Course Exporting Exporting a course from a college requires proper maintenance of course information in the ICE system. The college must create and update not only the course information in the ICE system but also keep current the contact information, calendar information, and textbook information. This is critical in making the exchange successful.

Adding New Courses All courses that an institution plans to share should be listed in the ICE System. The course information can be entered into the ICE System by anyone with a Level 5 clearance on the ICE System.   All modifications to course information are done in the Course Listings section of the ICE System. Courses may be added by clicking on Course Listings from the main page, where a complete list of courses will appear.   The default view for the Course Listings page is the user’s college with their default semester. The viewed college or semester can be changed using the two drop-down menus in the upper right hand corner.

Brand New Courses If you have new courses you wish to enter, choose the Add Course box in the left-hand column of the Course Listings page. The Add Course button is only available on the user's own Course Listings page.   Once Add Course has been selected, the user will be brought to a form for entering a series of courses. This form requires the user to enter the course number, section and title of all the courses. After scrolling to the bottom and clicking Submit, the user will be taken back to the Course Listings page where the course will be listed for the current semester. Clicking on the course title will take the user to the Course Details screen, where all course information can then be entered.

Course Rollover If you have courses in a previous semester, you may copy them to the next semester using the Rollover Course button found on the Course Listings page.  The Rollover Course button is only available on the user's own Course Listings page.   Near the top of the Rollover Course page (Figure 3) is a dropdown menu where the choice of the destination semester is made. Under it is a list of the courses for the current semester. Beside each course is a checkbox that allows the user to select which courses to roll forward to the chosen semester.   Courses can be rolled over from any semester by choosing Rollover Course from the Course Listing page in the desired semester.   All course information will be moved to the destination semester except date specific information, bookstore approval and student information.

Modifying Course Information Course modification can be done by anyone with a Level 5 clearance. If modification is required for a newly entered course, the user can search the Course Listings page and select the desired course by double clicking on the highlighted course code and title.   After the course is selected the users will see the Course Details page. This page displays the available details about the course.   Only the fields that contain information are displayed.   If the course being viewed is the user's own course, the Modify Course button will be available.

All faculty information must be complete in order to enable the faculty member to make modifications to the course information from the faculty web site.   The Modify Course form is broken up into 6 sections. The sections are as follows: -Course Information -Section Information -Faculty Information -Required Visit Information -Textbook Information -Course Tool Information Each field of this form is very important for the offering of the course. This is the only information that another institution has to evaluate this course. The more information available for the course, the more likely another institution will select this course for sharing.

Course Information   The information in this portion of the form is retained for all occurrences of this course on the ICE System. If this information is changed it will be changed for each semester in which the course is offered... past, present or future. Section Information This portion of the form contains information that changes on a semesterly basis. Although the information may be the same for each semester, if change is necessary for multiple semesters it must be changed on an individual basis. Faculty Information   If more than one faculty member is teaching, you may choose additional faculty from the drop down menus, or enter in a new name if the person is not listed. To delete a person, check the delete box that is located above the current faculty. Please note that roster information will be available to ALL faculty members who are listed under this course. Required Visit Information   The campus visit information is also based on the semester and not the course listing.  Although the information may be the same for each semester, if change is necessary for multiple semesters it must be changed on an individual basis. Textbook Information   The textbook information is also based on the semester and not the course listing.  Although the information may be the same for each semester, if change is necessary for multiple semesters it must be changed on an individual basis. Modification of this information is typically left up to the college bookstore manager. The bookstore manager is responsible for verifying that the textbook information is correct.   Course Tool Information   If you choose to have the course supported by OASIS (Online Assessment System for Internet Students), you can add to certain tutorials, which evaluate certain skills needed for the course. When all of the course information is entered into the Course Information Form the user can submit the form and see the complete course details on the Course Details page.

Viewing Rosters Although faculty members receive a copy of their current roster via email near the beginning of the semester, the Champion will need access to the Roster for state reporting of seat counts and for the possible modification of grades.   Each student’s college organizes the roster listing. Students that have been removed from the roster are grayed out and have a red “X” next to their listing.   Click on the Student ID to find contact information about each student.   From the Student Information page, users can modify student information for each specific student or delete each student completely.

Modify Grades Twice a semester the faculty members will be required to submit grades for the students enrolled in their course. The grade choices for the students come from their home institution, not the teaching institution.   The instructor will have the option to note that the student is not attending. For each “Not Attending”, a last attended date will be required.   When the form is submitted, an email is sent to the faculty member, the student’s college and the instructor’s college.

Bookstore Information The institution’s bookstore manager is responsible for assuring the accuracy of the textbook information for each course. The college or the faculty member will input most of the course data, but the textbook information is typically left to the bookstore manager.   The ICE Champion at each institution will give bookstore manager access to the bookstore site (www.ilcco.net/bookstore). With access to the bookstore site, the manager can view the shared courses taught at their home college( labeled “from Your College”) and courses being offered by their college from another institution (labeled “to Your College”).   Book Entry After logging into the bookstore site the bookstore manager will be presented with three choices: view the contact information, view courses coming “to your college” , and view / input /modify data in courses “from your college”.   Selection of “from your college” will bring up a list of courses that have been shared with other institutions for the selected semester. For each of these courses, the bookstore manager is responsible for inputting the current textbook information.   Choosing Edit Textbook will take the bookstore manager to a form that permits the user to enter in any number of textbooks for the course.

Book Verification When all courses contain the current textbook information, the bookstore manager will click on the Verify Textbook Information button for each course.   This will place the Bookstore Manager Approved flag next to the textbook information for course listings for each approved course.

Exchanging Seats Once all of the seats have been exchanged for a course, users will need to be able to view student information in the database. At this point in the semester most institutions will begin working more with students and rosters than with course information. The Seats page provides a location to access all student information easily. Seats Page The Seats page is accessible from the Main Page. On the left side of the Seats page, the user will see a list of all of the courses being shared by the selected college. Across the top of the grid is the list of the all of the colleges in their User Profile.   The column for the user’s home college is highlighted in gray for quick reference.   Each row indicates the number of filled and unfilled seats shared by each college. The entry is displayed as number of filled seats over the number of seats available. The entries that are highlighted and underlined are hotlinks to the roster. The entries that are not highlighted are restricted from the current user’s view. Each college can click on the seat numbers to which they have access, either where the course resides or where the student resides.   For additional information about each course the user can simply click on the highlighted course name.   The default view for the Seats page is user’s college with default semester. The viewed college or semester can be changed using the two drop-down menus in the upper right hand corner. If a college is not listed in the drop down, the user can add colleges by updating their profile information, which can be accessed through User Profiles. Prior to the beginning of the semester, and after all course information is complete, any participating intuitions can request seats in a new course.

Fulfilling Seat Requests When a request is made for seats in a course, the teaching college will receive an email containing a link to the ICE website to fulfill the request.   When following the link, the teaching college will be prompted for a user name and password before proceeding to the Modify Seats page.   The Modify Seats page gives the teaching college access to fulfill the seat requests. On this page, the user will see the course name, code and section of the requesting institution. Also, on this page is a field containing the number of seats requested. This field can be edited so that the teaching college can alter the number of seats granted if necessary.   The teaching college has no obligation to grant the seat request. The seat request is just that...a request. If the teaching college does not see any benefit to granting the request, they may simply respond by placing a zero in the number of seats.         After considering the number of seats to grant, the teaching institution should block the number of seats off in their campus registration system.   When the number of seats is selected and the teaching college has submitted the form, the requesting institution will receive an email notifying them that the request has been fulfilled. The seats will also be recorded in the database, opening up the course for entering students into the ICE roster.

Faculty Access Faculty can access certain elements on the ICE system by going to the Faculty Site (http://www.ilcco.net/faculty). They receive their logins and passwords automatically by the ICE system during the registration period, midterm period and at the finals period.   If the Champion wants to manually send the faculty their respective login and password, they can go to the Seats page and click on Faculty Status then click on Email Login.   Once the faculty login to the Faculty Site, they will choose which course they want to modify by changin the semester. They can subsequently look at the course details and have the options to modify the course information, view the roster and modify the student grades.

Modify Course Information Faculty modification of course information is optional. If the institution has enabled faculty modification, a faculty member will be able to see a button labeled Modify Course.

Viewing Rosters Faculty members receive a copy of their current roster via email near the beginning of the semester. In addition, faculty members will have access to view the roster on the faculty website. Each student’s college organizes the roster listing. Students that have been removed from the roster are grayed out and have a red “X” next to their listing.   Click on the Student ID to find contact information for each student.   From the Student Information Page, users can either modify or delete the student.

Modify Grades Twice a semester the faculty members will be required to submit grades for the students enrolled in their course. The grade choices for the students come from their home institution, not the teaching institution.   The instructor will have the option to note that the student is not attending. For each “Not Attending”, a last attended date will be required.   When the form is submitted, an email is sent to the faculty member, the student’s college and the instructor’s college.

Course Importing Each college is required to input all of the course information for each course they are interested in sharing before the semester begins. Once that information is available on the ICE system, any college can look through the list of available courses and evaluate the course for use on their campus.

Locating a Course All courses that an institution plans to share with others should be listed in the ICE System. Courses can be found by clicking on Course Listings from the main page where a complete listing of courses will appear.   The default view for the Course Listings page is user’s college with default semester. The viewed college or semester can be changed using the two drop-down menus in the upper right hand corner.   If a college is not listed in the drop down, the user can add colleges by using the Modify Profile option on the Main Page.      For additional information about the course the user can simply click on the highlighted course name.

Requesting Seats If a college finds a course of interest it can request seats in that course using the Request Seats button. When a seat request is made the user will be presented with the Seat Request Form. On this form the requesting college has a place to specify the Course Code, Course Section and Course Name intended for this course. In addition, the number of seats in which the college is requesting is entered on this page.   When the form is submitted, an email is sent to the teaching college for approval or denial.   When the request has been fulfilled the requesting college will receive an email notifying them that the seats are available for data entry in the ICE system.   Seats are the property of the requesting college until the give back date. The give back data is ten days prior to the earliest college start date.   When all seats have been approved for delivery from your campus to your students, an entry must be created on your student registration system.

Retrieving Course Information After seats have been granted in a course, the requesting college must market the course to the potential students and make certain that all relevant information is made available to the students.   All of the course information is available on the Course Details page.   Not all of the information on the Course Details page is relevant to the student. Some of the information is made available to the college counselors, technical support, etc.

Textbook Information The bookstore managers have special access to the ICE database. Using the Bookstore Access (www.ilcco.net/bookstore) bookstore managers can view the required books for courses that their college is importing. Each course that is being imported will need to have a book available for each imported student.   The bookstore manager only has access to view the courses taught at their home college offered to other institutions (labeled “from Your College”), and courses being offered by their college imported from another institution (labeled “to Your College”).   Each course entered into the database will require that the textbook information be entered into the database by the bookstore manager and approved each semester.   TheBookstore Manager Approved flag next to the textbook information indicates that the bookstore manager has approved the text for this course.   For additional information about the course the bookstore manager can simply click on the highlighted course name.

Student Information Once all of the seats have been exchanged for a course, users will need to enter student information into the database. At this point in the semester most institutions will begin working more with students and rosters than course information. The Seats page provides a location to look at all student information easily.   The Seats page is accessible from the Main Page. Once on the seats page, the user will see a list down the left hand side of all of the courses in which sharing is actually taking place. Across that top of the grid is the list of the all of the colleges in the Users Profile .   The column for the user’s home college is highlighted in gray for quick reference.   Each row indicates the number of seats to each college, both filled and unfilled. The entry is displayed as number of filled seats over the number of seats available. Those entries that are highlighted and underlined are hotlinks to the roster. Those entries that are not highlighted are restricted from the current user’s view. Each college can click on the seats to which they have access, either where the course resides or where the student resides.

For additional information about each course the user can click on the highlighted course name. The default view for the Seats page is based on the user’s college with their default semester. The viewed college or semester can be changed using the two drop-down menus in the upper right hand corner. The default semester can be changed on the user's profile.   If a college is not listed in the drop down, the user can add colleges by editing their profile information.

Viewing Rosters Each student’s college organizes the roster listing. Students with that have been removed from the roster are grayed out and have a red “X” next to the studen'ts listing.   Each student’s college organizes the roster listing. Students that have been removed from the roster are grayed out and have a red “X” next to their listing.   Click on the Student ID to find contact information for each student.   From the Student Information Page, users can either modify or delete the student.

Adding Students Assuming that the user has access and assuming that the user’s college has seats in the course, an Add Student button should be seen on the left hand side of the View Roster page. On the Add Student page is a form that requests all of the information for the student enrolled in the course. This information will be provided to the instructor at the beginning of the course.   After a student is added, the seat is listed as filled. This will be reflected on the Seats page.   Anytime a student is added to the roster, the instructor will be notified by an automatic email.

Modifying and Deleting Students To view the Student Details, the user must click on the Student ID on the View Roster page. There are two options of this page: All of the student information can be modified on this page for the current student. Anytime the student information is modified, the instructor will be notified by an automatic email.     When the Delete Student option is chosen, the user will be prompted for the last date of attendance before the deletion takes place. Anytime a student is deleted, the instructor will be notified by an automatic email.

Retrieving Grades Near the middle and end of the semester the instructor will be given direction on how to modify student grades. Once the grade submission has taken place the student’s college can copy the information to a local registration system for reporting to the student.   Each student’s college organizes the roster listing.   Students that have been removed from the roster are grayed out and have a red “X” next to their name. A last date of attendance is required.   Click on the Student ID to find contact information about each student.

User Information Everyone who has access to ICE will have a user profile. This profile contains login and college information about the user. This information is available through the User Profile page, which is available on the Main page.   Each user has access to view and modify his or her profile. If the user is also the Champion, he or she can modiffy not only their own user profile, but also the profiles of other users at their college.

Adding Users Users can be added to the system from the Current Users page. The Current Users page displays each user and the access level that they hold. The user is taken to the Add User page by selecting the Add User button. This option is only available to users with level five access. When adding a new user, the system requires a Login Name, Password, First and Last Names, and Email Address. An Access Level is chosen for the new user from the following list:   5 -       Modify Courses and Grades, Request/Fill Seats 4 -       View Grades 3 -       View Rosters 2 -       View Seats 1 -       View Course Listings -1 -      Bookstore Managers   The default semester controls what semester the user’s session will open in. All of this information can be modified later by the user or by anyone with level five access.

Modifying Users Users can be modfied on the Current Users page. The Current Users page displays each user and the access level that they hold. By clicking on the users name the user will see more information about the user. From there Modify User button is available. This option is only available to Champions. Modifications can be made to the Login Name, Password, First and Last Names, and Email Address. An Access Level is chosen for the user from the following list:   5 -       Modify Courses and Grades, Request/Fill Seats 4 -       View Grades 3 -       View Rosters 2 -       View Seats 1 -       View Course Listings -1 -      Bookstore Managers   The default semester controls what semester the user’s session will open to.   The list of all available colleges is displayed with the most commonly used ones selected.   Any changes made on this page will require the modified user to log in again to activate the changes.

Deleting Users Users can be deleted on the Current Users page. The Current Users page displays each user and the access level that they hold. By clicking on the users name the user will see more information about the user. From there, the Delete User button is available. This option is only available to users with level five access. All deletions are final.

Contact Information Everyone who has access to ICE will have an entry in the contact list. This information is very important when colleges need to contact one another. This list contains important college personnel: Presidents, CAO, faculty, etc.  The list can be sorted by either college or last name by using the drop-down on the upper right hand side. Adding Contacts Contacts can be added to the system directly from the Main Contacts page by clicking on the Add Contacts button. The requested contact information is Last Name, First Name, Title, Email, Phone, etc. All contacts are added to the user's college and only by Level 5 users.   Any additions occur immediately. A notification is send to the new user, using the recently entered email address.

Modify Contacts Each user can modify his or her contact information by clicking on the name. From the user detail screen the user can click on Modify Contact.   The contact information is not only for reference but it also used by the system for contact at various times during the semester.   Level 5 users also have the access to modify all of the users their college.   Changing a contacts home college requires contacting the ILCCO Support Team.

Delete Contacts Each user can delete his or her contact information by clicking on the name. From the user detail screen the user can click on Modify Contact. Level 5 users also have the access to delete all of the users at their college.

Glossary Classmate – an online tutoring system for Illinois college students.   Give Back Date – The give back date is the date ten days prior to the earliest college start date any given semester. Seats are the property of the requesting college until the give back date.   Home College – the college at which the student resides.   ICE – the Internet Course Exchange is the platform on which the exchange of courses is facilitated.   ILCCO – the Illinois Community Colleges Online is an Illinois Community College Board (ICCB) initiative to promote the sharing of online courses in Illinois.   ILCCO – the Illinois Community Colleges Online is the group of all 48 community colleges in Illinois charged with the task of administering course sharing.   IVC – the Illinois Virtual Campus is a statewide course catalog of online and distance education courses in Illinois.   OASIS – the Online Assessment System for Internet Student is system for preparing students for participating in online courses.   OLE - the Online Learning Evaluation is a course evaluation used to evaluate the online course.   Seats – the reserved location in a course at one institution for another institution. Those reservations return to the Teaching College at the Give Back Date.   Shared Course – a course with agreement to receive student from another college.   Teaching College – the college at which the instructor resides.

Frequently Asked Questions   Q: Why can I not see all of the colleges in the ICE System? A: The colleges that are included in the college listings are defined in each user’s profile.   Q: What are students instructed to do once they are registered for an online course? A: Each course is different. The default for the ICE system is to have the student’s email the instructor.   Q: How should I contact the student if the online roster does not have the students’ email address? A: If the student’s email address is not available a phone call or letter is appropriate.   Q: Why should I share my course with other colleges’ students? A: Sharing has many benefits. Sharing a course can help a course that does not have enough enrollments on a local campus. Shared courses also have a greater diversity of students then courses with one student population.

Recent Changes Key Contacts - The Contacts page has icons that indicate Champion, Registrar, Contact for Granting Seats(1/28/02). Help - Using the "About ICE" button on the main page you can look through the training material that we have developed for the ICE system. (1/20/02) Course types - From the Course Listing page there are three types of courses noted using colored blocks next to the name. The types are: courses that contain OASIS information, Courses that are not shared, and courses that have been verified. (1/20/02) Faculty Status - Anyone with level 5 access can now see a list of all of the current faculty at their institution. This list display the date of grade submission of both final and midterm. (1/20/02) Text Export - This option is available from the roster list. Clicking this button will email the current user a comma delimited list of the current roster for use with mail merge. (1/20/02) Printer Friendly - This option is available from the roster list. Clicking this button regenerates the page without the menus. (1/20/02) Email students - Available from the roster page, faculty members can email all of the students with an email address in the roster. (1/20/02) Re-admit Student - This option is now available by modifying deleted students. (1/20/02) Copy course - Level 5 users can using this option to copy a course within the same semester. If students exist in the course, the user will be presented a list of the current students with the option to move some or all of them to the new course. (1/20/02) Verify Course Info - Similar to the bookstore's ability to verify the textbook information, Users can now verify course information. Verified courses are noted on the course listing page. (1/20/02) Share course with other Institutions - By default, courses are automatically listed in the complete course listing for an institution. However, Users have the option to input course data in the ICE system but not share the course. A checkbox is available on the modify course page. (1/20/02) Search - You can search the ICE Database from any course listing pages using the "Search Courses" Button. On the Search page you can make searches based on key words in Title and Description. You can also search for specific IAI Codes; or even partial IAI Codes, Course Platform; or Course Start and End Dates. (12/15/01) Seat Status - The Seat Status Page displays all outstanding seats requests for your college, both incoming and outgoing. The Seat Status is available by clicking the "Seat Status" Button off on the Seats Page. You can grant your outstanding requests or send a note to another college that has not responded to your request. (12/15/01) Modify Course - Although Modify Course is not new, you can now modify your course information about another institutions course by using the Modify Course Form. This option is available when viewing another institutions course that you have seats in. It is from this location that you can also return seats to the teaching institution if you so desire. (12/15/01)

ICE Support Contact Information Illinois Community Colleges Online 5001 Lake Land Boulevard Mattoon, IL 61938