1. iLearnNYC Admin Console Training July 2011 Training Deck 1

2. 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

3. 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

4. Overview of iLearnNYC Program and Platform 4

5. 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 2011-2012 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

6. 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!* www.ilearnnyc.net 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?

7. 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 2011-2012 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

8. iLearnNYC Platform = Desire2Learn = LMS 8 www.ilearnnyc.net

9. The Role of the Admin Console 9

10. What is the Admin Console (AC)? 10 iLearnNYC Platform Enrollments Licenses Users

11. What does the Admin Console do? Access to the iLearnNYC Platform’s online classes requires certain licenses that are allocated to each school in the AC The Admin Console (AC) keeps track of these licenses per school and is the gateway to your students and staff accessing the iLearnNYC Platform 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) The AC provides the gateway for: The Desire2Learn Learning Management System (iLearnNYC Platform) All Course Vendors (example: Aventa, Compass, PowerSpeak) All Content Resource Vendors (example: Discovery, Gale, NBC) Blank Courses for Teachers to create own curriculum Previously created content by schools from other platforms 11

12. Users login to iLearnNYC Landing Page www.ilearnnyc.net 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 2011-2012 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 12

13. 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 ENROLL: Add students, teachers and admin staff to online courses SELECT: Select content for each online course that users should access 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 www.ilearnnyc.net on any DOE computerwww.ilearnnyc.net Once you submit information in AC, it is sent to and consumed by the various systems that need it to enable access for users 13

14. 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 and Desire2Learn also create 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 14

15. Schedule for Accessing the Admin Console 15

16. 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 August 15: First release of AC features Your AC account activated Begin online course set up Educators can begin accessing online courses August 30: Second release of AC 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)

17. Timeline for Features – mid August Starting August 15, 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

18. 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 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

19. Demonstration of Admin Console Functionality 19

20. 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 August 15, you will be able to access the LIVE environment: Login to www.ilearnnyc.net, 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 email 20

21. Vendor and License Considerations 21

22. 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. 22

23. List of Content Vendors for 2011 - 2012 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

24. 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 (lazukas@schools.nyc.gov) When you select a vendor in Step 2 (Select Content), you should keep the following 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 24

25. Vendor Considerations VendorLicense Allocation Considerations Multiple Content / Users License Model Course Vendors: Aventa Pearson FLVS Allocations capture the number of student enrollments to any (multiple) of these vendors’ single courses. Schools will need to pick the vendor and then the course they want to enroll the teachers and students into. Recommendation: do not add multiple single courses into one online course in AC Example: Aventa Microeconomics and Macroeconomics in one online course; instead, give them each their own online course Per User / Per Course License Model Course Vendors: Middlebury Powerspeak K12 Pearson FLVS Conspiracy Code Education 2020 Allocations capture the number of student enrollments for any one course for the vendor. Course content typically ranges for a semester. Schools will need to pick the vendor and then the course they 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

26. Vendor Considerations VendorLicense Allocation Considerations Per User / Per Catalog License Model Course Vendors: Aries Apex Compass Allocations capture the number of users accessing the content vendor’s catalog. Courses are usually year long. For Aries, schools will need to pick the vendor and then the course they want to enroll the teachers and students into. For Compass and Apex, schools will simply pick the vendor name (only one listing in the AC) Teachers using Compass and Apex will need to then go into the iLearnNYC Platform, access the Compass and/or Apex system, and then pick and choose content for their course shells in those vendor systems Non-Reusable License Model Resource Vendors: Achieve3000 NCS Pearson WriteToLearn Pearson Education MathXL Allocations capture the number of student enrollments that a school can give to students to use resource vendor. Once assigned to one student, the license is used. Schools will select the name of the content they want the user to have access to. Recommendation: do not add multiple single courses into one online course in AC Example: Achieve3000 TeenBiz and Achieve3000 Empower in one online course; give them each their own online course

27. Vendor Considerations VendorLicense Allocation Considerations Reusable Resource License Model Resource Vendors: NBC Learn Discovery Gale Allocations capture the number of student enrollments that a school can give to students to use resource vendor at one time. Schools will select the name of the content they want the user to have access to. 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) Teacher Wants to Create Own Content in the iLearnNYC Platform Allocations are tracked based on access to the iLearnNYC Platform instead of a specific content vendor. Schools should select the BLANK COURSE option in the content catalog in the AC. Teachers will then need to go into the iLearnNYC Platform and manually create content on their own.

28. User Experience for iLearnNYC Platform 28

29. Types of User Accounts for iLearnNYC Platform Educators, Principals, Assistant Principals (APs) access: Login to www.ilearnnyc.net and click on LOGINwww.ilearnnyc.net Leverage existing DOE Login and Password (same as email account information) Principals and APs will be automatically added as “auditors” to all courses Students Navigate to www.ilearnnyc.net 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 29

30. www.ilearnnyc.netiLearnNYC Platform 30 Accessing the iLearnNYC Platform

31. www.ilearnnyc.net 31 Student Account Access LOGIN SCREEN

32. 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 32 Student Account Tool

33. Student Account Set Up/Recovery Part 1 33

34. Student Account Set Up/Recovery Part 2 34

35. Student Account Set Up/Recovery Part 3 35

36. Support Structure 36

37. 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  718 935 3075 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 2011-2012. 37

38. 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. 38

39. The iLearnNYC Help Desk How do I contact the iLearnNYC Help Desk? Phone: 718-935-3075 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 39

40. Technical Support Widget in iLearnNYC Platform 40

41. 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: http://nycizone.wikispaces.com iLearnNYC Help Desk will also direct you to these resources (718 935 3075) 41

42. 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) 42

43. 43

44. Question and Answer / FAQs 44

45. Contact iLearnNYC Help Desk 718 935 3075 Content – Liz Azukas (lazukas@schools.nyc.gov) iLearnNYC Implementation Managers – Director of Implementation, Tom Lynch (tlynch22@schools.nyc.gov) 45