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Event Setup Tab
The event setup page includes the basic information about an event. Much of this will be completed when creating the event, either manually or through Manage Drafts.
Course: All events must be associated with a course. Some organizations opt to create courses like Faculty Meetings, or Lunch and Learns so that they can add events to the calendar and not have them count towards their curricular courses. Event Types: Define the event type noting that you can include multiple event types within one event. Adjust their durations as needed. (Note that the default duration, as well as event minimum and maximum durations can be configured in the database in the settings.inc.php file. You will need developer assistance to do this.)
Start Date and Time: When the event will start.
End Date and Time: The end time will automatically calculate based on the event start time and duration.
You can optionally check the box to the left of the end date and adjust the end date and time to exceed the actual duration of the event by at least 24 hours. If you do this you will create a 'long event' that will be represented at the top of the learner calendar as a solid bar. Long events are intended to represent a window of time during which a learner is expected to complete a specific task. The event duration (e.g., 60 minutes) represents how long the task is expected to take and it will still display so learners know they should dedicated that amount of time to the task sometime during the long event window.
Curriculum Period: This will be set automatically by Elentra but can be adjusted as needed. You can set an event to have no curriculum period.
There are times when an event falls on a date that could be in more than one curriculum period. How you assign curriculum periods will impact the audience of the event.
For events on dates that could be in more than one curriculum period:
- If no cperiod is defined for an event, and event is set to audience of all enrolees, all learners will see the event.
- If a cperiod is defined for the event and the event is set to audience of all enrolees, only the learners enrolled in the course for the matching cperiod will see it.
Course Unit: This option will only be visible if you have weeks and units enabled for your organisation. If no units display make sure that you have created units within the course through Admin>Manage Course on the Units page for the relevant course. Additional instructions are available in the Units help section.
Event Series: See more information in the Recurring Events/Events Series section.
Location of Event: The available locations will be rooms stored in the System Settings Locations tool. To type in a location that is not stored in Elentra, click Other Location, the type into Other Location field. urls entered here will become clickable links on the event page.
Associated Faculty: Add teachers to events by beginning to type a name, clicking on it and clicking 'Add'. Note that you can define an associated user as a teacher, tutor, teacher's assistant or auditor.
Using the database setting 'events_teaching_minutes_enabled' you can also optionally allow administrators to enter minutes taught per associated faculty. Event admins can enter numbers that total the total duration of the event per associated faculty. It is also possible to enter 0 for a faculty member. This data is used to increase the accuracy of several system reports including the Annual Report Section 1.A Captured Teaching, Teaching Report by Course (hourly), Teaching Report by Faculty Member (hourly), Teaching Report by Faculty Member by Course (hourly), and Faculty Teaching Report by Department (half days).
Note that Teacher's Assistance and Auditors will default to 0 and not be editable. (These roles are excluded from Annual Reports anyway.)
Admin recording teaching minutes per event
An additional database setting (events_teaching_minutes_self_edit_enabled) can allow faculty and Course Directors to adjust teaching minutes from the Content tab of an event. More detail on the Content Tab page. Associated Learners: If you opt to create a custom event audience you'll be prompted to select an audience type. You can assign a cohort, course group, or individual(s) as the audience. One thing to consider here is whether you will role this event into a new schedule in the future. If yes, the easiest option is to leave associated learners as all those enrolled since then every time you role the event forward you don't need to adjust the audience.
If you add multiple cohorts or groups to an event you'll be able to specify how much time each group will exposed to for the event. For example, if you assigned a medicine cohort and a pharmacy cohort to a sixty-minute event you could indicate that the meds students will be there for the full hour, while the pharmacy students will be present for thirty minutes. To use this tool, add your audiences and then click on the grey clock icon beside the cohort/group name. This will open an Event Audience Time Override window where you can click and drag the slider (from either side) to set the appropriate time for the audience you're working with. Click the 'Warn me' checkbox if you want to be alerted to overlapping times. Click 'Close' to save your changes. When times have been adjusted for specific audiences the small clock icon will display green.
Child Events: You can manually enter an event name or id number here to link multiple events using the parent child feature. This restricts Curriculum Search and some curriculum reports to reflect only the parent event. For more information, please see the Parent Child information in the Scheduling help section.
Color: If you select a colour here it will display on the learner calendar and override any course color, default color, or event type color set.
Event Options on Event Setup Tab
- Allow learners to view who else is in this Learning Event
- Checking this box will allow learners viewing the event to see who else is in the event audience.
- Learner attendance is required for this Learning Event
- If you make attendance required the event will show as required in a learner's schedule, and you'll be able to record attendance during the event itself. There are some options available when taking attendance; for more detail see the Attendance Tab help section.
- Enable Location Attendance Tacking for this Learning Events
- Check this box if you want to allow learners to mark their own attendance at the event based on their physical proximity to the defined location. See more detail in Geo**-**location Attendance section.
- This is a Team-Based Learning (TBL) Events
- Check this box if this event is a TBL event AND will use the Elentra TBL module.
- Note that the TBL module is database setting enabled (tbl_enabled) and you will only see this option if TBL is enabled.
- Create an MS Teams event based on this event
- Check this box to leverage Elentra's integration with MS Teams and have a meeting automatically generated for this event.
- Note that MS Teams integration is database setting enabled (microsoft_teams_enabled, microsoft_teams_event_sync_limit) and you will only see this option if MS Teams integration is enabled.
- Time Release Options: Leave Viewable Start and Viewable Finish empty to allow users in the event audience to access the event at any point. If you complete these fields you can control when learners will be able to view and access this event, and when it will stop being available (if desired).
- Note that another tool in Elentra can set viewable start and end dates for all events in a course.
- Note that there is another tool that allows you to apply time release options to specific resources when adding them to learning events.
By default when you save a Setup page you will directed to the event content page. If you'd like to go somewhere else, use the dropdown menu to select your destination after saving. Then click 'Save'.\