Facilitator Job Aid Template-V6 · A Facilitator creates and edits sessions within an event, creates handout materials for sessions, manages the rosters and marks completions

Cornerstone: Learning Management

System

Facilitator Job Aid

SJC Cornerstone Support Team:

Phone: 281‐998‐6387 or Extension: 6387

Option 1 for Learning

Option 2 for Performance Management

Option 3 for Recruiting or Onboarding

Option 4 for all other questions

Email: [email protected]

Website: www.sanjac.edu/human‐resources

HR Facebook: www.facebook.com/SJCHumanResources

Updated: March 10, 2017

2 Cornerstone | Facilitator Job Aid Human Resources: Organizational and Talent

Development – Learning Technology

TableofContents

OVERVIEW .................................................................................................................................................................................... 4

FACILITATOR ROLE ...................................................................................................................................................................................... 4

WORKFLOW .............................................................................................................................................................................................. 4

FACILITATOR DISPLAY .................................................................................................................................................................................. 4

LMS TERMINOLOGY ................................................................................................................................................................................... 5

MANAGING EVENTS AND SESSIONS ............................................................................................................................................... 6

ILT TAB .................................................................................................................................................................................................... 6

MANAGING EVENTS AND SESSIONS PAGE ....................................................................................................................................................... 7

PROCESSING INTEREST TRACKING REQUEST ..................................................................................................................................................... 8

Steps: Interest Tracking .................................................................................................................................................................... 8

SEARCHING FOR A PARTICULAR EVENT AND VIEWING THE SESSIONS ................................................................................................................... 10

Steps: Searching for an Existing Event and View Sessions .............................................................................................................. 10

VIEWING SESSION DETAILS ......................................................................................................................................................................... 10

Creating and Editing a Session ....................................................................................................................................................... 11

SESSION PART ......................................................................................................................................................................................... 11

ADDING AN INSTRUCTOR ........................................................................................................................................................................... 12

Steps: Creating a New Session ........................................................................................................................................................ 13

Steps: Creating a New Session by Copying ..................................................................................................................................... 17

OLT CONTENT PREFERENCES ..................................................................................................................................................................... 17

MANAGING SESSION ROSTERS .................................................................................................................................................... 18

VIEWING A SESSION ROSTER ...................................................................................................................................................................... 18

ATTENDANCE AND SCORING ....................................................................................................................................................................... 19

Steps: Viewing a Session’s Roster ................................................................................................................................................... 19

ADDING USERS TO A SPECIFIC ROSTER .......................................................................................................................................................... 19

MARKING ATTENDANCE ON A SPECIFIC ROSTER ............................................................................................................................................. 19

Steps: Updating your Attendance ................................................................................................................................................... 20

REMOVING A USER FROM A ROSTER ............................................................................................................................................................ 20

Steps: Withdrawing an Attendee from a Roster ............................................................................................................................. 20



Steps: Managing a Session Waitlist for a Particular Roster ........................................................................................................... 21

FINALIZING A ROSTER ................................................................................................................................................................................ 21

Steps: Marking a Roster Complete ................................................................................................................................................. 21

REPORTS TAB .............................................................................................................................................................................. 22

ENROLLMENT SUMMARY REPORT ................................................................................................................................................................ 23

Steps: Running an Enrollment Summary Report............................................................................................................................. 23

ONLINE TRAINING STATUS SUMMARY REPORT ............................................................................................................................................... 25

Steps: Running an Online Training Status Summary Report ........................................................................................................... 25

SEARCHING FOR USERS TRANSCRIPT ................................................................................................................................................. 26

Steps: Searching for Users Transcript ............................................................................................................................................. 26



OverviewFacilitatorRoleYour role in this system is to control aspects of the Learning Module. In the Cornerstone system, Events are templates

for Instructor Led Training or Online Training courses that contain general information about the course, such as the

description, the objectives, and the subjects. Scheduled instances of an event are referred to as Sessions. Sessions

include a date, time, location, and instructor.

A Facilitator creates and edits sessions within an event, creates handout materials for sessions, manages the rosters and

marks completions. A Facilitator can also look up a user’s transcript information and run reports that summarize the

user’s learning progress.

Each Department has a least one Facilitator and one back up Faciliator.

Workflow

FacilitatorDisplay



LMSTerminologyIn order to better understand this new system you need to know some of the terminology this system uses.

Term Description

Curriculum Curricula are comprised of multiple learning objects which are part of one program and

can include tests, external courses, online learning, instructor‐led training, postings, tests,

evaluations and more to allow for a blended learning experience. Once assigned, curricula

appear within a user’s transcript to be managed.

Event Instructor‐led training courses. An example of an event could be "Introduction to Public

Speaking". Because there are typically many instances of one course held at different times

and locations by different instructors, every event can occur at a variety of times and

places. In the system, these scheduled instances of an event are referred to as sessions.

Learning Objective A learning objective (LO) is the training goal indicator for each session within the system.

Learning Objective ID A learning objective ID (LO ID) is a 32 character alphanumeric code that acts as the unique

identifier for learning objectives within a portal.

Sessions A specific scheduled instance of an instructor‐led training event. For example, if there is an

"Introduction to Public Speaking" event, then there may be a session that occurs once a

month if the training event is available on a monthly basis. Sessions can have multiple parts

if the session occurs across multiple days, such as a week‐long training.

Subject Helps categorize training by topic. This makes it easier to search for and identify training.

Subject Area A broad category of training (for example, “Business Training” or "Technical Training").

Subject areas contain training Subjects.

Transcript Displays and manages all training for a specific user.



ManagingEventsandSessionsILTTab

This tab is used to control Instructor Led Training. In the Cornerstone system, Events are instructor‐led training courses

that contain general information about the course, such as the description, the objectives, the vendor, and the subjects.

Events can be held at different times and locations by different instructors. These scheduled instances of an event are

referred to as Sessions.

Each Facilitator will create the sessions for their area within the Cornerstone system. The

Facilitator will also manage the sessions and rosters for their events.



ManagingEventsandSessionsPageThe Manage Events and Sessions sub‐tab allows you to find events and create sessions for them. You can also check

waitlist, except requests and track down users that are interested in events that have sessions scheduled.

Functions:

Waitlists Provides a list of waitlisted users.

Exception Requests Provides a list of users that are requesting session enrollment.

Interest Tracking Opens a search screen to find users that expressed interest in an event.

Search for an Event Allows you to search for a particular event.

Event Search Results Displays a list of keyword search results.

View Sessions Opens a list of sessions for that event.

Create New Event Creates an active event.



ProcessingInterestTrackingRequestThe Manage Events and Sessions sub‐tab allows you to track down users that are interested in events and need sessions

scheduled. Please make sure to monitor Interest Tracking on a regular basis.

Steps:InterestTracking1. Click the ILT tab > Manage Events and Sessions. 2. Click the Interest Tracking button to display the Event Interest list.

3. Search the Event Interest list to find users that expressed interest in an event you offer.

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4. To process the request click on View under Interested Users.

5. A detailed list of interested users will display.

Interest Tracking Opens a search screen to find users that expressed interest in an event.



6. The request can be moved from Current to Past Request by selecting the delete button available under

Options. After the requested session is scheduled or the interested user is notified when the session will be

available.



SearchingforaParticularEventandViewingtheSessionsIn order to create and edit sessions, you need to find the event itself. Under the ILT tab’s Manage Events & Sessions

screen you will find a search screen for events. Click on the Search button with no criteria entered if you want a list of all

events available. Otherwise type keywords for event name, subject, vendor or locator number to find an exact event.

Steps:SearchingforanExistingEventandViewSessions7. Click the ILT tab. 8. Type a keyword in one of the event search criteria boxes. 9. Click Search. 10. The results of the search will show below. 11. Click the event’s View Sessions button.

ViewingSessionDetailsIt is helpful to think of sessions as scheduled instances of instructor‐lead training courses or indivisual occurences of

Events. Sessions hold more specific data, including the times, locations, instructors and resources for specific course

instances.

Functions:

Search Use to view sessions that are Tentative, Approved, Completed or Cancelled‐ or‐

search by Session Number or Locator #.

Create New Session Use to create a new session within an event.

Edit Session Use to make changes to the existing session.

Copy Use to create a copy of a session.

View Roster Use to view and manage a session’s roster.

Details Use to view all session details.

Cancel Use to cancel a session.



CreatingandEditingaSessionYou can create as many sessions as you need under a particular event. To create a new session you will need to fill out

five sections including Parts Schedule, Details, Availability, Emails, and Summary.

The session details section has optional details you can populate. If you need to create multiple sessions for an event,

you can save time by using the copy feauture to copy an existing session and make minor changes, instead of creating a

new session from the beginning.

SessionPartA session can be divided into multiple parts. These parts can have a different location, start/end date and time,

instructor, etc… Dividing a session into individual parts works well if users need to attend a session that meets several

times before they can get credit for completing the session. The advantage of Session Parts is the user will only have one

line item on their transcript althought they actually attended multiple parts.

Cornerstone will allow you to designate how many Parts need to be completed in order to mark the whole session

complete. This is found under the Details section.



AddinganInstructorAdding an instructor to a particular session is not required but does help the instructor manage their scheduled training

sessions. When you add an instructor, that instructor can use the feauture called View Your Sessions to view all sessions

where they are marked as the instructor. Also, assigning instructors to sessions will enable Admins to run reports based

on particular instructors. Sessions can have multiple instructor designations.



Steps:CreatingaNewSession

1. Click the ILT tab. 2. Search for an existing Event. 3. Under the Search results list, find the Event name and click on View Sessions button. 4. Click the Create New Session link. 5. Under the Schedule Wizard:

a) Choose how often Session Occurs.

b) Choose Start Date.

6. Click Next.

7. Under the Parts Schedule.



a) Type the Session Name in the Name Box.

b) Type a description (optional but it displays when the user searches for that session).

c) Click on Location Select icon to choose a campus/specific room (required).

d) Facility Details will display. Do not check Confirmation Required box.

e) Click Done.

f) Click Add Instructor to select a specific instructor (you can have multiple instructors).

g) Instructor Details will display. Do not check Confirmation Required box.

h) Click Done.

i) Choose a Start Date and End date.

j) Choose a Start Time and End time.

k) Time Zone is auto‐populated.

l) Part Break (do not use).



m) Click Save Part.

8. Click Next.

9. Under Details:

a) Type your Session ID in the Session ID box.

Follow Sessions ID standarization:

(example: STSU 4143)

b) Type the Credits.

c) Required Training Approvals (optional).

d) Required Completion Approvals (optional).

e) Training Contact auto‐populated but can be update as necessary.

f) Choose Registration options such as Minimum and Maximum Registration.

g) Choose Waitlist Options.

h) COST (do not use).

i) Choose Prerequisites (optional).

j) Pre‐Work (optional).

k) Post‐work (optional).

10. Click Next.

11. Under Availability:

a) Click the Select Criteria drop‐down list.

b) Click and select a specific Organizational Unit (i.e. All employees)

c) Add.

d) Click Next.

e) Emails (auto‐populated).

f) Pricing (do not use).



12. Under Summary:

a) Check to make sure all options are set up.

b) Click Save.



Steps:CreatingaNewSessionbyCopying

1. Click the ILT tab. 2. Search for an existing Session by typing a keyword and click Search. 3. Find the session and click the View Sessions icon. 4. Click the Copy icon.

5. Click the Edit button to change date, time and location.

6. Enter Start Date and Time.

7. Enter End Date and Time.

8. Click on Location link to change the location.

9. Click on the Instructor link to change the instructor.

10. Click Save Part.

11. Click Next to make changes to Details screen.

12. Click on Next.

13. Click Next to make changes to Availability screen.

14. Under Availability.

a) Select All employees from the drop‐down menu.

b) Click Next.

15. Review Summary.

16. Click Save to finish the copied session.

OLTContentPreferencesThe recommended WBL publishing/packaging is either SCORM 1.2 or SCORM 2004 v.3 per Cornerstone. Course testing is

available via the SCORM Cloud. This is an industry standard online course testing platform available to everyone.

Navigate to https://cloud.scorm.com. Sign in, upload a course package, and launch it in order to test any issues you may

be having.



ManagingSessionRostersRosters are used to manage a track session attendance and completion information about a particular session. You can

only manage the rosters for the sessions where you are listed as the Facilitator.

ViewingaSessionRosterWhen the Roster tab opens, notice the two tabs: Roster and Attendance and Scoring. Each tab has specific functions

related to roster management.

The Roster tab will allow you to perform general registration functions such a Withdrawing Users, Managing the

Waitlist and Email users.

The Attendance and Scoring tab allows you to update the attendance and finalize the roster.

Actions Links The Roster Action links allow you to Print‐Sign in sheet, Email Registered

Users, Add Users as well as other common roster functions.

Session Status The Session Status indicates whether the session is Tentative, Approved or

Complete.

Schedule Select the Expand button to view your class information.

Roster Table Shows a detailed list of users enrolled in the session. Under the Options

column you have abilities to add comments, view history, and withdraw

specific users.

Attendance and Scoring Tab This tab gives you the ability to update attendance and scoring as well as

finalize the roster.



AttendanceandScoringThis tab gives you the ability to update the attendance and scoring as well as finalize the roster.

Steps:ViewingaSession’sRoster

1. Search for the Event.

2. Click on the Event’s View Sessions button.

3. Click on the Session’s View Roster button.

AddingUserstoaSpecificRosterThe Add Users action link allows you to register new users into the session. Selecting this link will open up the proxy

enrollment page from which you can assign the session to any users.

MarkingAttendanceonaSpecificRosterBefore you can finalize a roster, you will need to update the attendance. The Attendance and Scoring tab will allow you

mark attendance and record a score if applicable.

Please note that attendance records need to be reflected accordingly. If you have employees listed on your roster but do

not attend training: Do not remove employee from roster. We need to leave them on roster and mark as “No Show.



Steps:UpdatingyourAttendance


2. Click on the Event’s View Sessions button.

3. Find the session and click on the Session’s View Roster button . 4. Click on the Attendance and Scoring tab.

5. Mark the user’s attendance by click in the box to add a checkmark. (leaving it blank marks them as a no

show)

6. Click on Save to update the attendance and Submit Roster to finalize the roster.

RemovingaUserfromaRosterWhen you are viewing a particular session roster, you can turn on “Show Withdrawn/Deleted Users” to filter the roster

list. When you withdraw a user from the roster you must choose a reason for the withdrawal and then submit the

request. *Remember that this is NOT reversible.

Steps:WithdrawinganAttendeefromaRoster


2. Click the Event’s View Sessions button.

3. Click on View Roster button. 4. Find the user you wish to withdraw.

5. Click on Remove User icon.



6. Select a response from the drop down list.

7. Click Submit.

Steps:ManagingaSessionWaitlistforaParticularRoster


2. Click on the View Sessions button.

3. Click on the View Roster button. 4. Click on Waitlisted action link.

5. Select a response.

6. Click Process Responses.

FinalizingaRosterOnce the attendance has been updated, you will need to click on the Submit Roster button to submit the final session

report. Cornerstone will confirm that you want to submit the final roster. Cornerstone will also remind that your roster

submission is being processed. Generally, this will take approximately 15 minutes to update the system with the new

transcript information.

Steps:MarkingaRosterComplete


2. Click on the View Sessions button.

3. Click on View Roster button. 4. Click on the Attendance and Scoring Tab.

5. Update Attendance as needed.

6. Click the Submit Roster button.



ReportsTabThe Facilitator can run a variety of reports under the ILT or Training sub‐tabs. Reports are based on which filters you

choose. Some filters are required, Cornerstone will not run the report until you set the filter. You can display the report

on the screen, create a printable version, or export the report to Excel.

The following reports are located under the ILT sub‐tab in Reports:

Report Description

Enrollment Summary Displays summary information for Instructor Led (ILT) sessions.

Interest Tracking Views events which users have expressed interest in.

No‐Show Displays session where one or more students did not attend the required number of

parts. Allows you to view a detailed list of no‐show employees.

Request Status Summary Displays a summary list of requested training.

Session Cancellation Displays a list of cancelled sessions, including the reason for cancellation.

Session Withdrawal Displays a list of employees who registered for sessions and later withdrew their

registration, including the reason for withdrawal.



EnrollmentSummaryReportThis report will show the summary information for Instructor‐Led Training (ILT) sessions.

Steps:RunninganEnrollmentSummaryReport1. Click the Reports tab, Standard Reports.2. Click the ILT sub‐tab. 3. Click on Enrollment Summary.

4. Select the Date Filters and Advanced Filters you need.

5. Select Printable Version, Export to Excel or Export to Text to run the report.



The following reports are located under the Training sub‐tab in Reports:

Report Description

Content Provider Summary Displays training title summary per provider.

Curriculum Displays specific curricula data.

Enterprise Past Due Training Displays past due training.

Incomplete Divisional Training Displays training not completed with 30, 60, 90 or 120 days of registration in

your division.

Incomplete Training Displays training not completed with 30, 60, 90 or 120 days of registration.

Level 1 Evaluation This report displays summary information for Level 1 Evaluation response

data for the current default evaluation. The date criteria filters your results

based on an evaluation completion date range.

Level 2 Evaluation Compares pre‐training and post‐training test scores.

Online Course Attempts Report Online Course Attempts Report.

Online Training Status Displays status and progress information for traceable online training.

Required Classes Completion Displays registration and completion information for required classes by

position. Results may be summarized by employee or by training.

Survey Displays summary information for surveys.



OnlineTrainingStatusSummaryReportThis report will show the training status details for requested users. It will display such details minutes to completion

and their assessment score.

Steps:RunninganOnlineTrainingStatusSummaryReport1. Click the Reports tab, Standard Reports. 2. Click the Training sub‐tab. 3. Click the Online Training Status Report.

4. Under User Criteria, click on Select Criteria drop down list and select an OU.

5. Click the Pop Up icon to search for a particular OU.

6. Type in the keyword box the name of the particular OU and click Search.

7. Click Add.

8. Click Done.

9. Under Advanced Criteria,

a) Select Do Not Summarize or Summarize by Employee.

10. Select Printable Version or Export to Excel.



SearchingforUsersTranscriptThe Global Search box can be used to view Users and their transcript information.

SearchingforUsersTranscript

TheGlobalSearchboxcanbeusedtoviewUsersandtheirtranscriptinformationSteps:ViewingaUserTranscript

12. Use the Global search box to find the User. 13. Type the User Name in the search box.

14. In the search results, click on the User Name to view details about that User.

15. Click on Transcript to display a detailed view.

16. Use the Transcript to view training activities: a) Active is displayed by default. Displays pending training(s).

b) Select the Active drop down menu to display Completed trainings.

c) View Training Details displays the training details. Including the completion

date and status.

d) Options will allow you to Export Transcript to PDF, Print Transcript or Run a

Transcript Report.

Documents

Facilitator Job Aid Template-V6 · A Facilitator creates and edits sessions within an event, creates handout materials for sessions, manages the rosters and marks completions