Learning Activities FAQ

• How long before my activity is available for registration?

  Instructor-led activities: For live instructor-led activities we may need up to three business days to process new requests or any changes.

  Online activities: For online activities we may need up to three business days to perform the initial testing of the submitted course file. If any issues are identified during testing these will be reported back to the developer for correction. Then any new versions will again be tested. Once a file passes testing it will be uploaded into the UCLC and opened for registration. The time from initial request to final course in production could take days or even months, depending on the complexity of needed corrections and availability of your course developer and testing in the UCLC.

• How do I cancel a class?

  Please email UCRLearning@ucr.edu as soon as possible when you know a class needs to be canceled, even if it is after the fact. When we cancel a class in the UC Learning Center, the system emails all registrants and notifies them of the cancellation. We also remove their registrations from the canceled class so that they may register for an alternative offering of the course. If you know the class will be rescheduled and have the new date and time we can let learners know about that as well.

• How do I make a change to an existing activity?

  Please email UCRLearning@ucr.edu with any needed changes, e.g., rescheduling, cancellations, changes to logistics, etc. Depending on the type and scope of the change we may ask you complete a new activity request form.

• I need to update the content of an existing eCourse – can the EOD or UCLC team help?

  Neither Employee & Organizational Development nor the UCLC administrators currently provide eLearning development services to the campus. Training owners will need to work with either a developer in their organization or an external vendor to update or create eCourses.

• I need to deliver training to students, can I use the UC Learning Center to do so?

  Not at this time. Access to the UC Learning Center is restricted and student access is limited as described in the policy below. If you need to deliver an eCourse to students, you may be able to use iLearn or eLearn. Please contact Josh Hoerger, Manager, Student Systems Support to learn more.

• How do I offer a virtual ILT via Zoom?

  About Zoom

  All faculty, staff, and students have a Basic account by default, and may log in at: https://ucr.zoom.us.

  When hosting a meeting, it is important to know what type of account you are hosting from and what type of meeting ID you will use:

  • A free Basic account allows up to 300 participants and video conferences up to 40 minutes.
  • A Pro account allows video conferences of up to 24 hours with up to 300 participants.  
  • A Webinar account can host video conferences of up to 500 participants.
  • Determine if you would rather use a Personal Meeting ID vs. a standard Meeting ID, we recommend using scheduled meeting IDs in the UCLC so that they expire after the event ends.

  Account upgrade requests should be made via ServiceLink. For additional details read the ITS Knowledge Base article on Zoom Video Conferencing.

  To offer a Zoom virtual ILT through the UCLC

  1. Schedule your meeting in Zoom to obtain the meeting URL and invite information
  2. Complete the appropriate instructor-led activity request form (initial or additional offerings) as you would for any classroom-based course:
     • In the Logistics section under Location list Online Webinar and Max Capacity based on your activity needs.
     • In the Additional Information box include the meeting invite: URL to join the meeting and any additional information users should have before joining the meeting (e.g., audio instructions or a password if you are using one, etc.).
  3. Have participants register in the UC Learning Center. They will receive a registration confirmation email with webinar details. See information on Attending Virtual Sessions via Zoom, MS Teams, or Similar in the Learner Guide for participant information.
  4. Download the activity sign-in sheet from the UCLC.
  5. Host the meeting from Zoom.
  6. Take Attendance* during the meeting using the sign-in sheet from the UCLC, checking off attendees and noting No Shows or unregistered participants. We recommend using either commenting or editing tools in Acrobat to mark up the sign-in sheet. You might also consider using DocuSign for an online sign-in sheet. NEW: Consider using the new QR code option to take attendance.
  7. Record the meeting if you would like to have the meeting recording available after the fact.
  8. Email the final roster to ucrlearning@ucr.edu for processing in the UCLC. If the QR code for attendance was used, submit a roster for anyone who could not successfully scan the code.
  9. If you would like to offer the meeting recording through the UCLC, please submit the recording file with an online activity request form. You may need to share the recording file with us via SharePoint if it is too large to email.
     
     ACCESSIBILITY NOTE: We recommend putting the recording through some tool or service that will offer closed captioning and/or possibly embedding it in an eCourse. Uploading the recording to YouTube may also be an option. See Getting Started with Closed Captioning for Zoom options.

  *TIP: You might require users to register in Zoom to help track attendance.

• How do I offer a virtual ILT via MS Teams?

  About MS Teams

  All staff have an Office 365 account by default, which includes Teams, and may sign in at: https://office.com. Users may access Teams either through their O365 account in a web browser or by downloading the Teams app to their device. See the ServiceLink Knowledge Base article Office 365 – Download/Install Office or Access Online for details. (Students see Office 365 - Student Advantage and Download Directions.)

  Resources:

  • ITS offers an introductory UCR Microsoft Teams Guide through the UC Learning Center
  • LinkedIn Learning offers several courses including Microsoft Teams: Successful Meetings and Events
  • Microsoft’s Support website offers detailed documentation and training for Teams, including a section specific to Meetings and a live instructor-led training on how to Run Effective Meetings with MS Teams.

  It is important to determine which meeting type will best suit your needs. The following table summarizes the three types of meetings, the number of recommended participants, how participants can interact in the meeting, and registration information. We recommend using the Webinar feature for its registration and attendance tracking support, particularly if you will have a larger class size.

  NOTE: UCR's current licensing does not support call-in capabilities, i.e., phone support, for Teams. Audio is strictly available through the app or a web browser.

  Type of meeting	Number of participants	Interaction	Registration
  Meetings	Up to 10,000	Participants up to 1,000 have fully interactive equal meeting capabilities. Participants over 1,000 up to 10,000 have View-only capabilities.	Instructor provides meeting join link on the UCLC activity request form and it is automatically provided in confirmation emails from the UCLC. Note, in testing we had to invite at least one person to the meeting before Teams would generate a meeting link. Teams registration feature not supported.
  Webinars	Up to 1,000 Increased limits with View-only capabilities coming soon.	Participants up to 1,000 have fully interactive capabilities. Audience interaction configurable. Can specify presenters.	Instructor provides meeting join link on the UCLC activity request form and it is automatically provided in confirmation emails from the UCLC. Note, organizer must Send webinar invite before link is generated. Teams also has a separate registration requirement setting that is recommended for attendance purposes, particularly if you will have a large class size.
  Live Events	Up to 10,000	Broadcast to large audiences. Moderated Q&A for audience interaction. Can specify producers and presenters, including external presenters. Supports more advanced production capabilities.	NOTE: Contact ITS to determine if you have the required license and permissions to create Live Events.

  To offer an MS Teams Virtual ILT through the UCLC

  1. Schedule your meeting or webinar in Teams. Copy the meeting link from the meeting invite (this appears in the description section of the invite once you send it — meetings will require at least one recipient but webinars do not).
  2. Complete the appropriate instructor-led activity request form (initial or additional offerings) as you would for any classroom-based course:
     • In the Logistics section under Location list Online Webinar and Max Capacity based on your activity needs.
     • In the Additional Information box include the meeting join link and any additional information users should have before joining the meeting/webinar.
  3. Have participants register in the UC Learning Center. They will receive a registration confirmation email with event details. See information on Attending Virtual Activities via Zoom, MS Teams, or Similar in the Learner Guide.
  4. Download the sign-in sheet from the UCLC.
  5. Host the meeting/webinar from MS Teams.
  6. Take attendance during the meeting using the sign-in sheet from the UCLC, checking off attendees and noting No Shows or unregistered participants. We recommend using either commenting or editing tools in Acrobat to mark up the sign-in sheet. You might also consider using DocuSign for an online sign-in sheet. You may also export the roster to Excel if helpful. If requiring registration in an MS Teams webinar, download an attendance report. NEW: Consider using the new QR code option to take attendance.
  7. Email the final roster to ucrlearning@ucr.edu for processing in the UCLC. If the QR code for attendance was used, submit a roster for anyone who could not successfully scan the code.