System requirements 2. Overview 3. My profile 5. System settings 6. Student access 10. Setting up 11. Creating classes 11

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1 Table of contents Login page System requirements 2 Landing page Overview 3 Adjusting My profile and System settings My profile 5 System settings 6 Student access 10 Management Setting up 11 Creating classes 11 Creating participant groups 13 Adding participants individually 15 Adding participants in batch 18 Assigning subjects/courses to classes 22 LMS roles 23 Assigning LMS roles (administrators only) 24 1 Page

2 Monitoring and reporting on participants 26 At a glance and student reports 26 Assessment Search for participant and participant groups 28 Marking assessments 29 Certificates 31 Support Contact helpdesk 32 2 Page

3 Login page System requirements Before you login to the Learning Management System (LMS) select the System requirements link located below the login button. System requirements gives you an overview of the technical requirements needed for the Learning Management System to run sufficiently on your computer. There is no need to know the technical specifications of your computer as the LMS will automatically check your systems and report back to you. Refer to System requirements Your system check results. Click the back button in your browser and login to the LMS. 3 Page

4 Landing page Overview When you login to the LMS it will take you to the landing page as seen in this screenshot. A brief description of the components of the landing page can be found below Student access, System settings and My profile links Access the My profile and System settings links to update your personal details and customise the LMS to suit your business needs. The Student access link allows you to access the learning content for any of the courses that you are assigned to. 2 Management, Assessments and Account tabs The Management area is where you can manage classes, students, student groups, learning content and certificates. The Assessments area is where assessors can access and mark work submitted by students. The Accounts area gives you an overview of your account and usage. 4 Page

5 3 At a glance and Announcements panel At a glance provides you with user activity and statistics. Click on the links for more detailed information and filtering options. Your customised announcement messages will be displayed below At a glance. 4 LMS organisational diagram The LMS organisational diagram encapsulates the components needed to manage all the aspects of your participant s learning. The diagram also acts as your main navigation in the Management tab. 5 Tips panel Handy tips and interactive video tutorials can be found in the tips area. 5 Page

6 Adjusting My profile and System settings My profile Select the My Profile link at the top of the page Fill in your profile details in the text fields provided and click Save to commit your changes. Select the Change password tab. To change your password simply enter your old password followed by your new password in the text fields provided. 6 Page

7 System settings Overview The system settings area allows you to customise the LMS to suit your business needs. The Logo, Terminology, Announcements and Notifications tabs are covered in more detail below Logo Customise the LMS to reflect your corporate branding by uploading your company logo. Ensure that you read the recommended specifications before uploading. Click Save to commit your changes Page

8 2 Terminology Terminology used in the LMS is fully customisable. For example, your organisation may prefer to use the term Student rather than Participant. Change this once in the terminology section and this will take effect across the entire LMS. 3 Announcements Use the announcements tools to welcome your participants and keep them up to date with the course they are enrolled in. See how below. In the announcement tab, click the Add announcement link. Select the type of announcement from the dropdown list. To anonymous users option will display the message on the login screen above the username and password fields. By selecting To all logon users or To Learners in required class the message will be displayed below At a glance and in the participant access Home page Page

9 Select the class that you want the announcement to be displayed to (optional). Enter your announcement. Use the WYSIWYG editor to format and/or add links to your message. Take note of the dynamic tags that can be used in your message to display dynamic information. Disable or select the time period that the message will display for. Click Save to commit your changes. 4 Notifications The notifications tool allows you to send s for specific events to selected students. See how on the following page Page

10 In the notifications tab, click the Add notification link. Select an event type from the drop down list. For reminder events specify the time in which the notification is to be sent. For example, 24 will show the notification 24 hours before the due date. Enter the subject into the Subject template field. Enter the content into the Content template field. Take note of the dynamic tags that can be used in your message to display dynamic information. Click Save. 10 Page

11 Student access From the landing page select Student access. You will be taken to the participant access home page. This page will give you an overview of the courses you are assigned too. To access the learning content for a course select the Course name in the Course/Unit column. 11 Page

12 Management Introduction The main focus of the Management tab is the LMS organisational diagram. The diagram summarises the components needed to manage all aspects of your participants learning. Classes are the centre piece of the diagram, bringing the students and course/units (learning content) together. Introduction Setting up There is no required sequence in which you must set up your classes, participant groups and participants. There are also different ways to add participants to groups and groups to classes. You can approach the set up in several different ways but the following is recommended. Creating classes In the Management tab click the Classes icon. To add a new class click the New class link. If no classes exist, skip to the next step Page

13 Type the name of the new class e.g. Certificate III TAA Dec. Decide whether the class is open or closed. Select Open and students will have immediate access to the class as soon as you click Save. If you do not want students to have immediate access, select Closed. Click the Save button. Next the system will present you with a page showing the details of the class. As you can see we have not yet assigned any courses or participants to the class. 13 Page

14 2. Creating participant groups (optional) Setting up participant groups is not mandatory however it can make it easier to manage and report on your participants. For example, if you have 200 participants in the same class it would be difficult for a single trainer to look after all of them. In this scenario a solution would be to divide the 200 participants into 4 groups and assign a trainer to each group. Groups can be created based on various distinctions including departments, states, time of day and trainer. Your organisation can choose to distinguish between participants in whichever way suits your business needs. To create a group follow the steps outlined below. In the Management tab click the Participant groups icon. To add a new group click the New participant group link. If no groups exist skip to the next step Page

15 Type the Title and a Description of your group. Click the Save button to commit. On clicking Save you will be taken to this screen. As you can see, we have not yet assigned any classes or participants to the groups. 15 Page

16 3. Adding participants individually Participants can be added individually or by batch. Adding participants individually is only recommended when adding a small number of participants (see the next section for adding participants in batch). To add participants individually follow the steps outlined below. In the Management tab click the Participants icon. Click the New button. Fill in the participant s details. You can assign a username and password to your participant or you can leave these fields empty and the system will generate them for you Page

17 Assign your participant to a group (optional) by clicking the check box next to the group name. This can also be accomplished through the Participant groups and Classes pages, however we recommend this method. Assign your participant to a class by clicking the check box next to the class name. Keep the Send access details... checkbox selected in order for the participant to receive their access details. Click the Save button to commit. 17 Page

18 4. Adding participants in batch In the Management tab click the Participants icon. Click the Upload button. It is important that your participant information is stored in a format that will be compatible with the LMS when uploaded. For this reason we have provided templates that can be downloaded. If you are using your own Excel or text file it is important that the column titles match exactly what is shown in the template files. Click one of the links to download a template, as seen in the screenshot below Page

19 Save the file to your computer. When you open it you will notice two example students. Delete them. Copy or type your participants details into the fields provided. The Firstname and Lastname columns are mandatory and must be filled in, however the other fields can be left blank. The fields do not need to be in any particular order. The spreadsheet also allows you to assign participants to a class and groups (maximum of 3 groups). If your spreadsheet contains several different groups and classes, this is the most efficient way to sort participants. Please note: for this to work it is vital the class/group names are an exact match to the class/group names you have created in the LMS. When you are finished adding your participants details, save the file and close it. Go back to the Upload participants page and browse for your file. Click Upload Page

20 If uploaded correctly, you will be presented with a table containing your participants details. You can remove any participants from the list by selecting the checkbox next to their name. If you have already assigned your participants to a class/groups within the spreadsheet you can skip the next two steps and click Save. Assign your participants to a group by selecting the checkbox next to the name of the group (optional). Assign your participants to a class by selecting the checkbox next to the name of the class. Keep the Send access details... checkbox selected and click Save Page

21 If the participant batch creation is successful, you will be taken to the following screen. Click the Upload another file button to upload another batch of participants. Assigning subjects/courses to classes In the Management tab click on the Classes icon. Search for and select your class. It will highlight in orange when selected. In the right panel click the Edit button next to This class is undertaking the following courses/subjects Page

22 Click the Add courses/subjects button. Click the checkbox next to the name of the course you would like to assign to your class. It will highlight orange when selected. Assigning a start date, end date and duration is optional. Select the Save button. 22 Page

23 LMS roles Introduction There are four defined roles within the LMS. Your organisation can restrict or give certain privileges to users by assigning one of these roles. By default each user is declared a participant. If a user requires other privileges they will need to be assigned a new role. The name assigned to each role is fully customisable eg. Tutor can be Trainer and Participant can be Student. The restrictions and privileges for each role are defined in the following table followed by a brief description of each role. Role Participant access System settings Management Assessment Account Participant (1) Administrator (2) Tutor (3) Restricted tutor (4) 1 Participant By default every new user given access to the LMS will have participant privileges. When logged on participants will not see the Management, Assessment and Account tabs. They will only have read only access to the online learning content. 2 Administrator The administrator role grants the user the highest level of access. An administrator has full read and editing capabilities. Initially, administrator access will need to be requested through FinPa. When granted, the administrator will then have access to assign new roles to other users including the administrator role. 23 Page

24 3 Tutor The tutor role grants the user access to the Assessment and Management tab with full read but limited editing capabilities. For example, they can edit participants personal details or login information. A tutor can view and mark participants work. 4 Restricted tutor The restricted tutor and tutor roles are very similar. The only difference is, a restricted tutor cannot mark participants work. Assigning LMS roles (administrators only) In the Management tab click the Participants icon. Select All from the View drop down list. Type the user s name in the Name/ /Mobile text field. Then click the Search button Page

25 Select the participant. The row will highlight orange when selected. The participant s details will populate in the right hand panel. Select the Edit roles button. Assign a role to a user by selecting one of the checkboxes. Click the Save button to commit your changes. 25 Page

26 Monitoring and reporting on students At a glance and student reports Located in the Management tab, At a glance provides statistics on participants, assessments and courses. A user with an Administrator role will see statistics for all participants enrolled in the LMS. Tutors and restricted tutors will see statistics related only to the participants they are assigned to. For a more detailed report, click one of the links, as seen in this screenshot. In this case, a participant list will be populated with participants who have not logged in within the past seven days. If needed, they can then be Page

27 For more information on the participant, select the View report button in the right hand panel. The system will generate a report similar to the one seen below. 27 Page

28 Assessment Access the assessment area by clicking the Assessment tab. Searching for a participant or participant group There are several filters that can be applied when searching for a participant or participant group. Enter information into the appropriate fields to refine your search. Often tutors will skip straight to the Participant group field, select their group name and then click Search Page

29 Marking assessments The system will populate a table with the participants from the selected group. To view and mark a participant s work, click the View link in the last column of the table. The system will generate an overview of the participant s assessment as can be seen in the screenshot below. We can see that the participant has submitted Assessment 3. To start marking Assessment 3 click the Start Marking button Page

30 The assessment question will appear below along with any documents that the participant has attached. Click the link as shown in the screenshot to download the participant s assessment. Assessment.doc When uploading an assessment, participants have the option to write a message to the Tutor. The message will be appear in the text box below the assessment link. Select the participant s score. This particular assessment is competency based so by selecting the Not yet competent button the participant s score will populate automatically as 0. Enter your feedback in the text box and upload an attachment, if required Page

31 Scroll to the bottom of the page and enter any overall feedback for the participant. Then click the Complete marking button to finish or the Get next available button to go to the next participant in the group. Certificates The Certificates feature is currently under development. This feature will allow participants to print a copy of their certificate once they have successfully completed a course. 31 Page

32 Support Contacting helpdesk At the footer of every web page in the LMS you will find a link to Technical Support. If you are having any technical issues follow this link to or submit an online helpdesk form. 32 Page