Client Administration in the Cambridge LMS CLMS release version 10 Cambridge LMS 2013
Table of Contents Overview 3 How to Manage your Classes 3 Getting started 3 Creating a new Group 5 Editing a Group 6 Creating a new class 6 Uploading users to a single class 8 Adding a single user to a single class 11 Moving students between classes 13 Moving classes between groups 15 Managing Users in the Directory 17 Updating a user s account details 17 Changing a user s e-mail address 18 Resetting a user's password 19 Searching for a user 20 Searching for users by Group 22 Viewing a user s active products 23 Multiple user actions in the Directory 24 Changing multiple users passwords 24 Enrolling multiple users in a single class 25 Blocking one or more users 27 To block one or more users from a Class 28 Unblocking one or more users 29 To unblock one or more users from a Class 31 Exporting multiple users data to CSV 32 Organization status report 34 Downloading a count of users by class 34 Teacher-related reports 35 Viewing student progress 35 Exporting student progress 37 Viewing student access information 37 Administrative reports 39 Viewing student progress at campus level 39 Viewing user access information at campus level 40 Exporting user access information 41 Further student administration 41 Validating students 41 Activating students 43 Definitions 45 Frequently Asked Questions 46 Client Administration in the Cambridge LMS 2013 2
Client Administration Manual Overview This manual is for Cambridge LMS Administrators and contains information on the various functions and administration tasks available to you. It will be updated with each new release in order to highlight new features. Before you begin, please ensure the Cambridge LMS Team has sent you an email to confirm you are now a Client Administrator. How to Manage your Classes The following steps will show you how to create Groups and create and manage your classes. Getting started Log into the LMS User homepage: Client Administration in the Cambridge LMS 2013 3
Expand My Tools Open Manage Classes Select the organization you would like to administer. You may only have one link available here, but in cases where you are an administrator for a number of organizations, institutions or campuses, you may have several options. In this case we will choose Client Administration: Manage Classes page: Client Administration in the Cambridge LMS 2013 4
Creating a new Group We recommend that you first use the Group feature in order to create semesters or terms. This will allow you to group all the classes you will create in the next step, by semester or term, in order to access classes more quickly. Select * New Group tab in the right-hand navigation bar Group Creation page: In the Title field, enter a Title that refers to a semester or term: i.e. UVM San_Angel 08-11_Term Leave the Org Code empty Choose a relevant Group language. Client Administration in the Cambridge LMS 2013 5
Editing a Group In order to edit an existing Group, select the Edit Group icon in the top navigation bar Group editing page: Creating a new class Select Create single class Leave the Class Code blank, as this will auto-generate an appropriate code Select required Product from the drop-down list Enter start and end dates Enter Class Name Click Submit Client Administration in the Cambridge LMS 2013 6
Class creation screen: Class list screen: Client Administration in the Cambridge LMS 2013 7
Uploading users to a single class Enter the class by clicking on the Name/URL of the class. Class homepage: Select the Manage students tab Click on Bulk Enrolment Client Administration in the Cambridge LMS 2013 8
Bulk enrolment screen: Leave Delimiter as a comma Open the Sample template Enter student and/or teacher data into the template Ensure that the role (student/teacher) is all written in lower case (i.e. teacher, not Teacher) Bulk enrolment sample template: Save the resulting file to your computer, click Browse and select the file Choose when you would like the Welcome email sent Client Administration in the Cambridge LMS 2013 9
Welcome email sending options screen: Import user data and check results Client Administration in the Cambridge LMS 2013 10
Bulk enrolment results screen: Adding a single user to a single class Click on the Name/URL for a class Select the Manage students tab Click on Single Enrolment Select the user s Role from the drop-down menu Enter student and/or teacher data Choose when you would like the Welcome email sent Client Administration in the Cambridge LMS 2013 11
Single user enrolment screen: Submit user data and check results Client Administration in the Cambridge LMS 2013 12
Single user enrolment results screen: Moving students between classes Click on the Name/URL for a class Select the Manage students tab Click on Administer Enrolment if necessary Select a student and place a in the tick-box Client Administration in the Cambridge LMS 2013 13
Administer Enrolment page: Choose the class the student is to be moved to, from the drop-down menu and Execute Move student to class screen: Confirm your action Client Administration in the Cambridge LMS 2013 14
Resulting administer enrolment screen: NB: The above steps can also be carried out for Teachers, in the Manage teachers tab Moving classes between groups Expand My Tools Open Manage Classes Select organization Select a class and place a in the tick-box Click Move Selected Classes Client Administration in the Cambridge LMS 2013 15
Move Classes page: Choose the group the class is to be moved to from the drop-down menu Confirm your action Client Administration in the Cambridge LMS 2013 16
Managing Users in the Directory Client Administrators can also manage users from within a Directory. The following explains the different options available for managing users. Updating a user s account details Expand My Tools Open Directory User Directory page: Ensure the Users tab is selected Locate a user and click on their Username link to view or edit the user's account details Select the Directory Information button Change the user s First name, Last name, Display name or other details and then click Save Client Administration in the Cambridge LMS 2013 17
User Directory Information page: Changing a user s e-mail address Expand My Tools Open Directory Ensure the Users tab is selected Locate a user and click on their Username link Ensure the Account button is selected Enter the new E-mail address, then click Save Client Administration in the Cambridge LMS 2013 18
User Account edit page: changing the e-mail address: Resetting a user's password Expand My Tools Open Directory Ensure the Users tab is selected Locate a user and click on their Username link Ensure the Account button is selected Enter the new password in both Password and Confirm password fields, and then click Save. Please note that passwords may only contain Latin-based characters and numbers. Client Administration in the Cambridge LMS 2013 19
User Account edit page: changing the password: Searching for a user Expand My Tools Open Directory Ensure the Users tab is selected If desired, increase the number of Users per page Client Administration in the Cambridge LMS 2013 20
Increasing the number of user search results: Enter either a user s e-mail address, full name or part of a name and click Apply. User search by e-mail address: Client Administration in the Cambridge LMS 2013 21
User search by partial name: User search by partial first/surname: Searching for users by Group Expand My Tools Open Directory Using the Organization Structure drop-down menu, select an organisation, institution or campus In the new drop-down menu that then appears select a Group and click Apply Client Administration in the Cambridge LMS 2013 22
Organization structure and Group page: Viewing a user s active products Locate a user (see Searching for a user) and click on the Active Products link Activated products page: Client Administration in the Cambridge LMS 2013 23
Multiple user actions in the Directory In addition to the above, there are enhanced features that allow a Client Administrator to manage multiple users at once. Changing multiple users passwords Search for /display multiple users using one of the methods above Ensure the Users tab is selected Select multiple students and place a in the tick-boxes From the Bulk operations drop-down, select Change password and click Execute. Please note that passwords may only contain Latin-based characters and numbers. Changing multiple users passwords page: Enter the new password and click Next. Please note that passwords may only contain Latin-based characters and numbers. Confirm your action Client Administration in the Cambridge LMS 2013 24
Updating multiple users passwords: Enrolling multiple users in a single class Select multiple students using one of the methods above and place a in the tick-boxes next to the relevant students names. From the Bulk operations drop-down, select Enrol user and click Execute Client Administration in the Cambridge LMS 2013 25
Setting parameters for bulk enrolment page: Select the class you wish to enrol the students in and click Next Confirm your action and check results Bulk enrolment confirmation screen: Client Administration in the Cambridge LMS 2013 26
Blocking one or more users It is possible to block one or more users from the entire LMS or from an individual class. Blocking a user from the entire LMS stops them accessing any products or classes within the LMS; blocking a user from an individual class only blocks access to that particular class. In either case, any data about the user or generated by the user is retained. If the user is unblocked at a later date (see Unblocking one or more users) all the data is restored. Blocking one or more users from the LMS To block one or more users from the LMS, select the relevant user(s) using one of the methods above and place a in the tick-boxes next to the relevant users names From the Bulk operations drop-down, select Block selected users and click Execute Blocking multiple users page: Confirm your action and check results. Client Administration in the Cambridge LMS 2013 27
Multiple user blocking results page: To block one or more users from a Class Open My Tools Click Manage Classes Click on the relevant Organization link Click on the Name/URL for a class Select the Manage students tab Select the relevant user(s) using one of the methods above and place a in the tick-boxes next to the relevant users names From the Bulk operations drop-down, select Block / Unblock class access and click Execute Client Administration in the Cambridge LMS 2013 28
Block users from Class screen: From the Signup Status drop-down, select Blocked Click Submit and Confirm your action Change Signup Status screen: Client Administration in the Cambridge LMS 2013 29
Unblocking one or more users from the LMS Unblocking one or more users To unblock one or more users from the LMS, select the relevant user(s) using one of the methods above and place a in the tick-boxes next to the relevant users names From the Bulk operations drop-down, select Unblock selected users and click Execute Unblocking multiple users page: Confirm your action and check results Client Administration in the Cambridge LMS 2013 30
Multiple user unblocking results page: To unblock one or more users from a Class Open My Tools Click Manage Classes Click on the relevant Organization link Click on the Name/URL for a class Select the Manage students tab Select the relevant user(s) using one of the methods above and place a in the tick-boxes next to the relevant users names From the Bulk operations drop-down, select Block / Unblock class access and click Execute Client Administration in the Cambridge LMS 2013 31
Unblock users from Class screen: From the Signup Status drop-down, select Pending or Enrolled Pending should only be used, when you know the user has not used an activation code for this course. Enrolled should only be used if you know the user has used an activation code for this course. Click Submit and Confirm your action Change Signup Status screen: Client Administration in the Cambridge LMS 2013 32
Exporting multiple users data to CSV Select multiple students using one of the methods above and place a in the tick-boxes next to the relevant students names From the Bulk operations drop-down, select Export to CSV and click Execute Bulk exporting of users data page: Confirm your action and check results Bulk exporting spreadsheet page: Client Administration in the Cambridge LMS 2013 33
Organization status report With an Organization Status Report, a Client Administrator can obtain valuable information about the number of students and teachers enrolled in classes. It is important to point out that users are counted on a per class basis. If they are enrolled in more than one class, even for the same product, they will be included in the count for each class in which they are enrolled. Students who are listed as Pending in a class, will not be counted in this report. Downloading a count of users by class Open My Tools Click on Manage Classes Place a in the tick-box next to the relevant Organization, Institution or Campus (do not click the link to the Organization) Selecting an Organization for which to download a Status Report: Click Download Organization Status Report (csv) Downloading a Status Report: Client Administration in the Cambridge LMS 2013 34
Select option to Open with or Save file and view CSV file results Status Report csv file: Click Go Back and return to the Manage Classes page if desired. Teacher-related reports The following reports will provide a range of information for Teachers including student progress and student statistics. To use this feature correctly please ensure you are enrolled as a Teacher. Viewing student progress Open My Tools Click on Teacher Reports Teacher Reports page: Client Administration in the Cambridge LMS 2013 35
Click on Student Progress Search for a user with Filter by name, or sort by Class and Users per page Student Progress page: Click on the student s name Click on Units, Lessons, and Activities to expand or collapse them Expanded student Progress Report screen: Client Administration in the Cambridge LMS 2013 36
Exporting student progress Open My Tools Click on Teacher Reports Click on Student Progress Search for a Class Click on Export Exporting Student Progress: Select option to Open with or Save file and view CSV file results Viewing student access information Open My Tools Click on Teacher Reports Click on LMS Access Report Search for a user with Filter by name, or sort by Class and Users per page Order column headings by Total Logins and Total Time Client Administration in the Cambridge LMS 2013 37
LMS Usage page: Click on the View Profile link to the right of a student s name for information about that student s profile. Student profile information: Client Administration in the Cambridge LMS 2013 38
Administrative reports The Administrative reports are similar in functionality to the Teacher reports. These tools allow the Client Administrator to access the information of students in their organizations, institutions or campuses. The LMS Access Report also provides usage statistics for all users, including Teacher and other Administrators. Viewing student progress at campus level Open My Tools Click on Administrative Reports Administrative Reports page: Click on Student Progress In addition to the filter options in Teacher reports, now you can sort by Organization Structure Client Administration in the Cambridge LMS 2013 39
Student progress view: Click on the student s name Click on Units, Lessons, and Activities to expand or collapse them Viewing user access information at campus level Open My Tools Click on Administrative Reports Click on LMS Access Report In addition to the filter options in Teacher reports, now you can sort by Organization Structure Teachers and other Administrators will be visible here. LMS Usage page: Client Administration in the Cambridge LMS 2013 40
You can order column headings by Total Logins and Total Time by clicking on the relevant heading Click on the View Profile link for profile information on a particular user Exporting user access information Open My Tools Click on Administrative Reports Click on LMS Access Report Search for a Class Click on Export Exporting user access information: Select option to Open with or Save file and view CSV file results Further student administration The following explains how a Client Administrator can validate a student s account, or activate a product, on the student s behalf. Validation enables the student to e.g. take part in classes. Validating students Locate class in My Teaching on the user homepage Click on the Validate Students link next to the relevant Class Client Administration in the Cambridge LMS 2013 41
Home page for student validation: Select a student by placing a in the tick-box next to the student s name Enter a Password for the user. Please note that passwords may only contain Latin-based characters and numbers. Client Administration in the Cambridge LMS 2013 42
Selecting students for validation page Click Validate Account button. Activating students Open My Tools Click on Manage Students Select an Organization Select a Class Click on the Manage students tab Locate a student with Signup Status as Pending Click on the Activate link Client Administration in the Cambridge LMS 2013 43
Student Activation page: Enter the student s Activation Code and click Submit. Entering activation code screen: Client Administration in the Cambridge LMS 2013 44
Definitions Activation: This process allows the user to activate a product in the Cambridge LMS using the activation code supplied either with their book or in the spreadsheet supplied to the Administrator. In order for a user to access a teacher lead class, they must either be enrolled by an administrator, or use a Class Code. Administrative Reports: This area of the LMS allows Administrators to open student progress, student progress export, and LMS access report. Class A class holds learning content (such as Touchstone Online) and blogs and forums etc. When students are added to a class, they have access to the content. When teachers are added to a class, they have access to the content and access to the grades of the students in that class. Group: You can organise your classes into groups so that you can find them easily. We recommend that you organise your classes in semesters or terms. Manage Classes: This area of the LMS allows you to create, edit and manage classes, groups, and users. Self-Register: Users can create their own account on the Cambridge LMS. This is called selfregistration. Users are required to enter their first name, last name, and an email address. Users are then sent a validation email, which contains a single-use URL. Following the link in the e-mail allows them to set their own password. Please note that passwords may only contain Latin-based characters and numbers. Once registered, students will need to use an activation code supplied either with their book or on the spreadsheet supplied to the Administrator. Student: A student has student permissions in a class. Student permissions allow the user to view content, access the tools and view their own scores and grades. Teacher: A teacher has instructor permissions in a class. Teacher permissions allow the user to view the scores and content generated by all the students in the class. Teacher Reports: This area of the LMS allows Teachers to open student progress, student progress export, and LMS access reports. User: A user has an account in the LMS. Users can log onto the system and have access to classes as teachers or students. It is possible for the same user to be a teacher in one class and a student in another. Validation: Users must validate their account. If they do not validate their account they cannot access the site, or use an activation code. Client Administration in the Cambridge LMS 2013 45
Frequently Asked Questions 1. What to do when a student loses their activation code We can provide a small number of extra codes to replace lost or missing codes (up to 3% of the total number of codes ordered by your institution). To order these, please contact eltdigitalsales@cambridge.org, who will send you a replacement code request form, which you will need to complete and return. 2. What to do when an activation code appears to be invalid If students receive a message saying the code is invalid when they attempt to activate their course, please contact lms.support@cambridge.org quoting the invalid code and associated product name/isbn. Our support team will then investigate the issue and, if necessary, provide a replacement code. 4. What to do if a student forgets their username or password Client administrators can manually edit a student's username and password - for more information see Updating a user s account details. 3. What to do when students need to repeat the course Each licence is valid for 12 months, so if a student needs to repeat the course within the 12 month period, they can continue to use the course. However, it is not possible to delete their course history and start afresh. If you wish to allow students to start afresh, you can order a small number of additional codes for this purpose (see Q1 for details). 5. What to do if a student says their score/progress is not updating If a student says that their score/progress is not updating, ask them to clear their browser cache and history of everything, and close the browser before trying again. If the user can work on a different browser/computer, this suggests a local problem with the users browser/computer. Clearing the cache and browser history can help to fix this problem. Otherwise please send information as detailed in the call logging template to: lms.support@cambridge.org. 6. What to do with old stock of books without activation codes If you purchased your books after July 2011 and received books without activation codes, please contact eltdigitalsales@cambridge.org, attaching your order, and we will provide a set of activation codes to accompany these books. If you are intending to re-use books from a previous year, please contact your sales representative who can advise what arrangements can be made in these circumstances. 7. What to do if a student reports that the product code is already in use First, check that they can see their self-study course. Make sure they haven't registered using a different email address. The student now needs to join the class either by bulk enrolment or by entering a class code provided by the teacher. Finally, if the student still cannot see the class, the client administrator will need to check his or her class access is unblocked. Client Administration in the Cambridge LMS 2013 46
8. What to do if you have a technical problem For a full list of FAQs for Client Administrators, visit http://cambridge.zendesk.com/forums/335011- client-administration-guidance. If you are experiencing technical problems, follow the checklist below to ensure that all local connection issues have been ruled out. Check that your plug ins are up to date Check that your version of flash is up to date Clear your cache and restart your browser JavaScript errors Does your network meet the minimum connection requirements? Have you loaded the content already in order to cache it locally? http://www.mozilla.com/en-us/plugincheck/ Out of date plug ins can cause content to display incorrectly http://www.adobe.com/software/flash/about/ Does the issue still occur after you have cleared your cached and restarted the browser? It could be that your JavaScript has not fully downloaded onto the page. Please clear your cache, log out and log back in again. Minimum internet speed: 5Mbps download and upload speed per user Data ports: Port 1935 should be open for communication with the Touchstone Online Course media server (voice recording/playback features) Firewall: Must allow delivery of content from multiple IP addresses The live site uses a caching server. By accessing the content locally, you are storing the content on the closest server which should make it faster for others accessing this course for the first time. If you still cannot solve the issue, email lms.support@cambridge.org with the following information: Date of issue Time of issue Username of user having problems Description of the issue We need this information to check log files. We need this information to check log files. Which part of the application you were in when the issue occurred? What were you doing? What other applications/web pages were open at the time? Please provide as much information as you can. Pathway to page E.g: Touchstone International Level 1, Unit 5, Lesson B, Activity 1, Page 5. Environment Demo/Live/Stage/QA. Your browser details and Client Administration in the Cambridge LMS 2013 47
version Can the issue be replicated on another machine? Can the issue be replicated from another location? Steps taken in order to replicate this issue Screenshot provided? Y/N Speed test/diagnostic results provided? Y/N This is necessary so that we can see and hopefully diagnose the issue that you are seeing. We need to ensure that the problems that you are experiencing are not connection speed related. (http://diagnostic.cambridgelms.org) Client Administration in the Cambridge LMS 2013 48