Job Aid: Creating and Configuring Classes

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Zoe Tucker
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1 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 Add Attachment(s) Setup No-Shows or Cancelation Fees Setup Automatic Notifications 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. 1/15

Workflow Create/Define Class Activities Tab Assign Resources: Class Administrators & Rooms Related Info Tab Add Attachtments Policies Tab Setup No-Show or Cancelation Fees Notifications Tab

2 Workflow Create/Define Class Activities Tab Assign Resources: Class Administrators & Rooms Related Info Tab Add Attachtments Policies Tab Setup No-Show or Cancelation Fees Notifications Tab Setup Notifications 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. 2/15

3 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. 3/15

4 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. 4/15

5 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. 5/15

6 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. 6/15

7 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. 7/15

8 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. 8/15

9 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. 9/15

10 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. 10/15

11 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. 11/15

12 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. 12/15

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.

13 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. 13/15

14 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. 14/15

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

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.

15 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. 15/15

Activity 2: Creating & Configuring a Class

Activity 2: Creating & Configuring a Class Key Concept A class can only be configured for a course with delivery type(s) already created in OLC. Class: The class is the actual service/product that learners