Set up Locations and Categories Add Events View Events Modify/Delete Events Additional Event Information...

Learning Event Management

Table of Contents

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Set up Locations and Categories... 13

Add Events ... 17

View Events ... 27

Modify/Delete Events ... 29

Additional Event Information ... 33

Enrollment ... 39

Event Grade Book ... 43

Event Survey ... 45

Event E-Mail ... 47

Automatic E-Mail Notification... 49

Sharing Events ... 53

Last Update: 07/27/05

User Guide

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Learning Event Management allows the instructor to manage and schedule offline learning events such as seminars, classes, live online synchronous events, media-based events (e.g., CD, PowerPoint) and external events (3rd party vendor). Similar to online courses, events are listed in the course catalog and are integrated into the student registration process. Events can be graded online by the instructor and include automatic integration with the student’s grade book and My Courses listings. Other features include: the ability to specify the maximum number of seats allowed for an event, wait list and dropped attendance statuses and automatic, customizable e-mail notifications for the student.

The following table provides summary of Learning Event Management features:

Features – Manager View

Event Types

ƒ Seminar ƒ Class

ƒ Live Online Event ƒ Media-based Event ƒ External/Other Event

Event Creation Wizard

Two-step process includes pull-down menus for: ƒ Event Type

ƒ Start and End Date ƒ Start and End Time ƒ Time Zone

ƒ Location

Multiple sessions for the same event can be created. A separate Enrollment list and Grade Book is maintained for each session.

Event Summary Page Includes: ƒ Event Type ƒ Max Seats ƒ Status (Approved – Y or N) ƒ Designation ƒ Price Student Waitlisting

ƒ Automatic notification to student of event availability ƒ Ability for instructor to remove student from wait list.

Features – Manager View (cont.)

Event Enrollment (roster)

Enrollment Display Includes: ƒ Maximum Seats ƒ Open Seats ƒ Seats Remaining

ƒ Student Status options include: Scheduled, In Progress, Completed,

Waitlisted, and Dropped

From the Enrollment area, the Manager can: ƒ Add/Delete students

ƒ Drop students

ƒ Mark students as complete ƒ Remove students from wait list

Event Surveys

Instructor can create student surveys for each event ƒ Anonymous and

Non-Anonymous Survey Types

ƒ T/F, Y/N, Multiple Choice, and Essay question types

Integrated Grade Book

ƒ Grades for Events are entered manually by instructor.

ƒ Student grades for Events are incorporated into same Grade Book used for Courses.

Integrated File Upload

capability

ƒ Files that accompany the event can be uploaded by the instructor and downloaded by the student.

List of Materials

ƒ Instructor can prepare a list of print materials or other media that students should obtain for the event.

Automatic e-mail notification

Notices automatically sent to students for: ƒ Session Change

ƒ Student Dropped ƒ Space Availability ƒ Removal from wait list

Separate general e-mail area

ƒ Includes pull-down menu to mail to all participants or individual participants in an event.

Features – Student View

Self-registration

If your organization supports online registration, students can self-register with one of the following methods:

ƒ Direct Access ƒ e-Commerce ƒ Contact Me

ƒ Course Key Enrollment

List of Available Courses and Events

Integrated student view of online and offline courses and events, including: ƒ Event or Course Description

ƒ Event Overview (includes Objective, Credit Hours, Designation, Price) ƒ Max Seats

ƒ Remaining Seats ƒ Instructor Information ƒ Sessions/Locations

ƒ Print Materials or other Media ƒ File Download Capability View list of Events by Type.

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Before creating an Event, it can be helpful to view some examples of how Events appear to the student, and to see how students enroll in Events. Sample Events from the IntraLearn demonstration site are used in the examples that follow.

Online Registration: If your organization offers online registration, students can click either the Courses

link or Buy Course link in the left-side navigation bar to view a list of all Courses and Events that are available for enrollment. The heading Courses will appear at the top right side of the page.

Courses and Events are listed side-by-side on the Courses page, as shown below. You can identify an Event by looking at the entry for Type that is displayed beneath the Event title. Possible Event Types are:

Seminar, Class, Live Online Event, Media-Based Event, or External/Other Event. In the example below, each of

the titles in the Classroom category are Events. For Courses, the entry for Type is Online. In the example below, Training Demo, Fundamentals of Internal Auditing (at the top of the page) is an online Course. If you wish, you can place Courses and Events in the same Category.

Student Courses Page (includes Events)

Grouping Event Listings by Type: Students can click on the Type for a given Event to see all other Events of the same type. For example, if the student clicked Seminar in the illustration above, a page would appear with all the Seminars that were available for enrollment.

Event Overview Page

The Overview page appears after the student clicks the Event title. This page displays basic information about the Event, including the Description, Objective, Category, Type, Max Seats (the number of students who are allowed to enroll), Total Enrollment (the number of students currently enrolled), the Number of Seats Remaining, Credit Hours, Designation (such as a Department), and Price. (Note:

Headings in bold text appear on this page only if supplied by the instructor when entering the Event. In the example above, the heading for Designation does not appear because no Designation was entered by the instructor.)

Links in the navigation bar at the top of the page take the student to Instructor Information, a list of

Sessions/Locations, Associated Media (Print Materials and other media needed for the Event) and a list of files that the Instructor may offer to the student for downloading (File Upload). The screen shots that follow are examples of each of the pages that students can access from the navigation bar at the top of the Overview page.

Sessions/Locations Page

The Sessions/Locations page includes the Date and Time of the Event, and provides room for additional notes related to a particular session.

Associated Media Page

On the Associated Media page, students can view a list of texts, CDs, videos or other media that they will need to support their participation in the Event.

File Upload Page

On the File Upload page, instructors can offer supplemental files that the students can download once they enroll in the Event.

After students enroll in a Course or Event and log on, they will first see the My Courses page, which lists all Courses and Events for which a given student is registered. In the example below, the student is enrolled in one Course (Training Demo: Fundamentals of Internal Auditing) and one Event (Leading

Organization Change Seminar). Note that in the Type column, Online appears for a Course, and the type of

Event appears for an Event (Seminar, Class, Live Online Event, Media Based Event, or External/Other Event)

Student My Courses Page

Upon logging on and viewing the My Courses page, students can click on an Event title just as they could before enrolling in an Event (refer to Online Registration on pages 6-8). If students click on an Event title on the My Courses page, students will see same Event Overview page and can link to the same Instructor Information page, Sessions/Locations page, and Associated Media page. The File Upload page will display any files that the instructor has made available for student download, and the students can now open and download the files.

If the instructor has created a Survey for the Event, an additional link will appear in the navigation bar at the top of the Event Overview page (see below). The Survey link is accessible only after the student has enrolled in the Event.

Sample Survey for an Event

The student can submit the survey upon completion of the Event. For the instructor, the procedures for creating a Survey and viewing Survey Results are identical to that for a Course.

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Set up Locations and Categories

As a preliminary step to adding Events, you need to set up the Locations and Categories that you will select from pull-down menus when adding Events to the database. Locations and Categories are maintained from the System Management Menu.

Note: Locations apply to Events only, and can be a geographic location where an Event takes place,

rooms of a building, or any other physical location you need to specify. Categories can apply to either Courses or Events. You may already have Categories in the database that were added at the time Courses were created, and you can use these same Categories for Events if you wish. The examples that follow show how to add and maintain both Locations and a Categories.

To Set Up a Location:

1. Click System in the left-side navigation bar to bring up the System Management Menu 2. Click Locations

System Management Menu

3. The Locations page will appear. In the example below, a number of Locations have already been added.

The In Use column shows that Boston and New York are already assigned as Locations for at least one Event. Click on View Assignments to see which Events have are associated with a given Location. The example below shows that two separate Events have specified New York as a Location.

Note: The check box at the right allows you to delete a particular session within a location (click the

check box in the Select column, then click Delete in the Action pull-down menu).

Locations – View Assignments Page

Click View All Locations at the top of the View Assignments page to return to the list of all Locations.

4. To add a Location, click Add in the Action pull-down menu on the Locations pageA page where you can add the Location description will appear. Enter the name of the Location and click Submit.

Add a Location

When you click Submit, you will receive a confirmation that the Location has been added. Click

Cancel when you are finished adding Locations.

Locations Page (with “Philadelphia” added to list)

To modify or delete locations:

• To modify a Location, click the Location name on the Locations page. A new page will appear where you can enter the change. Click the Modify button to process the change.

• To delete a Location, click the check box in the Select column, then click Delete in the Action pull-down menu. Note that in the example above, there are no check boxes for the Locations that are in use. You are therefore prevented from deleting Locations that are actively associated with any Event. To delete a Location that is In Use, see page 29.

To set up Categories:

1. Click System in the left-side navigation bar to bring up the System Management Menu. 2. Click Categories.

3. On the Categories page, click the Add button to add a location. A number of Categories have already been added in the example below.

4. Enter the Category Code and title (Description) of the new Category, then click Add.

You will receive a confirmation that the Category has been added. Click Cancel when you are finished adding Categories.

The Categories page now shows any categories you have added (in this example, Microsoft Courses).

Categories Page with added Category

To modify or delete categories:

• To modify a Category, click the Category name on the Categories page. A new page will appear where you can enter the change. Click the Modify button to process the change.

• To delete a Category, click Category Name, then click the Delete button. The program will prevent you from deleting a Category that has courses assigned to it.

Add Events

To add an Event, you can be logged on as either the Instructor or the System Administrator. The illustrations below show the menu in the left-side navigation bar as it appears to the System

Administrator. The Instructor Menu is very similar, except that links to the System Management Menu (“System”) and User Management Menu (“User”) do not appear.

Go to the Events Management Menu by clicking Events in the left-side navigation bar. The New Event Wizard will guide you through the steps that are necessary to add an Event.

In the example below, the message “Currently, you have no assigned courses” appears in the Main Frame – the message means that no Events have yet been added to the system. As soon as you add an Event, the full Event Management Menu (shown on page 27) will appear.

To add an Event: To launch the New Event Wizard, click New Event at the top right side of the page, or click New Course in the left-side navigation bar.

Event Management Menu

Note: If you choose New Course in the left-side navigation bar, you should then select CreateNew Event in the Main Frame.

The first page of the New Event Wizard will appear. The Wizard will take you through a two-step process where you will set up the basic Attributes for the Event, and define each Location or Session.

Note: The New Event Wizard does not take you through the steps of adding supplementary information

related to the Event, such as instructor information, a list of accompanying materials, or files that the student can download. To enter this additional information, see instructions beginning on page 33.

The following illustrations show the selections that appear in the pull-down menus for Event Type or Category. (Note: The Category Menu selections are based on the Categories that you add from the System Management Menu.)

Event Type Menu Detail Category Menu Detail

Field Definitions for Step 1:

Event ID: (Required) Each Event must have a unique event ID. You can use the letters A-Z, the

numbers 0-9, and periods (.), hyphens (-), and underscores (_) if you wish. No other special characters or spaces should be used.

Event Type: (Required) Select an Event Type from the pull-down menu. Choose from: ƒ Seminar

ƒ Class

ƒ Live Online Event ƒ Media-Based Event ƒ External/Other Event

Category: (Required)Choose a Category from the pull-down menu. (Refer to page 13 to add a new Category.)

Title: (Required) Enter any text that you choose. The Event ID, Title, and Event Type will appear on the page that students see when they are registering for an Event.

Description: Provide a detailed description of the event.

Objective: Provide an objective for the event

Credit Hours: Enter the number of Credit Hours, if any, that the student will earn by participating in the Event.

Designation: Can represent a department within your organization or any other classification that you define.

Max Seats: (Required) Enter the maximum number of students that can be enrolled in the Event. If you leave the field blank, the default value is “unlimited” (any number of students can enroll). After the number of Max Seats is reached, any additional students who try to enroll will be automatically waitlisted for the Event.

Approved: (Required). The Approved setting must be set to Y (Yes) in order for students to view and be able to enroll in the event. If you wish, you can leave the setting as N (No) until you are ready to have students enroll.

After you have entered the information on the first page of the New Event Wizard, click the Next button to proceed to Step 2.

New Event Wizard – Step 2

Field Definitions for Step 2:

Note: This example is for Event Type=Seminar. If you choose a different Event Type (Class, Live Online

Event, Media-Based Event, or External/Other Event), the fields that are displayed in Step 2 may differ

slightly. Samples of Step 2 for other Event Types (and field definitions for the fields that differ) are included on the pages that follow.

Start Date: (Required) Enter the date the Event will begin. You must enter the date in MM/DD/YYYY format, for example, 07/04/2005.

End Date: (Reaquired) Enter the date the Event will end. If the Event occurs on one day only, enter the same date that you entered in the Start Date field.

Start Time: (Required) Enter the time the Event will begin. Select a time from the pull-down menu.

Time Zone: (Required) The time zone in which the Event will occur. Select a time zone from the pull-down menu.

Location: (Required) Choose a Location from the pull-down menu. To add a Location, see page 13.

Notes: Enter any additional comments about the Event.

Click the Next button when you are finished adding information to the page. You will receive a confirmation that the Event was successfully added, and will be asked if you want to create another session.

Event Wizard – End of Step 2

Click Continue if you wish to add another Session. Click Finish if you wish to end the wizard and return to the Event Management Menu.

Note: Once you return to the Event Management Menu, you may not see the Event you have just added in

the Event pull-down menu. This problem is a browser issue. Click View All Events at the top right side of the page, and the Event will be listed. When you return to the Event Management Menu, the Event will be included in the Event pull-down menu.

Step 2 of the Event Wizard for other Event Types(Class, Live Online Event, Media-Based Event, and

External/Other Event) are shown in the screen shots that follow:

Step 2 for Event Type=Class

Step 2 for Event Type = Live Online Event

For a Live Online Event, you must supply a URL for the Event in the Location/URL Field. All other fields are identical to the fields for Step 2 of Event Type=Seminar.

Step 2 for Event Type = Media-Based Event or External/Other Event

For Event Type=Media-Based Event or Event Type=External/Other Event, you only need to enter a

Start/End Date and either a Location (such as a Shelf Number for a video course) or a URL if the course is online.

To assign an instructor to an Event: The process for assigning an instructor to an Event is identical to assigning an instructor to a Course.

If you are logged on as an instructor when you create an Event, you will automatically be assigned as an Instructor for that Event. Students will be able to link to your Instructor profile from the Event Overview page (see page 8).

If you are logged on as System Administrator when you create the Event, an instructor is not assigned automatically. If you do not assign an instructor, there will be no link to the Instructor profile on the Event Overview page. Otherwise, while logged on as system administrator, you can carry out all of the functions of the Instructor, including managing the Enrollment list and Grade Book, and updating Event information.

If you wish to assign an instructor to an Event, go to the User Management Menu and click on the link to Instructors.

• If you need to add an instructor, see System Administrator Help (User Management Menu) for procedures.

• To assign an existing instructor to the Event, click the instructor name, then click the Courses

button on the Instructor profile. A list of courses and events that have not already been assigned to that instructor will appear. In the pull-down menu at the top-right side of the page, click Add Course to assign another Course or Event to that instructor. The next page that appears will display a pull-down menu with all Courses and Events that have not been assigned to any instructor. Select the the appropriate Event from the list, and click the Add

View Events

To view a list of existing Events, go to the Event Management Menu and click View All Events at the top of the page.

Event Management Menu

On the View Events page, Events are listed by Category. You can select particular categories in the Category pull-down menu at the top of the page.

Along with the Event ID and Title, the View Events page lists the Maximum Number of Seats, Approved Status, Event Type, Designation and Price.

View Events Page

Modify/Delete Events

To modify Events, go to the Event Management Menu and select an Event in the pull-down menu at the top of the page. Next, select the area of the event you want to modify. Choose from:

ƒ Event Attributes ƒ Sessions/Locations

Event Management Menu – Event Attributes and Sessions/Locations Selections

If you choose Event Attributes on the Event Management Menu, the Modify page for Event Attributes will appear:

Event Modify Page – Event Attributes

The Modify page for Event Attributes displays the information that you added when you completed the New Event Wizard. Note, however, that the Event ID and Event Type fields are display-only and cannot be modified. Total Enrollment and Seats Remaining are included at the bottom of the page.

ƒ To modify any Attribute, enter the change and click the Modify button. ƒ To delete an Event, click the Delete button.

If you chose Sessions/Locations on the Event Management Menu, the Modify page for Locations and Sessions will appear:

Event Modify Page – Locations/Sessions

Modifying/Deleting Sessions or Locations:

ƒ To modify a Session or Location, click the name in the Location column. On the next page that appears, enter changes to any field and click the Modify button. See illustration below.

ƒ To delete a session, click the check box to the right of the session and click Delete in the Action pull-down menu.

Note: If you modify a Session or Location and check Auto-notify registered users of this change? at the bottom of the page, the program will automatically generate an e-mail message to students who are enrolled in the event. Refer to Automatic E-Mail Notification on page 49.

Additional Event Information

When you add an Event with the New Event Wizard, you must add the two basic components of any Event: Event Attributes and Sessions/Locations. You may also wish to include other, supplementary information related to the Event, such as information about the instructor, a list of accompanying materials, or supply files that the student can download.

Instructor Information

The instructor information area uses information from the Instructor Profile, which can be filled out by either the system administrator or the instructor.

See page 8 for an illustration of the student view of the information about the instructor.

To access the Instructor Profile:

• If you are logged on as system administrator, go to the User Management Menu by clicking

Users in the left-side navigation bar. Next, click Instructors, then click on an Instructor name.

• If you are logged on as an instructor, click Profile in the left-side navigation bar.

To update the Instructor Profile: Refer to Instructor Help for field definitions on the Instructor Profile, how to upload an image to be displayed to students with the Instructor Bio, and how to update the form.

To assign an instructor to an Event: In order to assign an instructor to an Event, you must be logged on as system administrator. You assign an instructor to an Event in exactly the same way you assign an instructor to a Course: Click the instructor name to bring up the Instructor Profile, then click the Courses

button at the top of the Profile. A list of all Courses and Events to which the instructor has been assigned will appear. To assign a new Course or Event, click Add Course in the Action pull-down menu.

Associated Media

The Associated Media area allows you to provide a list of books and supplies, CDs, videos, or other materials that students will need to refer to when participating in the Event.

See page 9 for an illustration of the student view of Associated Media for the Event.

To access the Associated Media page: On the Event Management Menu, select Associated Media after selecting an Event in the pull-down menu at the top of the page, then click Submit.

Event Management Menu – Associated Media Selection

In the example below, one item has already been added. To add a new item, click Add in the Action pull-down menu.

The page shown below will appear for you to enter information about the associated material. Only the Title field is required.

Add Associated Media Page

Modifying/Deleting Associated Media items:

ƒ To modify an item in the Associated Media list, go to the Associated Media Page. Click a title in the Title column, then enter your changes. Click the Modify button to accept the changes.

ƒ To delete an item, click the check box to the right of the session and click Delete in the Action pull-down menu.

Upload Files

If you wish to include files that students can download, you will need to upload the files through the Upload utility that is included with Event Management.

See page 9 for an illustration of how students see files that are available for download.

Event Management Menu – File Upload Selection

On the Event Management Menu, select File Upload and click the Submit button.

If you have experience uploading files for Courses using the Upload utility on the Course Management Menu, you will follow the same basic procedure to upload files for Events:

1. Click Browse to locate the file on your machine. 2. Click Upload file to automatically upload the file. 3. Repeat this process for every file to be uploaded.

After a file is successfully uploaded, you will see the file name in the lower portion of the page, under the heading Existing Files. In this example, the file Glossary.xls has already been uploaded.

The files in the Existing Files list will appear to the students when they click File Upload from their Event Overview page (as shown on page 9). Students can download a file by clicking on the filename and saving the file to their own hard drive.

To delete one or more files:

From the list of Existing Files at the bottom of the File Upload page, click the appropriate check box(es) and click Delete in the Action pull-down menu above the check boxes.

To delete all files at once, you can click the Select heading to enter a check mark in all check boxes, then click Delete.

Zip Files

To upload zip files (unzip after uploading to the server): 1. Select files to zip on your client machine.

2. Create a zip file with your client machine zip utility.

3. On the Event Management menu, select an Event from the Event pull-down menu. 4. Next, select File Upload on the Event Management Menu, then click Submit.

5. On the File Upload page, click Browse and locate the designated zip file name. 6. Click the Check to Unzip File check box (beneath the file name).

7. Click Upload file.

To download zip files (zip before downloading from the server):

1. From the list of existing files at the bottom of the File Upload page, select the file(s) you want to zip for downloading by clicking the checkbox in the Select column.

2. Enter a name for your zip file in the Zip File text box (you don't have to add the.zip extension). 3. (The Zip File text box will appear on the File Upload page once you have uploaded files to the

server.)

4. Click Zip in the Action pull-down menu.

Enrollment

Once you have added an Event, you can go to the Enrollment area to add or delete students, mark students as dropped, or remove students from the wait list.

The example below shows the Enrollment list for the Effective Teamwork Event (Media-Based Event). Three students are already enrolled.

Notes:

ƒ The Enrollment area also includes a link toView Grade Book at the top of the list of student names. ƒ You can click on a student name to go to the student Profile for that student. You can then click

the Courses button at the top of the student Profile to see a list of all the Courses and Events in

which that student is enrolled

ƒ Click Events in the left-side navigation bar to return to the Events Management Menu.

Enrollment Area

The Summary table at the top of the page includes the following columns:

ƒ Max Seats - The Maximum Number of Seats established in Event Attributes. ƒ Total Enrollment – the number of students currently enrolled.

ƒ Scheduled – the number of students who are enrolled in the Event but have not yet started. ƒ In Progress – the number of students who are enrolled in the Event and are currently

participating in the Event.

Once a student clicks an Event title as shown in the My Courses Page (refer to page 10 for illustration), the status of the student automatically changes from Scheduled to In Progress. The instructor can also manually change a student’s status to In Progress from the Event Grade Book. ƒ Completed – the number of students who have completed the Event.

ƒ Waitlisted – the number of students who are waiting to be enrolled in the Event once a seat becomes available.

Once the Maximum Number of Seats has been reached, any other students who wish to enroll should be placed on the wait list. (Refer to Seats Remaining in the last column for the number of seats that are available.) Instructors can place a student on the wait list by checking the Add to

Waitlist check box when adding a student to the Enrollment list (see To add a student, below).

Note: Currently, students who self-register online are not added to the Wait List. This can result

in a situation in which the Total Enrollment exceeds Max Seats. (See Learning Event Management Known Issues document.)

ƒ Dropped – The instructor must manually mark a student as dropped by clicking the check box next to the student name, then selecting Mark as Dropped in the Action pull-down menu. This action does not remove the student name from the Enrollment list, but does open up a Seat in the Event.

ƒ Seats Remaining – The number of seats available in the Event (Max Seats minus Total Enrollment).

Use the Action pull-down menu at the top of the list of student names to add or delete students, or change a student’s status in the Event.

ƒ To add a student: Click Add Student.

On the Add Student page, select a student name from the Student pull-down menu. Click the

Add button to add the student name to the Enrollment list.

Notes:

• The Course Key field is for installations with Course Key Enrollment. If a Course Key has been purchased for a group of students, you can enter the Course Key here for information only.

• The E-Mail Distribution field determines whether or not a students name will be included in the pull-down menu for Event E-Mail. The default value is Y (Yes).

• Click the Add to Waitlist check box to add a student to the wait list (see following page).

Waitlisting a student:If you try to add a student and the Maximum Number of Seats has already been reached, the program will display the following warning:

Click OK to return to the Enrollment list. To make room for a student in the Event, you need to either delete another student or mark another student as dropped using the Action pull-down menu. (See details immediately below). Once there is an available seat, you can try to add the student again. If you clicked the Add to Wait List check box when adding the student, the student name appears in the Enrollment List with Waitlisted in the Status column. In the example below, note also that the summary information at the top of the Enrollment list is updated to reflect 1 student in the Waitlisted column.

Enrollment list with Waitlisted Student

• To delete a student: Click the check box in the Select column next to the name you wish to delete, then click Delete in the Action pull-down menu. This action opens up a Seat in the Event; the student’s name is removed from the Enrollment list.

• To mark a student as complete: Click the check box in the Select column next to the name you wish to mark, then click Mark as Complete in the Action pull-down menu. This action does not open up a Seat in the Event

Seat in the Event; the student’s name remains in the Enrollment list, with the Status is listed as

Dropped.

• To remove a student from the wait list: Make sure that there is an opening for the student to enroll in the Event by checking Seats Remaining at the top of the page. Click the check box in the Select column next to the name you wish to mark, then click Remove from Waitlist in the Action pull-down menu.

Note: If you try to remove a student from the wait list, and there are no seats available, the

program will disregard your action.

For each of the actions above, you can select more than one name before selecting a command from the Action pull-down menu. You can also select all names in the Enrollment list by clicking on the heading in the Select column

Automatic E-Mail Notification: For certain actions that you carry out in the Enrollment area, e-mails will be automatically sent to the students who are impacted by that action. See Automatic E-Mail Notification on page 49 for more information.

Automatic E-Mail Notification

Action Message to student

Student Dropped

Student’s registration has been cancelled.

Note: An e-mail is not sent to the student if you Delete the

student from the Enrollment list.

Student Dropped or Deleted (and seats in event become available)

If an Event is full, one or more seats may become available when you either drop or delete a student from the

Enrollment list. (The Total Enrollment becomes less than the number of Max Seats.) In this case, all students on the wait list are sent an e-mail to notify them of space

availability in the Event. Students are instructed to register again for the Event, with enrollment on a first-come, first-serve basis.

Note: If a student re-registers for an Event, you will see

two entries in the Enrollment list for that student (one with Status-Scheduled and one with Status=Waitlisted.) See Known Issues document for more information.

Student Removed from Wait List

Student has been removed from the wait list and is scheduled for the Event.

Event Grade Book

Access: To access the Event Grade Book, select Grade Book on the Event Management Menu and click

Submit, or go to the Enrollment list and click View Grade Book at the top of the list of student names.

Select an Event title in the Event pull-down menu at the top of the page.

To enter a grade: Enter a numeric grade in the Grade column for each student. The Status of the student must be In Progress or Completed in order for the grade to be accepted. In the Action pull-down menu, click Modify when you are ready to submit the grade(s).

An average grade for the Event will appear at the bottom of the Grade column. This figure includes students who have not yet been graded. The average becomes meaningful once a grade has been submitted for all students.

To change the Status of a student: Make a selection from the pull-down menu in the Status column. The change will automatically be reflected in the Enrollment list. In the Action pull-down menu, click Modify

when you are ready to submit the change.

Notes:

ƒ The status of a student will change automatically from Scheduled to In Progress when a student clicks the Event title on the My Courses page (see page 10 for illustration). You can manually change the status from Scheduled to In Progress by selecting In Progress from the Action pull-down menu.

ƒ Any changes you make to the status of a student will be reflected in the Enrollment list (see Status column).

To link directly to the Enrollment list: Click View Enrollment at the top of the list of student names.

Note: Students can see their grade for an Event through the Grade Book link in their left-side navigation

bar. Course Titles and Event titles are listed side-by-side. Students click on a particular Course or Event title to view a grade.

Event Survey

Access: Select Survey on the Event Management Menu and click Submit. This selection will take you to an area where you can both create a Survey and view Survey Results for an Event.

See page 11 for an illustration of the student view of an Event Survey.

You create and manage Surveys for an Event in the same way you manage Surveys for a Course. The only difference is that there can be only one Survey per Event, while in a Course there can be one Survey for each Lesson.

For procedures on adding a Survey, refer to Instructor Help (see the topic heading for Course Management Menu/Course Organization).

Also Note: At present, there are special procedures in place when adding a Survey for Events (to ensure that the Event will be viewable by students). See the Event Management Known Issues document.

Event E-Mail

The Event E-Mail area provides a page for the instructor to send e-mail messages specifically to participants in the Event. The To: pull-down menu at the top of the page includes each student in the Enrollment list whose status is either Scheduled, In Progress, or Completed. The instructor’s name and a selection for All [participants] are also included in the pull-down menu.

Note: The Event E-Mail area is not used for Automatic E-Mail Notification. Automatic Notification

involves e-mail templates that can be accessed from the System Management Menu; mailings to students are automatically triggered by changes in the Enrollment list or to an of the Locations/Sessions for the event. See the separate sections in this document on the Enrollment list (page 39) and Automatic E-Mail Notification (page 49).

Access: On the Event Management Menu, select Enrollment. Click the link Send e-mail to particpants at the top of the Enrollment list.

Automatic E-Mail Notification

Using the mail templates shown on the following pages, students can be automatically notified by e-mail of changes to Event Sessions or Locations, or of changes to their enrollment status in an Event. The text in brackets is automatically filled in as appropriate for the change that has been made.

To access E-Mail Templates: Click System in the left-side navigation bar, and then select E-Mail

Templates.

Examples:

• If you change a Session or Location, and click the checkbox labeled Auto-notify registered users of this

change (refer to screen shot on page 31),each student who is enrolled in the Event will receive an

e-mail based on the Session Change template.

• If you drop a student in the Enrollment list, that student will receive an e-mail based on the Student Dropped template.

Note: An automatic e-mail is not sent to the student if you Delete the student from the Enrollment

list.

• If a student has been on the wait list for an Event, and a space becomes available because another student was dropped or deleted, that student will receive an e-mail based on the Space Availability

template. In the e-mail messages, students are instructed to register again for the Event, with enrollment on a first-come, first-serve basis.

Note: If a student re-registers for an Event, you will see two entries in the Enrollment list for that

student (one with Status-Scheduled and one with Status=Waitlisted.) See Learning Event Management Known Issues document for more information.

• If you remove a student from the wait list, the student will receive and e-mail based on the Remove from Wait List Template.

To change the text in a template: If you wish to change the wording of any of the e-mail messages, you can type in your changes in the text box of the template and click Modify to process the changes. You can also delete the bracketed text (including the brackets), but do not make any changes inside the brackets. Click the Modify button at the bottom of the page to accept your changes.

To keep messages from being sent automatically: Change the setting in the Approved filed at the bottom of the template page from Y (Yes) to N (No).

Session Change E-Mail Template

Space Availability E-Mail Template

Sharing Events

About Sharing Events: In a multi-port environment, you can share events from the main port to a sub-port. In some ways, managing a shared Event is similar to managing a shared Course. After an Event is shared, the Enrollment list and Grade Book are erased, so that you can enroll an entirely new group of students in the Event on the sub-port. In addition, there are some features of an Event that can only by modified at the main port; changes at the main port will then appear at each sub-port where the Event is shared. Other features can be modified independently at the main port or a sub-port.

Event Features that must be managed from the main port:

•Event Attributes •File Upload •Survey

If you are logged on at a sub-port and select Event Attributes or File Upload on the Event Mangement Menu, you will receive a message that you are not authorized to access this feature from the sub-port. Any changes must be made at the main port.

If you are logged on at a sub-port and select Survey on the Event Mangement menu, you can view responses that student have submitted to the survey, but you cannot make changes to the Survey questions or Survey attributes at the sub-port level. Any changes must be made at the main port.

Event Features that can be managed independently on the main port and any sub-ports where the Event is shared:

•Sessions/Locations •Associated Media

After an Event is shared, you will need to go to the link for Sessions/Locations and add the appropriate Date, Time and/or Location information. In addition, if there are any accompanying study materials for the course, you will need to go to the Associated Media link and add this information as well.

Procedure for Sharing Events: The procedure for sharing an Event is identical to that for sharing a Course.

While logged on as System Administrator, go to the System Management Menu and click Share Courses and Events.

On the next page that appears, a list of sub-ports that have been created for your installation will appear. Each sub-port is also called an “Organization.” In the example below, there is one sub-port (Port 2). The number of Courses or Events that have already been shared to that sub-port is listed in the Courses column. In this case, no Courses or Events have yet been shared.

Course/Event Sharing – List of sub-ports

Click on the Organization title (Port 2) to indicate that you wish to share an Event to that sub-port. The next page that appears will display all the Courses and Events that have already been shared to that sub-port. In the example below, no Courses or Events have been shared up to this point.

Share Event – List of Courses and Events that have been shared to a given sub-port

To share an Event, click Add Course in the pull-down menu at the top-right side of the page. A list of Courses and Events that are available to be shared will appear. In the example that follows, there is only one Event that is available for sharing.

List of Courses and Events that are Available to be Shared

Click the check box in the Select column to select the event, then click Add in the pull-down menu at the top-right side of the page.

You will then be returned to the list of sub-ports where you began the process of sharing an Event (see following illustration). The number in the Courses column will now be increased by the number of Courses or Events you just just shared to that sub-port. In our example, we added one Event.

Course/Event Sharing – List of sub-ports (Note: number in Courses column is increased by one)

You can now log on to the sub-port where you shared the Event, and you can choose that Event in the Event Management Menu. Students can now enroll in the Event on the sub-port.