Process For Managing Students within the LINGOs LMS

1. Process For Managing Students within the LINGOs LMS • An Overview by Dan Sherman • dls@ngoaccess.com

2. Introduction and Objectives • This webinar is designed to introduce new Level 2 Sub Portal administrators to methods of managing students within our LMS. • You are strongly encouraged to download the Intralearn Manuals for both Administrators and Students Available at: • http://ingo.sharepoint.apptix.net/portal/Shared%20Documents/Forms/AllItems.aspx 2

3. It is assumed that you have completed the General Orientation as well as the One on One Orientation for the LMS. You should be familiar with how to log in to the LMS and how to create and access the hierarchy. • Prerequisites

4. Establishing Users

5. A note about naming users... • Since we operate our LMS in a shared environment it is imperative that consistent naming practices be used within your sub portal. • No 2 users in our shared system can have the same user name, so LINGOs members have come up with a variety of naming conventions.

6. Sample Naming Schemes Organization name: “XYZ” • jdoe@xyz.org • jdoe.xyz Use whatever makes since for your organization, but remember choose something both easy for your staff to remember and unique to your organization. Please notify Dan Sherman with information about whatever schema you will be using so that he can ensure that there is no duplication in the system.

7. Administrative UsersInvolved in Student Management • System Administrator (Manager) • Registrar • Order Manager

8. System Administrator • The System Administrator is the person who can establish the Hierarchy and create all other types of Users

9. Registrars • Managing student enrollments, by adding and deleting students, moving students between enrollment levels if the students location or position changes, and updating Student Profiles. • Some Registrars may generate Reports about the students they manage. • Other Registrars may have their permissions restricted so that they are only responsible for managing students in specific areas of the Hierarchy. • There can be more than one Registrar per Sub Portal (each level in the hierarchy can also have multiple Registrars)

10. Order Managers • When Students request enrollment in a course, the LMS sends their request via e-mail to your organization’s Order Manager • The Order Manager fulfills requests for courses from your students. • Although there is technically only one Order Manager per Sub Portal, many organizations share the work of this position by establishing a centralized mailbox in their e-mail system where requests can be sent.

11. Students may be established and enrolled in courses via 3 methods. • The System Administrator and Registrars may create new students and enroll them into courses. They also may add courses to a students profile independent of student requests. • Students may select courses from the course catalog and automatically submit a request to the Order Manager from within the LMS. • A simple Bulk Registration Excel Document is available to automate the process of establishing multiple students.

12. LMS Student Registration

13. Introduction • Single Student Registration • Batch Student Registration Introducing the Order Manager Admin Set Up Student View Order Manager View Registrar View Available Customization

14. Single Student Registration LINGOs uses a “Request Driven” enrollment model. Students are able to select courses, create a profile, and request enrollment. These requests are sent to the Order Manager.

15. Introducing the Order Manager Order Managers can approve or deny student requests for courses. Approving students automatically enrolls them in the requested course(s) The Order Manager Account is created by the Sub Portal Administrator.

16. Student Enrollment Scenario The following scenario will demonstrate the user experience of all participants in the enrollment process. Miguel, Student Linda, Order Manager Gene, Registrar

17. Student Enrollment Scenario student view Miguel Wishes to enroll in a basic Excel course. He visits his organization’s sub portal and finds a suitable course in the course catalog. Step 1. Students select courses by clicking “courses” in the left hand navigation bar. Step 2. After checking the box next to the course they want to take they click enroll. Step 3. The Student either logs-in or clicks the link to create a new user profile. Miguel, Student

18. Student Enrollment Scenario student view Step 4. If using the “custom payment option” there is a possibility to collect some additional information via a “radio button” form that can be created as a custom addition by Dan. (Please note only 1 radio button can be selected at a time, this information is NOT captured in the student profile, merely passed on in the e-mail to the Order Manager to aid in routing the request) Miguel, Student

19. Student Enrollment Scenario student view Step 4.A series of e-mails is automatically generated by the LMS. The Student will receive an e-mail similar to the one below. Some of the text in this e-mail can be customized with Dan’s help. Miguel, Student

20. Student Enrollment Scenario order manager view Step 5.An Order Manager receives an e-mail notification that a student wishes to enroll in a course. Linda, Order Manager

21. Student Enrollment Scenario order manager view Step 6.AWhen logged in as Order Manager on the LMS. New orders are announced with a small warning message next to the link to view Open Orders. Linda, Order Manager

22. Student Enrollment Scenario order manager view Step 7.The Order Manager selects the check box next to a request and choose the appropriate action from the pull-down menu. Linda, Order Manager

23. Student Enrollment Scenario registrar view Step 8.The Registrar or Administrator can now see the new unassigned students when they view the hierarchy. Gene, Registrar

24. Student Enrollment Scenario registrar view Step 8.The Registrar or Administrator can now see the new unassigned students when they view the hierarchy. Gene, Registrar

25. Student Enrollment Scenario registrar view Step 9.The Registrar or Administrator can choose the appropriate level in the hierarchy and choose “Get” from the Action pull-down menu. Gene, Registrar

26. Student Enrollment Scenario registrar view Step 10.Choose a student and click “add” to place them in that element. Gene, Registrar

27. Student Enrollment Scenario Miguel is now successfully enrolled in his desired course student view Miguel, Student

28. Batch Enrollment You can batch load student records into the LMS. This batch load includes the information in the student Profile plus any course enrollments. You will need to prepare a designated Enrollment spreadsheet which you can download via SharePoint. The spreadsheet has 4 tabs. The first 3 have examples and instructions, the fourth is where you will enter data. Built into the spreadsheet is a Macro that creates an .xml file when you have completed the spreadsheet and saved the document. When you are ready to upload the student accounts on the spreadsheet, you will upload the .xml version of the file.

29. Have questions? • Feel free to contact • dls@ngoaccess.com