The administrator training is designed to teach trainers how to manage training courses, sessions, and attendee records on the UTRGV Training Management Portal. This training is required prior to receiving administer access to http://www.utrgv.edu/training.
For One-on-One or Group Training, submit a Service Request for UTRGV Training Management Portal: Administrator Training and Access
REQUIRED: Access to Microsoft Teams, a computer with an internet connection, speakers and/or a headset with a microphone to listen and communicate with the trainer. A web cam is NOT required. If no microphone is available, you will be able to use the chat option to communicate with the trainer.
Features for Trainers:
- Create training courses and sessions
- Limit the number of attendees per session
- Create a waiting list option
- Record attendance
- Email attendees directly from the website
- Print class rosters and summary reports
- Do's and don'ts to keep the integrity of the training course database and accurate UTRGV Employee training records.
Introduction
The purpose of the UTRGV Training Services website is to announce upcoming trainings held at UTRGV. Topics are created once and Admins will have access to create different Instances.
In order to obtain Admin access, users must complete the UTRGV Training Services Admin Access Training. If sessions are not available on the Training Services site, please email ITtraining@utrgv.edu.
Internet Web Services highly recommends using a FireFox web browser when using the Training Services site.
Logging In
To access the UTRGV Training Services website, go to www.utrgv.edu/training.
Use your UTRGV credentials to sign in.
Tabs
Upcoming Courses – lists all courses users can register for.
Today’s Courses – lists courses offered for the day.
My Courses – lists all courses user has registered for their attendance record for each course.
My Profile – changes to user profile must be requested via Oracle 24/7 for UTRGV employees.
External users may update using this tab.
Administer – create templates and instances for sessions, print rosters, email attendees, run reports.
Logout – exit the UTRGV Training Services website.
Administer Tabs
Classes – lists all templates created by active Admins.
Reports – run class reports and summaries.
Exit Administer – retrieve the user tabs.
Logout - exit the UTRGV Training Services website.
Creating a Template
A template is a course. Admins will name the class, and add a description in which users can see. Please note, the description will be visible to all instances.
- Click on the Administer Tab.
- Click on New Template.
3. Enter the Class Title in the Template Title field and add a class description in the Class Template Description field if applicable.
4. Click Update Template.
NOTE: Once a template is created, it cannot be deleted. To change the template information, click the Edit button on the Classes tab. Modifying a template modifies it for the entire system, not just yours.
Creating Instances
An Instance is created for each class template. Each instance will include the date, time, location, campus and instructor(s).
- From the Administer Tab, click on Classes.
2. Locate the Class title and click on Instances to the right.
3. Click on New Instance.
4. Enter the class session information.
5. Standby Count will allow a waitlist option. In the Event of cancellations, users on the waitlist will automatically be registered as they are listed in the queue.
6. The Campus field menu has all UTRGV campuses listed, including an Online option. This information will be visible to all users viewing the class schedule.
7. To allow registrations, click the Allow Registrations option to Green. (If this option is set to Red, users will not be able to see the session on the schedule.)
8. To get email notifications when users register, click Notify Instructor option to Green. (co-Trainers will also get notifications).
9. To allow non UTRGV employees or students in the class, click the Public Class option to Green.
10. The Co-Trainer dropdown will list only employees who have requested Admin access to the Training Portal.
11. Click Submit.
Adding Registrants to a Class
Users can register for classes by logging into the UTRGV Training Services website. However, Admins have the option to manually add people to a class.
- Click Administer tab.
- Click the Instances button for the class.
- Click the Admin button.
4. Search for a user in the Search For field using a user’s email address.
5. Once found, click Add.
6. To remove a user from the class, click the X button to the left of their name.
Class Roster and Class Summary
Trainer can print a class roster at any time or view a Class Summary report.
- Click Administer tab
- Click the Instances button for the class.
- Click the Report button.
4. Click the Sign-In Sheet option to view the roster.
5. The Class Summary option lists the class name, date, start and end times, the trainer, co-trainer and the number of people registered by type (Faculty, Staff, Student or External), and how many registrants attended the class. Drilling down on the highlighted number will provide registrant emails.
Marking Attendance
Trainers and co-trainers can mark attendance.
- Click Administer tab
- Click the Instances button for the class.
- Click the Attendance button
4. Click Attended option to Green if they attended or leave as Red to mark an absence.
5. Click Update Attendance.
Shortcut: Click Check All if everyone attended. The click Update Attendance.
Emailing a Class
Trainers and co-trainers can email the class participants from the class roster.
- Click Administer tab
- Click the Instances button for the class.
- Click the Attendance button.
- Click Email Class
5. To email the entire class, click the Check All button. To email only one or selected few, click the option to Green for the students.
6. Click Continue.
7. Enter the message in the text field then click Send Email.