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Basic ILT (Instructor Led Training) LMS Administrator Abbreviated Guide

Practice exercises for the NC Learning Center may be conducted in the LMS Pilot Portal.

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To access the Pilot Portal

  • Access the Pilot Portal website at https://ncgov-pilot.csod.com/
  • Your username will be your 8 Digit Beacon ID #
  • Your password is: P@ssword1

Please note

In order to perform actions in NC Learning Center the actions must performed in the NC Learning Center, located via the Learning in BEACON. The pilot site noted above is exclusively for practice purposes. Please refer to the training video located in the learner’s transcript for more information in regards to the topics noted in this abbreviated guide.

ILT – Instructions

(Click to jump to each section)

  1. View an Event or Session
  2. Create a Session
  3. View Instructors
  4. Manage a Waitlist

1 – View and Event or Session

Objective

View and Event or Session

Getting Started

  1. Log into the NC Learning Center via BEACON and select the Learning Tab
  2. Select the ILT tab
  3. Select the Search All Events link on the Manage Events and Sessions page and select the course you would like to view, and select search or you may follow the instructions below if you know the name of the event.
  4. Event Name If you know the name of the event or session please enter the name of the in the Subject field and select search.  Then select the icon titled View Sessions under the right column heading titled Options.  Then select the View Sessions Details icon in order to view the details of the event’s session.

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2 – Create a Session

Objective

Create a session of an ILT event

Getting Started

  1. Log into the NC Learning Center via BEACON and select the Learning Tab.
  2. Select the ILT tab
  3. Select the Search Button
  4. Select Search for all Sessions, and then select the Search option
  5. Scroll down to locate the desired event. Additionally, begin typing in the first few letters of the event; selecting the search option will also allow the location of the event.
  6. Select View Sessions icon under the category of Event Options for your desired event (course)
  7. Select the Create New Session link
  8. Select the instances of this session (once, weekly, and monthly)
  9. Select the start date of your session
  10. Select the Next button
  11. Select a location for this session by selecting on the diagonal arrow next to the Location field and select the location you created previously. Please do not check the Confirmation Required box, unless you desire that the confirmation be given for each learner or course participant.
  12. Select Done
  13. Select Room Layout – leave blank
  14. Add Resource – leave blank, unless you desire to add resource information
  15. Select the Add Instructor link and select your Instructor by selecting the name. Select the instructor as the Primary instructor and please do not check the Confirmation Required box.
  16. Select Done
  17. Select the start time as desired
  18. Select the end time as desired
  19. Select the blue plus sign next to the Part Break title to add a lunch break to this session. Enter 60 minutes for the break
  20. Select the Save Part button
  21. Select the Next button
  22. Session ID – leave blank
  23. Request Form – none
  24. Required Training Approvals – leave blank
  25. Required Completion Approvals - leave blank
  26. Training Contact – leave default
  27. Attendance – leave the default
  28. Advance Registration – leave all unchecked
  29. Registration deadline – enter number of days as desired
  30. Minimum Registration – Leave as 0
  31. Maximum Registration – enter number
  32. Enrollment Restrictions – leave none selected
  33. Waitlist – Leave items checked as default
  34. Price – leave as $0
  35. Cost per session – leave blank
  36. Penalty for No Show – $0
  37. Penalty for Withdrawal – leave blank
  38. Refunds – leave blank
  39. Prerequisites – leave blank
  40. Pre-work – leave blank
  41. Post-work – leave blank
  42. Select the Next button
  43. Set availability for this session. The default is All employees. Leave the default and check the Include Subordinates, Register Upon Approval and Pre-Approved boxes
  44. Select the Next button
  45. Session emails – leave the default of System Default emails
  46. Select the Next button
  47. Do not set Pricing
  48. Select the Next button
  49. Select the Save button

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3 – View Instructors

Objective

View instructors assigned to courses

Getting Started

  1. Log into the NC Learning Center via BEACON and select the Learning Tab.
  2. Select the ILT tab
  3. Search for the Vendors & Instructors tab
  4. Select Instructors verbiage highlighted under the subheading Instructors. The instructor's name, division, email and phone number should be shown 

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4- Manage a Waitlist

Objective

Manage a Waitlist for course registrants

 

On the Waitlist page for a session, there is an option to allow the system to automatically manage the waitlist by selecting the Allow Auto-Management of Waitlist option. If this option is selected, you can also select the way in which the system manages the waitlist:

  • Grant a waitlist opening to one user at a time based on priority - This option grants the waitlist opening to the person at the top of the waitlist when a seat becomes available.

- or-

  • Grant opening to all waitlisted users at once for first come first served registration - This option grants the waitlist opening to all users on the waitlist when the seat becomes available, and the seat is given to the first of those users to register.

When a seat becomes available, all waitlisted users (learners) will have the status Registration Pending and the option to register. The first user to register is granted the seat and the status for all other users’ returns to the Waitlisted category. This only applies when openings are granted through auto-management of the waitlist. If an instructor or administrator manually grants an opening to a user from the Waitlist page, the opening will be sent to the learner. The waitlist acceptance deadline is not enforced with this option.

The administrator also has the option to automatically register users if they are granted a seat from the waitlist by selecting the Auto register upon granting waitlist option. This setting is independent of the Register upon Approval setting for a user because all users on the waitlist have already been approved. If this option is selected, the waitlist acceptance deadlines do not apply because the user is automatically registered.

The names on the waitlist are displayed in the table. Users are not listed in the waitlist until they are approved and granted any exceptions requested.
In the Order column, enter the priority order for the waitlist. If a user has an order number of 1, they have the highest priority for the session. Click the user’s name to view user information including the user's email address, phone number, manager, and organizational units. In the Response Comments column, enter a comment regarding the waitlist response. These comments appear on the granted or denied user's Training Details pages.

In the Respond column, grant or deny the user a spot in the session by selecting the appropriate radio button. Denying a waitlist request changes the users status to Denied and the Deny Waitlist email is triggered if active. Granting a waitlist request changes the user's status to Registration Pending or Registered (if the Auto-register users upon granting waitlist option are selected). The Grant Waitlist email is triggered if active.
Click Process Responses to process all grant or deny selections or click Update Order if updating the waitlist order. Upon processing, all of the granted or denied users are removed from the waitlist.

 

Getting Started

  1. Log into the NC Learning Center via BEACON and select the Learning Tab.
  2. Select the Interests and Waitlists link
  3. Courses that have a wait list should be noted showing the header categories (i.e., title, type, request date, location, waitlist order and options)
  4. Select the event and data fields as applicable 

 

Note: Please refer to the training video located in the learner's transcript for more information in regards to this topic.

 

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