ILC Functionality Workflows

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When it comes to ILC functionality, there are several workflows that various users will utilize to gain the information that they’re looking for. In this article, we will take a look at:

  • The differences between multiple classes in the same session versus multiple ILC’s covering different topics, but tied together by post-enrollments
  • How to check your teaching schedule as an Instructor, and
  • How to communicate with Users registered in the session of an ILC

Multiple Classes vs. Multiple Courses

When adding a session to an ILC, admins have the option of enabling recurrence of a class. This allows admins to set up an ILC session that will has multiple classes in it, recurring daily, on weekdays, weekly, or monthly. As an example, a session could be set up to have four classes to recur on a weekly basis. However, you could easily set this up as needed, but you’ll want to keep in mind that you typically only want to cover one topic, or category of topics in any given ILC. This is due to the nature of ILCs and how training is distributed with them, as each class within as session cannot be given a unique name or title.

As a use case, I have two multi-week sessions dedicated to JavaScript for Beginners, and also add three other sessions in the same ILC for Intermediate and Advanced JavaScript. This would, however, require Users to either re-enroll into the same ILC on their own, and select their next session. This, of course, is provided that Allow Re-enrollment is enabled in the Completion tab of the ILC settings. An Admin could also choose to have Users Re-enrolled Automatically, where the User would simply have to choose their next session. In either event, the User’s transcript will still retain a historical record of the completion of the JavaScript for Beginners session.

One things to keep in mind is that while sessions can be enabled to have approval by an instructor, supervisor, administrator, or other user, there is no option to set a pre-requisite. This means that users can elect to take any session in any order.

As an alternative to setting up multiple session topics within an ILC, it’s also possible to instead create a new ILC with a prerequisite for the JavaScript for Beginners ILC, and enable self enrollment for an Intermediate JavaScript session.

This way, once users have completed the JavaScript for Beginners ILC, they could then enroll in the Intermediate session. Further to this, admins could also have the JavaScript for Beginners ILC set up with a post-enrollment setting enabled to have users automatically enrolled into the Intermediate course.

Depending on your organization’s needs, and the training that you would like to distribute, you may want to take some time to decide how your training will be best set up when utilizing ILC’s. While both methods will work, there may be a preference to reuse the same ILC, or have multiple ILCs and enable the post-enrollment option.

Check Teaching Schedule

A common workflow for instructors is to check their own teaching schedule in the admin user interface. This is a straightforward task, but for any users that are new to the user interface, may seem like a daunting take if they are unsure where they’re supposed to go. We’ll go through the steps of checking an Instructor’s teaching schedule in the admin user interface, starting from the dashboard. These steps have been written in mind for users that have only been assigned the instructor role, and hold no other role or permissions.

To check on an upcoming teaching schedule, and see what it looks like, we will need to head into Reports, and select ILC Sessions from the menu. Once the report loads, a couple of filters will need to be added to show exactly the data needed for a teaching schedule.

The first filter is to only look at sessions where I’m teaching. In some cases, system admins have limited instructor’s ability to view data so that they cannot see specific users in the admin user interface. If this is the case, then adding this filter will not be required.

Either way, this will limit the view to only see the sessions in which I’m an instructor for. If I only want to look at upcoming sessions, and not worry about previous sessions, an additional filter can be created for the Start Date. The modal window for this filter is where we will want to select a Start Date after yesterday. Once the Add Filter option is clicked, the report will update, and we will have a list of upcoming Sessions.

If you want to get the classes within each session, you can confirm the dates of each by selecting a session from the report, and then clicking on Mark Attendance. This will give you an overview of the scheduled classes in the session, along with the number of Learners anticipated.

This is the same report you will want to come to mark Users on their attendance and overall score. To confirm your scheduled Classes for your Sessions, you will simply want to repeat this process.

Message Enrolled Users

Now that we have looked at how you can determine your upcoming classes within sessions, we’ll get into messaging enrolled Users from the admin user interface. To do so, we’ll go into the ILC Sessions report. From this report, you will need to select the session from which you want to message the enrolled users. Once selected, clicking on the Manage Grades & Attendance button will refresh the page and present new options. Once this report has loaded, it will provide you an overview of the users enrolled in the session.

To message them, we need only to manually choose which users we want to message, or click on Select this page option from here. This will select all users simultaneously which can be handy if you have a larger number of users to select. Once the desired users are selected, clicking on Message Users will bring up the Compose Message page where you can send an email directly to the users you just selected.

If you need to get more specific, you can limit who from this list receives it by clicking on Send to Departments. Doing so will allow you to choose to send the message to only those Users that you choose from your Departments here. Please keep in mind that this is dependent on your account being set up with the appropriate permissions to see your portal’s Departments. Below you can see the recipients already added, of which you can still opt to remove, or add more to if wanted. Please note that you can only add users already found in your portal, and adding individual email addresses to this list is not possible.

Finally, the Subject and Body is where you’ll enter the message to be delivered to your users. Clicking on the Send button here will trigger Absorb to send the message out, completing the process of messaging Users enrolled in an ILC session.

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