Creating and Managing Learning Opportunities, Registrations & Rosters Accessing MyPGS & Course Administration Functions .................................................. 2 Step 1: Create a New Learning Opportunity .................................................................. 3 Step 2: Manage Your Course Settings ............................................................................ 7 Step 3: Create Course Section(s) .................................................................................. 12 Step 4: Manage Section Settings ................................................................................. 14 Step 5: Registration and Roster Management............................................................. 17 Step 6: Final Steps – Awarding Credits ........................................................................ 21 Requesting School-based ESE Credits .......................................................................... 23

This manual and other useful information for facilitators and course creators can be found on the Facilitators Resources page of the Professional Learning & School Improvement website: http://myvolusiaschools.org/professional-learning/Pages/FacilitatorResources.aspx

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Accessing MyPGS & Course Administration Functions TO ACCESS MyPGS Go to the Volusia website www.myvolusiaschools.org and click on the staff icon. Under the staff icon, scroll down to the staff links and click one of the two MyPGS links: • MyPGS - (VCS employees at work only) • From home access MyPGS through the VPortal

TO ACCESS COURSE ADMINISTRATION FUNCTIONS, click on either the Administration tab or the Course Management tab.

Then, in the Applications block, click on Course Administration.

From the Course Administration link, you will Create New Learning Opportunities and Manage Learning Opportunities. Click the Create New Learning Opportunity link to create a new training opportunity you have not offered through My PGS in the past. Click the Manage Learning Opportunities link to manage your existing courses and course rosters.

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Step 1: Create a New Learning Opportunity 1.1

From the course administration link click on create new learning opportunity.

Then select Instructor Led Course.

Note: Use of the Self-Paced Learning Opportunity requires assistance from the PD office. Always choose Instructor Led Course, even if it is a self-paced or Moodle course. 1.2

Type in your Course Title. Tip for creating a course title: Using the subject area or content area in the course title will make it easier for the end user to search. It may also benefit you to include a target audience.

1.3

Select the Course Provider: • Face to Face/No Moodle • Moodle (Online or Blended) Below is an explanation of these two options.

INSTRUCTOR-LED Course Provider Types: Face to Face / No Moodle This option would be selected when the training is face-to-face only and you do not want to utilize Moodle and the online course features it provides. Moodle (Online or Blended) Select this option for training in which you want to utilize Moodle, the platform for online learning. This option would be used for online courses, a blended PD activity (face-to-face and online), or to use Moodle to complement face-to-face training with online follow-up and collaboration activities. Important Note: Once you have selected a Course Provider Type and created the course it cannot be changed.

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1.4

Choose a Component: All professional learning must have a component identified from the Districts’ Master In-service Plan (MIP). Select, from the drop-down list, a current MIP component with goals and objectives that correspond to your professional learning activity.

Components are listed in numerical order. A current list of components can be found on the Facilitator Resources page of the Professional Learning & School Improvement website http://myvolusiaschools.org/professionallearning/Pages/FacilitatorResources.aspx. If there is not a current MIP component appropriate for the course you are creating contact the Professional Learning office for assistance. After selecting a MIP component, the component details (course goals and objectives) will populate the fields below the Course Title.

1.5

Scroll down past the component information and enter the following: First, enter the number of credits for this PD. Second, from the drop down, select whether the PD activity will result in In-service Credit, Training Hours, or ESE Points (see following descriptions).

Third, ONLY check the bankable box if credits for this training are bankable (see following information).

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NOTE ABOUT BANKING: ONLY ESOL Endorsement, Reading Endorsement/reading strategies, and approved ESE workshops are bankable. Please make sure you do not check the bankable box if the training is not bankable. If you are not sure, contact the PLSI Department. In-service Credits • Target group: instructional and/or instructional leaders. • PD that is focused on improving instructional practices and/or leadership practices that impact student learning. • In-service credits are used for certificate renewal.

Training Hours ESE Points • Target group: primarily non• Training provided by the district ESE instructional; may be departments which meets the instructional, if training is recertification requirement for informational. Teaching Students with Disabilities. • Targeted at improving job skills • Any school-based ESE training must and/or compliance issues that be pre-approved by the Professional require tracking. Learning & School Improvement Department. • Training hours may be used for career ladder evidence. • Training hours may be “0” value. • Training hours are not used for certificate renewal. All credit types should follow state PD protocol guidelines for planning, learning, implementing and evaluating PD.

1.6

Complete the general objectives and specific objectives for this training. This information can be copied and pasted from the component information that populated when you selected the component. Scroll up to the component information, highlight the general objectives, right click to copy, and then paste in the general objectives text box. Then edit the general objectives, as needed. Do the same for specific objectives, and edit as needed.

1.7

Enter the implementation and evaluation activities you have planned for the PD activity. All professional learning must provide participants an opportunity to implement what they learned into their professional practice and evaluate the impact on their practice. See example on next page. Add any notes about the training that you want to include. See following tips for implementation and evaluation activities. Tips for Implementation and Evaluation Activities: Here is an example of implementation and evaluation activities that incorporate the use of the Professional Learning Implementation and Evaluation Evidence. This guide can be accessed from the Facilitator Resources page of the PLSI Department website: http://myvolusiaschools.org/professional-learning/Pages/FacilitatorResources.aspx

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1.8

Select the PD Participant Evaluation.

1.9

Check if you want participants to be able to enroll in multiple sections of this training. 1.10 If you have access to multiple MyPGS offices, make sure you are in the correct office. Leave the Archived box unchecked. 1.11 Click the Create Instructor Led Course button.

You have just created your course! Now it is time to manage your course settings.

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Step 2: Manage Your Course Settings 2.1 Course Settings

After creating a new course, the page returns to the Manage Course page. The next step it to identify the SETTINGS for the course in the upper right corner of the page. In the following steps you will identify: • Availability • Demographics • Align Rubrics

2.2 SETTINGS: AVAILABILITY

Availability determines who will be able to view the learning activity in the MyPGS course search. Availability is based on the users work locations. You may choose to make this learning opportunity available to users at all locations or to users based on their work location, a location category, or both. The system defaults to making it available to users at “All Locations”. If you want the PD activity to be accessible to users at all locations then leave this setting “as is” and go on to 2.3 Settings: Demographics. To set specific locations, click Set Locations. When this page first opens the location options are greyed and not active. Click on the Add button to access locations.

Now from the Select Type drop down choose either School Type or School. • Select School: School Type: If you want the PD activity to be available to all users at schools/locations in one of the categories listed (for example, all elementary schools, all alternative education sites, etc.). Select School Type to make it available to all schools/ locations in any of the following categories: AS = Alternative Sites CH = Charter Schools DP = Departments EL = Elementary Schools HS = High Schools K8 = K8 Centers MH = Middle/High Schools MS = Middle Schools NE = non-employees SC = Special Centers Test = for training only Click on the targeted school type from the drop down list.

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•

• •

After you have selected the school type click the Add button. To set multiple school types click Add after each selection. Click Done when finished.

School: If you want the PD activity available ONLY to users at specific schools or departments. To make the offering available only to selected schools, use the drop down arrows and select: 1. Select Type: School 2. School Type: Select the school type that describes your target group. 3. School: Click on the targeted school(s).

• To set multiple locations click Add after each selection. • Click Done when finished.

NOTE: The course default is set to All Locations. If you enter the “set locations” area and then do not select any locations – your course availability will change to No Locations Set and your course will not be visible or available for registration.

2.3 SETTINGS: DEMOGRAPHICS This optional setting identifies the target group for the PD activity. Demographics may be set as required, recommended, or you may restrict Demographics. Examples: • Required – Be careful when setting REQUIRED demographics. Any required training offered after hours will require payment for teacher participation. Professional Learning & School Improvement July 2016

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• •

Recommended – Curriculum Maps may be recommended for all K-12 instructors. Restricted – Teachers or Instructional personnel may be restricted from registering for HR training for Office Specialists. If you choose not to set Demographics skip to 2.4 Settings: Rubric.

Begin by clicking on the Set button to the right. There will be three choices of employee groupings from which to choose: Administrative, Instructional and Support. Within each of these you will find a listing of job roles.

Select the Employee grouping that will be in your target group and click the Enable button. Then click Set Demographics to expand the options.

• • •

Click on the + next to the appropriate grouping to expand the options. Expand further to view additional job titles that you wish to include in your target group. After selecting the demographics click the Save button at the bottom of the page on the right.

Follow the same process for setting the required, recommended or restricted demographic criteria.

2.4 SETTINGS: ALIGN RUBRICS Professional learning activities for instructional personnel should be aligned to the Framework for Teaching evaluation competencies. Adding this setting allows the end user to search for professional learning activities to support their professional growth in any of the 22 components in the Framework. Professional Learning & School Improvement July 2016

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Click on Align Rubrics.

From the list in the drop down select the Danielson Framework and click GO.

Danielson Framework

NOTE: At this point the only rubric that is linked to the search tool is the Danielson Framework. Therefore, this is the only option that should be selected.

Now select the Framework for Teaching Components that align to the PD activity by checking the box to the left of each Domain and/or Component.

After selecting the components click on Align to Elements.

On the following page leave everything “as is”, scroll to the bottom and click on Save Values.

• •

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Review your selections and Edit if necessary. Click Done when complete.

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Course Settings The selected settings are now displayed in the Settings block on your course page.

You have just completed the process for creating a course. Your course should now specify:

• • • • • •

the course title course description (general and specific objectives, implementation, and evaluation) number of credits location target group or demographic alignment with evaluation competencies.

Now that your course settings are completed, it is time to create the section or sections (the actual class).

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Step 3: Create Course Section(s) 3.1

The next step is to create section(s) for your course. You must have a section created in order to have a course offering. Sections are created for all professional learning activities in MyPGS. Section information includes a section title, beginning and ending dates, time, location, registration window, number of participants, waitlist limit, etc. A course may have only one section or it may have multiple sections. The number of sections you create depends on the number of times you are offering the same training (same course title, same course description). Below are a couple of examples. •

The course in the example below, MyPGS Training is a 3 hour face-to-face training. This training was offered six times - different dates, different times, and different locations. A section has been created for each time it is offered. Six different sections were created for the course: MyPGS for PD Facilitator.

• 3.2

Another example, Clinical Education Training, is a four-day training that is offered 3 times during the year: fall, winter and spring. A section would be created for each 4-day offering of this training. To create the Section(s), scroll to the bottom of the Manage course page and click New Section.

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A new section page will open. Enter your SECTION information in the various editable fields. See following information: Section Title Attendance Max Participants Min Participants Allow Waitlist

Max Waitlist Size Start & End Dates and Times

Complete by Due Date End of Registration Date Waitlist Cutoff Cancel Deadline Release Section Now

Same name as your course or possibly add a more defining title with it such as West side or East side or Session 1 or Session 2. This will set up the section sign-in sheets. The system allows a learning opportunity instructor to mark section attendance once a day or twice a day. The sign-in sheets will print your choice. Set to how many participants you want in the class. This will default to “1”. It MUST be set to at least one or no one will be able to register. Select this checkbox if you want to allow people to join a waitlist once a section reaches its maximum number of participants. The waitlist will include participants in the order they register, and can be managed in conjunction with the section roster. Participants will be notified when they have been moved from wait list to registered status. The waitlist size defaults to 10. You can change that number if you want more or less on the waitlist. You probably don’t want 50 people waitlisted for a workshop that is only set up for 10 participants to begin with. Use the calendars to select the Note: Even though you are defining dates and starting date and end date for times here – you will still need to configure dates this section. Note: If you are and times in your next step when you go to using Moodle, the Moodle will manage your section. be available during these dates. This should be a date after the workshop ends whereby participants must show evidence of implementation and evaluation. You decide when you want to close registrations. You decide when you want to close the waitlist. Optional - Be careful with this. If you set a cancel by date and you have not met your enrollment settings, the system will automatically cancel your workshop. You may choose to release to the PD Calendar now or you may select a date and time when you what the activity released.

NOTE: Your workshop will not show up for anyone to register until it is released.

Location/Room Number Street Address & State

For example: University High Room 3-101 Filling in this information will allow registrants to be able to Google Map the location.

Budget Codes

If using funding for this PD, select a funding source and then provide an estimated amount.

After completing the information above click on CREATE. You have now created your section, but you are not done yet. Just like when you created your course you had to them manage your settings, now you will need to manage your section by setting dates and times and instructors or contacts.

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Step 4: Manage Section Settings 4.1

Manage Settings Scroll to the bottom of your section page to see the buttons will need to finish setting up your section and roster.

4.2

Manage Instructors

you

Note: An instructor and/or registration contact must be added to every section. The person(s) added here will receive system notifications and provide a contact name for participants during the registration process. Make sure that you ALSO add the name(s) of those managing the PD activity in My MyPGS in case our office needs to contact the course creator. Click the Instructors button to identify the instructors/contacts for this particular section of the learning opportunity. Return here to change instructors previously selected.

Enter partial first and last name and click on Find User. (Entering the partial first and last helps if you are not sure of the exact spelling of a name.)

Select the checkbox beside the desired individual and click Add User(s) at the bottom of the page. Repeat to add additional instructors.

Then click DONE. Next you will manage your class times.

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4.3

Manage Class Times (REQUIRED) Even though you set a begin and end date and time when you first created your section, you still need to configure your dates in order to be able to print a sign-in sheet or mark attendance. Click on Manage Class Times:

Click on Add New Day

The system will automatically add the first date and time of your workshop. If you have a multi-day workshop, continuting adding day’s and change the date and/or time for each additional day you add. If you released your section, your PD activity should now be available for registration in the My PGS catalog. When you advertise your professional learning activity provide the course title, section number and section title. This will help participants search and register for the PD activity.

Note all Class Times are now reflected in the section information. Check to be sure the PD activity is posted and available in the My PGS catalog. 1. Go to the Search PD tab at the top of the MyPGS home page. 2. Enter a keyword from your course title or course/section # in the search field and click “Search”. 3. Your PD activity will display. 4. Note: You may not be able to view the PD activity when searching if you are not included in the availability location or demographic group set.

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4.4 After you have created your learning opportunities (course and sections) you may need to return and change or update information. To do that being at your Administration tab, then click on Course Administration and then Manage Learning Opportunities. From your MyPGS office your courses are accessible.

Click on the course Action drop-down to complete any of the following: • • • •

Edit: to edit course information Manage: to edit course settings (availability, demographics, rubric alignment) View: to view course information Sections: to access sections to edit, view, or manage the roster

To edit your section information first go your course and click on sections. Then click on the section Action drop-down to complete any of the following: •

Edit: Return to the section fields to edit section information.

•

Manage: Access to manage and/or edit instructors and class times.

•

View: View the section information and print out in PDF format.

•

View Status: Click here to see which participants have completed the PD evaluation.

•

View Roster: Access to the roster for registration and awarding in-service credits.

•

Navigate Section: If you created your course to include a Moodle, this link goes directly to Moodle, the online component attached to this professional learning activity.

•

Cancel Section: You may manually cancel a section; when you select this option participants will receive an email notification that the learning activity has been cancelled.

•

Copy: Create a copy of the section.

•

Delete: The entire section may be deleted. Prior to deleting a section all of the users on the roster must be removed.

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Step 5: Registration and Roster Management 5.1

Accessing your Roster From the Administration Tab, click on Course Administration, and then Manage Learning Opportunities. For those of you with access to multiple MyPGS offices, be sure you are in the correct office, if not, change your office name and click GO. Find your course and use the course drop-down list to access your sections. Click on the section’s drop-down list and click on View Roster. From the Section Roster you can manage the registrations and waitlist, add learners, send emails, edit attendance, print sign-in sheets and assign in-service credits or training hours. In the following pages we’ll walk through each of these tasks.

The roster view can be customized. Check next to the boxes to select which columns to display.

5.2

Adding Individual Learners The registration process in My PGS, including withdrawals and waitlist, is automated, allowing participants to register and/or withdraw themselves in professional learning activities. However, there may be situations in which you choose to enroll course participants. The steps that follow show how you can Add Learners by individual learner information, location or demographics. To add an individual learner, click on the Add Learner button.

Type in partial first and last name and click on SEARCH.

• • •

From the list of names, click Check to Add in the box to the left of the user’s name. Check if you want a confirmation email sent to the participant. Then click Add User(s).

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5.3

Add Leaners Based on their Work Location Click the Add Learner tab. • Next to Location, use the drop-down arrows to select: o Default State; Default Region, VCS.

Then, select the school type . . .

. . . and then select the specific school. Click Search.

A list of all learners at that location will display. Select All or select each user you wish to add.

After making the selections click to Add Users.

If there is more than one page, you will need to select all on one page and add, and then go to page 2 and select the rest and then add. 5.4

Add Learners Based on Demographics

Click the Add Learner tab; then click the Select Demographic button.

5.5

Expand to select the desired demographic and click Save when done.

Withdrawing Participants To withdraw a participant, click on the action button by their name in the roster. Choose remove from roster. Note - This will send the participant a withdrawal notice.

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5.6

Removing Participants

To remove participants click on the Remove Participants tab. • Check the box to the left of the participant’s name you wish to remove. Users on the wait list are listed below. Note – this will not send a notification email unless you tell it to. • Check at the bottom if you want them to receive an email notification that they have been removed. • Click Delete.

5.7

Wait List

• • • • • • •

5.8

The wait list feature in MyPGS is automated. When you set up your section and opt to have a waiting list, participants will: Be automatically placed on the waiting list and receive an email notification. Be automatically moved to an available slot, first come first served, when someone withdraws and space is available. They will also receive an email confirmation. However, you may manually move participants from the waiting list status to registered status if you need to. Click the Waitlist tab. The list of all participants on the waitlist will display. Click Register next to the participant’s name you wish to move from the waitlist status to “registered.” That user will now be listed on the Section Roster.

Name Tags Click on the Name Tags tab to export the names on your Roster to print name tags and table tents. You will be prompted to select an Avery label or table tent.

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5.9

Sign-in Sheets

Select the Sign In Sheet tab. Click on the Print button to print sign-in sheets.

If the section has multiple dates, click on the arrow to advance to print sign-in sheets for additional dates.

5.10 Email All Click the Email All tab to email all or selected users on your Section Roster and/or Wait List.

Be sure to include the course title or section # in your email. Also, be sure to cc yourself so you will have a copy of the email.

When you are done click on the SEND button. The next section includes the steps to close our your roster by awarding points and locking records. This will be your final step.

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Step 6: Final Steps – Awarding Credits 6.1 FINAL STEPS – AWARDING CREDITS The following steps are required to finalize your professional development offering: 1. record attendance 2. manage credits 3. update registration status 4. lock all roster records

TIP for working in the roster, Attendance, or Manage Credits page – it helps to change the number of records you see per page.

Note: You will receive automated email reminders through the My PGS system until these tasks are completed.

6.2 Record Attendance

Check the box for each person who attended each date. 6.3 Manage Credits

If you set up your course properly, the credits should already be the same number as you determined when you created your course. If a participant earns less, you will need to manually change the number of points. Click on Manage Credits and change the number of credits for those who did not earn the full amount. 6.4 Update Registration Status

For each participant, change their registration status to either Completed, Incomplete, Requested Withdrawal, NS (No Show), or N/A. You can change one by one, or change all at one time:

Be sure to change the registration status for everyone. No one should be left with a “registered” status. Professional Learning & School Improvement July 2016

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6.5 Last Step – Lock all records You can use the lock all button on the dark gray bar to lock all records at once.

You have closed out the section. If you will be offering additional sessions of this course leave the course where it is. If not, you may want to archive the course so that it is not showing iin your list of courses. To archive your course, to to your course and click on Manage. Then click on edit scroll down and check the archive button at the bottoms and SAVE CHANGES.

The course will then move to your archived tab. You can easily move it back by un-clicking the archive button. It will return to your Courses tab.

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Requesting School-based ESE Credits Designing School-based Professional Learning Opportunities for ESE Credit (Teaching Students with Disabilities) If you would like to provide a school-based professional learning opportunity that is specific to the instruction of students with disabilities, here’s what you need to do BEFORE you hold the training: 1. Create a new course in MyPGS (choose any component, we will add the correct component if approved). 2. Include the number of hours of the training, the general and specific objectives of your training, and your implementation and evaluation expectations. 3. Create your section - DO NOT ADD participants to the roster at this time. 4. Email your course number to Alice Partlow. Your course will be reviewed by the Professional Learning & School Improvement Department and FDLRS. Once approved by our office you can then add or allow participants at your school to register. It is important to know that in order to qualify as an ESE credit, the main focus of the professional learning opportunity must be on the instruction of students with disabilities. There are four categories that meet the legislative requirement for ESE credit: • Instructional strategies for Students with Disabilities • Classroom Management for Students with Disabilities • Assessment for Students with Disabilities • Curriculum for Students with Disabilities

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