School Administrator- Creating and Editing Classes
Every cohort needs to have at least one class in order for students to enroll and can have as many classes as the administrator would like. You can add and edit your classes to suit the needs of your cohort, as they have many features that can control how your students work with that class.
Info: In order for a class to be edited or added, a cohort must already exist. If you have not created the cohort yet, click here for more info on how to do so.
To locate this feature, click the Manage Cohorts dropdown in the active cohorts tile. Click edit for the cohort you would like to add new classes to or edit an existing class.
Contents:
A. Adding a New Class:
1. Begin by editing the cohort you would like to add a class to. This can be done through your admin role under Manage Cohorts or by clicking the Manage Cohorts tile on the dashboard (as seen below).
Note: If your cohort has not been published yet, you can only access it from the dashboard.
2. Click the Platinum Planner tab.
3. Click the Classes tab.
4. Click the [+] New Class button.
5. Fill out the required information.
Class Name: This is the name that will appear for the class for students and instructors.
- Pro-Tip: Make the name specific and unique.
Class Type: Choose the type of class from the dropdown menu (Clinical, Field Internship, Lecture, Lab, Lab, and Lecture). These options will vary by program and profession.
- Note: Once the new class is saved, the class type cannot be changed.
Cohort Name: This will default to the name of the cohort and cannot be changed.
Cohort Code: This will only appear for published cohorts. It is the code given to cohorts for student enrollment and cannot be changed.
Class Description: A brief description of the class. This can only be seen from the administrator's side.
Class Starts/Ends Dates: These are the dates when the class starts and ends. The school can extend these dates at any point but cannot exceed the cohort open and close dates.
6. Save when finished. After you save, more features will populate. Navigate to section C for more information on each feature and tab.
B. Editing an Existing Class:
1. Begin by editing the cohort you would like to add a class to. This can be done through your admin role under Manage Cohorts or by clicking the Manage Cohorts tile on the dashboard (as seen below).
Note: If your cohort has not been published yet, you can only access it from the dashboard.
2. Click the Platinum Planner tab.
3. Click the Classes tab.
4. Click edit for the class you would like to change. Scroll down to section C for more information on the individual class features and tabs.
C. Class Features and Tabs:
Utilizing the various class features and tabs allows you to customize your class settings to meet the needs of your class. Though you are not required to save until you have gone through all the tabs and are totally finished, it is generally recommended to save at the bottom of each tab as you make changes so that nothing is lost in the event that you forget to save in the end or have to step away.
Note: There is a display toggle in the upper right of every tab. If you do not see what you want, try changing the display toggle to Display All.
Settings:
The Settings tab offers many features. Selecting certain options triggers additional options to appear. The features available vary by class type and profession.
Lab Classes:
- Documentation Due In (Hours): You can specify how many hours after a lab session ends that documentation is due by entering the number of hours here. The default setting is "0," which means that no specific timeframe other than the class end date is required for submitting documentation.
- Allow students to create labs: Students will have the option to create individual lab sessions associated with this class.
- Use form default values: Some form's fields (multiple choice, dropdown, rating) allow default values to be pre-selected. Not using default values will require users to specify a response rather than using a default value that may have been set up for that field.
- Enable batch grading: Allow instructors to create, document, and grade documentation for students as a group in this class.
- Enable bulk updates: Allow instructors to approve, reject, or return documentation for students as a group in this class.
- Require instructors to apply their signature before approving student documentation: This requires that the instructor electronically sign the student's documentation before they can approve it.
Clinical/Field Internship Classes:
- Documentation Due In (Hours): You can specify how many hours after an opportunity ends that documentation is due by entering the number of hours here. The default setting is "0," which means that no specific timeframe other than the class end date is required for submitting documentation.
- Allow students to create opportunities in the past/present: This box checked allows students to create their own opportunities in the past or present.
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Allow Students to create opportunities in the future: This allows students to create opportunities in the future.
- Automatically accept students into future opportunities: This setting eliminates the need for instructors to approve student-created opportunities in the future.
- Allow students to create batch opportunities: This setting will appear if students are allowed to create their own opportunities. When selected, students can create a batch of up to 30 opportunities at one time.
- Restrict students to creating Lab/Simulation opportunities only: For this setting to appear, the cohort must be tracking the Simulation Center/Lab clinical category. When selected, students will only have the option to create Lab/Simulation opportunities for this class.
- Include built-in surveys during documentation: This setting allows you to select the default grading process for student documents in clinical/field classes if you give the students the ability to create their own opportunities. If "no" is selected, Platinum's Affective surveys will not appear for students to fill out for any clinical/field opportunities they create.
- Require clinical check in: This setting will only appear if your school has opportunities enabled for the Attendance Tracking feature. Students will be required to check in before they can begin documentation while the opportunity is current.
- Require clinical check out: This setting will only appear if your school has opportunities enabled for the Attendance Tracking feature. Students will be required to check out before they can submit documentation.
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Set early/late check in/out ranges: This setting will only appear if your school has opportunities enabled for the Attendance Tracking feature. When set, users can set a range for check in/out. If a student checks in/out outside of the range a warning indicator will appear while reviewing the student's documentation.
- Check-in/out (Minutes) Early/Late: If the student exceeds the number set, an indicator will appear in the documentation when the instructor reviews the documentation.
- Use form default values: Some form's fields (multiple choice, dropdown, rating) allow default values to be pre-selected. Not using default values will require users to specify a response rather than using a default value that may have been set up for that field.
- Disable skill forms: Some skills have forms associated with them. When a skill with a form attached is selected, that form automatically appears as part of the student's documentation. Checking this box will prevent skill forms from displaying when the skills are selected.
- Include global PCR PDF during clinical documentation: PlatinumEd provides a global PCR PDF form for students to use during clinicals. Enable this option if you want it to be available during student clinical documentation.
- Enable batch sim grading: For this setting to appear, the cohort must be tracking the Simulation Center/Lab clinical category. This setting will allow instructors to create, document, and grade sim documentation for students as a group in this class.
- Enable bulk updates: Allow instructors to approve, reject, or return documentation for students as a group in this class.
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Allow Student Low Performance Notifications: This setting will only be available for EMS cohorts. When checked, the Clinical Evaluation Worksheet filled out by the preceptor for the student will trigger a notification if the student doesn't meet the benchmark value.
- Low Performance Benchmark Percent: the percentage that you require students to receive in order to pass the evaluation.
- Note: The default is 60 as that is what a student with an average of 3 of 5 would score.
- Require instructors to apply their signature before approving student documentation: This requires that the instructor electronically sign the student's documentation before they are able to approve it.
- Restrict student preceptor selection to trained preceptors only: This setting will only appear within Field Internship classes. If selected, students will only be able to select trained and verified preceptors for their documentation.
- Allow preceptors to view student comments: Checking this box will allow preceptors to view student comments made on our Affective Preceptor Evaluation form.
- Allow Students to view preceptor comments: Checking this box will allow the student to view the preceptor's comments made on our Affective Student Evaluation form.
- Allow students to view preceptor notes: This setting allows students to view preceptor notes that are entered by the preceptor during the documentation completion process.
- Allow students to assign a preceptor to each patient: This allows students to add a different preceptor to each patient if it is different than the preceptor assigned to the opportunity.
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Allow preceptors to sign student documentation: This box checked, allows preceptors to sign off on student documentation.
- Allow students to observe patients after a preceptor has signed documentation: This box checked, allows students to observe patients after a preceptor has signed off on their documentation.
- Allow students to upload documents after a preceptor has signed documentation: This box checked, allows students to upload documents after a preceptor has signed off on their documentation.
- Allow students to fill out forms after a preceptor has signed documentation: This box checked, allows students to fill out forms after a preceptor has signed off on their documentation.
Instructors:
This is where you can add instructors to the class. Only instructors who have been added will have the ability to create events and review documentation associated with that class.
To make changes to the instructor(s) in a class, start by changing your display to Display All. This will show you both active and inactive instructors for the class. Active instructors will be shown in green, and inactive instructors will be shown in yellow. Check the box next to any instructors you would like to add to the class or uncheck to remove them.
Schedule:
This is an optional feature for only certain class types.
Schedules can only be added to lab, lecture, or lab and lecture classes. Schedules can be seen on the calendar and given a specific location by day. They can also prevent students from signing up for events when the schedule runs.
Note: Adding a schedule does not create documentation. It only creates a schedule that can be seen on the calendar.
To add a schedule, click the clock for the From and To for each day of the week. The schedule will run for the length of the class start and end date. If you would like to allow students to sign up for other events on certain scheduled days, click them in the calendar below (turning them red).
Skill Requirements:
The Skill Requirements tab allows your school to set skill requirements for your class. The requirements will default to what is set in the cohort settings but can be changed if the class's requirements differ.
Use the Display toggle to see what is active (checkboxes and green), inactive (unchecked and yellow), or all the skills in the class. Only the skills added to the class can be documented in an event associated with a class. If the class is a simulation class, Sims Allowed must also be enabled.
Forms:
The Forms tab contains all forms associated with the class. If you want a user to fill out a form, check the box where you want the form to appear in the documentation.
Note: When checking the box, you are not checking for who fills out the form, but rather where in the documentation you want it to appear. So, if you want a preceptor to fill out a form, but the form should appear in the student's documentation so the preceptor can fill it out before the student submits it, you would select Student, not Preceptor.
Info: Click here to learn more about creating custom forms.
Students:
The Students tab allows you to add, remove, and accept class enrollment requests for your class.