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In addition to the course editor there are a number of other tools that can be started in the dropdown menu "Tools" in the course toolbar

On this page you get an overview of the course tools of the "Administration".  Not only courses, but all learning resources have the area "Administration" with further submenus.

Some course administration tools are presented on separate pages.

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On further pages you will find information about:

A number of tools are available in the "Administration" area of your course. You can organize course participants and course-related groups in the members management. Groups can also be bundled in learning areas. The course structure and the course tools are set up in the course editor. Furthermore, you have access to the storage folder of a course. During the course itself the assessment tool is relevant. Course-related reminders and lectures can also be organized. The assessment mode is suitable for online exams. Certain statistical data can also be retrieved and data archived. And of course courses and learning resources can be copied, exported or deleted.

Here is an overview of the individual menus:

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Storage Folder

The editor tool "Storage folder" in a course serves the storage of files used in the course, e.g. all used HTML pages or documents from folders. A storage folder is course specific. It the

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central place for the storage of course related files. However, the content of the storage folder cannot be viewed directly by learners, but can be accessed indirectly, e.g. via the course elements "single page" or "folder". A storage folder is always course-specific.

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In the storage folder files can be uploaded, deleted, moved, searched for, zipped, un-zipped or created. By default, HTML documents can be created in OpenOlat. If additional document editors are activated in the administration, further file formats can be created. For example, if Only Office is used, Word, Excel or PowerPoint files can also be created.

When uploading a file the file size limit as well as the folder space limit has to be taken into consideration. Also those limits apply when uploading files via WebDAVto the storage folder.

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In the storage folder subfolders can be used to create a systematical structure of course related files. In addition OpenOlat automatically creates the folders „_courseelementdata“ and „_sharedfolder", respectively, when a course contains at least one course element "Folder" or a course is linked with a resource folder.

In the subfolder "_courseelementdata" you can find all course elements "folder" of this course. The corresponding folders appear here automatically after they have been created in the course editor and can be edited here as well.

Via the subfolder „_sharedfolder“ you can view the linked resource folder of the course, but you can not edit it by default. Editing can be enabled in the course options by deactivating the option "read only" for the selected resource folder.

Link course element "Single page" to storage folder:

Single web specific pages (e.g. html, pdf) which are stored in the storage folder can be made visible in the course with the course element "Single page".

Additionally the checkbox "Allow links in the entire storage folder" can be selected. Thus it becomes possible to link html-files, which can be found in the storage folder, directly. This is helpful to show linked charts of a html-page or other linked files. 

As soon as the checkbox is activated, the path for other files of the storage folder is visible. Thus it becomes possible, to call up files, which are determined in the storage folder but aren't published in the course itself.

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Member Management

Members management

The members management provides an overview of all users and groups within a course, and allows you to manage and administer them. It also allows you to set the member rights.

When opening the members management you get a list of all members of your course. You can either display all members, only course members, or only group members, respectively. Various tabs allow you to filter the list by the member roles. Under each tab you can edit the members displayed, and you may add or import new members, e.g by using an Excel table. By clicking on a member you will get more detailed information, such as number of visits, last visit date, which roles are assigned to this member, or which groups this member is part of. The tables under each tab can be exported into Excel. Furthermore, you can select individual members and e.g. edit or remove them batch-wise. This function also allows you to send an email to selected members at once.

The tab "Search" serves to look for specific course members. If required, the table with the search results can easily be sorted by clicking on a respective column title.

Users can get access to a course in two different ways. Either they are part of a group which has been added to the course. We recommend working with groups only if it is necessary due to didactic or organizational reasons. The users can also be added directly to the course. It can be defined which role the user gets in the course, independent of the general role in OpenOlat. It is differentiated between participant (no editor rights), coaches (no editing, but access to the assessment tool and the statistics) and the owner (all rights). 

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We recommend working with groups only if it is absolutely required, hence for didactic or organizational reasons. For most courses, enrolling directly in a course is the better choice.

The menu item Groups shows all groups linked to the course, as well as information on occupancy. Clicking the link "Edit" enables you to modify the group just as you would in the main navigation tab "Groups". You can create new groups on the fly, or link already existing groups to the course. How to create and configure groups and how to administer group members has been described in the section "My Groups".

The menu item Bookings shows all bookings for this course, ordered by status.

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You may want to assign more rights to users, without giving them full owner rights. To do so go to the section "Rights" on the left-hand side. Note that this section only serves to assign rights of course tools to a role (user groups), but not to individual users. For example, you can allow course coaches access to members management by ticking off the corresponding checkbox.

The rights management differentiates between group coaches and participants.

The following course rights can be assigned:

Group management

Members are allowed to add or remove groups.

Member management

Members are allowed to add or remove members (auch Besitzer!).

Course editor

Members are allowed to use the course editor along with all its features.

Archive tool

Members have access to the course data, i.e. they are allowed to archive course data such as forums, etc.

Assessment tool

Members can assess and comment on the progress of course participants by means of the assessment tool, even without coaching rights.

Glossary tool

Members are permitted to administer the glossary.

Statistics

Members are allowed to access and download course statistics.

Assessment modeMembers are allowed to set up the test configuration of the course.Course databaseMembers have access to the course database and have editing rights (create, reset, delete, export).
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The assignment of rights is suitable if you want to grant further rights to one or more OpenOlat users without immediately making them course owners with all-encompassing rights. The targeted assignment of certain rights often makes sense for data protection reasons alone.

Coaches have the permission to use the assessment tool and may modify the groups they are coaching. It is not necessary to create a right group for that purpose. However, tutors can only assess members of groups they have been assigned to.

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Assessment Tool

The assessment tool is used to assess or modify existing assessment of the following course elements: 

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Assessment Tool
Assessment Tool

In the menu "Assessment tool," not to be confused with the course element "Assessment," the entire assessment of a course is carried out. Here you have access to all course elements that can be assessed and you can make assessments with points awarded, passed/failed and give individual feedback.

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The menu Assessment Tool is therefore relevant during the course or at the end.

All owners of courses have access to the assessment tool as well as members of a corresponding right group and, last but not least, all coaches. Owners may assess all course participants, tutors only those they have been assigned to. The course elements which should be assessed, first need to configured either in the tab "Assessment" or "Test configuration". Only if the assessment is turned on an assessment in the assessment tool becomes possible. To pass a course, the tab "Score" in the course element needs to be filled in. 

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Subscribe to the notification service to be informed on new test results or new generated certificates in your drop box.

Further information about the assessment tool you can found here

Efficiency Statements (??? ist in der deutschen Version nicht enthalten)

The evidence of achievement allows you to active or deactivate the evidences for the course. Clicking the button "Change configuration" opens "Efficiency statement" the course setting. You can further initiate a new calculation of all existing evidences by clicking the button "Recalculate evidences of achievement".

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Data Archiving

By means of data archiving you can either upload files connected to your course in your personal folder or download as ZIP file. All archived data uploaded to your personal folder will be stored in the section "Private," sub-folder "Archive" by using course titles. You can archive results of tests, self-tests or questionnaires, SCORM modules and courses, drop boxes containing (group) task course elements, and log files. Furthermore, you can archive forums, file dialogs, wikis, checklists and the chat history.

Those archived files of tests, etc. will be stored in Excel format. You will dispose of information on when a certain user has taken your test, how this user has replied to your questions and what score this user has achieved. Archived self-tests and questionnaires will comprise anonymized user data.

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Course results will also be stored in Excel format. In addition to results of tests, assessments and tasks also log files will be archived. For further information please go to "Record of Course Activities".

When archiving tasks and solutions all attempts loaded into the drop box will be zipped. Downloads can be divided into the respective user groups. Contributions in forums or file dialogs will be archived in the .rtf format. Attached files as well as the content of folders will be added. Wiki pages will be zipped along with all uploaded files. Checklists are downloaded as a zip file. The chat history is supplied in Excel format.

Anchor_delete_course_chat_delete_course_chatAdditionally, you can delete the chat history of your specific course by clicking the "Delete" button in the "Chat history" menu.
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When deleting a course all course data (but not the course elements!) will be stored in your personal folder automatically.

All course owners have access to the data archiving tool as well as members of groups with rights to the data archiving tool.

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Course Statistics

This course function provides you with statistics regarding access to your OpenOlat course. All course owners have access to those statistics. You will receive data in the form of tables as well as in the form of charts. Table data can be downloaded as Excel files (e.g. for further processing) to your computer.

Relevant for your total of course accesses are user clicks on a single course element; however, clicks on this element's content will not be counted. If a user selects the Wiki from course navigation and clicks it three times, three clicks will be counted; no click will be counted though when clicking on a link within that Wiki.

Statistics can be created per hour, per day, per weekday or per week. Furthermore you can choose a certain period of time per day and per week during which any course access should be displayed in your statistics.

When selecting a course element in your table its corresponding chart will be displayed. If you select the number of clicks in the row "Total" your chart will show all accesses sorted by course element.

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/ Survey statistics

The test & survey statistics provide you with a anonymized statistical evaluation of all tests and questionnaires embedded in your OLAT course.

Other than theassessment toolwhich offers a wealth of information on test results of individual users, the test and survey statistics tools enable you to evaluate tests as a whole. This includes e.g. information on the average completion time, item difficultiy of individual questions, number of participants and how many participants passed the test. Single questions are analysed just as detailed. Typical item analysis parameters facilitate the evaluation of a test with regard to difficulty or suitability.

You can download both the graphical analysis as well as the raw data in the tool. The test and survey statistics tools use the same raw data as available in the archive tool.

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Only coaches have access to the test and survey statistics. As a coach, you will get the analysis for all your coached participants.
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Statistics

The test statistics allow you to perform general course-related, anonymous statistical evaluations of your tests. All tests included in the course are displayed. The key figures for a test as well as further analyses of the time taken to complete a test, average points per question and the percentage of correct answers per question are displayed. In addition, key figures such as the number of participants who completed the question, average score, time taken to complete the question, etc. are displayed and visualized for each question.

You can evaluate a test with regard to e.g. difficulty and suitability by means of characteristic values for test evaluation and item analysis.

Access to the test statistics is not only available to the course owners but also to all coaches of the course.

Questionnaire statistics

The questionnaire statistics allow you to make a general course-related, anonymous statistical evaluation of your questionnaires/surveys. For each survey there is an overview, tables, diagrams and access to the individual questionnaires.

The overview includes key figures such as the number of completed questionnaires, submission period and processing time. The tab "Tables" contains evaluations for individual questions. In the tab "Diagrams" the results are visualised in the form of bar charts and the corresponding statistical data such as median, variance and standard deviation are displayed. In the tab "Individual questionnaires" you have access to each individual questionnaire. All accesses are anonymous.

Besides course owners all coaches have access to questionnaire statistics.

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Data Archiving

Data archiving can be used to store the results of various course elements of a course. In particular, saving the results of surveys, tests, self-tests, tasks, group tasks and course results are important elements that you should save at the end of the course.

The archives are usually in zip format and contain Excel files or rtf files for text formats. If other files are included in the archiving, they will be provided in subfolders within the zip file.

To save the results, first select a tool-specific block in the "Archive tool" area and then select the concrete blocks that you want to save. Of course you can also click on "select all". The results can then be downloaded by selecting the "Archive" option. The user will be informed by mail if the download takes longer, as is the case with the log files.

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Archived self-tests and questionnaires contain anonymous user data, tests are stored in a personalized way and contain all test results. Course results contain the summarized overall evaluation of a course, not individual elements. The Wiki packs all pages and uploaded files into one ZIP file. The participant folder is saved according to the folder structure of this module. Further details on the recorded log files can be found in the chapter "Record of Course Activities".

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In the archive tool you can also delete the chat history by clicking the button "Delete" under "Chat history".

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When deleting a course all course data (but not the course elements!) will be stored in your personal folder automatically.

All course owners have access to the data archiving tool as well as members of groups with rights to the data archiving tool.


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Learning Areas

Learning areas are used to easily assign groups to different elements within a course.

By using the button "Create learning area" you can create a new learning area before allocating single groups to this learning area. If a learning area already exists you can use this one to allocate linked groups. All you have to do is editing the learning area, and then selecting the designated groups in the tab "Group assignment". If no groups have been created yet, the text appears: No learning group was found. Please create a learning group in the members management first.

Learning areas can be selected in the course editor, for example in the course element "Enrolment." This way all groups of a learning area will be offered for enrolment. Furthermore learning areas are available in the tabs "Visibility" or "Access" in conventional courses if the option "group-dependent" has been activated.

The advantage over explicitly listing all relevant groups in the tabs "Access" and "Visibility" is a greater flexibility and easier handling in the course editor. If new group rules are defined in a course it has to be republished. If instead a learning area rule has been defined, the participation of a group can be defined in the learning area administration. In that case you do not have to republish your course.

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Learning areas are suitable for using the same course element within a course in several groups or if there are a lot of groups to choose from along with only one single registration element. Learning areas spare you the selection of each single group.

Instead of explicitly listing all relevant groups in the access and visibility rules, just add the learning area. If group access / visibility rules are added or modified, you need to republish the course. If, on the other hand, a learning area is edited by adding or removing groups, no access rule needs to be modified, and thus the course doesn't need to be published.

Add groups

Provided that groups have already been embedded in the course, these will appear in the tab. By means of check boxes you have the possibility to decide which groups your learning area shall contain. If no groups have been created the following text will appear: No learning groups found. Please create a learning group first by using the menu on your right.

You select learning areas in the course editor by means of the course element "Enrolment." All groups within a learning area will then be offered when registering. Additionally you can choose from learning areas in the tabs "Visibility" or "Access" if the option "Depending on groups" is activated.

Kurs DB

Hier können Sie eine neue kurspezifische Datenbank anlegen, die bestimmte kurspezifische Informationen speichern kann.

Buchungsmöglichkeiten

Hier erhalten Sie eine Übersicht aller Personen, die Ihren Kurs gebucht haben.

Course DB

Here you can create a new course-specific database that can store certain course-specific information.

Booking methods

Here you will find an overview of all the people who have booked your course.

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Copy learning resource

Learning resources are copied in order to be able to reuse an old course structure for a new semester, for example. When copying a course, the structure, folder contents, HTML pages and group names (without group members) are copied. User data such as forum entries, group members, etc. are not copied. As the owner of a learning resource, you can determine (under "Access configuration") whether your learning resource can also be copied by other OpenOlat authors.

This way you get a completely reset course without user-specific data remains.

As owner of a learning resource you can also determine in the administration menu under "Settings" → "Share" whether your learning resource may be copied by all other OpenOlat authors of the system.


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Erstellen Sie am besten eine Kurskopie, wenn Sie einen Kurs wiederholt durchführen möchten, anstatt nur die Personen aus der Mitgliederliste zu entfernen. Auf diese Weise entfallen auch alle Einträge im Bewertungswerkzeug und man erhält einen komplett bereinigten Kurs.
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A course copy can also usefully be created as a backup after the course has been completed and before the course begins.

Convert to Learning Path Course

Traditional courses and courses created before OpenOlat version 15 can be converted into a learning path course via this link.

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Export content

Export your learning resources as a ZIP file. You can import tests, questionnaires, CP and SCORM learning content into other LMSs that support the same standard. Courses, wikis and glossaries can be imported into other OpenOlat installations.

As the owner of a learning resource, you can also determine in the administration menu under "Settings" → "Shared to other authors" whether your learning resource may be exported, copied or referenced by all other OpenOlat authors in the system.

Allowing a course copy for other authors is useful for course templates, for example.

Delete learning resources

You can delete them using the menu item in the "Administration" area. When deleting integrated learning resources (e.g. a test) you will receive a message with the display of the corresponding course. You must therefore first delete the course element "Test" in the course so that you can delete the test in the authoring area. The data is definitely deleted and cannot be restored. Therefore a confirmation is necessary before deleting.

However, if the course is deleted, all user data will be removed. Course participants and authors no longer have access. Only the course owner has access and finds the course in the authoring area under the tab "Deleted". There the course can be restored, but without user data, these are permanently deleted.

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The final deletion of a course is only possible by the administrator.
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When you delete a course, user data (e.g. test results) is first archived as an Excel file in your personal folder and then deleted.

It is possible to inform other course owners via e-mail about the completion or deletion of a course. This can either be optionally selected in the Finish/Delete dialog or set in the administration system-wide.

A course can also be closed or deleted automatically. The administrator makes the appropriate settings under Administration.