• Administration Overview
• Registering
• Purchasing Courses
• Organizatios
• Site Security
• Allocation of Course Uses
• Enrolling Students
• Student Tracking
• Additional Assistance

This Administration website allows for individuals and organizations to purchase courses online, and for organizations to manage the course uses they have purchased.  Note tha tthe Administration website is separate from the Course website where students log in to actually take the course.  You cannot access the course from the Administration website.

Using this website, you can:

• Purchase uses of courses for individuals (i.e., for you to take a course yourself),
• Purchase uses of courses for organizations or groups (i.e., to enroll others in courses),
• Create an organization structure to help you manage your purchases, courses, students, and colleagues,
• Define individuals with administrative access to the website within each organization,
• Allocate purchased uses across your organizations,
• Enroll students to take the courses you have purchased,
• Track student's progress through courses, including printing reports, and
• Update your registration and user information.

We will be adding additional features to the site over time.

When you first use this site you are asked to register. You can register as an individual (representing yourself) or an organization (representing a group of people who you will enroll in courses).

When you register as an individual:
All course purchases are assumed to be for your personal use. After completing an order, you will be automatically enrolled in the courses you have purchased. You will be emailed login information for the Course Website. You only need to return to this Administration website if you want to purchase courses and update your profile information. Otherwise, you will primarily be using the Course Website.

If you decide to switch and become an Administrator for an organization or sub-organizations, then you can return to the Administration website and register an organization under your account at any time (see "Registering New Organizations" below).

When you register as an organization:
You have the option to purchase courses for yourself or for individuals in your organization at the time of your order. You can also take courses that you have purchased for your organization by enrolling yourself as a student in a course after placing an order.

Registering New Organizations
If you are affiliated with multiple organizations or initially registered as an individual and later wish to register an organization, you may do so at any time. Choose the "Create New Organization" link from the "Manage Account" menu, then enther the information about your organization and click "Create Organization". This will add a new organization to your account, which can have its own set of administrators, course allocations, and students. See the section on "Organizations" below for more information.

To purchase courses on this site, you must first register as an Administrator, and be logged in. If you intend to enroll others in courses you have purchased, you must first register an organization.

To purchase courses, click "Purchase Courses" from the Administration menu. If you have registered an organization, you can choose whether your order is for an organization (to enroll others) or for yourself (you will be automatically enrolled in the course upon completion of your order).

Please check (for individuals) or enter the number of uses  of the course (for organizations) for the products/courses you want to order. Click the "Update Total" button and ensure that your order is correct, then click "Purchase Courses".

You may also optionally select the Effective Date of your order. By default the Effective Date will be the date of purchase, but you may change this if desired. However, if you select an Effective Date in the future, you will not be able to access your purchase until that date. Also, the expiration date of your course will be based on the Effective Date (e.g., one year from the Effective Date selected).

When purchasing for an organization, you will be presented with the option of sharing your purchases. Be sure to share your purchase with your organization if there will be others who will be enrolling students with your purchase. You can choose to make your purchase available to everyone in the selected organization/group, or only administrators within this group. For more information, see the help section Allocation of Course Uses.

You must agree to the Terms and Conditions to purchase courses.

You may make a payment by Credit Card online, which will provide immediate access to the products you have purchased. If you are paying by check or money order, choose "Pay by Check" then print the "Purchase Invoice" page and include a copy of the invoice with your payment to the address indicated on the screen. We will process and activate your order as soon as we receive payment, and you will be notified via email.

Administration of course uses is built around the organization's structure.  There are many advantages of creating an organization structure, for example, it facilitates managing course uses, students, and staff. Additionally, the different levels of the organization structure can be used as a filter when searching for student progress and creating reports.

The highest level of the organization structure is called an Organization; all the levels below the Organization are referred to as Sub-Organizations. On the website and any accompanying documentation, when instructions are relevant for both the Organization and Sub-Organization they will be referred to as Organizational Units. Organizational Units ( e.g. Organization or Sub-Organization) can represent many different things such as: a region of the area the organization serves, an office, a department, a case worker, a class, or a teacher. View some examples of organization structures


All Organizational Units can have separate:

• Course uses,
• Multiple administrators
• Students

Within an Organization, each Sub-Organization is independent of the other Sub-Organizations, meaning that Administrators of one Sub-Organization cannot view or access information for other Sub-Organizations. However, Administrators at the Organization level can view and access all the information for the Sub-Organizations that are below the Organization. Uses of the course(s) that were purchased at the Organization level can be shared with the Sub-Organizations that are below it. Course uses can also be allocated and reallocated between Sub-Organizations.
There are two ways to begin building the organization structure by add Sub-Organizations below the main Organization. The first option is click on “Add New Sub-Organization” in the “Manage Account” menu. The second option is to click on the name of the Organization that will have a Sub-Organization created under it from the “Organization Structure” menu and then click "Add a new Sub-Organization reporting to this one", or by clicking the icon at various points throughout the website.

Administrators are granted access to an Organization or Sub-Organization. There are currently two "roles" an Administrator can have:

• Organization Administration: Gives an Administrator the ability to add and change administrator access, make changes to the Organization and the Organization Structure, etc.
• Enroll and Track Students: Gives an Administrator the ability to enroll students in courses as well as to track their progress and view their responses within the course.

For full access to an Organization or Sub-Organization, an administrator should have both of the above roles.

An Administrator with access to an Organization automatically gains the same level of access to all the Sub-Organizations in the heirarchy that are below it. Please note that Administrators are separate from Students. For an Administrator to also take a course, they should be enrolled as would any other student (See: Enrolling Students).

You can view the Administrators with access to an Organizational Unit, change an Administrator's role(s), or add additional Administrators by clicking on the Organizational Unit of interest. Then, click on "Add Administrator or change Administrator access". Administrators who are grayed out are inherited from a higher level Organizational Unit. You can view which Sub-Organization is associated with an Administrator by holding your mouse over that Administrative User's name.

To completely remove an Administrator's access to an Organizational Unit:

1. Click the Organizational Unit he or she is assigned to,
2. Uncheck the box next to his or her name, and
3. Click "Update".

New Administrators can be given access to the Administration website by clicking on "Add Administrator" in the Manage Account menu. New Administrators are automatically emailed a temporary password that they will be asked to change on their first login. If the Administrator previously had an account on the Administration website, then he or she will be added to the relevant Organization and notified via email. Administrators are only able to view Organizations for which they have access.

Allocation of course uses may only begin on the date indicated in the purchasing agreement. The Effective Date and the Expiration Date for each purchase are noted on the purchasing Invoice. After purchasing, these dates are also noted in a table on the View Prior Purchases page in the Course Registration website.

Course purchases are initially added to the account of the purchasing Administrator. Courses may also be allocated to other Sub-Organizations below the one the purchasing Administrator has access to during the purchasing process. In the case where courses were not automatically allocated during the purchasing process, the purchasing Administrator must allocate course uses before other Administrators can enroll students.

There are two ways to allocate or reallocate course uses:

1. Click on "View Prior Purchases" in the Purchases menu and then click on "Allocate" for the purchase that you want to allocate uses from and follow the instructions on the next page.
2. Click on the Organizational Unit in the Organization Structure menu that you want to allocate courses to. Then click on “Allocate Course Uses to this Organizational Unit and follow the instructions on the next page.

What is the difference between shared and not shared uses?

• If you allocate the uses as shared, by checking the "Allow Sharing of Uses?" checkbox, then all Organizational Units below the allocated unit may also enroll students with the uses. Shared uses may not be reallocated.
• If you allocate the uses but do not check the "Allow Sharing of Uses?" checkbox, then the course can only by used by the Organizational Unit that received the original allocation. However, privileged users may reallocate those uses to other Organizational Units below the allocated unit in the hierarchy.

View some examples of ways you might allocate courses

Note that most course uses expire one year from the date of purchase. You will not be able to allocate course uses or enroll students with uses which have expired. Students will no longer have access to courses for which the course use has expired.

Students (i.e. Users) must be enrolled in a course use within an Organizational Unit. In order to enroll a student in a course, the course use must not have expired and there must be remaining uses of the course that were purchased by the Organizational Unit.

To enroll one or more students:

1. click the "Enroll Students" link from the main menu
2. Select the Course and Organizational Unit for which you want to enroll students, then click "Begin Enrolling Students" (if applicable)
3. enter the student's information,
4. click the "Enroll Students" button.

Alternately, you can specifically enroll students to allocated course uses by:

1. clicking the name of the Organizational Unit of interest within the Organizational structure box (left-hand side of page),
2. clicking the "Enroll Students" link for the course you want to use,
3. entering the student's contact information,
4. clicking the "Enroll Students" button.

You can quickly enter a group of students once on the "Enroll Students" screen by:

1. entering the students' contact information,
2. clicking the "New Student" button or hit the Enter Key,
3. clicking the "Enroll Students" button to add that group of students.

The type of information required to enroll a student varies based on the course. You will automatically be prompted for the information in one of two categories:

• Email-based Enrollments
  • This requires the student's name and email address in order to enroll them in the course.
  • Newly enrolled students will be automatically sent an email including their account information and a link to the site within approximately 15 minutes.
• Anonymous Enrollments (Currently only available for the MOMENT course)
  • The student's username will be automatically generated based on your name and the number of students you have enrolled.
  • The student's password will be defaulted to a randomly generated value, however, you have the option of changing the password on screen. We recommend you use unique passwords for each student that are not easily guessed, so that students are not able to access each other's accounts.
  • You can enter the students' Gender, Race, Ethnicity, and Age to help you identify the student later.
  • Before enrolling the students, please print the page or make note of the Username and Password for each student. It is your responsibility to provide each student with this information so they can access the course. If you lose this information, you will need to locate the student's record in the system and reset their password.

You may see either errors or warnings under the "info" column for that student. All errors must be corrected before you can enroll the group of students. Warnings are just for your information, such as if the student had already been enrolled in a course.

You can use the Administration website to track or report on each Student's progress through the course. Please note however that the information displayed is updated periodically and is not real time. There are three types of reporting that can be accessed from the main menu.

List Students displays which students are enrolled in each course. This also displays a "progress bar" for each student to display how many lessons they have completed within each course. From this screen, you can click the student link to view information on that student. You can also click the "View Progress" link to view more details on their progress.

Search Students allows you to search all your students and view a report that displays each student enrolled in a course and which lessons they have completed in the course. From this screen, you can click a link for a student to view more details on their overall progress or progress within a specific lesson.

Create Report generates a downloadable or printable PDF containing the responses for each student for each question in a course and lesson as selected.

Each of these reports has a standard set of filters displayed at the top of the screen. Use these filters to narrow down the report to view only students you want to see. For example, you can filter students enrolled at a certain Organizational Unit or who were enrolled in a certain date range. Some filters are required in order to run some reports, as indicated on screen.

If you need additional assistance, you can Contact Us.