UC San Diego SearchMenu

UC Learning Center: Instructor Guide

Learn how to use UC Learning Center to facilitate courses.

In order to follow the instructions below, you must first login to UC Learning Center.

If you are having difficulty logging in, see the UC Learning Center log in help page.

Instructor Identification

Those who facilitate courses that are managed through the UC Learning Center will be given Instructor access.

As the Instructor of an activity you will be able to:

  • View rosters
  • Download and print sign-in sheets
  • View your instructor schedule with upcoming and past activities

Expand all

Viewing Your Instructor Schedule

When logging into the UC Learning Center you can quickly access your Instructor Schedule to view any upcoming activities you have been set up as the Instructor for, any past activities you have instructed, as well as access the rosters and sign-in sheets for these activities.

Click on the Self icon, then click Learning, then click Instructor Schedule.

UC Learning Center Instructor Schedule Screen Shot

Current Activities

On your instructor schedule you will first see your Current Activities. This view does not show you individual offerings of an activity, but rather the overall course.

UC Learning Center Current Activities Screen Shot

If you are set up as the instructor for an in-person course (ILT Course) or online course (ecourse), you will be able to access the roster information here which shows anyone who has registered for or completed each activity.

Upcoming Activities

To view upcoming in-person offerings of activities where you are scheduled as the instructor, you can change your view to only show Upcoming Activities.

  1. Click the View menu in the right hand corner and change it to Upcoming Activities
  2. Now you will see any upcoming in-person activities you are scheduled to instruct and you can view the roster or download the sign-in sheet.

Previous Activities

To view past in-person offerings where you were the instructor, you can change your view to show Previous Activities.

  1. Click the view menu in the right hand corner and change it to Previous Activities
  2. Now you will see any previous activities you were the Instructor for and view their roster information.

You can also view Pending Requests, which lists activities pending your approval if you are using an instructor approval process, or view the activities as a Calendar.

Viewing Rosters

You can view the activity roster of any activity for which you are designated as an instructor.

Activity Rosters provide access to:

  • View all Registered/Cancelled/Attended Learners
  • View those registered on the Waiting List
  • Ability to email those registered to attend
  • Export roster to Excel
  • Download sign-in sheet

View a roster

  1. Click on the Self icon, then click Learning, then click Instructor Schedule.
    UC Learning Center Instructor Schedule Screen Shot
  2. Locate the activity you wish view and click the Roster Icon.
    UC Learning Center Roster Icon Screen Shot
  3. The roster of an activity will show you everyone who is registered to attend an activity, as well as anyone who has cancelled their registration. If you are viewing past activities, you can see who attended. Online courses will also show you who has started an activity and is currently “in-progress.”
     

Sort and Filter

  1. At the top of the roster you will see where you can search the roster for specific names, scroll through the records, and for ILT Class or ecourse, filter by Status such as Registered, Cancelled, etc.
  2. You can increase the number of records shown by changing the Show Records number.
    UC Learning Center Instructor Sort Screen Shot
  3. Change the View drop down menu to show you who is on the Waiting List
    UC Learning Center Waiting List Screen Shot

Email Participants

Participants in an in-person activity will receive automatic:

  • Registration emails
  • Reminder emails
  • Completion notifications after they have attended the activity

Those on the waiting list will be informed automatically should a seat become available.

However, if you have an additional need to email participants you can do so through the roster.

  1. Click on the Self icon, then click Learning, then click Instructor Schedule.
    UC Learning Center Instructor Schedule Screen Shot
  2. Select Upcoming Activities or Previous Activities if you wish to view the individual offerings you are scheduled to teach in the future or those you have taught in the past. Leave the selection as Current Activities if you wish to view the ILT Course rosters that will include the registration status for all offerings of the activity.
  3. Locate the activity you wish view and click the Roster Icon.
    UC Learning Center Roster Icon Screen Shot
  4. Select the individuals you wish to email or select the top checkbox next to Name to include all the individuals shown. If your roster includes multiple pages, you will need to either do this for each page or change the number of records shown so that all participants are shown on one page.
     UC Learning Center Send Email Screen Shot
  5. Once you have selected the individuals you wish to email, click Send Email. An Outlook message will open with the email addresses already populated for you.

Sign-in Sheets

The UC Learning Center provides sign-in sheets that already have all the participants’ information, so all participants have to do is sign next to their information to indicate they attended the activity.

Download or print a sign-in sheet

  1. Click on the Self icon, then click Learning, then click Instructor Schedule
     UC Learning Center Instructor Schedule Screen Shot
  2. Select Upcoming Activities or Previous Activities if you wish to view the individual offerings you are scheduled to teach in the future or those you have taught in the past. Leave the selection as Current Activities if you wish to view the ILT Course rosters that will include the registration status for all offerings of the activity.
  3. Locate the activity you wish view and click the Activity Roster Report Icon.
    UC Learning Center Activity Roster Report Icon Screen Shot
  4. You will be taken directly to the sign-in sheet for the activity, which will show only those currently registered to attend.
    UC Learning Center Export Screen Shot
  5. You have the option to Export to PDF or Print the sign-in sheet directly. For best results, we recommend choosing the Export to PDF option.
  6. If you choose to Export to PDF another window will appear.
  7. You must click the File link to download the PDF.
  8. Click OK to close the window. The PDF will open in another tab or window depending on your browser settings.
    UC Learning Center File Link Screen Shot

Note: If you are already on the roster page, you can view the sign-in sheet by clicking the Activity Sign-in Sheet on the left menu under Reports.


 UC Learning Center Sign In Link Screen Shot

Export Roster to Excel

  1. Click on the Self icon, then click Learning, then click Instructor Schedule
    UC Learning Center Instructor Schedule Screen Shot
  2. Select Upcoming Activities or Previous Activities if you wish to view the individual offerings you are scheduled to teach in the future or those you have taught in the past. Leave the selection as Current Activities if you wish to view the ILT Course rosters that will include the registration status for all offerings of the activity.
  3. Locate the activity you wish to view and click the Roster Icon.
    UC Learning Center Roster Icon Screen Shot
  4. On the right hand side of the roster you will see an icon to print the entire roster and an icon to Export to Excel.
    UC Learning Center Excel Icon Screen Shot
  5. When you click the Export to Excel icon another window will appear, giving you the option to limit the information you are pulling or change to a different format other than Excel.
  6. Click Next and another window will appear. You must click File to download the PDF, and then click OK to close the window. The PDF will open another tab or window depending on your browser settings.
     Instructor Export File

Note: If you only want those who are currently enrolled (versus those who canceled their registration) on an ILT class roster you can select the Registered option on the Filter by Status drop down menu. If you don’t select a filter everyone on the roster will be included in the export.

instructor-07-sort.jpg

Requesting New Activities

Visit UC Learning Center: Activities to learn about activities offered through the UC Learning Center.

If you would like to add a new activity/course in the UC Learning Center complete the New Activity Request Form (PDF).

To request additional dates for an existing activity already in the UC Learning Center please submit an Additional Activities Request Form (PDF).

Submitting Rosters

Please make sure you have taken the following actions:

  1. On the sign-in sheet circle the name of the instructor(s) who will be facilitating the class
  2. Ask the participants to sign the roster
  3. Mark anyone who did not show up as absent
  4. After the class ends return the completed roster to Staff Education and Development (staffeducation@ucsd.edu or Mail Code 0922).
If you are using the Staff Education and Development evaluation process, we will collect feedback using SurveyMonkey. Within two weeks after your class, you will receive an email with a link that will allow you to access a summary of the evaluations. We strongly encourage you to review the evaluation summary and make any changes that you feel will improve the effectiveness of the course.

Expand all

Notice: The information on this page summarizes provisions of university policies and/or collective bargaining agreements. Refer to the Personnel Policies for Staff Members (PPSM) and local implementing procedures or applicable collective bargaining agreement for full text of referenced information.