Create and Maintain Open Classes

Below are the guidelines for Open Class Details

• Class Name: Uniquely identifies the class created for a training item.
• Training Item: The ILT-type training item for which the class is created. When the training item is added to a learner's curriculum, the classes created for it are displayed to the learner.
• Item Code: Training item code
• Status: Classes > Open can have a status of "Open" or "Full".
• Date Created: Date the class was created in Frontline
• Training Item: The ILT-type training item for which the class is created. When the training item is added to a learner's curriculum, the classes created for it are displayed to the learner.
• Item Code: Training item code
• Class Name: Uniquely identifies the class created for a training item. This is a mandatory field that is displayed on the Class Registration page and is linked to class description, materials and class attachments such as pre-work or link to an on-line meeting.
• Description: Any class description entered is displayed to learners on the Class Registration page. It is also included in the Outlook calendar of the learners adding class to their Outlook appointments from the enrollment confirmation e-mail.
• Instructor: Any instructor name entered here or scheduled via the Instructors tab is displayed to learners on the Class Registration page.
• Location: Any class location information entered here or scheduled via the Resources tab is displayed to learners on the Class Registration page.
• Materials: Any materials needed to for the class (e.g. SCBA or laptop) is displayed to learners on the Class Registration page.
• Maximum Enrollment: If self-enrollment is allowed, this number will restrict the class size. When the capacity is reached, learners are automatically placed on the waiting list.
• Minimum Enrollment: If self-enrollment is allowed, this number will determine if enough students have enrolled in the class to proceed with hosting the class.
• Cost: Cost associated to hosting the class.
• Status: Classes > Open can have a status of "Open" or "Full". Selecting "Cancel" from drop-down allows cancelling an open class.
• Roster: Allows you to view learners currently enrolled in the class and print a sign-up sheet. The Roster link is shown when class dates are entered using the Dates tab.
• E-mail: Allows you to send roster by e-mail to instructor (default) or any e-mail addresses. You can also set up patterns which will send e-mail roster automatically designated number of days prior to the class date.
• Class Notification E-mails: This field is checked by default. When unchecked, learners are not sent class notification e-mails. Uncheck this field when you are planning and entering classes, but have not finalized details such as sizes of classes, locations, instructors and enrollees.
• Allow Self Enrollment: When checked, learners can self-enroll in the class.
• Supervisor Approval Required: When checked, learners can self-enroll tentatively. An e-mail is sent to their supervisors (primary and secondary), either of whom can approve or reject the enrollment. An administrator when manually enrolling learners, is given an option to override the supervisor Approval process.
• Enrollment Start/End Dates: Self-enrollment is allowed only between these dates.
• Allow Withdrawal: When checked, learners can withdraw until the Last Date to Withdraw.
• Credit Via Key: When checked, this allows learners to credit themselves for the class using a unique random number called a Credit Key. Credit keys are generated and listed on the roster. The instructor gives the credit keys to the learners at the end of the class. Learners enter their credit key from a link on the training launcher for the class on their Frontline Desktop.
• Key Valid for / Mark No-Show after (in days): This field controls the number of days after the class end date during which the credit key is valid. After the number of days shown, the system will automatically set the enrolled learner status to No-Show if an attendance record is not entered. The default is 30 days.
• Survey: This field is visible only when Credit Via Key is checked. When checked, the learner is required to participate in the on-line survey attached to the training item for this class.  
• Certificate: This field is visible only when Credit Via Key is checked. When checked, the learner can print a certificate of completion after entering the credit key.
• Print Certificate: This link is visible only when Credit Via Key is checked. This link, displayed for a completed class after learner records have been entered, allows an administrator to print certificate of completion for any learner.

How to Create an Open Class 

1. Navigate to LMS > Classes > Open from the LMS module menu.
2. Select New.
3. Enter the Class Name
4. If you do not want Frontline to schedule instructors, you can use this field to enter the instructor's name. The names will be displayed to learners on the Class Registration page.
   1. If you want Frontline to schedule instructors, use the Instructors tab after creating your class.
5. If you do not want Frontline to schedule resources (such as a classroom), you can use this field to enter information about the location. This information is displayed to learners on the Class Registration page.
   1. If you want Frontline to schedule resources, use the Resources tab after creating your class.
6. Enter in any materials needed to for the class (e.g. SCBA or laptop) is displayed to learners on the Class Registration page.
7. Check Allow Self Enrollment, and enter Enrollment Start Date, Enrollment End Date and Maximum Capacity of the class to allow learners to enroll themselves.
8. Check Supervisor's Approval Required to require a supervisor to enter in credentials for the learner to enroll.
9. Check Allow Withdrawal, and enter Last Date to Withdraw to allow learners to withdraw themselves from the class.
10. Select Save.

How to Configure an Open Class 

The below section will go over the various tabs at the top of the Class details page

Dates

1. Click the Dates tab to add the class dates. Select New.
2. Click the calendar icons and select the Start Date and End Date for the class.
   1. You can enter more than one set of start and end dates for a multi-day class. This creates a separate roster sheet for each day of the class and allows you to track attendance separately for each day. You can also schedule different instructors and resources for each day of the class.
   2. You can enter past dates if the class is already completed, and you are simply recording it. The class is immediately moved to the Classes > Completed folder, from where you can enroll learners and enter attendance records (explained below).
3. As soon as you add a start and end date, the class is immediately viewable to the learners whose curriculums contain the ILT training item. It is also visible in the libraries, depending on how the training item is set up. Learners will begin to self-enroll (with supervisor Approval, if applicable). You will see them and their supervisor Approval status in the Learners tab for this class.

Instructors
Instructors must be defined in Frontline. You can enter multiple instructors for any class, for each class date entered above. Multiple entries are useful for a class that can run several days with different instructors. Frontline will warn you if there are any schedule conflicts for instructors.

To define a learner as an instructor:

1. Select LMS > People > People Information > find the person > click the Details tab.
2. Check the Instructor box on the bottom left of the form.
3. Select Update.

To add a defined instructor to a class

1. Select Classes > Open from the LMS module menu.
2. Select the Class.
3. Select the Instructors tab and the select New.
4. Select the date for which you want to add an instructor from the Dates Offered drop down box.
5. Select the Instructor from the drop down menu.
6. Select Save.

Resources
Use this procedure if you want Frontline to schedule resources for a class. Resources must be defined in Frontline within Frontline settings first. You must have a permission of at least Division Admin to define a resource.

You can enter multiple resources for any class for each class date entered above. Multiple entries are useful for a class that can run several days in different meeting rooms with different resources. Frontline will warn you if there are any schedule conflicts for resources.

1. Select Classes > Open from the LMS module menu.
2. Select the Class.
3. Select the Resources tab and select New.
4. Select the date for which you want to add an resource from the Dates Offered drop down box.
5. Select the Resource from the drop down menu.
6. Select Save.

Learners
Follow the steps below to enroll learners in a class.

1. Select Classes > Open from the LMS module menu.
2. Select the class for which you want to enroll learners.
3. Select the Learners tab and the select New.
4. Enter the search criteria and select Search.
5. Check the box next to the names of the learners who you wish to enroll.
6. Select Save.

Waiting List

• If a class is full, a learner is automatically given the option to register on the waiting list. Administrators can track all learners on the waiting list from the Classes > Open Waiting List tab. Each learner on waiting list is assigned a sequential order beginning with 1. If a currently enrolled learner withdraws, the learner assigned order 1 on the waiting list is automatically enrolled in the class (first-come, first-served).
• An administrator can also manually add learners to the waiting list. By default, these learners are added to the bottom of the list. An administrator is allowed to change the waiting list order (Re-order button), thus giving preference to any person on the waiting list.
• An administrator can also manually delete an enrolled learner from the Learners tab, if the learner assigned the order 1 on the waiting list needs to be enrolled. If a learner is manually deleted by an administrator, the learner assigned the order 1 on the waiting list is moved automatically to the Learners tab. Learners with changes in enrollment status are notified by e-mail.
• If a class requires supervisor Approval, and has a waiting list, then administrator should periodically check prior to the class date if any of the enrollees are still waiting for their supervisor's Approval. This can be checked conveniently by clicking on the Roster link, or the Learners tab.
• The Send Immediate e-mail link on Classes > Open > Learners tab makes it convenient to contact supervisors who have not approved and request them to grant Approval.
• If these supervisors cannot be contacted, then such enrollees can be deleted (from the Learners tab) to enroll learners who are on the waiting list and whose supervisors are available.

How to Print Class Roster

The roster refers to class sign-up sheet.

1. Select Classes > Open from the LMS module menu.
2. Find and select the class for which you want to print the roster.
3. Select the Roster button.
4. If you want to change the layout of the roster, right select the roster form then select Change Columns.
   1. You can change column headers, column widths and additional fields such as Grade.
5. Select the browser Print button to print the roster.