ELIS 2.0 Manual

Setting up Tracks

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

To setup tracks go to the Program Management block > Program > Manage Tracks > "Add track" button.

Add Track button

Adding a track:
  1. Select what program the track is an instance of, this is a required field. The program the track is an instance of can not be changed once the track is created. If a program is deleted then the tracks associated to it will also be deleted.
  2. Enter an id number and name for the track. Auto-created class instances in the track will use the track 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 instance for each course description of the program the track is an instance of. If you don't use the auto-create class instances feature when creating the track, the option will still be available after the track is created. There will be an "Auto-create class instances" button when viewing the Class Instances tab of a track.
  5. Custom track fields - These are added/edited in the Program Management block > Admin > Custom Fields > Tracks tab.
Adding 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 class instances, the end date needs to be a date later than the current date, or it needs to be disabled.
  • Auto-creating an ELIS class instance will automatically create a Moodle course, if one is linked to the ELIS class. If you want to link multiple ELIS class instances to one Moodle course you should not use the auto-create feature. You should create the ELIS class instances, link each class instance to the appropriate Moodle course, then add the ELIS class instances to the track.
  • Auto-created class instances are assigned an id number that is a combination of the course and track id numbers.
  • 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 instances before adding users to the track. If auto-create was used for a class instances of the track, be sure to set the maximum number of students for each class if there is a class enrollment limit. Auto-created class instances 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 instance. The next image shows where to locate those settings.

If you're not using the auto-create feature, create the class instances and then add the class instances to the track before adding users. Use the Add... drop down menu located at the bottom of the class instances screen to add class instances. Only classes that are instances of course descriptions in the program the track is an instance of can be added here. If all available class instances are added to the track, the add class instances 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 Class Instances tab of the track we created above. The class instances listed here are auto-created. The track is an instance of a five course program so five class instances were created.

Adding/editing classes of the track:
Class Instances tab of track

If users are added to the track before the auto-enroll settings for the class instances 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 instance, if they were not enrolled already. If the class instance is full, the user/users will be placed on the waitlist. User/users that have not completed a prerequisite course description for the class instance will not be added to the class instance or waitlist until the prerequisite has been completed.

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

The next image is showing the User Sets tab of the track. To add a user set:
  1. Click the Add drop down menu
  2. Select a user set to assign to the track
Adding user sets to a track:
Associating a user set to a track

After selecting a user set select the auto-enroll settings.
Auto-enroll settings for track-user set association

The next image shows the Users tab of the track. The users here were added by the Montana Employees user set above. To add users individually to the track select the Assign users button shown at the bottom of the next image.

Adding users to a track:
Users tab of track

A pop-up window will appear with users that can be added to the track. There is basic filter to search for users at the top of the page. Select the username or id number to add them to the track.

Pop-up window used for adding users to a track

If users are added to a track, they are added to the program that the track is an instance of.

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

The next image is showing the Class Instances tab of the track again. When the user set and the manually assigned user were added to the track above, the users were automatically enrolled in all the class instances of the track.

Class instances tab of track

The table in the previous image, on the track Class Instances tab, is intended to show the track settings/data for the class instance. The Enrollments column shows users enrolled in the class instance and the track. If users are just added to a class instance, 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 class instances screen, to determine when to put users on the waitlist.

Waitlisting - If more users are added to the class instance 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 instance from the waitlist in the order they were added to the waitlist. In ELIS 1.8.3 and later versions, if you want to auto-enroll users in the class instance 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 instances screens.

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