Managing Courses

All Courses Overview Page

What are Courses?

A course is a training catalog template that defines the curriculum, requirements, and settings for a type of training. Once you create a course, you can schedule it multiple times as different class sessions with specific dates, times, and locations.

Course vs Class: What's the Difference?

Course Class
The curriculum template A scheduled instance
Defines what will be taught Defines when and where it's taught
Created once, used many times Created for each specific session
Example: "Database Fundamentals" Example: "Database Fundamentals on Jan 15, 2:00 PM in Room 301"
Has description, prerequisites, certification info Has date, time, instructor, location, enrollment

Viewing All Courses

To view all courses in your client:

  1. Navigate to Course Management → Courses in the sidebar menu
  2. You'll see the All Courses page with a searchable table

Understanding the Courses Table

The courses table displays:

  1. Actions - View and Edit buttons for each course
  2. Course ID - Unique identifier assigned by the system
  3. Course Title - The name of the course
  4. Lockouts - Any demographic restrictions (if applicable)
  5. Client - Which organizational client owns this course
  6. Audience - Target audience (Global or specific groups)
  7. Prerequisites - Required prior courses (NA if none)
  8. Status - Active, Inactive, or Deprecated

Tip: Use the search box in the top right to quickly find courses by title or ID. You can also click column headers to sort.

All Courses Overview Page

Creating a New Course

To create a new course:

  1. Navigate to Course Management → Courses
  2. Click the Add New button at the top of the page
  3. Complete all required fields across the seven sections
  4. Click Add New Course at the bottom to save

Section 1: Overview, Client, and Title

Add new courses page overview
Add new courses page client and title box

On the Overview page, the first section you will see contains the Client and Title fields.

  • System Client - Select which organizational client owns this course. This determines who can see and schedule classes for this course.
  • Course Title - The name of the course. Be descriptive and consistent with your naming conventions.

Section 2: SysAdmin Administration

Add new courses page sysadmin options

Set prerequisites and FMS Unit ID. These options have restricted access and may require contacting the TMaRS System Administrator.

  • Course Prerequisites - Displays by course ID what courses must be completed before someone can take this course.

Section 3: Description

Add new courses page description box

Detailed description of what the course covers.

  • Course Description - This appears to users browsing the course catalog. Be clear and comprehensive - explain what topics are covered, what skills will be learned, and what the course includes.

Section 4: Delivery and Display

Add new courses page delivery and display box
  • Course Delivery Type - How the training will be delivered.
  • Presentation Length - How long the training session takes.
  • Display this course on ITS/eLearning/etc. portals - Check if this course should appear on external training portals
  • Display this course on the Educational Resources Guide Website - Check if this course should appear in the university's educational resources guide
  • This course is Requestable - Check if users can request this training be scheduled (even if no classes are currently offered)
  • Course Evaluation URL - Link to external evaluation/survey for course feedback
  • Canvas Link ID - Canvas LMS course identifier if applicable
  • Third Party URL - Link to external resources or registration page if course is hosted elsewhere

Section 5: Course Interlocks

Add new courses page course interlocks box
  • Course Status - Select the course status
    • Active - Course can be scheduled and users can enroll
    • Deprecated - Course is being phased out but existing classes can continue
    • Manual - Special handling required (consult system admin)
  • This is a Safety Training course - Check if this is safety-related training (used for EH&S reporting)
  • This course is presented by a safety designee - Check if course must be taught by certified safety personnel

Section 6: Audience

Add new courses page audience box
  • Who Should Attend? - Describe the target audience and who would benefit from this training. Example: "IT staff and data analysts needing database skills"
  • Certification Validation Period - How long the certification is valid before renewal is required.

Section 7: Demographic Lockouts

Add new courses page demo lockouts box

Demographic lockouts restrict who can enroll in the course based on their university role or status. Check any that apply:

  • Lock out Employees - Prevent employees from enrolling
  • Lock out Undergrad Students - Prevent undergraduate students from enrolling
  • Lock out Grad Students - Prevent graduate students from enrolling
  • Lock out Affiliates - Prevent affiliates from enrolling
  • Lock out Part-time/Paid hourly Students - Prevent part-time or hourly students from enrolling

Section 8: Submit

Add new courses page submit button

Click the "Add New Class" button to submit your new course and make it available within the TMaRS System for your specific client.

Editing Courses

Viewing and Making Changes

To view a course without editing:

  1. Navigate to Course Management → Courses
  2. Find the course in the table
  3. Click the View button in the Actions column

To edit an existing course:

  1. Navigate to Course Management → Courses
  2. Find the course in the table (use search if needed)
  3. Click the Edit button in the Actions column
  4. Make your changes to any of the seven sections
  5. Click Update Course at the bottom to save
Edit existing course page