Course Request Process

From e-Learning Documentation

Revision as of 18:23, 17 July 2013

Requesting Your Course in e-Learning

If you are a faculty or staff member or the Graduate Teaching Assistant you may request a course by completing the Instructor e-Learning Course Request.[1].

There are 3 versions of the Course Request Form.

The Registrar Course Request Form: The version that opens up when you click on Instructor e-Learning Course Request is used for all Registrar Courses, this will require the Course ID (ex. ABC1234 or ABC1234L) and the section(s) numbers: (ex. 3679 or 33FA,4295).

Select your College, all of the major colleges are listed in the pull down menu, if yours is not listed select “Other”.

Select the Term from the pull down menu, you can select any term that is currently showing in the pull down menu.

Enter the Gatorlink ID of the Instructor. If you are completing the form for the Instructor be sure to put the Instructors Gatorlink ID in this field. The system will create the course under this person and will also notify us that you made the request for the Instructor and you will be added as a Facilitator. You will be added to the course manually by us so you will not have access until this is done, but the Instructor will have access immediately once the course is created and they can add you at that time.

Enter the Course ID: (ex. ABC1234 or ABC1234L)

Enter the Section Number/Numbers: (ex. 3679 or 33FA,4295) If you have one section enter it in the box. If you have multiple section numbers enter them in the box separated by a comma (ex: 1234,5678,9012). No spaces in between the comma’s and numbers.

Combined or cross listed courses are those courses that have distinct course ids and section numbers but are similar enough to be taught together as the same course in e-Learning. The best two examples are combining a graduate section and an undergrduate section into the same course or combining two or more courses from different departments into the same course.

If you have a combined course such as ABC1234 and DEF2345 click on the “ADD” button this will then give you space for 3 additional courses and sections as follows:

Note: If you have multiple sections the system will create the course with all of the sections included in one course. If you prefer that each section be created as its own course please add a comment that you would like separate courses for each section.

Enter any Comments in the Comment Box.

Click on Submit

If your submission went through successfully, you should see a confirmation screen with a green "successful submission" message. You will also receive an email confirming your submission. If you do not receive confirmation, try submitting again or call us at 352.392.4357 option 3.

Course Creation Process:

• The Course Request Form is submitted

• The System will check the Course ID, Section Numbers, the Instructor’s ID and to see if there are any comments. If the Instructor is new or has never had a course in the system, the request will be held to verify the Instructor’s Status.

• If all information is correct and there are NOT any comments then the system will automatically create the course. This is done every twenty minutes (20) 24/7. This will occur on the top of the hour, 20 after the hour, and 40 after the hour.

• The rosters for the course will be automatically added to the course and the students will be loaded when data is available from the registrar.

• If there are any errors in the Course ID, Section Numbers, the Instructors ID or Role, or there ARE Comments. The system will hold the request for review by LSS Staff responsible for course creation to resolve the errors.

• Even if the system creates the course automatically you will not receive an email letting you know that the course has been created until the LSS Staff member manually sends the email. This happens only during regular business hours. You can access your course once it is created even without receiving the e-mail.

  The Non-Registrar Course Request Form:

If you are on the Registrar Course Request Form, CLICK on the Non-Registrar Course Request Form Button on the upper left corner of the screen. This form is used if the course is NOT a Registrar Course. EX: the Course does NOT have a Course ID (ex. ABC1234 or ABC1234L) and does NOT have section(s) numbers: (ex. 3679 or 33FA,4295). This is NOT USED just because you do not know your section numbers. If your section is listed as DEPT. that means that the section is assigned by your department. If you do not have the section numbers please check with the person in your department that takes care of courses and sections. Without section numbers students will not be loaded into your course.

You can also use this form if you are developing a course for future semesters.

Enter the Course Title: This is what the course will be created as. The title will show exactly the way you type it. If you are requesting a development course for future semesters you can enter the Course ID, Development, Term. Ex: ABC1234: Development, Spring 2014.

Enter the Gatorlink ID of the Instructor. If you are completing the form for the Instructor be sure to put the Instructors Gatorlink ID in this field. The system will create the course under this person and will also notify us that you made the request for the Instructor and you will be added as a Facilitator. You will be added to the course manually by us so you will not have access until this is done, but the Instructor will have access immediately once the course is created and they can add you at that time.

Select your College, all of the major colleges are listed in the pull down menu, if yours is not listed select “Other”.

Select the Term from the pull down menu, you can select any term that is currently showing in the pull down menu. You can select “Ongoing Courses” if your course will not be tied to a particular semester.

Enter any Comments in the Comment Box.

Click on Submit

If your submission went through successfully, you should see a confirmation screen with a green "successful submission" message. You will also receive an email confirming your submission. If you do not receive confirmation, try submitting again or call us at 352.392.4357 option 3.

Non-Registrar Course Creation Process:

• The Non-Registrar Course Request Form is submitted

• The System will check the Instructor’s ID and to see if there are any comments. If the Instructor is new or has never had a course in the system, the request will be held to verify the Instructor’s Status.

• If all information is correct and there are NOT any comments then the system will automatically create the course. Remember the course will be created with the Title exactly has it has been enter in the Title Field. This is done every twenty minutes (20) 24/7. This will occur on the top of the hour, 20 after the hour, and 40 after the hour.

• If there is an error with the Instructors ID or Role, or there ARE Comments. The system will hold the request for review by LSS Staff responsible for course creation to resolve the errors. 

• Even if the system creates the course you will not receive an email letting you know that the course has been created until the LSS Staff member manually sends the email. This happens only during regular business hours. You can access your course once it is created even without receiving the e-mail.

• If this is a Development Course for future semesters, once you are ready for the course to be changed for the correct semester send an email to bwood@ufl.edu asking that the course be changed and include the correct section numbers for the term the course will be used in. The title of the course will be changed to the normal course naming convention which is ABC1234: 1821, Summer 2013 and the section numbers will be verified and then added to the course. You will receive an email once the change has been made.

The Roster Request Form:

This form is used if you already have a course for the CURRENT Semester and need to add additional sections to the existing course. This is not used to request new sections for a course that has NOT already been created for the Current semester. ONLY TO ADD ADDITIONAL SECTIONS TO ALREADY CREATED COURSES. If you use this form to request your course be created for the current term it will delay the creation process and when it is created you will receive and e-mail requesting that you do not use this form for this purpose.

Select your College, all of the major colleges are listed in the pull down menu, if yours is not listed select “Other”.

Select the Term from the pull down menu, you can select any term that is currently showing in the pull down menu.

Enter the Gatorlink ID of the Instructor. If you are completing the form for the Instructor be sure to put the Instructors Gatorlink ID in this field. The system will create the roster under this ID.

Enter the Course ID: (ex. ABC1234 or ABC1234L). REMEMBER: This is the course ID of the ALREADY Existing course. Not a request for a new course.

Enter the Section Number/Numbers: (ex. 3679 or 33FA,4295) If you have one section enter it in the box. If you have multiple section numbers enter them in the box separated by a comma (ex: 1234,5678,9012). No spaces in between the comma’s and numbers.

Roster Creation Process:

• The Roster Request Form is submitted

• The System will check the Course ID, Section Numbers, the Instructor’s ID and to see if there are any comments.

• If all information is correct and there are NOT any comments then the system will automatically create the rosters. This is done once every hour. So it would depend where in the process the request comes in. It could be 2 hours or more before the roster is created.

• If there are any errors in the Course ID, Section Numbers, the Instructors ID or Role, or there ARE Comments. The system will hold the request for review by LSS Staff responsible for course creation to resolve the errors.

• Even if the system creates the rosters automatically you will not receive an email letting you know that the roster has been created until the LSS Staff member manually sends the email. This happens only during regular business hours.

• The roster will have to be manually added to the course, either by us or by the person that made the request once the roster is available. This is NOT an automatic process.