ASP Setup

Summary of ASP Setup Procedure

1. Set up OLR Configuration

• - Season
• - Add new Schools
• - Update School info if needed
• - Update Kit Descriptions and Availability
• - Program & Classes
• - Create new Systems if needed for new Kit/weeks combinations

- Update default prices

- Assign default Kits

2. For Each Scheduled ASP

• Create Contact Sheet Record, send Confirmation Sheet to school for approval
• Create Google Calendar Entry for each 1st Class (See Calendar Procedures)
• Create OLR Scheduled Activity record for each 1st class at each school
• Create Registration form after school approval received (verbal or written)

3. ZOOM Classes

• Location for ZOOM classes is set in WBST to @Mad Science OnlineLab.
• From the main ZOOM userid, create a new meeting. Set:
  • Topic = System Name (add day of week or time of day to make it easier to ID if there are multiple of this class set up)
  • Set date and start time
  • Check 'Recurring' box and set to Weekly recurrence and correct end date
  • Meeting Options: disable Join before Host and Record meeting automatically. All others are enabled.
• Copy the Meeting ID, Password and Meeting URL, then paste into the Special Instructions of the Scheduled Activity.
• Save Changes to Meeting and to Scheduled Activity.
• Verify Scheduled Activity tab for Automated Emails set to include only Skip Date Reminder, ZOOM Connection Info, and ZOOM Meeting Details automated emails. All others should be EXCLUDED!

Online Registration

Beginning of Wave Setup

Log in to OLR. Your ID must have privileges to access, create and edit Configuration, Kits, Programs and Classes, and Scheduled Activities.

Kit Setup

Select "Kits" from the Scheduling and Registration Menu.

Select "LIst Kits" from the menu.

If Kits to be scheduled for the ASP Wave do not appear in the Kit List, Click the "Import" button to copy the Kit template from the MSG database.

Check the Long Description of the kits to be used. Check for typos, misspellings and bad wording.

Select "Kit Availability" from the menu.

Update the number of each Kit available for use in scheduling.

Skip Dates

1. Select "Skip Dates" from the Scheduling and Registration Menu.

- Enter Skip Dates

ASP System Setup

Select "Programs and Classes" from the Scheduling and Registration menu.

Check to see that a System exists for each combination of Program Weeks (4, 5, 6, 7, 8 or other) and Kits to be used.

- If the combination you need does not exist, add it using the "New" button, and fill in the blanks for the System.

- Check pricing, Long Description and Grades for each system to be used.

- Make sure that after you assign Default Kits at the bottom of the web page.

Entering a New School

1. First, log in to Extranet, then Click on “My E-Store” tab You should now have a list of options that includes “Parents & Students”, “Registrations”, “Schools” and “Programs & Classes”.

2. Click on "Schools", the "Display List" to see the list of all schools already on file. Make sure the school is not already in the list before adding a new one.

3. Add address, phone number and contact information under Billing Address, and again under Mapping Address. Click the Map checkbox to show the map online.

4. Fill in Instructions for Instructors with any information relevant to this school, such as parking information, check-in process etc.

5. Add the following text to every new school under "Instructions on Receipt to Parents"

Class confirmations are sent ONLY by email 3-7 days prior to the 1st class. Your online registration is your consent to have your child participate in the Mad Science-KC after-school club, for your child to be turned over to the Mad Scientist instructor(s) during our sessions, and agreement to Terms and Conditions of Enrollment. Complete Terms and Conditions are available on the Online Registration page for information on Notifications, Inclement Weather Procedures and other important information.

Creating Classes

1.Select "Scheduled Activities" from the Scheduling & Registration Menu.

- Use the "Location" criteria and set "Status" search to "Any Status" to make sure the class has not already been created.

- If the Scheduled Activity has NOT been created, click "New" to make a new one.

2. Select the Program (System and Weeks). The screen will refresh

3. Update the data in the Basic Information block.

- Periodicity: usually Weekly

- Publish Dates should be from Today to after the classes have already started.

- Activity Time is in Military Time, (e.g. 4 pm = 16:00, 5:15 pm = 17:15)

- Status: leave as Pending

- Display on Web: set to Yes unless Mad Science is not handling Registrations

- Close Date: leave blank: from Contact Sheet

- Price: from Contact Sheet

- Skip other fields in this block.

4. Location Block

- Select School, screen will refresh.

- Collect Student dismissal..: Yes

- Allow school contact....: No

- Pick-up Location: Front Door unless otherwise specified

- Room #: enter this if it is known

- Skip other fields in this block

5. Options Block

- Kit Descriptions: All Default Required Kits (this makes the kit descriptions show up on OLR for the customers)

- Kit Schedule: Yes

6. Instructions Block

- Instructions (parents): message to Parents (displays on enrollment confirmation email.)

- Editable Message: Insert the following text

Mad Science classes are led by trained, qualified instructors who help make STEM learning enjoyable for preschool through elementary-aged children.

For the safety of our students, we conduct a 7 year criminal history and sexual offender registry background check on all Mad Science instructors at hiring. These checks are repeated at least every 2 years.

- Special Instructions: Insert Special Instructions from Contact Sheet (displays on Roster)

- Class Notes: blank

7. Save the Scheduled Activity

New Tabs will appear on the bottom of the web page. If the Class is waiting for approval, do not update anything else on this Class. If the class dates are set and OLR should be activated for the Class, go on to the following steps.

8. Schedule and Assign Kits

- On the Class Dates tab, click the Schedule icon. A list of class dates will be displayed. Confirm that Skip Dates are show correctly before proceeding.

- Click the Kits tab. Check to see that Required Kits show on the list displayed.

- Click back to the Class Dates tab. If you are ready to open the class to customer registrations, click the "Open" icon above the class date list.

Changing Class Dates

1.Select "Scheduled Activities" from the Scheduling & Registration Menu.

- Use the Search Criteria to find the class you need to change.

- Click the Magnifying Glass icon on the right to edit the Class record.

2. Scroll to the bottom of the Scheduled Activities page. Click "Delete All" (trash can icon) at the top of the Class Dates tab to remove all dates, times and kit assignments.

3. Scroll back to the Basic Information block at the top and click the "Edit" icon

Update System, date or time information. (Note: you cannot change the Location.)

Save the changes.

Repeat the Schedule and Assign Kits (#8) from the Creating Classes procedure.

.

Creating Registration Forms

Assumes Scheduled Activity has been created in OLR and all information is accurate. You will need to know which system is being used for this program, and how many weeks it will run.

There are two pages for each registration form, a front which contains the program descriptions and schedule. There is also a back which contains the enrollment form and an abbreviated set of schedule info.

Certain schools such as Park Hill and Northland Career Center have a special version of the template which are only one page.

To create a new registration form:

1. In OLR, click to 'Scheduled Activities' page.

2. Select school to create registration form.

3. Click "W" icon in Forms Column.

4. On 'Printed Forms' page, select 'Registration Form without Day Activity' from Form Selection dropdown at bottom.

5. Click on 'Generate Form' button.

6. Click 'Save' on File Download dialog box. Allow file to download, save it to any appropriate folder. Click 'Open' when the download is finished.

7. When the document opens, scroll down to the section that contains class date and time info.

8. Select the 4 lines starting with "Class Day" and ending with 'Registration Deadline'. Copy the selected text. Do NOT close the document.

9. Open My Computer or My Documents, navigate to the S: drive, ASP folder, then Registration Forms.

10. If there are already some present in the current month's folder, pick files using the same system and number of weeks, open a Front and Back.

11. In the Front form, change the school name in the upper left table cell.

12. Select the lines under the school name in the upper left cell, press 'ctrl'+'shft'+'v' to do a Paste Special. Select 'Unformatted Text' and press Enter.

13. Update the time to AM:PM format.

14. Go back to the downloaded Registration document, select and copy the line of text starting with "Class Day:" and ending in the Section Number.

15. In the Back form, change the school name in the cell just above the enrollment form to the selected school.

16. In the new registration form, select the two lines with the same info just above the enrollment data. Paste Special again.

17. On the File menu for each new form, select "Save As", modify the file name in the Save As dialog to include the selected school name.

18. Close or print the downloaded registration form.

You can also select a number of schools on the Printed Forms page, and download their registration data all at once. Each school's data will be on a different page in the downloaded document. Just keep repeating steps 8-18 above for each school.