How do I use courses in the Learning Management System

This article will tell you how to add courses, enroll people, take attendance, and complete courses in the learning management system.

Before any other Learning Management activity can be done, one of more courses
need to be created in the system.

Add a Course:

• Login to your imPowr website.
• Click on Educational & Social Activities in the Programs & Activities section of the Resources
• Click on New Course.

• Complete the basic course information. The Year of the course should reflect the year the course is being held._ _

Note: Course Categories are user configurable. Edit the categories in the side
panel.

Note: Course Status is configurable. Set the Status from the drop-down list
(this Lookup List is configurable in the Configuration screen (System >
Settings & Security > Configuration).

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Note: For courses which repeat year after year, enter the Year the course
was originally created. You will have the ability to copy the course and
change the date for subsequent years.

• Enter any CEUs which may be obtained by successfully completing the course.
• Enter a course** Description **and click on

Define the Course Details:

To set up the course specifics regarding the delivery method of the course,
the location, prerequisites, and completion requirements must be defined.
Additionally, because students could potentially register for this course via
the Registration Portal, the appropriate Registration Portal settings must be
made.

Identify the Course Delivery Method

Define how the course method of Instruction, the Duration of each session, and
the Attendee Cost to attend, if any.

Note: If there is no Attendee Cost for the course enter $0. Additionally,
fields with a blue line are required fields and cannot be left blank.

Add a Primary Contact

Enter Contact information for the person who can be contacted for more details
about the course.

Add the Location for Instruction

Identify where the instruction will be taking place.

• If **At Organization **is selected, enter the room number.

• If Online’ is selected, a window will open prompting you to enter your Connection Details.

  • Enter the URL of the website if it is known.

• If Other is selected, enter the appropriate location details.

Add the Course Guidelines

Enter the course Guidelines for taking the course, if applicable.

Add Course Prerequisites

Enter any Prerequisites which may have been identified for this course.

Specify the Completion Requirements

Check the boxes to select the Completion Requirements from those listed. This
text will appear in the Registration Portal.** **

Note: The Completion Requirements Lookup List is user configurable if the
appropriate security rights have been granted.

Designate the Course Display on the Registration Portal

This section controls whether or not this course appears on the Registration
Portal and manages how you want the individual to be able to enroll in the
course.

Determine if this course should be displayed in the Registration Portal.

• Check the box Hide from Portal if it should not be displayed on the Registration Portal.

Determine if students will be allowed to re-register for the course if they
previously completed the course, dropped it, or previously signed up for it.

• Check the box if Allow Duplicate Enrollment is allowed.

Set the preferred method of enrolling in the class.

• Select the radio button for Direct Register if individuals will be allowed to enroll in classes through the Registration Portal.
• Select Submit Application if individuals will need to apply to request to be enrolled in the course.

(Their application would then be reviewed by the appropriate person before
approval would be made to enroll the individual in the course . The review of
applications is done in the Registration Administration section of the
Learning Management menu.)

• Enter the Maximum Enrollment for the course (enter a value of 0 if there are no limits to the number of students – such as for an online course).
• Select the Panel Image and Panel Text Color for how the course should be displayed in the Registration Portal.

Notate Insurance Requirements

Provide the Insurance requirement, if applicable (select the checkbox).

• Add or remove insurance products as applicable.
• Leave the field blank if there is no insurance requirement.
• Click **Apply **when completed with the Details tab.

Define the Course Sessions:

The Duration of the course was entered in the Details section of this course,
but the Sessions tab is where the course Schedule is entered.

• Click on **Add **to add a new session.

Select whether a Single Session will be held or Multiple Sessions

• If a Single Session is selected…enter the date and time of the session.
• If Multiple Sessions are selected… enter the date range and time of the courses, along with the days of the week the course will be held.

• Select the course Status from the drop-down list of statuses. Typically, the status would be “Scheduled” for new courses.
• Select either All or With interest to indicate whether the courses will be held on the scheduled date or if they will only be held if there is interest.
• Select the Instructor and enter an alternate location for the course session, if appropriate.
• Check the box to indicate if Child Care is Available during the course session sand enter any associated comment (for example, “Cost is $10/child/session”).
• Save all entries.

The scheduled sessions will display.

• Click on any session to view the details. Click Apply to save the sessions.
• Delete or remove sessions as needed. **Cancel Sessions **as appropriate.
• Click Apply to save any changes.

Set the Course Eligibility:

The Eligibility tab identifies the requirements needed to enroll in the
course.

Note: This text will appear in the Eligibility section of the Registration
Portal.

• Click on Edit to view and select the Eligibility requirements in each section of the screen.
• Click Save when completed with the selections.
• Select the Military Service eligibility from the drop-down list and click Save when completed with the selections.

Add Course Notes and Files:

• Enter Notes and Files by clicking on the ‘+’ symbol.
• Delete Notes and Files by clicking on the checkbox to the left of the Note or File and then clicking on the ‘-‘ symbol.

Editing Notes:

Once the Note is written, it can be edited by clicking on the Edit
checkerboard to the right of the Note:

• Click on ‘Save’ to save the changes made to the Note.
• Click on Save to save the changes made to the course**.**
• Your Course has now been created in the system and has been added to the course list.

Enrolling People in Courses:

There are many ways to enroll individuals into courses. They all work very
similar.

• Enroll from the Registration Portal
• Enrollment from the Registration Portal
• Manually Add a student directly from the Course page
• New Course Enrollment and Group Assign from the Staff Course Activity
• Group Assign from the Individual Learning Goals
• Group Assign from the Learning Goal Library
• Enrollment from the Educational Program Schedule
• Group Assign from the Courses

Enroll from the Registration Portal

Depending on whether the course was sent up for Direct Register or Submit
Application, once a Staff Member logs into the Registration Portal…

If the course was set up to Direct Register, they can Enroll in available
courses by…

• Click on Details to view the date/time of the course, the location, delivery method, audience, primary contact, a description of the course, the eligibility, and the completion requirements.

• Click on Enroll in this Class to enroll.

If the class is not available for enrollment, the Enroll in this Class button
will be grayed out. Hovering your cursor over that button will provide the
reason:

• Your Completed Enrollment submittal will be confirmed.

The flag on the course in the Registration Portal will change to Green to
signify you are now Active in the course.

The enrollment in the course is displayed with a Status of Active in the
Student tab of the Course, as well as in the Staff Course Activity.

If the course was set up for Submit Application, they can Enroll in available
courses by…

• Click on Submit Request to be in this Class.

• After confirmation, you will get a message confirming your Application Submittal**.

The request to be enrolled in the course can be found in the Course
Administration page.

• Login to your imPowr website.
• Click on Course Administration in the Learning Management section of the Performance

• Click on the ID of the request to open up the enrollment request.

• Click on Update Status and select a New Status (either approve the request, decline the request, or reject the request).
• Click on Save.

The status of your request will immediately be updated in the Course
Administration Page.

Your approved enrollment will also be reflected in the Students tab in the
Course, and the Staff Course Activity.

Enroll one student at a time:

Enroll from the Staff Course Activity

• Enroll directly from the Staff Course Activity screen by clicking on New Course Enrollment.

• Choose Staff Member.
• Select a Course.
• Set the Status and click on Apply.

The course information, including the schedule and links to view the course,
take attendance, and set a completion attestation, are displayed.

• Click on Save to save your updates.

Note: The course is displayed in the Staff Course Activity and the Students
tab of the Course.

Enroll students directly in a course

When students enroll in a course, their names, organization, status, date
added, and added by information will automatically appear in this tab.

Note: Once students are added to a course, the name of the Clients tab changes
to “Students”.

• Add, or Delete students as appropriate.
• Update the student course status, drop a student from the course, transfer the student to another course, or created and print out name tags, when needed.

Note: If and when a course is dropped by the student, the status will display
as dropped and the Drop Reason will be displayed.

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Group Assign One or More Students to One or More Courses

Enrolling in a course from the Group Assignment screen allows one or more
staff members to be enrolled in one or more courses. For individuals or groups
of staff (staff teams), the process is:

• Either identify a single person, select multiple persons, or create a group of staff members.
• Go to the ‘group assign’ screen.
• Select the individuals or group and load them to the list of accounts.
• Select the courses you want to enroll them in (you can now select multiple courses).
• Click ‘enroll’ and each staff member will be enrolled in each of the classes.
• Select one or more Accounts to be updated by clicking on the ‘+’.
• Select a Staff Team / Group to be updated by clicking on the ‘++’.
• Select the Course(s).
• Click Proceed with Update.

You will receive a confirmation of the action to take place.

Upon Confirmation, the account will be enrolled in the course and the course
will be added to the Staff Course Activity list and the Student tab in the
Educational and Social Activities List in the Program & Activities Section of
the Resources menu, with an Active status.

NOTE: If the course is not part of the goal, it will not be reflected in the
Individual Learning Goal screen.

Taking Attendance:

To track individual participation in the course, the instructor has the
ability to take attendance. This is important especially for those classes
where one of the Completion Requirements is Attendance. Attendance can be
taken on an individual basis or on a group basis.

Taking Attendance on an Individual basis

Taking attendance can be done from the Staff Course Activity screen
(Performance menu item) or the Educational & Social Activities screen
(Resources menu item).

Updating Attendance in the Staff Course Activity screen

• Locate the staff member student for the particular course you wish to take attendance on.
• Click on the ID for that individual/course.
• On the Details tab, Click on Edit.

• Change the Attendance by clicking on the Att (Attendance) icon . If the student was originally thought to have attended the course session, the attendance can be changed to Absent. If they were originally thought to have been absent, the attendance can be changed to Attended.

Click on Confirm to immediately update the Attendance and add a Session Note,
identifying who made the change.

• Click on the **Note **icon on the right-hand side of the row for the session dated, to add a Note to this particular session, or edit the Note which was automatically created .

• Click on Save when complete.
• Click on** Edit** to add the Status, Comments, Notes, or Files to the Course Details for this student.

Updating Attendance in the Educational & Social Activities screen

• Locate the Course you wish to take attendance .
• Click on the Course ID.
• Click on the Details icon for that staff member, in the Students tab.

• On the Details tab, click on Edit.

• Change the Attendance by clicking on the Att (Attendance) icon . If the student was originally thought to have attended the course session, the attendance can be changed to Absent. If they were originally thought to have been absent, the attendance can be changed to Attended.

Click on Confirm to immediately update the Attendance and add a Session Note,
identifying who made the change.

• Click on the Note icon on the right-hand side of the row for the session dated, to add a Note to this particular session, or edit the Note which was automatically created

• Click on Save when complete.
• Click on Edit to add the Status, Comments, Notes, or Files to the Course Details for this student.

Group Assignment of Attendance and Course Status… Generate Attendance Reports:

Most of the time, an instructor will not perform an action only for one
individual at a time. For example, for a class, they would want to take
Attendance for all students instead of just one. In imPowr, instructors can
work with one or more students at a time to take attendance and generate
attendance reports.

• Login to your imPowr website.
• Click on My Home Page in the Summary Pages section of the Dashboard menu
• Click the ‘Take Attendance’ button

• Pick the Course and click Select.

• Pick the Session you are taking attendance for and click Select.

• The class list appears showing all students. Click Select-All or click on one or more staff members.

• Click Attended to mark them your selected staff members as having attended. Similarly, you can click No-Show to mark them as absent.

• Selecting a student and then clicking on Attended, No-Show, or Drop Out will immediately change their status.

  • Attended will change from Did not attend to Attended or Dropped to Attended.
  • Did not attend will change from Attended or Dropped to Did not attend.
  • Dropped will change from Attended or Did not attend to Dropped (after you select a reason for Dropped).

• Optionally you can view and save an attendance report by clicking Attendance Report.

Maintaining a Waiting List

Adding to a Course Waiting List from the Group Assignment screen allows one or more staff members to be added to the waiting list for one or more courses. For individuals or groups of staff (staff teams), the process is:

• Either identify a single person, select multiple persons, or create a group of staff members.
• Go to the ‘group assign’ screen.
• Select the individuals or group and load them to the list of accounts.
• Select the courses you want to be placed on the waiting list for (you can now select multiple courses).
• Click ‘enroll’ and each staff member will be placed on the waiting list in each of the classes.
• Select one or more Accounts to be updated by clicking on the ‘+’.
• Select a Staff Team / Group to be updated by clicking on the ‘++’.
• Select the Course(s) for which you want the accounts to be added to their waiting list.
• Click Proceed with Update.

You will receive a confirmation of the action to take place.

Upon Confirmation, the account will be enrolled in the course and the course
will be added to the Staff Course Activity list and the Student tab in the
Educational and Social Activities List in the Program & Activities Section of
the Resources menu, with an Active status.

Note: Even if the course is Closed to Enrollment…as long as they are added to
the waiting list, they will appear in the student list with a status of
Waiting List.

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Viewing Student Status and Attendance Details:

After a student has been assigned to a course, their details, including their
course status and attendance, may be viewed directly from the Course.

View the Details of the course history for a particular student by clicking on
the Details grid on the row containing their name.

Note: Once the course sessions have been created, the Session Attendance
section can be used by the instructor to track the attendance of the student.

View the course information by clicking on the ‘View Course’ link.

• Click on Cancel to return to the previous screen.

Viewing the Students Who are Enrolled in a Course:

There are 3 ways you can view who is enrolled in a course and obtain the
details about the course sessions:

Using the Staff Course Activity page…

• Login to your imPowr website.
• Click on Staff Course Activity in the Learning Management section of the Performance menu.
• Set the Status filter to Active.
• Select the Course ID.

Using the Student tab in the Course page…

• Login to your imPowr website.
• Click on Educational & Social Activities in the Programs & Activities section of the Resources menu.
• Select the Course.
• Click on the Students tab.
• Filter or sort to display those with an Active Status.

Using the Enrollment Screen in the Course page…

• Select the Course.
• Click on Edit.
• Click on Enrollment.

Using the Take Attendance button on the dashboard page of imPowr...

Please refer to the section “Working with the entire class of students” for
more details regarding this functionality.

Completing Courses:

Completing a Course in the Student’s Course Details:

• Click on Edit.
• Select Completed as the Status.

When you do this, another box will open asking you to enter the Completed-On
date.

• Enter the Completion On date and click on Save.

The change in status will now be reflected in the Staff Course Activity as
well as the Student Activity in the Course screen. It also will be reflected
in the Individual Learning Goals.

• Click on **Save **when you are completed with your changes.

Completing a Course by Attestation:

Typically, an instructor would select Complete by Attestation when the student
has demonstrated sufficient knowledge to complete the course, or they have
taken a course which supersedes or is a higher level than this one, possibly
from another institution.

Setting the Complete by Attestation status can be done from the Staff Course
Activity screen (Performance menu item) or the Educational & Social Activities
screen (Resources menu item). The activity to set the Complete by Attestation
status is the same in both – the path to get to the screen where that is done,
is slightly different.

In the Staff Course Activity screen (Performance menu item)…

• Locate the staff member for the particular course you wish to take this action on and click on the

In the Educational & Social Activities screen (Resource menu item)…

• Locate the course the student is in and click on the
• Locate the staff member you wish to take this action on, in the Students tab, and click on the ID.
• Click on the Details icon
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Using either of the above methods…

• Click on Edit.
• Click on Complete by Attestation.

• Enter a comment for the Completion Attestation and click on Save, to save the new status.

An Attestation message will display on the course details for that Student.

Note: If you select Completed by Attestation the optional comments you
entered will not be displayed but will be visible if you click on Edit in the
Attestation box.

• Click on Save to save the course record change.
• IMPORTANT: when you select Complete by Attestation, you have to manually change the status on the Student’s course record. Until you do that, the course status does not reflect the Attestation on the Staff Course Activity or the Student details in the Course. It also is not reflected in the Individual Learning Goal.