How can I add a session to an ILT course?

With Instructor or System Administrator access you can add session dates and times for existing Facilitated Training learning resources otherwise known as Instructor Led Training (ILT) courses into which learners can enroll. This process should only be utilized for ILT courses that are owned by your department. Please do not add sessions to courses without the permission of the course owner.

If the ILT course does not exist in myLearning, the resource for that course will need to be created before you can add session dates and times. Learning resource creation is a System Administrator function. If you are an Instructor you will need to work with a System Administrator to have an ILT learning resource created or you will need to attend System Administrator training to obtain access to create resources.  

The following are instructions for adding facilitated session class dates to an existing Instructor Led Training (ILT) resource.  

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Section 1: Adding the New Class

Section 2: Class Tab Setup

Section 3: Notifications Tab Setup

Section 4: Enrollment Tab

Section 1: Adding the New Class

Step 1.1

Navigate to the Administrator Tools option at the top right side of the myLearning launch page

Step 1.2

From Administrator Tools console, navigate to the Resources tab and select Maintain Facilitated Sessions.

Step 1.3

Once the screen for Maintain Facilitated Class Sessions opens, click the "Add" button.

Step 1.4

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.

Step 1.5

If applicable, use the "Show Inactive Courses" to search learning resources in Inactive status.

Step 1.6

Type in the name of the learning resource to which you want to add class sessions.

Step 1.7

Once you find the title, click the title of the learning resource to highlight it.

Step 1.8

Click Add.

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Section 2: Class Tab Setup

Step 2.1 

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.

Step 2.2 

Click on the pencil icon, to begin editing the session details.

Step 2.3 

After clicking the pencil icon indicate the following details for the session.

1. Date

2. Start Time

3. End Time

4. Instructor

5. Venue

Step 2.4 

Once you have indicated the details for the session, confirm your selections by clicking the check mark icon.

Step 2.5

Use the "Add new date" button if the class takes place over a series of days. The learner will need to attend the multiple sessions to receive credit. This button does not create new separate class dates. If you would like to create a new class date that is not connected to a series of dates, return to the Maintain facilitated sessions screen to add a new class session date. You can also use the "Copy" button to copy any existing class session and change the start date to reflect a new separate class session date.

Step 2.6

Next, indicate the dates you would like registration for the class to begin and close as well as the last date a learner can cancel. Ensure that you have chosen Close dates and Cancel dates that are after the Registration Open date.

• Registration Opens
• Registration Closes
• Last Cancellation Date                        

Step 2.7

If you did not add session defaults at the learning resource level, indicate the Virtual Classroom Provider, Min. Participants, Max. Participants, or any secondary instructors for the class session.

Step 2.8

Click Save.

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Section 3: Notifications Tab Setup

Step 3.1

Choose the number of days prior to the class date you would like the reminder to go out; a best practice is 3 days (it will go out at midnight on the night before the date you designated).

Step 3.2

If applicable, edit your class reminder message. Otherwise, the myLearning system will send enrolled participants the default system reminders.

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Section 4: Enrollment Tab

• 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.
• Reschedule a student into one of your other class sessions.
• Enroll others into the class session.
• Export your list of attendees to an Excel spreadsheet.

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Related Topics

How can I process credit for an Instructor Led Training?

How do I set up Virtual Instructor Led Training in myLearning?