Gemini User Guide For Online e-learning Sept 2013 v1.0
Contents 1. Getting Started... 3 2. Accessing Gemini... 3 2.1. The Login screen... 3 2.2. Forgot Password?... 4 2.3. Changing a password... 4 2.4. Gemini Welcome Screen... 5 3. Registering an Administrator... 5 4. Students... 6 4.1. Creating a New Student Group... 6 4.2. Assigning a group licence... 7 4.3. Adding Students... 9 4.4. Adding a Single Student... 9 4.5. Importing Multiple Students... 10 4.6. Editing a Student Record... 12 4.7. User Search... 12 5. Licensing... 14 5.1. User Licence... 14 5.2. Module Licence... 14 5.3. View details of a Licence... 14 6. Enrolling Students... 15 6.1. Enrolling a Single Candidate... 15 6.2. Enrolling Multiple Students... 16 6.3. Removing an Enrolment... 18 7. Reports... 20 7.1. Viewing Student Reports... 20 Appendix A: System Requirements... 22 For Support Tel: 01234 352935 Email: support@activ-training.com Page 2 of 22
1. Getting Started Gemini is a Learning Management System used for the provision of e-learning for a variety of BCS e-learning products. This user guide is intended for training centre administrators and not students. A separate student guide is available. Students login to Gemini via the same web address. 2. Accessing Gemini Gemini is located at www.bcsgemini.com. Please add this to your web browser Favourites folder for future use. Once a centre has been setup on Gemini, BCS will email login details to the nominated administrator. The nominated administrator can create additional administrator accounts for colleagues. If the login details are mislaid, please contact support@activ-training.com. 2.1. The Login screen 1. Visit www.bcsgemini.com 2. Enter your User Name and Password 3. Click Login or press Enter For Support Tel: 01234 352935 Email: support@activ-training.com Page 3 of 22
2.2. Forgot Password? If you have forgotten your password, complete the following steps: 1. At the login screen, click Yes, help me log in 2. Enter your username or email address in the Forgotten Password box and press OK The system will now send you an email, with a confirmation link for you to click on. Once you have clicked on this link, the system will generate a new password and also send this to you via email. NB: This feature will only work if an email has been entered into the account. If the email is not received, contact support@activ-training.com for assistance. 2.3. Changing a password This section covers how to change the password of the administrator account that is logged in. To change a student password, please see section 4.5. 1. Login into Gemini 2. Enter your username and password and then click Login 3. Click the Customer Administration link, on the right side of the window 4. Click on your account in the list of users 5. Populate the required fields using your new password 6. Click Update to save the changes For Support Tel: 01234 352935 Email: support@activ-training.com Page 4 of 22
2.4. Gemini Welcome Screen Once you have logged into Gemini, you are presented with the Administrator and Student Instruction boxes. The Student Instruction box is a message that your students will see after they have logged into Gemini. You can customise this message to communicate information to your students. 3. Registering an Administrator In Gemini, you have the ability to create additional administrators accounts for colleagues who will also need access. New administrators are created as follows: 1. Login to Gemini 3. Enter your username and password and then click Login 4. Click the Customer Administration link The Group Members pane lists all groups associated with your centres and the students within the groups. Users, referred to in the right pane, are both learners and administrators. 5. Click the Administrators link on the navigation menu 6. Click the New Account tab 7. Enter the details of the new administrator in the required fields For Support Tel: 01234 352935 Email: support@activ-training.com Page 5 of 22
The Account status settings allow centres to choose whether an administrator account is enabled or disabled and also the level of permissions that an administrator has. The normal role does not allow the administrator to create any other administrator accounts; however all other permissions remain the same as a supervisor account. 8. Click Add to create the new administrator. The new administrator will be visible in the left hand pane once successfully created. 4. Students 4.1. Creating a New Student Group Students can be grouped in various ways, e.g. tutor group, class etc. Centres will be setup with a basic hierarchy that will usually just contain one group. If more are required, use the following instructions to create new groups. 1. Login to Gemini 3. Enter your username and password and then click Login 4. Click the Customer Administration link 5. Click on the Groups link from the navigation menu For Support Tel: 01234 352935 Email: support@activ-training.com Page 6 of 22
6. Click the New Group tab 7. Enter a name for your new group 8. Select a pass phrase from the drop down list, if required 9. Click Add to create the new group. It will now be visible in the left hand pane once successfully created. A pass phrase is a code you can give to any student to allow them to create their own student account within Gemini. The pass phrase is unique per group. When the student enters the pass phrase they will automatically appear in the group which is associated with that pass phrase. You can add a pass phrase to a group at a later date if required. 4.2. Assigning a group licence After a group has been created, you will need to assign a licence to it before you can enrol the candidates in that group. The licence will need to remain assigned for the duration of the training period. 1. Login to Gemini 3. Enter your username and password and then click Login 4. Click the Customer Administration link 5. Click Licences on the navigation menu For Support Tel: 01234 352935 Email: support@activ-training.com Page 7 of 22
6. Click the Assign Licences tab. 7. Click on the group you want to assign the licence to 8. Licences available to assign will be shown in the right column. Click the Assign button next the licence you want to assign to your group. 9. The licence will move to the middle column and the Assign button will be replaced with a Remove button, showing that the licence is now assigned to your selected group. For Support Tel: 01234 352935 Email: support@activ-training.com Page 8 of 22
After assigning a licence to a group, it is possible to remove it. To do this, follow the above steps, and click the Remove button next to the licence you want to remove, from within the middle column. It will move across to the right column and the Remove button will be replaced with an Assign button. 4.3. Adding Students Students can be added individually or can be imported via a CSV file. 4.4. Adding a Single Student 1. Login to Gemini 3. Enter your username and password and then click Login 4. Click the Customer Administration link 5. Click the Students link on the navigation menu 6. Click the New Student tab For Support Tel: 01234 352935 Email: support@activ-training.com Page 9 of 22
7. Enter the details of your new student into the required fields 8. Select the student group from the drop down menu. 9. Click Add to create the new student. The new student will be visible in the left hand pane once successfully created. NB: When adding a student, it is important that the centre enter a valid email address for the student as this will be used for the Forgotten Password feature. Centres also have the option to be able to change the status of a student account to enabled or disabled. Disabling a student account will prevent the student being able to access their e-learning. 4.5. Importing Multiple Students 1. Login to Gemini 3. Enter your username and password and then click Login 4. Click the Customer Administration link 5. Click the Students link on the navigation menu For Support Tel: 01234 352935 Email: support@activ-training.com Page 10 of 22
6. Click the Import Students tab 7. Click the Student Import Template to download a sample template. 8. Save the CSV file to a memorable location and open it. 9. Complete the CSV file by adding your list of students to be registered. NB: The mandatory columns are: Username, FirstName, LastName and Password. The Username must be unique per student, e.g. the students BCS ID or Unique Learner Number (ULN). It is also important that the centre enter a valid email address for the student as this will be used for the Forgotten Password feature. 10. Save the file, keeping the format.csv. 11. Return to Gemini click the Import Students tab and then select the group to import students into by using the drop down list in the Import Students into Group section. Then click on Confirm group to import to. Click on Browse to navigate to the location where the file is saved. 12. Click Process Student Import. The system will display an import confirmation screen. Review the import results screen to ensure the import process completed successfully. For Support Tel: 01234 352935 Email: support@activ-training.com Page 11 of 22
13. Click Close to return to the Import Students page. 4.6. Editing a Student Record The following instructions should be used to update a student s personal information, including passwords. 1. Visit www.bcsgemini.com 2. Enter your username and password and then click Login 3. Click the Customer Administration link 4. Click on the student record to edit 5. Edit the required fields using the new information 6. Click Update to confirm the changes 4.7. User Search Users are both learners and administrators. To search for a user within your centre, follow the below instructions. 1. Login into Gemini 2. Enter your username and password and then click Login For Support Tel: 01234 352935 Email: support@activ-training.com Page 12 of 22
3. Click the Customer Administration link 4. Click on your account in the list of users 5. Click Students on the navigation menu 6. Click the User Search tab 7. Enter the criteria you want to search for. You can search for a user either using their first name or surname. You can also search a user by entering a shortened version of their name, e.g. entering jo in the search field will return users with the first name John and Joan. 8. To clear the search filed, click on the clear icon, as circled in the below screenshot, to remove any search criteria. For Support Tel: 01234 352935 Email: support@activ-training.com Page 13 of 22
5. Licensing With Gemini, centres are able to purchase a number of different types of licences. This guide will cover User licences and Module licences. 5.1. User Licence A user licence allows the centre to enrol a student onto a course, without using another licence each time they enrol the student for another module using same licence. This is because the licence is attached to the user and not the individual modules, e.g. a student could be enrolled for 4 modules as part of a user licence, but Gemini will have only deducted one licence. 5.2. Module Licence A module licence allows the centre to enrol students onto single modules, without having to enrol them for the complete course. This is different to a user licence as each single enrolment will use one of the licences from their Module licence, e.g. a student can be enrolled for 4 different modules as part of a module licence and Gemini will have deducted four Module licences. 5.3. View details of a Licence 1. Login to Gemini 3. Enter your username and password and then click Login 4. Click the Customer Administration link 5. Click Licences on the navigation menu All valid licences will be displayed on the left side of the page. 6. Click on the licence you want to view. The details of the licence will be shown. For Support Tel: 01234 352935 Email: support@activ-training.com Page 14 of 22
6. Enrolling Students Students can either be enrolled individually or as a group if you have a number of students to enrol. 6.1. Enrolling a Single Candidate 1. Login to Gemini 3. Enter your username and password and then click Login 4. Click the Customer Administration link 5. Click Students on the navigation menu 6. Click the student to enrol 7. Click Student Enrolments tab For Support Tel: 01234 352935 Email: support@activ-training.com Page 15 of 22
8. Click Enrol next to the module required. For each module, click Confirm Enrolment and the expiry date for the module will be displayed. N.B: If the students are enrolled onto a user licence, each subsequent enrolment onto a module will not use another licence. If the students are enrolled onto a module licence, each additional enrolment will deduct a licence from the module licence. The name of the licence, shown above the modules available, will reflect what type of licence it is, i.e. ECDL 5 Users Expires 29 Jun 11 is a user licence and ECDL 10 Modules - Expires 29 Jun 11 is a module licence. 9. Repeat the process for any other modules. 6.2. Enrolling Multiple Students 1. Login to Gemini 3. Enter your username and password and then click Login 4. Click the Customer Administration link 5. Click Groups on the navigation menu For Support Tel: 01234 352935 Email: support@activ-training.com Page 16 of 22
6. Click on the group you want to enrol. All students in the selected group will be displayed in the middle column. Any students not associated with this group, will appear in the right column. 7. Click Group Enrolments tab 8. Select the student to enrol, from the left column, either by selecting all or by selecting individual students. 9. Select the modules required, in the right column.. 10. Click Enrol selected students For Support Tel: 01234 352935 Email: support@activ-training.com Page 17 of 22
11. Click Confirm enrol selection. The group enrolment confirmation page will be displayed showing the details of each enrolment. 6.3. Removing an Enrolment A centre can remove an enrolment for a course, as long as the course has not yet been accessed by the student. If the student has accessed the course, it is not possible to remove the enrolment. 1. Login to Gemini 3. Enter your username and password and then click Login 4. Click the Customer Administration link 5. Click the Students on the navigation menu 6. Click the student to edit 7. Click the Student Enrolments tab For Support Tel: 01234 352935 Email: support@activ-training.com Page 18 of 22
8. Click Un-enrol next to the module to be removed. For each module, click Confirm un-enrol and the expiry date for the module will be removed. N.B: If the un-enrolment is part of a user licence, the number of credits for the licence will remain unchanged, unless all enrolments are removed. If the un-enrolment is part of a module licence, the enrolment will increase the available credits. For Support Tel: 01234 352935 Email: support@activ-training.com Page 19 of 22
7. Reports The reports feature allows centres to view the progress of their students through the e- Learning. More reports will be available in future updates to Gemini. 7.1. Viewing Student Reports 1. Login to Gemini 3. Enter your username and password and then click Login 4. Click the Customer Administration link 5. Click the Students on the navigation menu 6. Click the student whose report you want to view 7. Click Reports tab 8. Click View reports for the report you want to view For Support Tel: 01234 352935 Email: support@activ-training.com Page 20 of 22
The Activity report, shown above, lists the total duration of the time spent in a course and the date the course was last accessed. The Course access log shows how many times the course has been accessed in a day. For Support Tel: 01234 352935 Email: support@activ-training.com Page 21 of 22
Appendix A: System Requirements Gemini is accessible on a large variety of computer platforms. Below are the minimum system requirements you will need to access the site and its courses: CPU RAM Internet Browser Flash Player 2.33GHz or faster x86-compatible processor 512MB; 128MB of graphics memory Internet Explorer 7.0 or later, Google Chrome*, Mozilla Firefox* Adobe Flash Player 10 or later *The ECDL Office 2003 courseware does not work on Chrome or Firefox For ECDL Office 2007 and ECDL 2010 courseware, Internet Explorer 10 needs to be in Compability Mode For Support Tel: 01234 352935 Email: support@activ-training.com Page 22 of 22