Class Administrator Handout Class... · 2017. 4. 20. · class as delivered or canceled. Canceling or marking a class as delivered closes the rosters so further updates cannot be

1/20 Learning materials for internal trainings of the WBG.

Class Administrator Handout

Contents Managing Rosters ......................................................................................................................................... 3

Key Concepts ............................................................................................................................................. 3

Access Class Rosters through Instructor’s Desk ........................................................................................ 3

Print Sign-In Sheet ..................................................................................................................................... 4

Enroll/Register Learners Manually before Delivery .................................................................................. 5

Enroll/Register Learners Manually after Delivery ..................................................................................... 6

Enroll/Register Learners by UPIs or Emails List (through a CSV File) ........................................................ 6

Cancel Learners Individually ..................................................................................................................... 7

Cancel Multiple Learners .......................................................................................................................... 8

Waitlist Learners ....................................................................................................................................... 8

Move Learner from Waitlist to Register ................................................................................................... 9

Mark Successful Completion Individually ............................................................................................... 10

Mark Successful Completion to All Learners Registered in a Class......................................................... 10

Apply No-Show & Cancelation Fees ........................................................................................................ 11

Cancel Learners without Late Cancelation or No-Show Fee ................................................................... 12

Send Customize Notifications ................................................................................................................. 12

Cancel Class ............................................................................................................................................. 13

Mark Class as Delivered .......................................................................................................................... 14

Running Reports ......................................................................................................................................... 15

Key Concepts ........................................................................................................................................... 15

Access Reporting Functionalities ............................................................................................................ 15

Run Roster Report ................................................................................................................................... 16

Class Administrator’s FAQs ........................................................................................................................ 17

When can I add a learner to the roster? ................................................................................................. 17

When can I add a “walk-in” learner to the roster? ................................................................................. 17

Who can access the class roster? ........................................................................................................... 17

Is there a way to have a WebEx link or information on the course confirmation email? ...................... 17


How can I generate Roster Reports? ...................................................................................................... 17

Once the participant status is marked, how long it will take to reflect the cost to the budget? ........... 19

What is the influence of the Registration and Completion Status in people’s records and CVs? .......... 19


Managing Rosters

Key Concepts

If a seat becomes available the first learner in the waitlist is automatically offered the seat. The

waitlist can be prioritized by CB and CA.

Marking successful completion triggers the migration of information to learners CV and

evaluations are sent. Marking attendance is optional, completion is mandatory.

No-Shows or Late Cancelations Fees will be charged automatically when CBs or CAs mark Now-

Shows or Cancelations within the timeframe set in the Drop Policies.

When learners do not attend a learning activity and the Registration Status is not marked as

Cancelled or No Show, their records will remain In Progress as long as their Registration Status is

not updated. It is recommended to update their Registration Status to Cancelled or No Show

rather than leave the Completion Status as Not Evaluated or mark it as Unsuccessful. If it is

marked as Unsuccessful, it will be shown in learner’s records as so and highlighted in red.

Learners can be added to a roster before or after the class start date, but not after marking a

class as delivered or canceled. Canceling or marking a class as delivered closes the rosters so

further updates cannot be done after it. This cannot be reverted.

Workflow Before Delivery

Workflow After Delivery

Access Class Rosters through Instructor’s Desk

Click the Admin tab in the main navigation bar, then click Instructor tab.

Enroll LearnersCancel

RegistrationsWaitlist Learners

Mark CompletionApply No-Show & Cancelation Fees

Mark Class as Delivered


In the Instructor’s Desk, under Upcoming Sessions you will have listed the classes to be delivered

and under Action Required, you will have delivered classes. E.g. the image below was grabbed on

March 13, 2017. Note: As long as you have been added as Class Administrator or Instructor to the

classes you want to manage rosters in the Instructor Desk, you will be able to see those classes

listed here.

To access the Rosters of the desired Class click the Title link of the Class desired. Note: Do not

click on Mark delivered next to the Classes under Action Required before you perform all the tasks

you need, such as registering learners or marking successful completion. Once you mark a Class as

delivered you are not able to perform any of these activities anymore.

Print Sign-In Sheet

You can print a sign-in sheet just before the delivery of a Class:

In the Class Roster click the Printer icon.

The Sign-In list will display, click the Printer icon again.


Enroll/Register Learners Manually before Delivery

In the Instructor’s Desk scroll down to the Action Required section and select the Class delivered.

Click the +Add Learners icon on the right.

The Add Learners page displays. Search for the desired learner(s) by entering their name

information or their nine digits UPI number in the Search for people field. Note: For additional

filters click the Show filters button, enter the desired information and click the Apply filters button.

Click Select next to each of the desired learners. The learners are added to the Selected

People window on the right.

Click the Add button when all the desired learners have been selected and they will be registered.


Enroll/Register Learners Manually after Delivery

If the class was already delivered the system will send an alert when you click Add learners, the class is

not open for enrollment but you can still enroll learners by clicking Continue and they will be registered.

Enroll/Register Learners by UPIs or Emails List (through a CSV File)

Create the CSV file: 1. In an Excel Doc, Column A, enter all nine digits UPI numbers or emails of

learners you wish to enroll (one per row); 2. Format the cells as Text, rather than Numbers, by

doing so, the preceding zeros will not be removed, for this click the right mouse button at the top

of Colum A, select Format Cells, select Text and click OK. 3. Save your doc as CSV (comma

delimited) (*csv) file. Note: The full nine digits UPI number of the learners, including zeros on the

left, must be entered in the import file, otherwise the LMS will not recognize them as active users;

In the Roster, click +Add Learners icon.


The Add Learners page displays. Select Upload CSV file.

Click Browse, search and select your CSV file.

Click Add and the learners will be added.

Cancel Learners Individually

Check the box next to the learner to be cancelled in the roster list.

In the Registration Status column, click the status link of the learner.

In the new window, select one of the drop options from the Update Status field.

Enter a reason in the Reason field.

Click Save and the learner will be removed from the roster.


Cancel Multiple Learners

Check the box next to the learners to be cancelled in the roster list.

Click the Registration icon from the menu at the top of the roster list.

In the new window, notice in the text at the top the number of learners selected.

Select one of the drop options from the Update Status field.

Enter a reason in the Reason field.

Click Save and the learners will be removed from the roster.

Waitlist Learners

Check the box next to the learner to be waitlisted.



In the new window, select one of the waitlist options from the Update Status field. Note: if you

select Move to the Waitlist with the priority, you should enter the priority number desired.

Enter a reason in the Reason field and click Save.

Move Learner from Waitlist to Register You can move learners from waitlist to register independently of his/her priority number and even if you

do not have seats available:

Check the box next to the learner waitlisted to be registered.


In the new window, select one of the Move into Class options from the Update Status field.

Enter a reason in the Reason field and click Save.


Mark Successful Completion Individually

Check the box next to the registered learner.

In the Completion Status column, select Successful from the drop menu.

Scroll down and click Save.

Mark Successful Completion to All Learners Registered in a Class

Click Advanced Edit.

In the new page click Results in the tabs below the Class Information.

In the Status field, select Successful from the drop menu and click Apply to All next to it.

Click Save at the bottom.


Apply No-Show & Cancelation Fees

To apply no-show or cancelation fees, you should cancel the registration status of learners during

the timeframe configured to apply drop policy fees. For this check the box of the learner who

cancel or did not attend the class.


In the new window, select the appropriate drop or no-show option from the Update Status field.

Notice that you also have the option to skip charge fees by selecting Drop this registration without

Late Charge.

Enter a reason in the Reason field and click Save. The learner will be removed from the roster and

fees already configured will be automatically charged.


Cancel Learners without Late Cancelation or No-Show Fee

If there are late cancelation fees configured for a Class, the system will trigger charges as appropriate

when a cancelation takes place. You can always select Drop this registration without late charge from the

drop options from the Update Status field.

Send Customize Notifications

Click the Envelop icon.

In the new window, in the field To click Add to select the desired list.


In the Subject Keywords field you can select different keywords from the drop menu to retrieve

information from the system and add it in Subject field. In the example below @Offering_Room@

was selected and J B1-89 was added in the Subject field. The Message Keywords work in the same

manner.

Once you finish you message click Save.

Cancel Class If you are absolutely sure you need to cancel a Class you can follow the steps below. Note: this change

cannot be reverted once it is done, if the event is still happening you will need to create another class.

In the section of the Class details at the top of the Roster, click on the link Open – Normal of the

Status field.


In the new window open, select the option Cancelled and Save.

Mark Class as Delivered The final step you may want to take and only after you finish adding walk-ins and marking successful

completions is to mark your Class as delivered. Note: Do not mark a class as delivered before you perform

all the tasks you need. Once you perform this action you are not able to do any activity related with

managing that roster.

There are two ways to mark a Class as Delivered:

1. In the Instructor’s Desk, under Action Required you will have listed all the delivered classes and

next to them the Mark Delivered button.


2. In the Roster, you can click at the button Grant Credit and Mark Delivered, by doing so you not

only mark your class as delivered but also you mark successful completion for all learners

registered in that class. It is recommended to use this option once you have updated your roster

based on your sign-in sheet.

Running Reports

Key Concepts • As CB or CA, you will be able to run general reports and special reports for certain components

based on your role and level of access.

• Report Templates are already created in OLC for you to choose the one you need.

Workflow

Access Reporting Functionalities Click the Admin tab in the main navigation bar. The Admin Homepage displays. Note: You must

have the proper security roles to complete these steps.

Click the Analytics Admin link. The Report Home page displays.

Apply Search Filters Run Report Save Report


Run Roster Report

In Category select Staff Admin Reports from the drop down menu.

Click on World Bank Group Roster Report.

In the new window, click arrow to display search Filters.

Enter the Class ID, click the search icon, and select the name of the Class displayed. The class ID

will appear in Selection.

Click Run or Save and Run as desired.

Click Download to generate a CSV file.


Class Administrator’s FAQs

When can I add a learner to the roster? You can add a learner to a class roster before or after the class has occurred but before you mark the

class as delivered.

When can I add a “walk-in” learner to the roster? On some occasions, learners can attend a class and are not on the class roster. These learners are

referred to as “walk-ins” and their successful completion must be marked. These learners can be handled

in two ways by adding the learner to the roster. If you add the learner to the roster, he/she can receive

his/her certificate, updates, notifications, or evaluations connected with the class.

Who can access the class roster? The class roster can be accessed from two places in the user interface:

1. Learning Administration – Catalog Builders

2. Instructor’s Desk – Class Administrators

Thus, both Catalog Builders & Catalog Administrators can access and manage class rosters.

Is there a way to have a WebEx link or information on the course confirmation email?

No but CBs have the option to send customize notifications from the roster to the list “Confirmed

learners registered to the offering who are not pending approval or waitlisted”. So they can include the

link in a quick customized notification from the system or just take the list of emails to send the

information from their own email.

How can I generate Roster Reports? Enter to the OLC LMS:


In the new window open:


Once the participant status is marked, how long it will take to reflect the cost to the

budget?

It should be reflected in approximately 2 days.

What is the influence of the Registration and Completion Status in people’s records and

CVs?

If the Completion Status of a learner is marked as Successful, it will appear in his/her records in the LMS (see images Example 1). This information will be migrated to people’s CVs unless the learning offering has been categorized as BBL or Retreat in the Activity Type field in the Class details page > Main tab. The training evaluation will also be sent to learners when they are marked as Successful.

If the Registration Status of a learner changes from Registered to Cancelled, or No Show, the learning activity will disappear from his/her records (see images Example 2), and the Completion Status field will appear as Suspended.

If the person did not attend the training and his/her Registration Status has not been marked as Cancelled or No Show, his/her records will reflect this as a training In Progress (see images Example 3), and it will be listed as so as long as you do not update his/her Registration Status. It is recommended to update the Registration Status to Cancelled or No Show rather than leave the Completion Status as Not Evaluated or mark it as Unsuccessful. If it is marked as Unsuccessful, it will be shown in people’s records in the LMS (see image Example 4.)

Roster of the Learners records shown below:

Records Example 1: Learner who is Registered and marked as Successful.

Records Example 2: Learner who's registration status in the OLC Catalog Builder is cancelled or no show, so it is not in the learner's records.

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Records Example 3: Learner who is Registered and Not Evaluated.

Records Example 4: Learner who is Registered and marked as Unsuccessful.
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Documents

Class Administrator Handout Class... · 2017. 4. 20. · class as delivered or canceled. Canceling or marking a class as delivered closes the rosters so further updates cannot be