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Using the AALAS Learning Library Nicole Duffee, DVM, PhD Director, Education & Scientific Affairs American Association for Laboratory Science Memphis,

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Presentation on theme: "Using the AALAS Learning Library Nicole Duffee, DVM, PhD Director, Education & Scientific Affairs American Association for Laboratory Science Memphis,"— Presentation transcript:

1 Using the AALAS Learning Library Nicole Duffee, DVM, PhD Director, Education & Scientific Affairs American Association for Laboratory Science Memphis, TN

2 Presentation Objectives Consolidation with VA’s Research TrainingConsolidation with VA’s Research Training Structure of the ALL for GroupsStructure of the ALL for Groups Functions, Responsibilities, Management Tools for a Group CoordinatorFunctions, Responsibilities, Management Tools for a Group Coordinator Common Issues for Group CoordinatorsCommon Issues for Group Coordinators Data Services: Custom Courses and Automated Data HandlingData Services: Custom Courses and Automated Data Handling Integrating the ALL in Your Training Program.Integrating the ALL in Your Training Program.

3 A Learning Management System Courses (text, images, video)Courses (text, images, video) Training documentationTraining documentation User management toolsUser management tools Authoring interface (point & click)Authoring interface (point & click) Custom coursesCustom courses Automated data servicesAutomated data services www.aalaslearninglibrary.org

4 ALL Support User support (phone, email): −Pam Grabeel −Brenda Johnson −Nicole Duffee −Alicia Bellow VA staff programmer −Stephanie Manuel Also: Genevieve Fridland

5 ALL Support Oversight by Online Learning CommitteeOversight by Online Learning Committee Course development by member experts and staffCourse development by member experts and staff Course updates regularlyCourse updates regularly −Submitted comments −3-year review cycle Stacy Pritt, ChairMartha Rooks, Vice Chair Mark ButlerLarry Capitini Linda FultonJan Parker-Thornburg Paula Samalonis-Clifford

6 VA-AALAS Agreements October 2002October 2002 − Original VA-AALAS CRADA − ALL is born, based on RT system. December 2006December 2006 − Modifies and extends CRADA to 2012.

7 Integration of RT and ALL Calendar of Events Feb Emails sent to RT users March 12 Letter & info packet to RT users March-April RT Admins needs (questionnaire) May 14 Transfer RT courses & data to ALL; RT website closes May 1-Sept 1 RT Users access ALL at no charge May 16-June 7 Web Training of RT Admins Sept 14 RT invoiced to continue access

8 RT-Transition Highlights Initial number ALL groups:131 RT institutions transitioned to ALL:265 TOTAL396 Updates in the ALL New coding for data merge & new featuresNew coding for data merge & new features Database and server tune-upsDatabase and server tune-ups

9 Curricula of RT and ALL ResearchTraining.OrgResearchTraining.Org −VA public courses −Custom courses AALAS Learning LibraryAALAS Learning Library −All VA public courses −AALAS biomethodology −Custom courses Courses appropriate for students, technicians, investigators, IACUCs, animal technicians, facility supervisors & managers Minimum compliance training

10 Course Topics Organized by Tracks Courses appropriate for students, technicians, investigators, IACUCs, animal technicians, facility supervisors & managers

11 Example Courses Working with the Laboratory MouseWorking with the Laboratory Mouse Videos and detailed descriptions of procedures Mouse Breeding Colony ManagementMouse Breeding Colony Management Genetically Engineered Mice: Historical/Phenotype Evaluation/Transgenesis & Conditional ControlGenetically Engineered Mice: Historical/Phenotype Evaluation/Transgenesis & Conditional Control Aseptic Technique for Rodent Survival SurgeryAseptic Technique for Rodent Survival Surgery Inhalation Anesthesia Systems for RodentsInhalation Anesthesia Systems for Rodents Plus AALAS updates of the VA public courses, e.g., Introduction to MiceIntroduction to Mice Post-Procedure Care of Mice and Rats in Research: Minimizing Pain and DistressPost-Procedure Care of Mice and Rats in Research: Minimizing Pain and Distress For Mouse Users

12 Group Tracks A Navigational Tool for Courses GC creates & names group tracks and assigns any courses (AALAS or custom)GC creates & names group tracks and assigns any courses (AALAS or custom) GC may suppress AALAS tracks.GC may suppress AALAS tracks. Change these settings at any time.Change these settings at any time. No limit on number of group tracks.No limit on number of group tracks. Example Track: Mouse Users

13 Group Tracks

14 Tour of the ALL 1.Log in as a group member No “coordinator” privilegesNo “coordinator” privileges 2.View Options - Personal Access Page Tools for individual userTools for individual user 3.View Course Material TracksTracks CoursesCourses ExamsExams

15 Course Access & Documentation Utility Account-based modelAccount-based model −Developed to accommodate: Individual usersIndividual users AALAS BranchesAALAS Branches InstitutionsInstitutions Membership relationships:Membership relationships: (individual, institution, & vendor) Organizations enroll as a GROUPOrganizations enroll as a GROUP The group admin = GROUP COORDINATORThe group admin = GROUP COORDINATOR Users in a group = MEMBERSUsers in a group = MEMBERS

16 Accounts How They Work An account must be assigned to a group member.An account must be assigned to a group member. An account gives the member a year’s access to all courses for a year (until expiration/ anniversary date).An account gives the member a year’s access to all courses for a year (until expiration/ anniversary date). An account is needed for training documentation.An account is needed for training documentation. An account is not needed for FREE courses; but an account will cause the transcript to be updated for this course activity.An account is not needed for FREE courses; but an account will cause the transcript to be updated for this course activity.

17 Accounts Managing Accounts Accounts are purchased in packs suitable for institutions of any size.Accounts are purchased in packs suitable for institutions of any size. All accounts expire together on the anniversary date.All accounts expire together on the anniversary date. Renewal email notices sent 90, 30, & -1 day to Group Coordinator.Renewal email notices sent 90, 30, & -1 day to Group Coordinator. New accounts may be purchased prior to expiration to avoid access interruption.New accounts may be purchased prior to expiration to avoid access interruption. Following activation (upon anniversary date), accounts must be assigned to users to give access.Following activation (upon anniversary date), accounts must be assigned to users to give access.

18 Managing Accounts for Users If your group member has an account, but has NOT used it (entering a course or an exam), you can reassign the account to another person.If your group member has an account, but has NOT used it (entering a course or an exam), you can reassign the account to another person. Once a group member HAS used an account, it is committed to this person.Once a group member HAS used an account, it is committed to this person. If you detach the member from your group, then the account goes with him (until it expires).If you detach the member from your group, then the account goes with him (until it expires). Accounts are needed for new training needs ONLY. You do NOT need accounts for people who previously completed training and whose records are stored in your group.Accounts are needed for new training needs ONLY. You do NOT need accounts for people who previously completed training and whose records are stored in your group.

19 Annual Account Fees

20 The Group Coordinator One per Group Manages ALL accounts and personnel access at institution.Manages ALL accounts and personnel access at institution. Is the first line of help to personnel.Is the first line of help to personnel. Has authority to:Has authority to: −Purchase accounts −Manage user population −Give users access (account assignment) −View training data −Manage/create curricula −Transfer authorities to another user

21 User Enrollment Tools Manual Enrollment −GC adds personnel (inputs FN/LN). −ALL generates user un/pw. −GC assigns account. −GC contacts user & distributes un/pw. Automatic Enrollment (Access Code) −GC has edit control over an access code. −Personnel self-enroll via access code. −Emails to GC and personnel notify status. −GC has options for low/high security. –Low: Immediate access on self-enrollment. –High: Wait-listed until approved by GC.

22 Long-Term Management of Group Members When group members have completed their training, their records remain in their group until the Group Coordinator deletes them.When group members have completed their training, their records remain in their group until the Group Coordinator deletes them. The Group Coordinator controls who remains in the group.The Group Coordinator controls who remains in the group. Detach Member: Removes members from group.Detach Member: Removes members from group. −Individuals with data become individual enrollees. −Individuals with no data are deleted. (one-way trip, please.)

23 Documentation Transcripts −For individuals −For whole group −Reports per course Exam Certificates −Exam passed Continuing Education Units Certificates −Course completed & exam passed −For the AALAS Technician Registry and CMAR recertification

24 Transcript Data

25

26

27 Spreadsheet for Excel more columns Transcript Data Up-to-date browser versionUp-to-date browser version Columns customizableColumns customizable

28 Tour of the ALL 1.We will log in as a group coordinator. 2.View management tools. a.Users (Add, Access Code, Detach) b.Accounts (Assign) c.Custom Tracks (Create, Modify) d.Course and Exam Views e.Custom Courses (Copy, Create) f.Training Records (View, Report) g.Transfer GC Privilege

29 Group Coordinator In your group, a user logged in and took a course and passed an exam, but these did not show up on his transcript. Challenge Problem Solution The group member does NOT have an account.The group member does NOT have an account. He took a free course (no account required).He took a free course (no account required). Assign an account and the course/exam will be recovered.Assign an account and the course/exam will be recovered.

30 Group Coordinator The Group Coordinator renewed accounts and now no one in the group has access to courses. Challenge Problem Solution Accounts WERE purchased, but they were NOT assigned to users.Accounts WERE purchased, but they were NOT assigned to users. The ALL does not presume who in your group should get accounts.The ALL does not presume who in your group should get accounts. The GC controls WHO has access to training.The GC controls WHO has access to training.

31 Custom Courses Data Services Options −Copy and modify AALAS-updated VA courses. −Create your own courses. Features −Custom courses are accessed only by your group. −The group (institution) has responsibility to edit and update custom courses on the ALL. −AALAS hosts the courses for your institution and provides you tools to integrate them on the ALL.

32 Custom Courses Hosting Subscription −Must have active accounts in your group. −Custom courses have same anniversary as current accounts. −A group member requires an account to access your custom courses. Annual Fees 1-15 courses: $500 16-50 courses: $1000 Purchase This Option −At group enrollment −Any time during a subscription −At account renewals

33 Group Tracks −Custom courses are assigned to a group track by GC. Custom Courses (Must have >1 group tracks for custom courses.)

34 Authorities for GCs with Custom Courses User Authorities Personal AccessPersonal Access Group CoordinatorGroup Coordinator AuthorsAuthors Privileges & Settings GC assigns author privilege to members.GC assigns author privilege to members. GC assigns custom courses to group track.GC assigns custom courses to group track.

35 Setting Up Custom Courses Links on GC Menu View Custom CoursesView Custom Courses Copy CoursesCopy Courses Manage Author PrivilegesManage Author Privileges Copy Customizable Courses

36 Create a Custom Course Option 1: AALAS-Updated VA Courses Copy any customizable course up to the hosting limit for total number of courses (by fee paid).Copy any customizable course up to the hosting limit for total number of courses (by fee paid).

37 Create a Custom Course Option 2: Create a Course On GC Menu Click view courses.Click view courses. Then click “Add Custom Courses”.Then click “Add Custom Courses”. Additions allowed up to the hosting limit for total number of courses (by fee paid).Additions allowed up to the hosting limit for total number of courses (by fee paid).

38 Assigning Author Privileges Assign privileges to group members: EditEdit PreviewPreview

39 Displaying Custom Courses Group Tracks Create as many group tracks as needed.Create as many group tracks as needed. Name them as you wish.Name them as you wish. Your custom courses MUST be assigned to a group track.Your custom courses MUST be assigned to a group track. Assign AALAS courses to these tracks, if desired.Assign AALAS courses to these tracks, if desired.

40 Group Tracks Edit Group TracksEdit Group Tracks Link on GC MenuLink on GC Menu

41 Group Tracks Edit Group Track Select Custom CoursesSelect Custom Courses Mars University MU

42 Course Structure Everything organized in tables.Everything organized in tables. Drill down from course to lesson to pages.Drill down from course to lesson to pages. Image library per courseImage library per course −FTP image files −Select images for courses Reference pagesReference pages −Optional course page opened from a link −Used for supporting info Question library per courseQuestion library per course −Question formats - multiple −Practice questions vs. Exam questions −Question pool

43 Course Editing Point and Click Structuring the course, selecting optionsStructuring the course, selecting options HTML Coding Knowledge of basic commands needed for creating/modifying course contentKnowledge of basic commands needed for creating/modifying course content 7 most common:7 most common: Images Please limit file size to 30KPlease limit file size to 30K

44 Course Editing HTML Coding Do NOT use Word or other word processors to develop html coding.Do NOT use Word or other word processors to develop html coding. These add miles of extraneous code that make it nearly impossible to edit content later.These add miles of extraneous code that make it nearly impossible to edit content later. Best to use simple text editors, like Note Pad.Best to use simple text editors, like Note Pad. Of the HTML editors: Dreamweaver creates the cleanest code.Of the HTML editors: Dreamweaver creates the cleanest code. For your own sanity… …you’ll thank me later.

45 Tour of the ALL 1.Log in as a Group Coordinator. 2.Copy and create courses. 3.Assign authoring privileges. 4.Edit a course. LessonsLessons QuestionsQuestions ExamExam

46 Automated Data Services Single Sign-on −User logged in institutional portal and link brings him/her to ALL with login info Automatic Downloads −Your server connects to ALL (e.g., daily) −Download data (updates or comprehensive) Annual Fees −$200 (memb) / $400 (nonmemb)

47 Help CenterHelp Center −Users Guides −“How-to” Procedures Course CatalogCourse Catalog Resources

48 Group Coordinators Guide

49 Integrating the ALL in Your Training Program Orientation to research compliance issuesOrientation to research compliance issues Pre-protocol trainingPre-protocol training RetrainingRetraining Discussion

50 Please contact us if you need help. Nicole Duffee Nicole Duffeenicole.duffee@aalas.org Pam Grabeel Pam Grabeelpam.grabeel@aalas.org Alicia Bellow Alicia Bellowalicia.bellow@aalas.org Brenda Johnson Brenda Johnsonbrenda.johnson@aalas.org AALAS Main Phone: 901-754-8620

51 Thank you! www.aalaslearninglibrary.org


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