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The Centre of Excellence for Simulation Education and Innovation

Administrator Quick Start Guide

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Quick Start Use Case Scenarios: Administrator Access

This document is intended as an introductory overview of the LMS and is not a comprehensive guide. Once the scenarios listed below have been completed, users are encouraged to independently explore the full feature set of the LMS.

For tutorials on basic site access such as how to register an account, logging in to the system, and module access, please reference those sections in the student guide. The administrator guide will assume basic knowledge of the LMS and its function.

Many of the functions that are open to administrators in regards to modules are also granted to the module instructors. However, in order to distinguish the special use case where an administrator is also fulfilling the role of a module instructor these duplicate functions are housed in the system's administrative area.

Site administration is split into sections much like the portals. At the present time there is no need for global administrative Research or Health Care functions leaving the administrative break down two sections Global Administration and Educational Administration.

The following areas and use cases will be covered in this guide:

  1. User Accounts
    1. Creating New User Accounts
    2. Editing Existing User Accounts
    3. Approving New User Accounts
    4. Disabling Accounts
  2. Enrollment
  3. Modules

1) User Accounts

Creating New User Accounts
(Launch Video)

  1. Log in to the website using administrative credentials and proceed to the main administrative area. A link will appear beneath the main portal menu in the left-hand navigation as well as be present on the main landing page.
  2. From the main administrative page look for the section labeled CESEI Users. To create a new account click the link labeled Add User.
  3. The administrative user profile form contains the same information as the membership application page, with the following exceptions:
    1. The form includes a section for portal access.
    2. Membership type is specified within the form, not prior to linking
  4. Portal Access is the most important and relevant section for administrators and will be the only one outlined in this guide.
  5. With Portal Access an administrator may set the user's affiliation to each portal within the system. The five portal statuses are:
    1. No Affiliation
    2. Disabled
    3. Unconfirmed
    4. Member
    5. Administrator
  6. The exception to this list is under Education where Member and Administrator are replaced by Student and Instructor.
  7. Also contained within the Portal Access section are the account control and expiry settings. By default all accounts within the system are set to expire. Accounts expire under two circumstances:
    1. A new account was not logged into within 90 days of its creation
    2. An active account has not been in use for 365 days
  8. Expired accounts demote their CESEI portal status to Disabled
  9. Accounts that are set never to expire should be restricted to special cases and those with administrative rights.
  10. The last account setting restricts user profile updates and enrollment to administrator control only. This setting is useful when granting access to many users via the same account or during research studies when a user's access needs to be restricted to particular modules.

To import users en masse into the LMS please refer to the section labeled Import Users located within the CESEI Users section of the administrative area. Directions and a usage guide are posted there for reference.

Editing Existing UserAccounts
(Launch Video)

  1. Log in to the website using administrative credentials and proceed to the main administrative area. A link will appear beneath the main portal menu in the left-hand navigation as well as be present on the main landing page.
  2. From the main administrative page look for the section labeled CESEI Users, follow the main link in this section to access the CESEI Users page.
  3. Find the account you wish to edit by using the search tools provided.
  4. Within the user list beneath the search options, click the row containing the desired user. This will display additional user details and editing options.
  5. Click the Edit button to load the user's profile into the user profile form referenced in the previous section Creating New User Accounts

Approving New User Accounts
(Launch Video)

  1. Follow the steps outlined above to locate the user account you wish to approve.
  2. Search Tip: Use the account status filters to show only Unconfirmed accounts
  3. Click on the user's row within the list to display their account details.
  4. Next to each portal name a button will appear for each Unconfirmed status entry.
  5. To finalize the request simply click the appropriate Confirm User button.
  6. Email notification will be sent to the user notifying them of the change to their account.

Disabling Accounts
(Launch Video)

User accounts can be enabled and disabled via the user CESEI Users page referenced above. To do so, look to the right-hand column in the user list. This column will contain a toggle button labeled Disable or Enable as appropriate. This button will not appear next to accounts with an Unconfirmed status.

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2) Enrollment
(Launch Video)

The administrative version of the Enrollment Manager mimics the exact functionality as the instructor version. The only difference being no filter is in place restricting module lists and user status.

  1. To access the Enrollment Manager log in to the website using administrative credentials and proceed to the main administrative area. A link will appear beneath the main portal menu in the left-hand navigation as well as be present on the main landing page.
  2. From the main administrative page, look for the section titled Educational Administration. Within this section follow the link labeled Enrollment Manager.
  3. As with the instructor mirror, the Enrollment Manager is comprised of six main modes:
    1. Many to Many
    2. One to Many
    3. Many to One
    4. Pending Enrollments
    5. Graduate Students
    6. Comparative Enrollment
  4. The first three modes reference the member-to-module relation whereas the last three enable special use cases for enrollment manipulation.
  5. Many to Many, this mode enables the mass import of users into many modules at once. The one caveat with this mode is that it only applies to users who do not have a previous enrollment standing to modules within the LMS. Users are emailed notification of enrollment updates using this tool.
  6. One to Many, this mode allows for the manipulation of a single user's status in regards to many modules. Options on this page exist to filter users by module enrollment, and group membership. The module list may also be filtered to select only those modules within which the selected user is already enrolled. Users are not notified of enrollment updates made using this tool.
  7. Many to One, this mode allows for the manipulation of multiple users' statuses in regards to a single modules. Options on this page exist to filter users by module enrollment, and group membership. Users are not notified of enrollment updates made using this tool.
  8. Pending Enrollments, this mode, outlined in the instructor guide, allows one to respond to enrollment requests. Users are emailed notification of enrollment updates using this tool.
  9. Graduate Students, this mode allows for the quick update of student status to alumni for a given module. Users are not notified of enrollment updates made using this tool.
  10. Comparative Enrollment, this mode allows one to compare the enrollment lists of two modules and reconcile their differences. Filters exist on this page for user status and group membership. Only users with no prior status with the updated module are notified of the enrollment update.
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3) Modules
(Launch Video)

Access to module editing is open to any site administrator, along with all content editing and management functions that appear within the context of a module. These features can be access directly as an instructor would via the module itself as outlined in the Instructor Guide.

Some features not readily available to the instructor exist within the Module section of Educational Administration, these features are outline below.

  1. To access the administrative Module List log in to the website using administrative credentials and proceed to the main administrative area. A link will appear beneath the main portal menu in the left-hand navigation as well as be present on the main landing page.
  2. From the main administrative page, look for the section titled Educational Administration. Within this section follow the link labeled Modules.
  3. The Module List is comprised of every module contained within the system, listed alphabetically. The list displays the following module properties:
    1. The module's title (any title displayed in red will denote a name that breaks the convention outlined in the module submission area)
    2. Creator, this marks the module's primary point of contact. This column contains mail-to links for direct communications with the module owner.
    3. The date the module was submitted to the system
    4. The module's status (Development, Review, or Approved)
    5. Whether or not the module is currently active within the LMS.
    6. Enrollment numbers
  4. To edit a module's properties or status select it from the list. The following actions will be available:
    1. Edit
    2. Summary
    3. Enrollment
    4. Toggle Active Status
    5. Delete
  5. Click the Edit button to display the Curriculum Module Template referenced in the instructor guide to submitting modules.
  6. The template displayed for administrators displays all the information available to instructors with the following additions:
    1. Owner / Submitter, an option is available for administrators to change the module's primary point of contact
    2. Module Status, changing this options will alter a module's Development, Review, or Approved status
    3. Module Quota, as system storage is finite, and each module must share this resource, a cap is placed on how much space within the database server a module may occupy
    4. Maximum File size, this option enables a limit on the size of files uploaded to a module. This number cannot be greater than the system limit set in the server's php.ini file
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