How to Set-up an ILT Course and Class (Quick Set-up)

Need-to-Know

ILT offers a parent / child relationship between a course and a class. This allows multiple sessions to be nested under one parent course (e.g. Marketing 100 would be the parent ILT course, whereas the ILT class would be the sessions offered on Mondays at 10:00 a.m.).

Before you start building your ILT course and class, make sure the facilities, locations, and instructors are set up.

Facilities

Facilities and locations allow you to specify the physical location and classroom where the in-person session will take place. When setting up a new location, you can add details such as the maximum # of participants, cost, contact info, and a link with directions, however, they need to be built prior to being added to the location and facility area within the activity.

Step 1: To manually create a Facility, go to Administration > Learning Management > Resources > Facilities.

Green step one is Administration. Green step two is Learning Management. Green step three is Resources. Green step four is Facilities.

Step 2: Click New.

Green highlight box showing the location of the New button.

Step 3: Provide the required (*) information and necessary optional information.

Name*: Provide the name of the facility.
Primary Domain*: Leave this as your campus domain.

All other fields are optional that can be filled out.

Green step one is the Name field. Green step two is the Primary Domain field.

Step 4: Click on the OK button to save the facility.

Green highlight box showing the location of the OK button on the Facility page.

Locations

Step 1: To manually create a Location, go to Administration > Learning Management > Resources > Locations.

Step 2: Click New.

Green highlight box showing the location of the New button on the Locations page.

Step 3: Provide the required (*) information and necessary optional information.

Name*: Provide the name of the facility.
Primary Domain*: Leave this as your campus domain.
Facility*: Attach the location to the facility.

All other fields are optional that can be filled out.

Green step one is the Name field. Green step two is the Primary Domain field. Green step three is the Facility field.

Step 4: Recommend adding a Maximum capacity to location.

Green highlight box showing the location of the maximum capacity field.

Step 5: If the Location is in a virtual setting, you can provide the meeting URL.

Green highlight box showing the location of the URL field.

Step 6: Click on the OK button to save the Location.

Green highlight box showing the location of the OK button on the Location page.

Repeat the steps above as necessary.

If you indicate a class location is part of an activity in SumTotal, you will still need to reserve the room through your campus reservation system. The two systems are not integrated.

Instructors

Anyone who appears in the SumTotal system can to be designated as an instructor. This would ONLY include those users being fed from your campus PeopleSoft instance or Central registry. Instructors who do not have an employment relationship with the university will not be eligible to be an instructor.

Step 1: To set up an instructor, go to Administration > Quick Links > All Users.

Green step one is to select Adminstration. Green step two is to select Quick Links. Green step three is to select All Users.

Step 2: Use the Search box to search for the user that needs to be designated as an instructor (Search criteria can be first name, last name, e-mail address, CalStateEduPersonID [CEPID]).

Green highlight box showing the location of the search box.

Step 3: Click on the user's name in the search results.

Green highlight box showing how to click on the user's name.

Step 4: A slide-out will appear on the right-hand screen. Click the BLUE hyperlinked name of the user.

Green highlight box showing how to click on the user's name in the blue hyperlink.

Step 5: On the left hand side panel, click Personal > Job Details.

Green step one is to click on the Personal tab. Green step two is to click on Job Details.

Step 6: Click the checkbox: Instructor: (Y/N). If the box is checked, the user has been designated as an instructor (and can be attached when building the ILT course / class structure).

Green highlight box is showing the location of the Instructor field checked.

Step 7: Click on the Save button.

Green highlight box showing the location of the Save button.

Even if someone has an instructor security role in SumTotal, it doesn’t designate them as being able to be an instructor within an ILT course / class.

Creating the ILT Course (Parent)

Once the facility, location, and instructors have been designated, it’s time to build the ILT Course. Remember, the ILT course is just the parent course which the class will fall underneath. The steps below will go through how to create both at the same time.

Step 1: Go to Administration > Quick Links > Learning Activities.

Green step one is to click on Administration. Green step two is to click on Quick Links. Green step three is to click on Learning Activities.

Step 2: Click on the New Activity > ILT Course.

Green step one is to click on New Activity. Green step two is to click on ILT Course.

Step 3: Fill out the required (*) information:

Name: Name of the course (e.g. Marketing 100)
Primary Domain: Your Campus Domain.
Activity Image: Optional, but recommended.
Code: Provide the code for this activity. It will be Campus DOMAIN ID-ILTCRSE-XXXX(e.g. CO-ILTCRSE-MKTG100)
- ILTCRSE is the default code for ILT course.
- MKTG100 is the course code. It can be anything the campus wants and naming convention standards should be determined by campus.
Description: Add a description for the course. This field is optional, but highly recommended.
Owner: The course owner's name.
Keywords: Title and Course Code

For more information on learning activity code standards, refer to the Learning Activity and Domain ID Codes article.

Step 4: Registration > Availability

Enter Minimum / Maximum capacity.

Registration information will list the minimum and maximum capicity.

Step 5: Registration > Audience

Verify the correct audience is listed. A campus audience (DOMAINID-AUDI) will allow anyone at your campus to register for the ILT, however, you can attach any audience(s) to limit a specific population from seeing and registering for the activity.

Audience will display and you can change the registration audience.

Step 6: Resources > Instructors

Add instructors for the activity.

Step 7: Resources > Locations

Add the location of where the training will be held.

Step 8: Notification > System

Not required, but if you have custom notification templates to attach, update them here.
ILTs standard templates used are:
- Learning Activity Reminder Notification
- Registration Confirmation Notification
- Registration Cancellation / Deletion Notification
- Registration Waiting List Notification
- Learning Activity Completion Notification

Refer to the Creating Custom Notification Templates article for more information on how to create custom templates.

Customize which notifications can be turned on or off.

Step 9: Click on the Save button on the bottom right.

Creating the ILT Class (Child)

Creating an ILT Class from the instructions below will allow users to register for multiple sessions. If you only want users to register for only one session, skip to Create an ILT Offering.

Step 1: Once all the optional information is inputted, navigate the left-hand panel to attach the ILT class. Click the drop-down New and select ILT Class.

This will automatically associate the course and class together, you can toggle back and forth on each activity to modify its properties.

Green step one is to click on New. Green step two is to click on ILT Class.

Step 2: Fill out the required (*) information:

Name: Name of the course (e.g. Marketing 100)
Primary Domain: Your Campus Domain.
Activity Image: Optional, but recommended.
Code: Provide the code for this activity. It will be Campus DOMAINID-ILTCLSS-XXXX(e.g. CO-ILTCLSS-MKTG100)
- ILTCLSS is the default code for ILT class.
- MKTG100 is the course code. It can be anything the campus wants and naming convention standards should be determined by campus.
Description: Add a description for the class. This is field is optional, but highly recommended.
Owner: The course owner's name.
Keywords: Title and Course Code

Domain ID is the campus ID. For more information on learning activity code standards, refer to the Learning Activity and Domain ID Codes article.

Green step one is to add the name of the offering. Green step two is the primary domain. Green step three is the activity image. Green step four is the activity code. Green step five is the description. Green step six is the owner. Green step seven is the keywords.

Step 3: Under Schedule > General, add the dates, times, and any registration or cancellation deadline.

Schedule page will list the start date and end date.

Step 4: Registration > Availability

Enter Minimum / Maximum capacity.

Step 5: Registration > Audience

Verify the correct audience is listed. A campus audience (DOMAINID-AUDI) will allow anyone at your campus to register for the ILT, however, you can attach any audience(s) to limit a specific population from seeing and registering for the activity.

Step 6: Resources > Instructors

Add instructors for the activity.

Step 7: Resources > Locations

Add the location of where the training will be held.

Step 8: Notification > System

Not required, but if you have custom notification templates to attach, update them here.
ILTs standard templates used are:
- Learning Activity Reminder Notification
- Registration Confirmation Notification
- Registration Cancellation / Deletion Notification
- Registration Waiting List Notification
- Learning Activity Completion Notification

Refer to the Creating Custom Notification Templates article for more information on how to create custom templates.

Step 9: Once completed with the ILT course and ILT class, click on the Validate for Production button.

Green highlight box showing the location of the validate for production button.

Step 10: Click on the Move to Production button.

Green highlight box showing the location of the Move to Production button.

Create an ILT Offering

There are some cases where you want a learner to have the ability to select an ILT offering but only allow them to select one or the other. ILT offerings are the best practice and the most intuitive for end-user registration. The best use case is offering a course and multiple offerings. Only one offering can be chosen and users cannot select multiple offering as they would be able to in an ILT Course / Class relationship.

Step 1: Create an ILT course (same steps from above) or search for the ILT Course (if already created) within the Activity Management page. Go to Administration Quick Links > Learning Activities.

Green step one is to click on Administration. Green step two is to click on Quick Links. Green step three is to click on Learning Activities to create the ILT course.

Step 2: Search for the ILT course and select the radio button to the left of the ILT Course.

Green highlight box showing the location of the radio button.

Step 3: Once the Radio button to the ILT Course is selected, go to the New Activity dropdown and select Offering of selected activity.

Green step one is to select the radio button. Green step two is to select New Activity. Green step three is to select Offering of selected activity.

Step 4: It will prompt you to select the Start Date, End Date, and Maximum Capacity.

Green step one is to select the Start Date. Green step two is to select the End Date. Green step three is to add the Maximum Capacity.

Step 5: Click on the Build Offering button.

Green highlight box showing the location of the Build Offering button.

Step 6: Once completed, the wizard will take you to the activity properties page to allow you to edit the optional properties for each offering. The steps are the same as when creating an ILT Class and the Optional Information.

Fill out the required (*) information:

Name: Name of the offering (e.g. Marketing 100)
Primary Domain: Your Campus Domain.
Activity Image: Optional, but recommended.
Code: Provide the code for this activity. It will be Campus DOMAINID-ILTCLSS-XXXX(e.g. CO-ILTCLSS-MKTG100)
- ILTCLSS is the default code for ILT class.
- MKTG100 is the course code. It can be anything the campus wants and the campus should determine naming convention standards.
Description: Add a description for the course. This is optional, but recommended.
Owner: The course owner's name.
Keywords: Title and Class Code

Step 9: Under Schedule > General, confirm the dates, times, and any registration or cancellation deadline.

Step 10: Under Registration > Availability, enter Minimum / Maximum capacity and establish thresholds (if necessary).

Step 11: Under Registration > Audience, verify the correct audience is selected. Campus audience will allow anyone to register for it, however, you can attach any custom audiences if you want to limit registration.

Step 12: Under Resources > Instructors, add instructors for the activity.

Step 13: Under Resources > Locations, add location of where the training will be held.

Step 14: Under Notification > System, not required, but if you have target templates to attach, do that here. By default, you don’t have to activate / inactivate the templates.

Not required, but if you have custom notification templates to attach, update them here.
ILTs standard templates used are:
- Learning Activity Reminder Notification
- Registration Confirmation Notification
- Registration Cancellation / Deletion Notification
- Registration Waiting List Notification
- Learning Activity Completion Notification

Refer to the Creating Custom Notification Templates article for more information on how to create custom templates.