iLearnNYC Admin Console Training

iLearnNYC Admin Console Training

July 2011 Training Deck

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Session Objectives• Provide an understanding of overall role of Admin Console

within iLearnNYC Program

• What Admin Console means to schools in terms of enrollments for online classes and associated timelines

• Describe how different types of users get access to the iLearnNYC Platform

• Clarify participant’s role in facilitating access via the Admin Console

• Demonstrate features and functionality of Admin Console

• Address any questions and introduce avenues for continual support

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Agenda• Overview of iLearnNYC Program and Platform

• The Role of the Admin Console

• Schedule for Accessing the Admin Console

• Demonstration of Admin Console Functionality

• Vendor and License Considerations

• User Experience for iLearnNYC Platform

• Support Structure

• Question and Answer

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Overview of iLearnNYC Program and Platform

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What is the iLearnNYC Program?• iLearnNYC is an initiative of the iZone, a community of

schools committed to personalizing learning and part of the DOE’s Division of Talent, Labor and Innovation

• 125 schools will participate in the iLearnNYC program for the 2011-2012 school year

• The specific goals of the program are to:• expand access to high quality online learning opportunities• meet the needs of individual students• increase student achievement

• To this aim, iLearnNYC schools will offer online courses for initial credit, credit recovery, AP, language and core course – and each school will do this differently!

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iLearnNYC Platform- Courses/create content

- Online rooms- Collaboration- Dropbox/files

- AnalyticsAlso called Desire2Learn, D2L,

LMS, Learning Environment

Content Vendors- Seamlessly connected to

LMS- Courses, “Supplementary Resources,” Learning Objects

Also called Third Party Content, Vendors, Link Out

Admin Console- How students and teachers

gain access to Platform- Manage and track licenses

- Send enrollments- Select content

*This is the gateway to all platforms!*

www.ilearnnyc.net

DOE Systems- STARS / Enrollment Data

- ATS / Student Information - HR Hub and Galaxy / Staff

InformationThese systems feed into the

Admin Console

What are the components of iLearnNYC?

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What is the iLearnNYC Platform?

• The iLearnNYC Platform is the online learning management system (LMS) that combines digital content, user features, and collaborative tools in one platform

• The vendor providing the online software for the DOE is Desire2Learn; we have worked with Desire2Learn to customize their product to meet the DOE’s specific needs

• The iLearnNYC Platform is only accessible by certain provisioned staff and students who have been identified by their schools as iLearnNYC participants for 2011-2012• This may mean that not all of your school’s students or teachers will

be participating

• The Platform will recognize which users are permitted to access based on YOUR INPUTS INTO THE ADMIN CONSOLE

• .

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iLearnNYC Platform = Desire2Learn = LMS

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www.ilearnnyc.net

The Role of the Admin Console

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What is the Admin Console?

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iLearnNYC Platform

Enrollments

Licenses

Users

Online Web App for Online

Enrollments for iLearnNYC Program

What is the Admin Console (AC)?• Access to the iLearnNYC Platform’s online classes requires certain

licenses that are allocated to each school in the AC

• The AC keeps track of these licenses per school and is the gateway to your students and staff accessing the iLearnNYC Platform

• The AC provides the gateway for:• The Desire2Learn Learning Management System (iLearnNYC Platform)• All Content Vendors (example: Aventa, Compass, Discovery)• Blank Courses for Teachers to create own curriculum• Previously created content by schools from other platforms

• Once given access by the AC, students and staff will be able to access various content and resources based on the allocation of licenses per school (controlled in the AC)

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What actions can I perform in the Admin Console?• The AC enables school staff to:

• SET UP/EDIT: Set up online courses and continually edit them over time• SELECT: Select content for each online course that users should access

• Aka STEP 2: Select Content• ENROLL: Add students, teachers and admin staff to online courses

• Aka STEPS 3 and 4• MANAGE: View and manage license usage for online courses

(don’t worry, the AC won’t allow you to use more licenses than your school was allocated)

• The AC is an online program accessible by:• Select staff per school (you, your principal)• iLearnNYC Central Team / System Administrators / Help Desk• Going online to www.ilearnnyc.net on any DOE computer that is on the

administrative network

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http://www.ilearnnyc.net/

What happens after I enter information into the AC?• Once you set up an online course or go in to add more content

or users to existing courses, you will be able:• Save your work for later• Finalize the information

• After information is finalized in the AC, it is sent to and consumed by the various systems that need it:• iLearnNYC Platform receives the information and works with the

Desire2Learn Learning Management System to set up types of users and their permissions / access to the Platform

• iLearnNYC Platform creates classes with the particular content you’ve selected for each online course in the AC

• Content Vendors receive the information and ensure only those licensed users have access to their content within the different systems

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Users login to iLearnNYC Landing Page

www.ilearnnyc.net

Principals and Admin Staff log in to DOE Admin Console

School Staff make iLearnNYC curriculum and enrollment

decisions at school

Select content, teachers and students for each Online Course in Admin Console

Information sent to Desire2Learn (D2L)

D2L receives information on your courses and users

D2L sets up a “class” on system for every course you set up

Teachers, students and school leaders access courses via D2L platform

iLearnNYC Enrollment Process 2011-2012

Go through D2L for Compass, K12, Apex and other vendors using single sign on Course

set up takes no more than 24 hours (depends on vendor)

Login using DOE User IDs

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Schedule for Accessing the Admin Console

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Admin Console Access TimelineJuly August

July 19-21, 25, 26: Admin Console Training Principal Sessions

Later July: Schools start curriculum

decision making Communication on AC

resources for rest of summer

Mid August: Your AC account

activated Begin online course set

up Educators can begin

accessing online courses

August 30: Can finalize online

course information by adding students

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September

September 8: Students

can access iLearnNYC platform

Continue to edit online courses (enrollments can be continual)

Timeline for Features – mid AugustStarting in mid August, you can do the following in the Admin

Console:

• Name and describe your online course

• Select desired content (full courses or additional content resources)

• Select teacher(s) to deliver online course

• Finalize the course and send this information to the iLearnNYC platform for teacher access only • Information will only be sent if your school has licenses to content

• Save for Later: you can save to finalize at another time

• Edit or manage existing courses: you can always add more content or add/delete teachers from an online course

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By August 30, you can do the following in the Admin Console -

• Select student(s) to add to new or existing online course• Students will be able to access on the first day of school in

September (9/8/11)

• Detailed messaging: in-depth text on each content vendor and the best strategies to assist you in assigning licenses

• Cross-schools: set up an online course that involves more than one more school• You will only be able to set up your school’s teachers and students,

and then assign the rest of the workflow to the other school

• Reporting: A consolidated view of your school’s license allocations

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Timeline for Features – late August

Demonstration of Admin Console Functionality

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Demo in Training Environment• Current demo will take place in a training (development) online

environment

• All information in this environment is “test” data and will not be sent to the iLearnNYC Platform

• By mid August, you will be able to access the LIVE environment:• Login to www.ilearnnyc.net, click on dedicated “Admin

Console” link • Login with your DOE username and password• Set up courses with content and teachers (not students)

• By August 30, you will be able to:• Add students to courses

• You will be notified of your AC access activation via email

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Vendor and License Considerations

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Platform Licenses for iLearnNYC

• The first consideration for licenses is the total number of “Platform” Licenses or iLearnNYC Student Licenses

• In order to access any content, regardless of vendor, a student needs to have a Platform license • Each school was sent an email by the iLearnNYC Program

Team detailing the number of students who will have access to the Platform

• Often called “D2L / Desire2Learn” licenses

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List of Content Vendors for 2011 - 2012

Course Vendors:

• Aventa

• Apex

• Aries

• Compass

• Pearson FLVS Conspiracy Code

• Education2020

• Pearson FLVS

• Middlebury Powerspeak (aka K12)

Resource Vendors:

• Achieve3000

• Discovery

• Gale

• NBC Learn

• NCS Pearson WriteToLearn

• Pearson Education MathXL

(these are not courses, but resources)

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Managing Licenses in the Admin Console• Each school has a different set of license allocations per content

vendor and resource vendor• Questions regarding changing or requesting license allocations

should be addressed to Liz Azukas ([email protected])

• When you select a vendor in Step 2 (Select Content), you should keep the upcoming guidelines in mind so that you can maximize the use of your licenses

• By August 30, more detailed messaging in Step 2 will reflect specific text per vendor in the Admin Console

• Grace Period: ALL vendors except Achieve3000 have a 10 business day grace period for add/drops. Please see guidelines below for more details.

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Vendor Considerations – Transferable LicensesVendor License Assignation Considerations

Aventa • Assignments capture the number of student enrollments to any (multiple) of these vendors’ single courses. • In AC: pick Aventa, and then the course you want to enroll the teachers and students into. • Licenses to vendor are transferable – but still capped by number of iLearnNYC/D2L licenses you have

Pearson FLVS • Assignments capture the number of student enrollments to any (multiple) of these vendors’ single courses. • In AC: pick Pearson FLVS and then the course you want to enroll the teachers and students into. • Licenses to vendor are transferable – but still capped by number of iLearnNYC/D2L licenses you have

Apex •Assignmentscapture the number of users accessing the content vendor’s catalog. Courses are usually year long.• In AC: pick “Apex Catalog” for content selection•Teachers using Apex will need to then go into the iLearnNYC Platform, access the Apex system, and then pick and choose content for their course shells in the Apex LMS• Licenses to vendor are transferable – but still capped by number of iLearnNYC/D2L licenses you have

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Compass •Assignments capture the number of users accessing the content vendor’s catalog. Courses are usually year long.• In AC: pick “Compass Catalog” for content selection•Teachers using Compass will need to then go into the iLearnNYC Platform, access the Compass system, and then pick and choose content for their course shells in the Compass LMS• Licenses to vendor are transferable – but still capped by number of iLearnNYC/D2L licenses you have

Resource Vendors:•NBC Learn•Discovery •Gale

•Assignments capture the number of student enrollments that a school can give to students to use resource vendor at one time.• In AC: must select each resource by name (ex: “NBC Learn”) for each course you want to use it in• If want to use all three, must select each one separately and add to each course you want to use it in•Once student is no longer enrolled in the online course in the AC, the license will be freed up for a new user. This means you need to actively manage this course’s student enrollments in the AC.

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NCS Pearson WritetoLearn •Assignments capture the number of student enrollments to NCS Pearson WritetoLearn product. • In AC: pick NCS Pearson WritetoLearn for content selection•Licenses to vendor are transferable – but still capped by number of iLearnNYC/D2L licenses you have

Teacher Wants to Create Own Content in the iLearnNYC Platform

•Assignments are tracked based on access to the iLearnNYC Platform instead of a specific content vendor.• In AC: select the BLANK COURSE option•Teachers will then need to go into the iLearnNYC Platform and manually create content on their own.• Student licenses to blank courses are transferable – but still capped by number of iLearnNYC/D2L licenses you have

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Vendor License Assignation Considerations

Aries •Assignments capture the number of student enrollments for any one course for the vendor. Courses are usually one year long.• In AC: pick Aries, then the course you want to enroll the teachers and students into. • Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student.

Middlebury Powerspeak K12 • Assignments capture the number of student enrollments for any one course for the vendor. •In AC: pick K12, then the course you want to enroll the teachers and students into. •Recommendation: do not add multiple single courses into one online course in AC• Example: Middlebury Powerspeak Spanish and French in one online course; give them each their own online course• Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student.

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Vendor Considerations – NON Transferable Licenses


Education2020 • Assignments capture the number of student enrollments for any one course for the vendor. •In AC: pick Education2020, then the course you want to enroll the teachers and students into. •Recommendation: do not add multiple single courses into one online course in AC• Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student.

Pearson FLVS Conspiracy Code

• Assignments capture the number of student enrollments for this course, “Conspiracy Code.”•In AC: pick FLVS Conspiracy Code as the course you want to enroll the teachers and students into. •Recommendation: do not add other courses to this selection in the AC• Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student.

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Pearson MathXL • Assignments capture the number of student enrollments for this course, “Pearson MathXL.”•In AC: pick Pearson MathXL as the course you want to enroll the teachers and students into. •Recommendation: do not add other courses to this selection in the AC• Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student.

Achieve3000 •Assignments capture the number of student enrollments for any one course for the vendor. Courses are usually one year long.• In AC: pick Achieve3000, then the course you want to enroll the teachers and students into. • Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student.•DOES NOT HONOR the 10 business days grace period.

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User Experience for iLearnNYC Platform

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Types of User Accounts for iLearnNYC Platform

• Educators, Principals, Assistant Principals (APs) access:• Login to www.ilearnnyc.net and click on LOGIN• Leverage existing DOE Login and Password (same as email account

information)• Principals and APs will be automatically added as “auditors” to all

courses

• Students • Navigate to www.ilearnnyc.net and click on LOGIN• Create and manage user accounts through self service screens after

login screen

• Parents & Guests• Plans are being finalized; target launch date is Spring 2012

• Note: if you think you may want to access a course to help trouble shooting, you should add yourself as a Teacher to courses in the Admin Console

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www.ilearnnyc.net iLearnNYC Platform

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Accessing the iLearnNYC Platform

• Enables students to get a DOE username and set a password

• Users must know their OSIS # and Birth date

• User name is automatically generated as first name, last initial and a number if needed (e.g. dennisw2)

• Student can use the same tool to reset passwords and get their user name if they forget

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Student Account Tool

www.ilearnnyc.net

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Student Account Access

LOGIN SCREEN

Student Account Set Up/Recovery Part 1

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Support Structure

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Two Points of Contact

• The iLearnNYC Help Desk: Contact the iLearnNYC Help Desk for all technical issues, including logins, enrollments, site navigation, content, DOE hardware, DOE software and DOE internet connectivity 718 935 3075

• Implementation Manager: Contact your Implementation Manager for all program-related issues, including instructional support, training and licensing.

• Note: An iLearnNYC Implementation Manager will be assigned to your school by the beginning of School Year 2011-2012.

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Specialized Support Groups

• Content Vendor Help Desks: For content issues, the iLearnNYC Help Desk will direct you to the appropriate Content Vendor Help Desk.

• DOE IT Service Center: For DOE hardware, software or internet issues, the iLearnNYC Help Desk will direct you to the DOE IT Service Center.• iZone Technicians: For DOE software issues, the DOE IT

Service Center will dispatch an iZone Technician to your school.

• iLearnNYC Operations Team: The iLearnNYC Operations Team will resolve complex program and technical issues that cannot be addressed by the Help Desk or Implementation Managers.

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The iLearnNYC Help Desk

• How do I contact the iLearnNYC Help Desk?• Phone: 718-935-3075• Web Form: Login to iLearnNYC and submit an incident via

the “Technical Support Widget.”

• Who can contact the iLearnNYC Help Desk?• School Technicians, School Staff, Parents and Guardians

• When can I contact the iLearnNYC Help Desk?• 24 hours, 7 days a week, 365 days a year

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Technical Support Widget in iLearnNYC Platform

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Specific Support for Admin Console

• Continual Training for the Admin Console will be provided• Web Conferences in early, mid and late August• Dedicated Web Conferences per school request• Detailed User Manual for Admin Console in August

• iLearnNYC wiki will have announcements and resources:• http://nycizone.wikispaces.com• http://nycizone.wikispaces.com/Admin+Console• http://nycizone.wikispaces.com/Curriculum+and+Content

• iLearnNYC Help Desk will also direct you to these resources (718 935 3075)

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http://nycizone.wikispaces.com/

http://nycizone.wikispaces.com/Admin+Console

http://nycizone.wikispaces.com/Curriculum+and+Content

Support Considerations

• If you want to experience the iLearnNYC Platform and help trouble shoot issues, you need to add yourself as a Teacher to course(s) in the Admin Console

• Make sure to leave extra time in your scheduling and planning for:• Once you set up a course in the Admin Console, most

vendors will take at least a few hours to process the information and set up the courses in the iLearnNYC Platform

• Students setting up their accounts• Teachers recovering their passwords

• Device compatibility, especially for remote learning (at home, in public libraries, etc)

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Question and Answer / FAQs

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Contact

•iLearnNYC Help Desk 718 935 3075

•Content – Liz Azukas ([email protected])

•iLearnNYC Implementation – Tom Lynch ([email protected])

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iLearnNYC Admin Console Training

Documents

Transcript of iLearnNYC Admin Console Training