Adding a Class

Courses created in the HLC may include classroom activities. If a classroom activity is added to a course, classes must be scheduled once the course is published. Upon course publishing, you will be prompted to schedule classes. You may do so by clicking the class scheduling link from the course publishing page, or by returning to the Add a Class feature at any time.

Adding a class consists of five parts:

Part 1: Searching for the Course

To search for the course

  1. On the Education tab, click Add a Class. The Browse for a Course page appears.

  2. Search for the course to which you want to add classes. You can search by typing in the course name, whole word or partial word + wildcard or keyword, or by searching alphabetically or by category. A listing of all courses matching your search criteria is displayed.

  3. Click the name of the desired course. The Class Management page appears with the name of the classroom activity (as was entered on the class Common Properties page).

Note: If there is more than one classroom activity within the course, a list of classroom activities is presented with their names hyperlinked. Click the name link of the class learning activity you wish to schedule and the Class Scheduling page appears.

  1. Click Add New Class. The Create Class page appears and includes information from the classroom template created when the course was developed.

Part 2: Setting the Class Properties

To set the class properties

  1. In the Class Name box, change the class name, if desired.

  2. In the Minimum Size and Maximum Size boxes, change the minimum size and maximum size of the class, if desired.

  3. You have the option to determine when registration will no longer be allowed by placing a desired number of days before the start date in the Remove student “Register” option box.

  4. You have the option to determine when dropping a class will no longer be allowed by placing a desired number of days before the start date in the Remove student “Drop” option box.

  5. Select the Waitlist check box if you wish to have a waitlist for the class. (See Managing a Waitlist for details on managing a waitlist.)

  6. In the Schedule Access list, select the desired access. Valid options are as follows:

  7. Allow Students to Register for Class – allows students to view scheduled classes and self-register for the class of their choice by clicking the Register link.

  8. Allow Students to View Class Schedule Only – allows students to see when classes are scheduled to occur but does not allow self-registration. When this option is selected, students will see the following message: “There are no classes currently scheduled for this activity, or, students have not been given access to the class schedule. Please contact your supervisor or HealthStream administrator for assistance.”

  9. Do Not Show Class Schedule – hides all scheduled classes from student viewing. This is useful for class schedules managed by administrators, instructors, etc.

Note: Students can view only upcoming classes in the catalog. If an administrator enters a class that was held in the past, it will not appear on the upcoming class schedule.

Part 3: Setting the Virtual Class Properties

To set the virtual class properties

  1. If you are adding a virtual class you may have additional options, depending on your web-based conference/meeting software. These options include Record this Class? and Passcode.

Web-based Conference Meeting Software Supported by the HLC

Meeting Software

Record this Class? option supported?

Passcode option supported?

Instructors per Class

Centra

Yes

Yes

Several

GoToMeeting

 No

This platform supports recording the meeting to a local PC only and requires manual configuration using its own system options.

Yes

One

Limited to a single instructor whose account must be configured directly on GoToMeeting prior to class.

Live Meeting

Yes

No

Several

WebEx

No

This platform supports recording the meeting to a local PC only and requires manual configuration using its own system options.

Yes

Several

Note: One web meeting platform can be implemented for an entire organization.

  1. Select the Record this Class? check box if you want your web meeting software to record the audio and video of the virtual class. When selected, students who attend the class will be able to access the recording from their transcript.

When this option is present, the most recently recorded class will appear on the class schedule as a self-register option, allowing students to view the recorded class in lieu of attending a live virtual class. To disable this, clear the Record this Class? check box after the class ends for each class. Students who attend a live virtual class will still be able to access the recording from their transcript as long as it remains on the web meeting server.

Note: Online recordings are stored on the web meeting software’s servers, not on HealthStream’s servers. Depending upon your license agreement with your web meeting software’s vendor, recordings may remain for a limited time only (for example, one year). The HLC does not automatically remove links to recordings that are no longer available.

  1. Select the Passcode check box if you want students to enter a passcode prior to entering the live virtual class event. Generally, this is used when the Schedule Access option is set to Allow Students to View Class Schedule Only or Do Not Show Class Schedule. (When students choose to register for and view the recorded class, they are not prompted to enter the passcode.

Part 4: Adding Instructors and Notes

To add instructors and notes

  1. The Instructors box is populated by qualified instructors who were added when the class template was created. Clear the check boxes of the names of those instructors who will not teach this specific class. If another instructor from your institution is needed, and the Use Only Qualified Instructors check box on the class template was not selected, you will see an Add Instructor(s) link with which you can search for additional instructors for the class (See Adding a Classroom Activity). To search within your organizational hierarchy for instructors (if applicable) click Search Organization in the upper right-hand corner. From this page you can search by name, user ID, or administrator role.

Note: If you are scheduling a virtual class and you use GoToMeeting, you must (1) have the instructor account set up in advance on your GoToMeeting account and (2) select only one instructor for the class.

  1. If the Use Only Qualified Instructors check box was selected on the class template, you will be able to clear all but one of the qualified instructor check boxes.

  2. In the Class Notes (to students) box, enter any class notes you would like the student to see.

Tip: Click if you want to check the spelling of the notes.

Part 5: Adding Sessions and Resources

To add sessions and resources

  1. In the Class Session area of the page, enter the start date and start time, and end date (which may be the same as the start date) and end time.

Tip: Pressing the <Tab> key will populate date of the End Date box to the same date as the Start Date box, and will populate the end time to one hour past the start time. Either can be manually adjusted as necessary by typing in values, using the calendar tool, or the time list. You can also click  to select the date.

  1. In the Time Zone list, select the class time zone. For additional information on time zone selection, see Classes Overview and HLC Time Zone Abbreviations.

Note: The student will see the class time, adjusted to the time zone noted on the student’s record. For example: If the student record indicates Mountain Time as the student’s time zone, and a class is scheduled for 10:00 a.m. Eastern Time, the student will see the class time as 8:00 a.m. (the Mountain Time equivalent). Also, time zones auto-adjust for the Daylight Savings Time, where applicable.

  1. Click Add Session. The Create Class page refreshes, displaying the added session in the Class Sessions section.

  2. Click Add Resources. The Browse for Resource page appears.

  3. Search for the desired resources, such as rooms and equipment that you want to associate with the class.

  4. Select the resource and click Continue. You are returned to the Edit Class page.

  5. Repeat the previous step to add more resources, if needed.

  6. If there is only one session for the class, click Save. If the class includes more than one session, proceed to the next step before clicking Save.

Note: A class can include one or more sessions. Attendance and grading however, occurs at the class level, not the session level. If you wish to track attendance and grading for each session, you must create a separate class for each.

  1. To add additional sessions for the new class, click Add Session and enter the start and end dates and times.

  2. Once all entries for the new class have been made, click Save or click Save and Add Another if you wish to create an additional class. Or, you may click Copy to create a duplicate of the class settings to use as a template for a new class.

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