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COURSE : #### AGILE DOMAIN ADMINISTRATOR CourseMODULE 2 : REGISTRAR ADMINISTRATOR LESSON 3 : Record LearningCLASSIFICATION : UNCLASSIFIED

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DATE/PREPARER: Page Title:Lesson Objectives


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Transcript: Now that we have learned how to create scheduled offerings and student user accounts inside of AGILE we will now focus on recording learning events inside of student records. Learning Events are courses students have registered for that have been assigned a scheduled offering in AGILE. Registrars record learning events once the course manager has provided documentation of an individual or group of individuals that have completed a course outside of a scheduled offering or after the offering has already been closed out.

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DATE/PREPARER: Page Title:

Lesson 1: Learning Objectives


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Transcript: By the end of this lesson you will know how to record a Learning Event in a student’s record. Record a Learning Event associated with a scheduled offering. Record a learning event that is not associated with a scheduled offering. [click to advance to next advance to next slide]

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Record Learning in Student Records

Record a learning event in student AGILE record

Record learning event for a student with a scheduled offering

Record learning associated with an item ID

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Transcript: The Record Learning feature in AGILE is commonly used when the Registrar assigns credit to students outside of when a scheduled offering

has occurred. The Record Learning process is not initiated until the Course Manager contacts the Registrar with a request to update a student or group of students item completion status in the system.[click to advance to next slide]

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Record Learning

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GRAPHIC/AV: *Graphic of a student graduating. Question marks that can be clicked on in the background. Audio script.

Transcript: These scenarios typically occur when students graduate a course that is out of a cycle. This means that a student has completed the course but

they have not done so in conjunction with any of the available offerings that are listed in AGILE. A Registrar could likely find themselves manually updating student records and recording learning events when:[prompt to click on of the highlighted question marks to pull up Option # 1 ]

1. A student is getting ready to deploy and needs training before the next available scheduled offering in AGILE.[prompt to click on one of the highlighted question marks to pull up Option # 2]

2. A student has attended a course and had to withdraw due to extenuating circumstances.

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[prompt to click on highlighted question mark to pull up Option # 3]

3. A student has made alternate arrangements with the instructor to complete the course. 508 Transcript:

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Transcript: Registrars must also be aware of the two different types of circumstances in which learning events are recorded.[prompt to click on of the first highlighted box out of three choices to pull up Option # 1 ]

1. How to record a learning event that assigns credit to students who have completed a course that is “NOT” associated with a scheduled offering.[prompt to click on of the highlighted box to pull up Option # 2 ]

2. How to record a learning event for a student who has completed a course that “IS” associated with a scheduled offering.[click to advance to next slide ]508 Transcript:

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Transcript: Instructors will contact the Academic Services Department Registrar when they want to credit a student for attending a specific offering. When you have to manually record the event make sure that you are given the students first and last name as well as their middle initial. If you are able to obtain the

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students User ID that is the most feasible option. In order to credit a student for attendance in a specific offering, it is imperative that you have the exact USER ID or the correct name. Often time’s students may appear under a generic search in AGILE with more than one record, to ensure you are assigning credit to the correct student user account your information on the student record must be as accurate as possible. Never award completion credit unless you are 100% sure you are on the correct user account.[click to advance to next slide ]508 Transcript:

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Transcript: When you have to manually record a learning event in a student record you want to ensure that the course manager has given you:[prompt to click on of the first highlighted box out of check box items, order can be random to pull up Option # 1 ]

1. Students First Name

[prompt to click on of the first highlighted box out of check box items, order can be random to pull up Option # 2 ]

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2. Students Last Name

*Middle name or intial if available[prompt to click on of the first highlighted box out of check box items, order can be random to pull up Option # 3]

3. Students AGILE User ID

*If you are able to obtain the students User ID that is always the most feasible option.

In order to credit a student for attendance in a specific offering, it is imperative that you have the exact USER ID or the correct spelling of the student’s name who you are providing credit to. Often time’s students may appear under a generic search in AGILE with more than one record, to ensure you are assigning credit to the correct student user account your information on the student record must be as accurate as possible.

Never award completion credit unless you are 100% sure you are on the correct user account.[click to advance to next slide ]508 Transcript:

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Transcript: In order to credit a student for attendance in a specific offering, it is imperative that you have the exact USER ID or the correct spelling of the student’s name. Often times multiple student accounts will appear under a generic search in AGILE of a student’s name. To ensure you are assigning credit to the correct student account your information for the student must be as accurate and detailed as possible. [click to advance to next slide ]508 Transcript:

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Transcript: As a Registrar you are responsible for maintaining the data integrity of AGILE. It is imperative that credit is never awarded to a student’s learning history unless you are 100% sure you are on assigning credit to the correct student.[click to advance to next slide ]508 Transcript:

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Transcript: To credit a user for attending a specific offering you will use the Record Learning Financial Tool under:

[SHOW Users> Tools: Record Learning Financial]

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[click to advance to next slide ]508 Transcript:

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ADMINISTRATOR CourseMODULE 2 : REGISTRAR ADMINISTRATOR LESSON 3 : Record LearningCLASSIFICATION : UNCLASSIFIED

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Transcript: To credit a user for attending a scheduled offering you will need to first ensure you have the correct spelling of their name or their AGILE User ID. If you do not have the students AGILE user ID, you may search for the student’s record by going to the Users tab and entering the first three letters of the student’s first and last name within the designated fields.

Once the student record is located copy the students AGILE User ID. In order to credit a student for attendance in a specific offering, remember you must have the students USER ID wnen you assign completion credit to the identified scheduled offering.

From the User Interface select the TOOLS tab. > click NEXT > select the appropriate DEFAULT Completion Status. There are twelve completion status options to choose from. When assigning item credit to a student you will most often select COURSE_COMPLETE (Complete)-For Credit. click NEXT > and than enter the Users ID.

Once you are in the next screen right click in the USER ID box and PASTE the Student USER ID into the appropriate block.

If you already have the students USER ID from the roster that the course manager has submitted, simply type that information into the appropriate block.

Once you are in the following screen you will see a list of students who are already registered to the the offering you are crediting to your student. Ensure that you do not update the default completion status for those students who are already listed in that offering. These students have more than like already received a completion status for that offering if the course manager has turned in the final roster to the Enrolls desk. It is important not to change this default status as you will create duplicate entries in the records of the students who have already received credit for the offering.

Do ensure that the students USER ID that you have just added to the scheduled offering is listed with the rest of the students shown on the roster.

Once you have verified that you have added your student to the correct offering select NEXT for the following two screens. The very last screen that populates with the final step, will have a PREVIOUS and FINISH selection option. Select FINISH to conclude the crediting the offering to the students user record.[click to advance to next slide ] [click to advance to next slide ]508 Transcript:

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Transcript: The Learning Event editor is a feature within AGILE that allows the registrar to edit events previously recorded within a user’s record. This tool differs slightly from the Record Learning Financial in that the search is guided by the USER ID and not by the Course Item ID. It is imperative that you have the correct user ID for this process. Registrars will typically find themselves using the Learning Event editor in situations where a student has attended a course they did not complete, or the student accidentally received credit for completion of the course when they did not actually complete it.

To launch the learning event editor:

[*** SHOW *** Users > Tools > Record Learning – Multiple]

When you want to record a Learning Event for a user who has completed an item not associated with a specific scheduled offering, you will do so similar to the process of accreditation for crediting a USER for completion of a specific offering.

To credit a user with completion of a specific ITEM you will need to start from your ADMIN VIEW in AGILE. From the ADMIN view click on the USER TAB. When the User screen populates select the TOOLS icon and ensure that you select the Record Learning Financial option. The Record Learning Financial option can be found directly underneath the TOOLS tab. It is typically the default option that is automatically selected from the TOOLS feature. On the right hand side of the screen click on ITEM than click NEXT. TYPE in the ITEM ID# which should be the similar naming convention as follows: DIA-INT-XXXX. Click NEXT.

Note: In the event you are unsure what type of Item you are crediting to the student you can always search for the course under the Learning Tab by simply entering the course number or course title in the designated search fields.

From the following screens there are mandatory fields that must be completed to credit a student for completion of item. Those fields are:

*Default Completion Status

*Completion Date (Must always be at least the day prior to the date of update to the record)

*Completion Time (Must always be after the end of the duty and input as such 04:00 PM)

* USER ID

Once you have entered the students USER ID into the designated search field select ADD. The ADD button will assign the student to the item. Click NEXT for the following three screens. On the final click FINISH. Select FINISH to conclude the crediting the offering to the students user record.

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