1. Motorcycle Program Assistant Manual
Connecticut Rider Education Program
Manchester Community College
Continuing Education Division
Manchester, CT
By: Renee Shuckerow, 2015

2. i
Table of Contents
Beginning of Season Process.........................................................................................................1
FileMaker ..................................................................................................................................................1
Banner.......................................................................................................................................................1
CONREP.....................................................................................................................................................1
Folders.......................................................................................................................................................1
Registration Packet ...................................................................................................................................1
BRC Schedule for Packet/Web..................................................................................................................1
Communication ...................................................................................................................................2
Phone and Email .......................................................................................................................................2
Weekly Updates........................................................................................................................................2
Registration ..........................................................................................................................................3
When Problems Arise During Registration ...............................................................................................3
Entering Students into CONREP................................................................................................................4
General Email Confirmations....................................................................................................................4
Off to the Registrar’s.................................................................................................................................4
Class Cancellations....................................................................................................................................4
Confirmation Letters .........................................................................................................................5
Rosters ......................................................................................................................................................5
Emailing Confirmation Letters ..................................................................................................................5
Class Preparation ...............................................................................................................................6
Handouts for Instructors...........................................................................................................................6
Instructor Binders .....................................................................................................................................6
Room Signs................................................................................................................................................6
End of Season Process .....................................................................................................................7
Course Evaluations....................................................................................................................................7
Incident Reports........................................................................................................................................7
Mailings to DOT.........................................................................................................................................7
Grades.......................................................................................................................................................7

3. 1
Beginning of Season Process
FileMaker:
FileMaker Pro is what is used to input the dates, times, instructors, and more for each motorcycle class.
This is learned with hands-on training. Gloria and/or Stephen help with this.
Banner:
Once the information is in FileMaker and is proofread, Gloria enters the information in Banner to
generate CRN numbers and times and dates for each BRC class. The Banner report also has to be
proofread.
CONREP:
Once everything is correct in FileMaker and Banner, the next step is entering the course information
into the CONREP database. Open up CONREP, and under Step 1, click on ‘Enter Course Schedule.’ When
we enter students’ information into CONREP, the CONREP database is pulling the information we
entered in this phase, so it’s imperative that everything is accurate. To make things easier, there is a
template that you can use to copy and paste the information into the CONREP file. Under the main BRC
folder, click on ‘Templates and Labels,’ then you’ll be able to find the ‘Entering CONREP Data Template’
document. This is taught with hands-on training as well.
Folders:
Stephen has manila folders in his office that we use for the motorcycle program for each BRC class.
Under the main BRC folder, you’ll find the ‘Folder Cover Sheets and Labels Template’ folder under the
‘Templates and Labels’ folder. These labels and sheets are used on the folders. (Make sure that the
MCC Lot can have 12 students, since that was new for the 2015 season). Also, be sure to change the
information on the labels template that corresponds with the correct date and location for each BRC
class. Each folder has 1 cover sheet, and 2 labels. This is also explained with hands-on training.
Registration Packet:
Included in the Motorcycle Registration Packet are the following:
 Double-sided Motorcycle Information Brochure
 MCC form
 State of CT form
 Double-sided adult/minor waiver form
 Current BRC Schedule
BRC Schedule for Packet/Web:
There is a BRC Schedule Template that can be found in the main BRC folder under the ‘Templates and
Labels’ folder. We offer classes chronologically, so as soon a class or two fills up, then we update the
schedule (use the Master BRC Schedule to update it; this is also done throughout the season), and
attach a PDF of that schedule in an email to Ray Kingston, MCC’s webmaster (cc Stephen on it).

4. 2
Communication
Phone and Email:
Students can email us at CEInfo@manchestercc.edu, call 860-512-3000, Option #2, ext. 8705, or even
call the Credit-Free Info Desk at 860-512-2800. Students can view our website at
www.manchestercc.edu/motorcycle for the current schedule and necessary forms.
-When students call 860-512-3000 with the extension, they can either leave a message or someone
transfers the call to Stephen’s number, and in turn he forwards those messages to the Outlook email.
-The steps to access the messages on the motorcycle phone are as follows:
 3004
 8705#
 06040#
 1
 1
(You can press 1 twice to go directly to messages)
-Messages can be written down while you’re listening to them in the Motorcycle Phone Log. Common
requests include: students want a registration packet mailed to them or they want general information
about the course. More information about the phone, such as saving messages or listening to messages
again, and changing the voicemail for the beginning/end of each season, can be found in the motorcycle
phone log.
Weekly Updates:
It is important to keep the site manager, Brian Burbank (or whoever the site manager is at the time), in
the loop regarding classes that are filled, if someone requests a DOT scooter, etc. This is done every
Friday. Brian’s email is rowdrunner@sbcglobal.net; be sure to cc Stephen on it as well.

5. 3
Registration
We receive registrations by fax, mail, or walk-ins.
3 forms need to be filled out correctly and completely and returned back to us:
 MCC form
 State of CT Form
 Adult or Minor Waiver form
-Date the form in the top left corner on the MCC registration form
-We ask students to list their top 3 choices just in case a class gets filled at the time we receive the
forms, because classes fill quickly!
-The next step is to highlight whatever class they’re scheduled for, then cross out the other two choices,
if there are any, so that the Registrar’s knows what CRN# and BRC to place them in the Banner database.
-Then go to the hard copy folders, locate the correct BRC folder, and write in their last and first name,
payment method (we accept checks, money orders, and credit/debit cards. If a card starts with a
4=Visa, 5=MasterCard, and 6=Discover Card) and date we received it.
-Whatever rank the student is in, you would put their student number on the top right corner of the
MCC form.
When Problems Arise During Registration:
The common issues that arise during the motorcycle registration process are:
 People not submitting all the forms
 Missing information
 Chosen classes that have been filled at the time we receive the forms
 A/R holds (information comes from Registrar’s and/or Bursar’s Offices, or they will let Stephen
know)
-When these things happen, it’s important to contact the student as soon as possible to let them know
what they’re missing, or if their choices are full, etc.
-For an A/R hold, we contact the student and ask them to contact the Bursar’s Office where they can pay
off their hold. The Bursar’s Office will let us know or we can also email them just to make sure that the
student paid off their hold. (If a student has any amount on their account as an outstanding balance, the
Registrar’s office cannot process their registration. That’s when the Registrar’s Office would let Stephen
know about the A/R hold).
-For missing information or forms, we contact the students and let them know that until we receive
their missing form(s) and/or information, then they are not scheduled for a class until we receive that
information. You can email students or call them regarding this.
-For classes that have been filled, you can email or call them with the current schedule of available
classes

6. 4
Entering Students into CONREP:
Students are entered into the CONREP database, which is something that is learned with hands-on
training. (If there is a minor waiver, be sure to put ‘MINOR WAIVER ON FILE’ in the comments section; if
someone requests a DOT scooter, be sure to put ‘REQUESTED DOT SCOOTER’ in the comments section;
if someone is using their own scooter, be sure to put ‘WILL BE USING OWN SCOOTER- INFO ON FILE’ in
the comments section). Always be sure to use the CAPS LOCK feature when entering information into
the database.
General Email Confirmations:
Once the student is in CONREP, we send a general confirmation email, letting students know what class
they’re scheduled in and that it takes about 5-10 business days for the Bursar’s Office to process the
student’s method of payment. It’s also best to include the schedule with the times and dates in the
email so that the student can have a visual and a reminder of their class schedule. You can copy and
paste their schedule from the Master BRC Schedule. Just make sure that you eliminate the room
location and number and also add ‘CRN#’ in the text box above the number.
-Once the student is in CONREP and an email is sent, you can check off on the folder that they’re in
CONREP and were sent a confirmation email.
Off to the Registrar’s:
After the student is in CONREP and an email has been sent, it’s time to make a copy for our records (be
sure to highlight the section they’re in on the copy) and then proceed to hand the original MCC
registration form along with the student’s method of payment to the Registrar’s Office, which is given to
Gail Anne Arroyo or Anita Sparrow.
-We retain the copy of the MCC form for our records, and along with the State of CT form and waiver
form all need to be paper clipped together and returned back to their respective BRC folder.
Class Cancellations:
Class cancellations can happen, and it’s important to contact students as soon as possible to let them
know their class has been cancelled. The class can be cancelled due to a number of factors: lack of
instructors, low enrollment, or even because of the weather. It’s always best to try and reschedule
students into the earliest possible date, but offer whatever classes are available at the time. Students
can always receive the $200 refund if certain dates don’t work for them. Be sure to make a note on
their form or a sticky note that you talked to them, left messages and emails, etc. and what they have
chosen, either a rescheduled date or refund. During this process, be sure to change their information in
CONREP and re-send another general confirmation email with the new information and class dates.
Once you’ve talked to all students about rescheduling or refunds, now you can send an email to Gail
Anne and Anita, and cc Grazyna on the email. Once they’re all set with that, you can send an email to
Jessie notifying her that the class needs to be cancelled in Banner; be sure to include the CRN# and BRC#
when emailing. The cancelled folder goes into Stephen’s filing cabinet, and you can also mark
‘cancelled’ on your Master BRC Schedule.

7. 5
Confirmation Letters
Rosters:
Once a class fills up, it’s time to check Banner (Stephen enters his username and password on the
motorcycle computer), and save and print the roster.
-Once you’ve checked that everyone is in Banner correctly based on the folders and data in CONREP,
then you can go ahead and email confirmation letters.
Emailing Confirmation Letters:
Go to CONREP, click on ‘Preview Confirmation Letter,’ enter CRN#, click OK, then you’ll find the
confirmation letters for each student in their respective BRC’s.
The steps to save and email a single confirmation are as follows:
 Click PDF or XPS
 Click Desktop
 Click Options
 Type in Page Number
 File Name: Last Name of Student (e.g. Jones Motorcycle Confirmation Letter)
 Click Publish
 Attach in Email
-We typically email the confirmation letters a couple weeks to a month in advance before the start date.
What goes into the confirmation letter email is the student’s confirmation letter, driving directions, and
campus maps. (Sometimes students don’t provide their email address, and if that’s the case you can call
them and see if they have one. If not, then you’ll have to mail out their confirmation letter, maps, and
directions). Documents/ PDF’s of campus maps and driving directions are located under the main BRC
folder.
-Once the email confirmation letters are sent to students, there is a MOTR Confirmation Emails folder
that you can put the sent emails in. This is for your reference, just in case a student is wondering why
they haven’t received their email, you can check in that folder and see that you in fact sent it to them. If
they need another email, just send them another one with the same information (if you try and re-send
the already sent confirmation email, the attachments might not open or work).
-After the confirmation emails are sent, write the date on the folder, then place the roster inside the
folder and place the folder back into the file cabinet in Stephen’s office.

8. 6
Class Preparation
Handouts for Instructors:
To prepare for classes, which always begins on Thursday (unless it’s a mid-week course), it’s best to have
the instructor cabinet and room signs put up beforehand or the day of the class. A student worker helps
Valerie with the instructor binders (see Instructor Binders below), which includes score sheets, course
evaluations, incident report forms, and more (we make copies of the score sheets, course evaluations,
and incident report forms).
-Score sheets and course evaluations are each grouped in 12 for the class.
-Stephen has the Incident Report form document on his computer and he will let you know how many
copies to make
-The course evaluation packets include the course evaluation sheets, and course evaluation procedure
sheet (just 1 per packet). We also include an envelope with each packet. (The small orange envelopes
we use for credit-free course evaluations are used for the motorcycle evaluations. Be sure to ask
Stephen about this since they need the proper postage).
-Stephen will also train you for this procedure, because the curriculum can change, and therefore the
handouts will need to change
Instructor Binders:
Stephen will let you know what to include in the instructor binders. Typically a student worker does
this, but that could change with each season. If someone is out and you need to fill the binder, Stephen
will show you how to do it. There is a preparation checklist that you can work off of, then Valerie will
sign it once everything that needs to be in the binder is in there.
Room Signs:
There is a template you can use to create room signs for each BRC class. Under the main BRC folder,
click on the ‘Motorcycle BRC Room Signs’ PowerPoint Presentation. Be sure to change the BRC number,
CRN#, date, day (if need be), year, and room location (if there isn’t already a template you can use
within the presentation). The next step is to print them out, then make copies in color, and post them
around campus where you think is best. You can post the room signs the day before or the day of the
class start date, it all depends on your work schedule.

9. 7
End of Season Process
Course Evaluations:
After each course is finished, course evaluations are returned back to us. If you want, you can use the
Excel Motorcycle Program Eval Template to tally the data (this is found under the ‘Course Eval and
Incident Reports Templates’). But it’s up to you how you want to compile the data. There is a document
called ‘BRC Evaluation Summary Template’ that is used for the total summary of all of the evaluations
combined. Once this is completed, email it to Stephen. Then copies are made to distribute to the site
manager and instructors at the annual potluck that is held at the end of the season (this is subject to
change; Stephen will let you know how many copies to make, what day it is, etc.).
Incident Reports:
Accidents can happen during the driving portion of the class. There are incident report forms that are
filled out on the driving range if something happens to a student or instructor. We receive those forms
back, and at the end of the season they are compiled as well. Under the ‘Course Eval and Incident
Report Forms Templates’ folder you will find the Student and Instructor Incident Report Summary
Templates. The same procedure for these forms is the same as the course evaluations. So, once you’ve
completed the forms, you would email it to Stephen, and copies will be made per request from Stephen.
Mailings to DOT:
Once a season has finished completely, it is time to mail back the information to the DOT. In Stephen’s
file cabinet there is a ‘completed courses’ folder. You will find the packets for each BRC that has
completed. You take the packet, un-staple and un-paperclip it, then make a copy of the packet for the
DOT. If there are any incident report forms, make 1 copy for our records (or whatever Stephen asks for).
There also might be crossed out completion cards; along with the copy of the packet to the DOT, these
also go back to them (we don’t make any copies of the completion cards). Basically, originals go back to
us, and copies and completion cards (be sure to staple everything together) get mailed to the DOT.
Stephen keeps a box of envelopes in his office for the DOT mailings. Once they have been mailed, the
originals go back into their respective folders.
Grades:
When you email confirmation letters, you also print out Banner Rosters to ensure that every student is
in the class. These rosters are used at the end of each season to report grades for the Registrar’s Office.
On the CONREP roster, the motorcycle instructor will write a pass, drop, fail, or no show on the roster.
MCC’s Registrar’s Office uses C for complete and I for incomplete. So if they passed the course, they get
a ‘C’ for complete and anything but a pass (i.e. drop, no show, fail) they will get an ‘I’ for incomplete on
the MCC Banner Roster. Copies are made for our records, and then placed back into their respective
BRC folders. The originals can then be handed to either Gail Anne or Anita in the Registrar’s Office.