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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. New instructors are required to complete the short UC Learning Center Instructor Overview (login required) before being granted 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

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 scroll down the list to click Instructor Schedule.

instructor-01-schedule.jpg

  

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.

 instructor-03-upcoming-activities.jpg

 

Previous Activities

To view previous in-person offerings of activities where you were scheduled as the instructor, you can change your view to show only 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 in-person activities you were scheduled to instruct within the last six months. You can view the roster to see who attended or use the email feature to contact the participants.
  3. For any activities that took place over six months ago, please contac the LMS support team at Services & Support (login required).

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/Canceled/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 scroll down the list to click Instructor Schedule.
    instructor-01-schedule.jpg
  2. Select one of the following from the View list:
    • Current Activities: Shows the ILT Course and activities for which you are a qualified and responsible instructor.
    • Previous Activities: Displays activities taught in the past.
    • Upcoming Activities: Shows future activities. Use this option to download sign-in sheets referenced in the following sections.
  3. Locate the activity you wish view and click the Roster Icon.
    instructor-05-roster-icon.jpg
  4. The roster of an activity will show you everyone who is registered to attend an activity, as well as anyone who has canceled 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, Canceled, 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
    instructor-08-waiting-list.jpg

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 scroll down the list to click Instructor Schedule.
    instructor-01-schedule.jpg
  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.
    instructor-05-roster-icon.jpg
  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.
     instructor-09-email.jpg
  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 scroll down the list to click Instructor Schedule
     Instructor Schedule Screenshot
  2. Select Upcoming Activities or Previous Activities from the View list 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.
    Instructor Schedule Roster Icon
  4. You will be taken directly to the sign-in sheet for the activity, which will show only those currently registered to attend.
    Activity Sign In Sheet Screenshot
  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.

 Instructor Sign In Sheet

Export Roster to Excel

  1. Click on the Self icon, then click Learning, then scroll down the list to 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 Instructor Icon Screenshot
  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.
    Instructor Roster Excel Icon Sreenshot
  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.

Do you want to add an instructor-led activity to the UC Learning Center? 

If you have an instructor-led activity (either virtual or in-person) you would like to make available through the UC Learning Center, please provide the details about your activity here: https://go.ucsd.edu/3cutnrc. Typical turn-around time on these requests is three to five business days. Requests for a large number of classes (8+) may take longer to process. 

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 facilitated the class
  2. Ask the participants to sign the roster
  3. Mark anyone who did not attend as "absent" (see the sample sign-in sheet below)
  4. After the class, scan or photograph your roster (please make sure it is legible!), and e-mail it to staffeducation@ucsd.edu as an attached file (see sample e-mail below) - no hard copies please.
  • Please use the activity code as the subject of your email (this appears on your sign-in sheet, see sample sign-in sheet below)
  • Or simply reply to the roster return reminder e-mail that you get after the class, attaching your scan or photograph

 Sample RosterSample Roster Return E-mail

UC San Diego campus users, contact us via Services & Support (login required)
UC San Diego Health users, submit a request with the Health HR website (login required)
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.