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Training Owners

Rolling Over Your Training

You should copy your new training and start making updates as soon as you can. Remember that you can create the listings ahead of time, so they are ready to go.

The new versions of your training need to be live and listed in the E-Training catalog for enrollment every year on June 1.

The old versions will remain open for completion until July 1, but they won't be publicly listed in the E-Training catalog, and the enrollment link will need to be updated. That way, if anyone still needs to finish the old training, they can access it from their Canvas Dashboard.

On July 1, please update the landing page/front page of the old Canvas courses to say something like: "This course is no longer open for completion. Please visit the new version at this *e-training registration link*." This will help ensure that people don't accidentally try to retake the old version of the training instead of the new one.
There is a process in place in CRM so that when the 30-day reminders to renew trainings go out on June 1, users can complete the new training ahead of July 1, and it will count towards the new version.

You should have access to create/take down the listings in E-Training.

New Canvas Course Check List

Course Settings:

Start and End date: Update the Start and End date if your training expires and needs to be renewed.
Subaccount: The subaccount should be Etraining or the subaccount in the E-Training catalog. For example, PSIA for Public Safety. If the subaccount is not for the E-Training catalog or any sub-catalogs, then it can't be listed in the E-Training catalog. Email elearn@iu.edu for assistance fixing the sub-catalog.
Term: (if able to update) should be set to “No expiration.”
Participation: Course
License: Private
The rest of the settings shouldn't need to be changed.

How to Copy a Course in Canvas

1) Open the Canvas course you want to copy

2) Go to “Settings”

3) On the right-side menu, select “Copy this course”

4) Enter the details for the new course

Name: Update the name for the new course

Course code: Stays the same

Start date: Update the start date

End date: Update the end date

Content: Keep “All content” selected

5) Click “Create Course”

6) After the course copies, note the new Canvas course number in the URL and save it for reference. Keeping a record of the Canvas course name and the number of courses that rollover is helpful.

7) The course setup wizard will pop up. Select “No not now.”

8) Go to “Settings” on the left side menu and review course settings. Note: the subaccount should be E-Training. If E-Training is not listed as the subaccount, please contact elearn@iu.edu to fix the subaccount.

9) Make sure the Training Course Metadata is completed.

10) Edit the training, publish once you are ready to test, and then list it in the E-Training catalog after testing.

Training Course Metadata

In the Canvas course:
1) Go to “Settings” on the left side menu
2) Select “Navigation” at the top
3) Find "Training Course Metadata" (usually towards the bottom) and click the three vertical dots. Note: If you are unable to find Training Course Metadata to add to the navigation, confirm that the subaccount in the course Settings is "E-Training" or the sub-catalog used in the E-Training catalog. For example, Public Safety is the subaccount in Canvas Settings for Campus Security Authority because it is in the Public Safety sub-catalog in E-Training. If the subaccount needs updated, you can contact Peter Ermey from the eLearning Design & Services team or email iuexpand@iu.edu for assistance.
4) Select "+Enable" and then click the "Save" button at the bottom of the page
5) On the left side menu, you should now see "Training Course Metadata."
6) Select "Training Course Metadata" and complete the fields:
What department owns the training?
This is your department code. For example, UA-UCOU, IN-ENHS, etc.
Course delivery method: Select "Online"
Campus: Select "University wide"
Training expiration (in months)
Training expiration in months. For example, if your training expires in one year, enter 12. If your training does not expire and does not need to be renewed, enter 0.
Compliance code
This is what is used for reporting and data. If your training is copied and rolled over from a previous version, use the previous version's compliance code.
If this is a new training, you need to "Add new compliance code." Be sure the compliance code you choose is not already in use. You will use this code for this training every time you copy this course and roll it over.
7.) After completing all the fields, click the "Save" button at the bottom. If this is a new training, then let the CRM team know what compliance code you created.
If Canvas completions are not showing up in E-Training and the CRM, check to make sure the Training Course Metadata is correctly set up.

Creating a Certificate

Creating a Certificate of Completion in IU Expand:

1) On the course listing page, select the “Certificate” tab.

2) Toggle Include Certificate to the “on” position.

3) Add the name of your certificate. What is the certificate for?

4) Select the template for your certificate. To preview, click on the blue eye icon on each certificate. If you select to write your own custom HTML/CSS design, you will be given an option for a landscape or portrait orientation and a field to enter your code. Variables are included in the information.

5) Decide if you would like to include an expiration date for the certificate. If you decide to have an expiration date, you must enter the Certificate Expiration Date, or the Number of Days the certificate is valid.

Add a link to your certificate in your Canvas course

Set up the course module requirements to trigger the certificate.

Once the certificate has been created, it will be the same for all users; however, the system checks the personal login to pre-fill the certificate with the correct user information.

1. Make sure the following settings are active:

The Canvas course needs to be published
In the Expand course listing, select “Open for Enrollment”.

2. Create course completion requirements for mandatory course content (i.e. a minimum score on a quiz, a requirement that students must view all pages, etc).

3. Create a Certificate module after the module described above.

4. Add a prerequisite to the Certificate module that requires completion of all mandatory course content.

Note: You can use a very simple module completion criterion for testing purposes and change it later to the real requirement.

5. Add a Page to the Certificate module where you will include the link to the certificate.

Trigger the certificate and add it to the module

1. Go through the course as a learner to trigger the certificate.

2. Go to the IU Expand Dashboard of the test user who completed the course.

Click the "Complete" tab.
Navigate to the course you just completed
Right-click “View”
Copy the URL from the certificate link

3. Paste the copied URL as the hyperlink for the certificate on the page you created in the Certificate module.

Final Notes

1) As a training owner, you most likely have the role of “Teacher” in the Canvas course. It's important to remember that if you complete your training with the “Teacher" role, your completion will not show as compliant in My IU Compliance, E-Training, Expand Analytics, or the report. The reason is that those with the role of “Teacher” can see quiz answers. For your grade to update as complete/compliant, you must complete the training with only the role of “Student." Once the training is complete, you can have someone add the role of “Teacher” back in Canvas.

2) Sometimes, people taking the training need to refresh and clear the caché memory for the course to load correctly.

3) If the compliance portal is not set properly, please contact CRM at: crmhelp@iu.edu

4) Remember to periodically check the HR Job Codes to keep adding them to your training.

5) There are resources available for accessibility at IU Expand and Knowledge Base.

6) If you need to be added to the meetings for training owners organized by the Compliance Office, please send an e-mail to: comply@iu.edu.