Training Registration Handbook

Training Registration Handbook Version: 7-31-16 West Virginia State Training and Registry System 611 7th Ave, Suite 322 Huntington, WV 25701 Phone: (304) 522-7827 or (855) 822-STAR www.wvstars.org Email: wvstars@rvcds.org

Step One Create the Course Page 2 Step Two Set the Permissions Page 4 Step Three Associate Competencies Page 5 Step Four - Add Scheduled Event Module Page 6 Step Five Publish for Approval Page 8 Step Six Set Visibility Settings Page 10 Scheduled Event Management Page 12 Instructor Enrolling Students Page 15 Instructor Entering Attendance Page 16 Page 17 Page 18 Page 19 Page 20 Page 1 of 18

1 2 Go to Step One Create the Course Utilize the search feature to make sure the course you wish to create does not exist in the system. The course name needs to unique in the system, in order to allow users or students to search for the specific course in the course catalog or calendar. To ensure this please search the Registry for trainings with a similar name. Click option located at the top if the course is eligible to be created. 3 Course Name: (Title must be less than 150 characters.) In order to make searching for a training for a specific age range possible the following abbreviation are required if content is applicable to Infants and Toddlers (I/T), Preschoolers (PK), School-Age Children (SA), or Technical Assistance, (relationship based Professional Development such as Mentoring, Coaching, Consultation, PD advising, and Peer-to-Peer TA (TA). Please take note that courses that have a set curriculum such as ACDS, WVIT, Medication Administration will only be entered into the system as one course and trainers or instructors will be added to such courses. Duplicate course creations or registrations will not be allowed. Please set the certificate setting to WV STAR Certificate: Please leave Require Sequential Course Module Step Through Unchecked (The only time that this would need to be checked would be if part of a series where modules must be completed in a specific order.) Note 150 characters Use of abbreviation allows the course to be searched by these key words If you can see View Settings the course has been approved you will receive an email immediately when a training registration is approved or rejected. If rejected you will be provided with reasons why and be asked to fix and resubmit. ALWAYS populate the certificate to WV STARS CERTIFICATE Leave Require Sequential Course unchecked Page 2 of 18

Please leave the settings for the forum and chat disabled (This feature is not available to participants at this time.) Course forum is currently turned off so leave these settings unchecked. Please leave the Global Course Confirmation unchecked as default: Leave Global Course Confirmation unchecked 4 Overview (Previously Description of Training Content): Enter a brief description of the training. Be sure to include the keywords of Family Child Care, Home Visitation, etc. if the training is specifically geared toward a specific group of professionals. Please also reinforce the target age range that the training will be dealing with infant and toddler, preschool, or school age. Also remember what you include here is the first piece of your training that a professional will see and demonstrates your level of professionalism to the professionals seeking training opportunities. 5 Course Objectives (Previously Learning Outcomes): Use the WV Core Competency Area Behaviors and Skills [bulleted observable skills] as outcomes.) These should specifically align to the competencies that were associated. Example) 6.6 g. Acts as a resource and advocates for community awareness of the current research and best practices impacting children and families 6 Additional Information (Previously Topic Agenda): This will be the location of the Agenda if more than one module will be held. If this course contains only one module you may choose to enter the agenda only on the scheduled event module. 7 Objectives for separate modules in a series can be entered elsewhere. Include full content of each behavior For a series, you will enter the entire agenda for all modules here Page 3 of 18

1 2 Step Two Set the Permissions In the Course Home Menu choose >Permissions. Choose button. Look up the instructor/presenter that you wish to add to the course by name or ID number. If you are going to share responsibilities with other trainers that can be set here Must have registry id # to set permissions for trainers 3 Choose the button to move them to the selected box. 4 Choose the when you have selected all of the instructors you wish to give permissions to this course. 5 Below are listed the Permissions that may be granted. Please see the COURSE PERMISSIONS( page 14) document to review all defined permissions. There are no permissions automatically set, you must define each Page 4 of 18

Place a check in the box beside each Permission you wish to grant to the Participant. Do not allow others to change course properties, add to modules or republish the course Please note that in order to grant any other Permissions (Visible in Searches On Reports and Other Features that Use Published Courses must be selected. 6 Step Three Associate Competencies 1 In the Course Home Menu, choose >Competencies. 2 This will take you to 3 4 Please select the Competency Level from the dropdown search box and push You may select more than one Competency Level from the dropdown search box. Begin typing the number of the competency and it will auto fill. Can add additional competencies or remove competencies from here. (check it on the right) Must indicate basic, intermediate or advanced for each competency. Page 5 of 18

Step Four Add Scheduled Event Module 1 Go to Course Home Menu, choose 2 Scheduled Event Module 3 This will bring you to: 4 Under Configuration Options Event Name: Event Number: (This should reflect the event that is being held and the course name.) Require Schedule ion on Course Enrollment Having this option checked will require a User to find and select a specific scheduled instance of this Scheduled Event in order to proceed and complete enrollment to the Course this module is associated with. Event number not required Last bullet would be considered for series events This Module is Locked Until Previous Module(s) are Completed 5 Student Access Delay: No Delay Default 6 Description: This area is not shown to participant and may be used for Instructor notes This section is used to relay messages to other trainers using the same session 7 Overview: This area can be blank unless it is part of a series in which case it should be an overview of that specific day. 8 Objectives: This area can be blank unless part of a series. Blank if 1 module Series this would be the objectives for each session 9 Scheduled Event Resources: You may choose to attached documents or resources in this location for Instructor use. 10 Percentage this Class counts towards the Course score: 100 11 This should be set at 100 unless there are multiple modules to the course. 12 You will return to the same screen and will need to select the following options: Page 6 of 18

13 The following area gives you an option to upload Instructor resources to the system. This area is optional but may be used to share resources between instructors sharing a course. Please attach documents if you wish and select SAVE. Page 7 of 18

1 2 Return to Course Home Menu, choose Step Five Publish for Approval >Submit Course Publish Approval Request (This is the page you should see.) 3 Read the warning and be aware that you may not republish a course that has had attendance and select Continue. 4 In the Meta Data Section please set the following settings. Please use the name convention explained in the Module trainings Remember to click Add ed Item or the Course Group will not save. 5 Please choose yourself as the Course Provider unless representing an Entity. Course provider is you if not representing another entity Enter the number of credit hours this course will be worth. If you don't want a particular credit type to be associated with the course, leave it blank or enter 0. Page 8 of 18

6 Please follow the below instructions to configure you Enrollment Settings. Leave blank 7 In the comment section please let us know of any issues have might have had during this process. For assistance or information 8 When you have completed this section please select the Next: Location and Visibility Settings. Page 9 of 18

Step Six Set Visibility Settings 1 Please configure the Location and Visibility Settings below as demonstrated. 2 Always publish to WV Node If you do not check Students may enroll themselves you remove the option of online enrollment Please check. 3 the Store Front Icon that best represents this course. Page 10 of 18

4 the Store Front Categories that Correspond to the Core Knowledge Area hours that are available for this course. You may also select Online if the course is available as an Online Course. This may be multiple categories. Remember to click Add To ed after each selection. 5 You must select Add after selecting each category. 4 Choose the option to You can edit any training information prior to the course being approved, no edits then. You will receive an email immediately letting you know that the Approval Request has been received. You then will receive another email letting you know that it is either Approved or Rejected. If the request is Rejected you will receive an email detailing the corrections that need to be made.. Page 11 of 18

Add Training to the Calendar Scheduled Event Management 1 Go to 2 3 Go to 4 the Course Name from the dropdown list. Will have a list of approved courses you administer 5 the Schedule Event Module from the dropdown list. 6 the Class Capacity: If you choose Limited you must specify the number allowed. If you choose limited you must include a number 7 Please leave the following setting as shown. If you enter a number in limited it allows overbooking of a few folks you determine Wait list can become auto enrolled when folks cancel. You set how many can be on waitlist. ing Auto Enroll From Wait List will automatically enroll the next eligible registrant when space becomes available. 8 Please leave the following setting as shown. The only time you should mark this as disabled would be if you added enrollment after a session such as TA. 8 Event Identifier: County name and date 9 Topic: County name where hosted 10 You choose from list of instructors associated with Page 12 of 18

Please select instructors and/or co-instructors. Instructor must be chosen to select additional the course instructors. Instructors can be added by submitting the form from the Trainer Page. Please note that instructor may not be listed for more than one Training being presented at the same time. Attempting to do so may result in the calendar refusing to allow the training to be added. 11 Some sites already entered. Identify county if specific location not here and the training is not Open Registration. Requests can be added form for this available on Trainer page 12 Disabled LEAVE UNCHECKED 13 Event Contact Information: This information is viewable to the participants from the calendar and may be used for registration. Contact Name: E-mail Address: Phone Number: (XXX)XXX-XXXX Information to be included in case anyone needs assistance with registration 14 Event Sponsor Information: No Sponsor(Should be used by private instructors or trainers) Organization Hierarchy Sponsor (To be used by individuals training on behalf of an Entity) Custom Sponsor (Should be used by Conference Presenters) 15 Funding Stream: an option from the drop down list. If none apply select other. 16 Registration Options: Registration Status (Choose Open or Closed) If marked as Open users are allowed to view and register for this schedule. Registration is restricted only by the configured Capacity. Open Registration Starts Open Registration Ends Open individuals must register thru training calendar Open/Approve can view and enroll but actual enrollment must be Page 13 of 18

Registration Restriction: Open to Everyone (Allows everyone to see and register for the course/training.) Restricted by Hierarchy Node (Only Users located at the specified Organizational Node are allowed to view and register for this schedule.) Please leave available to Child Nodes checked. approved by admin good to use if there is a prerequisite or other details to be checked before attendance Managed does not allow individuals to view session in training calendar or register online (in house session or otherwise specialized content) Leave the session available to everyone 17 Syllabus: Specific day s Agenda to information. MUST ENTER 18 Scheduled Event Date and Time: Time Zone: Eastern Standard Time Click on calendar to add a date for a training. the Start and End Time of Training Click on the Calendar to Add a Scheduled Date. Click on the date again to remove a date. Dates listed will show it the box below the calendar. 19 either of the following options. If administrator wishes to enroll at this time select Save Schedule or to Save and Exit and allow later enrollment select Save and Exit. Page 14 of 18

1 2 3 4 Go to Enrolling Students and Entering Attendance Instructor Enrolling Students Identify course by name Specific offering of course 5 out beside the course/training you wish to add enrollment for. 6 Go to the Search and Add User tab Edit allows you to change date or modify registration options. Manage is all about enrollment and attendance 8 Registry ID number of the participant in the given boxes. Verify that the Registry ID number given matches the number that comes up. Do not add a user utilizing only the name as a identifier as there are many duplicate users in the system. 9 10 Participants fitting the search description will populate in the box below. Review participant names and Registry ID numbers to verify which individual should be selected. 11 the box beside the participant that you wish to enroll. This may be repeated until all students are added to the course. 12 13 In the tab you should see listed all the registered participants. Page 15 of 18

1 2 3 4 Go to Instructor Entering Attendance 5 out beside the course/training you wish to add attendance for. Can remove by checking the person and clicking delete Can update information for one person or all 6 that Registration Status: Registration Closed 7 check box indicating Scheduled Event Completed 8 Review attendance and select the appropriate selection for each user indicating whether they completed the session or not. There are various options for attendance can mark anytime Can mark % completed if all Set status, score, completion date assignments not completed Date is auto set to the date of the training 9 Update Information Saves 10 Participants will be emailed from WV STARS letting them know that the training evaluation is able to be completed as soon as you mark them as attended this is an automated email from the system. This is one of the reasons it is very important to add training attendance within 5 business days. May wish to email send additional emails from this screen. These emails are sent from the registry system email which is a send only email account. Participants must complete the course evaluation before they can view their certificate. Page 16 of 18

Print Class Roster 1 Go to 2 Class Roster under the Scheduled Events option. 3 name Report name enter your email to be sent a copy course name from Drop Down list. Scheduled Date you can search between dates if you wish. You choose which to print with specific options - choose Include email address (Please include so participants know if they have no account listed.) Always request signature(required) Organization (Please include so participants can see if their account is up to date.) Phone number(not needed) the number of blank lines you wish to print at the bottom You will be able to sort the report in alphabetical order by last name if you wish. 6 You will be prompted if you forgot something Print for your own record or can save electronically Must retain sign in sheet 5 years after session Page 17 of 18

Print Unofficial Certificate 1 Go to 2 the course you wish to print unofficial certificates for by going to : 3 Go to 4 Unofficial Certificate from the dropdown list 5 View Certificate View as PDF 6 Click the Print Icon in the top right hand side. A copy of the guide on How To Complete the Training Evaluation is available to be printed on the wvstars.org website on the Trainer Page. Page 18 of 18

Property Course Permissions Definition Edit Course Properties, Dowloads, and Course Modules Edit Course Permissions Publish Course Change Course Module Order Add Course Module Order Remove Course Modules Unlink Referenced Modules Version Management Grading Management Term Management Enrollment Mangement Visible in Searches on Reports and Other Features that Use Published Courses Course Permission Group ion Check this box to grant this permission to a user who can edit the course properties, modules and module properties. Check this box to grant this permission to a user who can change the course permission settings and grant permissions to addditional users. Check this box to grant permission to a user who can publish changes to the course properties, modules and permissions. Check this box to grant this permission to a user who can publish changes to the course properties, modules and permissions. Check this box to grant this permission to a user who can add new modules to the course. Check this box to grant permission to a user who can remove modules from the course. DO NOT USE Check this box to grant permission to a user who can add new versions and restore historic versions of the course. Check this box to grant permission to a user who can mark a course as completed or enter a score for a course. DO NOT USE Check this box to grant permission to a user who can enroll a students in a course. Check this box to grant permission to schedule and manage instances and/or to be added to the instructor list for the instance. At minimum this box must be checked. DO NOT USE

Registration Checklist Course Name Course Cert. Course Overview Course Objectives Add. Info (Optional) Permissions Competencies Module Name Must complete course Percentage counts towards score Automatically Load the next Course Module when this Module Send Notification when this Module is completed Require Schedule ion on Course SE Overview (Optional) SE Objectives (Optional) Course Name Course Number Price=0 Course Group(Basic,Intermediate,Advanced) Course Provider (Reg. Trainer Name) Credit Hours Enrollment Setting Default Hierarchy Node (WV) Settings ALSO apply to all subnodes (the nodes under the selected node) Course can be used in admin tabs Course can be used in Training Documentation Course can be used in Reports Course is visible in the Store Front Students may enroll themselves in this Course Logo Store Front Category (CKC's) This is the checklist that staff use to review courses that are submitted. Please utilize this checklist to review the course you are submitting.