Course Management

Be sure to review our overview of Courses: Introduction to Courses

Once your Course has been created, you'll need to manage everything that happens to it.

This guide will show you how to:

  • Complete various actions with Courses
  • Enroll students
  • View Course activity
  • View Student activity
  • Evaluate Student assignments/discussions, and
  • Grant or revoke student access to a Course.

Administrators can make all the content editing decisions covered in this article, and Group Administrators will have access to make some of the content editing decisions covered in this article, depending on the permissions granted to them. For more information, see the Group Admin Permissions section in the Creating and Managing Groups article.

In this article

Using the Courses Page

The Courses page can be accessed through the dashboard by clicking Courses > All Courses.

The Courses page lists all Courses in your account. Fields at the top allow you to filter by status (Draft or Publish), by Category, or you can search for a particular course by its name.

You can also create, manage, edit, clone, or delete a Course, using either the Actions menu or the Bulk Actions menu. Additionally, when your mouse hovers over the Course title, the Manage and Edit Course options will be available.

The Courses Page Bulk Actions Menu

The Bulk Actions menu allows you to make changes to multiple Courses at once. Check the boxes next to Course names before starting a bulk action, or click on the box at the top to select all courses on the page. Click on "Bulk Actions" once you have selected the courses.

These options include:

  • Delete - this will permanently remove Courses from your account. Care must be used when using the Bulk Delete option, as this action is permanent.

Warning

To be clear, once a Course or a number of courses have been deleted, they can not be retrieved. Additionally, keep in mind that when using the "Select All on Page" box, only the courses showing on that page will be selected. Depending on how many Courses you have, they may not all be showing. In the image below, only 4 courses have been created. But imagine there are 14 courses and you want to delete all of them. If the page is set to show 10 Courses per page, using the Bulk Delete option will only delete 10 Courses. To delete all 14 of them, you will either need to adjust the setting to show 25 courses per page or you will need to use Bulk Delete more than once

  • Quick Edit - this gives options to reassign the Instructor of the Courses to another Admin, and add a Course Category to the Courses. When this function is used, the drop-down menus will allow the Admin to select Categories or Instructors already in the system. You can not create a new Category or Instructor from this page. To use Quick Edit, the options for Categories and Instructor will need to be created first. The instructor in this case will be the Administrator who will be receiving submission emails and other communications. 

The Courses Page Actions Menu

The Actions Menu for an individual Course allows you to change multiple settings and access Course data.

Here are the options in the Actions Menu, with brief descriptions, links, and screenshots where needed:

  • Edit - will open the Edit Course page, so an admin can make any needed revisions. For more information on editing a course, see the Creating and Updating a Course article.
  • Clone - without creating a fresh copy of existing modules - this will allow the Admin to create a duplicate of a course. This is ideal for saving time when you need a similar course. If Course A has 6 modules in it and you want to create a similar Course that only includes 4 of the Modules, you can clone Course A, so you have Courses A and B. You can now remove the 2 unwanted Modules from Course B and your new Course is ready to go.
  • Warning

    Care needs to be taken if you clone a course using this option.  

    If you edit any module in the new course, the edits WILL also show up as edits in the original course. The edits will also show up in any other courses where that module is used.

    To be clear, be careful any time you clone a course, but choose NOT to create a fresh copy of related modules as well.

  • Clone - also creating a fresh copy of modules - the option to clone a Course and create a fresh copy of the Course Modules allows you to make changes to a Module or Modules that will not reflect in other courses containing the same Modules. For example, you may have Course C that contains a Video Module and a Quiz Module and you want to clone the course and keep the Video Module but change the questions in the Quiz Module. You clone Course C so you now have Courses C and D. You can change the questions in the Quiz Module in Course D, and this will not affect the other Courses where the Quiz Module in Course C is used. 

  • Delete - will permanently remove the Course from your account. Remember, anything that gets deleted can not be recovered

  • Manage Course - will open the Manage Course page. A more direct way to access the Manage Course options is to simply hover your mouse over the course title, and one of the options you will see is Manage Course.  More details on this page are in the next section of this article

  • Submissions - will open the Course Submissions page, so the Admin can review and respond to any feedback submitted by students for Assignment Modules, or Discussion Modules. For more information, see the Instructor Experience Evaluating Assignments section of the Creating an Assignment article.

  • Activity - will open the Course Activities page to see every action related to the Course

  • Download Responses - downloads a copy of Student responses made in an Evaluation Module, to be saved or printed

Using the Manage Course Page

The Manage Course page will allow you to access all activity and data for the course, and all details of the Students taking your Course.

This page can be accessed by clicking Actions Menu > Manage Course, or by clicking the name of the Course on the Course listing page.

Course Statistics

At the top of the Manage Course page is a Course Statistics bar, which displays Student progress at a glance. When you hover your mouse over the bar, you'll be able to quickly see the number of students who have not started, are in progress or have completed this Course.

The Manage Courses Page Actions Menu

The Action Menu for managing an individual Course allows you to change multiple settings and access student data. Access this menu by clicking on the 3 dots to the far right of the student's name.

Let's look at a brief description of each option, and a screen shot of each:


1

View Progress

This is also known as the Student Grade Book. Here you can view the Course progress of this student, showing the percentage of Course completion, along with specific information about the completion status of each Module, how much time was spent in each Module, and when each Module was last accessed.

2

View Activity

Here you can view the Course Activities page of this student. These activities include when the student was enrolled in a Course, accessed a Course, started and completed Modules, or had access to the Course revoked or granted.

3

Download Certificate

 If the student has completed the course, you can download a copy of the certificate the student received.

4

Remove

 This will remove the student from the Course. This is a permanent action and Course progress can not be restored.

5

Reset

 This removes all progress made by a student in the Course and resets it for them.

Warning

Once Reset has been selected, all progress the student has made in the Course will be lost. Each Module will show as "Not Started" and the student will start over. This action cannot be reversed, and progress cannot be restored. Much like deleting Courses, this action must be taken with care, as it can't be reversed.

6

Revoke

This removes a student's ability to access the Course. This will be used in cases where the Admin wants to remove the student's access to the course, but not delete the student's progress in the course. This will temporarily lock the student out of the course. The student and their progress will still show on the Manage Course page, but access will be blocked until the Grant Access function is used. 

7

Grant Access

This will restore access to a student who has had their access revoked. An admin will not use Grant Access without first having used Revoke Access. Again, when access is granted, no progress in the course has been lost.

8

Assign Certificate

If a certificate has been attached to a course, it will automatically be assigned to the student either upon Course completion or when the student meets or surpasses the grading criteria. There may be times where an Admin may want to award a certificate to a student separately from course completion or grading criteria success. Examples may include situations where the course was created without a certificate attached, or if the wrong certificate was attached. When the situations in these examples have been corrected, the admin can use this function to assign a certificate immediately to the student.

9

Update Expiration Date

 The admin can change the date when a student can no longer access the Course. An example of this would be If the student notices that access to a course is expiring, the student may reach out to the Admin to request an extension. While this function can be used to update the expiration date to earlier or later, it is usually used to extend the expiration date.

10

Switch To (Admin only)

This function can be accessed from multiple places on the platform and will allow an Admin to view a student's account from the student's point of view. This is helpful if troubleshooting is needed on the student's profile or to quickly review progress on Courses assigned to the student. For more information, see the Enrolling Students and Managing Your Group (for Group Administrators) article.

The Manage Courses Page Bulk Actions Menu

The Bulk Actions menu allows you to change settings for multiple students at once. Check the boxes next to student names before starting a bulk action, or use the Actions menu.

 

Just like applying Bulk Actions to courses, checking the Select All on Page box here will select all users on the page, but will not include names not populated on the page. In the example below, there are only 5 students enrolled in the Course, and the page is set to show 10 students. So any Bulk Actions will affect all 5 users if the Select All on Page box is checked. However, if there were 15 students enrolled and the page was still set to show 10 students, using the Select All on Page box would only affect the 10 students showing on the page.

Enrolling Students

If a user profile already exists for a student, you can search for them by name and add them to the Course by clicking the "Enroll Student" button. This can be done with more than one user at a time.

Bulk Enrolling Students

If you would like to bulk enroll a large number of students, you can use the Bulk Upload option. If someone does not yet have a user profile, the bulk upload process will create one for them. For more information, see the Bulk Enrolling Students section of the Enrolling Students article.

 Clicking the Bulk Enroll option on the Manage Course page will take you to the Bulk Upload Users page. 

Here you can upload an Excel file that contains all the necessary information to add students to the course in bulk.

1

The file must be in Excel format. A sample file is available to download on the Bulk Upload Users page.

2

The file must be formatted with the following header/first row values:

  • Email (mandatory) If the email address is already in use by a user profile, a new profile will not be created, but the student will be enrolled in the courses selected.
  • First_Name (mandatory)
  • Last_Name (optional) doesn't need to be filled in for the user.
  • Password (optional) doesn't need to be filled in for the user. If a password is not provided, one will be auto-generated for the Student to change later.
3
There is a limit of 500 Students that can be uploaded per file. If you have more than 500 Students, please separate them into multiple files.
4

Attach your Excel file by dragging and dropping, or click to upload.

5

You have the option of assigning the Students to a Group. This would automatically enroll Students in the Courses associated with that Group. If you have not yet created the Group to which you would like to assign the students, you can not create one here. Groups must always be created first. You either create the Group first, then return to the course to bulk upload the users, or Create the group and the Group Administrator can upload the users using the Bulk Upload function.

6

You can select one or more Courses to enroll your students in once their user profiles are created. Start to type in the Select Courses field, and the list of available Courses will populate. You may select a single Course, multiple Courses, or All Courses.

View Student Course Activity

The View Course Activity button is found at the top of the Manage Course page, on the right side.

The Course Activities page will give you a bird's eye view of all student activities with this Course. You'll be able to see a timestamped event for every step students have taken within the Course.

You can search the activity log by the following events:

  • Enrolled
  • Started
  • Accessed
  • Completed
  • Submitted
  • Evaluated
  • Rejected
  • Retaken
  • Achieved Certificate
  • Reset
  • Removed
  • Revoked
  • Granted
  • Updated Expiry Date

View Student Submissions

The View Submissions button is found at the top of the Manage Course page, next to the View Course Activity button.

If a student has submitted a response to an Assignment or Discussion Module for grading, it can be found on the Course Submissions page. 

Clicking Evaluate will take the Instructor to a page to review the Student's work and assign a grade.

Next Step

Now that you understand managing your Course, you'll want to add your Course to a Product so people can purchase and enroll in it. This guide will help you with those steps: