Disclaimer: Some content in this article shows details only available with the new course page. Contact your Administrator for more information.
As an instructor, you play an important role in shaping the learning experience of your learners.
The goal of your learning platform is to help you manage the courses, sessions and/or events that you instruct by giving you access to the settings needed to handle training material, customize the course layout, check enrollments, and track the activities of your learners through reports.
For Instructor-Led Training (ILT) courses, also use your platform to mark attendance and manage evaluations.
This article focuses on how instructors can manage courses. Have a look at the Learner guide to learn more about navigating your platform as a learner.
Instructor types for ILT courses
When working with ILT/VILT course, instructors are either assigned to sessions or events:
- Session instructor. If you are the instructor of a session, you will be automatically assigned to all of the events included in the session and you will be able to mark the attendance for all of the events in the session and set whether the participants have passed it or not. You will also be able to create and update the training material for the course.
- Event instructor. If you are the instructor of an event within a session, you can mark the attendance for the learners attending that specific event but you will have no control over the other events or the session. You can neither upload nor manage the training material assigned to the course.
Accessing courses as an instructor
To access a course in which you are an instructor, log in to your learning platform, then access the Main menu and select My courses and learning plans. This page shows the courses you are enrolled in as a learner as well as those you are an instructor for. You can identify the courses you are an instructor for because their cards show the Instructor label. Click on the card to access the course.
Please note! If you are the instructor of an event, but not the instructor of the session including the event, the Instructor label is not shown on the course card.
Uploading training materials in courses
As an instructor, you can upload training materials for the courses you manage. Training materials are also referred to as lessons. To do so, access the course from the My courses and learning plans page, click on Manage in the top right corner and select the Training materials option.
The Training material tab of the course lists all of the training materials already uploaded. To upload new training material, select the Add training material button, then select which type of training material you want to upload, import, or create.
Find out more on the training material options, but remember that the articles in this section of the Knowledge Base are written from the perspective of the platform Administrator, therefore some information may not relate to you as a course instructor.
For most training material, you will need to select how learners will view the content, set a name, a description and a thumbnail. Once the new content is successfully uploaded, it is listed on the Training material tab and you can edit or delete it, or change its settings and prerequisites.
Managing the course layout
Besides training materials, you can display additional information about the course using one or more widgets that will be displayed on the course page. Once on the Training material tab of a course you are instructing (see the Uploading training materials in courses chapter of this article), select the Add course widgets button underneath the Training material area. A pop-up box will appear.
Use the drop-down menu to choose among different course widgets.
Viewing the course report
Access the report of the courses you are the instructor for by clicking on Manage in the top right corner of the course page and selecting the Reports option.
E-learning courses: viewing enrollments
To view all of the users enrolled in the e-learning courses that you are in instructor for, from the course main page, click on Manage, then select the Enrollments option.
The Enrollments tab lists all of the learners enrolled in the course, providing different details for every learner. You can customize the layout of the enrollments table by clicking on the columns management icon in the top left corner of the table and selecting the columns you are interested in. You can select up to 9 columns. The table layout is refreshed in real time when columns are selected or unselected from this area.
Use the search bar at the top of the table to search for a specific learner, or click on Filters to filter the enrollments by user status, user level, or enrollment status.
Please note! If you are the instructor of an e-learning course, you are enrolled in the course as an instructor, so you will see your name listed in the Enrollments tab as well as your staus in the course on the course card on the My courses and learning plans page.
You cannot edit enrollments for the courses that you are an instructor for. You only have View permissions.
ILT and VILT courses: viewing sessions and enrollments, managing evaluations and attendance
To view the session composing the ILT courses you are instructing, the users enrolled and manage their evaluations and attendance, from the course main page, click on Manage, then select the Sessions option.
You will access a page listing the sessions composing the course, where you can check their start and end date, duration as well as the number of events composing them, the number of instructors, and enrolled users. Click on the session name to access the list of events composing it.
The Events & attendance tab lists the events composing the session, including their date and duration, whether they are Onsite or Online events or a mix of onsite and online events (Flexible), the number of instructors and the number of users attending the event out of the total number of users enrolled.
Move to the Enrollments & evaluation tab to check the list of users enrolled in the session and other details, such as their enrollment status and date and if they have completed the session.
As an option, you can quickly access the list of the learners attending the event (see the Managing attendance chapter of this article) as well as the Enrollments & evaluation tab by clicking on Manage sessions on the course main page and then on Instructor actions in the Session events area by selecting respectively the Manage attendance and the Evaluation options.
From the same menu, click on Attendance sheet to configure and print the attendance sheet for the event. Learn more on attendance sheets.
Please note! If you are the instructor of an ILT course, you are not enrolled in the course as an instructor, you are either assigned to the session or to the event without being enrolled in it, saving seats for learners.
If the session completion is based on evaluation, while on the Enrollments & evaluation tab, you can evaluate a user by clicking on the ellipsis menu at the end of the user row and selecting the Evaluate option.
In the right panel, set if the selected user has passed the session (that means, all of the events composing it) or not, or leave the option to Not set when the evaluation is not needed or will be done in the future.
If you select Passed or Not passed, set the completion date. If needed, use the Score text box to assign a score to the user and attach a file to the evaluation. Select the Mark the user as present at all of the events in the session option to mark the user's attendance at all of the events composing the session. Finally, use the Learning performance evaluation text field to add comments to the evaluation.
Please note! Instructors cannot evaluate themselves and cannot be evaluated by Administrators.
To evaluate multiple users at a time, select them by clicking on the checkboxes next to their usernames and then on Choose action at the bottom right corner of the page. Finally, select the Evaluate option.
Please note! When you complete the evaluation process for a session whose completion is based on evaluation, the session is marked as completed for the users you have evaluated.
To mark the attendance of a user at a session, while on the Events & attendance tab, click on the item in the Attendance column to access the list of the users enrolled in the session. Click on the ellipsis menu at the end of the user row and select Mark attendance.
The right panel shows the attendance sheet for the selected user and you can mark whether the user has attended the event or not, together with the number of attended hours.
You can mark the attendance for several users at a time by selecting them with the checkbox next to their names, clicking the Choose action button in the bottom right corner of the table, and selecting the Mark attendance option.
Please note! When you mark the attendance of a user for a session whose completion is based on attendance, the session is marked as completed for them.
Starting an online event
To start an online event (webinar), while on the course main page, click on Manage sessions, select the event planned for the current date, and click on Start event.
The Start event button is displayed when the event is scheduled to start, or even before the start time, depending on the event configuration made by the Administrator.
Adding webinar recordings
If at least one event is carried out online (or has both online and onsite), when the event is over, you can upload its recordings. From the course main page, click on Manage sessions, then select the Ended sessions option from the My sessions dropdown and click on the name of the session. Press the Add recording button in the Session events area.
In the right panel, select whether you want to add the recording by uploading a file or by linking to a video URL.
- If you are uploading a file, the formats allowed for upload are 3GP, 3GP2, AVI, FLV, MKV, MOV, MP4, MPEG, MPEG4, MPG, MPG2, OGG, OGM, WMV. The maximum file size is 800MB.
- If you are linking a video from a URL, remember that the URL must be listed in the Iframe allow list of the E-learning tab of the Advanced settings section of the platform. Contact the Administrator if you encounter uploading problems.
Select the file or paste the recording URL and press the Confirm button. The time needed to import and convert the video depends on its size.
When the upload is over, the Add recording button is replaced with the Play recording button.
To delete the recording, click on the Instructor actions button and select Delete recording.