Unity: Classes (Alberta Council)

From SJA

The Need

There is a need to identify how classes are created and closed in the Unity point of sale system.

Policy

Prior to registering a student on any course, the class must be created in Unity prior to registrations. The class set up includes:

Training Dates
Training Times
Class Type
Instructor
Sessions

Once a class has been completed or has been cancelled it must be closed in the Unity point of sale system. Do not close any classes until all the paperwork has been received.

There are three different class types: Public, Private, and Partner Provider.

Purpose

The purpose of this Statement of Policy and Procedure is to identify the process for creating classes and closing classes. All classes completed in the duration of a month must be closed by the end of the day on the 12th of the following month.

Scope

This Statement of Policy and Procedure applies to all Unity users.

Responsibilities

The Training Centre Administration and Program Coordinators are responsible for:

Creating classes in the point of sale system prior to registering students
Collecting all paperwork for classes completed/cancelled in the month
Closing the current month's classes by the end of the day on the 12th of the following month

The Finance Department is responsible for ensuring that:

All classes are closed by the 12th of the month by performing a query in Unity
Statistics are completed and recorded on a monthly basis

Definitions

Registration Statuses:
- Awaiting Reallocation: Student withdraws from a class or SJA cancels a class and the student has not chosen a new class.
- Cancelled: To be used ONLY when SJA cancels a class (i.e. Due to low enrolment, no instructor).
- Completed: Student completes a class that is participation only – no formal examination process (i.e. Workshop, We Can Help, Lifesaver)
- Confirmed: An order has been created for a contact registration.
- Failed: Student completed the class but did not meet course requirements/failed exam(s).
- Incomplete: Student starts a class and part way through, does not return.
- No Show: - Student is registered but does not show up at the class.
- No Show - Bill: Student is registered through a company but does not show up at the class and the company is to be billed for the registration.
- Passed: Student completed the class and met all course requirements/passed exam(s).
- Pending: Registration information for a contact has been entered, but no order created.
- Transfer: Student registered and paid for a class, but later decides to take a different class.
- Waitlisted: Student wants to take a class in which the maximum number of students has already been reached.
- Withdrawn: Student is registered for a class but prior to the class withdraws his/her registration.
Create Sessions creates sessions for the class. If an instructor is added or the classroom is changed at a later date in the form applet, click the create sessions button to update sessions.
Append Sessions creates additional sessions for the class if there are two instructors teaching the class. Change the primary instructor for the new session. (*Note: If sessions are appended, click the query button and then enter so all the sessions are visible)
Combo Classes is when two courses are combined into one course. ex. Emergency First Aid and a Standard First Aid. In this case a Standard First Aid combo class needs to be created and the related class numbers need to be entered on each course.

References and Related Statements of Policy and Procedure

Student Registrations

Procedures

Public Classes

Public class dates offered are set up on an annual basis. Public classes are not created in Unity until a student registers for the class. Do not create class numbers for all available class dates prior to a student registering for a class.

Public classes are required to be closed within two business days of the course completion.

Public Classes: Creating/Closing Classes

When a student registers for a class the order is created in Unity. If the student registers in person provide them with a copy of the receipt. If a person registers over the phone, print the receipt and file it into the class envelope for distribution when the student attends the class. For bill-to-accounts, the invoice will be mailed once the course is completed.
Public class numbers are set up by the Program Coordinator or designate.
When the students attend the class, receipts in the class envelope are to be distributed accordingly.
On the first day of class, after about a half hour, contact any companies/students that have not shown up for the class to find out why. Advise them that a refund will not be issued for a "no show".
In the morning on the first day of class the instructor submits the class registrations to the Customer Service Representative for data entry. The students statuses are changed to 'Passed' and the certificates are printed.
On the 'Company Registration Form' companies sometimes request that the certificates be mailed directly to the company with their invoice and are set aside until the course is completed. All the other certificates are returned to the instructor to distribute to the students once they have written and passed their last exam.
Once the class is completed, paperwork is submitted to the Customer Service Representative. The paperwork is processed by updating any student statuses that did not pass the class and companies with approved bill-to-accounts are invoiced.
Once complete, the paperwork is submitted to the Administrative Coordinator for review. The Administrative Coordinator reviews the billing, updates the honorarium spreadsheet, and closes the class.
Invoices are mailed with certificates unless directed otherwise on the 'Company Registration Form'.

Partner Provider Classes

When a partner provider requests a class they must submit a completed 'Class Number Request Form' at least two business days prior to the class start date. Once the 'Class Number Request Form' has been received and reviewed, the Program Coordinator (or designate) creates the class number in Unity.

Partner Provider: Creating/Closing Classes (2011 New Protocol Classes)

The new protocol class package for 2011 includes the cost of books and registration fees. Partner providers may request these packages by completing the 'Material/Kit Order Form'.

Review the 'Class Number Request Form' for completeness.
In Unity, verify the instructor is active and that the instructor is qualified to teach the course.
Create the class number in Unity following the process below.
On the 'Class Number Request Form' place a 'Checklist' sticker. (i.e. Instructor Valid, Paperwork returned within 10 days, All Paperwork Received, Signed Course Report, Correct Modules taught) Class Number Request Forms are filed in a binder to track the classes in progress. By filing the 'Class Number Request Form' allows individuals in each training centre to know which courses are being taught in the area. This is also a quick check to verify who has not yet returned their materials.
Paperwork is required to be returned within 10 days after the class end date. When the paperwork is returned, the Program Coordinator (or designate) will review the paperwork to ensure everything has been submitted and completed correctly. Once verified the 'Class Number Request' form is removed from binder and included with the paperwork.
The paperwork is filed for data entry into Unity.
The Customer Service Representative (or designate) will create an envelope for the paperwork adding a 'File Tasks Completed' sticker (i.e. Students Entered, Student Status Completed, Certificates Printed, Certificates Mailed, Class Closed) to the front of the envelope.
The Customer Service Representative (or designate) data enters the class information and prints the certificates.
Once the data entry is complete it is submitted for review by Administrative Coordinator. The Administrative Coordinator reviews the class information and closes the class. The paperwork is returned to the Customer Service Representative for mailing and filing.
The certificates are mailed to the partner provider.

Partner Provider: Creating/Closing Classes (Old Protocol Classes 2011 and prior)

Review the 'Class Number Request Form' for completeness.
In Unity verify the instructor is active and that the instructor is qualified to teach the course.
For partner providers requesting to be billed, verify the account has an approved credit status for billing. If not, the partner provider is required to provide a credit card number on their 'Class Number Request Form'.
If an approved bill-to-account requires a purchase order number, the purchase order number must be provided on the 'Class Number Request Form'. The Program Coordinator enters to purchase order number in the comments section of the class when the class is created.
Create the class number in Unity following the process below.
On the 'Class Number Request Form' place a 'Review List' sticker. (i.e. Instructor Valid, Account Approved or Credit Card Info Received, Paperwork returned within 10 days, All Paperwork Received, Signed Course Report, Correct Modules taught) Class Number Request Forms are filed in a binder to track the classes in progress. By filing the 'Class Number Request Form' allows each training centre to know which courses are being taught in the area. This is also a quick check to verify who has not yet returned their materials.
Paperwork is required to be returned within 10 days after the class end date. When the paperwork is returned, the Program Coordinator or designate will review the paperwork to ensure everything has been submitted and completed correctly. Once verified the 'Class Number Request' form is removed from binder and included with the paperwork.
The paperwork is filed for data entry into Unity.
The Customer Service Representative (or designate) creates an envelope for the paperwork adding a 'File Tasks Completed' sticker (i.e. Students Entered, Student Status Completed, Certificates Printed, Order/Billing Information Completed, Certificates Mailed, Invoice/Receipt Mailed, Class Closed) to the front of the envelope.
The Customer Service Representative (or designate) data enters the class information, prints the certificates, and completes the billing or processes the payment. If a payment is declined contact the partner provider and do not mail the certificates until payment has been received.
Once the data entry is complete it is submitted for review by Administrative Coordinator. The Administrative Coordinator reviews the class information, verifies billing is correct, and closes the class. The paperwork is returned to the Customer Service Representative for mailing and filing.
The certificates along with the invoice/receipt are mailed to the partner provider.

Partner Provider: Cancelled Classes

When a partner provider is unable to use a class number they had requested they must contact the training centre and request the class be cancelled.

The partner provider is required to contact the training centre if a class number is required to be cancelled.
The Program Coordinator (or designate) will cancel the class number in Unity.
The Program Coordinator will contact partner providers if they have not returned their paperwork by the 10th of the following month.
If the Program Coordinator is unable to contact the partner provider the class number will be cancelled. The 'Class Number Request Form' is removed from the binder, stamped cancelled, and today's date added. If the instructor returns the paperwork at a later date the class can be re-opened.
File the cancelled 'Class Number Request Form'.

Private Group Classes

Group discounting is dependant on group size as reflected on the current "Group Discount Pricing Sheet" or based on contractual agreements. When a company requests a private group class a the 'Private Class Quote Form' is to be completed for the company. The Private Group Price List is available on the S: Drive/Finance/Forms & Resources for the Private Group Discount Rates.

All private group classes must be closed within two business days of the course being completed.

Private Group Classes: Creating/Closing Classes

When a company requests a private group class the Program Coordinator (or designate) collects the information including: company information, type of course, and the date for the course.
Query the company in Unity to review the account and any requirements. (ex. whether an account exists, credit status of the account, Purchase Order Number required)
Complete a quote using the 'Private Class Quote Form'. Highlight the required fields for completion. (ex. credit card information, purchase order number) The Program Coordinator signs the quote and sends it to the company for review. The company is required to return the signed quote. The signed quote:
1. Confirms the company is agreeing to the quote and the private class will be scheduled.
2. If the company requires a purchase order number, ensure a purchase order number has been provided
3. If the company does not have an approved credit account a credit card number must be provided. If the company is paying with cheque, debit, or cash they are still required to provide a credit card number. The payment method requested will be processed when the paperwork is being processed. Certificates will be printed once payment has been received.
For new companies create an account in Unity.
Create the private class number in Unity following the process below.
The Program Coordinator arranges for an instructor to teach the course.
Once the course is complete, the Customer Service Representative (or designate) will complete the data entry.
The Customer Service Representative (or designate) will invoice companies with approved credit accounts and process payment for companies without an approved credit account.
Once an approved account has been billed or payment has been received the certificates will be issued. Certificates will be mailed to the company with either the class invoice or receipt.
The class paperwork is submitted to the Administrative Coordinator for review and closing. See the process below for closing a class.

Creating Classes

All classes offered by St. John Ambulance must be created prior to students registering. The class set up requires the completion of the following: training dates, training times, class type, instructor, and sessions.

Creating Public Classes

Click on the Class Admin screen tab. If the Class Admin screen tab cannot be seen click on the screen tab dropdown arrow and select Class Admin.

Screen Tab Drop Down List
Click the Training Course List hyperlink under the Class Admin screen tab.

Training Course List hyperlink
Click the Query button in My Courses (Admin) and search for the course type the class is to be created. If multiple courses appear, select the correct course.

My Courses (Admin) query
In the classes applet click the New button. Complete the following fields:

Start hyperlink
1. Start/End Date
2. Start/End Time
3. Price list
In the Start field, click the blue hyperlink to view details for the class.

Class/Session Info
Complete the following fields:
1. Class Type: Public (*Note: Only choose Public, Partner Provider, or Private)
2. Frequency
3. Instructor Last Name: Select the instructor teaching the class. If more than one instructor will be teaching the class, add all instructors. If the instructor is unknown when the class is created this field can be left blank. Prior to the class being closed the instructor must be added to the Instructor Last Name field and in Sessions.
4. Any Staff Notes, Instructor Notes, and Comments: If there is an examiner on the class they must be entered in the Comments field, not the Instructor Last Name field.
Click the Create Sessions button. (*Note: If the instructor or classroom fields are revised at a later date in the form applet, click the Create Sessions button to update sessions. The Append Sessions button is used to create additional sessions for the class. If a session is appended click query and then enter so all sessions are visible.)

Create Sessions button
Change any location details on the sessions.
Change the Primary Instructor on sessions if needed.
Add/edit modules and materials.

Add/Edit Sessions and Materials
Change the Class Status to Active. The class is now ready for registrations.
Save the class (Ctrl+S).

Class Status

Creating Combo Classes

When two classes are combined into one course such as an Emergency First Aid and a Standard First Aid, the Standard First Aid combo must be created. Also, the related class numbers need to be entered on each course.

Instructor Combo

Create both classes as done above in the section 'Creating Public Classes'. (*Note: Instructor session hours are not to be calculated in both classes. Add Instructor Combo in the Instructor Last Name field for the secondary (shortest) class (ex. Emergency First Aid) and add the actual instructor in the primary (longest) class (ex. Standard First Aid).
Click the Class Admin screen tab.
Click the Training Class List hyperlink under the Class Admin screen tab.
In the Classes applet click the Query button and query for the primary class. ex. Standard First Aid
Click the blue hyperlink in the Class Number field.

Class Admin
Scroll down to the Related Classes view applet.
Click the New button.
In the Related Class Number field, enter the secondary class number. ex. Emergency First Aid class number
Click the Create Combo Class button. The related classes have been linked.

Combo Class

Creating Partner Provider/Private Classes

When a request for a partner provider class or a private class is received by a partner provider instructor or group instructor a class will need to be created in Unity.

Click on the Class Admin screen tab.

Creating a Class
Click the Training Course List hyperlink under the Class Admin screen tab.
Query for the course type the class is to be created.
In the Classes view applet click the New button and complete the following fields:
1. Start/End Date
2. Start/End Time
3. Price list
4. Classroom: Select Off-site for partner provide and group courses
In the Start column click the start date blue hyperlink.
Complete the following fields:
1. Class Type: Select partner provider or private (*Note: Do not select any of the "New Protocol" options)
2. Frequency
3. Instructor Last Name: If a class has more than one instructor teaching the class, add the instructors to this field. If the instructor is unknown this field can be left blank until the class has been taught. Once the class has been taught add the instructor to the Instructor Last Name field on the form applet and in Sessions.
4. Partner Provider/Private Account Name
5. Other Info: Add any additional notes under this column
Click the Create Sessions button. (*Note: If the instructor or classroom fields are revised at a later date in the form applet, click the Create Sessions button to update sessions. The Append Sessions button is used to create additional sessions for the class. If a session is appended click query and then enter so all sessions are visible.)

Create Sessions
Under sessions, if necessary, update any location details or change the Primary instructor if needed.
Add/edit modules and materials.
Save the record (Ctrl+S).
Change the Class Status from pending to active.

Closing Classes

All classes for the current month must be closed by the 12th of the following month. For any classes not closed by the 12th of the month, use the current date in the Closed Date field.

Closing Public Classes

Click on the Classes screen tab.
Query the class to be closed.
In the Class Number field click the blue hyperlink.
Click the Current Registrations view tab.
Create orders for all the bill-to-accounts.
Once the order is created scroll to the Sales Order view applet and verify the information is correct or make any changes as necessary.
Leave the status in the sales order view applet as Open.

Student Status
Scroll down to the Line Items view applet and add any additional line items if needed.
Update the Student Status column for each student. All the status' can be updated at the same time. See the 'Multiple Registrations' section in Student Registrations for more information on changing multiple records.
Once all the student statuses have been updated print the student certificates. # Copy the Class Number in the class form applet by pressing Ctrl+C.

Class Number
Click on the Class Admin screen tab.
Click the Training Class List hyperlink under the Class Admin screen tab.
In the show drop down list select My Class (Admin).
Click the Query button and paste the class number in the class number field by pressing Ctrl+V.

Class Admin screen tab
Click Go.
Enter the Class Closed Date in the Closed Date field. Each training centre has until the 12th of each month to have all the classes closed from the previous month. Example: If a November class is being closed on December 5th, enter November 30th in the Closed Date field. This will include the class in the November statistics. For any November classes closed after December 12th, use the current date in the closed date field.
In the status field select Closed. (Note: If all orders have not been created for the class an error message will appear and the class will not close until this is corrected.)
Save the record Ctrl+S. The class will change to read only.

Closing Classes

Closing Partner Provider/Group Classes

Click on the Class Admin screen tab.
Click on the Training Class List hyperlink under the Class Admin screen tab.

Training Class List
From the Show drop down list select My Class (Admin).
Click the Query button.
Enter the Class Number in the Class Number field.
Click the Go button.
Enter the Class Closed Date in the Closed Date field. Each training centre has until the 12th of each month to have all the classes closed from the previous month. Example: If a November class is being closed on December 5th, enter November 30th in the Closed Date field. This will include the class in the November statistics. For any November classes closed after December 12th, use the current date in the closed date field.
Save the record Ctrl+S. The class will change to read only.

Closing Classes

Attachments

Private Class Quote Form

Private Class Quote Form
Class Number Request Form

Class Number Request Form
Company Registration Form
Material/Kit Order Form
Check List stickers
File Tasks Completed stickers