Creating a programme

In the list management page, Programme builder, select to add a NEW PROGRAMME from the options. There are components to a programme Configuration, Prospectus, and registration details. You can create programmes at any time during the year, as the registration date range can be adjusted. You can open your programmes for applications in advance or wait for a specific period to build up participation and check capacity. Lets firstly look at the Configuration tab.

Configuring the programme

1. Programme name & code

Give a clear name as this will appear on the external URL for applicants. Use code which helps you search and filter data when using excel. The code needs to be unique, add the scholastic year to the code to make them unique. i.e. Marketing2019 / Marketing 2020.

2. Status

There are three statuses for programmes;

• Draft - To be used whilst creating the prospectus and application forms.
• Active - Will make the programme live. The programme will be visible to the applicants, but registration dates will control admissions. 
• Archived - If the programme has ended, or retired, and you wish to keep registration data, then do not delete the programme, but archive for data integrity. Programmes can be filtered by status on the list view page. 

3. Programme type

The default programme types are listed here, if you wish to add different types, then please submit a request via the CSM team. The types are used as filters when working with programme lists on excel.

4. Qualifications & Credits

This is to show the applicants the qualification they will achieve on completing the programme. These can be amended depending on your institutions certification process. It is not an entry requirement. 

5. Year & Programme length

Programmes have to be created on a yearly basis, same as the modules (courses). They can be created manually, rolled over or imported. Selecting a multi year programme will add the suffix of 2nd/3rd or 4th year.

6. Co-ordinator

This is for the administration of the programme, it is not the same as an Educator (Teacher). It will allow the staff user selected in this field to be able to set lessons, add modules and edit applicants.

7. Modules/Streams

With in a higher education programme, you can organise users within streams and/or modules. Streams allow for applicants to decide on learning objective content. Modules are courses which are attached to a subjects assessment criteria. 

Building the prospectus

1. Overview and objectives

The prospectus is the first step for information for the programme. Applicants access this info panel when via the overview button in the available programme list. Try to be succinct, and make it easier to read by providing more information with hyperlinks to your website. Remember that this is the first impression so make sure that the format outlines your core values.

The prospectus is not to be confused with the application forms which follow this stage. The prospectus is part of programme builder, whereas form builder is found in the admissions module. 

2. Target audience, delivery method, and learning objectives

The target audience is managed by your institution. It is an information field for the prospectus. It allows applicants to filter the programmes available within your institution. You may have courses which are designed for Sports coaches, and not players. Use this field to guide the applicant in their choice. You can combine this with the entry requirements, where you can ask them to submit certificates/proof to support their application. 

The delivery method is for information to provide on the prospectus. the options are online, blended, or face to face. If you have a pure online programme, then why not use the VLE course resource package help manage this all within the MySchool platform.

3. Entry requirements

You can add as many entry requirements as you like, and decide whether they are mandatory or not. 

Applicant confirmation via check box means that the applicant must check the box to agree to the requirement label. It is advisable to type this as a question. Provide further guidance as a description sub heading.

Applicant typed statement provides the applicant with a simple text box in order to reply to the requirement label. If you need the applicants to reply in a specific way then offer guidance in the description box.

Attachment requires the applicant to upload a file as proof, this is best used to show previous qualifications or certificates obtained. The content of the files still need to be manually verified by the admissions team.

4. Fee

The fees are used to present a price table, for the moment they are not connected to the MySchool finance module. Please contact our support team to discuss online payment possibilities for the programme builder. Please note that this will be costed and invoiced outside of most MySchool contracts.

You can have multiple fees and dependant on profile information, the system will calculate and apply the appropriate price field to the applicant.

• Full fee - Will apply the price field in full
• EU/EEA - will first check the nationality of the applicant, and check to see if their nationality is listed in the applicable country list and apply this price.
• Staff - it will check to see if the active employment field is set in the applicant profile. This may also be adapted for dependants of staff memebrs.
• First course for 60 and over - This fee will be applied after checking the age of the applicant, and verifying the enrolment details. if no other course (module) is detected then it will apply this fee.
• Aged 60 over - Will check the age field of the applicant.
• Under 16 - It will check the age field of the applicant and determine whether they qualify for this price.
• Custom - Here we can create conditional prices based on custom fields. These must be created on the system prior to building the programmes. Contact our support team for more information.

Registration

The registration tab will show the list of applicants, and control the application phase of the programme builder. 

Open and close dates apply only to the application period, and not to the programme length. Once active the programme will be available in Programme available menu header. The programme will automatically close after the last day. This will stop further applications.

Required form is used to build an admissions form using form builder, and then use this as part of the programme application module. You can have different admission forms for your programmes, depending on the target audience. (e.g. One for direct student application, one for parent submitters). You can also determine where you would like to place the accepted students. Create classes within a school level, and select as appropriate. It maybe a good idea for better student management to create classes based on programme type.

You can also determine the capacity min/max values for the programme, and decide whether to accept late requests  and create a waiting list or simply close applications once the capacity has been reached. 

Your institute can decide whether to automatically accept the applicants or whether the admissions team will manually accept. You can also determine whether the programme application is for adult or minor students. Cannot apply for dependants is to be used when it is for an adult focussed programme.

Summary of steps

1. Create the prospectus part first. This phase will require some planning as you will need to fill out the information fields and test with users to see if the language is clear and informative. 

2. Determine the entry requirements. If you do need the certificates or a formal declaration then make sure you have provided sufficient information in the entry requirement fields.

3. Check the fees. Make sure you have checked the requirements for the fees and these are understood by the admissions team. if you need a custom field to be added then contact our support team for assistance.

4. Set up the application parameters. When will you allow the applications to be submitted? Don't forget that users can still see closed applications, but not able to apply after the close date. Wait lists can be created automatically based on capacity. If you wish to add potential applicants to the closed programme, then this can be done manually via the applicants listing. 

5. Fill out the mandatory fields on the configuration page. Add a co-ordinator to control module, lesson and applicant workflow.

6. Add streams and modules. You can finalise the programme by adding your streams and modules.

Check out this article for more information on building the content for the programme.