Defining sessions

You can define a session as Open or Proposed. An Open session can be seen by all on the catalog. A Proposed session can be seen only by learning managers, and it must be approved to be shown to all catalog users. You can also duplicate an existing session, except for the dates, to create a proposed or open session.

  1. Select Learning and Development > Catalog > Activities And Sessions.
  2. Locate and select the activity for which to create a session.
  3. On the Sessions tab, select Create Proposed Session to define a proposed session.

    or

    Select Create Open Session to define an open session.

    Note: If the activity does not use sessions, these actions are not available.
  4. Specify this information:
    Effective Date

    Required. Specify the effective date.

    Title

    Specify the name of the session. If left blank, the system-assigned number defaults.

    Description

    Specify the sessions description. If you leave this field blank, the short description defaults.

    First Class, Last Class

    Specify the first and last day of the session. The system creates those two days on the Classes tab. You can also define each class day on the Classes tab.

    Class Type

    Select whether the class is conducted on-site, virtually, or as a hybrid with classes held both on-site and online.

    Start Date, End Date

    Select the first and last day that registration is accepted. The begin date is required. Registrations must fall within this period.

    Cancellation Deadline

    Select the last date that cancellations are accepted for the session.

    Enrollment Minimum, Maximum

    Specify the minimum and maximum number of registrations. If enrollment is below the minimum, the class can be canceled; if it is above the maximum, registrations may be rejected or wait-listed, depending on the organization rule.

    Waitlist Option

    The Waitlist option for the organization defaults in this field. You can change it.

    Select No Waitlists if you do not want this session to accept a waitlist.

    Select Automatic Waitlists if you want this session to accept a waitlist and you want the system to process the waitlist automatically, based on the Automatic Processing Order that you select.

    Select Manual Waitlists if you want the session to accept a waitlist and you want the learning manager to have complete control on how the waitlist is processed.

    Automatic Processing Order

    If you selected the Automatic Waitlists option, you must select an automatic processing order.

    Select Earliest Registration Date to have the system fill openings in the order that wait-listed resources were registered.

    Select Required Then Earliest Registration Date to have the system fill openings first with wait-listed resources required to take the activity, in the order that they were registered, and then with other wait-listed resources in the order that they were registered.

    Location

    Select the class location.

    Site

    Select the session site.

    Language

    Select the language in which the session is conducted.

    Instructor
    If you are creating the session through Create Open Session, then specify an instructor.

    If you select an instructor who is not active, then the instructor is added to the list of active instructors on the Instructors and Content Administrators tab.

    Type
    Select the instructor status: Primary, Back Up, or On Call.

    If you select Primary, then the instructor is assigned to the classes under the created session.

    Active
    Select this option to make the instructor active in the system.
    Pre-evalution, Post-evaluation
    Due Date Calculation
    Select the time period for the due date.
    Expiration Date Calculation
    Select the time period for the expiration date.
    Evaluation Instructor
    Select the evaluation instructor.
  5. Click Submit.
    Follow-up tasks: If you defined the session as Proposed, then you must change the status to Open when you are ready to make the session available to employees. Select to enable pre- and post-evaluation for the session and specify this information:.

    • To approve a proposed section, open the session and select Action > Approve Proposed Session.

      Note: You can also access this action on the sessions list by right-clicking the session.

    • To update session information, open the session, change the information accordingly, specify the effective date, and click Save.

      Note: If automatic notifications are configured for "Session Details Changed" and "New Openings in Manual Wait-listed Sessions," then the appropriate resources are notified of any changes.

    • To update or define classes for the session, open the session, and click the Classes tab. See Defining or updating classes for sessions.

    • To assign instructors to the session, open the session, and click the Instructors tab. See Assigning instructors to sessions.