The “Course instruction” function is a detailed grade book where the Tutor assessment of course participants occurs. Here the tutor can facilitate the course via functions in three tabs including Participants, syllabus, and social media. Each of the tabs and their sub-functions will be covered in detail on this page and brief summaries are below:
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Participants: View a progress summary of each participant, view participant enrolment details, communicate with participants via email, mark progress per participant, award certificates, and export participant lists.
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Syllabus: Update the course syllabus, mark progress per syllabus component, generate attendance QR codes, grade tests, assess on-the-job tasks, launch virtual classroom meetings, view feedback, and run reports.
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Social media: Moderate forums that are assigned to the course.
Note: The range of functions available to a Tutor in the "Course instruction" function varies according to assigned "Tutor role" within the Course "Tutors" tab.
Participants Tab
The “Participants” tab immediately provides Tutors with a progress summary view of each participant that includes their status and percentage of weighted component completion. Clicking on a single participant record with display some further information in the "Details" section at the bottom of the page and the participant can be directly emailed using the small "Send e-mail" icon. Each of the five sidebar icons is described in detail below.
Course Progress per Participant
The "Course progress per participant" function accesses the course component overview progress for the selected participant. The following information and functions are available in this overview:
Header (1)
Displays the course name, participant name, and buttons to "Send message" or navigate "Back" to the previous page. As changes are automatically saved clicking "Back" will not lose any changes.
Sidebar Icons (2)
Here are six icons that enable the tutor to interact with specific components. The icons will display grayed out and only display in full colour and be clickable if a relevant component is highlighted. Each icon is explained below:
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Confirm processing: When creating a course in the "Component" tab learning logic rules can be configured for components including requiring confirmation by a tutor after participant processing, and which follow-up actions apply. Usually, this refers to the release of a follow-up component or the course conclusion. The confirmation of the processing by the Tutor is executed via this "Confirm processing" button.
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Supervise on-the-job training: Here Tutors who are checked for "On-the-job training" can assess tasks marked as complete by the participant. To assess tasks that are not yet started requires the participant to have an "In progress" status on the course.
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Free-text question submitted for correction: Here Tutors can open tests submitted by the participant to mark any free-text questions. Questions would normally have a rubric with a sample answer to assist with grading.
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Edit learning progress per component and user: Clicking here launches a pop-up where Tutors can change the participant's status of the component, enter start/end dates, and flag how the completion was confirmed (Tutor or Participant).
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Sub-course overview: Clicking this accesses the "Course instruction" function of the sub-course. From here there is no back button to return to the main course.
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Effectiveness check: Here the Tutor can view or provide feedback on the participant in a special feedback form known as an "Effectiveness check". These are designed to measure the effectiveness of training by comparing before and after reviews by the Tutor, Participant, and Supervisor.
Main Area (3)
The main area displays the course "Components" in structured folders that can be expanded to reveal the components within. There are many important columns including:
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Component: Name of the media component.
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Type: The "Media type" the component was created from.
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Progress: The current status of the participant; E.g. Not started, In progress, Concluded: Passed, Concluded: Failed.
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Start date: The date when the participant first opened the component.
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End date: The date when the participant concluded the component.
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Last access: Date when the participant last opened the component.
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Accesses: Number of times the participant accessed select component types (Test, WBT, and OJT)
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Remaining time (in days): Displays when the participant must complete an incomplete component when scheduling is active.
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Points / Results: Displays a percentage score for tests, WBTs with tests, and OJTs that are graded.
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Rule: Shows an instructional comment when the component has learning logic rules configured.
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Follow up: A tick indicates there is a learning logic rule with follow up and hovering displays the action; e.g. what happens next.
Details (4)
Displays main description details of a component highlighted in the main area.
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General information such as the number of requests for a component, start date for learner, etc.
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Learning logic: In the course manager, it can be determined for each component whether it is to be confirmed by a tutor after processing, and which follow-up actions apply. Usually, this refers to the release of a follow-up component or the course conclusion. The existence of a hierarchy and the follow-up action triggered by a tutor are displayed in spreadsheet form, as well. The confirmation of the processing and the release of the follow-up action can be executed via the "Confirm processing" toolbar function.
Certificate
Certificates of completion or attendance can be assigned to courses that are downloaded as PDF files. The distribution of certificates can be set in the course to be either directly available to the participant to download on completion or require awarding by the Tutor / Administrator. In the case of the latter Tutors can click the "Certificate" icon to print a certificate for any user with a "Concluded" status.
Send Message
The “Send message” icon enables the Tutor to compose e-mail messages to send to the selected participants. A pop-up will launch with the e-mail addresses of the highlighted participants in the "Recipients" field. Once the "Subject" and “Message” text is entered the Tutor can send the e-mail. Bulk selection will send to all participants in a single email. Further settings allow additional options such as putting other users on CC including all other Tutors, marking as "Urgent", uploading attachments, and disabling replies.
Edit
The "Edit" icon has three sub options to view enrolment and learning history.
Enrolment History
Accesses an enrolment / registration history log of the highlighted participant to view each enrolment status change with details including the date, the enrolment change event and how the last update occurred.
Edit Course Registration Information per Participant
Accesses a pop-up where all enrolment information of the participant can be viewed and various enrolment changes made. The enrolment data can include viewing any order data captured in self-enrolment forms and any enrolment notes. Changes a Tutor can make include the ability to change the “Participant status” (e.g. Enrolled to Passed), set “Due dates”, amend “Start dates” and “End dates” as well as alter pricing fields.
Learning History
Accesses a learning progress history log of the highlighted participant to view all processed components and all status changes. Change details include the component name, status change, data of change, who the last update was triggered by and for tests the number of accesses as well as result.
Export (CSV)
The "ERP export" has two options for the Tutor to export the list of course participants including:
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Participant: A standard .csv file export in a raw format that includes all details displayed in the “Participants” tab.
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Export based on template: These are more advanced templates that considered mail merging to provide exports of desired course and participant in preferred formats; e.g. creating a branded participant list template in MS Word with mail merge settings. These templates are created by administrators in the “Export templates” function and "Execute" clearance must be given to the “Tutor” group to use the templates.
Syllabus Tab
The "Syllabus" tab is the most detailed tab in the "Course instruction" function and it summarises the course progress per syllabus component across all participants. Here all the course syllabus components are displayed in their structured format and folders can be expanded to reveal components. Important information columns include the processing rate, average score of all participants who have finished the component, dates and rules indicating if there is learning logic. In this view there can also be folders of the course syllabus displayed that are marked as a "Tutor folder" and these folders along with the components within are only visible to Tutors. The processing rate means how many learners concluded the component. The response rate means how many learners accessed the component.
Depending on the "Tutor role" and component types used, there are 13 functional icons available in the sidebar for Tutors to interact with syllabus components.
Progress per User
Opens a new tab that provides an overview of the learning progress for all participants on the selected component. Furthermore, a variety of marking options are important for assessing components including tests with free text responses, or on-the-job trainings and processing components with learning logic requiring Tutor confirmation.
Test Results
Allows the Tutor to download three different .csv reports where two aggregate results and one displays the result per participants. To export a report a test must be highlighted and then report options will be selectable. The reports include:
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No structure: Includes a summary of each submission without the participant details.
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With structure: Provides an overview in a single row with number of attempts, averages, mean and variations.
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Test results and course status per participant: The report includes a row for each participant on the course regardless of whether the test has been attempted.
Feedback-form Results
Allows the Tutor to access three different report views of feedback form results. To view reports a feedback form must be highlighted and then report options will be selectable. The results are anonymous, sorted randomly, and a configurable minimum number of feedbacks (normally 3) must be submitted in order to retrieve results anonymously. The reports include:
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Feedback form: View each anonymous feedback form individually in the feedback form player by using the left and right arrow buttons to toggle between forms. Great for viewing qualitative responses in free text questions.
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Feedback-form report: Generates an on-screen summary of the feedback form with overall results per question with percentages per response option and download-able comments. Can then be downloaded to .csv format.
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Missing feedback: Allows exporting a list of participants that are yet to submit the highlighted feedback form.
Date Solutions are Displayed
This setting is for the older non-response test player and allows entering a date in which solutions for test questions will be accessible to the participants. Note: the modern responsive Universal Test & Feedback Player (UTFP) does not support this setting.
Learning-progress History per Component
Displays a pop-up window with a list of all participants with a row for each status change that includes what the status changed to, the date of the change, the component version and how the last update occurred.
Preview
The Preview option allows tutors to view the course content as a learner would. This mode replicates the learner experience, helping the tutor ensure the content is properly displayed and functions as expected.
Open
The Open option grants tutors access to the course content, including special settings and configurations that may not be visible to learners.
Sub-course Overview
The functionality is only available when a course set is selected. The Tutor can view all component courses of a course set and will receive information about the number of users, broken down by status. If component courses are, for example, used to display classroom attendance, the tutor can quickly get a sense of which classroom meetings are in great demand and whether the spaces offered are adequate. In the toolbar, the same functionality is available as in the course overview.
Generate QR Code
Enables generating a QR against an "Event" component that participants would scan on entry to the classroom and then log into the LMS to register their attendance. The "Event" component is often created as a course specific media item in the "Components" tab of the course.
Send Personal Access Codes via Email
This options allows the Tutor to distribute personal access codes to participants to access locked tests, which must be entered before being able to access the test. This can be used to verify the person taking the test is the learner in the system. For example a tutor could hand out the PINs only after verifying the learner in a classroom setting. This will only selectable if the highlighted test was created with the access code option enabled.
Proctoring Dashboard
This option relates to the Examity add-on licence for test proctoring and enables Tutors to view a dashboard for tests with a linked Examity proctoring provider.
Export Participant List per Event
This option enables exporting a participant list for "Event" components and requires selection of pre-configured.
Export OJT Task Log
This option enables Tutors to export On-the-Job Training logs for Tasks that have a limited number of attempts.
Library and Social Media Tabs
These tabs are only displayed if there are components assigned to the "Library" and "Social media" tabs in the course.
Library
The tab can support any media component and no participant processing or accessing is considered.
Social Media
Here "Forum" and "Virtual classroom" components are displayed. For forums if the Tutor is listed as a "Moderator" they will be able to monitor the forum and make changes as required. For virtual classrooms the Tutor will be able to view details and access if assigned with Host or Presenter roles.
Hints & Tips
The “Progress display” is calculated based on participant completion of course components with a consideration given to component “weighting” where some components can be deemed more important than others. For example, below the total component weight in the course is 8 and when component 4 is completed it would account for 5/8 of the course progress:
Component 1 → Weighting 1
Component 2 → Weighting 1
Component 3 → Weighting 1
Component 4 → Weighting 5
To be selectable as a “Moderator” of a forum requires being in a group the has the function “Moderator” selected. It can be wise to do this to the standard “Tutor” group by editing the group.
For any information on various add-on modules including Vitero, Examity, GoToMeeting, Adobe Connect and WebEx contact an imc account manager or lodge a support ticket.