This document is designed to give you a quick overview of the Electronic Campus Institutional Data Entry (IDE) system and help get you started. For more information please make sure you take the time to read the IDE Guidelines documents. Additional in-depth information is available on in the Electronic Campus Institutional Handbook.

In order to effectively brand and promote the site, we ask that all wording now refer to the Electronic Campus, or Southern Regional Education Boards Electronic Campus, or SREB's Electronic Campus. Please replace all references to SREC, Electronic Campus of the SREB, WaysInMentor, WIM or simply Southern Regional Education Board or SREB, on transitional page sites with one of these two names.

All links should be to www.electroniccampus.org, not www.sreb.org , www.waysinmentor.org, or www.srec.sreb.org.

In addition to the name change, a new logo has been designed and is available to use.

The logo may be downloaded from the Administrative Guidelines Page at http://www.electroniccampus.info/ide/guidelines/adminguidelines.asp.

The new logo should replace any previous logos as well as references or links to Ways In Mentor, SREC, etc.

A word about browsers: IDE systems are developed and tested to be compatible with Microsoft's Internet Explorer and Mozilla's Firefox browsers. In the past we have had display and functionality problems with Netscape's browser therefore, if you use this, you may encounter unexpected displays or delays in processing. You should use the current versions of either IE or Firefox for best results.

The IDE area is broken into three basic areas:

• IDE (Institutional Data Entry) pages are Green. These include all the information on operations and guidelines for the Electronic Campus and is your "home base." Jump to IDE Information
   
• CDE (Course Data Entry) pages are Blue.  These pages are for adding, editing and archiving courses being offered on the Electronic Campus. It is also where census information is entered if your institution records course census data.  Jump to CDE Information
   
• PDE (Program Data Entry) pages are Red. These pages are for adding, editing and archiving programs being offered on the Electronic Campus..  Jump to PDE Information

This document will help to guide you through the IDE site to the area you will be using (i.e. CDE or PDE). Please feel free to follow the Guideline links on IDE to learn more about the Electronic Campus.

IDE

AT the welcome screen. Click Log In (at the top), or Register (second bullet point) to create a new account.

Once you have a log in account, enter the User Name and Password in the log in screen. You may click the check box next to Remember password to have the system automatically fill your password when you go to the Log In screen.

After logging in, you will be directed to the Welcome page. Across the top of the screen should appear two rows of navigation buttons. The top row allows navigation between the various areas of the Institutional Data Entry (IDE) site - (Course Data Entry (CDE), Program Data Entry (PDE), as well as a Log Out button. These buttons will always appear across the site to help aid in navigation.

The second row of smaller buttons will be for tasks and areas in that specific part of IDE. In the Green IDE pages, there are buttons to reach the General Overview, the Electronic Campus Guidelines, and Information for First Time users.

Click on the CDE button at the top of the screen to be taken to Course Data Entry.

CDE

Once you are on the CDE page, the first step is to set your filter. By clicking on the Filter button you will be taken step by step through the filter process. The filter allows you to specify parameters for the courses you will be able to see. Initially you will have no courses, so you should simply open the filter form and click the Submit button to set the defaults. As soon as you have your first course entered, the filter function will allow you to use the List, Edit or Archive functions. You can use the filter to narrow the list of courses displayed, showing only those courses which match your requirements based upon delivery method, subject, level and other criteria. Your filter is stored as part of your profile on the system and will be set and unchanged each time you login, unless you change it. Additional information on setting the filter is available here.

Throughout CDE, you will see Wally, the helper on the right hand of the screen. Click him to be taken to relevant help pages.

If you receive an error message when you click to add, remove or list, it simply means your filter needs to be reset. After you hit Submit you should get a message telling you are successful:

Success!

After setting your filter, use the buttons across the top to List, Add, Edit or Archive courses in the Electronic Campus system.

The process of adding your course is simply one of filling in the fields. The field requirements can be found by clicking on the field name or Wally. The more information you can provide for the prospective students, the better. All fields are required to enter the course.

There are common errors in course entry or editing that will delay the activation of a course.  A few of the problems that can cause such a delay include:

• incorrect spelling;

• course descriptions not in complete sentences;

• use of abbreviations;

• Remember to remove all HTML code from the text fields. If HTML code is not removed, course information will display incorrectly, or not at all;

• not including a course title when using a course prerequisite; and

• entering the institutions home page URL rather than the EC transitional page URL.

When a student searches by course description or course title, the system does not recognize misspellings or abbreviations to the student's inquiry. Please remember to verify spelling, double check for typo’s and avoid all abbreviations.

View the Course Add Process instructions for detailed information on adding a course.
 

List, Edit and Archive will all display a list of courses (based upon your filter) for you to use.

• Clicking on a course in List will bring up the course in review mode.

• Clicking on a course in Edit will bring up the course for editing, starting with the general information screen.

• To edit the course data information, select the course title. Editing the course data information will deactivate the course.

• To edit only course term and tuition information, select Add a New Term for This Course or Editing Existing Term Information.
   

• Clicking on a course in Archive will mark the selected course as "Archived" so it is no longer active. You will be asked to reconfirm your decision to archive this course.

• To edit a course that has been archived, it is necessary to edit the course data information to remove the “archive” status of the course.

PDE

As with CDE, once you are on the PDE page, the first step is to set your filter. By clicking on the filter button you will be taken step by step through the filter process. The filter allows you to specify parameters for the courses you will be able to see. Initially you will have no programs, so you should simply open the filter form and click the Submit button to set the defaults. As soon as you have your first program entered, the filter function will allow you to use the List, Edit or Archive functions. You can use the filter to narrow the list of programs displayed further, showing only those programs which match your criteria. Your filter is stored as part of your profile on the system and will be set and unchanged each time you login, unless you change it. Additional information on setting the filter is here.

Throughout PDE, you will see Wally, the helper on the right hand of the screen. Click on him to be taken to the help pages.

After setting your filter, use the buttons across the top to List, Add, Edit or Archive courses in the Electronic Campus system.

The process of adding your program is simply one of filling in the fields. The field requirements are listed here. The more information you can provide for the prospective students, the better.  Program information is divided among several "Tabs" of information:

• General - basic information on the program, including title, level, degree, deadlines and methods of interaction.

• Specific - more detailed information on program, graduation and attendance requirements as well as transfer policies.

• Admission/Schedule - information on admission requirements and procedures, as well as any special schedule information relevant to the program.

• Credit/Cost - information on the credit hours required for the degree, credit transference information, and tuition and fee information for courses in the program.

A few of the problems that can cause such a delay include:

When a student searches by programs description or course title, the system does not recognize misspellings or abbreviations to the student's inquiry. Please remember to verify spelling, double check for typo's and avoid all abbreviations.

View the Program Add Process instructions for detailed information on adding a program.
 

Save your work with Save Changes before moving to the next tab.

If you edit a program that has been archived, it is necessary to remove the “archive” status of the program for it to be viewable to students

Once again, thanks for your willingness to participate in the Electronic Campus and TheTeacherCenter.org.

If you need help or if you have any questions, contact IDEHelp@sreb.org for assistance (be sure to include your name and the name of your institution).