Program Admin
Program Update
Program View
Program Image Upload

Class Insert
Class Update

Program insertion page

The text entered as program title will appear as the header of the program's description page. The program Link will appear in the Program Links section and in each calendar entry in the users' view of the education page. The Logo and Description will appear when following those links to the program's description page. Logos should be small. The CES logo, for example, is 73 by 73 pixels small and in JPEG format, while the EyeP logo is 93 pixels wide and 140 pixels high. The text of the description should state the main goals of the program. The description may be fully HTML formatted. It may contain links to other resources relevant to that specific program.

Sample program pages:
Continuing Education program (CES)
Internship Development Program (EyeP)

Program insertion page

The class title will appear as the header of the class information page, and as the link from the calendar entry (see below) to the class information. The Description provides space for bullet points outlining the contents of the class. It is good practice to briefly state a goal for the class and then add more specifics, if needed. The description may be fully HTML formatted.

Sample class entries are:
Skylight Seminar
EyeP Seminar #3 on Building Code

For the time being the education database does not interface with our Outlook/Exchange reservations of resources. Before adding the calendar entry (Step 4), make sure that the targeted room is actually available, and do reserve the room through Outlook.

In the Edit Room admin page of the education site, there is a selection menu from which you can quickly find out whether your intended meeting room is already in the database. If so, proceed to Step 4: "Adding a Calendar Entry".

Room insertion page

Note that many of the available meeting rooms are already on the list. Please follow the resource naming conventions in use in the Columbus office.

Before starting to compose the class entry, check whether the intended instructor is already available from the selection menu at the Instructor entry. If the instructor for the class is not on that list, then first use Add/Edit/Delete Instructor to add the instructor to the list of Instructors.

The calendar entry in the user view of the education site will show date, time, class title, program, and instructor as columns, and the individual calendar entries as rows. The rows list events sorted by date, starting with the current date. No past events will be shown to the users.

On the administrator side of the calendar entry, for the time being, all past, present, and future classes are displayed.

Following items need to be entered to make a calendar entry fully functional:

Date and Time: both are shown in the calendar entry on the user side. They will also appear in the announcement e-mail that may be sent out from these administration pages (see below).

The Notes that are entered will be part of the announcement e-mail as well as they are part of the sign up page. Notes contain usually special information about Continuing Education Credits or EyeP Training Units, whether lunch is provided, and other important information that you believe needs to be communicated to interested staff members in the announcement message to compel them to utilize the training offer.

The Class Name field is a pop down selection list. This list shows all classes that have been entered into the education database. This requires the class to be entered before generating the calendar entry (see Step 2). Note that at this point in time the Practice Management Classes are administered separately and stored in a separate database. Therefore, they will not appear in this pop down list.

The Program (Step 1) and Instructor (Step 4.1) fields work like the Class Name field. Again, information for these two items need to be entered before starting the calendar entry.

The list of eligible Contacts is pulled directly from the picture board information. If you are not listed in that selection, contact your studio's administrative assistant. For the interim find somebody in the office who is on the list to help you out. First obtain consent, then enter that person. Never enter anybody in this field without expressive consent.

The Room pop down list contains all major meeting rooms plus some less useful rooms (tiny rooms, or rooms used for other purposes...). Make sure that the room is actually available, and reserve it before submitting the calendar entry. There is rarely anything more embarrassing than to retract an invitation because of lack of planning.

Click Submit to enter the data in the database. This will return you to the calendar entry page with your class entry added to the Calendar of Events.

If you are entering a class in advance, days or weeks before announcement to the office population and before sign up starts, then you are done.

If you want to send out the announcement immediately and want people to sign up, then you have to continue with the next few steps.

User's view of the calendar entry.

Enter the calendar entry page (from Step 4.2).

In the Calendar of Events click on the link to the class for which you want to enable the sign up. This will bring you to the Update Calendar Entry page. If any of the information for the class has changed go back to Step 4.

Otherwise proceed to the Create Link Now check box. The Create Link Now check box needs to be checked to enable sign up. If it is not checked, click in it so that a check mark shows up. Class sign up should not be activated more than a week in advance, unless there is a good reason to have an extended sign up period.

Note that the complete calendar can be viewed by employees, so that they may access this information and note events in their own calendars way in advance. However, especially when planning an event with somebody else as instructor, don't enable the sign up before final confirmation of the event.

Click Submit to enter the data in the database. This will return you to the calendar entry page with your class entry updated in the Calendar of Events. There should now be a checkmark in the box in front of the calendar entry. It indicates that the link to the sign up page is active. It should be active before the next step is executed.

Enter the calendar entry page (from Steps 4.2, or 5).

In the Calendar of Events click on the link to the class for which you want to enable the sign up. This will bring you to the Update Calendar Entry page. If any of the information for the class has changed go back to Step 4.

Otherwise proceed to the Create Link Now check box. If that check box does not show a check mark, you need to go back to Step 5.

If you need to change anything above the Submit button, do so. Then hit Submit before proceeding.

If you had to select Submit, start again at the beginning of Step 6.

In the Update Calendar Entry page below the Submit and Reset buttons is a link

Send Email: Click to Send Announcement Now.

If you are ready to send the announcement, click on this link once. Only once!

This will send out an e-mail with the announcement to the entire Columbus office. The instructor receives a copy of that e-mail, as well. Once you have sent out the announcement close your browser, click on Home, or do whatever you need to do to leave the page in order to avoid sending the e-mail more than once.

User's view of the calendar entry.