Manage Classroom Course Offerings

Classroom courses are designed to function as Instructor-led Training (ILT), either in a physical location or via webinar using a preferred web meeting application. After a Portal Administrator creates a Classroom course, he or an authorized Instructor can create Offerings, which students use to enroll in the course for a specific date, time, and location. If you have our add-on Virtual Classroom license, many of the same options apply to the Virtual Classroom Delivery Type.

Learn how to create Classroom courses and manage Instructor profiles, CLICK HERE

Add Course Offering

Once a Classroom course has been added to your catalog, administrators and instructors can create Offerings -- scheduled presentations of the course -- and open them for enrollment. Portal Administrators can create offerings for any organization in their LMS. Instructors and Administrators are limited to the organization levels they oversee, according to their profile assignments (i.e. Company, Business Unit, Division or Location).

To create an Offering:
  1. From the left navigation menu, select Courses => Add Offering. You can also add offerings from the course catalog by opening the Course => Offerings page. All existing offerings display in a list. Click Add New Offering.
  2. On the Add Offering page, click Select a course and identify which course you want to schedule.
  3. Click Submit and Continue.
  4. The Add Offering form opens. Complete the form, including all mandatory fields (marked with an * asterisk). Key fields are described below. See online help  for additional field descriptions. 

    a. Language: Select the language in which the offering information will be presented.
    b. Instructional Language: Select the language in which the course will be taught. 
    c. Training Type: Select whether the course is offered by location, corporate, or via a partner.
    d. Course Offering Defaults: Set he default enrollment settings for Classroom (or Virtual Classroom) course offerings. Required fields are identified by an asterisk (*) on the page. 
    • Minimum Number of Students: Define the number of enrollments required for an offering to be held.
    • Maximum Number of Students: Set the number of seats available for each course offering.
    • Days in Advance to cancel if Minimum Enrollment Not Met:When properly configured, offerings in which the Minimum Number of Students have not enrolled can be automatically cancelled.
      • Enter the number of days prior to scheduled offering that it should be cancelled.
      • Students enrolled in an auto-cancelled offering and the Instructor(s) scheduled to teach it will be notified of the cancellation.
    • Maximum Students per Location:Limit the number of enrollments allowed per organization. Number cannot be greater than Maximum Number of Students for the offering.
    • Cancellation Cutoff Days: Number of days prior to scheduled offering a student enrollment can be cancelled.
    • Waitlist Cutoff Days: Number of days prior to scheduled offering a student can be added to the Roster Waitlist.
      • After this deadline, students also will not be auto-enrolled from the Waitlist
    e. Instructors: Click Select Instructor. Use the Instructor Picker to search for and select one or more instructors for the course offering. The instructors shown are qualified to teach the related course.
    f. Auto Enrollment: Automated service is based on Course configuration (does not require Approval) and Offering availability (Meeting Times scheduled 5 - 90 days from date of student request/enrollment), is scheduled to run every eight hours, and requires that users pass all enrollment eligibility checks.
    f. Facility: Click Select Facilities to search and select the facility in which the course will be held. If the Facility has associated Rooms or Equipment, you will also be able to select those. NoteOffering times are based on the timezone registered to the Facility chosen here. For more information, see related document: Create and Manage Training Facilities.
    g. Link to classroom: Field used to provide the link for users attending a webinar, such as WebEx or JoinMe. For more information on using Offerings to schedule webinars and online meetings, see related document: Conduct Online Meetings and Webinars with Classroom Course Offerings.
    h. Meeting Times Section: Start, End Dates, and Times are required. Select a Room if one is available for the selected Facility. 
    i. Distribution Section: Allows offering enrollment to be limited to a particular subset of users, either customized for the offering or assigned by a predefined Shared Distribution. See Using Distribution Groups for additional details. Defaults to All Users. 
    Note: Start Date and End Date under "Restricted Distribution" control the active period of the restriction by distribution group. Outside of the specified dates, the Offering will be visible to other users who can view the course in their catalog.
    j. Reminder Messages Section: Determine whether students and instructors should get reminder messages, and if so, how many days prior to the offering. Enter “Days before start date to send” using whole numbers separated by commas. e.g. Reminders at 5 days and 3 days would be entered 5,3. The Additional Note will be part of the message and could include information about directions, parking, materials to bring, and other things the students should know.
  5. Click Submit. The system will create the Offering, and then display the “Actions” tab, where you can enroll students or use the new offering as a template for others.

Edit an Existing Offering

LMS administrators can also edit an existing Offering by searching for it under Courses => Search Offerings, or from within its related Course by selecting the Offerings tab.

Note: Offering dates can be modified only if no one has been enrolled in the offering. Once a user has enrolled, only the Meeting Times can be edited. 

However, you do not have to cancel an entire offering just to modify the Start Date, even after students have enrolled. Instead, you can open the Offering, click the Meeting Times tab, then the Add Meeting Times link. Add the updated offering date and time information. Then, return to the same screen and Delete the original entry, as displayed below.


Send Reminders or Announcements for Upcoming Classes

Just as administrators can set due date reminders at the course level, they can also set up automated Reminder Messages to alert enrolled students of their upcoming Classroom or Virtual Classroom Offerings. 

On the Offering Details page, select the Messages tab, and indicate how many days prior to the offering you would like to send a Reminder Message to students. The Additional Note section is optional, and will pull into the default email message. Ad hoc class Announcements can also be sent to enrolled students from this page.

An example of these settings is shown below.