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Learning Environment and Support Systems (SOP)
Process Name: Author (Date): Approver (Date): Remark (Department Name, SOP ID, etc.)
Pre-Registration Orientation Process Nancy Cotton, Teresa Hardee,
11/20/2020 11/27/2020
Responsible Audience References
Data Manager SOP Manual

This SOP's Purpose/Goal
Information to learners prior to learning event.

Standard Operation:
1. Roster Report Generated.
a. One week before start of orientation the Friday before first date of course the Data
Manager generated the roster report from registration system GoSignMeUp.
b. Data manager logs into system using administration username and password.
- Click on course grid to open up course page
- In search tab enter the name of course
- Select the bundle course which is usually the first course (0) from list of course and then
on actions to right select 'Sign in Sheets'
- Pop up windows will appear with options;
- Under tab change columns fields here for PDF report select the following fields
in this order
- Email
- Employer
- Supervisor's Name
- Supervisor's Email
- Contact Number
- Then click on icon titled 'csv'
- This will generate a csv report and save it on you local hard drive.
2. Submit roster.
a. Data manager will email completed roster report to client training coordinator.
3. Schedule webinar.
a. Client training coordinator will schedule the webinar the Friday before the first day of class
and email information back to data manager.
4. Roster members emailed webinar.
a. Data manager logs into registration portal to email participants the webinar information by;
- From course grid page, select the course bundle course (0) and on action option
select email.
- Pop up window will appear with users currently enrolled in course listed and options to
complete email message.
- Check the square to the left of first name so that the system will select all users
and email them.
- Reply to option enter your email address.
- Subject line enter the following in this format (Track 6 Head Start Family
Engagement Virtual Orienation)
- Message section, enter the webinar information.
- Click send now.
5. Webinar Executed:
a. The client training coordinator, data manager, and facilitator are co presented at the
webinar.
b. The webinar begins with training coordinator giving welcome, explaining objective and
history of creation of course.
c. The facilitator then takes the lead and explains her expectations of the course, her contact
information, and system requirements needed.
d. Data manager then takes the lead and explains the Learning Management System (LMS)
Moodle as well inform of contact and support information.
e. The webinair is live and a questions are encouraged during the presentation and answered
immediately.
6. Registration Follow Up:
a. The webinar is recorded and after the live orientation and upon completion of the
recording, a link to the recording is sent to all participants in the course in case there were
partipants not able to attend. The data manager is reponsible for sending recording to
participants.
b. GoSignMeUp registration portal is configured to inform student enrolled in course via email a
reminder that the course is starting.
7. Continous Learning Event Assistance:
a. In the event learners need assistance, participants have the option to email instructor or I5O
Data manager to get support on any questions anytime during the course schedule.
b. Instructors reguarly communicate via email with participants to see if there are any issues.
c. Participants are also able to commincate with the instructor or tech support via the Moodle
Learning Management system also via a message.
d. I5O requires technical responses are completed within 24 hours or less.
e.Any known technical problems just as upgrades are presented to the participants in advace
of the date of maintenance via email commuication.
8. Program Evaluation:
a. Upon completion of the modules, the Moodle system emails participants to complete the
course review survey.

Version Revised By: Date: Approved By:
1.0 Nancy Cotton 5/30/2020 Teresa Hardee 5/31/2020
2.0 Nancy Cotton 11/20/2020 Teresa Hardee 11/27/2020