How to create a Course Instance

A course instance allows for the creation of multiple sessions (Dates and Times) or rosters for one course.

After a Course is created, an instance or offering is required. Add an instance in one of two ways:

  1. After saving a course successfully a Pop-up window will appear prompting you to create a new course instance, click [Yes]
  2. From the Learning Object list Find the Course and Click View under the Class Count column. This will take you to the Instance list for this course. Click [New]

Each instance can have different settings.


Explanation of Fields:

  • Date and Time - Add the Date(s) and Time(s) for your classroom session. *Note: There are three ways to create multiple instances for a course. For in-depth overview please reference Multiple Date Header & Time Setup One Course Instance Manual”.
    Date Options- Additional method of adding Dates(s) and Time(s), Military time, Classes that start one day and end the next (night shifts), etc
  • Room - Select a desired room or location from the populated list
  • Max Students - A maximum number of students can be specified for this instance of this class. Students enrolling after the maximum has been reached will be placed on a waitlist if that option has been selected below. If waitlists are not included, the class will be shown as FULL
  • Min Students - The minimum students required for this class to run. Reports can be generated for all classes with below minimum students, so that they do not have to be cancelled at the last minute
  • Sign In/Out – The LMS supports badge readers – and the options can be selected from the drop down list
  • Registration Cut Off / Registration Cut Off Hours - These are used in conjunction  to select the number of hours prior to course start date that user enrollment is no longer allowed. 
  • Cancellation Cut Off / Cancellation Cut Off Hours - These are used in conjunction  to select the number of hours prior to course start date where user enrollment cancellation is no longer allowed. 
  • Test Take Type (classroom only) - Flexibility to determine when the test associated to the course will be available for students to complete. Three options: Start Time, End Time and Anytime
  • Instructors (classroom only)- Selecting "Add" will populate a list of all users belonging to the group “Instructors”. Search for and place a check next to the instructor(s) and select "Add User".  
  • Presenters (classroom only) - Selecting "Add" will populate a list of all users. Search for and place a check next the the presenter(s) and select "Add User". 
  • Guest Speakers (classroom only) - Text field to add users that do not have user accounts in the LMS. 
  • Status – Select from the dropdown list. Choices are Pending, Scheduled, Completed, Cancelled by User.
    •  "Completed" status closes the instance so no additional users can be added to the roster and it should no longer appear in the catalog. It does not automatically mark users on the roster so the approach would be to first review the roster and mark any users no show or cancel. Then you would go to the instance settings and mark it Complete to effectively lock or close the course.
    • Pending would have a similar effect in that it should not allow for enrollment, but it's typically used as the status leading up to a session being in Scheduled status and ready for enrollment.
    • Scheduled means the session is upcoming and available for enrollment.
    • Cancelled by user would be used if you decided to not hold the session.
  • Launch Date - Allows a course to be created, but only available for enrollment at a future date – If no launch date is specified, the available date is the date the course is created. Taking the course from a pending status to scheduled status
  • Enrollment Period (days) - The course enrolment will be made available to the user based on the number of days selected.  For example, 10  would indicate that the user will be able to access and launch the course for 10 days after their initial enrollment date.   Once the 10 days have passed the enrollment will be listed as expired and the user will no longer have access to launch the course. 
  • Subject Code- For certain webinars and instructor-led courses, instructors may give out a ‘code’ which will allow users/students to access the evaluation and/or assessment after they have completed the course
  • Expiration Date - The launch of the content, assessment and/or evaluation is prevented after this date
  • Notes - This is the area, where the class instance creator can add notes that will be emailed to all enrolled students and instructors associated to this class. *Note: Each time this field is updated after creation, students and instructors will receive email updates
  • Private Notes - Notes added here are only viewable to Instructors/Managers.  
  • External Webinar URL - Text area where URL links to External Webinars (ex. Google Meet, Zoom, etc.) can be added. 
  • Advertisement - This course will be shown in the catalog, calendar and search – and will allow the user to enroll. However, the course requires the administrator to activate the course for it to run. This feature is typically used where the administrator is not certain that there will be sufficient enrollment for this course, and only once there is, the administrator can activate the course and users will become actively enrolled at that time. Effectively if this flag is set, the course is for advertisement only pending sufficient enrollment
  • Featured - If this flag is turned on, it permits two options –
    1) An on-line course can be previewed from the catalog and search;
    2) If the WEB SERVICES API module is being utilized, the course can appear as a ‘featured course’ on the organization’s home (or other) page.
  • Prevent Transcript Launch - If this box is checked, each user that completes this course will not be able to launch this course again to review from the user “My Transcript” page. This will be very helpful if total number of licenses for online learning courses becomes a factor
  • Allow Reprint of Certificate - If the e-commerce module is implemented, and the administrator wishes to control the reprinting of certificates, these two fields need to be completed.
    1) Check to allow the reprint;
    2) Enter the cost that will be billed to the user’s credit card to reprint the certificate
  • Allow Extension, and associated cost - If the course has past the enrollment period, the course can still be enrolled in if this box is checked. An associated cost to permit this extension is available.
  • Allow Move (no shows) - If this box is checked, a user that has ‘no-showed’ for a class can move themselves to another class instance within the “My Courses” tab
  • No Show Charge - Enter a charge that will be levied to the user for such a ‘no-show move’
  • Cancellation Charge - Enter a charge that will be levied to the user for Cancellation of enrollment. 
  • Promo Price - If the EVENT module is implemented, a promotion price can be entered that will override the LIST PRICE of the course
  • Assignment Instance (Classroom only) - If selected, and associated Learning Object is added to an assignment, this course instance will be used as a placeholder for enrollments via the assignment scheduler.
  • Force Payment - If this box is checked, and the e-Commerce is installed, payment for this class must be made by credit card before enrollment will be confirmed.
  • Prerequisite during Launch - If this flag is set, the validation of prerequisites will be done during LAUNCH of the course, and NOT during enrollment.
  • Bypass Session Cap - If this box is checked, the system will not limit the number of students that can enroll for this class
  • Bypass Validation - If this box is checked, the system will not perform any validation during the enrollment process
  • Bypass Notification - If this box is checked, the system will not send an e-mail to the student that notifies them that they have been enrolled
  • Prevent Retake - If this box is checked, the system will not allow a user to re-enroll in this class
  • Bypass Date/Time Conflicts - If this box is checked, the system will not check to see if the student is enrolled in another class (or the same class) at the same time
  • Enable Multisession - If this box is checked, the system will allow enrollment in this class multiple times. This needs to be set on each instance to allow multisession across all or select instances.
  • Bypass Prerequisite - If this box is checked, the system will not check that all prerequisites have been met before enrolling this student in the class
  • Force Evaluation - If this box is checked, the system will not show the class as having been completed by the student, unless the student has completed an evaluation for the class.
  • Evaluation Start/End Days

    In addition to forcing or making an evaluation mandatory, settings for the Start and End Days control when users can complete the evaluation. These settings can work independently, or in combination. 

    To set a date range, enter a number of days in the textbox to indicate when a learner can complete the evaluation after meeting the other requirements of the course. Zero would be the day of the course or course completion. End days would be the number of days the evaluation is available to them after completing the course.

  • Evaluation from Transcript - If the evaluation is forced and the user does not complete the evaluation within the required date range, the evaluation becomes unavailable for the user to access or complete. If that field is checked, it will allow the user to access the evaluation from their transcript.
  • Force ROMS - If this box is checked, the system will not show the class as having been completed by the student, unless the student has completed their Related Object Management System (Objectives) for the class.
  • Include Waitlist - If this box is checked, the system will add enrollees past the maximum allowed for this session, to a waitlist. Moving students from the waitlist to the class, if spaces become available, is by default a manual process
  • Auto Transfer - If this box is checked, the next in line wait-listed person will automatically be transferred into the class if a space becomes available. 
  • Cap - The Cap value determines the maximum number of users that can be added to the waitlist. 
  • Email To - If an option is selected these identified audiences will receive enrollment emails in addition to the enrollee, i.e. Managers, Users and Managers and Others. If other is selected, place the appropriate email(s) in the field separated by a comma if more than one.
  • Authorize by Instructor Only - Course Instructors will be listed in the enrollment authorizer field when a user self-enrolls into the course instance. 
  • ByPass Authorization - If this box is checked, the system will not check for an authorizer to have signed off on this enrollment. If left unchecked, authorization will need to be given to enrollees before completion is permitted for the course, i.e. proctored courses.
  • Manual Availability - If selected, although the course is scheduled, it is not available for enrollment via catalog, calendar or search. Users that want to enroll will have to contact the administrator. The Admin will MANUALLY enroll them
  • Availability - Select a node(s) in the organization structure to make this course available ONLY to those users at the selected location(s).
  • Job Position - Ability to allow identified Job position(s) to view the course is they fall out of scope to view via Catalog, Calendar and Search.
  • Delegates - Ability to allow identified custom group(s) Delegate list to view the course.