Classroom Sessions — Create a Classroom Session
TraCorp LMS Quick Reference Guide (QRG)
Audience: Main Admin, Sub Admin, User Group Admin
Overview
This QRG covers how to create a classroom session that allows tracking of in-person training within the LMS.
Enabled Permissions Required to Complete the Following Steps
· General Settings > Content (Sub Admin)
· Classroom Sessions (User Group Admin, Sub Admin)
Note: Sub Admin and User Group Admin without access to complete these steps should review Permissions with a Main Admin.
Configuration Requirements
· A piece of content with the content type of Classroom Training must be created.
· A classroom (the location of the class) must be added in the LMS.
· A classroom session must be created and associated with a piece of content and a classroom/location.
Create Classroom Training Content
1. From Admin Navigation, click Content.
2. Click the Content tab.
3. Click the Add New Content tab to open the New Content Wizard.
4. Click Next.
New Content Wizard — Content Type
1. Select Classroom Training in the Content Type drop-down menu.
2. Under All Categories, click the check box next to the Category where the classroom training is to be stored. Click + to expand the Category and – to collapse the Category.
3. Under Categories, the available options will appear. Select the appropriate Category.
4. Click Next.
New Content Wizard — Content Information
1. Enter the Title of the classroom training.
2. Enter the Description of the classroom training.
3. Enter a unique Content Code for the classroom training. Note: The configuration of Content Codes must be determined before any content is added to the LMS. For step-by-step instructions on creating content codes, see Knowledgebase article: Content — Content Code Configuration.
4. Enter key terms in Search Keywords, separated by a comma. These Keywords can be used by students when searching in the LMS for content.
5. Enter the Target Audience(s) for this content. This information will appear when the student is viewing catalogs.
6. Select the appropriate Tags in the drop-down menu. There can be more than one tag associated with the content. Check with the Main Admin to verify if organization-wide Tags have been established.
7. Ensure the List In Content Catalog check box is marked to allow content to be viewed in a catalog, rather than having to be directly assigned to the student. If enabling this setting, it is highly suggested to also enable Allow Students to Self-Assign.
8. Click the Allow Students to Self-Assign check box to allow students to assign a piece of content to themselves. If enabling this setting, click the List In Content Catalog check box to get the best visibility.
9. Click the Show on Student Transcript check box to display the course on student transcripts.
10. Click the Allow UG Admins to assign content check box to permit User Group Admin who have the proper permissions to assign this content to their user groups.
11. Click Next.
New Content Wizard — Prerequisites
1. Select the content that is a prerequisite for this classroom training. More than one item may be selected on this screen. Note: Students will not be able to take the course until the prerequisites are completed.
2. Click Next to continue or if there are no prerequisites.
New Content Wizard — Basic Details
1. Select the Course Language in the drop-down menu. English is the default choice.
2. Enter the number of Credits to display the number of credits that a student will receive upon completion of the classroom training. This setting requires the credit system to be enabled in General Settings.
3. Enter the number of Program Units to allocate for this classroom training if this content is part of a program.
4. Click the Content is Pass/Fail check box to display only Pass or Fail when the course is completed. The LMS will not display a score.
5. The Ignore Auto Collapse setting check box is a legacy feature and is no longer applicable.
6. Select one of the following Students can register for options:
§ All future classes — Allows students to register for all class sessions associated with this content.
§ One future class — Allows students to register for only one class session associated with this content.
§ One class, unless they are marked for Retake or No Show — Allows students to register for only one class session, unless marked as a retake or no show by an instructor or administrator.
7. Click the Exclude UG Admins from Record Entry check box to exclude this piece of content from Record Entry for User Group Admins who have permission to use the Record Entry tool.
8. If badges are used, select an option in the Award Badge on Completion drop-down menu to apply it to this classroom training. Badges need to be configured in General Settings.
9. Click the User group auto-assignment rules use completions for this content check box if auto-assignment rules are to run when the completion status changes.
10. Click Next.
New Content Wizard — Complete Other Content
1. Click the check box next to the Content in Available Content that is to be marked complete when the student completes the classroom training. This is used when there are multiple content options to satisfy a learning requirement.
2. Click Next.
New Content Wizard — Email Options
1. Click the Notify Student check box to send a comonlinepletion email to the student upon completion of this course. Select a template for students to receive in the Include Template(Student) drop-down menu and click the Email Certificate check box to attach a certificate to the email if a certificate is associated with this course.
2. Click the Notify Admins check box to send a completion email to select admin(s) when a student completes this course. Select a template for the admin(s) to receive in the Include Template(Admins) drop-down menu and click the Email Certificate check box to attach a certificate to the email if a certificate is associated with the course.
3. Complete the following steps to select admins:
· Click Email Users (To).
· Select the user in the User Type drop-down menu.
· Click the user in the list.
· Click Select User.
· Click Yes on the Confirm window.
· Click OK on the Info window.
· Repeat these steps for each user to Send Email To and for Copy Email To.
3. Click Next.
New Content Wizard — Choose Recommended Content
1. Click the check box next to the appropriate content in Available Content to recommend to the student after they complete the classroom training. The content displays under a Recommended Content button on this piece of content for students.
2. Click Next.
New Content Wizard — Choose Associated Resources
1. Click the check box next to the appropriate content in Available Content that will be assigned to the student and listed along with this content so the student can review associated content. In student view, the content is displayed under the Associated Resources button.
2. Click Next.
New Content Wizard — Associated Dictionary Terms
1. To choose dictionary terms associated with the classroom training, locate the Available Dictionary Term and click the check box to add it to Associated Dictionary Terms. Some dictionary terms only show when the term is associated with a content item available to the student. To learn how to add terms to the dictionary, see the Configure the Dictionary QRG.
2. Click Next.
New Content Wizard — Thumbnail, Certificate, and Content Upload
1. Click Choose File to select a Thumbnail (Recommended). This feature allows further customization and branding of the student experience. By default, the LMS provides thumbnails for the various types of content in the LMS.
2. Click Choose File to Upload New Certificate File. This feature allows the upload of a new certificate to the system without going to the Certificates tab in Admin Navigation. The certificate displays in the Certificates tab after it is uploaded here.
3. Select an option in the Choose Existing Certificate drop-down menu to choose from an already uploaded certificate.
4. Click Next.
New Content Wizard — For Administrative Purposes
These fields are for administrative purposes only. Students will not see this information.
1. Enter Action Rules specific to the classroom training. Click ? to learn more about Action Rules. As written, these rules fill in a registration field based on completion data sent to the LMS.
2. Add Notes to leave specific information about the course for other administrators.
3. Click Next.
New Content Wizard — Review
1. Review the information displayed. If updates are needed, click Back to make corrections.
2. Click Finish to complete the wizard.
3. Click OK.
Add a Classroom to the LMS
1. From Admin Navigation, select Classrooms.
2. Click Add New Classroom. The Add New Classroom Location window appears.
3. Enter the following information:
· Title — The name of the classroom/location where the session will be held.
· Country — The country in which the session will be held.
· Location Code — The unique identifier for the classroom.
· State — The state in which the session will be held.
· Address 1 — The address where the session will be held.
· City — The city in which the session will be held.
· Address 2 — An optional second address for the session.
· Postal Code — The zip code of the city in which the session will be held.
· Address 3 — An optional third address for the session.
· Phone — A phone number for students to call to inquire about the classroom/location.
· Notes — Any relevant information about the classroom/location. This is useful if there are specific instructions for getting to the classroom once a student arrives at the location.
4. Click Add Classroom.
Create a Classroom Session
1. From Admin Navigation, select Classroom Sessions.
2. Locate the classroom content to create a session for.
3. Click the folder containing the piece of content to select it.
4. Click Add New Session. The Add Classroom Session window appears.
5. Enter the following required information:
· Session Code — The unique identifier for the session.
· Location — The classroom/location of the session.
· Instructor — The instructor for the session.
· Total Seats — The total number of seats available for the session.
· Start Date — The start date for the session.
· Start Time — The start time for the session.
· End Date — The end date for the session.
· End Time — The end time for the session.
· Timezone Country — The country in which the session will be held. Note: This information will auto-fill based on the location entered.
· Timezone — The time zone in which the session will be held. Note: This information will auto-fill based on the location entered.
6. Enter any additional optional information that applies:
· Organizer — The organizer for the session.
· Student Open Registration — Indicates whether students can register themselves for the session. The classroom content must be visible in the full catalog or within the learner’s available content for this to function.
· Per Seat Cost — The cost associated with each seat for the session.
· User Group Admin can register students — Specifies whether User Group Admins are permitted to register learners within their group(s) for the session. Note: The User Group Admin must also have classroom session permissions in General Settings.
· Attendance Verification Code — Randomly generates a code students can use to mark themselves as “attended” from their LMS profile page using the Generate Random Code button.
· Register Before Date — The date by which students must register to be accepted into the session.
· Register Before Time — The time on the Register Before Date by which students must register to be accepted into the session.
· Repeat — The frequency at which the session will be repeated.
o If a frequency is selected, the Roster Type window appears, allowing selection of either a Single Roster or Per Session roster.
· Notes (visible to all) — General information related to the session.
· Access Instructions (registered students only) — Provides instructions for students who are registered for the session.
7. Click Add Session.
Best Practices
· It is highly recommended that classroom training titles in the LMS match what appears in the training.
· Some wizard screens may not be needed, and, in many cases, can be bypassed by clicking Next.
· Keywords are best used for typos/misspellings and acronyms, for example, adding both "login" and "log in."
· Tags are best used for broad topics with numerous related content items, such as "Point of Sales System." When a student searches using a tag, they see all related/tagged content. There are tools for administrators to manage tags for consistency.