iLearnNYC Admin Console Training July 2011 Training Deck 1

Session Objectives Provide an understanding of overall role of Admin Console within iLearnNYC Program What Admin Console means to schools in terms of enrollments for online classes and associated timelines Describe how different types of users get access to the iLearnNYC Platform Clarify participant’s role in facilitating access via the Admin Console Demonstrate features and functionality of Admin Console Address any questions and introduce avenues for continual support 2

Agenda Overview of iLearnNYC Program and Platform The Role of the Admin Console Schedule for Accessing the Admin Console Demonstration of Admin Console Functionality Vendor and License Considerations User Experience for iLearnNYC Platform Support Structure Question and Answer 3

Overview of iLearnNYC Program and Platform 4

What is the iLearnNYC Program? iLearnNYC is an initiative of the iZone, a community of schools committed to personalizing learning and part of the DOE’s Division of Talent, Labor and Innovation 125 schools will participate in the iLearnNYC program for the school year The specific goals of the program are to: expand access to high quality online learning opportunities meet the needs of individual students increase student achievement To this aim, iLearnNYC schools will offer online courses for initial credit, credit recovery, AP, language and core course – and each school will do this differently! 5

iLearnNYC Platform - Courses/create content - Online rooms - Collaboration - Dropbox/files -Analytics Also called Desire2Learn, D2L, LMS, Learning Environment Content Vendors - Seamlessly connected to LMS - Courses, “Supplementary Resources,” Learning Objects Also called Third Party Content, Vendors, Link Out Admin Console - How students and teachers gain access to Platform - Manage and track licenses - Send enrollments - Select content *This is the gateway to all platforms!* DOE Systems -STARS / Enrollment Data - ATS / Student Information - HR Hub and Galaxy / Staff Information These systems feed into the Admin Console What are the components of iLearnNYC? 6

What is the iLearnNYC Platform? The iLearnNYC Platform is the online learning management system (LMS) that combines digital content, user features, and collaborative tools in one platform The vendor providing the online software for the DOE is Desire2Learn; we have worked with Desire2Learn to customize their product to meet the DOE’s specific needs The iLearnNYC Platform is only accessible by certain provisioned staff and students who have been identified by their schools as iLearnNYC participants for This may mean that not all of your school’s students or teachers will be participating The Platform will recognize which users are permitted to access based on YOUR INPUTS INTO THE ADMIN CONSOLE. 7

iLearnNYC Platform = Desire2Learn = LMS 8

The Role of the Admin Console 9

What is the Admin Console? 10 iLearnNYC Platform Enrollments Licenses Users Online Web App for Online Enrollments for iLearnNYC Program

What is the Admin Console (AC)? Access to the iLearnNYC Platform’s online classes requires certain licenses that are allocated to each school in the AC The AC keeps track of these licenses per school and is the gateway to your students and staff accessing the iLearnNYC Platform The AC provides the gateway for: The Desire2Learn Learning Management System (iLearnNYC Platform) All Content Vendors (example: Aventa, Compass, Discovery) Blank Courses for Teachers to create own curriculum Previously created content by schools from other platforms Once given access by the AC, students and staff will be able to access various content and resources based on the allocation of licenses per school (controlled in the AC) 11

What actions can I perform in the Admin Console? The AC enables school staff to: SET UP/EDIT: Set up online courses and continually edit them over time SELECT: Select content for each online course that users should access Aka STEP 2: Select Content ENROLL: Add students, teachers and admin staff to online courses Aka STEPS 3 and 4 MANAGE: View and manage license usage for online courses (don’t worry, the AC won’t allow you to use more licenses than your school was allocated) The AC is an online program accessible by: Select staff per school (you, your principal) iLearnNYC Central Team / System Administrators / Help Desk Going online to on any DOE computer that is on the administrative networkwww.ilearnnyc.net 12

What happens after I enter information into the AC? Once you set up an online course or go in to add more content or users to existing courses, you will be able: Save your work for later Finalize the information After information is finalized in the AC, it is sent to and consumed by the various systems that need it: iLearnNYC Platform receives the information and works with the Desire2Learn Learning Management System to set up types of users and their permissions / access to the Platform iLearnNYC Platform creates classes with the particular content you’ve selected for each online course in the AC Content Vendors receive the information and ensure only those licensed users have access to their content within the different systems 13

Users login to iLearnNYC Landing Page Principals and Admin Staff log in to DOE Admin Console School Staff make iLearnNYC curriculum and enrollment decisions at school Select content, teachers and students for each Online Course in Admin Console Information sent to Desire2Learn (D2L) D2L receives information on your courses and users D2L sets up a “class” on system for every course you set up Teachers, students and school leaders access courses via D2L platform iLearnNYC Enrollment Process Go through D2L for Compass, K12, Apex and other vendors using single sign on Course set up takes no more than 24 hours (depends on vendor) Login using DOE User IDs 14

Schedule for Accessing the Admin Console 15

Admin Console Access Timeline JulyAugust July 19-21, 25, 26: Admin Console Training Principal Sessions Later July: Schools start curriculum decision making Communication on AC resources for rest of summer Mid August: Your AC account activated Begin online course set up Educators can begin accessing online courses August 30: Can finalize online course information by adding students 16 September September 8: Students can access iLearnNYC platform Continue to edit online courses (enrollments can be continual)

Timeline for Features – mid August Starting in mid August, you can do the following in the Admin Console: Name and describe your online course Select desired content (full courses or additional content resources) Select teacher(s) to deliver online course Finalize the course and send this information to the iLearnNYC platform for teacher access only Information will only be sent if your school has licenses to content Save for Later: you can save to finalize at another time Edit or manage existing courses: you can always add more content or add/delete teachers from an online course 17

By August 30, you can do the following in the Admin Console - Select student(s) to add to new or existing online course Students will be able to access on the first day of school in September (9/8/11) Detailed messaging: in-depth text on each content vendor and the best strategies to assist you in assigning licenses Cross-schools: set up an online course that involves more than one more school You will only be able to set up your school’s teachers and students, and then assign the rest of the workflow to the other school Reporting: A consolidated view of your school’s license allocations 18 Timeline for Features – late August

Demonstration of Admin Console Functionality 19

Demo in Training Environment Current demo will take place in a training (development) online environment All information in this environment is “test” data and will not be sent to the iLearnNYC Platform By mid August, you will be able to access the LIVE environment: Login to click on dedicated “Admin Console” linkwww.ilearnnyc.net Login with your DOE username and password Set up courses with content and teachers (not students) By August 30, you will be able to: Add students to courses You will be notified of your AC access activation via 20

Vendor and License Considerations 21

Platform Licenses for iLearnNYC The first consideration for licenses is the total number of “Platform” Licenses or iLearnNYC Student Licenses In order to access any content, regardless of vendor, a student needs to have a Platform license Each school was sent an by the iLearnNYC Program Team detailing the number of students who will have access to the Platform Often called “D2L / Desire2Learn” licenses 22

List of Content Vendors for Course Vendors: Aventa Apex Aries Compass Pearson FLVS Conspiracy Code Education2020 Pearson FLVS Middlebury Powerspeak (aka K12) Resource Vendors: Achieve3000 Discovery Gale NBC Learn NCS Pearson WriteToLearn Pearson Education MathXL (these are not courses, but resources) 23

Managing Licenses in the Admin Console Each school has a different set of license allocations per content vendor and resource vendor Questions regarding changing or requesting license allocations should be addressed to Liz Azukas When you select a vendor in Step 2 (Select Content), you should keep the upcoming guidelines in mind so that you can maximize the use of your licenses By August 30, more detailed messaging in Step 2 will reflect specific text per vendor in the Admin Console Grace Period: ALL vendors except Achieve3000 have a 10 business day grace period for add/drops. Please see guidelines below for more details. 24

Vendor Considerations – Transferable Licenses VendorLicense Assignation Considerations Aventa Assignments capture the number of student enrollments to any (multiple) of these vendors’ single courses. In AC: pick Aventa, and then the course you want to enroll the teachers and students into. Licenses to vendor are transferable – but still capped by number of iLearnNYC/D2L licenses you have Pearson FLVS Assignments capture the number of student enrollments to any (multiple) of these vendors’ single courses. In AC: pick Pearson FLVS and then the course you want to enroll the teachers and students into. Licenses to vendor are transferable – but still capped by number of iLearnNYC/D2L licenses you have Apex Assignmentscapture the number of users accessing the content vendor’s catalog. Courses are usually year long. In AC: pick “Apex Catalog” for content selection Teachers using Apex will need to then go into the iLearnNYC Platform, access the Apex system, and then pick and choose content for their course shells in the Apex LMS Licenses to vendor are transferable – but still capped by number of iLearnNYC/D2L licenses you have 25

Vendor Considerations – Transferable Licenses VendorLicense Assignation Considerations Compass Assignments capture the number of users accessing the content vendor’s catalog. Courses are usually year long. In AC: pick “Compass Catalog” for content selection Teachers using Compass will need to then go into the iLearnNYC Platform, access the Compass system, and then pick and choose content for their course shells in the Compass LMS Licenses to vendor are transferable – but still capped by number of iLearnNYC/D2L licenses you have Resource Vendors: NBC Learn Discovery Gale Assignments capture the number of student enrollments that a school can give to students to use resource vendor at one time. In AC: must select each resource by name (ex: “NBC Learn”) for each course you want to use it in If want to use all three, must select each one separately and add to each course you want to use it in Once student is no longer enrolled in the online course in the AC, the license will be freed up for a new user. This means you need to actively manage this course’s student enrollments in the AC. 26

Vendor Considerations – Transferable Licenses VendorLicense Assignation Considerations NCS Pearson WritetoLearn Assignments capture the number of student enrollments to NCS Pearson WritetoLearn product. In AC: pick NCS Pearson WritetoLearn for content selection Licenses to vendor are transferable – but still capped by number of iLearnNYC/D2L licenses you have Teacher Wants to Create Own Content in the iLearnNYC Platform Assignments are tracked based on access to the iLearnNYC Platform instead of a specific content vendor. In AC: select the BLANK COURSE option Teachers will then need to go into the iLearnNYC Platform and manually create content on their own. Student licenses to blank courses are transferable – but still capped by number of iLearnNYC/D2L licenses you have 27

VendorLicense Assignation Considerations Aries Assignments capture the number of student enrollments for any one course for the vendor. Courses are usually one year long. In AC: pick Aries, then the course you want to enroll the teachers and students into. Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student. Middlebury Powerspeak K12 Assignments capture the number of student enrollments for any one course for the vendor. In AC: pick K12, then the course you want to enroll the teachers and students into. Recommendation: do not add multiple single courses into one online course in AC Example: Middlebury Powerspeak Spanish and French in one online course; give them each their own online course Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student. 28 Vendor Considerations – NON Transferable Licenses

VendorLicense Assignation Considerations Education2020 Assignments capture the number of student enrollments for any one course for the vendor. In AC: pick Education2020, then the course you want to enroll the teachers and students into. Recommendation: do not add multiple single courses into one online course in AC Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student. Pearson FLVS Conspiracy Code Assignments capture the number of student enrollments for this course, “Conspiracy Code.” In AC: pick FLVS Conspiracy Code as the course you want to enroll the teachers and students into. Recommendation: do not add other courses to this selection in the AC Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student. 29 Vendor Considerations – NON Transferable Licenses

VendorLicense Assignation Considerations Pearson MathXL Assignments capture the number of student enrollments for this course, “Pearson MathXL.” In AC: pick Pearson MathXL as the course you want to enroll the teachers and students into. Recommendation: do not add other courses to this selection in the AC Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student. Achieve3000 Assignments capture the number of student enrollments for any one course for the vendor. Courses are usually one year long. In AC: pick Achieve3000, then the course you want to enroll the teachers and students into. Licenses are non transferable - if a student uses a license and isn’t withdrawn within the grace period, that license is used and cannot be transferred to another student. DOES NOT HONOR the 10 business days grace period. 30 Vendor Considerations – NON Transferable Licenses

User Experience for iLearnNYC Platform 31

Types of User Accounts for iLearnNYC Platform Educators, Principals, Assistant Principals (APs) access: Login to and click on LOGINwww.ilearnnyc.net Leverage existing DOE Login and Password (same as account information) Principals and APs will be automatically added as “auditors” to all courses Students Navigate to and click on LOGINwww.ilearnnyc.net Create and manage user accounts through self service screens after login screen Parents & Guests Plans are being finalized; target launch date is Spring 2012 Note: if you think you may want to access a course to help trouble shooting, you should add yourself as a Teacher to courses in the Admin Console 32

Platform 33 Accessing the iLearnNYC Platform

Enables students to get a DOE username and set a password Users must know their OSIS # and Birth date User name is automatically generated as first name, last initial and a number if needed (e.g. dennisw2) Student can use the same tool to reset passwords and get their user name if they forget 34 Student Account Tool

35 Student Account Access LOGIN SCREEN

Student Account Set Up/Recovery Part 1 36

Student Account Set Up/Recovery Part 2 37

Student Account Set Up/Recovery Part 3 38

Support Structure 39

Two Points of Contact The iLearnNYC Help Desk: Contact the iLearnNYC Help Desk for all technical issues, including logins, enrollments, site navigation, content, DOE hardware, DOE software and DOE internet connectivity  Implementation Manager: Contact your Implementation Manager for all program-related issues, including instructional support, training and licensing. Note: An iLearnNYC Implementation Manager will be assigned to your school by the beginning of School Year

Specialized Support Groups Content Vendor Help Desks: For content issues, the iLearnNYC Help Desk will direct you to the appropriate Content Vendor Help Desk. DOE IT Service Center: For DOE hardware, software or internet issues, the iLearnNYC Help Desk will direct you to the DOE IT Service Center. iZone Technicians: For DOE software issues, the DOE IT Service Center will dispatch an iZone Technician to your school. iLearnNYC Operations Team: The iLearnNYC Operations Team will resolve complex program and technical issues that cannot be addressed by the Help Desk or Implementation Managers. 41

The iLearnNYC Help Desk How do I contact the iLearnNYC Help Desk? Phone: Web Form: Login to iLearnNYC and submit an incident via the “Technical Support Widget.” Who can contact the iLearnNYC Help Desk? School Technicians, School Staff, Parents and Guardians When can I contact the iLearnNYC Help Desk? 24 hours, 7 days a week, 365 days a year 42

Technical Support Widget in iLearnNYC Platform 43

Specific Support for Admin Console Continual Training for the Admin Console will be provided Web Conferences in early, mid and late August Dedicated Web Conferences per school request Detailed User Manual for Admin Console in August iLearnNYC wiki will have announcements and resources: iLearnNYC Help Desk will also direct you to these resources ( ) 44

Support Considerations If you want to experience the iLearnNYC Platform and help trouble shoot issues, you need to add yourself as a Teacher to course(s) in the Admin Console Make sure to leave extra time in your scheduling and planning for: Once you set up a course in the Admin Console, most vendors will take at least a few hours to process the information and set up the courses in the iLearnNYC Platform Students setting up their accounts Teachers recovering their passwords Device compatibility, especially for remote learning (at home, in public libraries, etc) 45

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Question and Answer / FAQs 47

Contact iLearnNYC Help Desk Content – Liz Azukas iLearnNYC Implementation – Tom Lynch 48