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Note:  A password is required to access the Administrative Menu.  To get a password, contact the MCCVLC Advisory Council member on your campus; if you're not sure who that is, contact Ronda Edwards.

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Link to:  VLC College Enrollment Contacts

 


MCCVLC Administrative Menu - Deadlines


Frequently Asked Questions about the Administrative Menu

New!  Degree-Granting & Home College Administrative Menu Changes - February 2013

New!  MCCVLC Enrollment Administrators Meeting -Feb. 28, 2013 Webinar Recording

New!  How do I change the contact hours of a course? Video Tutorial


  1.  How do I change the college contacts that show up on the student web site?
  2.  How do I close a section?
  3.  How do I set the "Home College status indicator"?
  4.  When is it necessary for the  "Home College status indicator" to be entered?
  5.  How do I set the "Provider College status indicator"?
  6.  What is the purpose of the "Provider College status indicator"?
  7.  How do I add a new course to the database (online catalog)?
  8.  How do I add a new section of a course in the database (semester schedule)?
  9.  What is the difference between "Clone Schedule" and "Add a new Schedule"?
10. Who gets the e-mail notification of student requests to enroll?
12. How can I contact the person responsible for VLC enrollments at another college?
13. Where can I find information on the MCCVLC common tuition structure?
14. How do I use the "Upload Semester Schedule" option?

 

 


How do I change the college contacts that show up on the student web site?

 From the Administrative Menu, select the Edit College Information option.

The part of the screen that provides the dynamic contact information is toward the bottom of the screen and immediately below this caption:

 Edit Provider Contacts

 If you just need to edit an existing contact, find the proper line and enter the new text (or url).

 If you have an entirely new contact, click on the Add New Contact button, and fill in all the appropriate information. In most cases, it will be fine to skip the "Campus (optional) link. It is only necessary to fill that box in if you would like two or more separte lines to display for one service. It is also important that you select the page for the link to show on. After submitting, you may want to open another browser window to preview your changes before exiting the Administrative menu.

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How do I close a section?

 From the Administrative Menu, select the "Close Section(s)" option. You will have the choice of displaying only open sections or displaying all sections for your college.  When the sections are displayed, on the far right of the screen is a check box to close a section.  Each course with the box checked will display to students as 'closed' and will not be available for enrollment.  You may check or un-check sections as needed. 

When done, click the "apply changes" button at either the top or bottom of the screen. 

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How do I set the "Home College status indicator"?

The Student Contact listed in the administrative menu will receive an automated email message when a student enrolling in a course has selected that college as the Home College.  Entering the home college information on the web site will be very helpful to the Provider college personnel who need to enroll the student.  To enter the Home College information, follow these steps:

From the Admisitrative menu, select the  "HOME COLLEGE VIEW" Option -- Information about the student, the course and the enrollment date are provided, with the most recent student enrollments first.  You may also find "view only" information about the student status at the provider college.

The "HOME COLLEGE STATUS" field is a drop-down box with a listing of options to select from in order to inform the "Provider" College of the student's status at the "Home" institution.

Complete the information regarding residency for the student by selecting the appropriate residency status for the student from among the following drop-down box options:

  • In District

  • Out-of-District
  • Out-of-State

Select the appropriate status for the student from among the following options:

  • Admitted, degree seeking, GPA of 2.00 or greater
  • Admitted, degree seeking, GPA of less than 2.00
  • Admitted, non-degree seeking
  • Admitted, disciplinary/academic warning/probation
  • Dual Enrollment - High School
  • Not admitted, no record
  • Not able to provide status

Click on the button labeled "Submit" to update the student's status. The student's "Home College Status" will then be displayed for the "Provider" College in a view only format.

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When is it necessary for the "Home College status indicator" to be entered?

Each time that a student initiates a request to register for a course from a "Provider" College, a message will be sent to the "HOME" College person designated as the "Student Contact Person".  The message indicates that a student from their home college has requested to register for a course from a MCCVLC "Provider College" and indicates the course number and title.

The "Home College Student Contact Person" should access the MCCVLC administrative menu and select the option - HOME COLLEGE VIEW - to complete the Home College Status Indicator and the residency information for the student (see  FAQ #2  for a listing of the indicator options and residency status options). This information should be completed and posted for each student within 48 hours of receiving the request for information.  This data will help the Provider College staff to complete the enrollment request for the student in a timely fashion.

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How do I set the "Provider College status indicator"?

The person designated as the Enrollment Contact Person for each Provider College will receive an email message indicating that a student has requested to enroll for a course that is being offered through the

 MCCVLC. This message will indicate the course title and number.

 From the Administrative menu, select VIEW CLASS ROSTER.   By viewing the class roster for the specific course for the current term, you will find information regarding all students who have requested to enroll in the class.  Information from the "Home College" including the Home College Status Indicator and Residency are presented in a view only format.

The student's admission information and basic data are available by clicking on the student's name. This data may be used to complete the process of creating a "person record" for enrollment in your administrative computing system.

The "Provider College" status indicators are presented in a drop down box. Selecting a status indicator will permit the provider to share information regarding the student's status with the home college in advance of the beginning of the term of enrollment for the course requested. The indicators are to be selected ONLY when the student will not actually enter the course and an official transcript record will not be maintained by the "Provider College". Normally these status indicator will only apply to enrollments that are cancelled or for withdrawals PRIOR To THE FIRST DAY OF CLASSES. When selecting any of these indicators, it is also necessary to indicate a LAST PARTICIPATION DATE as well. This will assure proper record keeping and assist in documenting all student billing exceptions for common tuition & revenue sharing.

The provider college status indicators are as follows:

  • Cancelled, closed section/calcelled class
  • Cancelled, non-payment of tuition & fees
  • Cancelled, did not meet course pre-requisites
  • Cancelled, other
  • Student Initiated Withdrawal

From the drop down box, select the appropriate status indicator if necessary and then click on the "SUBMIT" button. This will permit the status indicator and last participation date information to be seen in a "VIEW ONLY" format by the Home College contact.

The Provider College will not need to use this indicator for students who complete the enrollment process and begin the course. Under these conditions, the official college policy for grading will apply. In all cases however, the date of last participation should be entered for each student in order to document dates of actions taken by the Provider College regarding the student's request to enroll in the course.

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What is the purpose of the  "Provider College status indicator"?

The "Provider college status indicator" provides important information to staff at the Home College about the student's current enrollment status. Including a Last Participation Date for all students is critical.  This information is mandatory for students receiving financial aid from their "Home College".  Courses from one or more "Provider"Colleges" may be included in the student's total course load for the term/semester.

If the student is no longer enrolled in a course for which they registered through the MCCVLC, the "Provider College" must indicate such by use of either the Status Indicator and Last Participation Date when the withdrawal occurs before the beginning of the term or by using the grade field and Last Participation Date to indicate this change in status during the term/semester.

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How do I add a new course to the database (online catalog)?

First, be certain that what you want to do is add a new course to the MCCVLC catalog rather than create a new section of an existing course.  If what you really want to do is create a new section of a course that's already in the catalog, see the section on How do I add a new section of a course in the database?

From the Administrative Menu, select the Add/Edit Course option.  You are then given options to add a new course or to click on any of the current course titles. Select the "Add Course" option.

You will then be presented a format for input of the information necessary to add a new course.  The following information entries are required:

College (Automatically lists your college)

Course Number - Enter the course number that you  have assigned to this course. (For example, ENG 101)

Course Title - Enter the title of the course (For example, Introduction to Composition)

Credit Hours - Enter the number of hours of creditfor this course. (For example, 3.5 or 3.0)

Course Description - This is a text box. Enter the catalog description of the course. You will need to check for punctuation and spelling.

Prerequisites - Enter the prerequisite(s) for this course. (Note: Enter general prerequisites here, not college-specific courses)

Course Format - This is a drop down box. Select  the appropriate format from the following:

  • Web-based course
  • On-line telecourse
  • On-line computer-based course
  • ITV

You will then be asked to preview this information and, if correct, you may select the option to submit the new course to the database.  By selecting this option, the course will immediately show as a course in the MCCVCL online catalog.  (Note:  No semester schedules (sections) will be established by this process.  You must continue and select the "View Course Schedule" option to schedule the course for a specific semester.)

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How do I create a new section of a course in the database (semester schedule)?

Before you can create a section, the course must have been entered in the catalog.  See "How do I add a new course to the database (online catalog)?"  above.

From the Administrative Menu, select the Add/Edit Course option.  You are then given options to add a new course or to click on any of the current course titles. Select the course for which you will create a new section. 

The information regarding the course will be displayed. This information includes the following: course description, college, credit hours, prerequisites, course format, course availability, and course equivalencies assigned by other member MCCVLC colleges. At the bottom of this course information, you have the option to "View Class Schedules".

Select the option "View Class Schedules".   Sections of this course created previously will be displayed with the following options:  "Edit"  /  "Clone schedule"  /  "Set to inactive".  Below all existing schedules will be the option to "Add New Schedule".

At this point, you may either "Clone" an existing schedule, or add an entirely new one.  If a previous schedule (section) has most of the correct information, it may be easier to clone it.  For more on the difference between adding a new schedule and cloning an existing one, see:  "What is the difference between 'Clone Schedule' & 'Add Schedule'?

If you decide to "Add New Schedule", you must complete the entire schedule information required. To ensure course availability, registration date fields must contain open registration dates and course status must be "Open for Enrollment". Tuition information based upon the common tuition rate schedule is now automated by the MCCVLC system. To complete the schedule information, you must enter information in the following fields:

Course identifier - enter an identifier that is meaningful for your college

Schedule format - you may choose from the following options:

 

  •    15-16 weeks
  •    10-12 weeks
  •    6-8 weeks
  •    3-4 weeks
  •    open entry/open exit
  •    other

 

Registration beginning date [mm/dd/yyyy]

Registration ending date [mm/dd/yyyy]

Course beginning date [mm/dd/yyyy]

Course ending date [mm/dd/yyyy]

Other fees - enter fees specifically charged for this course only

More Tuition Information (URL) - on-line address for additional tuition information, do not include the 'http://'

Instructor Name

Instructor Email

Syllabus URL - do not include the 'http://' in the address for the on-line syllabus to the course

Textbook information - this must include the ISBN number for all required text(s), author, title, publisher, and edition Technology requirements for the course

Enrollment limit for the course

Course Status - select from the following options:

  •    Closed section
  •    Open for enrollment
  •    Cancelled/closed section

Preview Information - the option permits you to preview the information that you have entered before you submit the course schedule to the MCCVLC database.  If necessary, you may edit the information at this time. If correct, you may submit the information for the course schedule and it will be added to the semester schedule listing of courses being offered to students through the MCCVLC.

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What is the difference between "Clone Schedule" and "Add a new Schedule"?

The "Clone Schedule" option presents you with information already entered for many data fields of the class schedule for an upcoming term and is the preferred method of entering a schedule for a course already listed on the MCCVLC site. Much of the course data (i.e., semester type, schedule format, fees. instructor name, etc.) as well as some key schedule information is duplicated from previous term schedules. Using the "Clone Schedule" option requires that you enter the following new data for the course schedule:

  •    Course identifier
  •    Registration beginning date (mm/dd/yyyy)
  •    Registration ending date (mm/dd/yyyy)
  •    Course beginning date (mm/dd/yyyy)
  •    Course ending date (mm/dd/yyyy)

All other data fields in the schedule information are a duplicate fields of the information used for the current term schedule for a course listed on VLC site. You should review the current information in all fields before previewing the information and submitting it to the database and thus adding the new  schedule for the course to the VLC course catalog for a new semester/term.

Using the option to "Add a Schedule" as a part of the View Class Schedule process is required for new courses added to the MCCVLC site. By using this process, you will complete the data input for the entire schedule format, since a new course does not have a term schedule on the MCCVLC site. All data fields are presented as blank and require data input of the requested information. Upon completing all schedule/course information input required for the term, you are requested to preview the information before you authorize the information to be submitted to the database for update. Now, the course schedule for a new term is available.

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Who gets the e-mail notification of student requests to enroll?

This is controlled by the entries in the College Information section of the site.   To review (and edit) this information, click on "Edit College Information" from the Administrative menu.  Scroll down, and you will see the entry for "Student Contact Name" along with the e-mail address of that person.   If your college is the home college for a student, the system generates an e-mail to this address for each request to enroll.  Scroll further to the bottom of the screen, and you will see the entry for "Person to Receive Enrollment Form" along with the e-mail address of that person.  If your college is the provider college for a student, the system generates an e-mail to this address for each request to enroll.  It is important that each of these individuals check their e-mail frequently to ensure that students receive prompt replies from your college. 

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How can I contact the person responsible for VLC enrollments at another college?

The college contacts are listed on a web page on the staff website - there is a link to 'VLC College Enrollment Contacts' at the top of this page or

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Where can I find the most current information related to the MCCVLC common tuition structure/charges for upcoming terms?

The MCCVLC common tuition has been approved for implementation effective with the Spring/Summer 2000 term for courses offered by member colleges through the MCCVLC.   Detailed information can be found on the staff website.

Tuition information:    http://www.mccvlc.org/~staff/tuition-struct.html

Revenue sharing:  http://www.mccvlc.org/~staff/Rev-sharing-mech.html

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How do I use the "Upload Semester Schedule" option?

Before using the "Upload Semester Schedule" option, be sure that you have a spreadsheet with all the courses to be uploaded, and that the spreadsheet as been saved as a 'comma separated values' (.csv) file.  This option will not work with spreadsheets saved in the .xls format.

A sample data file is available for your reference (sample data file).  The first column in the table must be course ID, and this course ID must exactly match an existing course in the courses table for your college - see "add/edit courses" to confirm your college courses.  The second column of the spreadsheet is SequenceID, and this can be anything as long as it is unique - many colleges put the section number from their student information system (Colleague, Banner, Jenzabar) here.  PLEASE NOTE:  Make sure that there are no commas or dashes/underscores in any text field of your spreadsheet, and that the 'other fees' field is set as 'general numeric' rather than 'currency'.

Once your spreadsheet has been saved as a .csv file, you can click on the menu option to "upload semester schedule" and you'll be prompted for the semester and then given the option to browse to your upload file.  Once you identify the appropriate spreadsheet (.csv) file, click 'upload'.  The spreadsheet will be processed one line at at a time and each line will be listed in either the 'success' section or the 'error' section of an on-screen report.  You have the option to print the report for reference.  If you're satisfied with the results of the upload, click confirm and the successful records will be added to the semester schedule.  Any record listed as an error will not be added to the database.

Note that once the sections have been added to the schedule, you may edit them at any time with the "add/edit courses" menu option.

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