iLearnNYC Admin Console Training

1. iLearnNYC Admin Console Training July 2011 Training Deck

2. Session Objectives • Provide an understanding of overall role of Admin Console within iLearnNYC Program • What Admin Console means to schools in terms of enrollments for online classes and associated timelines • Describe how different types of users get access to the iLearnNYC Platform • Clarify participant’s role in facilitating access via the Admin Console • Demonstrate features and functionality of Admin Console • Address any questions and introduce avenues for continual support

3. Agenda • Overview of iLearnNYC Program and Platform • The Role of the Admin Console • Schedule for Accessing the Admin Console • Demonstration of Admin Console Functionality • Vendor and License Considerations • User Experience for iLearnNYC Platform • Support Structure • Question and Answer

4. Overview of iLearnNYC Program and Platform

5. What is the iLearnNYC Program? • iLearnNYC is an initiative of the iZone, a community of schools committed to personalizing learning and part of the DOE’s Division of Talent, Labor and Innovation • 125 schools will participate in the iLearnNYC program for the 2011-2012 school year • The specific goals of the program are to: • expand access to high quality online learning opportunities • meet the needs of individual students • increase student achievement • To this aim, iLearnNYC schools will offer online courses for initial credit, credit recovery, AP, language and core course – and each school will do this differently!

6. What are the components of iLearnNYC? • iLearnNYC Platform • Courses/create content • Online rooms • Collaboration • Dropbox/files • Analytics • Also called Desire2Learn, D2L, LMS, Learning Environment • Content Vendors • Seamlessly connected to LMS • Courses, “Supplementary Resources,” Learning Objects • Also called Third Party Content, Vendors, Link Out www.ilearnnyc.net • Admin Console • How students and teachers gain access to Platform • Manage and track licenses • Send enrollments • Select content • *This is the gateway to all platforms!* • DOE Systems • STARS / Enrollment Data • ATS / Student Information • HR Hub and Galaxy / Staff Information • These systems feed into the Admin Console

7. What is the iLearnNYC Platform? • The iLearnNYC Platform is the online learning management system (LMS) that combines digital content, user features, and collaborative tools in one platform • The vendor providing the online software for the DOE is Desire2Learn; we have worked with Desire2Learn to customize their product to meet the DOE’s specific needs • The iLearnNYC Platform is only accessible by certain provisioned staff and students who have been identified by their schools as iLearnNYC participants for 2011-2012 • This may mean that not all of your school’s students or teachers will be participating • The Platform will recognize which users are permitted to access based on YOUR INPUTS INTO THE ADMIN CONSOLE • .

8. iLearnNYC Platform = Desire2Learn = LMS www.ilearnnyc.net

9. The Role of the Admin Console

10. What is the Admin Console? Online Web App for Online Enrollments for iLearnNYC Program iLearnNYC Platform Enrollments Licenses Users

11. What is the Admin Console (AC)? • Access to the iLearnNYC Platform’s online classes requires certain licenses that are allocated to each school in the AC • The AC keeps track of these licenses per school and is the gateway to your students and staff accessing the iLearnNYC Platform • The AC provides the gateway for: • The Desire2Learn Learning Management System (iLearnNYC Platform) • All Content Vendors (example: Aventa, Compass, Discovery) • Blank Courses for Teachers to create own curriculum • Previously created content by schools from other platforms • Once given access by the AC, students and staff will be able to access various content and resources based on the allocation of licenses per school (controlled in the AC)

12. What actions can I perform in the Admin Console? • The AC enables school staff to: • SET UP/EDIT: Set up online courses and continually edit them over time • SELECT: Select content for each online course that users should access • Aka STEP 2: Select Content • ENROLL: Add students, teachers and admin staff to online courses • Aka STEPS 3 and 4 • MANAGE: View and manage license usage for online courses (don’t worry, the AC won’t allow you to use more licenses than your school was allocated) • The AC is an online program accessible by: • Select staff per school (you, your principal) • iLearnNYC Central Team / System Administrators / Help Desk • Going online to www.ilearnnyc.net on any DOE computer that is on the administrative network

13. What happens after I enter information into the AC? • Once you set up an online course or go in to add more content or users to existing courses, you will be able: • Save your work for later • Finalize the information • After information is finalized in the AC, it is sent to and consumed by the various systems that need it: • iLearnNYC Platform receives the information and works with the Desire2Learn Learning Management System to set up types of users and their permissions / access to the Platform • iLearnNYC Platform creates classes with the particular content you’ve selected for each online course in the AC • Content Vendors receive the information and ensure only those licensed users have access to their content within the different systems

14. Principals and Admin Staff log in to DOEAdmin Console Select content, teachers and students for each Online Course in Admin Console School Staff make iLearnNYC curriculum and enrollment decisions at school Information sent to Desire2Learn (D2L) iLearnNYC Enrollment Process 2011-2012 D2L receives information on your courses and users Go through D2L for Compass, K12, Apex and other vendors using single sign on Course set up takes no more than 24 hours (depends on vendor) Login using DOE User IDs Teachers, students and school leaders access courses via D2L platform Users login to iLearnNYC Landing Page www.ilearnnyc.net D2L sets up a “class” on system for every course you set up

15. Schedule for Accessing the Admin Console

16. Admin Console Access Timeline July August September • July 19-21, 25, 26: • Admin Console Training • Principal Sessions • Later July: • Schools start curriculum decision making • Communication on AC resources for rest of summer • Mid August: • Your AC account activated • Begin online course set up • Educators can begin accessing online courses • August 30: • Can finalize online course information by adding students • September 8: • Students can access iLearnNYC platform • Continue to edit online courses (enrollments can be continual)

17. Timeline for Features – mid August • Starting in mid August, you can do the following in the Admin Console: • Name and describe your online course • Select desired content (full courses or additional content resources) • Select teacher(s) to deliver online course • Finalize the course and send this information to the iLearnNYC platform for teacher access only • Information will only be sent if your school has licenses to content • Save for Later: you can save to finalize at another time • Edit or manage existing courses: you can always add more content or add/delete teachers from an online course

18. Timeline for Features – late August • By August 30, you can do the following in the Admin Console - • Select student(s) to add to new or existing online course • Students will be able to access on the first day of school in September (9/8/11) • Detailed messaging: in-depth text on each content vendor and the best strategies to assist you in assigning licenses • Cross-schools: set up an online course that involves more than one more school • You will only be able to set up your school’s teachers and students, and then assign the rest of the workflow to the other school • Reporting: A consolidated view of your school’s license allocations

19. Demonstration of Admin Console Functionality

20. Demo in Training Environment • Current demo will take place in a training (development) online environment • All information in this environment is “test” data and will not be sent to the iLearnNYC Platform • By mid August, you will be able to access the LIVE environment: • Login to www.ilearnnyc.net, click on dedicated “Admin Console” link • Login with your DOE username and password • Set up courses with content and teachers (not students) • By August 30, you will be able to: • Add students to courses • You will be notified of your AC access activation via email

21. Vendor and License Considerations

22. Platform Licenses for iLearnNYC • The first consideration for licenses is the total number of “Platform” Licenses or iLearnNYC Student Licenses • In order to access any content, regardless of vendor, a student needs to have a Platform license • Each school was sent an email by the iLearnNYC Program Team detailing the number of students who will have access to the Platform • Often called “D2L / Desire2Learn” licenses

23. List of Content Vendors for 2011 - 2012 • Course Vendors: • Aventa • Apex • Aries • Compass • Pearson FLVS Conspiracy Code • Education2020 • Pearson FLVS • Middlebury Powerspeak (aka K12) • Resource Vendors: • Achieve3000 • Discovery • Gale • NBC Learn • NCS Pearson WriteToLearn • Pearson Education MathXL • (these are not courses, but resources)

24. Managing Licenses in the Admin Console • Each school has a different set of license allocations per content vendor and resource vendor • Questions regarding changing or requesting license allocations should be addressed to Liz Azukas (lazukas@schools.nyc.gov) • When you select a vendor in Step 2 (Select Content), you should keep the upcoming guidelines in mind so that you can maximize the use of your licenses • By August 30, more detailed messaging in Step 2 will reflect specific text per vendor in the Admin Console • Grace Period: ALL vendors except Achieve3000 have a 10 business day grace period for add/drops. Please see guidelines below for more details.

25. Vendor Considerations – Transferable Licenses

26. Vendor Considerations – Transferable Licenses

27. Vendor Considerations – Transferable Licenses

28. Vendor Considerations – NON Transferable Licenses

29. Vendor Considerations – NON Transferable Licenses

30. Vendor Considerations – NON Transferable Licenses

31. User Experience for iLearnNYC Platform

32. Types of User Accounts for iLearnNYC Platform • Educators, Principals, Assistant Principals (APs) access: • Login to www.ilearnnyc.net and click on LOGIN • Leverage existing DOE Login and Password (same as email account information) • Principals and APs will be automatically added as “auditors” to all courses • Students • Navigate to www.ilearnnyc.net and click on LOGIN • Create and manage user accounts through self service screens after login screen • Parents & Guests • Plans are being finalized; target launch date is Spring 2012 • Note: if you think you may want to access a course to help trouble shooting, you should add yourself as a Teacher to courses in the Admin Console

33. Accessing the iLearnNYC Platform www.ilearnnyc.net iLearnNYC Platform

34. Student Account Tool • Enables students to get a DOE username and set a password • Users must know their OSIS # and Birth date • User name is automatically generated as first name, last initial and a number if needed (e.g. dennisw2) • Student can use the same tool to reset passwords and get their user name if they forget

35. Student Account Access www.ilearnnyc.net LOGIN SCREEN

36. Student Account Set Up/Recovery Part 1

37. Student Account Set Up/Recovery Part 2

38. Student Account Set Up/Recovery Part 3

39. Support Structure

40. Two Points of Contact • The iLearnNYC Help Desk: Contact the iLearnNYC Help Desk for all technical issues, including logins, enrollments, site navigation, content, DOE hardware, DOE software and DOE internet connectivity  718 935 3075 • Implementation Manager: Contact your Implementation Manager for all program-related issues, including instructional support, training and licensing. • Note: An iLearnNYC Implementation Manager will be assigned to your school by the beginning of School Year 2011-2012.

41. Specialized Support Groups • Content Vendor Help Desks: For content issues, the iLearnNYC Help Desk will direct you to the appropriate Content Vendor Help Desk. • DOE IT Service Center: For DOE hardware, software or internet issues, the iLearnNYC Help Desk will direct you to the DOE IT Service Center. • iZone Technicians: For DOE software issues, the DOE IT Service Center will dispatch an iZone Technician to your school. • iLearnNYC Operations Team: The iLearnNYC Operations Team will resolve complex program and technical issues that cannot be addressed by the Help Desk or Implementation Managers.

42. The iLearnNYC Help Desk • How do I contact the iLearnNYC Help Desk? • Phone: 718-935-3075 • Web Form: Login to iLearnNYC and submit an incident via the “Technical Support Widget.” • Who can contact the iLearnNYC Help Desk? • School Technicians, School Staff, Parents and Guardians • When can I contact the iLearnNYC Help Desk? • 24 hours, 7 days a week, 365 days a year

43. Technical Support Widget in iLearnNYC Platform 43

44. Specific Support for Admin Console • Continual Training for the Admin Console will be provided • Web Conferences in early, mid and late August • Dedicated Web Conferences per school request • Detailed User Manual for Admin Console in August • iLearnNYC wiki will have announcements and resources: • http://nycizone.wikispaces.com • http://nycizone.wikispaces.com/Admin+Console • http://nycizone.wikispaces.com/Curriculum+and+Content • iLearnNYC Help Desk will also direct you to these resources (718 935 3075)

45. Support Considerations • If you want to experience the iLearnNYC Platform and help trouble shoot issues, you need to add yourself as a Teacher to course(s) in the Admin Console • Make sure to leave extra time in your scheduling and planning for: • Once you set up a course in the Admin Console, most vendors will take at least a few hours to process the information and set up the courses in the iLearnNYC Platform • Students setting up their accounts • Teachers recovering their passwords • Device compatibility, especially for remote learning (at home, in public libraries, etc)

47. Question and Answer / FAQs

48. Contact iLearnNYC Help Desk 718 935 3075 Content – Liz Azukas (lazukas@schools.nyc.gov) iLearnNYC Implementation – Tom Lynch (tlynch22@schools.nyc.gov)