ELIS 1.9 Manual

Setting up Tracks

Once you have setup courses and added them to a curriculum, the next step in using ELIS is to setup tracks. A track is an instance of a curriculum, each track must be associated to a curriculum. The classes of a track, in most cases, will be the same as the curriculum's courses.

To setup tracks go to the Curriculum Administration block and select the Curriculum folder, Manage Tracks link, then the "Add track" button.

Add Track button

Adding a track:
  1. Select what curriculum the track is an instance of, this is a required field. The curriculum the track is an instance of can not be changed once the track is created. If a curriculum is deleted then the tracks associated to it will also be deleted.
  2. Enter an id number and name for the track. Classes in the track will use the id number as part of the class id number.
  3. Track start and end dates are for informational purposes only, they don't affect the start or end dates of the classes.
  4. Select the auto-create checkbox to automatically create an ELIS class for each course of the curriculum the track is an instance of. If you don't use the auto-create classes feature when creating the track, the option will still be available after the track is created. There will be an "Auto-create classes" button when viewing the classes tab of a track.
  5. Custom track fields - These are added in the Curriculum Administration block > Admin > Custom Fields > Tracks tab.
Adding a track

Notes for auto-created classes:
  • The start and end dates for auto-created classes will be disabled. For users to be able to manually enroll themselves in classes, the end date needs to be a date later than the current date, or it needs to be disabled.
  • Auto-creating an ELIS class will automatically create a Moodle course that is linked to the ELIS class. If you want to link multiple ELIS classes to one Moodle course you should not use the auto-create feature. You should create the ELIS class/classes, link each class to the appropriate Moodle course, then add the ELIS class/classes to the track.
  • Auto-created classes are assigned an id number that is a combination of the course and track id numbers. The names of auto-created classes will be the course name and the class id number together.
  • When auto-creating classes you may see this message - "WARNING!!! The code you are using is OLDER than the version that made these databases!" This is a normal debugging message and does not indicate an error.


Managing Tracks


Once the track has been created, we recommend setting up the class/classes before adding users to the track. If auto-create was used for a class/classes of the track, be sure to set the maximum number of students for each class if there is a class enrollment limit. Auto-created classes have the maximum number of students set to zero by default, if set to zero there will be no class enrollment limit. Also check the auto-enroll setting for each class. The next image shows where to locate those settings.

If you're not using the auto-create feature, create the class/classes and then add the class/classes to the track before adding users. Use the Add... drop down menu located at the bottom of the classes screen to add classes. Only classes that are instances of courses in the curriculum the track is an instance of can be added here. If all available classes are added to the track, the add classes drop down menu will no longer be available. A message will be displayed in its place "All available items assigned."

The next image shows the Classes tab of the track we created above. The class listed here is the auto-created class. The track is an instance of a one course curriculum so only one class was created.

Adding/editing classes of the track:
Classes tab of a track

If users are added to the track before the auto-enroll settings for the classes are set, users can still be auto-enrolled. Select the pencil icon shown in the previous image and there is an "Enroll all users in this track now" button. Select this button and all users in the track will be enrolled in the class, if they were not enrolled already. If the class is full, the user/users will be placed on the waitlist. User/users that have not completed a prerequisite course for the class will not be added to the class or waitlist until the prerequisite has been completed.

Once the class or classes are setup properly it's time to add users to the track. Users can be added to the track by clusters or individually.

The next image is showing the Clusters tab of the track. Use the Add... drop down menu located at the bottom of the screen to add clusters.

Adding clusters to a track:
Associating a cluster to a track

After selecting a cluster a screen appears with auto-enroll settings.

Choosing auto-enroll settings for cluster track association

The next image shows the Users tab of the track. The users here were added by the ACME Software cluster above. To add users individually to the track select the Assign users link shown at the bottom of the next image. A new window will appear with users that can be added to the track.

Adding users to a track:
Assign users link on the Users tab of track

If users are added to a track, they are added to the curriculum that the track is an instance of. In ELIS 1.9.1 and prior versions, if a user was enrolled in a track with ELIS Data Hub they were not auto-enrolled in the curriculum the track is an instance of. This issue is fixed is ELIS 1.9.2, users enrolled in a track with ELIS Data Hub are auto-enrolled in the curriculum the track is an instance of.

If users are added to a class only, they must be added to the track (or curriculum) manually.

The next image is showing the Classes tab of the track again. When the cluster above was added to the track, the users of that cluster were automatically enrolled in the classes of the track because the classes were set to auto-enroll. In the image, only 3 of the 7 users are enrolled in the second and third class of the track. This is because in the curriculum the track is an instance of, the first course is a prerequisite of the second and third courses and only 3 users have completed the first course.

Classes tab of track

The table in the previous image, the track classes screen, is intended to show the track settings/data for the class. The Enrollments column shows users enrolled in the class and the track. In the image this is now seven because seven users have been added to the track and first class. If users are just added to the class, not the track, they will not be represented in the enrollments column. The waitlist uses actual class enrollment, not the data in the Enrollments column on the classes screen, to determine when to put users on the waitlist.

Waitlisting - If more users are added to the class then seats are available in the class, then the users will be added to the waitlist. Users being added to the waitlist in a group are added in alphabetical order. Users are added to the class from the waitlist in the order they were added to the waitlist. In ELIS 1.8.3, if you want to auto-enroll users in the class from the waitlist as enrolled users complete the class, select the 'Auto-enroll users from waitlist' checkbox. The checkbox is located on the bottom of the creating/editing class screens.

Prerequisites - If users have not completed a prerequisite course for a class, then they will have to complete the prerequisite before being added to a class or waitlist for a class.