Create and Maintain Open Classes

Navigate toLMS > Classes > Open > Organizational unit (if applicable).

The table below describes the key fields on the Classes > Open list View.

Field	Description
Class Name	Uniquely identifies the class created for a training item.
Training Item	The ILT-type training item for which the class is created. When the training item is added to a learner's curriculum, the classes created for it are displayed to the learner.
Item Code	Training item code
Status	Classes > Opencan have a status of "Open" or "Full".
Date Created	Date the class was created in Frontline

Class Details

To display the details for a class, click on the Class Name hyperlink or click the Detailstab for the class that is selected (highlighted). The table below describes the key fields on the Classes > Open > Details.

Field	Description
Training Item	The ILT-type training item for which the class is created. When the training item is added to a learner's curriculum, the classes created for it are displayed to the learner.
Item Code	Training item code
Class Name	Uniquely identifies the class created for a training item. This is a mandatory field that is displayed on the Class Registration page and is linked to class description, materials and class attachments such as pre-work or link to an on-line meeting.
Description	Any class description entered is displayed to learners on the Class Registration page. It is also included in the Outlook calendar of the learners adding class to their Outlook appointments from the enrollment confirmation e-mail.
Instructor	Any instructor name entered here or scheduled via the Instructors tab is displayed to learners on the Class Registration page.
Location	Any class location information entered here or scheduled via the Resources tab is displayed to learners on the Class Registration page.
Materials	Any materials needed to for the class (e.g. SCBA or laptop) is displayed to learners on the Class Registration page.
Maximum Enrollment	If self enrollment is allowed, this number will restrict the class size. When the capacity is reached, learners are automatically placed on the waiting list.
Minimum Enrollment	If self enrollment is allowed, this number will determine if enough students have enrolled in the class to proceed with hosting the class.
Cost	Cost associated to hosting the class.
Status	Classes > Opencan have a status of "Open" or "Full". Selecting "Cancel" from drop-down allows cancelling an open class.
Roster	Allows you to view learners currently enrolled in the class and print a sign-up sheet. The Roster link is shown when class dates are entered using the Dates tab.
E-mail	Allows you to send roster by e-mail to instructor (default) or any e-mail addresses. You can also set up patterns which will send e-mail roster automatically designated number of days prior to the class date.
Class Notification E-mails	This field is checked by default. When unchecked, learners are not sent class notification e-mails. Uncheck this field when you are planning and entering classes, but have not finalized details such as sizes of classes, locations, instructors and enrollees.
Allow Self Enrollment	When checked, learners can self-enroll in the class.
Supervisor Approval Required	When checked, learners can self-enroll tentatively. An e-mail is sent to their supervisors (primary and secondary), either of whom can approve or reject the enrollment. An administrator when manually enrolling learners, is given an option to override the supervisor approval process.
Enrollment Start/End Dates	Self-enrollment is allowed only between these dates.
Allow Withdrawal	When checked, learners can withdraw until the Last Date to Withdraw.
Credit Via Key	When checked, this allows learners to credit themselves for the class using a unique random number called a Credit Key. Credit keys are generated and listed on the roster. The instructor gives the credit keys to the learners at the end of the class. Learners enter their credit key from a link on the training launcher for the class on their Frontline Desktop.
Key Valid for / Mark No-Show after (in days)	This field controls the number of days after the class end date during which the credit key is valid. After the number of days shown, the system will automatically set the enrolled learner status to No-Show if an attendance record is not entered. The default is 30 days.
Survey	This field is visible only when Credit Via Key is checked. When checked, the learner is required to participate in the on-line survey attached to the training item for this class.
Certificate	This field is visible only when Credit Via Key is checked. When checked, the learner can print a certificate of completion after entering the credit key.
Print Certificate	This link is visible only when Credit Via Key is checked. This link, displayed for a completed class after learner records have been entered, allows an administrator to print certificate of completion for any learner.

Before you Begin Creating a Class

A class must be attached to an ILT training item; the latter provides the assignment and record keeping functionality. An ILT training item may have more than one class attached to it. For example, if you have the same class offered at three different times to accommodate different work schedules, you will have one ILT training item and three classes. Classes are assigned to learner's curriculums via the training item. This allows learners to attend any of the classes associated with the training item to meet the requirement of their assignment.

Following examples explain the relationship between an ILT training item and classes:

Training Item - "Annual Hazwoper Refresher". Class Names - "2014 Annual Hazwoper Refresher", "2015 Annual Hazwoper Refresher", "2016 Annual Hazwoper Refresher", and so on.
Training Item - "Respiratory Fit Test". Class Names - "Respiratory Fit Test - Day Shift", "Respiratory Fit Test - Evening Shift", "Respiratory Fit Test - Night Shift", and so on.

When you create a new class, Frontline gives you a choice to create a new training item or attach the new class to an existing training item. You should create a new training item only if you are sure that the training item does not exist from similar classes held in the past. In case of example above, do not create a new training item for the class "2017 Annual Hazwoper Refresher"; instead attach it to the same "Annual Hazwoper Refresher" training item. This way all records for this training, no matter which class they come from, remain together.

A training item is assigned via learner's curriculum. When the learner clicks on an assigned training item from their Frontline Desktop, classes attached to it are displayed and the learner can see them by clicking on View Class link on the training launcher. As training item can be set up as recurring, any annual training such as the one above is assigned automatically. You simply create new classes every year.

How to Create an Open Class

Step by Step Instructions

Step

Action

Select Classes > Open > Organization level (if shown) from the LMS module menu. If you have access to multiple divisions or companies, select the division or company where you want to create the class.

Select .

Result: A two-part form with class information on the left, and training item information on the right will display.

Does a training item exist for the class you want to create? (Right-side of the form)

If Yes, select the training item.

If No, create a training item.

Enter the Class Name (Left-side of the form).

Note: Class name is mandatory.

Use this table to enter these optional fields:

Field Name	Guidelines
Instructor	If you do not want Frontline to schedule instructors, you can use this field to enter the instructor's name. The names will be displayed to learners on the Class Registration page. If you want Frontline to schedule instructors, use the Instructors tab.
Class Location	If you do not want Frontline to schedule resources (such as a classroom), you can use this field to enter information about the location. This information is displayed to learners on the Class Registration page. If you want Frontline to schedule resources, use the Resources tab.
Materials	Any materials needed to for the class (e.g. SCBA or laptop) is displayed to learners on the Class Registration page.

Do you want to allow learners to enroll themselves in the class?

If YES, then check Allow Self Enrollment, and enter Enrollment Start Date, Enrollment End Date and Maximum Capacity of the class.

Does enrollment require a supervisor's approval?

If YES, then check Supervisor's Approval Required.

Do you want to allow learners to withdraw themselves from the class?

If YES, then check Allow Withdrawal, and enter Last Date to Withdraw.

Select .

Result: The class is saved, displaying class details where you can enter additional information. If you do not want to use advanced class features, skip to step 14.

Do you wish to use the Credit Via Key option?

If YES, check Credit Via Key.

Do you wish to use a survey?

If YES, check Survey.

Do you wish to allow learners to print certificates of attendance?

If YES, check Certificate.

Select .

Click the Dates tab to add the class dates. Select .

Click the calendar icons and select the Start Date and End Date for the class.

Notes:

You can enter more than one set of start and end dates for a multi-day class. This creates a separate roster sheet for each day of the class and allows you to track attendance separately for each day. You can also schedule different instructors and resources for each day of the class.

You can enter past dates if the class is already completed, and you are simply recording it. The class is immediately moved to the Classes > Completed folder, from where you can enroll learners and enter attendance records (explained below).

As soon as you complete step 14, the class is immediately viewable to the learners whose curriculums contain the ILT training item. It is also visible in the libraries, depending on how the training item is set up. Learners will begin to self-enroll (with supervisor approval, if applicable). You will see them and their supervisor approval status in the Learners tab for this class.

You can also manually add learners.

On day of the class, administrator or instructor prints the roster.

The class is held. When Credit Via Key is checked, the instructor hands out the credit keys from the roster.

When Credit Via Key is checked, the learners record their own attendance from a link on the training launcher for the class on their Frontline Desktop.

When Credit Via Key is not checked, either:

The administrator records their attendance

The learner passes a test attached to the ILT training item for the class, and Frontline automatically records their attendance.

The administrator attaches signed roster and other training documents to the class.

How to Enter Instructors

When to use this procedure

Use this procedure if you want Frontline to schedule instructors for a class. Otherwise, you can add instructors for information only on the class details page. Refer to Create a Class, step 5.

Before You Begin

Instructors must be defined in Frontline. You can enter multiple instructors for any class, for each class date entered above. Multiple entries are useful for a class that can run several days with different instructors. Frontline will warn you if there are any schedule conflicts for instructors.

Follow these steps to define a person as an instructor:

Step	Action
1	Select People > People Information > (Organization level, if shown) from the LMS module menu, find the person and click the Details tab.
2	Check the Instructor box on the bottom left of the form.
3	Select . Result: The person is now an instructor in Frontline.

Procedure: Enter Instructors

Step	Action
1	From Classes > Open, find and select the class. Select the Instructors tab and the select .
2	Select the date for which you want to add an instructor from the Dates Offered drop down box.
3	Select the Instructor from the drop down box.
4	Select . Result: Frontline adds the instructor to the class for the dates you chose.

How to Enter Resources

When to use this procedure

Use this procedure if you want Frontline to schedule resources for a class. Else, you can add class location for information only on the class details form. Refer to Create a Class, step 5.

Before You Begin

A resource is any physical item that you need to conduct a class. Examples of class resources are classroom (e.g. B-100 Meeting Room), Audio-Visual equipment (e.g. Toshiba Projector), and Hands-on equipment (e.g. Fire Extinguisher or SCBA). Resources must be defined in Frontline. You must have a permission of at least Division Admin to define a resource.

You can enter multiple resources for any class for each class date entered above. Multiple entries are useful for a class that can run several days in different meeting rooms with different resources. Frontline will warn you if there are any schedule conflicts for resources.

Procedure: Enter Resources

Step	Action
1	From Classes > Open, find and select the class. Click the Resources tab and select .
2	Select the date for which you want to add an resource from the Dates Offered drop down box.
3	Select the Resource from the drop down box.
4	Select . Result: Frontline adds the resource to the class for the dates you chose.
5	Return to step 1 to add additional resources for the same date or another date.

How to Enable the Self Enrollment Process

Learners can enroll in any class that has Allow Self Enrollment checked. This table describes the self enrollment process.

Stage

Description

The learner either clicks on the ILT training item on their Frontline Desktop (if assigned via curriculum), or finds the ILT training item in a library, or in the Quick Links section of the desktop (if configured for your company) and clicks on it.

Frontline displays the training launcher and the learner clicks View Class.

Frontline displays the Class Registration page.

It shows all currently available classes for the selected ILT training item. Learner can click on any class name hyperlink (if shown) to view additional class information such as its description, materials, cost and attachments such as pre-work or link to an on-line meeting. Learner reviews the comments column and clicks on the adjacent Action button to enroll or withdraw from a class currently registered in, if applicable.

The comments column also shows if supervisor is required to approve enrollment, or if a class if full and learner can only enroll in a waiting list.

When the class is not full, the learner clicks Enroll, else the learner can register on the waiting list.

When the learner enrolls, this table describes the action Frontline takes.

When ...	Frontline...
Learner has no conflicts and supervisor approval is not required	Enrolls the learner and sends a confirmation e-mail to the learner. The e-mail contains class details and the dates for the class will be hyperlinked. Clicking on the hyperlinked dates displays a dialog box that opens the Outlook appointment page with class information. Save button on the appointment page adds this to the learner's Outlook calendar, so learner's Outlook reminder settings can remind learner about the class, along with Frontline reminder e-mails (if set).
Learner is scheduled in a class that conflicts with this one	Does not allow the learner to enroll, unless withdrawn from the conflicting class first.
Supervisor approval is required for the class	Enrolls the learner, pending supervisor approval.

The administrator tracks enrollment from the Learners tab on the Classes > Open form.

How to Enable the Supervisor Approval Process

When supervisor approval is required for a class, the learner's primary or secondary supervisor (if entered in People Information) must approve the learner's enrollment. This table describes the supervisor approval process.

Stage	Description
1	The learner clicks View Class from the training launcher, and clicks Enroll. Alternately, an administrator can enroll a learner, and select option to seek supervisor approval.
2	Frontline sends an e-mail to: The learner, acknowledging the request to enroll, and The supervisors, asking for approval. Note: If the class is full, and the learner decides to register on the waiting list, no e-mail is sent to the supervisors. An e-mail is sent to the supervisors only if learner is moved (automatically or manually by an administrator) to the enrolled status.
3	Frontline adds a link to approve the class on the supervisors' Frontline Desktop Quick Links area.
4	When the class date is within 60 days, Frontline shows the class on the learner's desktop with the status of "Waiting for Supervisor's Approval."
5	When the learner withdraws before any of the supervisors approve, Frontline sends an e-mail to the supervisors.
6	Any of the two supervisors can log into Frontline and click on the class approval request in order to approve or disapprove the attendance request. When disapproving, comments in the notes field are required. No comments are required if approving.
7	When a supervisor approves the enrollment, Frontline enrolls the learner and sends an e-mail to the learner and other supervisor (if applicable) with supervisor's notes, if any.
8	When a supervisor disapproves the enrollment, Frontline withdraws the learner and sends an e-mail to the learner and other supervisor with supervisor's notes.

How to Enroll Learners

Follow steps in the table below to enroll learners in a class.

Stage	Action
1	Select Classes > Open from the LMS module menu.
2	Find and select the class for which you want to enroll learners.
3	Select the Learners tab and the select . Result: Frontline displays the Add Learners form.
4	Enter the search criteria and select . Result: Frontline displays the learners who match the search criteria.
5	Check the box next to the names of the learners who you wish to enroll.
6	Select . Result: Frontline enrolls the learners, sends e-mails to learners selected, and changes the learners' status to "Enrolled." If the training item attached to the class is not on a learner's Frontline Desktop (because it is not assigned via curriculum), it is added there showing the enrollment (Note: The training item is not added to the learner's curriculum). If supervisor approval is required for the class, an option is presented where administrator can override this requirement, or wait until supervisor approves.
7	If you want to enroll more learners, go to step 3.

How to Enable the Waiting List Process

If a class is full, a learner is automatically given the option to register on the waiting list. Administrators can track all learners on the waiting list from the Classes > Open Waiting List tab. Each learner on waiting list is assigned a sequential order beginning with 1. If a currently enrolled learner withdraws, the learner assigned order 1 on the waiting list is automatically enrolled in the class (first-come, first-served).

An administrator can also manually add learners to the waiting list. By default, these learners are added to the bottom of the list. An administrator is allowed to change the waiting list order (Re-order button), thus giving preference to any person on the waiting list.

An administrator can also manually delete an enrolled learner from the Learners tab, if the learner assigned the order 1 on the waiting list needs to be enrolled. If a learner is manually deleted by an administrator, the learner assigned the order 1 on the waiting list is moved automatically to the Learners tab. Learners with changes in enrollment status are notified by e-mail.

If a class requires supervisor approval, and has a waiting list, then administrator should periodically check prior to the class date if any of the enrollees are still waiting for their supervisor's approval. This can be checked conveniently by clicking on the Roster link, or the Learners tab.

The Send Immediate e-mail link on Classes > Open > Learners tab makes it convenient to contact supervisors who have not approved and request them to grant approval.

If these supervisors cannot be contacted, then such enrollees can be deleted (from the Learners tab) to enroll learners who are on the waiting list and whose supervisors are available.

How to Print Class Roster

The roster refers to class sign-up sheet.

Follow steps in the table below to print roster for the class.

Step	Action
1	Select Classes > Open from the LMS module menu.
2	Find and select the class for which you want to print the roster.
3	Select the Roster link. Result: Frontline displays the roster in a new window.
4	If you want to change the layout of the roster, right select the roster form then select Change Columns. You can change column headers, column widths and additional fields such as Grade.
5	Select the browser Print button to print the roster.

How to Update a Class

Classes are either open or completed. Classes with dates in the future are open and can be updated. Classes with dates in the past are completed. Completed classes cannot be edited, except to enroll missed learners, add missing learner records and attach additional class documents.

Step	Action
1	Select Classes > Open from the LMS module menu and select the class you want to update.
2	Update one or more fields on the class details form.
3	Select .
4	Select the Dates tab to add, delete or update dates for the class.
5	Select the Resources tab to add, delete or update resources for the class.
6	Select the Instructors tab to add, delete or update instructors for the class.