(Instructor) Manage Labs [EMS]

Erika Jensen -

Add a New Lab Opportunity Batch Editing Multiple Labs
Edit a Single Lab Add Multiple Lab by Creating a New Batch
Remove a single student from a Lab  

The Manage Labs page gives you a search at the top of the page for the labs you are looking for by the name or location of the lab you want to search for. Click the Search button to search.

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You can display more fields in the table by clicking the “gear icon”, then Add/Remove Columns next to the Search box. Once the column chooser is open, drag and drop a category into the top title area in the grid. You will see two gray up and down arrows on the screen.

If you need to save or print out this information, click the “cloud icon” that is next to the gear and the Search box.  Choose a format (PDF, XLS, XLSX, RTF or CSV) from the drop-down to export your table.

The default tab shows you all Upcoming labs. Use the History tab if the date has passed for the lab.  The All tab are all labs with no filtering.
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In the actions column, click Details to see more information regarding the lab.

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To edit the lab, click Edit in the actions column.

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Click Students to add or remove students in the lab.

Allow students to sign up for this lab? Selecting No here means that students associated with the classes tied to this lab session will automatically be added to this lab.  Selecting Yes means students in the associated classes will be able to sign up for this lab, and will also open up additional options.

Automatically accept student sign-up requests? The system will default to “Yes” to automatically accept student sign-up requests, which means that as soon as a student signs up, they will be accepted onto the lab session. If you do not want students to be automatically accepted, click No. You will then be notified of student sign-up requests, but must accept the students manually, which is covered in the next section called Manage Lab Requests.

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Click the Save Changes button to save your changes.

Add a New Lab Opportunity

To add a new lab opportunity to the system, you must have a lab class setup or be an instructor in a lab class for the top menu option to show.

Go to the top menu and click Labs, Manage Labs from the drop-down.

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If you have any Labs setup, you will see them displayed in the Manage Labs table.

To add a new lab, click the Add New Lab button in the top right.

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Enter the Lab Name, select the Lab Location, Lab Description and select the Lab Class(s) that the lab will be associated with.

In the Settings tab, selecting “No” for Allow Student’s to sign up for this lab? means that students associated with the classes tied to this lab session will automatically be added to this lab.  Selecting “Yes” means students in the associated classes will be able to sign up for this lab and the page will expand and ask you the Sign up Start and Sign Up End dates, if you want to Automatically accept student sign-up requests, as well as the Maximum Students you would like in the lab.

Click the Create Lab button once you have completed the Settings for the lab.

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Now that you have entered the lab settings, you will now select your Lab Skills, Students, Lab Documents and Forms.

Search for skills in the Skill Search or by Skill Group or Visibility Toggle.

Select any Lab Skills you would like students to complete during this lab session.  When students are documenting the lab they have the ability to document additional skills associated with the lab class (if you were able to cover more in class than you had planned), or not document some of the skills you had selected (if you were not able to cover all of the skills you had planned to cover during the session).

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Now select the Students Tab. Click the Modify Students button to add students to your lab.

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The next tab is where you will add your Lab Documents.  Any skills that already have skill sheet documents associated with them are attached automatically.  While they will show up for students documenting an attempt on that skill, they will not display here under Lab Documents.

This tab is for any documents you would like associated with the lab session.  If you have already uploaded the document into the program (See Manage Documents) it will be listed here and you can select it to attach it.  Otherwise you can drag a file into the blue area (or click on the blue area) to browse to your file(s) and attach it to this lab session that way.

Note: Forms that have already been attached to a skill will not display here, as those are attached automatically for students when they document that skill in the lab session.

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The last tab is the Forms tab and it is where your custom forms will show if you created them for labs (see manage forms). Check the box to enable the form for the lab.

Click the Save button.

You will see your newly created lab in the list on the Manage Labs page where you can see details and edit the lab.

Edit a Single Lab

If you are listed as the lab creator, you will be able to edit a lab on the Manage Labs page.

Click on the Edit link next to the lab. The Edit Lab page will come up and you can make your desired changes to the opportunity.

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Once your changes have been made, click the Save button on the very bottom of the page to save your changes. You will be brought back to the Manage Lab page.

Remove a Single Student from a Lab

If you need to remove a student from a lab, go to the lab in Manage Labs and click Edit to edit the lab. Go to the Students tab and click the Modify Students button. Uncheck the student(s) you want to remove, then click Save Changes.

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Batch Editing Multiple Labs

If you need to edit multiple labs at once, you can use Batch Create/Edit button.

Note: If you have not created any labs, you will not have any to Batch Edit.

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Click on the Batch Create/Edit button on the Manage Labs page.

Note: If you are looking to change labs in the past, click on the Past tab.

You can search by lab if you have the information for the lab you would like to change.

By default, the page will open with all your Current labs by Opportunity Batch ID. If you created the labs in a batch they will have the same Opportunity Batch ID and can be edited or deleted together.

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Click on the red Lab Batch ID link for the lab(s) you would like to edit in the list. All labs that go into the system are classified by a Lab Batch ID.

 Add Multiple Labs by Creating a New Batch

Click the New Batch button on the top right of the page. Give your lab a name. You can also add an optional description for the lab session(s).

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If you want to allow students to sign up for the lab, click the Yes toggle button. This section will expand and ask if you would like to auto accept students and the maximum students you would like to accept into the lab.

Labs

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There are directions on the top of the labs tab but we will go through the process also.

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Click the Add Labs button on the right of the screen.

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You will be brought to the Custom Scheduler screen (above).

In the Settings section of the custom scheduler, you will pick your Location, Start Time, Duration and you’re Sign up by Start Date and Sign up by End Date for your new Lab.

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Sign Up By Start Date is not a required field. Leave this empty if you do not need a sign up by start date. Sign Up By End Date however is required.

Example #1 Positive Number: Enter 3 in the input, if student can begin signing up 3 days in advance of the opportunity date.

Example #2 Negative Number: Enter -25 in the input, if the student can begin signing up by the 25th of the previous month. Use -31 for the last day of the previous month.

Example #3 Choose a date: Click the calendar icon (above) to have a student begin signing up by a specific date.

Sign Up By End Date is a required field.

Example #1 Positive Number: Enter 3 in the input, if student must sign up 3 days in advance of the opportunity date.

Example #2 Negative Number: Enter -25 in the input, if the student must sign up by the 25th of the previous month. Use -31 for the last day of the previous month.

Example #3 Choose a date: Click the calendar icon (above) to have a student sign up by a specific date.

The Sign up by End Date is the date you want your students to sign up to this opportunity by. You can choose a date for this by clicking the calendar icon or click into the textbox to assign a positive or negative number, see examples (above).

The next step is to choose the days your labs fall on.

Scheduling Options for Multiple Labs

Calendar

In the custom scheduler, the Calendar tab is the first tab you will see. Click on the dates you would like your labs to fall on in the calendar.

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Click the Add Selected Calendar Dates to save the lab dates.

Note: If the preview is incorrect, click the Clear All Labs button to clear the table and start again.

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You will see a preview (above) of what you just scheduled in the Labs tab. Here you can sort your data by clicking on any of the headings, adjust your page size or go to the next page if needed.

The next step is to go to the Classes tab.

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Click the checkbox of the class or classes you want your labs to be scheduled in.

The next tab is the Skills tab.

Note: You can use the Active toggle to clear out Inactive lab skills once you have selected your skills.

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On the Skills tab, click the Skills you would like to add to the lab for your students to perform in the lab.

The next tab is the Documents tab.

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Click the checkbox next to the documents listed that you would like to add or drag and drop files (or click) into the blue area to add your own documents into the labs.

The last tab is the Forms tab.

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If you have created custom form(s) to attach to your lab type opportunities, (see manage forms) they will show under this tab. You can enable the forms for the labs you are creating by checking the box.

Click the Create Labs button.

You will see your new labs listed in the Lab Batches page.

Repeatable Schedule

Another option for scheduling your new lab opportunities is the Repeatable Schedule.

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First select the day(s) of the week your lab falls on, then select the start and end dates along with the frequency you would like your labs to occur.

Note: If the preview is incorrect, click the Clear All Labs button to clear the table and start again.

Once you have setup your repeatable labs, click the Add Repeatable Schedule Dates button. You will be brought back to the labs tab where you will see a preview of what you just setup.

The next step is to go to the Classes tab and choose the class or classes this new lab batch will be under, then the Skills, Documents and Forms.

Clicking the Create Labs button.

Fire Schedule

The third tab for scheduling your new Clinical Opportunity is a Fire Schedule.

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If you need to schedule your lab with days off and on, using a Fire Schedule will be your best choice.

Select you’re From and To dates then enter your Pattern in the pattern textbox.

Pattern: For example, you would type 3,-2 for 3 days on and 2 days off in between your opportunity.

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Click the Add Fire Schedule Dates button to see a preview in the Labs tab. If your labs are incorrect, you can click the Clear All Labs button and start over.

 

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