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How to "Rollover"
a Posting from Last Year
Developing a New Activity
Posting
Developing a Series/Repeat
Posting
Working With Your Current
Year's Postings
Also see
Post/Revise Your IAP
Subjects
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USING THE IAP POSTING FORMS
FOR NON-CREDIT ACTIVITIES
This page provides detailed information on using IAP online posting
forms to submit non-credit activity descriptions for review, including
instructions on renewing IAP activity postings from previous years,
posting a new activity, developing a "series" posting,
and accessing your current year's postings. It might be helpful
to print these instructions to use as a ready reference while posting
an activity. NOTE: This page contains instructions only; all
posting work starts from your personal IAP
Posting Summary page.
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 on the IAP
Sponsoring Groups and Authorized Users page. If you
have questions, please contact the IAP Office at iap-www@mit.edu.
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On your IAP Posting summary page, find the listing you want
to rollover:
- Scroll down to the 'Rollover Candidates' listing.
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If you have more than 20 listings, you need first to select
Rollover Candidates' on your summary page.
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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.
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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.
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Select 'Edit' to rollover this prior-year listing to IAP 2004
and start making your edits. The edit form will contain the
titles, descriptions, prerequisites, enrollment and attendance
options from last year's posting.
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Enter the leaders and schedule for this year's listing.
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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
on the IAP
Activity Categories page.
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Click on 'Verify and Save Current Form Contents'. This is when
your rollover occurs.
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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.
Note: For IAP 2004, word limits will be strictly enforced. You
may be required to shorten descriptions being rolled over from previous
years.
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How to Develop a New Activity
Posting
IAP Activities are non-credit classes or events. If you are a member
of the MIT community (i.e. faculty, staff, student, alum), 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 to await the group's authorized
representative who reviews and submits it for the online IAP Guide.
If you developed your activity last year, don't use the 'New Activity'
button -- you can simply 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:
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Locate 'Add (New) Activity.'
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Click on 'Add Activity'.
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Enter the data requested on the form. Note: Word limits
will be strictly enforced.
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Be sure you enter a category code appropriate for your activity.
A list of categories and their description is available on
IAP Activity Categories page.
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Your work is saved when you click on 'Verify and Save Current
Form Contents'.
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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.
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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:
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On the posting input form:
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Enter the basic form information including the leaders,
description, etc. for the series or repeating event as a
whole. Note: Word limits will be strictly enforced.
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Select the series attendance option: 'Participants May
Attend Individual Sessions' (Activity) or select the repeating
event option: 'Repeating event: Participants welcome at
any session.'
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Enter the schedule for your series or repeating event.
Use the most common times and locations when the schedule
varies.
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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.
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Edit the individual sessions by clicking on 'Edit this Session'
to go to the 'Activity Session Form'.
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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.
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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:
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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.
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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.
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How to Work with Your
Current Year's Postings
On your IAP summary page:
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Scroll down to your Activity Listings.
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Select the activity that you wish to edit.
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You will receive the detail page for the listing.
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The options you have depend upon the status of your listing:
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If your listing is in 'Draft' status, you can edit, submit,
withdraw it.
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If your listing is submitted but not yet approved, you
can only view it.
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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.
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Select 'Edit' to work on your listing.
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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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