Many educational and training centers are modifying their routines to add online classes, allowing them to teach their usual lessons via video conference so that they can cope with the COVID-19 emergency situation that is occurring all around the world. For the educational sector, the challenge is to prevent the virus from stopping training; thus, eLearning is the educational sector’s vaccine.

Considering that adaptations often need to be made based on circumstances, the advantage of online learning is obvious and centers that have been allies to CAE and users of its language content are well aware of this.

The pros of online learning range from greater flexibility in scheduling, which allows for multiple enrollments, to greater effectiveness compared to traditional classrooms (because of online reinforcements); other pros include real-time evaluation, optimization of class attendance, availability of reports, gamification, social interaction, immersion, etc.

However, many centers are dealing with changes for the first time, because of the pressure that the coronavirus pandemic has placed on the entire educational community; thus, we believe it is the ideal time to offer some ideas so that centers can present their online class schedules.

An online educational platform has so many possibilities!

How can class grids be organized online? How can students enroll in classes? How are students notified of class schedules by video conference? Is it necessary to set schedules?

In this article, we want to answer all these questions in a didactic manner, using examples of how online classes by video conference can be organized, with different times and reservation systems.

 

How to organize the class grids online?

We will explore three options:

  • Open rooms with hours, as notified by the center
  • Rooms with fixed schedules
  • Flexible hours based on teacher availability and student demand

 

Class Schedules to teach via video conference

# 1 Open rooms with hours, as notified by the center

This is the most direct way to convert face-to-face classes to an online format. The center creates as many rooms as there are physical classes, and notifies its students by email that a class will take place in each room. It is a direct conversion of physical to virtual space.

Students can enter the room at any time, but there will only be activity at the established time.

Using the educational platform, you can create rooms and send notifications to each enrollment group or course.

Advantages

  • Quick to set up
  • The scheduling format is the same as traditional ones
  • The teachers host the same classes in a linear manner, but via video conference
  • There is a list of attendance and evaluation data that the system keeps to generate follow-up reports
  • This integration into an online educational platform includes interactive content, additional materials, conversation groups, gamification, etc.

Disadvantages

  • Lack of automatic optimization of hours for the teaching staff
  • Lack of flexibility for students, who continue with a marked schedule
  • Lack of hourly habits for students to optimize the availability of teachers

 

3 grid systems to teach online in virtual classroom

# 2 Rooms that only open at fixed times

This system is similar to the previous one, except that rooms are only available at a specific time, as defined by the center and based on the classes each teacher can host.

Thus, the center must create rooms and assign schedules. Students will only be able to access a room at an established time; the room will not be available before or after that time.

These rooms are created on the educational platform, where fixed hours are established and notifications are sent to each enrollment group or course.

Advantages

  • Allows for greater control over access to rooms
  • The scheduling format is the same as traditional ones
  • The teachers host the same classes in a linear manner, but via video conference
  • Students can book classes
  • There is a list of attendance and evaluation data that the system keeps to generate follow-up reports
  • This integration into an online educational platform includes interactive content, additional materials, conversation groups, gamification, etc.

Disadvantages

  • Lack of automatic optimization of hours for the teaching staff
  • Lack of flexibility for students, who continue with a marked schedule
  • Lack of hourly habits for students to optimize the availability of teachers

 

# 3 Open hours based on teacher availability and student demand

The center creates grids with the total time availability of each teacher (e.g., Teacher A is available from 9:00 AM to 1:45 PM and Teacher B is available from 4:00 PM to 8:45 PM) and the system creates and assigns classes based on student demand (scheduling is based on established hours and levels, according to the requests of each student).

Advantages

  • Optimization of hours for the teaching staff
  • Flexibility, in terms of time, for students (based on hours and days)
  • Online class reservation up to 30 days in advance and cancellation up to 24 hours before the start of the class
  • There is a list of attendance and evaluation data that the system keeps to generate follow-up reports
  • Tutor-generated reports (hours, attendance, prices)
  • More practical, non-linear classes; ideal for implementing a flipped classroom
  • The system suggests class objectives, taking into account objectives that have been exceeded or are pending for all attendees
  • This integration into an online educational platform includes interactive content, additional materials, conversation groups, gamification, etc.

Disadvantages

  • You must previously configure the system

 

For the final system discussed (i.e., the open hours system), Verxact offers access to the exclusive Tutor Center, a tutor management system that allows you to manage your grills and automatically generate classes within them according to student demand. The center also allows tutors to register so that they can manage their own schedules, confirm their classes, and complete evaluations (if the center wishes).

Another one of the great advantages of the Tutor Center is that it allows for the connection of schedules from various centers, so that franchises can share the schedules of all their teachers, improving offers and optimizing class attendance.

 

If you want to start today your online language center, choose your plan and start your digital transformation!