This is an Intended to provide you with Assistance as you use the System Topic Creating a New Learning Campaign Audience Training Administrators Revised 10/29/2013 An ENGAGE Learning Campaign is the way that the activities specified in an ENGAGE Learning Path are assigned or recommended to members of your staff. When included in a Learning Campaign, these staff members are referred to as Campaign Members. Learning Campaigns are created and maintained by a Training Administrator on the ENGAGE system. There is no limit to the number of Learning Campaigns that an agency may set up, and Learning Campaigns are private to your agency and cannot be seen by or shared with other agencies. There are three categories of information involved in setting up a Learning Campaign, and all are required to successfully complete the setup. They are: 1. the Learning Path to be included in the campaign, 2. the Learning Campaign parameters, and 3. the list of staff members who will become Campaign Members. We will now review and discuss the requirements in each of the three categories. Later in this document we will review how the data from these three categories is entered into the Learning Campaign screen of the ENGAGE system. 1. The Learning Path to be included in the Learning Campaign Each Learning Campaign must include one, and only one Learning Path. When establishing a Learning Campaign, a field is provided for you to select the Learning Path to be used for the Learning Campaign. The selection is made from a drop down list that shows all of the existing Learning Paths setup by your agency. The Learning Path you wish to use must be setup prior to beginning the creation of the Learning Campaign. 2. Learning Campaign Parameters Each Learning Campaign has a set of parameters that control how the campaign functions. Each of these items is required to setup a Learning Campaign. Name This is the name by which the Learning Campaign will be known within your agency. It will appear on Learning Campaign Activity Reports, emails to Campaign Members and in the ENGAGE Inbox of each Campaign Member. Description This is a text field that you can use to further describe the purpose of this Learning Campaign. It will appear on emails to Campaign Members and in the ENGAGE Inbox of each Campaign Member. Instructions This is the set of instructions that will be provided to Campaign Members regarding what you expect of them within this campaign. The instructions entered in the Learning Campaign will be included in all emails sent to Campaign Members and will be displayed in the ENGAGE Inbox for Campaign Members. You will want to be explicit in your instructions and base them on the contents of the Learning Path and your expectations. Instructions can be up to 1,000 characters in length. Some examples instructions are provided here: Topic: Creating a New Learning Campaign Page 1
Watch the three assigned presentations to better understand Autism and how you can improve your ability to work with students with Autism. Then demonstrate your understanding by passing each of the associated quizzes with a score of 80% or greater. -or- Watch the three presentations and pass each quiz. Then visit the Discussion Forum and create a post describing how you implemented something you learned within your classroom. In addition, you should read the posts from other Campaign Members and comment on at least 3 other users posts. Campaign Type There are two types of Learning Campaigns: Assignment and Recommendation. Each type behaves differently and has different requirements as described below. Assignment Learning Campaigns are a formal assignment of the activities contained in the selected Learning Path to the Campaign Member included in the Learning Campaign. Assignment Learning Campaigns have both a start date and an end, or due date and there is an option to have the ENGAGE system send out weekly reminder emails to Campaign Members who have not yet completed their assigned activities. Assignment Learning Campaigns are removed from the inboxes of Campaign Members on the End (due) date. You can, at any time, extend the due date by changing the Learning Campaign end date. Recommendation Learning Campaigns are less formal than an assignment and are used to suggest the contents of the selected Learning Path to Campaign Members. Recommendation Learning Campaigns DO NOT have an end (due) date and there is no option to send out weekly reminders to Campaign Members. Recommendation Learning Campaigns remain visible in the inboxes of Campaign Members until July 1 of each year, when the ENGAGE system will automatically end them for all Campaign Members. Send Email Reminders This checkbox is only available when you are creating an Assignment Learning Campaign. When checked, the ENGAGE system will send out email reminders each Monday morning between the Learning Campaign start date and the end date to all campaign members who have not completed the activities defined in the Learning Path selected for the Learning Campaign. Campaign Start Date - This is the date that the Learning Campaign begins. It can be today or any future date prior to the next July 1. We will automatically be closing all Learning Campaigns on July 1 in preparation for the next year. You may not use dates that have passed as the start date. On the Learning Campaign start date, the ENGAGE system will send out notification emails to all Campaign Members informing them that they have been included in a Learning Campaign. The email will provide details about the Learning Campaign and a link to their ENGAGE Inbox. If you set the Learning Campaign start date to the current date, notification emails will be sent by the ENGAGE system shortly after the Learning Campaign is saved; usually within one hour. Campaign End Date This is the date that the Learning Campaign ends. The option of including an end date is only available for Assignment Learning Campaigns. Recommendation Learning Campaigns, being less formal than assignments, do not include end dates. The Campaign End Date must be at least one day later than the Campaign Start Date. The Campaign End Date should be thought of as the due date; the last date that Campaign Members Topic: Creating a New Learning Campaign Page 2
can work on completing the activities included in the Learning Campaign. After the Campaign End Date, no more reminder notices will be sent to Campaign Members, if that option is turned on; and the Learning Campaign will no longer appear in the ENGAGE Inbox of Campaign Members. The Learning Campaign end date can be changed at any time to extend the date by which the Campaign Members must complete the activities contained in the Learning Path. 3. Import the List of Staff who will Become Campaign Members The final category of information required to create a Learning Campaign is the list of staff members to whom the activities in this Learning Campaign will be either assigned or recommended. We call these staff members who are part of the Learning Campaign, Campaign Members. Campaign Members who you wish to include must be listed on a Microsoft Excel spreadsheet and uploaded to the Learning Campaign through options provided on the Learning Campaign management screen. The format of the Campaign Member spreadsheet must conform to our prescribed layout. To simplify this, we have provided you with a link on the Learning Campaign management screen to download a bank template. The template has column headings to guide you in adding the data. You will add one row for each Campaign Member you wish to include. The following are the fields you can provide for each Campaign Member and correspond to the columns on the Campaign Member spreadsheet: Column Heading Required Description Comment First Name Yes The First Name of the Campaign Member Last Name Yes The Last Name of the Campaign Member Email Yes A valid Email address for the Campaign Member. This must be in the format of a valid email address: user@domain.extention For example: john@usd999.org We will attempt to match this email address to all of the email addresses provided by registered myinfinitec.org users from your agency to determine if they need to register before beginning the activities in the Learning Campaign. In addition, all Learning Campaign emails generated by ENGAGE will be sent to this email address. Building No The building the Campaign Member is associated with. Supervisor No The Campaign Member s supervisor. Program No The program the Campaign Member is associated with. Occupation No The Campaign Member s occupation Custom Field 1 No Any other data elements you d like to specify for the Campaign Member Custom Field 2 No Any other data elements you d like to specify for the Campaign Member Custom Field 3 No Any other data elements you d like to specify for the Campaign Member If you provide any or all of these optional data elements, they will be stored within this Learning Campaign for each Campaign Member. We store them so that we can include them on the ENGAGE Activity Report. This allows you to sort and/or filter the Activity Report by any of these fields, improving the utility of that report within your agency. The last 3 custom fields provide the flexibility to include any additional data element we didn t think of. Other important considerations to keep in mind when creating your Campaign Member spreadsheet: 1. Each Learning Campaign may only include one Campaign Member spreadsheet. 2. Each Campaign Member spreadsheet must contain at least one Campaign Member. 3. There is no limit to the number of Campaign Members that can be included in a Learning Campaign. 4. The system will generate an error if the Campaign Member spreadsheet does not contain the three required fields for each user or of the email is not in a valid email format. Topic: Creating a New Learning Campaign Page 3
Once the data is entered on the Campaign Member spreadsheet, it must be saved on your computer or network as a Microsoft Excel 97-2003 Workbook with the extension.xls to be compatible with ENGAGE. Once it is saved you can import it into your Learning Campaign. We will explain the process for importing the spreadsheet into your Learning Campaign in the next section of this help document. Save your Campaign Member spreadsheets in a logical place and give them logical names to make it easy to locate them when it comes time to import them into your Learning Campaigns. When you import your Campaign Member spreadsheet you will also specify if the Campaign Member should be made part of a private Discussion Forum for this Learning Campaign. Using the ENGAGE administrative screens to create a new Learning Campaign To begin creating a new learning Campaign, the Training Administrator must be signed in to the myinfinitec.org website. Once signed in, click on the ENGAGE Link on the homepage to be directed to the ENGAGE Training Administrator menu shown below: Click on the Manage Campaign link to be directed to the Learning Campaign Manager screen as shown below Topic: Creating a New Learning Campaign Page 4
The table on the lower portion of the screen (above) lists existing Learning Campaigns created by Training Administrators in your agency. It also contains links to delete Learning Campaigns no longer needed, to run the Activity Report for each Learning Campaign and to access the Discussion Forum if one was included in the campaign. Click on the Create a new Campaign link to begin the process of creating a new Learning Campaign. We will divide the screen into two sections for our review here. The top part of the screen is where the Learning Path and Learning Campaign parameters, discussed earlier in this document, are specified. The lower part of the screen is where the Campaign Members are imported and the optional Discussion Forum can be included in the Learning Campaign. The top part of the screen is very easy to understand. The use of the fields are as exactly as described earlier in this document. It a simple matter to type in the information into the labeled fields as described above. Below we ve provided an image of the top part of the screen with few addition comments and reminders to help you understand how the screen operates. Note that presence of the asterisk next to the field name indicates that it is a required field. Topic: Creating a New Learning Campaign Page 5
Use this dropdown to select whether the Learning Campaign is an Assignment or Recommendation. In this example, we have selected an Assignment Learning Campaign, so you see the options to Send Email Reminders and to specify a Learning Campaign end date. If you change the type to Recommendation, the Send Email Reminders and End Date do not appear. This is the dropdown where you will select the Learning Path for this Learning Campaign. By default the first Learning Path on the list of existing Learning Paths is displayed. Click on the box to display the full list and select the correct Learning Path for this Learning Campaign. When you click on these date fields, a calendar will be displayed to assist you in selecting the correct date. The lower part of the screen is where you can download the Campaign Member spreadsheet template and import the Campaign Member for this Learning Campaign When you have entered the Campaign Member data on the Campaign Member spreadsheet and saved it to your computer or network, click here to begin the process of importing the Campaign Member data. Begin by downloading the Microsoft Excel template for the Campaign Member spreadsheet to your computer. Open it in Excel and enter the Campaign Member data. When you click on the Import Campaign Members button to begin the process of importing your saved Campaign Member spreadsheet, the area below the button will change and you will see the options required to complete the import/upload the spreadsheet. You may need to scroll down to see this on your screen. Topic: Creating a New Learning Campaign Page 6
Click the Choose File button to browse to the folder on your computer or network where the correct Campaign Member spreadsheet is stored and select that file. When you have chosen the file, the name will be displayed. Click this Checkbox to include a Discussion Forum in this campaign Click the Upload button when you are ready to proceed with the upload. You must navigate to and choose the correct Campaign Member spreadsheet. Click the Include Discussion Forum checkbox if you wish to include a Discussion Forum in this Learning Campaign. Click the Upload button when you are ready to begin the upload process. It will take a number of minutes for the file to be uploaded and processed by the ENGAGE system. The time will vary based on the number of Campaign Members and internet traffic; please be a little patient. When the upload is complete, the screen will update and a grid containing the data from your Campaign Member spreadsheet will be displayed so you can verify that the correct data was uploaded. Here is an example of what the screen will look like after a successful upload. In this example, there are two Campaign Members. All of the required data elements plus two of the optional data elements have been provided for each Campaign Member. If, after reviewing the grid containing the uploaded Campaign Members, you find the list to be incorrect, you can modify the Excel Campaign Member spreadsheet you created, save the changed Excel file and then click on the Import Campaign Members button to update the modified list of Campaign Members. You can repeat this as many times as required until the grid displays the correct Campaign Member information. Topic: Creating a New Learning Campaign Page 7
If you forgot to include a Discussion Forum, you MUST import the Campaign Member spreadsheet again and click the Include Discussion Forum checkbox to add the Discussion Forum. Simply clicking the Checkbox without importing the spreadsheet will not add the Campaign Members to the Discussion Forum. You can only add a Discussion Forum to a Learning Campaign in conjunction with the process of uploading the Campaign Member spreadsheet. If you forget to check the Include Discussion Forum checkbox, you must re-upload the same spreadsheet after checking the box to add the Discussion Forum. When you have completed the Learning Campaign screen and verified that: - the correct Learning Path has been selected, - the Learning Campaign parameters are correct, - and the correct set of Campaign Members are included; scroll to the bottom of the page and click the Save button to save the new Learning Campaign. Clicking Cancel will return you to the Learning Campaign management screen without saving your Learning Campaign. Also, if you navigate away from the page without saving your Learning Campaign your Learning Campaign will be lost. Note: If you leave the page for any reason without saving the Learning Campaign, your work will NOT be saved. Always remember to click Save to save your work Topic: Creating a New Learning Campaign Page 8