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Overview:

Creating a classroom course involves the following steps:  Creating the course container (see below).

 Optionally, assigning the course to a category and/or catalogue.

 Optionally, assigning prerequisites for the course (create prerequisite learning items, if any, first, so they can be referenced by the courses that rely on them).

 Building the Classroom session(s) and assign the Instructor/s.

 Assigning the course security to make it available to learners and administrators (for details, see Chapter 9, ―Making

Medworxx LMS Items Available to Learners‖).

 Optionally, assigning the Approvers for the course in the Workflow tab.

Creating the course container:

From the Learning Items menu, click Courses. A list of existing courses appears. To create an online course container, click Add Classroom Course.

In the Classroom Course Container enter information in the fields outlined in the table below.

Field name What To Do How Appears to Learner

Course Title

(mandatory) Enter the title as you wish it to appear to the learner.

Appears in the Course Name

field in the Learning Studio. Course Code Enter an identifying code of

your choice.

Appears in the Code field of the Learning Studio.

Description Enter the course description as you wish it to appear to the learner.

Appears in the Catalogue and the landing page that appears when a learner clicks on a course name for more information.

Thumbnail Upload an image reflecting

the learning item. Appears next to the course description in the Catalogue and Learning Item Landing page.

External Cost Enter cost for use of external resources (instructors, materials, etc.) for this course.

Not shown.

Internal Cost Enter cost for use of internal resources (instructors, materials, etc.) for this course.

Not shown.

Course Duration Enter the estimated duration of the course in minutes as you wish it to appear to the learner.

Appears on the first page of the online course and in the window that appears when a learner clicks on a course name for more information.

CEUS Continuing Educational Units Appears with the course in the Catalogue and the Learning Item Landing page.

Contact Hours Contact Hours Appears with the course in the

Catalogue and the Learning Item Landing page.

CME Credits Enter the number of Credits

if applicable Not Shown

CME Type Enter the CME type if

applicable Not Shown

Keywords Type in any additional

keywords Not Shown but used to help locate a learning item when Learners do a search in the Learning Studio.

Review Reminder Emails

When the Next Review Date is set, the creator (owner) of the learning item will get reminder emails sent to them. By default, the reminder emails will come at 90 days, 60 days, 30 days, 10 days, and 7 days prior to the next review date. An email reminder will also be sent on the day. Once the Next Review date is overdue, the owner will get the following email.

Automatic Publishing/Unpublishing of Learning Items

Effective & Expiry dates may be selected for learning items. When using these dates, you can automatically publish or unpublish (and/or

inactivate) items in the system which allows you to control when the item appears in the Catalogue tab of the Learning Studio.

Under the item definition page, you can set an effective date that is in the future, as long as that date is less than the expiry date.

The nightly process looks at any effective dates that are set to today or in the past and publishes these items. The nightly job will not publish items until they have reached their effective dates.

Publishing a learning item manually:

You can not publish any learning time manually that have an effective date in the future, therefore, today‘s date must fall within the effective and the expiry date range.

To summarize, the effective date lets you set a date in the future for when a learning item will be published automatically, if you want to publish it manually, the effective date cannot be greater than today. Assigning the course to a Category and/or Catalogue:

Catalogues appear in the Learning Studio and help learners find courses based on some kind of classification. Categories are used to group related learning items together in reports based on their Category.

To add a new category or catalogue, see the ―Setting up Categories‖ or ―Setting up Catalogues‖ sections of this manual.

To associate learning items to Catalogues/Categories, in the Learning items container, click on the + sign in the Categories field.

You will be presented with a list of Categories and Catalogues. The Catalogues have the word ―(Catalogue)‖ in brackets beside the name and the rest are Categories. Click on the check box to select your

Catalogue(s) and/or Categories and click on the Assign button.

To remove a catalogue/category once assigned, click on the beside it in the list. You will be prompted to confirm the removal.

Prerequisites

The Prerequisites section allows you to choose learning item (or multiple) that a learner needs to complete prior to the classroom course. Click on the + sign beside Prerequisites to list of courses, exams or surveys to select from.

Click in the check boxes to make your selection and click on Assign. The boxes within the Prerequisites section will now be available.

If you Activate Prerequisite Auto-Removal, the learner will automatically be removed from the classroom course if the prerequisites are not met, on the days specified in the ‗Number of days before class time to remove learner‘ box.

You can have the system send email reminder notifications by activating the ‗Send Prerequisite Reminder Notification‘, starting a specified number of days before class time and subsequently for a specified frequency.

Classes

To setup the date(s) of the classroom course, select the + sign beside the word Classes in the Classes section.

The following screen will appear:

Complete the General information about the course for start and end time and the Location.

Choose the Instructor(s) by clicking on the + sign beside Primary or Secondary. There may only be one primary instructor but as many Secondary Instructors as you like. Secondary instructors have the same

rights as the Primary Instructor. Primary and Secondary Instructors appear on applicable classroom sessions and applicable reports. The available instructors that appear on the drop down list include all users set up in the Medworxx LMS.

Note, once assigned, the specified instructors and the people they report to will see the classroom course on their LMS home page.

Continue completing the form by inserting a description of the course (include any instructions for the attendees) and the capacity of the class session/s. Note, once the capacity of a session is reached, it will be marked ‗Full‘.

If the session is a One-Time Class, select this radio button and add the session date.

If there is more than one session, select the Recurrence tab and select the reoccurrence pattern (repeat every____ day, repeat every ____ week, repeat every month on _____, or repeat on the

first/second/third/forth/last – day of the week).

Note you must select a date range to set the recurrence pattern start and end dates.

Once all fields are completed select Add.

Complete the Security and Workflow Tabs as described in Chapter 3 – Working with Online Courses.

Classroom Courses have an additional option on the workflow tab where you can add Instructor Assistants to a course. They can be specific persons or groups.

Instructor Assistants may be set up for Classroom courses to assist with management of them. Instructor Assistant can‘t assign classes, but can manage existing registrants through the class attendance sheet, mark registrants as passed, failed, missed, exempt and add comments.

Add any people or groups of users by clicking on the + sign beside the Persons or Groups options. Once you have completed creating your classroom course, click on save to save your course.

You are then returned to the previous screen, where the new course name appears in the list. To make the course available to learners, see Chapter 9, ―Making Medworxx LMS Items Available to Learners‖.

Note, if Instructor Assistants were assigned, they will have this class available under their ‗Items requiring your attention‘ section on their LMS home under Manage my classes. This allows them to mark attendees as passed/failed (with a grade), missed, exempt and removed. Note

accessing this screen is dependent on whether the user has access to the Educators Dashboard through their Global Rights of

author/educator/manager (note the default rights given to each of these roles may vary for each implementation, based on the clients

Note, Instructor assistant do not have access to the 3 class specific reports in the learning studio through this role.

Editing a Classroom Course

Classes can be edited to change dates, times, locations, instructors, capacity and status, even once students have registered. To modify a class, click the button beside its name. Changes are reflected in the Learning Studio.

When a user who has permission to edit a particular classroom course they will have an option to send out an email when they make a change to a session.

Deleting a Classroom Session

You cannot delete a Classroom session once a learner has registered for it, as the delete option will be ghosted. You can though, change the status of the session to cancel it.

Activate the Send email to registrants notifying them of any changes option, if you want an email sent.

In the status field, click on the drop down arrow and choose Cancelled.

You will see this message which explains what the cancel option does.

Click on OK and Save. The status of the session changes to Cancelled.

Once you click on Save in the course container and the email option was activated, email notifications will be sent to all registrants.

In the registrants ‗My Learning‘ the session will become part of their history and the action will become (Removed)

Cancelled sessions will display in the Class Status report beside registrants names, with a status of removed.

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