job aid: creating and configuring classes - world bank · 2017-04-20 · creating & configuring...
TRANSCRIPT
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Job Aid: Creating and Configuring Classes
Contents Creating & Configuring Classes .................................................................................................................... 1
Key Concepts ............................................................................................................................................. 1
Creating a Class ......................................................................................................................................... 2
Enter Class Details ................................................................................................................................. 3
Generate Registration Links .................................................................................................................. 8
Configuring a Class .................................................................................................................................... 9
Assign Class Administrators or Instructors ........................................................................................... 9
Assign Rooms ...................................................................................................................................... 11
Add Attachment(s) .............................................................................................................................. 12
Setup No-Shows or Cancelation Fees ................................................................................................. 13
Setup Automatic Notifications ............................................................................................................ 15
Creating & Configuring Classes
Key Concepts A class can just be configured for a course with a delivery type already created in OLC
CBs must assign Class Administrators to the specific Classes they should manage rosters,
otherwise CAs will not be able to access those rosters.
Creating a Class include the following tasks among other:
o Specify session(s) date and time
o Limit maximum and minimum number of participants
o Assign instructors, class administrators and rooms
Class: The class is the actual service/product that learners register for. When you create a class for a
course, you specify which delivery type it will use. The class then inherits information defined at the
course and delivery type levels.
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Workflow
Creating a Class
In the Learning Home page click New Class.
In the Based on Course field, click the Pick icon.
Enter the title of your course, click Search and Select it.
Create/Define Class
Activities Tab
Assign Resources: Class Administrators
& Rooms
Related Info TabAdd Attachtments
Policies Tab
Setup No-Show or Cancelation Fees
Notifications Tab
Setup Notifications
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In the Delivery Type drop-down list, select the appropriate delivery type. Note: You can only
create classes for delivery types that have specifically been defined for the course.
Click Next.
Enter Class Details
Title: Inherited from the course.
Course ID: Inherited from the course.
Class ID: Auto-generated.
Description: You can enter a further description taking into account the Course Description that is
inherited to avoid repetitions.
Domain: It controls which learners can access the class. It is already populated with information
inherited from the course. Otherwise use the Pick icon to select another domain.
Create group for class: Check the box to have a social group created automatically for the class
and learners will be added to the group when they enroll into this specific class. Note: If the
option is not selectable, then it means the option was already checked at the course-level and
therefore all students will be added to one course-level group, regardless of which class they
enrolled in.
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Start Date: Click the Calendar icon and select date.
Select Create New Session Template.
In the new window, add Start Date using the Calendar icon and click Add New Session Template.
Note: you can add as many sessions as needed.
In the new pop-up window, enter a Start Date, Start Time and End Time in the recommended
format. Repeat the action to add all sessions as needed. Once you finish adding sessions click
Save and Close.
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Notice that your session template has been created with a title associated to the sessions added.
Click Finish.
Duration time: It is populated after configuring the session template for the class.
Location: Washington, DC is set as default. Note: you can use the Pick icon to search and select the
location where the class will take place.
Facility: Skip Facility as we will not being using it, to add rooms consult the topic Assign Rooms,
functionality in Activities Tab > Add Resources.
Language: Enter English. Note: you can use the Pick icon to search another language, if you do not
find the language you are looking for, go to the configuration page of your course and add
languages.
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Base price: Inherited from Course but you can override this setting at a class level.
Currency: US Dollars is already populated. Use the Pick icon to select another currency of the
price of the class.
Class Price: Enter the price of the class (per learner).
Check the box This Class is available in all the active currencies in the system. In case there are
future updates.
Min. Count: Enter the minimum count of participants to deliver the learning activity. Note: This
number is for information only. The class will not be automatically canceled if the minimum count
is not met.
Max. Count: Enter the maximum count of participants of your learning activity. Note: Once the
maximum count is met, any registrations are automatically added to the waitlist.
Max. In Waitlist: Enter the maximum amount of participant in your waiting list.
Vendor & Customer Service Representative: This fields are not relevant for the OLC, so you can
skip them.
Allow Drop: Select Yes if this class can be dropped at any time after registration or, select No if
this class cannot be dropped on and after date and enter the date from which the learner is not
permitted to drop the class.
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Display for Call Center: This is not relevant for the OLC, so you can leave it unchecked.
Display for Learner: If you check it, the course will be visible to learners for registration from the
OLC Catalog. If it is unchecked it will prevent the course from displaying but you can still enroll
learners manually or send the registration link to pre-selected group of candidates.
Open Enrollment Date: Click the Pick icon and select the date when open enrollment begins. As of
the open enrollment date, any learner of the appropriate audience type can register for the class.
Open Enrollment for all Audience Types Date: Click the Pick icon and select the date when open
enrollment for all begins. As of the open enrollment for all date, any learner can register for the
class, regardless of Audience Type.
Enrollment Closes Before: Click the Pick icon and select the date enrollment stops. As of the close
enrollment date, no new registrations are allowed.
Class Reminder before Start Date (days): Enter the number of days prior to the start date when
you want to send a notification reminding students about the class.
Class Completion Reminder after End Date (days): Enter the number of days after the class is
complete that you want to send a reminder.
Requires Evaluation: This determines if you want learners to receive an evaluation or not. Note:
For a class to be evaluated, you would need to enter it in the system 5 days before the class end
date and select Yes. As soon as the class ends, you mark attendance. The evaluation will go out
the next day. Five days later a first reminder goes out and 10 days later a second reminder goes
out. The evaluation closes 14 days after the class end date and the Class Contact Person entered
in OLC will receive the evaluation report.
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MTM Evaluation Name: You can select one of the 5 evaluations listed, for example WBG Staff
Learning Evaluation Regular F2F.
Activity Type: Refers to the categorization of learning activities that occurs in the World Bank (e.g.
online module, BBL etc.) If you do not want your course to be reported on staff Bank CVs, choose
BBL or Retreat. Note: The drop down menu includes values used in reporting.
Answer NO to the question Do you want to save this session template for future usage?
Generate Registration Links
Once you enter class details and click the Saved button, the class name and Additional configuration tabs
will be displayed at the top, and the deeplinks for registration will be also generated. You can send the
Course Deeplink URL with all classes available for that course, the Class deeplink URL with the enrollment
button for that specific class, or the Registration Deeplink URL. Notes: (1) as soon as a person clicks on the
Registration Deeplink URL he/she will be enrolled. It is recommended to use the Class deeplink URL to
allow learners see the details of the class before they click the enrollment button. (2) Course Deeplink
URL, Class deeplink URL & Registration Deeplink URL have two optional links to be used, the second link of
each type will include the Course ID or Class ID at the end of the link, so you can choose if you want to
share or not this administrative information in the link.
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Configuring a Class
Assign Class Administrators or Instructors Click Activities tab in the top menu of the Class Details.
Scroll down to Resources, where you can add persons and rooms.
Click Add Resource.
In the new window, select Person in the Resource Type field.
In Purpose, select Class Administrator or Instructor. Click Next.
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In the new set of fields, it defaults the location to the same location of the class and it also
defaults available resources in that location. The example below shows how when you click
Search you will see the list of available Class Administrators in Washington, DC. Then you can
select one of them and click Next.
Click Done to finish. Note: If the resource has conflict of schedule the system will announce it, but
you can still ignore it to continue.
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Assign Rooms Click Activities tab in the top menu of the Class Details.
Scroll down to Resources, where you can add persons and rooms.
Click Add Resource.
In the new window, select Room in the Resource Type field.
In Purpose, select Primary Classroom. Click Next.
In the new set of fields, it defaults the Location to the same location of the class and the Capacity
from the Maximum Count of learners allowed to enroll. Note: The available resources listed after
clicking Search will be based on this information. Enter the Resource Name as in the example
below and click Search to see the list of available rooms in your location with capacity to seat the
maximum count of learners of your class. Select as appropriate and click Next.
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Click Done to finish. Note: If the resource has conflict of schedule the system will announce it, but
you can still ignore it to continue.
Add Attachment(s)
Attachments: URLs or files that are viewable to the learner before they register in the class, it can be a
bio, pre-course materials, WebEx, outline, syllabus, etc. Note: You may want to present it as part of the
class information before registration.
Click Related Info tab in the top menu of the Class Details.
Click on Add Attachment.
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In the new window open, enter the Attachment Name.
If the Type is URL, enter the URL desired in front of it.
If the Type is File, click Browse to look for your file and open it.
In the Category field select the type of content.
Click Save.
Now you should see it listed in the Attachments. Note: Here you can also see if there are
attachments that were added at a course level, you can click on any attachment to preview the
object(s). In the same manner, if there were any delivery type specific attachment, it would also
appear under the delivery type attachments.
Setup No-Shows or Cancelation Fees Click Policies tab in the top menu of the Class Details. Note: In the Policies tab you can override
rules that have been setup at a course level. For example, if there is a rule set up at a course level
to not have manager approval required for registering, you can view and change that option here.
Click Add Drop Policies and a new window will be opened.
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Select Charge Type: If you select Percentage the figure you enter relates to the course price. In
this example, as the course does not have price we will Select Flat Rate.
Then we enter “50” US Dollars in Drop Charge and “2” in Day(s) before event starts to begin
charging the fee 2 days before the start date of the learning activity. The fee will be automatically
charged when a learner cancels their registration or, when a Catalog Builder or Class
Administrator cancels a learner registration, as long as this action is taken from 2 days before the
event starts. To finish click Save.
To enter a different fee after the start day of the event. Repeat the process configuring with
different values: Click Add Drop Policies, select Flat Rate, in this example we enter “100” US
Dollars in Drop Charge and “0” in Day(s) before event starts.
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To extend the period in which a Catalog Builder or Class Administrator can mark no-show or
cancel a registration with a fee, we repeat the process configuring different values: Click Add
Drop Policies, select Flat Rate, enter “100” US Dollars in Drop Charge and “-30” in Day(s) before
event starts. In this way the CB and CA will have 30 days after the start day of the event to mark
no-shows and/or cancel registrations with a fee.
Notice that all the Drop Policies configured will be listed in the Policies configuration page of your class.
Setup Automatic Notifications Click Notifications tab in the top menu of the Class Details.
Review the Notifications List and configure some automatic notifications for learners in the
course.
Scroll down and click Save to finish.