InstructorSite Plan Editor

InstructorSite Plans have improved with this release to make managing deadlines much easier, especially when assigning different deadlines to different people depending upon when they were enrolled in the plan or when they were hired.  This can now be automated.  See Enrollee Settings section in this article for details.

Important: Once you start using the new Plan editor in this release for a plan, any changes made here will override what settings may still be visible in the legacy plan editor (in case you go back to look there for some reason).

Profile

• Name - Who is this plan for and what is it called? Try to think about how it will be received by those enrolled in it.
• Description - Consider setting expectations for learners who are enrolled or considering enrollment in this plan.  What is this plan designed to do?  Is this plan mandatory?  Is there a reward for completing this plan?  etc.
• Status 
  • Staged - still working on this plan or for any reason you don't want learners to see it or receive email about it
  • Active - Default status for plans in use
  • Retired - Used to keep plan data but remove it from visibility in LearningSite 
• Tags - Add or remove any tags that you want this plan to be grouped within

Enrollee Settings

Deadline

As the note says, this is the deadline that will be assigned to all and ONLY NEW enrollees by default. 

Important: If you need to specify deadlines for existing enrollees, do that from the plan viewer, not here on the editor. For more information please see InstructorSite Plan Viewer

• Deadline Date - After this date learners will NOT be able to complete the plan!

NEW!: Instead of specifying a Date, you can choose Enrollment Date from the Date drop down and automatically set the deadline for every user based on the number of days after their enrollment in this plan.  If you have Hire Date, you can even use that so you end up with a deadline of Hire date plus 90 days for example.  

Note: If for some reason you don't have hire date data for an enrollee, then no deadline will be assigned for that enrollee.

• Time Zone - This is the timezone used for determining midnight cutoff for deadlines and start date. Courses completed or credits earned before the start date or after the deadline will NOT count towards completion of this plan
• Recurrence - Best practice is to create new plans each year with a new name and not use recurrence, UNLESS assigning credit requirements that should reapply each year.  When you turn on recurrence you can specify every "1" for annual, or "2" if every two years as needed.

Exclude Learning Prior To

Start Date - Only use this setting when you do NOT want people to start the plan with completions or credit from work they might have already completed.  This setting forces them to start from ground zero as if they had completed none of the courses or earned none of the credit required.

Auto-Enrollment

This is how you ensure people who match the criteria you specific are automatically added to this plan so that it becomes sort of self-maintaining.  It is, for example, how you would setup a new hire plan or a plan for all employees.

Search active/inactive/all users can be toggled by simply clicking it.

For new hire plans you may want to flip the switch on and choose People hired after date.

Below is a quick demo of how you might setup criteria to auto-enroll all attorneys, based on the attorney audience.  If you haven't created an attorney audience you would need to create that first and then return here.

TIPS: 

• To enroll All Staff, assuming you have an audience already created that includes all attorneys, just use the is NOT operator and choose Attorneys.  
• If you need to enroll EVERYONE in this plan and ensure that even new hires are added automatically, select Audience Membership as your criteria, then use is operator and pick Everyone from the list.  I know this didn't work in the legacy version but it does now :)

Courses

Use the Add Course button to search for and add course requirements to this plan.

If you want to add several courses, perhaps as a result of a search or by tag, then use the advanced search.

Credits

Use this section to specify pre-defined credits and requirements for enrollees.  If you have not yet created the credits you want to use with this plan please do that first, then return here.

The Locked switch indicates that the credit requirements come from your already existing credit (legacy regulatory agency). If you UN-Lock them, you can then change the credit requirements in this one plan, but when you do this any updates to that credit will NOT flow to this plan, until you lock them again.

Email

• Completion Notices - NEW! Now you can add one or many people to receive email notification when learners complete this plan.

To Enrollees

• Send Enrollment Notices - This switch controls whether or not enrollees are sent an enrollment notification email. This affects both manual enrollment and auto-enrollment.

NOTE: For all the Customize options available below, when you turn on the switch next to that item you can edit and customize that option specific to this plan, or, if you choose, you can edit the Global Template/schedule used for All plans not using a customized template/schedule

• Customize Enrollment Notices  - this is the email notice UniversitySite sends to let people know they have been enrolled in this plan
• Send Reminders - remind enrollees that their plan is still incomplete.  When you turn this switch on you see all the options for enrollment and deadline reminders, their scheduling and their templates.
  • Customize Enrollment Reminders - Specify a template to be used to remind enrollees that THIS plan is still incomplete. 
  • Customize Enrollment Reminder Schedule - Specify a schedule to send reminders to enrollees that THIS plan is incomplete.  
  • Customize Deadline Reminders - Specify a template to be used when reminding enrollees in THIS plan that they have an approaching deadline to complete it by.
  • Customize Deadline Reminder Schedule - Specify a schedule for THIS plan to remind people of their approaching deadline.
• Send Completion Notices - why not send them a congratulations when they complete their plan?
• Send Notifications for new events fulfilling course requirements - this notice goes out to plan enrollees for any courses they have not yet completed in their plan, giving them an opportunity to complete a requirement for their plan (best practice is to leave this on)
• Send Notifications for new events fulfilling credit requirements - (only present when you have credits in this plan) CAUTION! use this with great care, because it usually generates notices for almost every event scheduled, presuming that this credit is applied to many courses in the catalog

Security

• Visible in LearningSite - Don't want learners to see this plan at all in LearningSite?  Just flip this off
• Visible in ManagerSite - Don't want managers to be able to assign this plan to their employees?  Just flip this off 
• Audiences - ONLY if this plan is visible in LearningSite does it make sense to even consider adding an audience to your plan. You would do this when you want to limit its visibility to those audience members in LearningSite
• Departments - If you want to keep other instructors from potentially editing or deleting your plan and/or you want this plan to sort with other UniversitySite elements managed by your instructor group, then add your department

Advanced

Instructor Notes - Use this however you like, but it is not visible outside of InstructorSite 

Prerequisites Plans - Select one or more plans that you want learners to complete BEFORE they can enroll in this plan

Next Plan - Select a plan you would like learners to automatically be enrolled in when they complete this plan.  This is often used in tiered or chained plans e.g. gold, silver, bronze, or level 1, level 2, and level 3.