Objective
This page explains on the topic of how to create a new event on Rapla and explains further on different scenarios.
Complexity MEDIUM
Page Contents
Assumptions
You have already read Introduction to Rapla
You have already installed Rapla as per Accessing Rapla
You have a valid Rapla user account
Key terms and concepts
Note
Both admin and non-admin user privileges are able to create events in Rapla. Only admin users can edit events created by other users.
Be advised
The user needs to make sure they are not highlighting anything on the left-hand side of the menu bar. This can cause Rapla to think that you are creating any events against that resource. Hence, you might see a warning message.
Explanation of Standard Event Types
Sessions (Lecture, tutorials, etc.) - most popular one, used for synchronising with Paradigm
Meetings
Exams
Student bookings
Auditions
Explanation of Standard Event Attributes (Fields)
Take the most popular event type - Session as an example, please see the following common attributes:
Field Name | Description |
|---|---|
Unit Name | The name of the unit offers by the Institution. The same one matches the record in Paradigm. |
Unit Code | The unit code offers by the Institution. The same one matches the record in Paradigm. |
Session Type | Subject to each institution to define their session type (e.g. class, tutorial, lecture) |
Campus | Subject to each institution to define their campus (e.g. Melbourne, Sydney) |
Minimum Participants | The minimum number of participants for running the session (e.g. 5) |
Maximum Participants | The maximum number of participants for running the session |
Faculty/Department | Subject to each institution to define their faculty/department (e.g. Faculty of Art) |
Session Group ID (Group number) | [Do not change] A group of sessions from which a selection is made during the enrolment (aka. it is an enrolment choice). |
Session Seq ID (Class number) | [Do not change] A set of enrollees (i.e. students) who attend the same session together under one scheduled unit (Lecture). |
Session Group and Session Class
Note
Once the session class combination rule has been set up, all students who enrolled into each class must follow that logic.
If your institution does not require the logic of session class, leave the field in blank.
Session Group:
A student must enrol to at least one option from each group. A group of sessions that are in the same category. For instance, sessions that belongs to Lecture event type can be categorised as group 1, which have a list of scheduled lecture options. Tutorial as Group 2 can have a list of scheduled tutorial option. Workshop as Group 3.
Session Class:
A unique approach that is subject to each institution’s rule combines a set of options. One from group 1 and the other from group 2 or 3, they both share the same class number. So that when a student enrols into one of the lecture options (e.g. class 1). The system will enrol the student into a tutorial option (class 1) that has the same class number by default.
Workflow
How to create a single event on Rapla
You will use the left mouse (drag and drop) to mark the time period for the specific appointment you want to. The marked rows are highlighted in pale blue (as below).
2. Right click a new context menu appears, then select the suitable event type, ranging from a session, generic event, meeting or student booking. In the below instance, it is an example of creating a new Event (Paradigm Session). Note there are three sections:
The upper section: confirm the Event type you want to create, fill out these fields that are critical for integration between Rapla and Paradigm: Unit Codes (E.g. FIT9130), Unit Name, Campus (if applicable), Delivery mode, Department.
The middle section shows the detail of the appointment: you will need to fill out the start and end date, select whether it is a single event or recurring one. You can even exclude public holidays or semester breaks if applicable (Refer to below scenario 2).
The bottom section shows the resources you want to allocate to, add the resources from the left hand side to the right section by either double clicking or click on the resource and go to click Add button
3. Click on Save button.
This is one of magics that Rapla will show you next...
While you follow the above steps of creating events/appointment, when you reach to the bottom section - resource allocations. Rapla tells you the available resource by having a green icon at front. The red cross icon means the resource has been taken for another event. So you should try to avoid allocating it again.
Following the same steps as above, then find Exceptions (0) button on the middle right hand side.
Click on Exceptions and a new window will pop up.
Add or remove the dates (e.g. public holidays, trimester breaks)
Click on Close button
The Exceptions button now appears in red with a number in the bracket.
6. You have now created a repeating event with one or more exception(s).
You should follow the instruction of Scenario 2 to create a recurring events first (i.e.appointment 1)
After you added the exception date for the first appointment (as per the below image: Exceptions showing 1 in red)
Click on New button under the Appointments section to create a 'No repeating' event (i.e. appointment 2)
4. At Resource Allocation section, you need to assign resources (e.g. staff, rooms) to each appointment individually.
5. Currently all resources have been set to every appoint, you can change it by click on 'Every appointment'. It opens up more options to each appointment.
6. Resources have been color coded and allocated to Appointment 1 and Appointment 2.
Further Reading
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Rapla Session Import (Paradigm Knowledge Base)
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