Instructor Quick Guide A Shortcut for Course Building
BEFORE WE GET STARTED Key Vocabulary Categories Categories enable you to classify catalog items/courses so that learners and managers can easily find appropriate learning in the catalog. Categories are created by the Department of Professional Development. Catalog Items Each catalog item represents a specific topic of study or course for which you will offer learning. All learning activities that are associated with a given catalog item share the same prerequisites, objectives, equivalencies and other features. Many catalog items have already been created. If you are requiring a new course offering, complete the Catalog Item Request Form and send the Professional Development elearning Management Team. A seven digit component code will be provided to you in order to begin building your activity. Deliver Methods Defines how course offerings are presented to the learner. Activities An activity is an instance of a catalog item. The activity is the in-service that you are providing. Activities are comprised of Learning Components. Learning Components is not the term used to described the actions taking place within your activity. Think of it as Activity = Class. There are 5 types of Learning Components: Web-based Learning provided through the web. Face to Face Learning provided through scheduled classroom sessions. Non-Gradable Compliance related such as viewing a video. Survey Instructor survey Test or Assignment
Welcome to elearning Management elearning Management is a one-stop shop intended to bring all of the District s course offerings to one centralized location. This Instructor s shortcut guide was created to provide a quick reference for course building. Let s get started. Once PD provides you your 7 digit component number, you are ready to begin. On your PeopleSoft landing page, click on elearning Management. You will see a box labeled Instructor Center. Click on Add/Update Activities to get started. This is where you will either continue to work on an activity that you have already created or begin the creation of a new activity. You will need to have your 7 digit component number handy. Make sure that you record your activity code as you will be using this code whenever you reference your activity. Page 1
Click on the spyglass to find your activity title. Choose any of the search options available. Courses have 4 delivery types: Face to Face, Resource Center, Online and Blended. Select the desired delivery method. Delivery type refers to how the course will be delivered. Face to Face = When your course requires a scheduled instructor led training that is conducted in a classroom or other physical meeting location. Blended = Combination of face to face and web-based learning. Choose the best fit for your activity. Click on the Add button to begin creating your activity. Things to Remember: elearning Mangagement will work in Chrome or Internet Explorer. You must use IE when enrolling your learners. Do not use the back button. PeopleSoft works in tabs and menus. Use the Return to Previous Page option when available. Always use the spyglass or search option when available. Save frequently. Page 2
Tab 1: Activity Details Your activity code is your 7 digits plus FY15 and a unique ending. For example, if your seven digit code is 2007010 then you might choose 2007010FY15001 as your activity code or 2007010FY15Oct3A.M. Things to Remember: Max. In-service points refer to how many points you will be giving your participants. This is the total of learning time plus the time that it will take the participants to complete the activity the first time. Implementation time may not exceed seat time. When calculating seat time, be sure not to include lunch, welcomes, movement to break-out sessions and other non-learning activities. Activity Start Date = Date that your activity will be taking place. End Date = Last date for your participants to upload their evidence. Administrator and Owner refer to who will receive e-mails regarding any course changes. Primary instructor = Person who is responsible for making course changes and completing the course evaluation form. Teachers must have implementation evidence in order to receive points. Learning time points may not be given without implementation. It is not necessary to make changes in the crossed off areas. The correct defaults have been chosen for you. If you feel that there is something that you would like change, please contact PD for additional information. Page 3
No changes need to be made in the following sections: Pricing Training Units Learning Period Days Published Duration Send warning days is defaulted to 10. Ten days prior to your end date, a notice will be sent out to your participants informing them that the activity will be ending soon. There are several reminder templates built into the system. Choose your reminder date by using the calendar and then click on the spyglass to select: PB-LM_ACT_RMNDR. Fill in your maximum and minimum enrollment. This is an unlocked field and may be changed by the primary instructor even after the course has been made active. You may reserve seats for the instructor if force enrolling, specific departments or schools. Determine the last day that you will allow participants to enroll. If no option is chosen, the system will revert to Last Enroll Date = Start Date. Check to make sure that Enforce Enrollment Limit is selected so that your cap is not exceeded. Page 4
You may choose to enable a waitlist. If you are not choosing to enable a waitlist, no changes need to be made in the Waitlist section. Determine the last day that you would like participants to be able to drop your course. If you choose Last Drop Date = Start Date participants will not be able to drop themselves once the course has begun. Launchable from History allows participants to access launchable features of the course even after the course is completed. Allow Completion from History allows participants to complete the launchable features of the course after the activity is closed. Click on Default Learner Groups to populate your groups. If this step is missed, participants will not be able to enroll into your course. THIS IS A COMMONLY MISSED STEP. Click Save at the bottom of the page. You will receive an error message. Click OK. This is simpley stating that you have not defined your Learning points and Implementation points for the activity. This will be corrected in the next tab. Page 5
Tab 2: Inservice Click on the Inservice Tab. This is where you will fill in your Learning Points and Implementation Points. Click Save. You will no longer get the error message from the previous page. Please make sure that the time on your agenda accurately reflects the amount of points allotted for Learning Time. Tab 3: Learning Components This is where you will build out the actions taking place within your course as well as the location. Click on Add Component. Choose either: Web-Based Face to Face Non-Gradable Survey Test or Assignment You will be building multiple Learning Components into your course. Page 6
Fill in the Component Name. Fill in the Short Name. This is only a few characters long. Type a short description. Leave Provider Type and Provided by blank. This feature refers to outside vendors which the system is not managing at this time. Select Compliance Type if appropriate. This is determined by how you publish your content from within your authoring tool. Preferred packaging is SCORM 1.2. Your compliant content published from your content authoring tool will need to be uploaded in a zip file into the content drive in the test folder. There is also a place on the content drive to upload your original presentation. This will ensure that PD has a copy in case it is needed. Enter your URL/File Path name: Click on Apply and OK. The URL for test environment will begin with: http://psvweb11.palmbeach.k12.fl.us:8007/content/test and end with your folder name and forward slash. Example http://psvweb11.palmbeach.k12.fl.us:8007/content/test/marzano/ You will need to map the Content drive in order to upload your content. Go to My Computer: -Map Network Drive - Change Drive \\FHESC-NAS\content\ -Finish If you are not able to map the drive, you will need to contact the IT help desk. Page 7
For the Face to Face Component Fill in Component Name. Fill in Short Name. Fill in a short description. Leave Provider Type and Provided By blank. This feature refers to outside vendors which the system is not managing at this time. Notes: Leave Blank. You must choose either Patterns or session to add the location of your training. Patterns should be chosen if the same participants are required to attend multiple days in a pattern format, i.e., every Monday for 4 weeks. Fill in facility (Do not choose a room number, start and end time, session number, days and additional instructors. Sessions should be chosen if you are requiring the same audience to attend multiples sessions that are not in a specific pattern. If you are offering the same training but for a new audience, you will need to clone (Create a copy of your course) your activity. This will be discussed later in the manual. Fill in facility (Do not choose a room number, start and end time and additional instructors. Click Apply and Ok. If you fail to enter information under either Sessions or Patterns, your course will be unenrollable. Page 8
This section is used for compliance issues like viewing videos. Fill in Component Name. Fill in Short Name. Fill in short Description. Leave Provider Type and Provided by Blanc. Chose esignature if one is required. Mark Completion by Learner allows the participant to say that they have completed the component relying on the honor system. Mark Completion by Manager requires that an instructor or manager to grade the component. Survey completion is mandatory for all courses. Suggestions for naming: Component Name: District Mandated Survey Short Name: Survey Short Description: This survey is mandatory in order to receive credit for course completion. Put a checkmark at Internal Survey. Click on the spyglass at Survey ID and choose the Instructor Evaluation Survey. Page 9
This is the area designated for participants to upload their implementation activities or for participants to complete any SCORM tests. You may have several Test or Assignment Components depending on what your activity requires. Fill in the Component Name, Short Name and Description. Leave Provider Type and Provided By blank. Select Compliant Type if you are using an authoring tool to publish your test. Leave Test Type as Standard. Preferred packaging is SCORM 1.2. Enter your URL into the URL/File path field. Your compliant content published from your content authoring tool will need to be uploaded into the content/test folder. The URL when creating your course should be written as follows: https://erp.palmbeach.k12.fl.us:8007/content/test and end with your folder name and forward slash. For Example: https://erp.palmbeach.k12.fl.us:8007/content/test/marzano/ Click on Apply and OK. Page 10
Tab 4: Completion Completion Tab refers to the order in which your participants will see the learning components of your course under their My Learning. You can re-order your components on this page. If you are including a SCORM test, be sure to add in a passing score. THINK CAREFULLY BEFORE CHOOSING THE ENFORCE COMPONENT ORDER OPTION. This will force your participants to complete the course in a certain order. You, as the primary instructor, will have to mark each component before the next component is released. Please check with an elearning Specialist before choosing this option. Click on Save at the bottom of the page. Page 11
Tab 5: Materials/Attachments Do not fill out anything under material. This refers to items that need to be purchased for training. Purchasing material is not done through the system at this time. You may upload materials at any time that you wish to be viewed by your participants. Click on Add Attachments. Locate your file and upload. Be sure to change the drop-down box from Do not display to Display to enrolled learners. This will enable your participants to view your documents in the Notes and Attachments section of the activity in My Learning. Note: Long file names will cause the system to not recognize your uploads. To rename your file, go into your documents and right click on the file name. Rename your document to a shorter title and upload. Click Save. Congratulations!!! Your course is now built. You have one more step before your course becomes active. Lets continue on to the activity proposal Page 12
Activity Proposal Choose Training Proposal from your Instructor Center. You will see two file tabs: Find and Existing Value Add a New Value Choose Add a New Value when working on a new proposal for the first time. Use the spyglass to enter your 7 digit component number. Use the spyglass to find your Course Code. Use the spyglass to find the Fiscal Year. Do not adjust the Transaction Date or Seq. Nbr. Click Add to populate your proposal. Prior to answering your questions, Scroll ¾ down the page to the Activities section. Click on the spyglass at Activity Code. Click on your course to hook it to the proposal. If points are being offered, all fields should be answered. If no points are being offered, fill in the required fields. Page 13
Your information will be automatically populated in the Professional Learning Program Coordinator section. Work down the questions to fill in the most appropriate answer choices for your training. Complete the sections for: Planning Learning Implementing Evaluating If you are offering points, make sure that all questions are answered. Do not leave No Points Eligible. If you are not providing points for your training, you may leave No Points Eligible as the default for most questions. You do not have to add any file attachments to the proposal. Your agenda or syllabus should be attached in the materials section of your course. Once the proposal is complete, scroll to the bottom of the page and submit. The Proposal will be routed to your director for approval. Once it has been approved by your director, it will be routed to PD for approval. Once approved by PD, your course will become active. Page 14
Cloning a Course If you are providing an activity more than once for a different audience or want to create another session with the same title, you may wish to clone your activity. At the top of your Activity Details page click on the blue hyperlink that says Clone. You will see a screen entitled Clone Activity. Here you will make some minor adjustments to individualize your activity Change the last numbers or letters of your activity code to create a unique name. Adjust your start and end date to reflect the new session. Enter the Learning Points on the Activities Details Tab as well as the Inservice tab. In the Learning Component Tab, edit your face to face by adding a session that is specific to the cloned training. DO NOT CHECK COPY SESSION INFORMATION. YOU WILL BUILD YOUR NEW SESSION UNDER THE FACE TO FACE COMPONENT. Click Continue. Check to make sure that your activity detail information has been carried over. If cloning, you do not need another proposal, call PD to hand activate your activity. Page 15
How to Enroll Your Learners Locate the Main Menu option directly underneath the elearning Logo. a. Choose Main Menu. b. Enterprise Learning c. Learner Task d. Enroll Learners The Enroll Learners option is now also available in the Instructor center box on your elearning Management page. Once you chose Enroll Learners, you will see three pages of requests. Find Requester Search for Learning Find Learners Note: If you have reserved seats for force entering participants, you will see a box asking how many reserved seats you wish to use. Enter the amount of participants that you are enrolling into that box. If you are reserving seats for a school or department, only those employed with that coding with be allowed to register. Page 16
1. Once your activity is populated you can select learning for enrollment by clicking the Enroll button. 2. If you are enrolling all users from one school, use the spyglass to enter your school name under the Organization name search option and click Search. 3. All of your teachers will populate. Hit continue if a mass enrollment page populates. Do not choose Mass enrollment. 4. Choose participants to enroll by clicking in the box to the left of their name. You may enroll 30 people at a time and then must restart the process at step 1. Sending Notifications to Your Enrolled Learners You will have the option to blast out an email to all participants enrolled in the activity as well as the instructors. Locate your activity under Add/Update Activities Click Send Notifications on your Activity Details tab. Click Learners. This will populate the e-mail of all of your enrolled participants. Replace the phrase Replace with Notification Details with your desired text. Add any desired attachments. Click Send Notification. Page 17
HOW INSTRUCTORS MARK GRADES AND ATTENDANCE 1. Locate your Instructor Center on your PeopleSoft landing page. a. Click on the blue hyperlink: Mark Grades and Attendance. b. Click the Search button. Any course that you are listed as the primary instructor will automatically populate. (You may get a message stating that the search criteria may take a long time. Click the OK button.) c. Click on the Roster button. (Clicking on the course name will give you course details.) d. Click on the blue hyperlink: Activity Component. i. Each component will be graded individually. e. Click on the Details button to allow scoring of each individual component. f. Grading may be done singly or as a group. 2. To mark participants individually: i. Change the drop-down box under attendance from Unknown to either Attended or Did not attend. ii. Change the drop-down box under Grade to either Fail or Pass. iii. DO NOT mark anything at Score or change Completion Status. 3. To mark participants as a group: i. Scroll to the bottom of the page. ii. Click the blue hyperlink: Select All. iii. The checkmark by any individual s name that has not attended may be deselected. iv. Under Selected Learners: 1. Set Attendance to Attended and click Go. 2. Set Grade to Pass and click Go. 4. YOU MUST HIT THE SAVE BUTTON AT THE BOTTOM OF THE PAGE a. Click the blue hyperlink: Return to Previous Page. b. Chose the Details button for the next learning component to be graded. c. Instructors must mark each of the Learning Components. HOW TO MARK THE NON-GRADEABLE COMPONENTS (For Now) 1. Chose the following: Each individual must be marked separately. a. Edit b. Change the drop-down box under Progress to Completed. c. Click on blue hyperlink: Save at the bottom left of the page. d. Click the blue hyperlink: Return to Previous Page. Page 18
*** THE ACTIVITY ROSTER WILL POPULATE WITH POINTS ONCE ALL OF THE COMPONENTS ARE COMPLETE. YOU DO NOT NEED TO ENTER POINTS INTO THE SYSTEM *** *** THE GRADES AND ATTENDENCE HYPERLINK OPTION SHOULD ONLY BE USED AT THE END OF THE COURSE IF INSTRUCTORS NEED TO MAKE ANY ADJUSTMENTS TO THE POINT TOTALS THAT WERE DISTRUBUTED TO THE PARTICIPANTS.. *** HOW TO PRINT OUT YOUR ROSTER You will be pre-populate and print your activity roster directly from your Mark Grades and Attendance page. Locate the Print Roster feature. This will populate your roster by enrollment order. Clicking on the blue grid will enable you to download your roster into Excel format where you can sort order your participants alphabetically. A query is now available that will enable to you print out an Excel spreadsheet including your participant s school location. Go to: Main Menu - Reporting Tools Query - Query Viewer. Begins with: PB_ Choose: PB_ENROLL_BY_ACT Page 19
New Catalog Request Form Page 20
HOW TO COMPLETE YOUR COURSE EVALUATION 1. Click on elearning Management. 2. Locate the elearning logo on the blue bar at the top of the page. Choose Main Menu, Enterprise Learning, Instructor Task, PD Evaluation Form. Additional Information The PD Evaluation Form is now also located in the Instructor Center box. Simply clicking on the Search button will automatically bring up all courses with you listed as Primary Instructor. Only those listed as the Primary Instructor on the first page of your activity shell will be able to complete the PD Evaluation Form. 3. Clicking only the Search option will populate all of the courses in which you are listed as the Primary Instructor on the first page of the activity. You will only be able to submit this form one time per activity. Be sure that you will not be collecting any more participant artifacts and that ALL GRADING is accurate before closing out the course. 4. Course information and personnel data will appear at the top of the form. 5. Many fields in your course evaluation will be pre-populated from the participants survey responses as well as your training proposal. 6. Fill in ALL missing fields and percentages. Nothing should be left blank. 7. Percentage totals from each box set must equal 100% 8. Hit Submit. Percentage totals for question 4a. and 4b should directly align with your raw data numbers for participants that have enrolled and completed your course. See next page 10 enrolled/9 Completed Equates to 90 % Completed 10 % Failed to Complete Page 21
HELPFUL TIPS FOR EVALUATIONS QUESTIONS 4a and 4b When you open your course evaluation page, you will notice that the enrollment and completions numbers are already populated for you based off of your course grading as well as survey results. These numbers should be used to fill in the requested percentage information in sections 4a and 4b. For example: a. Number of Participants that Enrolled in the Course = 24 b. Number of Participants that Completed the Course = 6 4a. In order to complete this section accurately, divide the number of participants completing the course by the number of participants actually enrolled. This will give you your percentage of completion. The balance of 100% will be the percentage of participants that failed to complete the course. 4b. The percentage of participants failing to submit student artifacts in 4b, should exactly match the percentage of participants failing to complete the implementation activity in 4a. The remaining percentages should be divided between participants completing the implementation activity with showing student gains and those completing the implementation without showing student gains. Page 22