USING THE IAP POSTING FORMS FOR
NON-CREDIT ACTIVITIES
How to Rollover
a Posting from Last Year's IAP
All approved listings from last year's IAP are available
for "Rollover" to the current year. To access
the list of rollover candidates and perform the rollover
you must be authorized for the sponsoring group.
The current list of sponsoring groups and their authorized representatives
is available at: IAP
Sponsoring Groups and Authorized Users list. If you have
questions, please contact the IAP Office at iap-www@mit.edu.
-
On your IAP Posting summary page, find the listing
you want to rollover:
- Scroll down to the 'Rollover Candidates' listing.
-
If you have more than 20 listings, you need
first to select Rollover Candidates' on your
summary page.
-
If you don't find the listing you are looking
for, check that you are still authorized for
the sponsoring group. The personal IAP posting
summary page shows your authorizations. You
will see the detail page for the rollover listing,
without the schedule or leaders from last year.
-
Select the activity from last year that you wish
to rollover. You will see the detail page for the
rollover listing, without the schedule or leaders
from last year.
-
Select 'Edit' to rollover this prior-year listing
to IAP 2002 and start making your edits. The edit
form will contain the titles, descriptions, prerequisites,
enrollment and attendance options from last year's
posting.
-
Enter the leaders and schedule for this year's
listing.
-
Proofread the listing for other changes you need
to make.
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Make sure the IAP category you choose is appropriate
for your listing. A list of categories and their
description is available at: IAP
Activity Categories.
-
Click on 'Verify and Save Current Form Contents'.
This is when your rollover occurs.
-
When you save the new listing, you will again see
the Detail page with your changes.
- When you return to your personal Summary page (by
clicking on Posting Summary' or one of the status
code categories), the listing will appear under 'Draft'
listing for the current year. It no longer appears
on the Rollover Candidate list.
How to Develop
a New Activity
IAP Activities are non-credit classes or events. If
you are a member of the MIT community, you may propose
activities for IAP. If you want a group to sponsor your
activity, the group's authorized IAP coordinator must
review your posting. If you are not the authorized representative,
you can submit your posting, but it goes into the queue
for the group's authorized representative who reviews
and submits it for the IAP Guide.
If you developed this activity last year, don't use
the 'New Activity' button -- you can roll it over from
last year! See the instructions for How
to Rollover a Posting from last year's
IAP.
If you have determined that your event is a new
activity, go to the IAP Department summary
page:
-
Locate 'Add (New) Activity.'
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Click on 'Add Activity'.
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Enter the data requested on the form.
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Be sure you enter a category code appropriate for
your activity. A list of categories and their description
is available at:
IAP Activity Categories.
-
Your work is saved when you click on 'Verify and
Save Current Form Contents'.
-
When you save the new listing, you will return
to the Detail page.
-
From the Detail Page you can proofread your new
listing, return to the edit forms, submit or withdraw
it.
How to Develop
a Series Posting or Repeating Event
A series activity consists of several different sessions,
designed such that they can be attended individually.
When you specify that a subject or activity is of series
type, each individual session is listed in the IAP Guide
with its title, leaders, description, and schedule.
A repeating event consists of a single presentation,
offered on several occasions. When you specify that
an activity is a repeating event, the schedule for each
individual session is listed in the IAP Guide.
To specify that your posting is of series or repeating
event type:
-
On the posting input form:
-
Enter the basic form information including
the leaders, description, etc. for the series
or repeating event as a whole.
-
Select the series attendance option: 'Participants
May Attend Individual Sessions' (Activity) or
select the repeating event option: 'Repeating
event: Participants welcome at any session.'
-
Enter the schedule for your series or repeating
event. Use the most common times and locations
when the schedule varies.
-
When you initially return to the Detail page (by
clicking on 'Verify and Save Current Form Contents'),
you will see that each day of your schedule is assigned
to a different session.
-
Edit the individual sessions by clicking on 'Edit
this Session' to go to the 'Activity Session Form'.
-
The session input form allows you to enter
the schedule for sessions one at a time. If
your posting is for a series activity, you can
also enter the title, description, and leaders
for each session. Note: one session can span
more than one day. Each session can meet at
different times and in different locations.
-
When you are finished editing one session,
edit the next by clicking on 'Save this Session,
Start Next' or return to the Detail Page by
clicking on 'Save this Session, Return to Detail'.
- Back on the Detail Page, you can choose to remove
extraneous sessions or add new sessions.
Special features of series listings and repeating events:
-
When you edit the main description for a series
listing, you will see the schedule for your listing
but not be able to change it. Use the individual
session forms to change the schedule.
-
If you accidentally specified that your listing
is of type 'series or 'repeating event'', you can
change the attendance option to the correct one
on the main description form. The next time you
select the main description form, you will be able
to change the schedule there.
- If you accidentally did NOT specify 'series' or
'repeating event' when you meant to, you can change
the attendance option on the main edit input form
to 'series' type and then use the 'Add new session'
option on the Detail page to specify individual sessions.
How to Work
with Your Current Year's Postings
On your IAP summary page:
-
Scroll down to your Activity Listings.
-
Select the activity that you wish to edit.
-
You will receive the detail page for the listing.
-
The options you have depend upon the status of
your listing:
-
If your listing is in 'Draft' status, you can
edit, submit, withdraw it.
-
If your listing is submitted but not yet approved,
you can only view it.
-
If your listing is 'Approved', you can start
work on a new version of it. The currently approved
version remains in the Guide until the new one
is submitted and approved.
-
Select 'Edit' to work on your listing.
-
Your work is saved only when you click on 'Verify
and Save Current Form Contents'.
-
When you save the listing, you will return to the
Detail page.
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