What is a term in Course Manager?
A term is a list of the courses, sections, adopted materials, and LMS administrators for a given time period. A term has a start date, end date, opting deadline, and a billing date. These dates should match your school's term information.
How do I create a new term?
After you log in to Course Manager, click "Term Management" from the left-hand navigation bar and then click "Add Term" at the top. You'll be asked to enter a unique name for the term (such as "Summer 2020"), a start date, end date, opting deadline, and billing date. Date validations exist in the system but, in general, the opting deadline must be after the start date but before the billing date and end date, and the billing date must be after the start date and opting deadline but before the end date. You'll be asked to set the term to "open" (meaning you can see the term in Course Manager and take actions on materials and sections) or "closed" (meaning you cannot see the term in Course Manager or take actions on materials and sections). Terms default to "open".
After entering the basic term information, you'll be asked to upload a file that contains your term details. This can be an Excel or CSV file and should include the following columns at a minimum:
- Department Name
- Course Number
- Course Name
- Section Number
- Material Title
- Product Type (courseware or eBook)
- Program Type (IA)
After mapping your file’s data to Course Manager’s data (see below for more information on that), you’ll see a confirmation page and be able to create the term.
How does the field mapping work?
When you upload your term file, we’ll ask you which columns in your file match the specific data fields supported in the Course Manager platform. For example, your file may have a column called “Dept name,” while in Course Manager the field is called “Department Name.”
In the field mapping table, the left-hand column shows you the supported data fields in Course Manager, while the right-hand side is the list of columns in your file. For your convenience, the third column shows data from the second row of your file so you know exactly what you’re mapping in the system. Simply choose which header in your file links to the field in Course Manager, making sure to only map each header one time and that all of the headers you want to upload have been mapped.
Note: the system will try to auto-map column headers for you upon upload, but you can override this auto-mapping on the field mapper modal.
How do I know if a term was successfully created and how long it will take?
The Term Management page shows the list of terms you’ve uploaded and their status. After you upload a term, the status will show as “Pending” until the process is complete. After the upload finishes processing, the status will update to “Successful,” “Partial,” or “Failed.” You can click “Refresh Terms List” to see the updated status or go right to Course Manager to see the data you uploaded populate on the dashboard. Most terms will fully process within one minute.
What is a partially processed term?
This indicates that a required field (such as department name, course number, or adoption information) was missing from a line in your file and was not uploaded. Navigate to Course Manager to see what was missed.
What is a failed term?
This indicates a problem processing the entire file, possibly due to a server error. Try logging out and back in before re-uploading. If the problem persists, contact RedShelf support.
How do I change the information in an existing term?
Navigate to the Term Management page and find the term you want to edit. To change the name, status, or dates of the term, click the “Edit Term” button, and update the information appropriately.
To change information about courses (such as adding/removing a course, changing the LMS administrator, etc.), contact Redshelf support. In the future, you’ll be able to make those changes directly in Course Manager. To change information about materials (such as publisher, title, or ISBN), find the material on your dashboard in Course Manager, and click the pencil icon to edit (SEE MORE HERE).
How do I delete a term?
From the Term Management page, click the trash can icon next to the term you want to delete. Note that you cannot delete an open term.
Can I upload previous terms?
Yes! Just set the term name, status, and dates appropriately to indicate that it was in the past.