Introduction to the Course - Eppley Instituteeppley.org/wp-content/uploads/uploads/file/62/4doi_learn_Inst... · Introduction to the Course ... While the system is a work ... objectives

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Introduction to the Course

The decision to move to DOI LEARN is a result of the President’s Management agenda and e-learning initiative, which was sent in a directive to DOI and OPM. DOI LEARN has been in use for over four years. DOI LEARN has been designed to maintain data integrity and will streamline the process in reporting training requirements for the Human Capital Scorecard and the new OPM requirements to track training electronically. While the system is a work in progress, it allows both students and supervisors to manage training. In addition, the department can manage all training from one central location, extract reportable elements from the system, and manage competencies and learning plans Systemwide. It is essential that Instructors understand the need for their ongoing contribution to the system. The quality of their data management directly affects the quality of reporting. As an Instructor, DOI LEARN allows you to create classes and learning plans and manage a variety of elements within one system.

Introduction to the Instructor-Level Access Manual

This manual is organized into seven units and a resources section. In each unit you will find the following components:

Unit Purpose Provides a summary of how the content in the unit can be helpful to you as a part of your daily job. Objectives The objectives at the beginning of each unit form a guide for learning. They identify the purpose for the unit and summarize the information you should take away when you complete the unit. After you complete a unit it may be helpful to return to the objectives as a self-check to identify whether you have gained all of the knowledge and skills identified.

Topical Content

Content is provided in each unit and serves as the primary educational material.

Review of Key Points This section provides a summary of the key concepts and terms presented in each unit. This information can be used as a

reminder after you return to your park and share the information with your co-workers. Resources The Resources section contains a complete glossary, a list of Frequently Asked Questions (FAQ) (To be created at NCTC), and a list of references to use as you familiarize yourself with DOI LEARN.

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Unit One Introduction to DOI LEARN This unit will introduce and explain the components that comprise the Department of Interior (DOI) Learning Management System, DOI LEARN. An awareness and understanding of how this system works will help you make connections between management concepts—such as level of access, ethical responsibility, and the management process—and the practical application of these concepts in DOI LEARN. This unit is divided into five sections:

• Introduction to DOI LEARN • The basic levels of access roles and

responsibilities • DOI LEARN Terms • Comparing DOI LEARN and MLM • Ethical issues involved with using DOI LEARN

Objectives After completing this unit, you should be able to:

• Define key terms. • Identify the basic levels of access, with roles

and responsibilities for each. • Compare the DOI LEARN levels of access to

MLM levels of access. • Explain the ethical issues involved with

instructor-level access in DOI LEARN.

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I. Introduction to DOI LEARN

• The new web-based Department-wide Learning Management System (LMS). • Will replace My Learning Manager (MLM). • Allows users to access training across the Department. • May be accessed using any internet connected computer. • Aligns agency mission, performance management, and employee development. • DOI LEARN will eventually be used to identify, measure, and fill competency gaps within occupations and

Servicewide.

Figure 1: Access Levels and Roles

Data steward is responsible for the integrity of the data in DOI LEARN for a particular bureau. The data steward creates all courses and is responsible for enforcing standards and consistency with respect to the entry of data into DOI LEARN by bureau personnel.

Instructor is an administrator of training events and training records. Instructor-level access permits the user to create and manage classes, rosters, and student transcripts.

Supervisor - permits the user, in addition to performing the functions associated with student-level access, to view and manage transcripts, approve training requests, and view and manage learning plans for students who report to the supervisor.

Student - permits the user to search and browse the catalog, apply for training activities, launch online training, and view one's transcript.

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II. Basic levels of access roles and responsibilities Level of Access Access Role Student Student can:

• Identify training • Register for any training (instructor-led or online) appropriate to their job and open to

the National Park Service • View the status of their training applications • Launch online training • View and download transcript

Supervisor Supervisor can:

• Access everything that a student can, plus the following: o View all data for students who report to them o Approve/disapprove training requests from students who report to them o Assign learning plans to students who report to them

Instructor Instructor can: • Create and modify classes (e.g. training events) • Manipulate rosters (add, drop, move from waiting list to roster, etc.) • Manipulate transcripts • Assign learning plans

• Instructors have very expansive privileges • Can theoretically create and modify classes for any course in DOI LEARN within any

bureau • Can view training record for any employee in DOI

• Requires the highest standards of diligence and adherence to guidelines • Requires specialized training

Data Steward Data Steward: • Is responsible for the data integrity of the NPS data in DOI LEARN • Creates and modifies all courses in DOI LEARN • Creates all user accounts which have not been created automatically via FPPS • Suspends user accounts when appropriate

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III. DOI LEARN Terms It is vitally important to understand the difference between the following terms:

Course: The primary learning delivery unit in DOI LEARN. Each course in DOI LEARN should be unique,

although multiple classes may be associated with a particular course (see “Class”). Class: An event associated with a course that is held at a particular place and time. A course may have

multiple associated classes. Session: One day of a class. A class must consist of at least one session, but a 2-day class is two sessions, etc.

IV. Comparing DOI LEARN and My Learning Manager (MLM) While DOI LEARN includes all the functions of My Learning Manager, there are some differences in how the systems work. Understanding these differences will smooth the transition from MLM to DOI LEARN. The table below compares the most salient features of both.

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DOI LEARN – MLM Comparison Table

Feature My Learning Manager DOI LEARN Student Notes

User Accounts

Same user account for administrators and learners, but different login screen (Web application) for each.

Different user account for instructors and students, but same login screen (Web application) for both.

In DOI LEARN, as an instructor you will have two different usernames. One to access training as a student and one to access the system as an instructor

Course creation Administrators can create courses Only the data steward can create courses

Roles • Learner • Administrator (various levels)

• Student • Supervisor • Instructor • Data Steward

Password Uses iNotes username and password for access

Uses separate DOI LEARN username and password

In DOI LEARN, a forgotten password can be e-mailed automatically to the student, making password management much simpler.

Scope of Access NPS data only All DOI data

User Account Creation Created automatically from FPPS Created automatically from

FPPS

Employee Access Only permanent and term employees receive accounts automatically

All NPS employees receive accounts automatically

Contractor, Partner, Volunteer Access

Created upon request by system administrator

Created upon request by data steward

Internet Accessibility

Only accessible from within NPS intranet (behind NPS firewall)

Accessible from any Internet-connected computer

Reporting Environments

Table reports (in the Administrator application), Crystal Reports, or direct data access

System reports or Dynamic Reporting Environment

Control Over the System

Controlled by NPS – NPS could reconfigure or contract for system enhancements

Controlled by DOI; NPS must obtain consensus from and obtain funding from all DOI bureaus in order to make system changes.

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V. Ethical Responsibilities DOI LEARN is a Department-wide system and all DOI bureaus are required to use DOI LEARN to manage their training records. All DOI Bureaus are able to use the same LMS to share training resources. As an employee with Instructor-level access, you have wide-ranging access that extends to all DOI bureaus. In particular, as a user with instructor-level access, you have broad access in DOI LEARN to student, class, and course data across the Department. When working in DOI LEARN you should:

• Be vigilant that you restrict your activities to those required by your specific job roles in managing courses, classes,

rosters, and transcripts • Restrict your actions and searches to those involving NPS employees, classes, and courses • Be aware that any of your actions in the system are subject to audit

Remember: Just because you CAN do something does not mean you SHOULD. Tasks OUTSIDE of your scope as an employee with Instructor-level access:

You should not: 1. Create or edit student or instructor profiles (other than your own). 2. Create or edit course categories or vendors. 3. Create or edit online courses. 4. Create or edit user groups. 5. Provide supervisory approval to students in any classes. Only individuals logged in as a supervisor should perform

this task. 6. Edit any classes unless you have been designated as an instructor for the class.

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Unit One Review Key Terms:

Class: An event associated with a course that is held at a particular place and time. A course may have multiple associated classes. Course: The primary learning delivery unit in DOI LEARN. Each course in DOI LEARN should be unique, although multiple classes may be associated with a particular course (see “Class”). Data steward: is responsible for the integrity of the data in DOI LEARN for a particular bureau. The data steward creates all courses and is responsible for enforcing standards and consistency with respect to the entry of data into DOI LEARN by bureau personnel. Instructor: A level of access that permits the user to create and manage classes, rosters, and student transcripts. Student: All NPS personnel including partners, contractors, and volunteers who are required to take training. Supervisor: An NPS employee who approves training for others.

Key Concepts:

Levels of access and roles Ethical responsibilities

Notes:

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Unit Two Using DOI LEARN In this unit we will review the Student and Supervisor levels of access and the various functions that can be accomplished in each. This unit is divided into two sections:

• Review of Student-level access • Review of Supervisor-level access


• Login to DOI LEARN • Describe how to modify your own student user

profile • Request accounts for volunteers, contractors, and

partners • Perform the functions that a student must perform • Describe the processes an NPS supervisor must

perform

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I. Using Student Level Access

Login to DOI LEARN The student account is used for your own training, whereas the Instructor account is used to manage classes. The Instructor account is separate and the username will start with INS. You will always login from the same screen, but you will be using a separate account to perform instructor-level functions.

Resetting your password is an option only after you have logged in.

Turn on 508 Compliance?—Turns on text based navigation and ability to use a screen reader. The My Courses screen has a “double navigation” option. The horizontal navigation bar displays the same choices as the links listed vertically. You should get in the habit of using the horizontal navigation, since that is the one you will always be able to see and utilize.

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Modify your student user profile (home>administration>my information) You can change your password, supervisor, email address, mailing address, and phone number in this section.

Register for Training To register for training, you must first find the correct class. There are two ways to accomplish this: Option 1: Search for a class Type a class title or search term in the text box and click the Search button. You will get a list of classes that match your search. The My Catalog option allows you to search for courses that do not require approval.

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Register for training (cont’d) Option 2: Using the Browse Catalog function When you click Browse Catalog you will get a list of categories (similar to NPS Career fields). Click on a category to see sub-categories and the course listed.

Scroll to see the list of courses This list of categories is similar to Learning Categories on MLM – but since the categories are determined by all of the bureaus of DOI, the wording for the categories may be different in some cases from that in MLM (e.g. Safety vs. Risk Management, Orientation vs. Universal Competencies, etc.)

When registering for a class, many fields will be pre-populated.

Enter information pertaining to that class as required. If registering for a Course with only one class, click the Apply button. If registering for a Course with multiple classes, click the Preview Schedule button and then the Apply link in the table on the new window.

Scroll to see all classes listed

You may also click the View Roster button to see others who may be registered for the class, if the Instructor has activated that feature.

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Post registration screen Once you have registered for a class, you will see this confirmation screen. You will also receive an auto-email confirming your registration. (See sample below)

Sample Registration Announcement: JOHN STUDENT has registered for the following class: Course Name: Module 1: NPS Planning Framework Class Name: Module 1: NPS Planning Framework Tuition: $0.00 You will receive a confirmation of your registration status from the Course Administrator. This email has been automatically generated from a "send-only" account, please do not reply to this email. Thank you for using DOI LEARN!

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Launch online course (my courses>online courses) In order to launch an online course, you must be registered for that course. To launch an online course, click the name of the course in the list of registered courses, and then click the Start Course button in the pop-up.

View your student transcript: (my courses> student transcript) When you click the View Report button, you will be given four options: • Excel • Portable Document Format • RTF • Word Document In the example, Excel was selected. Your transcript will open in a new window.

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Requesting accounts for volunteers, contractors, and partners

• Instructors and supervisors can request accounts, but should not create them. This is necessary in order to protect data integrity. To request an account, you should use the NPS DOI LEARN account request form.

• Accounts for volunteers, contractors, and partners must be created manually by the data steward. Although the

data steward will attempt to create all accounts within one business day, please remember that at times, heavy demand may cause requests to take slightly longer to process.

NPS DOI LEARN account request form: http://mylearning.nps.gov/doilearn/accountrequest.cfm

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II. Using Supervisor level Access

Supervisor/Student Roles (administration>my information)

For supervisor access in DOI LEARN, you must be coded as a supervisor in the Federal Personnel and Payroll System (FPPS). However, unlike MLM, DOI LEARN allows supervisors to delegate the training approval authority (e.g., to an office training coordinator).

In DOI LEARN a person with supervisor-level access is both a student and a supervisor. As a student, the supervisor has a supervisor(s), who approves his/her training. The supervisor also has students whose training he/she approves. In addition, the supervisor can delegate the ability to approve training to any one of his/her students.

Supervisor Training Approval Supervisors find the Approval Queue under the Course Catalog. It contains a standard search screen, where they can search for the student who has applied for training approval. This only searches requests from people who are assigned to the supervisor.

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Unit Two Review Key Terms:

Browse: To discover relevant classes available in the DOI LEARN catalog by selecting a category and viewing a list of all classes listed under that category. Contrast with Search (covered in more detail in Unit 5). Search: To discover relevant classes available in the DOI LEARN catalog by typing in one or more keywords and viewing a list of all classes whose name, code, or description matches the keywords. Contrast with "browse."

Key Concepts:

Student Access Modify Student Profile Register for Training Launch Online Course View Transcript Supervisor Access Requesting Accounts Supervisor/Student Roles Granting Training Approval

Notes:

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Unit Three DOI LEARN: Course Management Although courses in DOI Learn will be created by the Data Steward, it is vital for Instructors to understand the process and procedures involved in requesting, validating, and modifying a course. This unit is divided into three sections:

• Requesting creation of a course • Course Creation Process • Course Creation Worksheet


• Describe the process for creating a course • Complete a Course Creation Worksheet

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I. Requesting Creation of a new Course Only data stewards can create courses in DOI LEARN. The data steward creates courses upon request of NPS career field training managers (although course creation requests may be initiated anywhere, including at the regional and park levels). Instructor-level access users will obtain the request form via a Web page, in the form of a downloadable Word document. The Course Creation Worksheet (see Glossary) is a form used by the NPS training and development community to document the instructional attributes of a course and request creation or modification of the course record in the DOI LEARN system by the bureau data steward.

Course Creation Worksheet: http://mylearning.nps.gov/doilearn/instructor

Course Creation Process:

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II. Course Creation Process

• The course requestor initiates the process by filling out a Course Creation Worksheet as completely as possible. The form is submitted to the appropriate training manager for the primary career field associated with the course.

• The training manager for the career field will review the Course Creation Worksheet, then approve and submit it to

the data steward. Elements of the Course Creation Worksheet that the training manager will verify include:

• Instructional design of course • Completeness and clarity of description, audience, objectives • Course number/nomenclature • Linkage to NPS competencies • Assignment of instructor/s for roster management purposes

• The data steward will review the Course Creation Worksheet for:

• Completeness of data • Inclusion of all mandatory DOI LEARN data fields

• After creating the course in DOI LEARN, the data steward will e-mail the entered data as a confirmation to the training

manager and the original course requestor for verification. Modify a course • Use the appropriate check-box on the Course Creation Worksheet to indicate that the course is a modification of an

existing course, rather than a new course.

NPS DOI LEARN Course Creation Form Form Version 2006-08-16

DOI LEARN Course Creation Worksheet Instructions: This form is to be used by the NPS training and development community to request that a course to be created or modified

in the DOI LEARN learning management system. The course must be created in DOI LEARN by the DOI LEARN data steward before classes for the course can be scheduled in DOI LEARN. The following steps describe the course creation process:

1. The course owner fills in this form as completely as possible. 2. The course owner sends the completed form to the training manager for the primary career field of the course. 3. The training manager reviews the form for content and completeness, approves (or disapproves) the course, and sends the

form to the DOI LEARN data steward at: [email protected] 4. The data steward creates the course in DOI LEARN 5. The data steward sends the training manager and course owner a confirmation that the course has been created in DOI

LEARN.

Section A: Approvals Name Email Address Approved/

Completed Date 1. Primary Course Owner: 2. Primary Training Manager:

3. Data Steward: 4. Modified Course Check only if this is a modification of an existing course.

Section B: Basic Course Design Information 1. Primary Career Field: Example: Interpretation,

Historic Preservation 2. Course Code:

NPS- Unique identifier for the course, within a career field. Examples: NPS-UNC2304, NPS-ADM6101. *

3. Course Name:

Name of the course. *

4. Description: Full description of the course. * 5. Objectives: Learning objectives of the

course. * 6. Delivery Method: Instructor-Led Training, On-

Line Training, Satellite. * 7. Target Audience: Description of intended

audience for the course. Appears in the Class Details visible to students and supervisors. Should contain any career-field or location-based limitations on the course audience. *

8. Instructional Hours: Number of hours of instruction provided in the course.

9. Admin Requirements: Major equipment or special facilities required.

10. Student Requirements:

Any information related to the student requirements for the course, including pre-work required, certifications required, etc.

11. Prerequisites: Any other courses that students must have completed before enrolling in this course. *

12. Access: List the bureaus that should have access to the course (or NPS-only, DOI-only, or Federal government-wide)


13. NPS Tuition: Tuition charged to students within the NPS. *

14. External Tuition: Tuition charged to students outside the NPS. *

15. Supervisory Approval Required?

Check if online supervisory approval is required, unchecked if not. *

16. OPM Training Subtype Code:

See reference A at the end of this document.

* Fields are displayed to the student in the DOI LEARN catalog.

Section C: Competencies

Identifies the competencies addressed by a course, at a particular level. To identify competencies addressed by a course, visit http://data2int.itc.nps.gov/Training/competent.cfm. Competencies are organized by NPS career field. Code Competency Name Level (1-3) Example: OPMG064 Team Building 2 1. 2. 3. 4. 5. 6. 7. 8.

Section D: Course Categories Determines which categories the catalog item appears under in DOI LEARN. Categories make it easier for the learner to browse for training opportunities. A course can appear under up to three (3) categories.

Business Administration & Financial Management

Communications

Concessions

Cultural Resources Engineering Facilities Management Environmental Regulations and Planning

Fire and Aviation Management Historic Preservation Human Resources Information Technology Internships, Certifications, and

Special Programs Interpretation

Law Enforcement Legislative Affairs Natural Resource Management Orientation Outreach and Public Affairs Partnerships Planning, Design and Construction Safety Supervision & Leadership Trust Responsibilities Visitor Use

Section E: Additional Instructional Design Data 1. Lesson Plan/Agenda: Attach, if necessary

2. Assessment(s): Attach, if necessary 3. Supporting Learning

Materials: Describe or attach

Section F: E-Learning-Specific Attributes of a Catalog Item

The following section should only be filled out for e-learning (Online Training/OLT) courses. 1.Launchable: Indicates whether or not the learner

can actually launch the e-learning content directly from DOI LEARN.

2. Document Launch URL:

URL (Web address) that takes the learner to the courseware

3. Special Instructions: Any special instructions associated with accessing the e-learning.


Section G: Class Roster Administrators (DOI LEARN Instructors)

Names of personnel who will be eligible to be roster administrators (DOI LEARN Instructors) for the course. The employee must have instructor-level access to DOI LEARN first, before they can be designated a roster administrator.

Reference A: OPM Training Type and Subtype Code Reference

Training Type Training Sub-Type Code

Name

Training Program Area 01 Legal 02 Medical and Health 03 Scientific 04 Engineering and Architecture 05 Human Resources 06 Budget/Financial Business Administration 07 Planning and Analysis 08 Information Technology 09 Project Management 10 Acquisition 11 Logistic Specialty 12 Security 13 Clerical (Non-supervisory clerical/administrative) 14 Trade and Craft 15 Foreign Affairs 16 Leadership/Manager/Communications Courses Developmental Training Area 20 Presupervisory Program 21 Supervisory Program 22 Management Program 23 Leadership Development Program 24 SES Candidate Development 25 Executive Development 26 Mentoring Program 27 Coaching Program Basic Training Area 30 Employee Orientation 31 Adult Basic Education 32 Mandated Training 33 Work-Life 34 Soft Skills 35 Agency Specific

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Unit Three Review Key Terms:

Course: The primary learning delivery unit in DOI LEARN. Each course in DOI LEARN should be unique, although multiple classes may be associated with a particular course. Course Creation Worksheet. A form used by the NPS training and development community to document the instructional attributes of a course, and request creation or modification of the course record in the DOI LEARN system. The Course Creation Worksheet is initiated by the course owner, approved by the appropriate career field training manager, and forwarded to the data steward, who will create the course in DOI LEARN and send confirmation to the course owner and career field training manager. Primary Delivery Method: The principle method by which a given course is delivered. The currently defined Primary Delivery Methods are: Online Training (OLT), Instructor-Led Training (ILT), and Satellite Broadcast.

Key Concepts:

Course Creation Process: Access Course Creation Worksheet, Fill out correctly, Route appropriately

Notes:

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Unit Four DOI LEARN: Class Management Much of your responsibility as an Instructor involves managing classes. In this section, you will learn the functions most often associated with class management. This unit is divided into two sections:

• Adding a class • Editing a class


• Demonstrate the steps for creating a class using the classroom scheduler

• Edit a class

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I. Adding a class

Adding a class: (Course Authoring> Classroom Scheduler) You must be logged in as an Instructor to perform this function. Under Scheduler Navigation select Add Class and click Go.

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Adding a class Directions for adding a class are in the table on the following pages.

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Instructions for adding a class:

Data Field Instructions Notes

Class Session Name

Instructor assigns the name. Format should be: NPS-yyyy-mmdd-NPS ALPHA (yyyy-mmdd should be the start date of class) (NPS ALPHA, use city, state if not at federal facility or TEL class use TEL as NPS ALPHA)

Examples: NPS-2006-0812-MWRO NPS-2006-0814-TEL0824-WACO

Course dropdown box—choose the course from the alphabetical list of all courses in the system

Location

Select from a list—pick park, training center, or city/state if not at park or training center. If city and state are not in the list, contact data steward.

all NPS locations begin with “NPS-“

Examples: NPS-HOAL (Horace Albright Training Center) NPS-TEL (Multiple Locations, All Times Eastern) Tucson, AZ

Room Capacity

Dropdown box—every location has an associated capacity. Pick the correct room if listed. If not, pick TBD, and then identify the room in the General Information field, which will cue the data steward to associate that room with the location.

Using TBD and the General Information field cues the data steward to add the room information to DOI LEARN, and gives Instructors added flexibility when adding classes.

Max Students

Enter a number between 0 and the maximum room size. If you select an existing room, the system will not let you choose a number larger than the room’s capacity. NOTE: students see this field when registering as x of max.

Instructional Design Maximum Class Size

Defaulted from the course value – cannot be changed.

Instructional Design Minimum Class Size

Defaulted from the course value – cannot be changed.

Internal Tuition Optional--if your course requires tuition, enter the amount per person for NPS employees

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External Tuition Optional--if your course requires tuition, enter the amount per person for non-NPS employees

Responsible Bureau Pre-populates when course is chosen

Should always be “National Park Service”

Primary Contact

Dropdown of all people with instructor-level access within the NPS (student sees contact information for primary and secondary contacts in the course information, therefore be sure that the My Information field in your profile shows the correct contact information.) Must be someone who is assigned as an instructor at the course level. Will receive student requests to drop (via e-mail). If you want to receive drop requests, you should assign yourself as the primary contact

Secondary Contact Optional – repeat Primary Contact process. Secondary contact does not receive student drop requests

Other Contact Name

Optional—Enter the name of an additional contact person—this could be an administrative assistant or other employee who is assigned to collect or provide information for an instructor to later manage in the system. (Does not have to be someone with instructor-level access.)

Other Contact Phone Optional – Enter the phone of other contact person

General Information

Optional--If selected TBD for Room, enter room name and capacity and then any other information that would be helpful to the student. (This field is automatically used in the Send Training Announcement function under roster management, which sends an email to all registered students. You can edit this email before it goes out, so use of this field is optional unless you have selected TBD as your room.)

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Class Management Notes

Optional—any information that is helpful for the class manager (this field is only seen by those with instructor-level access—students do not see this field)

Assigning Instructors

From the list of Unassigned Instructors, highlight the one(s) you want and click the Update Class button at the bottom of the screen. The instructors you have chosen will appear in the Assigned area. To remove an assigned instructor, highlight and click Update Class.

If the Unassigned Instructor area is blank, you need to contact the data steward.

Schedule: Start Date Required—calendar click or enter mm/dd/yyyy 06/11/2006

Start Time Required—enter time—format HH:MMXM (where XM is either AM or PM)

Do not include any spaces in the time. Include leading zeroes: e.g. 08:00AM rather than 8:00AM. Example: 08:10AM

End Date Required—calendar click or enter mm/dd/yyyy 06/11/2006

End Time Required—enter time—format HH:MMXM (where XM is either AM or PM)

Do not include any spaces in the time. Include leading zeroes: e.g. 05:00PM rather than 5:00PM.

End Registration

This is the date (along with the End Registration Time) after which registrations by students will no longer be allowed. Required—calendar click or mm/dd/yyyy

Note: after the end registration date and time, the class will disappear from the catalog. Students will no longer see it in the catalog list.

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End Registration Time

Required—enter time—format HH:MMXM (where XM is either AM or PM)

Do not include any spaces in the time. Include leading zeroes: e.g. 08:00AM rather than 8:00AM.

Weekdays Required--All 7 days are displayed—select all days that the class will be held

Student Registration

Required— Three options, all default to No: Course Session Active (in search or browse, students see class on list of available classes), Closed Roster (requires selection by instructor—instructor has to actively approve a student’s registration request—this is managed through a closed roster list), Show Roster (students can see who is registered)

Closed Roster list is important because the instructor has to actively approve a student’s registration request when using this type of roster.

When you have filled out all of the required fields, click the Add Class button to update. Once you have added a class, the Edit Class options will be updated and appear on your screen automatically. You can add information immediately or go back and edit later (see next page). You will be able to add hotel information, costs, equipment, and access the Course Session Manager.

As you make changes, you must click the Update Class button in order to save your changes.

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II. Editing a class

Edit a Class: (course authoring>classroom scheduler) Those with instructor-level access can modify ANY class in the system. From the Classroom Scheduler menu, select Edit Class. and click Go. In the new screen, you will be able to add Hotel Information and Associated Costs. The information in Course Session Manager will also be updated. Most Commonly edited items:

Assign Instructors Change Location Change Dates/times Cancel a class (deletes it from the system)

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Add hotel information—use this field only if it is helpful to you. It is a long dropdown list of all hotels that have been entered into the system. You can choose a hotel from the list or enter a new hotel yourself. The information in this field appears automatically in the Training Announcement email, which can be edited before it is sent. To add a hotel, select Add Hotel, click Go, enter the required information, select Active, and then click Add Hotel. Next click on the calendar icon for Hotel Check in and Check out dates. Add any additional information in the comments field. To select a hotel, click on the + button by Select a hotel. A new window will open, allowing you to select a hotel from the drop down list.

Costs—optional—not required by system, DOI, or NPS.

Equipment—NPS does not use this field, which is associated with the room.

Click the Update Class button to save changes.

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Managing Conflicts A conflict might occur when location, dates, times, or instructor schedules overlap. If there is a scheduling conflict (e.g. caused by two classes scheduled at the same location at the same time), or you wish to delete a class, click on the class link or red exclamation mark. A new window will open. You can make changes to location, time, or dates to eliminate the conflict. After your changes are complete, click the Update Class Meeting button. You can also delete the class. To delete, simply press the Delete button in the new window.

When you delete a class, it will still appear on your Edit Class screen with a note stating Manually Removed. You will also notice check boxes in two columns. Clicking the box in the column with a √ will allow you to undelete the class. Clicking the box in the column with the X will permanently delete the class. If you have deleted more than one class, clicking All in either column will undelete or delete all Manually Removed classes.

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Unit Four Review Key Terms:

No new terms in this unit. Key Concepts:

Adding a class Editing a class The connection between the Course Creation document and the ability to add a class

Notes:

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Unit Five DOI LEARN: Rosters

Class rosters are one of the most important tools for managing students from registration through completion of a class. Using the roster allows you to communicate with all students in a class or any student individually. You can also change a student’s status. This unit is divided into four sections:

• View a roster • Managing a roster • Register students • Communicate with students


• View a class roster • Manage a class roster from registration to

completion • Communicate with students on a class roster

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I. View a roster

View a Roster (course authoring>classroom scheduler) You must be assigned as an Instructor to the class in order to access and manage a roster. There are two ways to view a class roster: Option 1 Open the drop down menu under Classroom Scheduler Activities and select Roster. This method will display the first course or class for which you are listed as Instructor.

View a Roster Option 2—preferred option Open the drop down menu under Classroom Scheduler Activities and select Instructor Schedule. This method will display a table showing the classes for which you are assigned as an instructor. You can then click on the View Roster link to view the roster for a particular class.

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View Roster (cont’d) In the roster, a horizontal bar summarizes the number of students in each status category. Students will be grouped by Status, and then ordered by last name, first name alphabetically within each Status group. If you are the Instructor for multiple courses or classes, you can view additional rosters by opening the drop down menus under Course or Class. From this screen, you can send training announcements, drop students, email students or update their progress.

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II. Managing a Roster From the roster, there are a number of things you need to understand so that you can manage the roster appropriately. The Closed Roster list The Closed Roster list is important because the instructor has to actively approve a student’s registration request when using this type of roster. Used when selection criteria are required (i.e. for training managers only). Moving students from the closed roster list to the active roster is accomplished by changing the student’s Status from Closed Roster List to Registered. NOTE: Like waivers, changing a student’s status from Closed Roster List to Registered may be audited. If a class requires selection, be sure that the selection process has been completed and documented before making the roster change in DOI LEARN.

Waitlist For classes that do not have a closed roster, students who register after the maximum class capacity has been reached will go the Waitlist. Moving students from the waitlist is accomplished by changing the student’s status from Waitlist to Registered, if space becomes available. Students should be moved from the waitlist in the order in which they were added by the system. Student Drops—when a student requests a drop from DOI LEARN, the request goes to the primary contact via e-mail, who must change the student’s Status to Student Drop. The Comment field may be used for additional information, and should be used to document drop requests received by phone. Admin Drop is used to correct a registration error. The reason for the drop should be selected from the dropdown box and additional comments added if needed. Completion Status After a class has been completed, the instructor will need to “Close Out” the class. This consists of going to the roster and changing the student’s Progress to Completed for each student who successfully completed the class. This function will be discussed in more detail in the next unit on transcripts.

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III. Register Students

Register Students (administration>user management) This is the opening screen with links to all the user management tools. Everything you will need to do with students can be done through the links on this page

Since students may not have access to a computer, the Instructor may have to register users to a class, there are two options. Option 1 (Assign Multiple Users to an OLT/ILT Course) will register multiple users for one class.

This feature is useful for assigning mandatory training to large groups of employees. Option 2 (Search Criteria) will register one user for multiple classes.

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Option 1: Multiple Users to One Course Clicking the Assign Multiple Users to an OLT/ILT Course link from the User Management screen will open this window. Here you will select the class for which you plan to register users. When you click on the drop down box, a list of classes will appear. You can highlight the class you want. From this screen, you can search for users by email, name, bureau, organization code, or state. After you have typed in your search information, click the Search button.

Option 1 (cont’d) Your search will yield a list all of the users who match the search terms. Those students listed in the Not Registered field may be selected for registration. Depending on your search criteria, you may get a mix of both registered and not registered students To select multiple users, hold down the Ctrl key and highlight the users you would like to register for the class. When you are done, click the Update Students button.

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Option 1 (cont’d) The final screen will list the users you registered in the Registered field.

Option 2: One student to Multiple Classes From the User Management screen, use as many of the search fields as possible to narrow your search. Select “National Park Service” in the Bureau field.

Click on the Search button. A list of students will appear on the bottom of the screen. CAUTION: Remember, you are working in a Privacy Act system. Do not view or make changes to students that are outside your scope of responsibility. Click View in the OLT or ILT Courses column for the student you would like to register.

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Option 2 (cont’d) A list of available classes will appear in the Not Registered field. Hold the Ctrl key down and highlight the classes for which you would like to register the student and click the Update Registration button. The classes for which the user is registered will now appear in the Registered field.

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IV. Communicating with Students DOI LEARN provides a number of different ways to communicate with students on a class roster:

Training announcement (click Send Training Announcement) This is an editable, automatic announcement. Information is generated automatically from the class creation data (See sample below). Email all registered students (Click Mail All Registered) This opens an email editor and will distribute the email to all registered students. Email all waitlisted students (Click Mail All Waitlisted) This opens an email editor and will distribute the email to all waitlisted students. NOTE: unfortunately there is no way to send an e-mail only to those on the closed roster list. Email any individual (Student must have listed an email address. Click on email address to send message) A few other things to be aware of regarding communication via DOI LEARN: • None of the email options allows you to add or subtract people from the distribution list. • An automatic email is sent to the student when s/he registers • A student’s supervisor gets an automatic email for admin drop, student drop, and any registration for a class regardless of

whether supervisor approval is required or not.

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Sample Training Announcement: This e-mail was sent from a "send-only" account. Do not reply to this email. This email was automatically generated. You have been registered for: Basic Trails Program Maintenance Management Changes or cancellations for this registration must be sent through your immediate supervisor. Explain reason for change or cancellation. Class Contact: John Drew, 812-856-4251 General Information: Student sees this information in an automatic email. Start date: 8/24/2006 End date: 8/25/2006 Times: 08/24/2006 9:00 AM - 05:00 PM 08/25/2006 10:00 AM - 05:00 PM Location(s): National Conservation Training Center (NCTC) 698 Conservation Way Shepherdstown, WV 25443 ROOM(S): Room: Computer Lab G24IE HOTEL ACCOMMODATIONS: Hotel 1 4222 INSTRUCTORS: MARY INSTRUCTOR

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Unit Five Review Key Terms:

Closed Roster: List of applicants for a class that requires selection. The class instructor must change the applicant’s Status from Closed Roster List to Registered before transcript completion. Wait List: A list of students who have applied to a particular class after the maximum class enrollment has been reached. The assigned instructor may change the student’s Status from Waitlist to Registered.

Key Concepts:

Managing a class roster Adding students to a course Assigning courses to a student Adding/Assigning both mean registering. Communicating with students

Notes:

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Unit Six DOI LEARN: Transcripts Class management involves keeping student records and requests up-to-date and accurate. There are several functions you will need to know in order to maintain student records. This unit is divided into three sections:

• Closing Out a Class • Managing Transcripts • Waivers


• Close Out a Class • Edit a student’s transcript • Add a transcript for a previous course • Create a waiver • Create a transcript for Extra Course

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I. Closing Out a Class When a class has been completed, you must close it out so that students’ records are updated accordingly. This process involves several steps, some of which you have already learned to do in roster management. The process of closing out a class involves two basic steps:

• Taking attendance and • Updating students’ Progress in the class roster

Marking attendance

Under Classroom Scheduler Activities select Attendance from the drop down menu. To mark attendance, choose Course and Class from the drop down menus. In the Recurrence drop box, select date Then choose apply to all or select yes/no for each student.

Be sure to update attendance for each day of the class.

Once you have marked attendance for each day of the class, you should go to the class roster and change each student’s Progress to Completed.

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II. Managing Transcripts

Edit a student’s transcript (administration>user management) To search for a student, enter the search terms in the appropriate fields. Click the Search button. The student information will appear at the bottom of the screen. Click View in the Transcript column.

Things you can do in the transcript view: --update completion status --change completion date --update score To add a transcript for a previous course: Register the person for the existing course, and then update their completion status and completion date in the view transcript screen.

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DOI LEARN Training Categories DOI LEARN has four categories of training items that appear on a student’s transcript. When viewing a transcript while logged in as an instructor, all training the student has completed are listed by these categories:

• Online training items--DOI LEARN online courses

• Instructor Led training items—DOI LEARN instructor-led training items

• Extra Training items—student funded non-DOI LEARN course; ALSO MLM courses that were transferred to DOI LEARN

• External Training items— DOI LEARN will have a process within the user management function for adding external

training records to a student’s transcript. This process is currently under development and will likely be available from the same entry screen. External training consists of non-DOI LEARN courses paid for by a government benefiting account (i.e. employee takes a community college course that is paid for by the NPS).

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Create a transcript for Extra Course An extra course is:

• One that was paid for by the student and is not a DOI LEARN course, which the student wants to add to their transcript. Or

• Also any course that was completed prior to transition to DOI LEARN.

The student’s supervisor can add this to the student transcript. Instructor and Data Steward can also add these to the student transcript.

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III. Waivers

Create a waiver (administration>user management) When compliance with mandatory training requirements is being reported or prerequisites are required, granting a waiver allows the student to bypass these requirements. From the User Management screen, click Edit in Waiver column. The Waivers Administration screen will appear. Select ILT or OLT and choose a course from the drop down menu. NOTE: only courses in which a student is registered will appear. For this reason, waivers are often a two step process: first the student must be registered, and then s/he can be waived. Choose yes or no in Mark Course as Waived and then highlight a Reason for Waiver from the dropdown menu (this is Required). Finally, enter a justification and click the Update button. Justification for Waiver is not a system required field and is used to provide more detail if the list of choices in the Reason for Waiver field does not provide sufficient explanation for auditing purposes. Note: all waivers for mandatory training are subject to audit, so instructors should maintain appropriate documentation whenever a waiver is granted for a mandatory class.

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Unit Six Review Key Terms:

External training: Training activities that are paid for by the benefiting account, but are not managed through DOI LEARN. Such training activities are typically documented on and procured through an SF-182. External training is not yet supported by DOI LEARN, but will be in the next release. Extra training:Training activities that are conducted outside of the Department of the Interior and not funded by the benefiting account. Supervisors and instructor-level access users may enter extra training activities into student transcripts.

Key Concepts:

Closing out a class Managing student transcripts Waivers

Notes:

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Unit Seven DOI Learn: Reports Reporting is an essential part of any Learning Management System. It is vital that you understand how to save and create reports in DOI LEARN. This unit has two sections:

• System Reports • Dynamic Reporting Environment (DRE)


• Explain the use of system reports • Create a system report • Explain the Dynamic Reporting Environment

(DRE) • List the reporting areas in the DRE • Save a shared DRE report for your own use

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I. System Reports System Reports are a collection of reports that access live DOI LEARN data available to instructor-level access users. System reports have a fixed set of parameters and fields. Each system report has a different set of parameters; only the parameter values can be changed. System reports cannot be customized, though the output of some system reports can be exported to Excel for additional manipulation and analysis. You can access system reports in the following manner:

Report Welcome Screen (administration>reports) In the left navigation bar, select System Reports. This screen does not look like the others in DOI LEARN, but is the opening screen for the reports you will need to develop.

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System Reports (cont’d) From the system reports screen, choose the type of report you wish to generate. The table below provides a more detailed explanation of each report. The most commonly used system report is the Course Analysis Report. When you select a report, you will see a data entry screen, in which you will enter the necessary information for that particular report.

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System Reports Table: Report Name Type of Information

Course Analysis • View course rosters, status, completions, scores by student

Email Utility

• Can be used to email students individually or as a group • Email Utility: Select on student status active/inactive and filter by Bureau, Course, Class, and

completion status. Good for sending reminders and getting email addresses. Does have a Mail All function

Learning Plan Details • Learning Plan information by student. • Not covered in this course

Learning Plan Overview • Overview information by Learning Plan • Not covered in this course

Student Summary • Student's historical course information • Can retrieve every student by org code and bureau. Shows courses registered, courses

completed, number of employees

Student Transcript • Details per student • Can filter by a student’s name to get record for all courses/classes taken

Surveys • Statistical summary of surveys • Not covered in this class

Test Report • Test overview • Not covered in this class

Test Statistics • Details per test. • Not covered in this class

Usage • Student usage of the system • By student and date range identifies how many times an individual logs into the system. Helps for

customer service

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Course Analysis Report Useful to export; lets you pull up transcripts by course and class. Shows the completion status for students on the registration list by completion/not completed. Best used after a course has been completed. Key fields are: Name, email, status. Complete as many fields as needed to filter and capture the information you desire.

Can be exported to Excel.

Course Analysis Report example Filtered only by Bureau (National Park Service)

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II. The dynamic reporting environment (or Understanding the “All Reports” function) Dynamic Reporting Environment (DRE) is an application available to instructor-level users to run and export reports on data in DOI LEARN. Instructor-level users can modify pre-existing reports that the data steward has shared with them, and can configure: the fields available on the report, report parameters, and summary fields. DRE data is currently refreshed on a nightly basis, and so all DRE reports will be based on the previous day's data in DOI LEARN. DRE reports can be exported to Microsoft Excel or other applications for analysis.

All Reports—NPS Report Template (administration>reports>all reports) There will be at least one report template that you can modify. The NPS Report Templates will allow you to customize a report that meets your needs. Currently there is one NPS report template available, called: “NPS Report Template—User Details” Click the name of the report to get more details and initiate actions, or use the links in the Actions column to go directly to an action.

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NPS Procedure: Copy and Rename Report This will copy the report template into My Reports where you can then manipulate and customize the data. If you perform any other actions on the NPS Report Template, those actions will affect the template itself and all other users of this report will be affected by your actions. Copying the report creates your personal copy to manipulate as needed. --Click copy in the Actions column --Type in new name and description --Click Copy button --Report Copied screen confirms your copy was a success --Click Copy to copy another report, or close to exit. When your report has been copied, you will see this screen, verifying that action.

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My Reports The report template you just copied now appears in your My Reports list and your All Reports list. In the All Reports list, you will see reports the data steward has granted you access to and reports that you have created or modified yourself by using copied DRE reports the data steward has shared with you previously. In the My Reports list you see only the reports that you have created or modified.

To customize a report, complete the following steps: Run the report to see how it will look. This report will show the record of every employee in NPS that has taken training as well as all the fields available on the template. Review the report to identify what data you need and what is not needed. Identify a list of the data fields that you would like from the report. The Web interface is not the most convenient way to view the report, but in this step all you need to do is scroll across to identify the data fields you want to include in your custom report. --Clicking page numbers only scrolls down the report to continue the list of students. --Clicking any one of the data field headers sorts the report by that data field.

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To customize your report • Click the Edit button to choose the fields

you do not want in your report. • Use Ctrl key to select multiple items. • Use the Add and Remove arrow keys to

move field names to the report. • Click the Next button.

On this screen, you can select filters (parameters) for your report. These are the data fields that you identified when you first reviewed the report—the data fields that are of interest to you.

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• Select the values for the filters • CAUTION – after selecting the value, you

must choose Insert in order for the selections to be saved.

• Be sure to click Insert each time you pick a value to be added.

• To add additional values, you must select the OR button

Column summaries are listed at the bottom of the report page. They can be Sums, Averages, Highest Values, and Lowest Values. If these values do not apply to the columns you chose in step 1, no columns will appear. Check a box in each column where you would like a summary displayed.

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Save over the template or create a new report. In this exercise, there is no need to create a new report because you made a copy of the template before you started so that the template will always be there. However, if you start with an existing report that you created and have edited that report, you may want to save as a new report. Whether you choose to overwrite the existing report or save it with a new name, you will have the ability to run the report again later.

• If you choose to create a new report, you

will need to enter a new name and description.

• If you choose to overwrite the existing report, you will not be able to edit the name and description from this screen.

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• The most convenient way to view a report is

in Excel. DOI LEARN has the option to export to a csv file, which can easily be imported to Excel.

• Click the Export to CSV button. • When the export is completed, click the

Download Report link. • The report is downloaded to a ZIP file,

which you must then extract using WinZIP. • In most cases your computer will recognize

it as compatible with Excel and will automatically open it with Excel. If it does not, simply open Excel and use the File Open function to open the report.

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Unit Seven Review Key Terms:

DRE (Dynamic Reporting Environment): The DRE is an application available to data stewards and instructor-level users to run and export reports on data in DOI LEARN. Instructor-level users can modify pre-existing reports that the data steward has shared with them, and can configure: the fields available on the report, report parameters, and summary fields. DRE data are currently refreshed on a nightly basis, and so all DRE reports will be based on the previous day's data in DOI LEARN. DRE reports can be exported to Microsoft Excel or other applications for analysis. System Reports: A collection of reports that access live DOI LEARN data available to instructor-level access users. System reports have a fixed set of parameters and fields (in contrast with Dynamic Reporting Environment reports). Some system reports can be exported to Excel if modifications are required.

Key Concepts:

The need for system reports Creating system reports Reporting Areas in the DRE

Notes:

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Resources

• Glossary • References

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Glossary Browse: To discover relevant classes available in the DOI LEARN catalog by selecting a category and viewing a list of all classes listed under that category. Contrast with "search." Class: An event associated with a course that is held at a particular place and time. A course may have multiple associated classes. Closed Roster: List of applicants for a class that requires selection. The class instructor must change the applicant’s status from “Closed Roster List” to “Registered” before transcript completion. Competencies: The combination of knowledge, skills, abilities, and behaviors necessary to achieve mission-critical results. DOI LEARN offers a competency module that will be used for managing competencies for development purposes. Course: The primary learning delivery unit in DOI LEARN. Each course in DOI LEARN should be unique, although multiple classes may be associated with a particular course (see “Class”). Course Creation Worksheet: A form used by the NPS training and development community to document the instructional attributes of a course, and request creation or modification of the course record in the DOI LEARN system. The Course Creation Worksheet is initiated by the course owner, approved by the appropriate career field training manager, and forwarded to the data steward, who will create the course in DOI LEARN and send confirmation to the course owner and career field training manager. Data steward: The person responsible for the integrity of the data in DOI LEARN for a particular bureau. The data steward creates all courses and is responsible for enforcing standards and consistency with respect to the entry of data into DOI LEARN by bureau personnel. DRE (Dynamic Reporting Environment): The DRE is an application available to instructor-level users to run and export reports on data in DOI LEARN. Instructor-level users can modify pre-existing reports that the data steward has shared with them, and can configure: the fields available on the report, report parameters, and summary fields. DRE data is currently refreshed on a nightly basis, and so all DRE reports will be based on the previous day's data in DOI LEARN. DRE reports can be exported to Microsoft Excel or other applications for analysis. External training: Training activities that are paid for by the benefiting account, but are not managed through DOI LEARN. Such training activities are typically documented on and procured through an SF-182. External training is not yet supported by DOI LEARN, but will be in the next release.

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Extra training: Training activities that are conducted outside of the Department of the Interior and not funded by the benefiting account. Supervisors and instructor-level access users may enter extra training activities into student transcripts. Featured course: A course that appears in the DOI LEARN course catalog before other courses, and is identified by a special icon. The use of the Featured Course designation is restricted to courses that are mandatory for all departmental personnel. Instructor: (1) A DOI LEARN user who has been designated as having responsibility for maintaining the roster of a class. An instructor can view the class using the Instructor Schedule feature, and can add and drop students from the roster, the closed roster, and the waiting list of a class. (2) A level of access to DOI LEARN that permits the user to create and manage classes, rosters, and student transcripts. OPM Training type code/sub code: A set of codes that describe the nature of the training activity. Each course in DOI LEARN must be assigned a training type code and subtype code, as part of the Course Creation Worksheet. These codes are used in reporting training activities to OPM through DOI LEARN. Primary Delivery Method: The principle method by which a given course is delivered. The currently defined Primary Delivery Methods are: Online Training (OLT), Instructor-Led Training (ILT), and Satellite Broadcast. Roster: the list of all students who have registration activity associated with a particular class. Search: To discover relevant classes available in the DOI LEARN catalog by typing in one or more keywords, and viewing a list of all classes whose name, code, or description matches the keywords. Contrast with "browse." Session: One day of a class. A class must consist of one or more sessions. Student: A level of access to DOI LEARN that permits the user to search and browse the catalog, apply for training activities, launch online training, and view one's transcript. Supervisor: A level of access to DOI LEARN that permits the user, in addition to performing the functions associated with student-level access, to perform the following activities for students who report to the supervisor: view and manage transcripts, approve training requests, and view and manage learning plans. Survey: A course evaluation, managed and delivered through the DOI LEARN system. The survey functionality in DOI LEARN does not fit with NPS business practices, and is not recommended at this time. System Reports: A collection of reports that access live DOI LEARN data available to instructor-level access users. System reports have a fixed set of parameters and fields (in contrast with Dynamic Reporting Environment reports). Some system reports can be exported to Excel if modifications are required.

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Training Manager: An individual in the National Park Service responsible for ensuring the integrity of NPS courses in DOI LEARN, by assigned career field. Wait List: A list of students who have applied to a particular class after the maximum class enrollment has been reached. The assigned instructor may change the student’s status from Waitlist to Registered. Waiver: An official exemption granted to a particular user for a particular course, with respect to a training requirement or a course prerequisite. The DOI LEARN system allows instructors and supervisors to process waivers. All waivers recorded in the system must be properly documented for auditing purposes.

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References 1. NPS DOI LEARN account request form: http://mylearning.nps.gov/doilearn/accountrequest.cfm 2. Course Creation Worksheet: http://mylearning.nps.gov/doilearn/instructor 3. DOI LEARN Help menu is a great resource.

Documents

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