Managing classes (conducting courses)¶

To create a class¶

The following is the procedure for creating a class.

Log in with system administrator or system manager rights.
On the menu, click “System management > Class > Create” to display the class registration input form.
Enter the registration details and then click the “Create” button to register the basic class information.

Hint

You can select one course to which the class is assigned. If you do not select a course for assignment, the class will become unassigned, which means that it cannot be applied for by general users. Only class managers can apply for unassigned classes. The following is the procedure for selecting a course for assignment of a class.

On the assigned course search input form, enter a keyword and then click the “Search” button to display a list of candidate courses.
On the list of candidate courses, select the course you want.

Hint

If you check “Execute on organization”, you will able to add organization to target of class. (To add organization to target of class)

When organization is added to target of class, members belonging to the organization are added to participants of class.
When user is added to/deleted from organization that is target of class, the user is added to/deleted from participants of the class automatically.
Upon a class duration finishing, adding or deleting learners will be disabled.
If organization is specified for eligible class learners, it is not possible to execute the operations below.
- Apply for class participation in units of users
- Checker to cancel a class application, execute course open application, and execute course proxy application
- Specify user attribute for eligible class learners

Hint

Tick ‘Specify user attribute for eligible class learners’ in class create process in order that user attributes can be specified for eligible class learners on class application list page. (To specify user attribute for eligible class learners )

If a user attribute is specified for eligible class learners, all users whom the attribute has been assigned to will become eligible learners for the class.
If a user attribute specified for eligible class learners is assigned/cancelled for a user, the user will automatically be added to/deleted from the eligible class learners.
If there are multiple user attributes for eligible class learners, only users whom all of the attributes have been assigned to will become eligible learners for the class.
Upon a class duration finishing, adding or deleting learners will be disabled.
If a user attribute is specified for eligible class learners, it is not possible to execute the operations below.
- Apply for class participation in units of users
- Checker to cancel a class application, execute course open application, and execute course proxy application
- Specify organization for eligible class learners

Hint

If you check “Arrow to cancel application by checker”, you will be able to cancel the application you confirmed.

Hint

You can select more than one class manager, if you want. The class creator is automatically registered as a class manager. The following is the procedure for selecting a class manager.

On the class manager search input form, enter a keyword and then click the “Search” button to display a list of candidate class managers.
On the list of candidates, select the desired class.

Class status¶

The class status shows the current status of a class in terms of class start date and end date, and application acceptance start date and end date. General users can apply only during the period that applications are being accepted, while class managers can apply at any time.

Note

The class status is shown as “In progress” while “In progress” overlaps “Accepting applications” period for the class. General users and Class administrators can make application for the class just in the same way as the class status is “Accepting applications”.

To access basic class information¶

The following is the procedure for accessing basic class information.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the search input form, you can enter a keyword and then click the “Search” button to narrow down the list of class information.
Clicking the desired “Class name” link on the class list will display basic information about that class.

To modify basic class information¶

The following is the procedure for modifying basic class information.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Class name” link to display basic information about that class.
Click the “Edit basic class information” link to display the basic class information editing form.
Make the changes you want and then click the “Apply” button to apply them.

To add attached file to a class¶

The following is the procedure for adding attached file to a class.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Class name” link to display basic information about that class.
In the item [Class information], input the file title and specify the file path, then click the “Upload the file” button .

Hint

The student can download the attached files from the [Course information] screen.

Hint

You can describe the “file download URL” in the mail. Please refer to “Hint of the mail edit” of “Edit class application information” screen of the class.

To access instructor and assistant information¶

The following is the procedure for accessing instructor and assistant information.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the search input form, you can enter a keyword and then click the “Search” button to narrow down the list of class information.
On the class list, click the desired “Class name” link to display the instructor(s) and assistant(s) for that class.

To add an instructor or assistant¶

The following is the procedure for adding an instructor or assistant.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the search input form, you can enter a keyword and then click the “Search” button to narrow down the list of class information.
On the class list, click the desired “Class name” link to display the instructor(s) and assistant(s) for that class.
Click the “Edit instructor/assistant” link to display the instructor and assistant editing form.
On the instructor and assistant editing form, enter a keyword and then click the “Search” button to display a list of instructor and assistant candidates.
On the list, select the instructor(s) and/or assistant(s) to be added and then click the “Edit instructor/assistant” button to add them.

Note

If the following conditions are met, only users you registered are displayed as candidates for instructor and assistant.

Log in with class manager right
Configure the class manager settings to allow class manager to add only users he registered to class

To delete an instructor or assistant¶

The following is the procedure for deleting an instructor or assistant.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the search input form, you can enter a keyword and then click the “Search” button to narrow down the list of class information.
On the class list, click the desired “Class name” link to display the instructor(s) and assistant(s) for that class.
Click the “Edit instructor/assistant” link to display the instructor and assistant editing form.
On the list, select the instructor(s) and/or assistant(s) to be deleted and then click the “Edit instructor/assistant” button to delete them.

To access class applications¶

The following is the procedure for accessing class applications.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Application information” link to access a list of class applications.

To add a class application¶

The following is the procedure for adding a class application.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Application information” link to access a list of class applications.
On the participant search form, enter a keyword and then click the “Search” button to display a list of participant candidates.
On the list of candidates, select the desired participant and then click the “Add specified user to class application list” button to add the candidate.

Note

In this case, the application status is “Waiting for class confirmation,” or “Class confirmed,” regardless of whether or not the course requires verification. This means that verification by the checker is not necessary, even if the course requires verification.

Note

If the following conditions are met, only users you registered are displayed as candidates.

Log in with class manager right
Configure the class manager settings to allow class manager to add only users he registered to class

Attention

Adding a learner application will be disabled about a class for which the eligible learners are specified per ‘Organization’ or ‘User Attributes’.

To add a class application by organization¶

The following is the procedure for adding a class application by organizations.

Log in with system administrator rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Application information” link to access a list of class applications.
Click the “Add course application by organizations” link to access the add course application by organizations.
Specify organizations adding to class application list, and click “Add specified organizations to class application list” button.

Note

In this case, the application status is “Waiting for class confirmation,” or “Class confirmed,” regardless of whether or not the course requires verification. This means that verification by the checker is not necessary, even if the course requires verification.

To delete a class application¶

The following is the procedure for deleting a class application.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Application information” link to access a list of class applications.
Select the participant(s) to be deleted and then click the “Delete specified class applications” button to delete the application(s).

Hint

Specifying “Notify by email” and deleting a participant causes email messages to be sent to the participant, the proxy, and the checker. The content of the email message depends on the status of the canceled course application.

Application Status	Email Contents
Waiting for check	Notification of “Course rejection”
Waiting for class confirmation	Notification of “Course rejection”
Class confirmed	Notification of “Course cancellation”

Attention

Deleting a participation application will be disabled for a class for which the eligible learners are specified per ‘Organization’ or ‘User Attributes’.

To add organization to target of class¶

The following is the procedure for adding organization to target of class

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Application information” link to access a list of class applications.
Select the organization(s) to be added and then click “Set selected organizations as target of class” button to add the organization(s) to the target of class.

Note

When add organization to target of class, members belonging to the organization (including concurrently serving member) are added to participants of class.

Note

Status of added members will be “Class confirmed” automatically.

Attention

Upon a class duration finishing, an attempt to add or delete learners will be automatically rejected.

To remove organization from target of class¶

The following is the procedure for deleting organization from target of class

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Application information” link to access a list of class applications.
Select the organization(s) to be removed in organization list to execute class and then click “Remove selected organizations from target of class” button to remove the organization(s) from the target of class.

Note

When remove organization from target of class, members belonging to the organization are deleted from participants of class.

Attention

If parent organization of removed organization is target of class and includes sub organization, the members belonging to the removed organization is not deleted from participants of class.

Attention

Members whose concurrently serving organization is target of class are not deleted from participants of class.

To specify user attribute for eligible class learners¶

The following is the procedure for specifying user attribute for eligible class learners

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Application information” link to access a list of class applications.
Select user attribute to be specified for eligible learners. Click the button “Specify the selected user attribute for eligible class learners”.

Note

If a user attribute is specified for eligible class learners, all users whom the attribute has been assigned to will become eligible learners for the class.

Note

If there are multiple user attributes for eligible class learners, only users whom all of the attributes have been assigned to will become eligible learners for the class.

Note

A user that has been added to a class will automatically have the status of “Class confirmed”.

Attention

Upon a class duration finishing, an attempt to add or delete learners will be automatically rejected.

To unassign user attribute from eligible class learners¶

The following is the procedure for unassigning a user attribute from eligible class learners.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” in order to display a class list.
On the class list, click the link of an intended “Application information” in order to display a list of class applications.
Look up in a list of eligible learner user attribute and specify a user attribute that should be unassigned from eligible learners. Click the button “Unassign specified user attribute from eligible class learners”.

Note

If a user attribute is unassigned from eligible class learners, all users whom the user attribute has been assigned to will be deleted from the eligible class learners.

To confirm a class¶

The following is the procedure for confirming a class that has been applied for.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Application information” link to access a list of class applications.
Select the participant(s) to be confirmed and then click the “Confirm specified class applications” button to confirm the class(es).

Hint

Specifying “Notify by email” and sends a course confirmation email to the participant, the proxy, and the checker if a course is confirmed.

To send mail to “Class confirmed” participants by the e-mail software¶

The following is the procedure for sending mail to “Class confirmed” participants by the e-mail software.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Application information” link to access a list of class applications.
Click the “Send mail to “Class confirmed” participants by the e-mail software” link to start e-mail software.
The e-mail address are automatically inputted, so please input other necessary matters and send mail.

To create a class participant roster¶

The following is the procedure for creating a roster of confirmed class participants.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Application information” link to access a list of class applications.
Click the “Create list of names of participants” link to create the participant roster.

Attention

Only participants for whom the class is confirmed are included in the participant roster.

To access the class history¶

The following is the procedure for accessing the class history.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Class name” link to display basic information about that class.
Click the “Create/Access class history” link to display the class history registration screen.
Click the “Access class history” link to access the class history.

To create class history¶

The following is the procedure for creating class history.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Class name” link to display basic information about that class.
Click the “Create/Access class history” link to display the class history registration screen.
Click the “Create class history” button to create class history for all of the participants.

Note

Re-creating class history when history already exists will cause the previous class history to be overwritten by the new history.

Hint

Creating class history while “Send email to participants and their checkers.” is specified will cause “Course complete” notification email to be sent to the participants and their checkers.

To automatically create class history¶

The following is the procedure for setting up automatic creation of class history.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Class name” link to display basic information about that class.
Click the “Change basic class information” link and tick the “Automatically create class history upon completion of class” checkbox.
Click the “Apply” button to apply the changes to class information.

Note

Class history will be created when the user completes all of the e-learning, tests, surveys and assignments assigned to the class.

Note

The class history status will not change when e-learning, tests, surveys and assignments are added to or deleted from a class after creation of the class history. Class history will maintain its status when it was created.

To download class history in bulk¶

The following is the procedure for downloading class history in bulk.

Log in with system administrator rights.
On the menu, click “System management > Class > Download class history” to display the download class history.
On the download class history, specify the desired registration day for downloading, and click the “Download” button

To delete class history¶

The following is the procedure for deleting class history.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Class name” link to display basic information about that class.
Click the “Create/Access class history” link to display the class history registration screen.
Click the “Access class history” link to access class history for all of the participants.
On the class history list, select the desired class history and then click the “Delete specified class history” link to delete them.

To delete a single class¶

The following is the procedure for deleting a single class.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Class name” link to display basic information about that class.
Click the “Delete this class” link to delete the class.

To delete multiple classes¶

The following is the procedure for deleting multiple classes.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, select the desired classes and then click the “Delete selected classes” link to delete them.

To batch process basic class information¶

The following is the procedure for batch registration, editing, and deletion of basic class information using a CSV file.

Log in with system administrator or system manager rights.
On the menu, click “System management > Class > Access” to display the class list.
Click the “Download list as CSV file” link to download the CSV file template.
On the menu, click “System management > Class > Batch process” to display the batch process input form.
Edit the downloaded CSV file to create a batch file.
Click the “Browse” button and then select the CSV file you created.
Click the “Send” button to perform the batch process.

Hint

If you create a batch file that causes an error, an error message describing the problem will appear on the next page. Check the contents of the file and correct the problem, and then return to the previous page to re-register.

Deleting a class¶

A class that is in progress cannot be deleted. Note that deleting a class will delete all of the instructors, assistants, and course application information added to the basic class information.

To batch process class participants¶

The following is the procedure for batch registration and deletion of class instructors, assistants, and participants using a CSV file.

Log in with system administrator, system manager or class manager rights.
On the menu, click “System management > Class > Access” to display the class list.
On the class list, click the desired “Class name” link to display basic information about that class.
Click the “Download course instructors, assistants, and applications as a CSV file” link to download the CSV file template.
On the menu, click “System management > Class > Batch process” to display the batch process input form.
Click the “Batch process class participants” link to display the class participant batch process input form.
Edit the downloaded CSV file to create a batch file.
Click the “Browse” button and then select the CSV file you created.
Click the “Send” button to perform the batch process.

Hint

If you create a batch file that causes an error, an error message describing the problem will appear on the next page. Check the contents of the file and correct the problem, and then return to the previous page to re-register.

Hint

Deleting a participant that applied by himself/herself or via a proxy will cause an email to be sent to the participant, the proxy, and the checker. The content of the email message depends on the status of the canceled course application.

Note

If the following conditions are met, you can add only users you registered as instructors, assistants, and participants.

Log in with class manager right
Configure the class manager settings to allow class manager to add only users he registered to class

Application Status	Email Contents
Waiting for check	Notification of “Course rejection”
Waiting for class confirmation	Notification of “Course rejection”
Class confirmed	Notification of “Course cancellation”