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How do I create a Basic Instructor visit for a Basic Law class?

How do I create a Basic Instructor visit for a Basic Law class?

This will be used when a regional academy is sending instructors to the main campus along with a current Basic class. For example, when a regional academy needs to come over to use the main campus track for EVOC, etc.

Before the visit is created in the system, you should check and double check the coordinator and lead instructor and Additional Instructors panel listed on the main class, as this list will be used to create the new Instructor Visit class with.

Note: You are able to assign anyone in the system as a Staff or Adjunct Instructor now! Simply search for them under Students…Search Student. Once you have pulled their page up, simply open the Instructor/Coordinator Information panel, select STAFF INSTRUCTOR for Staff or ASSOCIATE INSTRUCTOR for Adjunct, input 0 for Cost, and then list their contact phone or your phone number and then Save Instructor, then go back and refresh the Basic class page and you should be able to find them on the below Lead Instructor dropdown under the Additional Instructors panel.

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Once you have confirmed that the Coordinator and Lead Instructor and Additional Instructors panels accurately list everyone teaching the session (make sure the coordinator is listed under Additional Instructors as well), you are ready to create the new Visit class. You can manually remove any instructors who are not coming to the main campus on this particular visit in later steps.

  1. Pull up your Basic class in SRS if you haven’t already, then confirm the Coordinator, Lead Instructor and Additional Instructors list. (you just need to pull up one of the instances) These are the same instructors that you would normally list and send on the Instructor Lodging request form. Please make sure that the Coordinator is listed on the Additional Instructors panel list if they are coming for the visit also. You do not need to do this for the Lead Instructor.

  2. Click the Instructors Visit button up at the top of the Basic class page, then fill in the Start Date and End Date and select the Visit Reason. The Start Date should be the date when they are teaching, not when they arrive for early lodging. The End Date should be the last day they are on campus, which is typically their check-out date, then click Create Class.

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  3. An alert modal should pop up letting you know that the class is successfully created along with the new course number for the hidden Instructor Visit class. Once you click OK it should automatically redirect you to the newly created class as well.

  4. Notice that the newly created class name is the same name as the original class, with Regional Location then “- Instructors “ then the visit type added at the end of the class name. This is for ease of use by staff looking up classes in the system, check in by the Front Desk, etc.

  5. Open the Roster panel to verify that all instructors that are visiting have been added here. 

    1. If there are instructors that were added from Lead Instructor or Additional Instructors list that won’t be coming for this visit, then you should simply be able to Cancel them from the Visit class under the Roster panel, next to their name. Use the dropdown in the Status column to change their Status to Canceled (A).

  6. Confirm that each Instructor is registered under the correct agency, especially the Staff Instructors. If you need to change this, you should be able to under their Edit History button to the right

  7. Click Edit History to the right of each instructor in the Roster panel and open the Meals panel to verify they have been assigned a Daily Charge 30 meal plan with INSTRUCTOR as the receipt number. Also, verify that the Agency is correct under the General Information panel, especially for Staff Instructors, the agency should be their Regional Academy.

  8. This will allow instructors to easily check in and lodge on campus, starting the day before their visit up to the end date of their visit. Their lodging information should come up under the class named, for example: Basic Law Enforcement Training Course - Instructors

  9. This will also allow instructors to automatically have a meal plan activated under their visit as well. We encourage staff (and adjunct) instructors to use the GPSTC Training mobile app on their phones to access their assigned meal card and plan.

    1. For staff instructors, the GPSTC Training mobile app should already be installed on their work phones. If needed, they are also welcome to install the GPSTC Training mobile app on their personal smart phone.

    2. For adjunct instructors, they will need to install the GPSTC Training mobile app on their own smartphone

    3. The instructor simply needs to login to the app using their GPSTC Student ID and password, just like logging in to our GPSTC Student Access website at https://access.gpstc.org/student

 

Note: If someone doesn't show up on the dropdown, then you should be able to look them up under the Students module in SRS, then open the Instructor/Coordinator panel and set them to STAFF INSTRUCTOR for staff or ASSOCIATE INSTRUCTOR for adjunct, set cost to 0 and enter their phone number or otherwise, then click Save Instructor, and reload their page to verify that information saved. Then go and refresh the Basic Law class session and then they should show up in the Additional Instructors dropdown.

Note: If you need to add more instructors after creating the Instructors Visit class, then simply pull the original Basic Law class session up, make sure you add the instructors under Additional Instructors panel, then click Instructors Visit button at the top and make sure you enter the same start and end visit dates that you originally did for the visit, then click Create Class. It should add the new ones and pull up a new tab with the "- Instructors" class for your review. Check the Roster and Edit History feal meals as above.