ILC Functionality Workflows

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Introduction

When it comes to ILC functionality, there are several workflows that an admin can utilize to set up courses most effectively for their learners. In this article, we will take a look at:

  • Creating ILCs with multiple sessions using the Enhanced Sessions feature
  • Creating multiple ILC’s tied together by post-enrollments
  • Check your teaching schedule as an Instructor, and
  • Communicate with Users registered in the session of an ILC

     

Creating Multiple Sessions Using Enhanced Sessions

Absorb's Enhanced Sessions for ILC's offer Admins a more streamline ability to edit and create a course with recurring sessions (classes). Learn more about setting up Enhanced Sessions here. 

After enabling recurring classes, the Admin will be able to select the interval at which classes repeat and the date they should recur until or the number of occurrences.  

This feature can be useful to set up a course that has a four recurring sessions on a weekly basis that typically only covers one topic or category of topics. This is due to the nature of ILCs and how training is distributed with them, as each recurrence cannot be given a unique name or title.  It is also important to note that each class set up this way must be in the same location and have the same instructor.  Each session must recur on the same number of days, weeks or months apart from each other.   

Creating Multiple Sessions vs. Multiple Courses

If a course is planned that will offer a classes (session dates) that will recur with varying frequency (ie. the second class is 2 days from the first class and the third is 8 days from the 2nd), that require different venues or that address different topics, it may make sense to set up each date as multiple courses. 

The Admin would create each class individually with individual sessions. Then, the Admin may ask users to enroll in multiple classes or as an admin, one may enroll users in the following course and sessions. Learners can also be enrolled automatically using the Post Enrollment option (available on the Completion tab of a course.)  

The Admin must just choose when the learner should be post enrolled - you can choose after they enroll in the first class or after they complete the class.  If the (course) enrollment email is enabled so it is sent for each course, once post enrolled, the course email can be customized to send them to the class to choose and enroll in a session.

post_enrollment_image.png

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.

Checking Teaching Schedules

A common workflow for instructors is to check their own teaching schedule in the admin user interface. We’ll go through the steps of checking an Instructor’s teaching schedule in the admin user interface, starting from the dashboard. These steps are for users that have only been assigned the instructor role, and hold no other role or permissions.

To check on an upcoming teaching schedule, the instructor will go to Reports, and select ILC Sessions from the menu. Once the report loads, a few filters may need to be applied to show exactly the teaching schedule.

First, the instructor should filter for 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.

Additional filters can be applied to streamline the information further. If the instructor only wants to view upcoming sessions they can filter for the Start Date. Once the Add Filter option is clicked, the report will update, and we will have a list of upcoming Sessions.

To see the classes within each session, confirm the dates of each by selecting a session from the report, and click 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 to be used to mark Users on their attendance and overall score.

Message Enrolled Users

Another typical workflow needed for ILC's would allow admins to message Users from the admin user interface. The Admin must go into the ILC Sessions report and select the session from which they want to message the enrolled users. Once selected, clicking on the Manage Grades & Attendance button will refresh the page and present new options.This report will provide 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 one can send an email directly to the users selected.

To get more specific, Admins can limit who from this list receives it by clicking on Send to Departments.  The message can be sent only to those Users that chosen from the Departments. Below one can see the recipients already added, of which 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 one enters the message to be delivered to your users. Clicking on the Send button will trigger Absorb to send the message out, completing the process of messaging Users enrolled in an ILC session.

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