LMS Training Course Account Creation and Enrollment Process Policy

I. Scope

This policy applies to employee training courses that are manually managed within the Learning Management System.

II. Policy Statement

To create a standard policy for the management employee training courses whereas the courses and enrollments are not maintained within Colleague or completed within another external site than the LMS.

III. Reason For The Policy

To provide structure to the manual account creation and bulk enrollment of faculty and/or staff into training courses which are created outside of the Colleague automation. 

IV. Procedures

1. All requests for the creation of new LMS accounts for Training course purposes must be emailed to LMS-Admin@indwes.edu. 
2. All requests for the enrollment of eleven or more users into a Training course must be emailed to LMS-Admin@indwes.edu. 
3. Ten or fewer enrollments into a Training course will be handled by the requestor if permissible. 
4. Requests for LMS account creation and bulk enrollment must be submitted in the form of an Excel spreadsheet. 
5. Requests for account creation must be sent in a file separate from bulk enrollment files. 
6. LMS Admin team will only handle bulk enrollments into courses deemed as Training courses.  LMS Admin team will not support bulk enrollment into Collaboration/Meeting courses. 
7. The Trainer role will be provided to the individual(s) who are designated to lead/administrate the course. 
8. The Learner role will be provided to the individual(s) who have been assigned to take the course.

Rules:

• The defined policy will only pertain to courses created outside of Colleague which include the account creation and bulk enrollment of Faculty and/or Employees for the purpose of training. 

• The defined policy will not include the manual enrollment of degree-seeking students into courses that are not processed through Colleague. 
• Files not in the proper format will be sent back to the requestor for correction 
• Any incorrect information that results in an error in processing will be sent back to the requestor for correction.   

• Files that reject typically have records in which the username and or the email address provided are incorrect.

V. Definitions

Training courses are defined as courses which have the following:

• Training related to a specific course or program
• A clear instructor (trainer) and student (learner) separation
• Definitive start and end dates
• Discussion forums, assignments, and/or quizzes signifying progression through the course.

Training course examples:

• Connecting with Military Students
• Executive Council 7-9 Review

Collaboration/Meeting courses are defined as courses which have the following:

• Place to share personal information, professional advice, and internal/external resources
• Multiple instructors (trainers)
• Ongoing with no definitive start and end dates
• No or minimal coursework of any kind

Collaboration/Meeting course examples:

• Theory 510 and Policy 525 Faculty Course
• Adjunct Faculty Meeting