TO - Manage Series

The TO - Manage Series task is available for training organization managers or employees to schedule and process series for their organizations. A series is a set of trainings that are scheduled in sequence. To schedule a Series in the Training Registry, each specific training instance or module associated with the series must first be approved. This topic will cover the steps to reveal the trainings within a selected series. See the topic TO - Manage Trainings to learn how to submit the trainings for approval. Refer to the table below to review the relationship between the Training Registry elements.

Term	Definition
Training	Summary of content or a defined curriculum for a class that will be used each time you schedule this content.
Class	An instance of the training you schedule to be held in the future.
Series	A grouping of classes that has been predefined within the Training Registry.
Conference	A group of classes or workshops defined by the training organization.

Quick Steps:

Sign in to the system using the link on the left navigation.
Click the Task drop down and select TO-Manage Series.
Click Schedule New Series to create a new sequence of trainings.
Click Create Class from the Series Details to add classes to the series.
Click Enrollment to manage the series enrollment.
Click the series title to edit the series or cancel the series.
Click Remove to delete the series.

Before you begin: Open and Sign In to the Iowa Child Care Provider Training Registry.

The result: The Manage Account page displays.

To manage the series for your organization:

Click the for the Task field.
Select TO - Manage Series.

The result: The Manage Series page displays.

To view series:

Click the for the View field.

The result: The view options display.

	View	Definition
	Current Series	All series on the calendar today and in the future.
	To be Processed Series	Past series that have not had the attendance processed.
	Cancelled Series	Cancelled Series that may have enrollees waiting for reschedule.
	All Series	All past, current, and cancelled series
	Processed Series	Past series that have been marked for attendance.

By default, the view will be Current Series.

To schedule a new series:

Click .

The result: The Schedule a Series page displays.

Click the to select the Series

Click View Series Details... to view the associated trainings within the series. Remember, the organization must first be approved to provide the trainings associated with the series before the system will allow the organization to complete scheduling.

To save time in data entry, please see the topic TO - Manage Trainings to make sure your organization has approval for all trainings associated with the series selected.

If the series you want to schedule is not displayed, see the topic Series Trainings in the TO - Manage Trainings topic.

Click .

The Result: The Schedule a Series page displays.

Enter the series-specific information on the right side of the page.

All fields identified with an asterisk (*) must be completed prior to posting the series to the training registry.

Select the appropriate payment option or options for the series in the Payment Options section of Schedule a Series page.

Payment Options	What it indicates
This Training does not have a cost to the participant	There is not a cost associated with the training.
Your enrollment request will not be approved until the organization receives your payment.	The training organization can provide a payment due date to indicate a deadline to the enrollee.
Please mail check, voucher or money order to:	The section expands to display Business and Address information fields to allow entry.
To pay by credit card, click on this link:	Allows the input of an internet address where enrollees can pay online.
To pay by credit card (if you have a pay pal account), click on this link:	This will allow an enrollee the option of paying by connecting to Pay Pal.
To pay by phone, please use the contact information below	This will allow the training organization to direct enrollees to call to make payment via telephone.

Click .

The result: The Manage Series page displays with the newly created series.

The series will display on the calendar as soon as it has at least one class added. You may wish to utilize the Enrollment Start Date field to hide the training from the public until you have included all of the classes. Continue to the next topic to find out more about adding classes to a series.

To add classes to a series:

Click the Series Title.

The Result: The Schedule a Series page displays.

Click in the Classes section of the page.

The Result: The Select Training page displays only the trainings associated with the series.

Click the title of the training.

The Result: The Schedule a Class page displays.

Click the button and update the information as needed for this class of the series on the right side of the page.

All fields identified with an asterisk(*) must be completed to schedule the class to the series.

Click .

The result: The class is listed individually as a part of the series.

Repeat steps 2 - 5 to create additional classes for the series.

To edit a future series:

Click the title of the series.

The result: The Schedule a Series page displays the details.

Update the series information.
Click .

The result: The update is made and the Manage Series page displays.

To view the enrollment of the classes within the series:

Click .

The Result: The Manage Series Enrollment page displays.

To manage the series enrollment, you will need to manage each class enrollment within the series individually.

Click for any class within the series.

The Result: The Manage Class Enrollment page displays.

The order in which you Enroll the enrollees will determine who is placed upon the waiting list. To learn more about approving the enrollment of a training, see the topic Training Enrollment. A notification Email is automatically sent to the enrollee to inform him or her of the enrollment status.

To add a person from the Waiting List:

Click in the Waiting List section of the page.

The result: The Manage Class Enrollment page displays with the new person listed in the Enrollment section.

The wait list and unenroll actions you perform for the enrollee in one class happens in all classes within the series.

To move a person from the series to the Wait list:

Click the check box in the Move to Wait list column.
Click .

The result: The Manage Class Enrollment page displays with the person now listed in the Waiting List section.

To un enroll a person from the entire series:

Click the check box in the Unenroll column.
Click .

The result: The Manage Class Enrollment page displays without the person listed.

To un enroll a person from the wait list for the entire series:

Click .

The result: The Manage Class Enrollment page displays without the person listed.

To manage series attendance:

Click .

The result: The Manage Series Enrollment page displays.

Click for the class within the series that you want to manage.

The Result: The Manage Class Enrollment page displays.

Click to place a check mark in the Attended or Not Attended check box to indicate attendance.

The result: The Manage Class Enrollment page displays with the appropriate check marks.

Click to save and update the class enrollment.

To print the Class Enrollment list from the Manage Class Enrollment page:

Click .

The result: The Class Enrollment Print window displays.

Click to produce a paper copy using your printer settings.

To create an electronic file with the enrollment data, select all (Ctrl-A), copy (Ctrl-C), move to Word or Excel, and paste (Ctrl-V)

Click to close the print window and return to the training registry.

To send an e-mail to series participants and instructor:

Click .

The result: An e-mail message will generate with the participant's e-mail addresses listed in the To: field. This is dependent upon your computer's e-mail software.

To remove a series:

Click next to the Series Title for the series you want to remove.

The result: A message box displays to confirm the removal.

Click to confirm the removal of this series.

If there are students enrolled in the series or if it is in the past, it cannot be removed.

To cancel a series:

Click the title of the series.

The result: The Schedule a Series page displays.

Click the Cancel this Series check box.

Click .

The result: The Manage Series page displays without the cancelled series listed and an Email is sent to enrollees stating that the series has been cancelled.