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 the following pages:

Role of IAP Coordinator / Administrator

Dates to Remember

Reserving Rooms / AV Equipment

Post / Revise Your IAP Activity

USING THE IAP POSTING FORMS FOR NON-CREDIT ACTIVITIES

This page provides detailed information on using online IAP 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. This page contains instructions only; all posting work starts from your personal IAP Posting Summary page.

How to "Rollover" a Posting from a Previous IAP

All approved listings from a previous 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 Staff 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 2010 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.
  
  
• 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.
  
  
• 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.

Word limits are 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:

• Locate 'Add (New) Activity.'

• Click on 'Add Activity'.

• Enter the data requested on the form. Note: Word limits will be strictly enforced.

• 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.

• 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.

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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:

• On the posting input form:

  • 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.

  • 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.
  

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How to Work with Your Current Year's Postings

On your IAP summary page:

• Scroll down to your Activity Listings.

  • If you have more than 20 listings, on your IAP summary page, you will need first to select a category of IAP status to view.

• 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.
  
  
  • You will receive the Activity Input form filled in with all the data from the detail listing so you can change it.
    
    
  • Make your changes and proof them.
    
    
• 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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