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Setting up Virtual Training in myLearning
In order to properly set up this training, you must complete all of the sections below. Select one of the following sections:
Section 1: Creating a Virtual Classroom Provider
Section 2: Assigning a Virtual Classroom Provider to Facilitated Sessions
Section 3: Creating an Instructor Led Training (ILT) Learning Resource
Section 4: Adding Facilitated Sessions to an ILT Learning Resource
Tip
You should not create class sessions for courses that are outside of your ownership. You should be collaborating with the course owner.
Section 1: Creating a Virtual Classroom Provider
The myLearning system allows the use of external virtual platforms to facilitate and track learner attendance for virtual classes. To do so, the information for the external virtual platform must be added to the myLearning system. Although other external virtual platforms can be used, the personal meeting rooms from Zoom are the most commonly used external virtual platform.
Launch the video below for more details about how to retrieve Zoom Personal Meeting Room information.
1.) To start the process of creating a virtual classroom provider navigate to “Maintain Virtual Classroom Providers” from the tools tab.
2.) Select the “New” button.
Prior to completing the next step, please note that you must have all of the class information from the virtual platform you are using. This includes:
- The meeting ID
- Participant password if applicable
- Seat license information
- Dial by location number
3.) Follow each step in the screenshot to create your virtual classroom.
Section 2: Assigning a Virtual Classroom Provider to Facilitated Sessions
1.) Now you will need to access the facilitated session that you created for the class. Navigate to the resources tab and choose Maintain Facilitated Sessions from the dropdown options.
2.) Search for existing sessions by course title. If the sessions do not exist you will need to add new sessions. The steps for adding a new session to the course can be found in the Adding Facilitated Sessions to your ILT Course section of this reference guide.
3.) After finding the desired session you would like to assign the virtual classroom to, click the EDIT button.
4.) On the class tab, navigate to the Virtual Classroom Provider field to select your virtual classroom from the dropdown list.
5.) Select Save.
6.) Next, navigate to the other tab.
7.) To ensure that the meeting ID generated from the virtual platform appears on the learner’s outlook calendar, add it to the “Other Venue Information Section”.
8.) Navigate to the virtual class tab of the facilitated session. You will now find the information for the virtual classroom provider. On this virtual class tab you can select whether or not learners will receive automatic attendance credit after clicking on the classroom link. If this is not selected, you will have to process the credit for attendance manually using the credit tab.
Tip
Please note that it is important that learners do not launch the classroom link before class. If credit is processed for even one user, the following will occur:
- The class status will change to Closed (even if the class is in the future).
- Other enrolled users will be listed as no-shows when the overnight process runs.
- Other users can still enroll through the Class Calendar/Course Catalog, if the class registration date is in the future. However, the system will now disregard the max number for the class, so a class could get too full.
9.) You can now Save & Close the facilitated session
Section 3: Creating an Instructor Led Training (ILT) Learning Resource
1.) From the Administrator Console, navigate to the Resource tab and choose "Maintain Learning Resources."
2.) Select New.
Select a tab below to learn about its setup within a learning resource:
Step 1
Choose Facilitated Training from the Type of Resource drop down menu.
Step 2
Enter a course title.
Step 3
Enter a course description (this is only seen on the back-end/admin side of myLearning). DO NOT ADD A TIME REQUIREMENT.
Step 4
Choose “Active” from the Resource Status drop down menu, to make your course Active.
Step 5
If the training is delivered in person at a physical venue, choose “Instructor Led” from the Delivery Method drop down list. If the training is delivered virtually (Zoom or MS Teams), choose "Instructor Led - Virtual".
Step 6
Choose your Provider group from the Provider drop down list.
Step 7
Click Allow Multiple Enrollments if you would like learners to be able to take the courses more than once AND get a new completion date on their history for each time they complete it. If you do not check this box, learners will not get a new completion date on their history for each time they complete the course; only the 1st date of completion will show.
Tip
The delivery method and type of resource must match.Keep record of your course # / reference #. Do not alter the # assigned.
- Enter a course description (this is seen by users who want to take the course, and will show in the course catalog).
- Enter your course objectives and/or learner objectives.
- Choose a completion certificate (This is optional. You do not have to provide a certificate of completion).
- Choose the Level 1 evaluation (ie: smile sheet; course evaluation) you would like to attach to your course. This is also optional. The LTI Team - Instructor Led Training Evaluation is available for anyone to use (LTI - Learning Technology and Innovation).
- On the Owners Sub Tab.
- Choose yourself as the owner of the course, choose your group.
- On the Pre-Requisite sub Tab
- Enter your pre-requisite courses if you have any.
- Click Save.
- Default Virtual Classroom Provider: Find the name of the Virtual Classroom Provider that you created for the course.
- Click Enable Waitlist: this will allow users to be put on a waitlist in case your course if full when they attempt to enroll.
- Click Allow Participants to Self-Reschedule for Classes: this will allow users to change their class date, in case their schedule changes and they cannot attend.
- Leave the location, time, and instructor defaults blank for now. These will be set from the session.
Notification Tab > Participant Tab
- An automatic reminder will be sent out to people enrolled in your course from this page.
- Please edit the message details to reflect any pertinent information for users, such as:
- Directions to the training location
- Parking instructions
- Choose how many days before class you would like this email notification to besent. Messages are sent at midnight.
- If the location and time of your ILT course will not be consistent (the locations and times change from class to class) then you will set up an additional notification with the class session.
- Enable the Enrollment notification, and edit the message to reflect the message you would like learners to see when they enroll in your course.
- Enable the Enrollment by Others notification, and edit the message to reflect the message you would like learners to see when someone else enrolls them in a course.
- Enable any other enrollment notifications applicable to your course, and edit the message as necessary.
- Click Save.
- Enter an audience, location, and time description, if you have them.
- Enter any keywords users can enter to search for your course in the course catalog. Keywords should be specific to the topic and title of your course, and include any common misspellings.
- Click Save and close.
Section 4: Adding Facilitated Sessions to your ILT Course
The following are instructions for adding facilitated session class dates to an existing Instructor Led Training (ILT) resource. If you have not set up the ILT learning resource and need guidance, please choose Creating an Instructor Led Training (ILT) Learning Resource to revisit the steps for creating an ILT resource before proceeding.
- From Administrator console, navigate to the Resources tab and select Maintain Facilitated Sessions.
- Once the screen for Maintain Facilitated Class Sessions opens, click the "Add" button.
- If you already have session built, and want to add more, use the Select a Course field to search for a learning resource that has existing class sessions to either edit or make copies.
- If applicable, use the "Show Inactive Courses" option to search learning resources in Inactive status.
- Type in the name of the learning resource you want to add class sessions to.
- Once you find the title, click the title of the learning resource to highlight it.
- Click on Add.
- Once the class session screen opens, you have the options to Maintain Separate Class Rosters or Hide Class from User Registration. If you would like to have separate class rosters for multiple sessions select Maintain Separate Class Rosters. If you would like to choose the enrollments for the class session and restrict registration access from learners, choose Hide Class from User Registration. These settings are optional.
Tip
A class is only hidden to learners and managers. System admins and those who have enroll others, instructor, and report user access can see the classes and sign up.
- Click on the pencil icon, to begin editing the session details.
Notifications Tab Setup
- Choose how many days before class the reminder should go out; a best practice is 3 days (it will go out at midnight the night before you choose it to).
- Edit your class reminder message.
- You may include documents, short videos, links, etc., using the attachments icons.
- Use the Post Class Marketing tab, to send a message or documents to enrollees after the session has completed.
Enrollment Tab Setup
- Use this tab to:
- See who is enrolled in your course
- See who is on a waitlist
- Send an ad-hoc notification (a one-time, from-scratch notification) to the enrollees (ad- hoc notifications will be sent out immediately, and can only be used once.)
- Remove a student from the class session.
- Enroll others into the class session.
- Reschedule a student into one of your other class sessions.
- Export your list of attendees to an Excel spreadsheet.
Credit Tab Setup
- Students who are enrolled in your class session will also show up here.
- Use this page to grant students credit, who have completed the session. You must manually grant credit to enrollees who have attended, as doing this will move the session over to their Learning History as Completed.
Related Topics
How do I create a direct link to a learning resource?
How can courses be added to the myLearning catalog?