ILT Session Overview

Sessions enable administrators to create any type of scheduled learning event. Sessions may be instructor-led courses held in a classroom or virtual webcast sessions. It is helpful to think of sessions as scheduled instances of instructor-led training courses or individual occurrences of events. Course events include all of the "parent" information which defaults to the session, such as the course description, the objectives, the vendor, and the subjects. Events do contain some specific default session information as well, such as course prerequisites, course evaluations, and the registration procedures. While this kind of information defaults from the event setting, it can differ from one session to another because it is editable at the session level. However, sessions hold more specific data, including the times, locations, instructors, and resources for a specific course instance.

Design Note: An updated interface is available for this page, which can be enabled by administrators in Feature Activation Preferences. With the new design, the functionality of the page is unchanged. The new interface will be automatically enabled in all production portals with the Q1 2024 Release along with a reminder of about the deprecation of legacy UI page's timeline. The customers will still have the option to disable them. With the Q3 2024 Release, the new interface will be permanently enabled in all production, stage, and pilot portals and the legacy user interface pages will no longer be available.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
ILT Evaluations - Print Grants ability to print evaluations at the session level for any session within the permission constraints. This permission can be constrained by Instructor, ILT Provider, User's ILT Provider, and User as Instructor. This is an administrator permission. Learning - Administration
Sessions - Cancel Grants ability to cancel instructor led training sessions. This permission works in conjunction with Events - View and Sessions - View permissions. This is an administrator permission. Learning - Administration
Sessions - Create

Grants ability to create new instructor led training sessions. This permission works in conjunction with Events - View and Sessions - View permissions. Administrators can only create sessions for events for which they have the availability to view. When adding users to a session in which the session roster is full, this permission grants the ability to increase the session's available seats. This permission can be constrained by OU, User's OU, Instructor, User as Instructor, Facility, Facilities Owned by User, ILT Provider, User's ILT Provider, User, and User Self and Subordinates. This is an administrator permission.

Note: The "Restrict to User as Instructor" constraint is available, but it does not actually constrain the permission.

Learning - Administration
Sessions - Create Child Sessions

Grants ability to create new instructor led training child sessions available when the backend setting to allow multiple providers for a session is enabled. When the multiple providers backend setting is enabled, administrators need this permission to create child sessions even if they have the Sessions - Create permission. This permission works in conjunction with Events - View and Sessions - View permissions. This is an administrator permission.

Note: This permission is visible in the system even if the backend setting to allow multiple providers for a session is disabled. However, the functionality to create child sessions is only granted when the backend setting is enabled.

Learning - Administration
Sessions - Edit Grants ability to edit/update existing instructor led training sessions. This permission works in conjunction with Events - View and Sessions - View permissions. Administrators can only edit sessions for which they have the availability to view and edit. When adding users to a session in which the session roster is full, this permission grants the ability to increase the session's available seats. This permission can be constrained by OU, User's OU, Instructor, User as Instructor, Facility, Facilities Owned by User, ILT Provider, User's ILT Provider, User, and User Self and Subordinates. This is an administrator permission. Learning - Administration
Sessions - View

Grants view-only access to instructor led training sessions, enabling the user to view all details/options that were selected when the session was created. This permission works in conjunction with the Events - View permission. This permission can be constrained by OU, User's OU, Instructor, Facility, Facilities Owned by User, ILT Provider, User's ILT Provider, User, User as Instructor, and User Self and Subordinates. This is an administrator permission.

Adding an OU constraint and a provider constraint to this permission results in an "AND" statement.

 Learning - Administration

Search for Sessions

Select to view sessions that are in a Tentative, Approved, Completed, or Canceled status, or search by Session Number or Locator Number.

Create New Session

Click the Create New Session link to create a new session. See ILT Session - Create/Edit.

Note: If this link is named Create New <Primary Vendor Name> Session and a Create New <Secondary Vendor Name> Session link appears to the right of it, then your portal has enabled the ability to configure multiple providers for a session.

Create New Session with Specific Provider

If the primary vendor is changed for the event, you can select which provider to use when creating new sessions from scratch. You can do this by clicking the linked name of the provider near the top of the sessions page. Or you can select the provider from the Select session provider before creating a new session drop-down and then click Create New Session.

The providers that are available to select are providers who have been tied to the event historically. In addition, the only available providers are those that fall within the your constraints for the Sessions - Create permission.

Note: The vendor for an event can only be changed if the Enable to change provider for events option is checked in ILT Preferences. In addition, the Enable to select provider when creating sessions option must also be checked in ILT Preferences in order for the provider to be selected when creating new sessions from scratch.

Note: If only one provider has been configured for the event, then no other providers are available in the drop-down. The drop-down does not display if the Enable to select provider when creating sessions option is unchecked in ILT Preferences.

Sessions List

The following information displays for each session in the Sessions list:

  • Day - If an Expand icon displays to the left of the session in the Day column, then your portal has enabled the ability to configure multiple providers for a session.
  • Start Date - This column is only displayed if the Show both Session Time and Date in Sessions tables option is selected by the administrator in ILT Preferences.
  • End Date - This column is only displayed if the Show both Session Time and Date in Sessions tables option is selected by the administrator in ILT Preferences.
  • Session ID
  • Locator Number
  • Location - This column displays the next-level location name that has a facility type of City for each session. If no location in the hierarchy for the associated session has a facility type of City, then the Location column displays the Location name for the associated session. This column is dependent upon an organization's configuration settings of the Location OU hierarchy and Facility Type settings. Parent level Location OUs that are designated as a facility type of City are displayed in the Location column.
  • Instructor
  • Enrollment
  • Status

Evaluation Options

The following Evaluation options are available in the Evaluation column:

  • Edit Evaluation - Click this icon to manage the session evaluation.
  • View Evaluation Report - Click this icon to run an evaluation report.
  • Print Evaluation - This enables administrators and instructor-led training (ILT) instructors to print evaluations for the session and distribute them to all session attendees. This icon is only available if an evaluation is configured for the corresponding session and if the user has permission to print evaluations. Administrators and ILT instructors can click the Print Evaluations icon to open the Print Evaluations pop-up. See Session Evaluation - Print Pop-up.

Options

The following options are available in the Options column:

  • View Roster - Click this icon to view and manage roster. See Session Roster - Roster Tab.
  • Edit Session - Click this icon to make changes to an existing session. See ILT Session - Create/Edit.
  • Copy Session - Click this icon to create a copy of a session. See ILT Session - Create/Edit.
  • Session Options - Click the icon to create a child session. This option is only visible if your configuration allows multiple providers and if the user has the "Sessions - Create Child Sessions" permission.
  • View Sessions Details - Click this icon to view session details. See Multiple Providers - Session - View Details.
  • Cancel Session - Click this icon to cancel a session. This cancels the session for all registered users and sends an email if active. For information about refunds on cancelled sessions: See Refunds Overview.

Note: If the Options column displays a Create Primary Session Option icon and a Create Secondary Session Option icon , then your portal has enabled the ability to configure multiple providers for a session. See Sessions Page and Session Options - Parts Schedule in the Session Options section of Online Help for more information about the session options functionality.

See also: ILT Scheduling Wizard

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