOUR CLASSES, LESSONS AND STAFF
| What | Why | How |
| Programs and Course Groups |
Review your current course hierarchy, ensure Course Groups are in the right Programs and Courses in the right Courses. Make sure all courses that are reported to TopsPro are in the correct WIOA course group. Even if you are only CAEP funded, it needs to be in the related WIOA course group for TE files to export to TE correctly. |
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| Copy Classes | Now to the fun stuff! Quickly copy your classes to the next time period. You can select which courses to copy and set up your whole term in just a few short steps. | |
| Staff | Review your staff accounts, archive those who have left and create any new ones. |
TYPICAL TASKS
| What | Why | How |
| Enrolling Students | As a registrar you'll want to be familiar with how to enroll students in to classes. | |
| Dropping / Transferring Students | Here is how you drop students from a class, or transfer them to a new class. | |
| Taking Attendance / Managing CASAS Tops |
Here is how you take attendance. Included in the video is how to input CASAS Tops goals, input updates, etc. |
PLAN YOUR NEW TERM OPENING
| What | Why | How |
| Schedule enrollment |
Set up the system to open for online registration at a specific date and time. You can also schedule a Priority Registration period for specific groups.
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| Update website content | In the run up to your launch of your new time period, use the Home page to let your students know its coming up and what they can expect. This is a great time for you to encourage them to update their account details. |