Workflow – Live Online Courses

Live Online Courses – Quicksheet

A. Create a course for the meeting. Ctrl + click for Step-by-Step instructions

1. On the Administrator home page, click Content. Then, click Add New Content.

2. Complete all pertinent fields in the New Content Wizard.

Step 1 Content Type/Category. Choose Live Online Training, then select 1 category.

Step 2 Course Info. Enter title, description , course code & other course details. Check all 4 boxes at the bottom of the window.

Step 3 Prerequisites. Skip.

Step 4 Content Options. Check the box Auto-archive on completion.

Step 5 Email Options. Skip.

Step 6 Associated Resources. Other content that is already in Apex, that you want to display as a link next to the name of this live online course.

Step 7 Confirmation. Add a certificate and/or an image thumbnail, if desired. Confirm that the course information is correct, and click Finish.

B. Create a session for the meeting date. Ctrl + click for Step-by-Step instructions

1. On the Administrator home page, click Classroom Sessions.

2. Click once on the folder name of the live online course to select it, then click Add New Session.

3. Complete all pertinent fields. Required Fields: URL, Date, Total Seats, Instructor, Start Time, Timezone

C. Add Students Ctrl + click for Step-by-Step instructions

Option A: Students self-assign. 1. Students complete a Live Online Session Search, then click Enroll on the session they want.

Option B: You assign students one by one. In Live Online Sessions, open the session. On the Register Students tab, click Assign Students.

Option C: You upload a roster In Live Online Sessions, open the session. Click Upload Roster. You can upload a .csv file with one column, with “username” in the header row, and the usernames (employee ID or PAS#) below it.

D.

Record Attendance Ctrl + click for Step-by-Step instructions

1. In Live Online Sessions, double-click the session to open it.

2. Click Roster Update Wizard. Check the box next to Update attendance records for students on the roster. Click Next.

3. Check Attended and Completed for each student that attended the session. Click Next.

4. Use the “x” to close the wizard. Click Save on the Edit Live Online Session window.

Assigning a course code LMS Course Code IdentifiersThe administrator will create the code when uploading the new content. CCC Complete Comfort Care FIN Financialcode = 3-letter identifier + date + time the course was uploaded/created. CER Certification GEN General

SCO-2011 07 12 1223 CIS Computer Information Systems LDI Leadership Development InstituteCLI Clinical LST Life Support TrainingCOM Competency NUR NursingCSR Central Sterile Reprocessing OLR On-line Resource

OLA On-line AssessmentEOD Education and Organizational

DevelopmentSCO SCORM-compliant online content

Create a Live Online Course (Content Item) – Step by Step

A.

Create a course for the meeting.

1. On the Administrator home page, click Content.

2. Click Add New Content.

3-letter identifier

Year Created

Month Created

Day Created

Time Created

3. Complete all pertinent fields in the New Content Wizard. Note: To cancel, just close (“x out of”) the wizard using the “x” in the upper-right corner.

Step 1

Content Type/Category.

Content Type = Classroom Training

Category = Choose one (1) Category. Selecting multiple categories will create multiple tabs on users’ home pages.

Step 2

Course Info. Type a title, description and other course details.

Content Code – Create a code using the Course Code Guidelines.

Search Keywords – any word related to the lesson, that is not already in the title, that will help students find the lesson in the catalog.

Est. Duration – Lesson length, in minutes.

List In Content Catalog – Students can search the catalog for this course.

Allow students to self-assign – Students can enroll and un-enroll from this lesson.

Show on Student Transcript – This lesson will appear on their permanent records.

Allow UG-Admin to assign this content – Managers can assign this content, as well as administrators.

Step 3

Prerequisites.A pre-requisite is a content item that already exists in Apex.The user must complete the pre-requisite before they can sign up for the online session.This step can usually be skipped.If there are any pre-requisites, drag them from the right column to the left column.

Step 4

Content Options.Check the Auto-archive on Completion box.When the user completes this content, it will automatically move to the user’s Archive tab.

Step 5

Email Options.An email will be sent each time a user completes a live online session for this course, or each time a user is marked as “complete”.This step can usually be skipped.

Step 6

Associated Resources.Use this if there are other courses or resources that you want to display as a hyperlink along with this content on the user’s home page.

Step 7

Confirmation.You can choose to add a certificate and/or an image thumbnail.Confirm that the course information is correct, and click Finish.

Create a Live Online Session – Step by Step Ctrl + click for the Quicksheet1. On the Administrator home page, click

Classroom Sessions.2. Click a course that you want to add a session

for, then click Add New Session.3. Complete the Add Classroom Session form,

then click Add Session.

4. Fill out the appropriate fields in the Add Live Online Session window. *(asterisk = required)* URL = The web address of your online meeting (get this from your meeting provider when you set up the meeting on line).

* Session Code = Create this using the date/time that you are creating the meeting. Use the formula (yyyy + mm + dd + hhhh).

* Date of the session. * Pick an instructor from the dropdown.

Register By = Attendees can register up to this date, but not on this date. Usually this is the date of your meeting.

* Start Time = The time the meeting will start.Timezone = (GMT-07:00) Phoenix

* Total Seats = Maximum number of attendees in your meeting.

Notes = Registration instructions and details about this particular meeting.

Open Registration = Check this box if enrollment is open to everyone.

Access Instructions = Access codes and other details for attendees who have registered for the meeting.

Add Students to a Live Online Session – Step by Step Ctrl + click for the Quicksheet

Option A: Students self-assign.

1. Students complete a Live Online Session Search.

2. Students double-click on the live online session.

3. Students click Enroll. The session is now visible in the My Content menu, under My Live Online Sessions.

Option B: You assign students one by one.

1. In Live Online Sessions, double-click the session to Edit it.

2. On the Register Students tab, click Assign Students.

3. Search for each student by name. Click Select User to add each one.

4. Close the User Search box, then click Save on the Edit Session window.

Option C: You upload a roster.

1. In Live Online Sessions, double-click the session to Edit it.

2. Click Upload Roster. The file you upload must be in .csv format. If the users are already in Apex, all it needs is a “username” column, populated with the username (Employee ID or PAS#) of the attendees.

3. Click Browse. Find the .csv file in your documents. Click Upload.

Record Attendance for a Live Online Session – Step by Step Ctrl + click for the Quicksheet

1. In Live Online Sessions, double-click the session to open it.

2. Click Roster Update Wizard.

3. Check the box next to Update attendance records for students on the roster. Click Next.

4. Check Attended and Completed for each student that attended the session. Click Next.

5. Use the “x” to close the wizard. Click Save on the Edit Live Online Session window.