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Manage My Subjects – How to manage a subjectManage My Subjects (https://www.latrobe.edu.au/lms/admin/) is the administration system for La Trobe’s LMS. It can be accessed via your usual LTU username and password, and used to manage your LMS subjects, rollovers, start dates and access for both staff and students.

Outline:

The purpose of this guide is to show users how to set LMS subject codes, titles, student access dates and automatically created LMS groups.

What will the guide cover?

The guide will cover the process of setting LMS subject codes, titles, student access dates and automatically created LMS groups via Manage My Subjects.

How long will this take?

This activity should take approximately 5 minutes to complete.

What technology will it use?

Manage My Subjects (https://www.latrobe.edu.au/lms/admin/)

Materials needed?

Last Modified 12 October 2017

https://www.latrobe.edu.au/lms/admin/


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An LTU user account and device that allows access to the internet.

TABLE OF CONTENTSSetting LMS subject details and access dates........................................................................................................................................ 3

Log in to Manage My Subjects............................................................................................................................................................. 3Manage your subject........................................................................................................................................................................... 3

Edit the subject...................................................................................................................................................................................... 3Choose the subject that you edit......................................................................................................................................................... 3Edit the subject details........................................................................................................................................................................ 4

Staff access............................................................................................................................................................................................ 5Edit the staff roles............................................................................................................................................................................... 5Add teaching staff to your LMS site..................................................................................................................................................... 6

Edit dates............................................................................................................................................................................................... 7Set student access dates and other subject details............................................................................................................................ 7

Student access....................................................................................................................................................................................... 8Edit the student access....................................................................................................................................................................... 8Add students to your LMS site............................................................................................................................................................. 9Troubleshooting student access........................................................................................................................................................ 10

Groups settings.................................................................................................................................................................................... 11Select the automatically generated LMS groups for your subject.....................................................................................................11

Further Support.................................................................................................................................................................................... 12End of guide......................................................................................................................................................................................... 12


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Setting LMS subject details and access dates

Log in to Manage My SubjectsGo to https://www.latrobe.edu.au/lms/admin/ and log in with your usual La Trobe username and password.

Manage your subjectFrom within the navigation menu on the left, select Manage subject.

Edit the subject

Choose the subject that you edit1. Search for the subject code of the subject that you

wish to add teaching staff to in the LMS Subject Code field. Possible results will auto-display as you type.

2. Select the subject that you wish to add teaching staff to from the auto-displayed list.

3. Select the Manage Subject button.



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Edit the subject details1. Select the Edit link for the Subject

Details section.


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Staff access

Edit the staff roles1. Select the Edit link for the Staff Roles

section.


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Add teaching staff to your LMS site1. Select the Add Role button2. Search for the staff member you want

to grant access to in the LMS User field (you can search by name or username). Matching users will be displayed; select the user to select.

3. Select the Role drop-down menu and select the required role for this staff member (usually lecturer or tutor).

4. Select the Save button.5. Repeat steps 1 to 4 for any additional

staff who need access.6. Select Save.

Staff access changes in Manage My Subjects will be pushed through to the LMS instantly.


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Edit dates

Set student access dates and other subject details1. Both the Subject Code and Subject

Title of your LMS subject are editable, however it is preferable for sorting and searching purposes to conform to La Trobe’s naming conventions for LMS subjects – YEAR-SUBJECTCODE(CAMPUS-TEACHINGPERIOD/CAMPUS-TEACHINGPERIOD), for example 2018-EDU2TPH(BU-1/BE-1). Note that the Subject Code must be unique.

2. Note that for any of these dates to have effect, a student cohort must have been added to the subject (select the Edit link for the Student Access section). There are 3 date fields that govern student access to LMS subjects;

a. Grant access on – the date on which students will be able to access the LMS subjectb. Remove access for students with final grades from – the date on which students who have completed the

subject and been awarded a final grade will lose access to the LMS subject. Students who have not been awarded a final grade will continue to have access.

c. Remove all student access from – the date on which all students will lose access irrespective of whether they have completed the subject or not.

Scroll to the bottom of the page and select Save once you have made your selections.


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Student access

Edit the student access2. Select the Edit link for the Student Access section.


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Add students to your LMS siteStudent access to LMS sites is based on Student Information System (SIS) enrolments. Students can be given access to LMS sites based on a SIS Subject Code or a SIS Course Code. In the majority of cases you will be granting access to the LMS based on subject code, but the process is the same for course code.

1. Enter your subject code for the LMS site you are creating in the the SIS Subject Code field and select the Search button.

2. Student cohorts that exist is SIS for that subject will be displayed. They will be identified by year or enrolment, campus, semester and mode. Note: if you are attempting to add students to your LMS site well ahead of the time the subject is being delivered, be aware that your required student cohorts may not yet exist in SIS.

3. Select the Add link for each cohort that you wish to grant LMS access to – for example, if the new LMS site will be used to teach across multiple campuses you may need to add 2 or more cohorts.

4. Select Save when you have added all required cohorts.

Student access changes in Manage My Subjects are pushed through to the LMS on an hourly update, so depending on the time that you add the students in Manage My Subjects it may be up to an hour before those students have access to the LMS site.


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Troubleshooting student accessIf students contact you complaining that they still do not have access to their subject more than 24 hours after you have added the student cohort via Manage My Subjects, take the following actions;

Advise the student to confirm that they are in fact enrolled in the subject. In the vast majority of these cases, the issue is that the student is not enrolled in the subject despite believing that they are. If their enrolment information is not present in the Student Information System, they are not part of the student cohort that has been added via Manage My Subjects and will therefore not have access to the LMS subject. The student should confirm their enrolment details by contacting ASK La Trobe.

If the student has talked to ASK La Trobe and confirmed that they are in fact enrolled but still do not have access to the LMS subject, you as their lecturer will need to contact Educational Technology Support Team on their behalf. Call 9479 1500 and follow the prompts to speak to an Educational Technology Support Team member, or log a request via the online portal at https://latrobe.service-now.com/latrobe/get_help_ED_TECH.do.

Groups settings

Select the automatically generated LMS groups for your subjectManage My Subjects provides the functionality to automatically create groups in your LMS subject based on criteria like, course code, subject code and campus. This can be useful for (but not limited to) the following instances;


https://latrobe.service-now.com/latrobe/get_help_ED_TECH.do

http://latrobe-current.custhelp.com/app/home



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When using a single LMS shell to teach the subject across multiple campuses. When students from 2 or more subject cohorts need access to a single LMS shell. When students from 2 or more course cohorts need access to a single LMS shell.

Select the tickbox for each group that you want to be automatically created in the LMS subject.

Scroll to the bottom of the page and select Save once you have made your selections.

Further SupportStaff For support in the use of the LMS, Echo360, Turnitin, PebblePad and Manage My Subjects contact ASK EDTECH.

StudentsGo to Student IT Support

End of guide

Copyright


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https://latrobe.service-now.com/edt

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Published in Australia By La Trobe University.

Unless otherwise stated this work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License.


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how to manage a subject - latrobe.edu.au · web viewstudent access to lms sites is based on...

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