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Service Learning Module: Courses

This article is for Site Managers using the Service Learning Module (SLM). For more general information on the SLM, click here.

As a Site Manager, you are responsible for setting up blocks and courses for use in the SLM. This article focuses on the setup and management of courses from your Site Manager Panel.

Note: Before you can set up courses, you must create the "block" where those courses will live. Click here to learn more about blocks.

This article covers the following topics:

To learn how to manage course settings, click here.

To learn how to view course reports, click here.

Adding or Editing a Course

To add or edit a course in Get Connected:

  1. Access the SLM from your Site Manager Panel by going to Modules > Service Learning.

    By default, you will see a table listing the existing blocks.
  2. Click on a block title to open it.

    You will see a list of all courses within the block.
  3. Click the Add New Course button, located above the table on the right-hand side of your screen.

    Note: To edit an existing course, click the course title.
  4. Complete or update the fields on the form.
    Field Description
    Status The default status is Pending. Select Active when you are ready for professors, students, and agency managers to access this course in Get Connected.
    Title Enter the course title. (Examples: ENG-101, Intro to Nonprofit Careers, etc.)
    Hours Required Select the total number of volunteer hours this course will require per student
    Date End

    Select the final date available for completing volunteer work.

    Note: Student may still enter hours for past work after this date.

    Description Enter additional information about the course, as needed. This description is for your use only; it does not appear anywhere on the public site.
    Instructor

    Begin typing the name or email address of the instructor. Once you see the name, you may select it.

    Note: The instructor must have a user account in order to be added to the course. You may add up to three instructors per course.

    Course Assistant

    Begin typing the name or email address of the course assistant. Once you see the name, you may select it.

    Note: The course assistant must have a user account in order to be added to the course. You may add up to three course assistants per course.

  5. Click Submit Course. It will now appear in the course list.

Deleting a Course

To delete a course from a block:

  1. Open the SLM and the applicable block and click on the title of the course to delete.

    This action opens the course-information page.
  1. Scroll to the bottom of the page and click Delete Course.
  2. Click Yes to confirm the deletion.

Adding an Agency to a Course

Before an agency manager can make volunteer opportunities available to students taking a particular course, the agency must first be added to the course. Once the agency has been added, its agency managers will be able to post new needs via the Service Learning link in their agency manager view.

To add an agency to a course:

  1. Open the SLM and the applicable block and click on a course title.

    This action opens the course-information page.
  2. Click Agencies at the top of the course-information page.
  3. Begin typing the name of the agency in the Add an Agency field (shown above). Once the agency's name pops up, you may select it.

    Note: In order to show up in the list, an agency must have (1) an account on your site and (2) an status of "active".

Once you have selected the agency, it will show up in the Agencies table on your screen.

The agency's managers can now add volunteer opportunities for the students of this course. For more information how to add needs as an agency manager, click here. Instructions for adding a course as an admin (site manager) are provided below.

Adding or Editing Course Needs

Before a need can be added to a course, the sponsoring agency must first be added. Typically, you will add the agency to the course, and then the agency manager will post volunteer opportunities, as explained here. Sometimes, though, you may find that you need to add a course as an Site Manager.

There are two parts to adding a need: providing the need information, and providing the contact information for the need.

Need Information

To add a need to a course:

  1. Open the SLM and the applicable block and click on a course title.
  2. Click Needs at the top of the course-information page to open the table of needs for the course.
  3. Click Add New Need.

    Note: To edit a need, click the title of the need you want to edit.

  4. Complete the fields on the form.
    Field Description
    Status The default status is Pending. Toggle to Active when you are ready for professors, students, and agency managers to access this need in Get Connected.
    Title Type the title of the need. 
    Agency Select the agency with which this need is associated. 
    Slots Type the number of volunteer slots available. Get Connected will not allow signups once this number has been reached.
    Hours Enter the number of hours required for the specific volunteer opportunity, not for the entire semester. For example, if you need someone to work three hours cleaning cages, you would enter the number 3
    Start and End Dates Select the date range that the opportunity will be available. 
     Time If applicable, type the time you wish students to volunteer. 
    Description Type the need description. Include any necessary information about necessary skills, background checks, etc. 
    Notes This section is for internal use only; add notes as needed. 
    Interests & Abilities Select all applicable interests. Your selections will make it easier for students to find the needs most suited to them. 
    Address, City, State, ZIP Enter the location where the volunteer work is to take place. 
  5. Click Submit Need. The volunteer opportunity will now appear in the table of needs for this course.

Contact Information

To provide contact information for a need:

  1. On the need information page, scroll down to the Contact section in the bottom half of the screen.
  2. Enter the information for the primary and alternate contacts, as applicable. If you are the contact person, click the Add My Info button at the bottom of the form.
  3. Click Submit Need.

Note: The contact information entered here is available in the student view as an email link (if an email address is provided) on the student's need-information page.

Deleting a Need from a Course

To delete a need from a course:

  1. Open the SLM and the applicable block and click on a course title.
  2. Click Needs at the top of the course-information page to open the table of needs for the course.
  3. Click on the title of the need to delete.
  4. Scroll down the page, and then click the Delete Need need button on the right-hand side of your screen.
  5. Click Yes to confirm the deletion.

Note: If deleting a need that already has responses, you should reach out to the students who responded.

Managing Course Users

As a Site Manager, you can view all users of a course. "Users" include professors and assistants, as well as students.

To view a course's users:

  1. Open the SLM and the applicable block and click on a course title.
  2. Click Users to open a table listing all course users.

Once users have been added to a course, you can view them under the Users tab for the course. From this view, you export a list of users, can view a user's profile, delete a user from the course, or assume the user's Get Connected identity.

  • Export a list of users - Click the Export Users button to generate a spreadsheet of all users who are associated with the course.
  • View a user's profile - Click on the user's name to view (and edit) a user's profile.
  • Remove a user from the course - To remove a user from a course, click the applicable Remove link in the Options column.
  • Assume a user's identity - This is a useful troubleshooting tool that allows you to view the side as a user. To use this tool, click the Assume link in the applicable row.

    Note: In order to re-assume your own identity, you will need to log out as the user and log back in as yourself. 

  • Add more columns - Click the Table Filter link to open the table filter and add additional columns to the table.

In addition to this table, you may also see the link to join the course. This link will be available only if your settings allow it; see Sending a Link below.

Adding Instructors to a Course

Instructors are added when the course is created. See Adding or Editing a Course above.

Adding Students to a Course

Students cannot be manually added to a course. To be added, a student must join the course. Depending on your settings, a student may be able to join in one of two ways:

Sending a Link

The link for joining the course is located in the Users area. To send it, copy and paste it into an email. Typically, the Site Manager sends the link to the professor, who then relays it to the students.

To set your system up to allow this, click the Settings tab for the course and select Join by clicking a link from the Student Join Method dropdown. For more information see Service Learning Module: Course Settings.

Responding to a Request

With this setup, a student can log into your Get Connected site, go to the service learning area, access the course, and click to enroll. Depending on your settings, the student may be enrolled immediately, or instructor approval may be required. Click here to learn more.

The idea is that the professor would email all of the students in the course and provide instructions for logging into Get Connected and accessing the SLM.

Note: Because so many steps are involved, this option has is greater room for error (for example, a student could enroll in the wrong course by accident). We recommend that the "Join by clicking a link" option be used for all courses, unless professors specifically want to be able to approve students who wish to join the course.

Managing Volunteer Hours and Reflections

As a Site Manager, you can view, export, edit, approve, and delete volunteer hours. In addition, you can export and delete volunteer reflections. To manage volunteer hours and reflections:

  1. From your Site Manager Panel, open the SLM module (Modules > Service Learning), open the applicable block, and click on a course title.
  2. Click the Hours tab to view a table that lists the volunteer along with the date worked, the service opportunity, and the hours submitted, among other details.

You can perform the following tasks from this page:

  • Edit, approve or decline a student's hours - Click the applicable Edit icon (light blue pencil) in the Options column.

    You can edit the date worked, hours worked, miles traveled, and answers to any custom response questions that have been added.
    Note: Click here to learn how to add custom questions to the hours form.
  • Approve (or decline) student hours - Click Edit in the row of the hours to edit. From the Status dropdown, select Approved or Declined as applicable.
  • Export data - Click Export Reflections to export student reflections only; click Export Hours to export hours details.

    Note: The hours export includes date worked; student name; need and agency details; course and block titles; number of hours submitted; details regarding transportation, mileage, and expenses (if applicable); approval status; and date updated. It also includes any answers to custom questions on the hours-submission form.
  • Submit hours on behalf of a student - Click the Add an Hour Entry button.

    Note: Once you have looked up the user and need, you can add the date worked, hours worked, and miles traveled (if applicable). 
  • Delete an hours-submission record - Click the X in the hours table. Deleting hours will also delete all related information--reflections, mileage, etc.

Cloning a Course

To save time, you can clone an existing course rather than create a new one from scratch. This is a good idea if the course you're creating will have the same professors, description, settings, etc., as the existing one. The clone allows you to create a brand-new course that includes all of the existing course's information, and then make minor changes/updates as needed.

Note: A course cannot be cloned across blocks. If you wish to clone a course from one block to another block, you will have to clone the block itself. The Clone Course feature can be used only to clone courses within a single block.

Note: Settings, professors, and assigned needs are included in the clone. Cloned courses will have a status of "Pending" by default so they can be edited before going public. The clone does not include the students who were enrolled in the existing block's courses. 

To clone a course:

  1. From Modules > Service Learning, select a block. The block table shows a list of the courses within the block.
  2. Click the Clone Course icon (located in the Clone column, shown below) for the course you wish to clone.

    The course form is displayed with the word "copy" in parentheses after the title. Note that the default status for the new block is "Pending."
  3. Update the title, description, hours, and dates as applicable.
  4. When you're ready for the course to be available on the public site, change the Status from "Pending" to "Active."
  5. Click Submit Course to save your changes.
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