eBECAS Setup

Index

• What type of Colleges is eBECAS designed for?
• Does eBECAS support multi-company and multi-locations?
• What information do I need to add before I can enter students?
• What is a Faculty?
• How is a Academic Faculty type different to a Language Faculty type?
• Language Course Details
• What are sessions used for in a Language Course?
• How do I define Modules for a Academic Course?

The purpose of this documentation is to provide assistance in setting up eBECAS for your College.

What type of Colleges is eBECAS designed for?

eBECAS was specifically designed for Academic or Language Colleges or a hybrid College setup of both.

Academic College - What we mean when we use the term Academic College relates to the method of study. Academic Colleges by our definition are module or subject based. Subjects are studied for a period of weeks or a semester and are tested and graded. Examples of Academic Colleges are Secondary, Foundation and University Colleges.

The period subjects can be studied can be a term, semester or number of weeks. Each subject can comprise multiple classes, lectures, and tutorials. Classes can be scheduled to be repeated for a period of time, for example lecture Monday 10-11am and Wednesday 2-3pm, with Tutorial on Thursday 2-5pm. Any combination is possible. A grade result is stored for the subject / module.

Language College - What we mean when we use the term Language College relates to the method of study also. Language Colleges by our definition usually teach continuously for the period of the enrolment, and are not subject based.

Results and grades are stored for the course, not the class. Classes are assigned by sessions. Typically a Language College runs classes for 4 sessions. The sessions may be called AM, PM, Options, Private or other names that relate to the time of day or grouping of classes for a course. For example, an AM session may run every day from 9am to 12 noon, the PM Session may run from 1pm to 2pm, the Options session from 2pm-4pm and the Private session is designed for odd class times outside the core sessions.

Each course has the sessions the classes are run. A General English full-time course may have students attend AM, PM and Option sessions. Classes are run during a session. A student is assigned to a class depending on the student's overall English level. For example a student is assigned to an intermediate class "INT-1A" which is run during the AM session, the class "INT-1B" is run during the the PM session for intermediate students and may or may not include the same students from the moring class, and may or may not be run by the same teacher, and may or may not be in the same room.

There may be specialist Options session classes like English for Academic program such as Medical students desiring entrance for Nursing pathway course.

Does eBECAS support multi-company and multi-locations?

eBECAS is specifically designed for multi-campus and multi company financials. Many Colleges are using a centralised Marketing and Admissions team. Colleges can have common Agents and obtain performance and Financials for the group and by College campus. Users can be defined to have access to all students or only view their particular campus students. Class rolls and class allocation can be made by campus location.

Display of Company setup:

Details of a Company :

Because eBECAS license prices are different for a multi company / location, not all versions of eBECAS have the option to add a new Company or location.

To display the location/s already entered for eBECAS go to Main - Utilities - Setup Configuration - Geographic - Location.

What information do I need to add before I can enter students?

Before you add any students, there are several areas in eBECAS that you need to add background information before any student is entered.

• Faculties (groups of courses at a location eg. Manly ELICOS, Sydney Foundation Studies)
• Courses
• Countrys
• Agents and agent details with commissions
• For Academic faculties subjects

What is a faculty?

A faculty is a grouping courses for a location and company, with the course type either Academic or Language.

Each faculty must have a Company and Location specified, with the Faculty type selected - either Language or Academic.

Courses are assigned to a Faculty, so faculties must be entered before Courses. Holidays can be defined by Faculty.

The Faculty type determines how timetables, classes and results are assigned. Courses assigned to Language type faculties have students placed into Language Classes and students have Language type results. Courses assigned to Academic type faculties have students assigned to Academic classes and store academic results.

All courses defined under a faculty can be selected to have the study option fixed week or for Academic faculty by semester.

To add or view faculties go to Utilities - Faculty (press search)

Press search to display all Faculties and press Modify to display the Faculty details (alternatively double mouse click the highlighted faculty to display details)

To display or modify the Faculty details, highlight the faculty and press Modify

For a Language based Faculty, all course study options are Fixed week (weekly based enrolments)

The faculty defines the number of hours of attendance for the courses.

Holidays can also be defined for all courses in the faculty.

Holidays can be specified for a period, and can be specified to extend or not a course enrolment.

How is a Academic Faculty type different to a Language Faculty type?

Academic Faculty type

As well as study type "fixed weeks", the faculty type Academic has an additional study type option "semester".

Study type "fixed weeks" means that all courses will be defined by the number of weeks for the course. Study type "semester" means that you define the dates and number of semesters in a year. In Academic faculties, each course entered for the faculty comprises one or more semesters, and one or more subjects (modules). Each subject (module) can be defined as studied during a semester.

To specify the period (dates) for the semesters Go to Utilities - Setup Configuration - Academic - Semesters. Semesters are defined for all faculties (not for individual faculties). There can be no overlapping of dates. You must define all semesters for all enrolments i.e. if a student is studying a 3 year course, you must define the semesters for the next 3 years. Please note you cannot enter holidays for a semester based Faculty. Holidays are the breaks between semesters, and defined in Academic - Semester setup.

Language Courses Details

To add/display Courses go to Utilities - Courses, To display what Courses are already entered, press Search. Filters can be applied to show a single Faculty, Location for both Active and in-active courses. To display Course details press the modify button (alternatively double mouse click the highlighted course to display details)

Course Details for a fixed week Language course:

Language Courses can be fixed length or weekly. If the course is fixed week then the cost is the standard cost for the period of the course (in this case $3000 for a 10 week course).

Alternatively a course can be charged at a weekly rate:

In this example the Course charge is $285 per week. How this works is when an enrolment (enrolment = course of study for a period of time) is entered for a student, the start date is requested and number of weeks are specified. If a student was studying for 20 weeks then the course cost would be $285 x 20 = $5,700

Notice for each course the Language Class sessions are specified.

What are sessions used for in a Language Course?

Sessions are used only by faculty type Language for Classes and Courses. Sessions are used to identify groups of classes. You can have many classes for the one session. The session can be used to identify when the class takes place or what is taught during the classes.

For example, some Colleges use 4 sessions, and call the sessions AM, PM, Elective and Private. The AM session could be defined as the core session that runs each day from 9am to 12 noon. The PM session could be defined as the session that runs from 12:30- 2:30pm. The Elective session runs from 2:30pm to 3:30pm, and Private session are for classes that run when arranged.

The AM session has many classes, with different class levels. The classes the DOS (Director of Studies) has created for the AM session may be called BEG-1, BEG-2, INT-1, INT-2 etc or any name that identifies the class. Each class has students assigned to the class, in a particular room, with a particular teacher. Classes are often identified by level. The PM session has different classes, and can have different students allocated for each class. The Elective session can be used to identify special classes the student needs to attend for the course.

Alternatively some Colleges use up to 8 sessions and identify the sessions by what is taught. For example, the session names may be: Writing, Reading, Listening, Speaking, Options and Friday Activities. The Writing Classes may be every day from 9-10am, and the Reading Classes from 10-11am, this allows the students to be assigned to different classes based on the different levels they have attained for Reading and Writing etc.

How do I define Modules for a Academic Course?

Academic Subjects / Modules can be accessed from the Main menu - Utilities - Modules. Press Search to display those already entered, or new to add a new Module.

The Module details:

The module can contain other modules also as assessment items:

The Assessment type can be tailored to use whatever you want, for example, examination, project or test.

The Assessment types can be defined from Main menu - Utilities - Setup Configuration - Academic - Assessment types: