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North Carolina Department of Environment Quality

NC Department of Environment and Natural Resources
Human Resources - Full Instructor-Led Training

Human Resources

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Full ILT (Instructor Led Training) LMS Administrator Abbreviated Guide

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

Click here for the printer-friendly version

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. Create an Event
  2. Create a Session
  3. Manage a Roster
  4. Proxy Enrollment

1 – Create an Event

Objective

Create an Instructor Led Training 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 Create New Event link on the Manage Events and Sessions page
  4. Event Name -Please enter the name of the event according the proper DENR Naming Conventions

    Courses (events) that you enter into the LMS should be named as follows: DENR - (your division’s acronym) – the type of course- (the series) For example, the DENR Division of Air Quality’s course name for Performance Management training offered to employees should be noted in the LMS as follows: DENR-DAQ-PM-EE-100. Performance Management training offered to managers should be noted as DENR-DAQ-PM-MGR-100.

    For example a course created related to safety in the division of Air Quality should read as: DENR-DAQ -SAFETY-(Title of Course)-MGR or EE (state which session MGR FOR MANAGERS AND EE for employees) and if applicable the series or level established (100).


    The course should read as follows: DENR-DAQ-SAFETY- Handling Chemicals-MGR-100

    Please see the DENR LMS Administrator should you have additional questions in regards to this matter.
  5. Event Number – optional field
  6. Primary Vendor – select the diagonal arrow and select Your Agency Provider by selecting on the blue plus sign next to the name
  7. Training Hours – enter number of hours as applicable
  8. Description – enter verbiage that provides a brief overview of the purpose of the event (course)
  9. Objectives – enter verbiage that provides the outcome of the event (course)
  10. Professional Hours - enter the number of professional hours that will be granted.
  11. Instructor – enter the name of the course instructor who will teach the course.
  12. Division – enter the DENR division offering the training
  13. Content Owner – enter your name
  14. Current Version – enter version number as applicable.
  15. Select Last Revision – enter or select last revision date as applicable
  16. Resources – upload data if applicable
  17. Subjects – select the Add Subject link and choose the appropriate subject category
  18. Competencies – upload data if applicable
  19. Skills – upload data if applicable
  20. Options – leave all 4 checkboxes checked: Active, Allow Users to Attend Multiple Sessions, Allow Interest Tracking and Allow Users to Select Sessions
  21. Keywords – enter the appropriate key search term, verbiage, or DENR Division.
  22. Training Contact – select the diagonal arrow and search for your name. Select your name
  23. Select the Next button
  24. Set Availability for this event.
  25. Select the Select Criteria dropdown and select your division or All Employees. Select the Add button (There should be a qualifier that only applies availability to your Org Unit and subordinates)
  26. Leave the default box Copy Availability to New Sessions checked
  27. Select the Next button
  28. Do not set Pricing unless there is a cost associated with the training
  29. Select the Next button
  30. Set the Session defaults. Enter 0 for Minimum Registration and the desired Maximum to register in the Maximum Registration field
  31. Select the Save button

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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 – Manage a Roster

Objective

Manage your roster for a session including updating attendance and marking the session complete

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 Customer Service Event you created in the Manage Events & Sessions page with Search for all Events selected.
  4. Select the View Sessions icon for this event
  5. Find the appropriate session. Select the View Roster icon for this session
  6. Select the Add User link to add students
  7. Under Status, Select the Assign, Approve, and Register status button
  8. From the availability dropdown, select Users and choose the pop out button
  9. Select several users by choosing the blue plus sign next to their name.
  10. Select the Done button
  11. Select the Next button
  12. Leave email configurations selected as default.
  13. Select the Next button
  14. Attendance and Scoring: Select the attendance and scoring tab under the Session Roster heading. Check the attendance box for the learners (students). If a test was required enter the scores, if students failed uncheck the pass box.
  15. Select the Submit button (Note: Very important step to ensure that the course shows as complete on an employee’s (learners) transcript.
  16. Allow the Proxy Enrollment to process, and return to manage your roster

    Withdraw a User

  17. Select the ILT tab
  18. Search for the event you created in the Manage Events & Sessions page with Search for all Events selected
  19. Select the View Sessions icon for this event
  20. Find the session that occurs in the past. Select the View Roster icon for this session
  21. From the Roster, select on the Remove Users icon for one user
  22. Please do not check the boxes: Do Not Charge Withdrawal Penalty and Do not Send Withdrawal Email
  23. Select a reason for withdrawal and select the Submit button
  24. The user should be now removed from your roster. Select the checkbox for Show Withdrawn/Removed Users to see this user

    Update attendance and mark a Roster complete

  25. Select the ILT tab
  26. Search for the event you created in the last exercise from the Manage Events & Sessions page with search for all events selected.
  27. Select the View Sessions icon for this event
  28. Select the Edit icon for this session under session options
  29. Select the Edit icon for the session part (under Options) and change the date of the session to the past date.
  30. Select the Save Part button to save your changes to the part
  31. Select the Save button to save all changes to the session
  32. Select the View Roster icon for your session
  33. Select the Attendance and Scoring sub-tab. You should now see the Submit Roster button as the system knows the session is in the past. Mark everyone complete by checking the 1 box. No scores are necessary. Select the Submit Roster button when complete then the OK button in the pop up window

 

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4- Proxy Enrollment

Objective

Create a New Proxy Enrollment

Getting Started

  1. Log into the NC Learning Center via BEACON and select the Learning Tab.
  2. Hover over the Admin tab and select the Proxy Enrollment link
  3. Select the Create Proxy Enrollment link
  4. Select your training types and select Search
  5. Under the Results, select the blue button to select the Learning Object for Proxy Enrollment
  6. Select the Next Button
  7. Under Status, select Assign, Approve, and Register
  8. Select the Next button
  9. Set availability by selecting Org Unit from the drop down, then select the pop out and select your agency org unit by choosing the blue plus sign
  10. Select sure to check Include Subordinates
  11. Select the Next button
  12. Leave the standard e-mails and select the Next Button
  13. Review the proxy enrollment details and select Submit, then select yes to confirm.

 

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