Prepare for a New Quarter
Each quarter, new ‘Live’ sites are set up in coordination with faculty, Foothill Global Access staff, and the Etudes Staff. Faculty may not use ‘Development’ sites to teach live courses with enrolled students. Faculty who plan to deliver fully online courses without using Etudes need to send student access (login) information to the Foothill Global Access office prior to the start of the upcoming quarter and provide course access information in the Course Summary.
In order to ensure that live course sites are set up in time, faculty are encouraged to adhere to the deadlines announced for requesting a ’Live’ course sites. Faculty will be able to import content into live sites from a development or other site. Information on these processes is provided below.
Faculty must successfully complete Etudes training prior to obtaining a live course site. The training should be completed at least 6 weeks prior to be beginning of the next session.
Upon completion of Etudes training, faculty will be invited via email to request a ‘Development’ site and establish a new Etudes User ID by completing an online form. Use the Foothill College Employee ID Number on this form rather than SSN. This request form must be completed before a ‘Live’ course site can be set up.
Before a ‘Live’ course site can be set up for the upcoming quarter, the course section MUST be listed in the schedule with a CRN.
About five weeks before the start of the next quarter, faculty should submit an Etudes course site request via MyPortal. See Instructions for requesting an Etudes course site.
Foothill Global Access will flag the courses in the Student Information System in order to create a file of Etudes course sites and send it to the Etudes staff for processing.
The Etudes staff will then set up the "Live" course sites for use during that term and notify the faculty member. ‘Live’ course sites are set up about a month before the next quarter starts.
If the requested new live course site is not set up within a month before the next quarter starts, please contact the FGA office. The titles of live Etudes course sites include the course CRN unless the course site combines more than one section.
Once the new sites are installed, faculty will receive a confirmation email with the instructions provided below. New ‘Live’ sites will automatically show up as a tab when faculty log into Etudes.
Customize (Re-Order) Your Site Tabs
To access new term's ‘Live’ sites quickly, faculty may want to change the ORDER of the tabs.
Be sure to un-publish sites when the term is over! Sites remain accessible and archived for two years, as required by law. Faculty can always publish them again for incompletes or refer to data for grade disputes.
Using "Import From Site"
Please note that only the tools that are enabled in both sites will import content. If a tool is not enabled in the new Live site, there won't be a place for content to be ported. So, enable it first (Site Info > Edit Tools) if a tool is missing from your site.
To remove an unwanted items from previous terms, check the adjacent box and click on update.
For a refresher on any of the import/export process of each tool, refer to the Tool tutorial in User Group Modules.
New Live Etudes course sites are automatically published when they set up. This means that enrolled students have access to the course site starting from the Thursday before the quarter starts. If the course site is un-published before the quarter starts, faculty need to remember to publish it again before the quarter begins.
To publish or unpublish a course site:
The course roster is loaded into Live course sites starting on the Thursday prior to the start of the quarter. At that point, enrolled students can login to Etudes sites that are Published.
The rosters in Etudes course sites will be refreshed twice each day, at around 5 am and 2 pm, throughout the quarter to match actual course enrollments in the Student Information System.
Instructors may want to send a Welcome message to enrolled students before the quarter begins (see Template Student Welcome Message) via MyPortal or Etudes Announcements.
If the course is fully online, then the instructor is responsible for updating the Course Summary. See Instructions for Updating Course Summary.