Professional Development Registry
Administrator Guide & Standards
Administrator Guide & Standards
Version 5.2
April 11, 2016
Table of Contents
1.
Document Revision History .........................................................................................................5
2.
Introduction ...............................................................................................................................7
3.
4.
5.
2.1
Overview ............................................................................................................................. 7
2.2
Purpose ............................................................................................................................... 7
2.3
Who Should Read This Document ...................................................................................... 8
Understanding Hierarchy Nodes ..................................................................................................8
3.1
What are Nodes? ................................................................................................................ 8
3.2
How Are Users Associated with Nodes? ............................................................................. 8
3.3
How Are Administrators Associated with Nodes? .............................................................. 9
3.4
Selecting Your Node Affiliation When You Enter the System ............................................. 9
3.5
Switching Nodes after You Are in the System .................................................................. 11
Course Procedures .................................................................................................................... 12
4.1
Create a New Course and Submit for Publishing Approval .............................................. 12
4.2
Create a New Course ........................................................................................................ 17
4.3
Approve a Course.............................................................................................................. 22
4.4
Deactivate a Course .......................................................................................................... 27
Scheduled Event Procedures ..................................................................................................... 29
5.1
Determine Whether Your Training Location Exists........................................................... 29
5.2
Add a New Training Location ............................................................................................ 30
5.3
Add a New Scheduled Event (Class Offering) ................................................................... 32
5.4
Add a Private Scheduled Event ......................................................................................... 33
5.5
Enroll Students in a Scheduled Event ............................................................................... 35
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6.
5.6
Print a Class Roster ........................................................................................................... 36
5.7
Mark Students Complete and Close Out a Scheduled Event ............................................ 39
5.8
Mark Students Complete in a Third Party or College Course ........................................... 40
5.9
Change/Reschedule a Scheduled Event............................................................................ 41
5.10
Cancel an Instance ............................................................................................................ 43
5.11
Find and Edit a Closed Out Scheduled Event .................................................................... 45
Standards ................................................................................................................................. 47
6.1
Course Number Convention ............................................................................................. 50
6.2
Course Settings ................................................................................................................. 52
6.3
6.4
6.2.1
Course Properties ................................................................................................ 52
6.2.2
Course Permissions .............................................................................................. 55
6.2.3
Course Competencies .......................................................................................... 56
Course Modules and Settings for Each Delivery Method ................................................. 57
6.3.1
Instructor Led Course Structure .......................................................................... 58
6.3.2
Conference Structure........................................................................................... 63
6.3.3
Third Party Self Learning & College Courses ........................................................ 66
6.3.4
Webinar Live ........................................................................................................ 70
6.3.5
Blended Learning ................................................................................................. 73
6.3.6
Pennsylvania Key Online Course .......................................................................... 84
6.3.7
Technical Assistance ............................................................................................ 90
Course Publishing Settings ................................................................................................ 92
6.4.1
Course Publishing: General Information.............................................................. 92
6.4.2
Course Publishing: Set Publishing Location and Visibility Settings ...................... 95
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6.5
Scheduled Event Instance Settings ................................................................................... 99
6.6
Locations, Classroom & Resource Management ............................................................ 103
6.7
Assignment Management Settings ................................................................................. 104
Appendix A: Glossary ..................................................................................................................... 106
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1. DOCUMENT REVISION HISTORY
Version
Date
Author
Notes
1.0
May 7, 2014
PA Key
First Release to Regional Keys
2.0
May 16, 2014
PA Key
- First Release to PQAS Instructors
- Course Icon Selection instructions revised
- Appendix A Added
3.0
July 31, 2014
PA Key
- Section 2.4 Getting Started Added
- Section 4 Course Procedures - Module re-ordering instructions and
Competency Management Step Revised
- Section 4.4 Create a Course with Multiple Scheduled Event Modules
- Section 5 Working In Node Instructions Revised
- Section 5.8 Mark Students Complete in a Third Party Self Learning or College
Course
- Section 5.10 Cancel an Instance Added
- References to Standards Scheduled Event Instance Section number revised
4.0
December 15,
2014
PA Key
- Cross-reference Links Added to Document
- Section 4.1 Revised to reflect multiple course options
- Section 4.4 Create a Course with Multiple Modules and 4.5 Create a
Conference Removed
- Section 5 Working In Node Instructions Revised
- Section 6 Standards Incorporated into Administrator Guide
- Section 6.1 Course Name Convention for PDII
- Section 6.3.1 Course Properties Course Objectives & Overview
- Section 6.3.2 Course Permissions
- Section 6 Scheduled Event Number field
- Section 6.4.2.2 Conference Structure
- Section 6.4.6 PA Key Online Course SCORM Settings updated
- Section 6.5 Course Publishing Settings: Location & Visibility Settings
- Section 6.6 Score field added
- Section 6.8 Enrollment Management Removed
5.0
August 1, 2015
PA Key
-
2.4 Getting Started removed
4.4 Deactivate a Course added
5.11 Find & Edit a Closed Out Scheduled Event
6.1 Course Name Convention
6.4.7 Technical Assistance
Appendix A: 5 Easy Steps to Course Publishing removed
Appendix B: Course Overview removed
Appendix A: Glossary added
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5.3 Add a New Scheduled Event Overview
5.6 Print a Class Roster Report
5.10 Cancel an Instance
6.2 Course Number > 5th & 6th Characters Section
6.4.1 Scheduled Event Module Configuration: Common Course Module
Properties
5.1
October 1, 2015
PA Key
-
5.2
April 11, 2016
PA Key
- Added Resources feature instructions to sections 4.1, 4.2, 6.4.1.3, 6.4.2.3,
6.4.3.3, 6.4.4.3, and 6.6.
- Added direction for use of Document Module to sections 6.3.1 and 6.3.4.
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2. INTRODUCTION
2.1
Overview
The Professional Development Registry is a learning management system (LMS) that supports the
professional development of Pennsylvania's early learning and school-age workforce.
Using this system, each early learning and school-age professional can create and manage a personal
professional development plan, access hundreds of courses offered throughout the state and online,
print certificates for completed courses at any time, and view a transcript containing a personal history
of professional development achievements and PQAS (Pennsylvania Quality Assurance System) credit
hours.
Authorized PQAS instructors and professional development organizations can post the courses they
offer, manage enrollments, view and print class rosters, and keep track of attendees.
Early learning and school-age facility directors can monitor the professional development of staff
members, purchase and distribute course catalog credit to their staff, and ensure compliance with State
regulations for professional development related to the programs they offer.1
State and regional administrators can run reports with valuable information about early learning and
school-age programs, facilities, and the workforce in general. This information will enable
administrators to gain insight into the demand for specific areas of professional development, which will
help with forecasting, planning, and delivery.
2.2
Purpose
This document contains the procedures and standards for configuring, deploying, and reporting on
learning programs in the PA Key Professional Development Registry.
1
This functionality is available in the system, but will not be implemented at GoLive. It will be implemented at
some future point to be determined.
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2.3
Who Should Read This Document
This document is intended for users of the Pennsylvania Keys to Quality (PA Key) Professional
Development Registry, who have been granted administrator-level permissions.
3. UNDERSTANDING HIERARCHY NODES
3.1
What are Nodes?
There are many nodes in the Professional Development Registry. This collection of nodes comprises a
hierarchy where each node represents a point (or node) in the hierarchy. The hierarchy is four levels
deep. At the top of the hierarchy is a single node called, Pennsylvania. It represents our State. At the
second level of the hierarchy are six nodes, one for each of the Regional Keys (Northeast, Northwest,
Southcentral, Southeast, and Southwest) and one called Pennsylvania-Other. At the third level of the
hierarchy are sixty-seven (67) nodes representing the Pennsylvania's counties organized by region. At
the bottom of the hierarchy are thousands of work locations representing the early learning facilities
and state agency offices that comprise our early learning workforce. There are also 67 nodes labeled
<County>-Other at this level of the hierarchy.
3.2
How Are Users Associated with Nodes?
Each user of the Professional Development Registry is associated with at least one node on the bottom
of the hierarchy. This is the node where the user's individual professional development records are
stored and it is called their "Student Node." This includes the user's registry (profile) data, selfassessment, professional development plan, active enrollments, and transcript. Users who are
employed are associated with their work location node. Users who work for more than one employer
are associated with all their work location nodes. Users who are unemployed are associated with the
<County>-Other node in the county of their residence. Users who are unemployed and whose county of
residence is unknown are associated with the Pennsylvania-Other node.
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3.3
How Are Administrators Associated with Nodes?
In addition to being associated with a bottom level node as a student, some users are granted
administrator privileges. While the user's administrator role determines what functionality s/he can use
in the system, the Node at which administrator permissions are assigned determines how much of the
system's data s/he can access. For example, a PQAS Instructor or PDO Administrator is associated with
the top-level node, Pennsylvania, and can create courses and schedule classes anywhere in the State.
However, a Facility Director is associated with a bottom-level node (i.e., facility location) and can only
run reports on employees of his/her facility.
3.4
Selecting Your Node Affiliation When You Enter the System
Each time you enter the Professional Development Registry, you may be prompted to select your node
affiliation.
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If you are entering the site to perform student functions (e.g., complete a self-assessment, work on your
professional development plan, or take a course), then select the node that reflects your work location.
If you are entering the site to perform administrator functions (e.g., run a report, create a course,
schedule a class, print a roster, mark students complete), then select the node that provides you access
to your course and students.
Remember, you can always change nodes after you have entered the system by selecting an
Administrator tab (i.e., Manage Content, Manage Learning, Reporting) and clicking Change Hierarchy
Node in the upper right corner of the page, just below the tabs.
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3.5
Switching Nodes after You Are in the System
An administrator can switch nodes at any time by selecting an Administrator tab (i.e., Manage Content,
Manage Learning, Reports) and clicking Change Hierarchy Node in the upper right corner of the page,
just below the tabs.
For example, a Regional Key Administrator is associated with the top-level node, Pennsylvania, and can
therefore run a report for the entire State. However, at times s/he may want to limit the reports to the
users within the region. In this case, the Regional Key Administrator can change hierarchy nodes to
his/her region. Running the same report will now only show the users in the region.
An administrator can access any node below the highest level node to which s/he is assigned
administrator permissions.
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4. COURSE PROCEDURES
4.1
Create a New Course and Submit for Publishing Approval
Relevant Administrator Roles:



PQAS Instructor
Contracted PDO Administrator
Blended Learning SCORM
New courses can be entered into the Professional Development Registry by authorized administrators
and must be approved before they can be accessed by the workforce. Funded courses are approved by
the funding source (e.g., OCDEL, PA Key, Regional Key). Non-funded courses are approved by PA Key.
For more information, refer to the document entitled, Professional Development Registry Policies,
Processes & Governance, section 5.1: Course-Related Processes.
To create a new course and submit it for approval follow these steps:
Step
Page You’re On
1.
Home
2.
Manage Content
Action
Click the
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Content
Locate the section labeled, Course Management and Ancillary Course
tools, and click Manage Courses.
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4.
Manage Courses
5.
Create New Course
Click
Configure the course properties by referring to Section 6.2.1 Course
Properties.
When you are done, click the
6.
Course Home
7.
Course Permissions
button.
In the Course Options menu on the left-hand side of the page, click
Manage > Permissions.
Click the
button.
Use the Last Name or Registry ID field to look up the instructor you want
to add. Check the box next to their name and click the
button to
move them to the selected box. Then click the
button.
Configure the course properties by referring to section 0: Return to
Section 4: Course Procedures
Course Permissions.
When you are done, click the first
8.
Course Options
button.
In the Course Options menu on the left-hand side of the page, click
Manage > Competencies.
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9.
Competency
Management
Configure the course competencies by referring to section 6.2.3: Course
Competencies.
Select the competency from the dropdown list, click Add to Selected
button.
Repeat for each competency.
When you are done, click the
10. Module
Configuration
button.
In the Course Options menu on the left-hand side of the page, click
.
Select and configure each module for the appropriate course delivery
method by referring section 6.3: Course Modules and Settings for Each
Delivery Method.
For an Instructor Led Course refer to section 6.3.1: Instructor Led Course
Structure
For a Conference refer to section 6.3.2: Conference Structure
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For a Third Party Self Learning or College Course refer to section 6.3.3:
Third Party Self Learning & College Courses
For a Webinar refer to section 6.3.46.3.3.4: Webinar Live
When you are done configuring each module, click the
button.
For a course with multiple modules or a conference with multiple
sessions, repeat this process until all appropriate modules have been
added and configured for the course.
If you need to re-order your modules, in the Course Options menu on
the left-hand side of the page, click Manage > Order of Modules.
Follow the directions on that page and click the
11. Resources
button.
In the Course Options menu on the left-hand side of the page, click
Manage > Resources.
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Select one or more files (e.g., lesson plans) from your hard drive and
upload them. These files will be available to all instructors who teach
the course.
12. Course Options
In the Course Options menu on the left-hand side of the page, click
Publish > Submit Course Publish Approval Request.
Then click the
button.
13. Course Publishing:
General
Information
Configure the general publishing settings by referring to section 6.4.1
Course Publishing: General Information.
14. Course Publishing:
Set Publishing and
Visibility Settings
Configure the publishing and visibility settings by referring to section
6.4.2 Course Publishing: Set Publishing Location and Visibility Settings.
When you are done, click the
button.
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When you are done, click the
button.
Please note: All changes made on screens in steps 12 and 13 will only be saved if you click
the Submit Course Publish Approval Request button when you’re finished.
15. Course Home
4.2
Click the
button.
Create a New Course
Relevant Administrator Roles:

Regional Key Administrator
New courses can be entered into the Professional Development Registry by authorized administrators
and must be approved before they can be accessed by the workforce. Funded courses are approved by
the funding source (e.g., OCDEL, PA Key, Regional Key). Non-funded courses are approved by PA Key.
For more information, refer to the document entitled, Professional Development Registry Policies,
Processes & Governance, section 5.1: Course-Related Processes.
To create a new course and submit it for approval, go to the Professional Development Registry and use
the following procedure.
Step
Page
1.
Home
2.
Manage Content
Action
Click the
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
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3.
Manage Content
4.
Manage Courses
5.
Create New Course
Locate the section labeled, Course Management and Ancillary Course
tools, and click Manage Courses.
Click
Configure the course properties by referring to Section 6.2.1 Course
Properties.
When you are done, click the
6.
Course Home
7.
Course Permissions
button.
In the Course Options menu on the left-hand side of the page, click
Manage > Permissions.
Click the
button.
Use the Last Name or Registry ID field to look up the instructor you want
to add. Check the box next to their name and click the
button to
move them to the selected box. Then click the
button.
Configure the course properties by referring to section 0: Return to
Section 4: Course Procedures
Course Permissions.
When you are done, click the first
8.
Course Options
button.
In the Course Options menu on the left-hand side of the page, click
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Manage > Competencies.
9.
Competency
Management
Configure the course competencies by referring to section 6.2.3: Course
Competencies.
Select the competency from the dropdown list, click Add to Selected
button.
Repeat for each competency.
When you are done, click the
10. Module
Configuration
button.
In the Course Options menu on the left-hand side of the page, click
.
Select and configure each module for the appropriate course delivery
method by referring to section 6.3: Course Modules and Settings for
Each Delivery Method.
For an Instructor Led Course refer to section 6.3.1: Instructor Led Course
Structure
For a Conference refer to section 6.3.2: Conference Structure
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For a Third Party Self Learning or College Course refer to section 6.3.3:
Third Party Self Learning & College Courses
For a Webinar refer to section 6.3.3.4: Standard Settings for Participant
Evaluation Form
Every self-learning module or college course should include the standard
online evaluation form. This form is configured as a Shared Module in
the Professional Development Registry and will be added by the
Pennsylvania Key or Regional Key upon course approval.
Page: Add Shared Module From Another Course
Section: Module Search
Property
Entry
Type
Default
Setting
Standard
Search Text
Search
box
Blank
For College Courses: Enter Participant
Evaluation form.
For Self-Learning Modules: Enter SelfLearning Module Evaluation Form
Add Module
List and
Button
Search
results
Click the Add Module button next to the
appropriate form.
Return to Section 4: Course Procedures
Webinar Live
When you are done configuring each module, click the
button.
Repeat this process until all appropriate modules have been added and
configured for the course.
If you need to re-order your modules, in the Course Options menu on
the left-hand side of the page, click Manage > Order of Modules.
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Follow the directions on that page and click the
11. Resources
button.
In the Course Options menu on the left-hand side of the page, click
Manage > Resources.
Select one or more files (e.g., lesson plans) from your hard drive and
upload them. These files will be available to all instructors who teach
the course.
12. Course Options
In the Course Options menu on the left-hand side of the page, click
Publish > Publish Course.
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Then click the
button.
13. Course Publishing:
General
Information
Configure the general publishing settings by referring to section 6.4.1
Course Publishing: General Information.
14. Course Publishing:
Set Publishing and
Visibility Settings
Configure the publishing and visibility settings by referring to section
6.4.2 Course Publishing: Set Publishing Location and Visibility Settings.
When you are done, click the
When you are done, click the
button.
button.
Please note: All changes made on screens in steps 12 and 13 will only be saved if you click
Finish Publishing button when you’re finished.
15. Course Home
4.3
Click the
button.
Approve a Course
Relevant Administrator Roles:


PA Key Administrator
Regional Key Administrator
New courses that have been entered into the Professional Development Registry by authorized
administrators must be approved before they can be accessed by the workforce. Funded courses are
approved by the funding source (e.g., OCDEL, PA Key, Regional Key). Non-funded courses are approved
by PA Key. For more information, refer to the document entitled, Professional Development Registry
Policies, Processes & Governance, section 5.1: Course-Related Processes.
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To review and approve or reject a new course, go to the Professional Development Registry and use the
following procedure.
Step
Page
1.
Home
2.
Manage Content
Action
Click the
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Content
Locate the section labeled, Course Management and Ancillary Course
tools, and click Course Publish Approval Management.
4.
Course Publish
Approval
Management
Choose the appropriate course tag for your region from the Course Tag
Filter dropdown menu or check the Course Tag column to determine
whether any of the courses awaiting approval have been funded by your
Regional Key.
Click the
approval.
5.
Course Options
link next to the relevant course to review it for
In the Course Options menu on the left-hand side of the page, click
Manage > Properties
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6.
Course Properties
Check that the course properties have been set accurately in
conformance with the standards (refer to section 6.2.1 Course
Properties.)
If properties are set correctly, proceed to next step. If properties are not
set correctly, make note of required changes and proceed to next step.
7.
Course Home
8.
Course Permissions
In the Course Options menu on the left-hand side of the page, click
Manage > Permissions.
Check that the course permissions have been set accurately in
conformance with the standards (refer to section 0: Return to Section 4:
Course Procedures
Course Permissions.)
Remember to check to ensure other instructors are approved for the
competency group(s) associated with the competencies of the course
through the Portal Instructor Search. If permissions are set correctly,
proceed to next step. If permissions are not set correctly, make note of
required changes and proceed to next step.
9.
Course Options
In the Course Options menu on the left-hand side of the page, click
Manage > Competencies.
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10. Competency
Management
Check that the course competencies have been set accurately in
conformance with the standards and match the competencies in the
Additional Information field of the Course Properties. (refer to section
6.2.3: Course Competencies.)
If competencies are set correctly, proceed to next step. If competencies
are not set correctly, make note of required changes and proceed to
next step.
11. Scheduled Event
Module
Configuration
In the course navigation list on the left-hand side of the page, click on
the first module name. Check that the module has been configured
accurately for the course delivery method in conformance with the
standards (refer to section 6.3: Course Modules and Settings for Each
Delivery Method.)
After checking each module, if properties are set correctly, proceed to
next step. If properties are not set correctly, make note of required
changes and proceed to next step. Repeat this process until all
appropriate modules have been checked for the course.
If you need to re-order your modules, in the Course Options menu on
the left-hand side of the page, click Manage > Order of Modules.
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Follow the directions on that page and click the
12. Add Shared
Module
In the Course Options menu on the left-hand side of the page, click Add
Modules > Add Shared Module From Another Course
Click the
Click the
13. Course Options
14. Publish Approval
Request Wizard
for: [Course Title]
button.
button.
button next to the appropriate evaluation.
In the Course Options menu on the left-hand side of the page, click
Publish > Approve Pending Publishing Request.
Click
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15. Course Publishing:
General
Information
Check that the general publishing settings have been set accurately in
conformance with the standards (refer to section 6.4.1 Course
Publishing: General Information).
If properties are set correctly, click the
If
properties are not set correctly, make note of required changes and then
click the button labeled, Next: Location and Visibility Settings.
16. Course Publishing:
Set Publishing and
Visibility Settings
Check that the publishing and visibility settings have been set accurately
in conformance with the standards for each of the nodes listed on the
right-hand menu under Nodes with Publishing Settings (referring to
section 6.4.2 Course Publishing: Set Publishing Location and Visibility
Settings)
If properties are set correctly, proceed to next step. If properties are not
set correctly, make note of required changes and then proceed to next
step.
17. Course Publishing:
Set Publishing and
Visibility Settings
If you are satisfied with the course, click
to step 19.
and proceed
If you are not satisfied with the course, click
From the dropdown menu select a Rejection Reason as follows:
Choose Course or module properties not compliant with standards if this
is the main reason for rejection.
Choose Course is not appropriate for publication in the Professional
Development Registry if the course does not comply with the Course
Inclusion Policy (refer to Professional Development Registry Polices,
Processes & Governance, section 4.1: Course Inclusion Policy.)
Choose Course already exists in the Professional Development Registry if
the course is already in the Registry.
Choose Other if none of the reasons above apply.
After selecting a rejection reason, enter detailed information providing
direction to the course submitter on what steps need to be taken to
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correct any problems and resubmit the course for approval.
Click
18. Course Home
4.4
Click the
button.
Deactivate a Course
Courses are required to be deactivated when they are not in use. For more information and specific
time frames for deactivation, refer to the document entitled, Professional Development Registry Policies,
Processes & Governance, section 5.1.11, 5.1.12 and 5.1.13.
To deactivate a course (which really means that you are republishing it with different settings that
remove it from the course catalog) and submit it for approval follow these steps:
Step
Page You’re On
1.
Home
2.
Manage Content
Action
Click the
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Content
Locate the section labeled, Course Management and Ancillary Course
tools, and click Manage Courses.
4.
Manage Courses
Use the second section to search for the course that is to be deactivated
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and click on the name to enter the course.
5.
Course Options
In the Course Options menu on the left-hand side of the page, click
Publish > Submit Course Publish Approval Request.
Then click the
button.
6.
Course Publishing:
General
Information
Click the
7.
Course Publishing:
Set Publishing and
Visibility Settings
Configure the publishing and visibility settings by referring to section
6.4.2 Course Publishing: Set Publishing Location and Visibility Settings.
button.
When you are done, click the
button.
8.
Course Home
Click the
button.
5. SCHEDULED EVENT PROCEDURES
5.1
Determine Whether Your Training Location Exists
Relevant Administrator Roles:




PQAS Instructor
Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 29
Before you schedule a class, you may want to check to ensure the location where the class will be held is
already present in the Professional Development Registry. If not, you must add it to the list of training
locations in the system.
To check to see whether a training location exists, go to the Professional Development Registry and use
the following procedure.
Step
Page
1.
Home
2.
Manage Content
Action
Click the
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Content
Locate the section labeled, Classroom Management, and click Locations,
Classrooms & Resources.
4.
Location,
Classroom &
Resource
Management
Search for the name of the location where your class will be held to
make sure it exists in the system.
Be sure to try different variations of the location name. For example,
you might find the Montgomery Early Learning Centers in Norristown
under MELC, Norristown MELC, etc. Or you might find the YWCA York
under York YWCA or York Y.
If you find the location, you are ready to schedule your class. If not, you
can save time by adding the new location before scheduling the class.
For more information, refer to the document entitled, Professional
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 30
Development Registry Policies, Processes & Governance, section 5.1.4:
Add a Training Location.
5.2
Add a New Training Location
Relevant Administrator Roles:




PQAS Instructor
Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
To add a new training location, go to the Professional Development Registry and use the following
procedure.
Step
Page
1.
Home
2.
Manage Content
Action
Click the
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to the
Manage Content page.
3.
Manage Content
Locate the section labeled, Classroom Management, and click Locations,
Classrooms & Resources.
4.
Location,
Classroom &
If you haven't already done so, search for the name of the location
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 31
Resource
Management
where your class will be held to make sure it exists in the system.
Be sure to try different variations of the location name. For example,
you might find the Montgomery Early Learning Centers in Norristown
under MELC, Norristown MELC, etc. Or you might find the YWCA York
under York YWCA or York Y.
If you find the location, you are ready to schedule your class. If not,
proceed to step 5.
5.
Location,
Classroom &
Resource
Management
6.
Location
Configuration:
Adding a New
Location
5.3
Click
link.
Configure the location properties by referring to the document entitled,
Professional Development Registry Policies, Processes & Governance,
section 5.1.4: and section 6.6 Locations, Classroom & Resource
Management
Add a New Scheduled Event (Class Offering)
Relevant Administrator Roles:




PQAS Instructor
Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
Whenever you need to schedule a class, you must create a scheduled event in the Professional
Development Registry. A scheduled event is essentially a single offering of a course that occurs on a
given date at a given training location.
To create a scheduled event, go to the Professional Development Registry and use the following
procedure.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 32
If you are creating an event for another instructor, both you, as the instance creator, and the instructor
listed in the event will have access to edit and manage the instance.
Step
1.
Page
Action
Home
Click the
2.
Manage Learning
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Learning
Locate the section labeled, Scheduled Event Management, and click
Manage Scheduled Events.
4.
Manage Scheduled
Events
Click
5.
Add Scheduled
Event
Configure the scheduled event properties by referring to section 6.5
Scheduled Event Instance Settings.
link.
When you are done, click the button labeled, Save Schedule.
5.4
Add a Private Scheduled Event
Relevant Administrator Roles:

PQAS Instructor
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 33



Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
There may be times when you need to schedule a private class. For example, you may need to offer
training that is restricted to employees of a specific early learning facility or some other pre-determined
group of students. In these cases, you can disallow self-enrollment and enroll the students yourself or
you can restrict self-enrollment to users in a specific hierarchy node, such as an early learning facility.
To create a private scheduled event, go to the Professional Development Registry and use the following
procedure.
Step
1.
Page
Action
Home
Click the
2.
Manage Learning
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Learning
Locate the section labeled, Scheduled Event Management, and click
Manage Scheduled Events.
4.
Manage Scheduled
Events
Click
5.
Add Scheduled
Configure the scheduled event properties by referring to section 6.5
link.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 34
Event
Scheduled Event Instance Settings.
For a private event where students cannot self-enroll, for the
Registration Type, click "More Options" and select, "Managed."
Students will not be able to see or register for this instance.
For a private event where only students who are employees of a
specific facility or legal entity can self-enroll, for the Registration Type,
select "Open Registration." For the Registration Restriction, select
"Restricted by Hierarchy Node," select the facility or legal entity from
the dropdown, and check the checkbox labeled, Leave Available to
Child Node(s). Only students associated with the facility/legal entity
chosen will be able to see and register for this instance.
When you are done, click the
5.5
button.
Enroll Students in a Scheduled Event
Relevant Administrator Roles:




PQAS Instructor
Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
It is important to note that courses configured for no self-enrollment have no ecommerce features.
To enroll students in an event, go to the Professional Development Registry and use the following
procedure.
Step
1.
Page
Home
Action
Click the
tab.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 35
2.
Manage Learning
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Learning
Locate the section labeled, Scheduled Event Management, and click
Manage Scheduled Events.
4.
Manage Scheduled
Events
In the Course Search box, enter the name of the course associated with
the schedule event in which you want to enroll students.
and
click the
5.
Manage Scheduled
Events
button.
To find instances that you have already closed out. Click the
link.
In the Course Search box, enter and select the name of the course
associated with the schedule event in which you want to enroll
students.
Click
the Include Completed Classes checkbox
Then click the
6.
Manage Scheduled
Events
button.
Locate the instance you want to add users to and click the
link.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 36
7.
Managing
Scheduled:
<Scheduled Event
Name>
Click on the
tab.
Search for the users you want to add.
In the search results, check the box next to the user's name and click
the
button.
Repeat this step until all users have been enrolled.
5.6
Print a Class Roster
Relevant Administrator Roles:




PQAS Instructor
Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
When you deliver a class, you may need to print a roster in order to take attendance or to use as a signin sheet.
To print a roster, go to the Professional Development Registry and use the following procedure.
Step
1.
Page
Action
Home
Click the
2.
Reporting
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 37
3.
Reporting
Locate the section labeled, Reporting Options & Existing Saved Reports,
and click Create New Report > Scheduled Events > Class Roster Report.
4.
Request Class
Roster Report
In section 1. Setup your Report Request:



Enter a name for your report (e.g., <Course Name> <Date of
Instance> Roster).
In the email address field enter the email address(es),
separated by a semicolon, of the users you would like to email
this report to.
Leave the default setting, HTML, for the Report Type.
In section 2. Find and Select the Class or Classes for your Report:




Enter all or part of the course name in the Course dropdown
and select the course from the list.
Select the Scheduled Event from the dropdown.
Click the
button.
In the search results, check the box for the scheduled event for
which you want the report.
In section 3. Report Display Options:


Check all boxes you want to include in the report and uncheck
any boxes you do not want to include. (Be sure to check Include
the Scheduled Event "Sign-In" Column if you are printing a signin sheet).
Uncheck Include User Free Form field Column(s)
In section 4. Select the sorting method you would like to use for this
report.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 38

Select Sort Records By Student Last Name to alphabetize the
list.
Click the
5.
button.
Reporting
Locate the section labeled,
. Locate your roster
report in the list and click
6.
Class Roster Report
The report appears in a new tab in the browser. To print the report,
right-click anywhere on the page and select Print or use your browser’s
print feature.
When you are done, close the tab to return to the Professional
Development Registry.
5.7
Mark Students Complete and Close Out a Scheduled Event
Relevant Administrator Roles:




PQAS Instructor
Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
After you deliver a class, you must update the status of the students who were enrolled in the course
and close out the scheduled event so that it no longer appears in the list when new students register.
Students will not be able to access the course survey until you have completed this step. This step
should be completed within 48 hours of the end of your event.
To mark students complete and close out the scheduled event, go to the Professional Development
Registry and use the following procedure.
Step
Page
Action
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 39
1.
Home
Click the
2.
Manage Learning
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Learning
Locate the section labeled, Scheduled Event Management, and click
Manage Scheduled Events.
4.
Manage Scheduled
Events
In the Course Search box, enter the name of the course associated with
the schedule event in which you want to enroll students.
and click the
5.
6.
Manage Scheduled
Events
Managing
Scheduled:
<Scheduled Event
Name>
button.
In the list of scheduled events associated with the course, find the
scheduled event you want to close out and click the
link.
In the tab labeled,
, locate the
Registration Status dropdown and select Registration Closed.
Check the box labeled, Schedule Event Completed.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 40
For each student in the list, change the student's status in the
dropdown list to the appropriate value (i.e., Attended and Completed
or Did not Attend).
Ex.
Do not change the score field.
When you are done, click the
5.8
button.
Mark Students Complete in a Third Party or College Course
Relevant Administrator Roles:




PQAS Instructor
Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
After you deliver a third party course – that is – a course that is not housed in the Professional
Development Registry, or a college course that requires student registration directly with the college or
university, you must create a scheduled event instance to represent the course you delivered and
update the status of the students who completed the course.
To create a scheduled event instance and mark students complete, go to the Professional Development
Registry and use the following procedure.
STEP 1: Follow the instructions in section 5.4 of this document, Add a Private Scheduled Event.
STEP 2: Follow the instructions in section 5.5 of this document, Enroll Students in a Scheduled Event.
STEP 3: Follow the instructions in section 5.7 of this document, Mark Students Complete and Close Out a
Scheduled Event.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 41
5.9
Change/Reschedule a Scheduled Event
Relevant Administrator Roles:




PQAS Instructor
Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
There may be times when you need to change the time, location, or instructor for a scheduled event and
notify students who have already enrolled in the scheduled event.
To change a scheduled event and notify students, go to the Professional Development Registry and use
the following procedure.
Step
Page
1.
Home
2.
Manage Learning
Action
Click the
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Learning
Locate the section labeled, Scheduled Event Management, and click
Manage Scheduled Events.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 42
4.
Manage Scheduled
Events
In the Course Search box, enter the name of the course associated with
the schedule event you want to change.
and
click the
5.
6.
button.
Manage Scheduled
Events
In the list of scheduled events associated with the course, find the
Editing Scheduled
Event
Change the scheduled event properties as needed referring to section
6.5 Scheduled Event Instance Settings.
scheduled event you want to change and click
When you are done, click the
7.
Manage Schedule
Events
button.
To notify enrolled students of the change, create a roster report for the
course. Be sure to check the box to include the student's email address
in the report. (See section 5.6, Print a Class Roster)
Then, use the information on the roster to manually create and send an
email message to all students describing the change(s) you made to the
course.
5.10 Cancel an Instance
Relevant Administrator Roles:




PQAS Instructor
Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
There may be times when you need to cancel a scheduled event and notify students who have already
enrolled in the scheduled event.
To cancel a scheduled event use the following procedure.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 43
Step
Page
1.
Home
2.
Manage Learning
Action
Click the
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Learning
Locate the section labeled, Scheduled Event Management, and click
Manage Scheduled Events.
4.
Manage Scheduled
Events
In the Course Search box, enter the name of the course associated with
the schedule event you want to cancel.
and click
the
5.
6.
Manage Scheduled
Events
In the list of scheduled events associated with the course, find the
scheduled event you want to cancel and click the
link.
Edit Schedule
Click the
7.
button.
Prompt
button.
**Special Note: Remember to print/save a copy of the class roster
report prior to cancelling the event if you need to contact the
participants for any reason after the event is cancelled. Once the
event is cancelled there will be no way to access that information as
the system will automatically unregister the students.**
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 44
You will receive a warning “This action cannot be undone. Registration
for the event will be closed, registered users will be unregistered and
notified.”
In the dropdown list, select the reason for cancellation (required).
In the comments field, add any additional comments or instructions.
***For funded events that have no other instances, please include
information on how the student can obtain or how they will be
provided with a course catalog credit code. Remember to print the class
roster report to obtain student email addresses prior to cancelling.***
***************************************
Click the
8.
Edit Schedule
button.
After clicking the confirmation button in the previous step, the
following happens:
-The scheduled event’s Registration Status is automatically changed to
“Registration Closed”
-All users registered in the event are notified via email that the event
was canceled. The email includes the course name, instructor, date,
contact person & email address & the reason for cancellation and
comments entered by the administrator who cancelled the event.
-The registrations for all users are deleted.
-The status/progress for all users registered in the event is changed to
“Not Registered.”
5.11 Find and Edit a Closed Out Scheduled Event
Relevant Administrator Roles:

PQAS Instructor
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 45



Specialized Course Instructor
Contracted PDO Administrator
Regional Key Administrator
There may be times when you need to edit a scheduled event after it has been closed out to add a
student that was forgotten or mark a student attended and completed who was missed.
Step
Page
1.
Home
2.
Manage Learning
Action
Click the
tab.
Check the node in which you are working to ensure that it says
.
If not, then click Change Hierarchy Node, by clicking on the gear, select
Pennsylvania from the dropdown list and click the button labeled
. Then click the Manage Content tab again to return to
the Manage Content page.
3.
Manage Learning
Locate the section labeled, Scheduled Event Management, and click
Manage Scheduled Events.
4.
Manage Scheduled
Events
Click on
Criteria.
under Scheduled Search
In the Course Search box, enter the name of the course associated with
the schedule event you want to access.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 46
Check the
Click the
5.
Manage Scheduled
Events
box.
button.
In the list of scheduled events associated with the course, find the
scheduled event you want to access and click
.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 47
6. STANDARDS
Course Name Convention
The course name uniquely identifies a course for a prospective learner. A course name should be
thought of as a headline rather than a complete description for the course. The quicker a student can
identify a course, the better. The course name maximum length is 150 characters.
The following course name conventions should be followed:

Search the Registry for courses with similar titles. Use a short title, just long enough to
accurately describe the course and distinguish it from other, similar courses. Course names that
are too similar to the course names of Core, Support or other State Courses are not acceptable
and will not be approved.

Remember that titles should demonstrate respect of all aspects of culture, language, ability and
diversity.

Users will search for key words included in your course name so primary content, age group
focus or target audience should be included.

Avoid abbreviations and acronyms unless they are common throughout the workforce.

Spell out words like "at" and "and" instead of using symbols like "@" and "&" unless the symbol
is part of a program, product, or brand name.

When the course is part of a series, ensure that all activity names in the series follow the same
conventions.

Use initial caps for all major words in the name, similar to the title of a book or article.

Check spelling.

Any courses which can be adapted to delivery for a different number of hours, (i.e. a course that
you can run for three hours or four hours) must have a different name for each version of the
course.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 48

Organizations should include their name in all of their course names to assist students in
locating that organization’s offerings.

If your course is one of the following types of courses, please use the convention listed.
Course Type
Name Convention
Example
Any course offered
by an organization
[Course Name]-[Organization Name]
Child Development 101-ABC Training Corporation
CDA Course
[Course Name]-[Organization Name]
Child Development Associate-ABC Training
Corporation
Self-Learning Module
[Course Name] Self-Learning Module[Organization Name]
Child Development 101 Self-Learning ModuleABC Training Corporation
Webinars
[Course Name] Webinar
Child Development 101 Webinar
Conference
Conference-[Conference Name]-[Month/Season]
[YYYY]
Conference-3rd Annual ECE Conference-Fall 2014
PDII-[Course Name]-[Organization Name]
PDII-STAR 1 Orientation-Pennsylvania Key
PDII
Conference-NE STEM Conference-May 2015
Examples:
Inappropriate Course Title
Appropriate Course Title
Building An Idea Factory
Use Building An Idea Factory: Curriculum for Preschool
Honest, I’m Not Out To Get You
Understanding Children’s Behavior
Art for the Ages
Art for the Ages in Family Child Care
FDCH Space and Furnishings
Family Child Care Environment and Curriculum
Understanding Children’s Behavior (3 hours)
Understanding Children’s Behavior
Understanding Children’s Behavior (4 hours)
Managing Classroom Behavior
Personal Care Routines
Best Practices for Personal Care Routines in the Infant-Toddler
Classroom
Observation
Achieving Positive Child Outcomes Through Effective Child
Observations
Return to Section 6.2.1 Course Properties
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 49
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 50
6.1
Course Number Convention
The course number uniquely identifies a course for administrators, instructors, and learners. The course
number must adhere to the following convention.
Position in Course
Number
Purpose
Possible Values
First character
Course Type
C = Keystone STARS Core
S = Keystone STARS Support
N = Needs-based or SACC Professional Development
A = CDA
D = Director Credential
E = School age Credential
P = Credential Application
R = Product (PA Key Use Only)
X = Applications/Requirements (PA Key Use Only)
Second character
separator (dot)
.
Third character
College Course Indicator
C = College Course
O = Other
Fourth character
separator (dot)
.
Fifth and sixth
characters
Delivery method
CF = Conference
IL = Instructor-led
MB = Third Party Self-Learning Mail-based
OC = Online course or Third Party Self-Learning Online (Use for
Asychronous Online Courses)
TA = Technical Assistance
WL = Webinar Live (Use for Synchronous Online Courses)
BL = Blended (a combination of delivery methods-PA Key Use
Only)
OT = Other (PA Key Use Only)
Seventh character
separator (dot)
.
Next characters
Course title
First letter of each word in a course title



Include all letters of an acronym
Include all numbers
Do not include parenthetical references
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 51


Do not include punctuation
If the resulting course number is identical to that of another
course in the Registry, add up to 3 letters from the first
unique word in the course title.
Next character
separator (dot)
.
Last characters
Keys to Quality Funding
NF = Non-funded
F = Funded
Example #1
Course Title
Integrating Math and Science Experiences into the Curriculum
Course Type
Non-Funded Needs-based
College Course
No
Delivery Method
Instructor-led
Course Number to Assign
N.O.IL.IMASEITC.NF
Example #2
Course Title
Creating and Maintaining a PDR
Course Type
Funded CDA
College Course
No
Delivery Method
Instructor-led
Course Number to Assign
A.O.IL.CAMAPDR.F
Example #3
Course Title
DAP Leadership: Leading Your Staff to Excellence
Course Type
Non-Funded Keystone STARS Core
College Course
No
Delivery Method
Conference
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 52
Course Number to Assign
C.O.CF.DAPLLYSTE.NF
Example #4
Course Title
Early Childhood Environment Rating Scale - Revised (ECERS-R) 202
Course Type
Funded Keystone STARS Core
College Course
No
Delivery Method
Webinar Live
Course Number to Assign
C.O.WL.ECERSR202.F
Return to Section 6.4 Course Publishing: General Information
6.2
Course Settings
6.2.1 Course Properties
When a course is created, a number of course properties must be set in the Professional Development
Registry. Following is a list of the properties and PA Key's standards for configuring each property.
Page: Course Properties
Section: Course Information & Configuration
Property
Entry Type
Default Setting
Standard
Course Name
Text box
Blank
Enter a course name based on the guidelines described
in section 0 Course Name Convention.
Course Certificate
Dropdown list
No Certificate
Provided on
Completion
PA Keys Certificate
Require Sequential Course
Module Step Through
Checkbox
Checked
For conferences: Unchecked
For blended courses:


If modules must be taken in order: Checked
If modules can be taken in any order:
Unchecked
For all other courses: Checked
Course Forum Mode
Dropdown list
No Forum Enabled
No Forum Enabled
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 53
Chat Enabled
Checkbox
Unchecked
Unchecked
Hidden Course
Checkbox
Unchecked
Unchecked
Page: Course Properties
Section: Global Course Information
Property
Entry Type
Default Setting
Standard
Enable Global Course
Confirmation
Checkbox
Unchecked
Unchecked
Page: Course Properties
Section: Course Overview
Property
Entry Type
Default Setting
Standard
Course Overview
Text box
Blank
Enter a brief but meaningful and accurate description of
what is covered in the activity.
Keep in mind that learners may rely on this description to
determine whether to invest their valuable time and
money in the course.
Recommendation for a non-funded course, also enter
this statement, “Please see syllabus for payment
information.”
For a Third Party/College Course, also enter the
directions for how the student should access and
complete the course.
For a Conference, also include a detailed schedule of
sessions offered to facilitate student registration, be sure
to make it clear which session choices they have at each
time period.
Please reference Professional Development Registry
Policies, Processes & Governance Section 4.4 Textbox
Formatting Policy.
Please note, if your course contains only one module you
will cut and paste this overview into the Module
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Overview field too.
Page: Course Properties
Section: Course Objectives
Property
Entry Type
Default Setting
Standard
Course Objectives
Text box
Blank
For assistance on writing objectives, please refer to PQAS
Professional Development Module Template and Scoring
Rubric.
Please reference Professional Development Registry
Policies, Processes & Governance Section 4.4 Textbox
Formatting Policy.
Enter the course objectives including the following
information and format:
Objectives:
Upon completion, the learner will be able to:

objective 1

objective 2

etc...
Target Audience:
The roles or functions for whom the course is intended.
Prerequisites:
The skills, knowledge, experience, learning or specific
courses that people should have before enrolling in the
course.
Please note, if your course contains only one module you
will cut and paste these objectives into the Module
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 55
Objective field too.
Page: Course Properties
Section: Additional Information
Property
Entry Type
Default Setting
Standard
Additional Information
Text box
Blank
Enter a list of the competency codes and statements
associated with the course as they appear in the
Pennsylvania Core Knowledge Competencies for Early
Childhood and School-Age Professionals document.
These competency codes and statements must match
the competencies you associate with the course. See
Section 6.2.3 Course Competencies
Please reference Professional Development Registry
Policies, Processes & Governance Section 4.4 Textbox
Formatting Policy.
Return to Section 4: Course Procedures
6.2.2 Course Permissions
A course is created by the course owner, who has permission to change the parameters of the course at
any time and request publishing approval. The course owner can grant other PQAS approved Instructors
specific course permissions. The other instructors must be approved for the competency group that
aligns with the course competencies.
To grant course permissions to another PQAS Instructor(s) for a course that you own set the following
properties.
Page: Course Permissions
Section: Course Permissions
Property
Entry Type
Default Setting
Standard
Edit Course Properties,
Downloads, and Course
Modules
Checkbox
Unchecked
Check this box to grant this permission to a user who can
edit the course properties, modules and module
properties.
Edit Course Permissions
Checkbox
Unchecked
Check this box to grant this permission to a user who can
change the course permission settings and grant
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permissions to additional users.
Publish Course
Checkbox
Unchecked
Check this box to grant this permission to a user who can
publish changes to the course properties, modules and
permissions.
Change Course Module
Order
Checkbox
Unchecked
Check this box to grant this permission to a user who can
change the order of the modules contained in the
course.
Add Course Modules
Checkbox
Unchecked
Check this box to grant this permission to a user who can
add new modules to the course.
Remove Course Modules
Checkbox
Unchecked
Check this box to grant this permission to a user who can
remove modules from the course.
Unlink Referenced Modules
Checkbox
Unchecked
Unchecked
Version Management
Checkbox
Unchecked
Check this box to grant this permission to a user who can
add new versions and restore historic versions of the
course.
Grading Management
Checkbox
Unchecked
Unchecked
Term Management
Checkbox
Unchecked
Unchecked
Enrollment Management
Checkbox
Unchecked
Unchecked
Visible in Searches on
Reports and Other Features
that Use Published Courses
Checkbox
Unchecked
Check this box to grant permission to schedule and
manage instances and/or to be added to the instructor
list for the instance.
At minimum this box must be checked.
Course Permission Group
Selection
Dropdown
None Selected
PA Key Use Only
Return to Section 4: Course Procedures
6.2.3 Course Competencies
Every course in the system MUST be associated with one or more competencies2 defined in the
Pennsylvania Keys to Quality Core Knowledge Competencies. As a general rule, one competency should
be assigned for each hour of instruction. When appropriate, courses may be associated with more than
2
The competencies listed are those associated with the specific competency groups that the course owner is
authorized to teach.
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one competency group such as conferences and college courses. The competencies shown in this
section will be limited to the competency groups for which the instructor and all additional instructors
receiving permissions to this course are approved. The competencies listed in this section must match
the competencies listed in the Course Properties, Additional Information field.
Return to Section 4: Course Procedures
6.3
Course Modules and Settings for Each Delivery Method
The Professional Development Registry allows for course structures to be created using any number of a
variety of types of modules each of which has a standard structure as detailed below. The Scheduled
Event Module is the only module available to PQAS Instructors and Contracted PDO Administrators for
all instructor-led courses as described in Section 6.3.1.
The following types of course modules are available in the Professional Development Registry:

Assignment Module: This module type allows you to include an assignment for students to
complete. Administrators can attach documents to an assignment for students to access.
Students can upload documents related to the assignment. An assignment is complete when
the student marks the assignment completed. There is an option for an assignment to require
administrator approval.

Confirmation Module: This module type allows you to get a confirmation from the student
before proceeding with the rest of the course.

Document Module: This module type allows you to include a document for students to read. It
may be typed in or uploaded.

Exam Module: This module type allows you to create online tests. Tests may include multiple
choice and true/false questions, tests may be timed, and questions can be presented randomly.

Linked Course Module: This module type allows you to embed a course within another course.
Only one level of course nesting is supported. In other words, you cannot embed Course B in
Course A if Course B already contains its own embedded course (Course C.)
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
Scheduled Event Module: This module type supports scheduled events such as classroom
courses or webinars. This is the only module available to PQAS Instructors.

SCORM Module: This module type supports online courses created using the SCORM (Shareable
Content Object Reference Model) standard.

Survey Module: This module type allows you to create online surveys. Surveys differ from
Exams in that they allow text entry and Likert scale (rating) questions and are not scored.
Return to Section 4: Course Procedures
6.3.1 Instructor Led Course Structure
6.3.1.1 Overview
This is the most commonly used course structure. Each course has any number of scheduled event
instances.
6.3.1.2 Structure
There are two basic structures for an instructor led course. The most common structure contains a
single scheduled event module. However, some courses require a more involved structure with multiple
scheduled event modules.
Please note: If you need to distribute a document to
students in association with the training, you can add a
Document Module to this structure. For more information,
see section 6.3.5.6.
Single Scheduled Event Module
A typical instructor led course structure is comprised of a
single scheduled event module and a survey module. The
scheduled event module has multiple scheduled event
instances, which represent the scheduled offerings of the
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course. The course has a single description, set of objectives, competencies, and price. Each scheduled
event instance has its own instructor, location, and start and end date/time. Since the survey modules
contain Pennsylvania Key’s standard survey, a shared survey module is used and will be added by the
Pennsylvania Key or Regional Key upon approval of the course.
Multiple Scheduled Event Modules
There may be occasions when an instructor-led course is comprised of multiple scheduled event
modules and a survey module. One example is the Child Development Associate certification course,
which requires 120 hours of instruction to earn a CDA certification. In these cases, the course has a
single description, set of overarching objectives, competencies, and price. The course contains multiple
schedule event modules, each with its own specific objectives. Each scheduled event module has
multiple scheduled event instances, which represent the scheduled offerings of the module. Each
scheduled event instance has its own instructor, location, and start and end date/time. Since the survey
modules contain Pennsylvania Key’s standard survey, a shared survey module is used and will be added
by the Pennsylvania Key or Regional Key upon approval of the course.
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6.3.1.3 Standard Settings for Scheduled Event Module(s)
Page: New Scheduled Event Module
Section: Configuration Options
Property
Entry Type
Default Setting
Standard
Event Name
Text box
Blank
If the only modules in the course are this module and the shared
survey module, enter the course name (e.g., <Course Name>.
If there are additional modules in the course beyond this module
and the shared survey module, enter the part number in this format
001, 002, etc., a name that describes each module or repeats the
course name and includes the number of PQAS hours associated
with the module. (e.g., Part 001 <Course Name> 3 hours).
Event Number
Text box
Blank
Enter a number for the event starting with "SE." and followed by the
first letter of each word in the event name (e.g., If the event name is
Early Literacy, the number would be SE.EL If the event name is Part 1
Early Literacy 6 hours, the number would be SE.P1EL6H)
Require
Schedule
Selection on
Course
Enrollment
Checkbox
Checked
Checked
This Module is
Locked Until
Previous
Module(s) are
Completed
Checkbox
Unchecked
Unchecked
Student Access
Delay
Dropdown list
No Access Delay
No Access Delay
Description
Text box
Blank
This field is not visible to students. Enter any notes for
administrators about the session (e.g., room setup or equipment
instructions.)
Overview
Text box
Blank
Enter a description that explains why students should attend this
event. Describe the opportunity addressed by the event.
Please reference Policy Please reference Professional Development
Registry Policies, Processes & Governance Section 4.4 Textbox
Formatting Policy.
Objectives
Text box
Blank
If your course includes only one scheduled event module, enter the
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same information as the course objectives
If your module includes multiple scheduled event modules, enter the
event objectives that are specific to this module including the
following information and format:
Objectives:
Upon completion, the learner will be able to:



objective 1
objective 2
etc...
Target Audience:
The roles or functions for whom the event is intended.
Prerequisites:
The skills, knowledge, experience, learning or specific courses that
people should have before enrolling in the course.
Please reference Professional Development Registry Policies,
Processes & Governance Section 4.4 Textbox Formatting Policy.
Percentage this
module counts
towards the
course score
Text box
(accepts whole
number from
0-100 only)
0
If the only modules in the course are this module and the shared
survey module, enter: 100
If there are additional modules in the course beyond this module
and the shared survey module, enter the percentage that this
module counts towards completion. The values set in this field for
all modules in the course should add up to 100.
Page: Scheduled Event Module Configuration
Section: Common Course Module Properties
Property
Entry Type
Default Setting
Standard
Module Name
Text box
Prepopulated
This field was completed on previous page, do not change.
Module Description
Text box
Blank
This field is not visible to students. Enter any notes for
administrators about the session (e.g., room setup or equipment
instructions.)
Completion Rule
Dropdown
Students must
complete this
Course Module in
Leave at default
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order to complete
the course
Module Access by
Students
Dropdown
This Module is
available to
students.
Leave at default
Module Due Date
Text box
Blank
Leave at default
Percentage this
module counts
towards the course
score
Number
select
Prepopulated
Leave at default
Automatically Load
the next Course
Module when this
Module is
Completed/Passed
by the Student
Checkbox
Unchecked
Unchecked
Send Notification
when this Module is
Completed
Checkbox
Unchecked
Checked – for a course with only 1 scheduled event module
This Module is
Locked Until
Previous Module(s)
are Completed
Checkbox
If this course contains multiple scheduled event modules, it
should only be checked on the last module before the evaluation.
Unchecked
Unchecked
Page: Scheduled Event Module Configuration
Section: Scheduled Event Configuration Options
Property
Entry Type
Default Setting
Standard
Event Number
Text box
Prepopulated
Leave at default
Require Schedule
Selection on
Course Enrollment
Checkbox
Prepopulated
Leave at default
Overview
Text box
Prepopulated
Leave at default
Objectives
Text box
Prepopulated
Leave at default
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NOTE: You have the option to upload Scheduled Event Resources (e.g., lesson plans). If your lesson
plans are relevant to the entire course, you should upload them in Content Creator > Manage Courses >
Manage > Resources, which can be found in Sections 4.1 and 4.2. If your lesson plans are specific to this
scheduled event module, you can upload them here. Resources are available to all instructors who
teach the scheduled event module.
6.3.1.4 Standard Settings for Participant Evaluation Form
Every instructor-led course should include the standard online Participant Evaluation Form. This form is
configured as a Shared Module in the Professional Development Registry and will be added by the
Pennsylvania Key or Regional Key upon course approval.
Page: Add Shared Module From Another Course
Section: Module Search
Property
Entry Type
Default Setting
Standard
Search Text
Search box
Blank
Enter Participant Evaluation Form
Add Module
List and
Button
Search results
Click the Add Module button next to the Participant Evaluation
Form.
Return to Section 4: Course Procedures
6.3.2 Conference Structure
6.3.2.1 Overview
This type of structure is used for conferences, which occur over one or more days and offer multiple
concurrent sessions with a single, comprehensive online survey at the end of the conference. Please
note that conferences, as all other courses in the Professional Development Registry, must use PQAS
approved instructors. If your instructors are not PQAS approved, please follow the PQAS approval
process for special events.
6.3.2.2 Structure
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A conference is a collection of scheduled event modules.
Each scheduled event module has a single scheduled event
instance that represents a session or presentation in the
conference. A single survey module is added to the
conference as well. Since the survey module contains
Pennsylvania Key’s standard survey, a shared survey module
is used.
There is no limit to the number of scheduled event modules
that can be added to a conference.
To conduct a core or support course as a session at a
conference, follow the procedures in Section 6.4.2.3 using
the same language that is found in the core or support course. After the conference is over, remove
students from the instance of the conference core/support module, create a module of the actual
core/support course and add the students to that instance. This procedure provides easier registration
for students, and also ensures accurate reporting.
6.3.2.3 Standard Settings for Scheduled Event Module in a Conference
Set up each scheduled event module(s) as follows:
Page: New Scheduled Event Module
Section: Configuration Options
Property
Entry Type
Default Setting
Standard
Event Name
Text box
Blank
Enter the name of the conference session. You may include session
numbers to help students identify the correct session when
registering.
Event Number
Text box
Blank
Enter a number for the conference session starting with "CF." and
followed by the first letter of each word in the event name (e.g., If
the session name is Early Literacy, the number would be CF.EL If
the session name is Session 1 Early Literacy 2 hours, the number
would be CF.S1EL2H)
Require Schedule
Selection on
Checkbox
Checked
Checked for sessions that all students are required to attend.(e.g.
keynotes)
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Course Enrollment
Unchecked for sessions that students can choose to attend. (e.g.
workshop sessions)
This Module is
Locked Until
Previous
Module(s) are
Completed
Checkbox
Unchecked
Unchecked
Student Access
Delay
Dropdown list
No Access Delay
No Access Delay
Description
Text box
Blank
This field is not visible to students. Enter any notes for
administrators about the session (e.g., room setup or equipment
instructions.)
Overview
Text box
Blank
Enter a description that explains why students should attend this
session. Describe the opportunity addressed by the session.
Please reference Professional Development Registry Policies,
Processes & Governance Section 4.4 Textbox Formatting Policy.
Objectives
Text box
Blank
Please reference Professional Development Registry Policies,
Processes & Governance Section 4.4 Textbox Formatting Policy.
Enter the session objectives including the following information
and format:
Objectives:
Upon completion, the learner will be able to:

objective 1

objective 2

etc...
Target Audience:
The roles or functions for whom the session is intended.
Prerequisites:
The skills, knowledge, experience, learning or specific courses that
people should have before enrolling in the course.
Percentage this
module counts
towards the
course score
Text box
(accepts
whole
number from
0-100 only)
0
0
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NOTE: You have the option to upload Scheduled Event Resources (e.g., lesson plans). If your lesson
plans are relevant to the entire course, you should upload them in Content Creator > Manage Courses >
Manage > Resources, which can be found in Sections 4.1 and 4.2. If your lesson plans are specific to this
scheduled event module, you can upload them here. Resources are available to all instructors who
teach the scheduled event module.
6.3.2.4 Standard Settings for Participant Evaluation Form
Every conference should include the standard online Conference Evaluation Form. This form is
configured as a Shared Module in the Professional Development Registry and will be added by the
Pennsylvania Key or Regional Key upon course approval.
Page: Add Shared Module From Another Course
Section: Module Search
Property
Entry Type
Default Setting
Standard
Search Text
Search box
Blank
Enter Conference Evaluation Form
Add Module
List and
Button
Search results
Click the Add Module button next to the Conference Evaluation
Form.
Return to Section 4: Course Procedures
6.3.3 Third Party Self Learning & College Courses
6.3.3.1 Overview
This course structure supports an online or mail-based course
that is offered by a third party and requires student
registration in a third party system. This course structure also
supports college courses that require a student to register for
the course directly with the college or university. After the
students complete the course, the course administrator
creates a private scheduled event instance in the Professional
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Development Registry, reviews the student’s work and marks the student complete in order to award
PQAS hours.
6.3.3.2 Structure
A third party course structure is comprised of a single scheduled event module and a survey module.
The scheduled event module has multiple scheduled event instances, which represent the scheduled
offerings of the course. The course has a single description, set of objectives and competencies, and
price. Each scheduled event instance has its own instructor, web address, and start and end date/time.
Since the survey modules contain Pennsylvania Key’s standard survey, a shared survey module is used.
6.3.3.3 Standard Settings for Schedule Event Module
Page: New Scheduled Event Module
Section: Configuration Options
Property
Entry Type
Default Setting
Standard
Event Name
Text box
Blank
Enter the course name (e.g., <Course Name>.
Event Number
Text box
Blank
Enter a number for the event starting with "SL." for self-learning
and “CC.” for college course followed by the first letter of each
word in the event name (e.g., If the event name is Early Literacy,
the number would be SL.EL If the event name is EDUC234 Early
Literacy, the number would be CC.EDUC234EL)
Require Schedule
Selection on Course
Enrollment
Checkbox
Checked
Unchecked
This Module is
Locked Until Previous
Module(s) are
Completed
Checkbox
Unchecked
Unchecked
Student Access Delay
Dropdown
No Access Delay
No Access Delay
Description
Text box
Blank
This field is not visible to students. Enter any notes for
administrators about the session (e.g., room setup or equipment
instructions.)
Please reference Professional Development Registry Policies,
Processes & Governance Section 4.4 Textbox Formatting Policy.
PD Registry
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Version 5.2
pg. 68
Overview
Text box
Blank
Enter a description that explains why students should take this
course. Describe the opportunity addressed by this course.
Please reference Professional Development Registry Policies,
Processes & Governance Section 4.4 Textbox Formatting Policy.
Objectives
Text box
Blank
Enter the same information as the course objectives.
Percentage this
module counts
towards the course
score
Text box
(accepts
whole
number
from 0-100
only)
0
Enter: 100.
Page: Scheduled Event Module Configuration
Section: Common Course Module Properties
Property
Entry Type
Default Setting
Standard
Module Name
Text box
Prepopulated
Leave at default
Module Description
Text box
Blank
This field is not visible to students. Enter any notes for
administrators about the session (e.g., room setup or
equipment instructions.)
Completion Rule
Dropdown
Students must
complete this
Course Module in
order to complete
the course
Leave at default
Module Access by
Students
Dropdown
This Module is
available to
students.
Leave at default
Module Due Date
Text box
Blank
Leave at default
Percentage this
module counts
towards the course
score
Number
select
Prepopulated
Leave at default
Automatically Load
Checkbox
Unchecked
Unchecked
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pg. 69
the next Course
Module when this
Module is Completed/
Passed by the Student
This Module is Locked
Until Previous
Module(s) are
Completed
Checkbox
Unchecked
Unchecked
Page: Scheduled Event Module Configuration
Section: Scheduled Event Configuration Options
Property
Entry Type
Default Setting
Standard
Event Number
Text box
Prepopulated
Leave at default
Require Schedule
Selection on Course
Enrollment
Checkbox
Prepopulated
Leave at default
Overview
Text box
Prepopulated
Leave at default
Objectives
Text box
Prepopulated
Leave at default
NOTE: You have the option to upload Scheduled Event Resources (e.g., lesson plans). If your lesson
plans are relevant to the entire course, you should upload them in Content Creator > Manage Courses >
Manage > Resources, which can be found in Sections 4.1 and 4.2. If your lesson plans are specific to this
scheduled event module, you can upload them here. Resources are available to all instructors who
teach the scheduled event module.
6.3.3.4 Standard Settings for Participant Evaluation Form
Every self-learning module or college course should include the standard online evaluation form. This
form is configured as a Shared Module in the Professional Development Registry and will be added by
the Pennsylvania Key or Regional Key upon course approval.
Page: Add Shared Module From Another Course
Section: Module Search
Property
Entry Type
Default Setting
Standard
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pg. 70
Search Text
Search box
Blank
For College Courses: Enter Participant Evaluation form.
For Self-Learning Modules: Enter Self-Learning Module Evaluation
Form
Add Module
List and
Button
Search results
Click the Add Module button next to the appropriate form.
Return to Section 4: Course Procedures
6.3.4 Webinar Live
6.3.4.1 Overview
This structure is the same as the instructor led course structure with one exception. Instead of a
location, each scheduled event instance has a web address, where the webinar can be launched.
6.3.4.2 Structure
A webinar live course structure is comprised of a single
scheduled event module and a survey module. The
scheduled event module has multiple scheduled event
instances, which represent the scheduled offerings of the
course. The course has a single description, set of
objectives and competencies, and price. Each scheduled
event instance has its own instructor, web address, and
start and end date/time. Since the survey modules
contain Pennsylvania Key’s standard survey, a shared
survey module is used.
Please note: If you need to distribute a document to
students in association with the training, you can add a Document Module to this structure. For more
information, see section 6.3.5.6.
6.3.4.3 Standard Settings for Scheduled Event Module
Page: New Scheduled Event Module
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Section: Configuration Options
Property
Entry Type
Default Setting
Standard
Event Name
Text box
Blank
If the only modules in the course are this module and the
shared survey module, enter the course name (e.g., <Course
Name>.
If there are additional modules in the course beyond this
module and the shared survey module, enter the part number
in this format 001, 002, etc., a name that describes each
module or repeats the course name and includes the number
of PQAS hours associated with the module. (e.g., Part 001
<Course Name> 3 hours).
Event Number
Text box
Blank
Enter a number for the event starting with "SE." and followed
by the first letter of each word in the event name (e.g., If the
event name is Early Literacy, the number would be SE.EL If
the event name is Part 1 Early Literacy 6 hours, the number
would be SE.P1EL6H)
Require Schedule
Selection on
Course
Enrollment
Checkbox
Checked
Checked
This Module is
Locked Until
Previous
Module(s) are
Completed
Checkbox
Unchecked
Unchecked
Student Access
Delay
Dropdown list
No Access Delay
No Access Delay
Description
Text box
Blank
This field is not visible to students. Enter any notes for
administrators about the webinar.
Overview
Text box
Blank
Enter a description that explains why students should attend
this webinar. Describe the opportunity addressed by the
webinar.
Please reference Professional Development Registry Policies,
Processes & Governance Section 4.4 Textbox Formatting
Policy.
Objectives
Text box
Blank
Please reference Professional Development Registry Policies,
Processes & Governance Section 4.4 Textbox Formatting
Policy.
PD Registry
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Version 5.2
pg. 72
If your course includes only one scheduled event module, this
information is the same as the course objectives.
Enter the webinar objectives including the following
information and format:
Objectives:
Upon completion, the learner will be able to:

objective 1

objective 2

etc...
Target Audience:
The roles or functions for whom the webinar is intended.
Prerequisites:
The skills, knowledge, experience, learning or specific courses
that people should have before enrolling in the course.
Percentage this
module counts
towards the
course score
Text box
(accepts
whole
number from
0-100 only)
0
If the only modules in the course are this module and the
shared survey module, enter: 100
If there are additional modules in the course beyond this
module and the shared survey module, enter the percentage
that this module counts towards completion. The values set
in this field for all modules in the course should add up to 100.
NOTE: You have the option to upload Scheduled Event Resources (e.g., lesson plans). If your lesson
plans are relevant to the entire course, you should upload them in Content Creator > Manage Courses >
Manage > Resources, which can be found in Sections 4.1 and 4.2. If your lesson plans are specific to this
scheduled event module, you can upload them here. Resources are available to all instructors who
teach the scheduled event module.
Return to Section 4: Course Procedures
6.3.4.4 Standard Settings for Participant Evaluation Form
A webinar course should include the online Participant Evaluation Form. This form is configured as a
Shared Module in the Professional Development Registry and is added by the course approver.
Page: Add Shared Module From Another Course
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Version 5.2
pg. 73
Section: Module Search
Property
Entry Type
Default Setting
Standard
Search Text
Search box
Blank
Enter Participant Evaluation Form
Add Module
List and
Button
Search results
Click the Add Module button next to the Participant
Evaluation Form.
Return to Section 4: Course Procedures
6.3.5 Blended Learning
6.3.5.1 Overview
This course structure is used for courses that combine elements of any of the preceding types (i.e.,
instructor led, online course, webinar live, etc.) and additional module types listed in this section. This
course structure is limited to a small group of administrators.
6.3.5.2 Structure
The structure of a blended course varies depending on the types of learning activities that comprise it.
To build the appropriate blended structure, reference the relevant structures listed above and the
standard module settings listed below.
6.3.5.3 Standard Settings – Main Course Modules
The structure of a blended course varies depending on the types of learning activities that comprise it.
To configure the settings for a blended structure, reference the relevant standard settings in sections
6.3.1.3 Standard Settings for Scheduled Event Module(s), 6.3.6.3 Standard Settings for SCORM Module
and the sections listed below.
6.3.5.4 Standard Settings for Assignment Module
Page: Assignment Module Configuration
Section: Common Course Module Properties
Property
Entry Type
Default Setting
Standard
Module Name
Text box
Blank
Enter the course name followed by the word, "Assignment" (e.g.,
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<Course Name> Assignment).
Description
Text box
Blank
This field is not visible to students. Leave blank.
Completion Rule
Dropdown list
Student must
complete this Course
Module in order to
complete the course.
Student must complete this Course Module in order to complete
the course.
Module Access
By Students
Dropdown list
This Module is
available to students
This Module is available to students.
Module Due Date
Text box
(accepts
Date)
Blank
Leave blank.
Percentage this
module counts
towards the
course score
Text box
(accepts
whole
number from
0-100 only)
0
If this is the only module in the course, enter: 100
Automatically
Load the Next
Course Module
When this
Module is
Completed/Passe
d by the Student.
Checkbox
Unchecked
Unchecked
This Module is
Locked Until
Previous
Module(s) are
Completed
Checkbox
Unchecked
Unchecked
This Module can
be Shared in
Other Courses
Checkbox
Unchecked
Unchecked
Sharing
Description /
Notes
Text Box
blank
Leave blank.
If the course has more than one module, enter the percentage
that this module counts towards completion. The values set in
this field for all modules in the course should add up to 100.
Page: Assignment Module Configuration
Section: Assignment Module Details
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Property
Entry Type
Default Setting
Standard
Requires
Approval
Checkbox
Unchecked
Checked
Allows
Attachments
Checkbox
Checked
Unchecked
Instructions
Text box
Checked3
blank
Enter directions for how the student should access and complete
the course.
Page: Assignment Module Configuration
Section: Assignment Attachment(s)
Property
Entry Type
Default Setting
Standard
Current
Assignment
Attachments
List
blank
Upload any attachments necessary to augment course access
and completion instructions. If an attachment is not needed,
leave blank.
6.3.5.5 Standard Settings for Confirmation Module
Page: Confirmation Module Configuration
Section: Common Course Module Properties
Property
Entry Type
Default Setting
Standard
Module Name
Text box
Blank
Enter the course name followed by the word, "Confirmation"
(e.g., <Course Name> Confirmation).
Completion Rule
Dropdown list
Student must
complete this Course
Module in order to
complete the course.
Student must complete this Course Module in order to complete
the course.
Module Access
By Students
Dropdown list
This Module is
available to students
This Module is available to students.
Module Due Date
Text box
(accepts
Date)
Blank
Leave blank.
3
This setting enables students to add attachments.
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Percentage this
module counts
towards the
course score
Text box
(accepts
whole
number from
0-100 only)
0
If this is the only module in the course, enter: 100
Automatically
Load the Next
Course Module
When this
Module is
Completed/Passe
d by the Student.
Checkbox
Unchecked
Unchecked
This Module is
Locked Until
Previous
Module(s) are
Completed
Checkbox
Unchecked
Unchecked
This Module can
be Shared in
Other Courses
Checkbox
Unchecked
Unchecked
Sharing
Description /
Notes
Text Box
blank
Leave blank.
If the course has more than one module, enter the percentage
that this module counts towards completion. The values set in
this field for all modules in the course should add up to 100.
Page: Confirmation Module Configuration
Section: Confirmation Module Details
Property
Entry Type
Default Setting
Standard
Accept Button
Text
Text box
Accept
Accept
Reject Button
Text
Text box
Reject
Reject
This module will
complete ONLY
when the student
clicks the Accept
Button
Checkbox
Checked
Checked
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Allow User
Comments
Checkbox
Unchecked
Unchecked
Page: Confirmation Module Configuration
Section: Confirmation Statement
Property
Entry Type
Default Setting
Standard
Confirmation
Statement
Text box
blank
Insert the statement that the students have to review and accept
or reject.
6.3.5.6 Standard Settings for Document Module
Page: Document Module Configuration
Section: Common Course Module Properties
Property
Entry Type
Default Setting
Standard
Module Name
Text box
Blank
Enter the course name followed by the word, "Document" (e.g.,
<Course Name> Document).
Completion Rule
Dropdown list
Student must
complete this Course
Module in order to
complete the course.
Student must complete this Course Module in order to complete
the course.
Module Access
By Students
Dropdown list
This Module is
available to students
This Module is available to students.
Module Due Date
Text box
(accepts
Date)
Blank
Leave blank.
Percentage this
module counts
towards the
course score
Text box
(accepts
whole
number from
0-100 only)
0
If this is the only module in the course, enter: 100
Automatically
Load the Next
Course Module
When this
Module is
Checkbox
Unchecked
If the course has more than one module, enter the percentage
that this module counts towards completion. The values set in
this field for all modules in the course should add up to 100.
Unchecked
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Completed/Passe
d by the Student.
This Module is
Locked Until
Previous
Module(s) are
Completed
Checkbox
Unchecked
Unchecked
This Module can
be Shared in
Other Courses
Checkbox
Unchecked
Unchecked
Sharing
Description /
Notes
Text Box
blank
Leave blank.
Page: Document Module Configuration
Mode: Text
Section: Document Module Details
Property
Entry Type
Default Setting
Standard
Document
Module Details
Text box
Blank
Enter the text of your document
Page: Document Module Configuration
Mode: File
Section: Document Module Details
Property
Entry Type
Default Setting
Standard
Associated File
Upload
Blank
Select the document from your computer that will be uploaded
into the course and available to students.
6.3.5.7 Standard Settings for Assessment Module
Page: New Assessment Module
Section: Name your Assessment Module
Property
Entry Type
Default Setting
Standard
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Module Name
Text box
Blank
Enter the name of the module.
Assessment Type
Radio Buttons
Unselected
Choose Exam for an exam.
Choose Survey for an evaluation or survey.
Page: Exam Module Configuration
Section: Common Course Module Properties
Property
Entry Type
Default Setting
Standard
Module Name
Text box
Blank
Enter the course name followed by the word, "Exam" (e.g.,
<Course Name> Exam).
Completion Rule
Dropdown list
Student must
complete this Course
Module in order to
complete the course.
Student must complete this Course Module in order to
complete the course.
Module Access
By Students
Dropdown list
This Module is
available to students
This Module is available to students.
Module Due Date
Text box
(accepts
Date)
Blank
Leave blank.
Minimum Passing
Score
Text box
(accepts
whole
number from
0-100 only)
0
Enter the minimum passing score a student must have to
continue. If no minimum passing score is required, leave at
default.
Percentage this
module counts
towards the
course score
Text box
(accepts
whole
number from
0-100 only)
0
If this is the only module in the course, enter: 100
Automatically
Load the Next
Course Module
When this
Module is
Completed/Passe
d by the Student.
Checkbox
Unchecked
Unchecked
This Module is
Checkbox
Unchecked
Unchecked
If the course has more than one module, enter the percentage
that this module counts towards completion. The values set in
this field for all modules in the course should add up to 100.
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Locked Until
Previous
Module(s) are
Completed
This Module can
be Shared in
Other Courses
Checkbox
Unchecked
Unchecked
Sharing
Description /
Notes
Text Box
blank
Leave blank
Page: Exam Module Configuration
Section: Exam Module Details
Property
Entry Type
Default Setting
Standard
Randomize Active
Assigned Questions
Checkbox
Unchecked
Checked
Randomize
Question Answers
Checkbox
Unchecked
Checked
Max. Number of
Text Attempts
Dropdown
No Maximum
Leave at default
Time Limit (in
minutes)
Text Box
0
0
Exam Length
Text Box
0
Enter the number of questions that should appear on the
test.
Show Correct
Answers
Checkbox
Checked
Checked
Show Missed
Questions
Checkbox
Checked
Checked
Show Missed
Question
Explanations
Checkbox
Unchecked
Unchecked
Custom Pre-launch
statement
Text box
Blank
Enter any instructions or notes that students should review
before launching the exam.
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Number of Active
Assigned Questions
Text box
<Number of questions
in exam>
Leave at default
Number of
Mandatory Active
Assigned Questions
Text box
0
Enter the number of mandatory active assigned questions.
Page: Exam Module Configuration
Section: Question Configuration
Property
Entry Type
Default Setting
Standard
Inactive
Unassigned
Questions
Selection Box
All questions listed in
Inactive Unassigned
Questions
To assign questions to the exam, select the questions in the
Inactive Unassigned Questions box and move them to the Active
Assigned Questions box.
6.3.5.8 Standard Settings for Survey Module
Page: Assessment Configuration
Section: Common Course Module Properties
Property
Entry Type
Default Setting
Standard
Module Name
Text box
Prefilled with
Module Name
Enter the module name.
Completion Rule
Dropdown list
Student must
complete this
Course Module in
order to complete
the course.
Student must complete this Course Module in order to
complete the course.
Module Access By
Students
Dropdown list
This Module is
available to
students
This Module is available to students.
Module Due Date
Text box
(accepts Date)
Blank
Leave blank
Percentage this
module counts
towards the course
score
Text box
(accepts whole
number from
0-100 only)
0
If this is the only module in the course, enter: 100
If the course has more than one module, enter the percentage
that this module counts towards completion. The values set in
this field for all modules in the course should add up to 100.
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Automatically Load
the Next Course
Module When this
Module is
Completed/Passed
by the Student.
Checkbox
Unchecked
Unchecked
This Module is
Locked Until
Previous Module(s)
are Completed
Checkbox
Unchecked
Unchecked
This Module can be
Shared in Other
Courses
Checkbox
Unchecked
Unchecked
Sharing Description
Notes
Text box
blank
Leave blank
Page: Assessment Configuration
Section: Assessment Configuration
Property
Entry Type
Default Setting
Standard
Assessmen
t Type
Dropdown
Survey
Leave at default
Question
Display
Radio Button
Single Page
Select Paged for the system to display one question per page.
Show
‘Finish
Later’
button
Checkbox
Custom
Pre-launch
statement
Text box
Select Single Page for the system to display all questions on one page.
Checked
Checked to allow students to exit and return later to complete the
survey.
Unchecked to not allow students to exit and return later to complete
the survey.
Blank
Enter a statement that students will see prior to taking the survey with
instructions.
Page: Assessment Question Pool
Section: Question Editor
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Property
Entry Type
Default Setting
Standard
Question
Name
Text Box
Question 1
Enter question name
Question
Type
Dropdown
Multiple Choice
Choose the type of question.
Answer
Bullet Style
Dropdown
None (Default)
Choose your preference
Scale
Definition
(when
Number
Scale is
selected)
Link
Edit Selected Scale
Enter Scale Name
Allow
Multiple
Answer
Selection
Checkbox
Enabled
Checkbox
(when
Multiple
Choice is
selected)
Select Scale Type
Enter Range
Enter Label for each value
Unchecked
Checked to allow multiple answers in a question.
Unchecked to allow only one answer in a question.
Checked
Checked to enable question
Unchecked to disable question.
Required
Checkbox
Checked
Checked to make question required.
Unchecked to make question optional.
Question
Text
Text Box
Blank
Enter question
Answer
Text
Text Box
Blank
Enter answers
6.3.5.9 Standard Settings for Participant Evaluation Form
If the blended course contains an instructor-led component, it should include the standard online
Participant Evaluation Form. This form is configured as a Shared Module in the Professional
Development Registry.
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Page: Add Shared Module From Another Course
Section: Module Search
Property
Entry Type
Default Setting
Standard
Search Text
Search box
Blank
Enter Self-Learning Module Evaluation Form
Add Module
List and
Button
Search results
Click the Add Module button next to the Self-Learning Module
Evaluation Form.
Return to Section 4: Course Procedures
6.3.6 Pennsylvania Key Online Course
6.3.6.1 Overview
This course structure is used for online, self-paced courses that are compliant with the Advanced
Distributed Learning (ADL) Shareable Content Object Reference Model (SCORM) standard. Pennsylvania
Key prefers the SCORM 1.2 version of the standard, however all versions of SCORM 2004 as well as The
Experience API (Tin Can) are also supported by the LMS. This course structure is limited to a small group
of administrators.
6.3.6.2 Structure
The online course structure is comprised of a SCORM module
and a survey module. Always use the module labeled SCORM
Module (not SCORM Module Classic.) The survey modules
contain Pennsylvania Key’s standard survey so a shared survey
module is used.
6.3.6.3 Standard Settings for SCORM Module
Page: SCORM Module Configuration
Section: Common Course Module Properties
Property
Entry Type
Default Setting
Standard
Module Name
Text box
Blank
If the only modules in the course are this module and the
shared survey module, enter the course name.
If there are additional modules in the course beyond this
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module and the shared survey module, enter a name that
describes this module. (e.g., <Course Name> Module 1).
Completion Rule
Dropdown list
Student must
complete this Course
Module in order to
complete the course.
Student must complete this Course Module in order to
complete the course.
Module Access By
Students
Dropdown list
This Module is
available to students
This Module is available to students
Module Due Date
Text box
(accepts
Date)
Blank
Leave blank unless a due date is required.
Percentage this
module counts
towards the course
score
Text box
(accepts
whole
number from
0-100 only)
0
If the only modules in the course are this module and the
shared survey module, enter: 100
Automatically Load
the Next Course
Module When this
Module is
Completed/Passed by
the Student.
Checkbox
Unchecked
This Module is Locked
Until Previous
Module(s) are
Completed
Checkbox
Unchecked
Unchecked
This Module can be
Shared in Other
Courses
Text box
Unchecked
Unchecked
Sharing Description
Notes
Text box
blank
Leave blank.
If there are additional modules in the course beyond this
module and the shared survey module, enter the
percentage that this module counts towards completion.
The values set in this field for all modules in the course
should add up to 100.
If this is the only module in the course other than the
Shared Survey Module: Unchecked.
If the course has more than one module, not counting the
Shared Survey Module: Checked.
Page: SCORM Module Configuration
Section: SCORM Package Properties – Navigational Controls
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Property
Entry Type
Default Setting
Standard
Show Navigation Bar
Checkbox
Checked
If the course has a built-in Exit button, Unchecked.
If the course does NOT have a built-in Exit button, Checked.
Show Finish Button
Checkbox
Checked
If the course has a built-in Exit button, Unchecked.
If the course does NOT have a built-in Exit button, Checked.
Show Close SCO
Button
Checkbox
Unchecked
Unchecked
Enable Previous/Next
Checkbox
Unchecked
Unchecked
Show Progress Bar
Checkbox
Unchecked
Unchecked
Use Measure for
Progress Bar
Checkbox
Unchecked
Unchecked
Show Title Bar
Checkbox
Unchecked
Unchecked
Prevent Right Click
Checkbox
Unchecked
Unchecked
Show Course
Structure
Checkbox
Unchecked
Unchecked
Course Structure
Starts Open
Checkbox
Unchecked
Unchecked
Enable Choice
Navigation
Checkbox
Unchecked
Unchecked
Course Structure
Width in pixels
Text entry
0
Leave at default
Structure Status
Display
Dropdown list
Combined
Leave at default
Invalid Menu Item
Action
Dropdown list
Show but Disable
Links
Leave at default
Page: SCORM Module Configuration
Section: SCORM Package Properties – Launch Behavior
Property
Entry Type
Default Setting
Standard
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SCO Launch Type
Dropdown list
Frameset
Frameset
Player Launch Type
Dropdown list
Frameset
Frameset
Full Screen
Radio button
Deselected
Deselected
Specify Window
Dimensions
Radio button
Selected
Selected
Width for content
(pixels)
Text entry
Set by SCORM
Leave at default
Height for content
(pixels)
Text entry
Set by SCORM
Leave at default
REQUIRED: Above
dimensions are
required for the
course to function
properly
Checkbox
Unchecked
Unchecked
Prevent Window
Resize
Checkbox
Unchecked
Unchecked
Time Limit (minutes,
0 for no limit)
Text entry
0
0
Page: SCORM Module Configuration
Section: SCORM Package Properties – Rudimentary Sequencing
Property
Entry Type
Default Setting
Standard
Intermediate SCO:
Normal
Dropdown list
Go to next SCO
apply to Display
Message
Go to next SCO apply to Display message
Intermediate SCO:
Suspend
Dropdown list
Display message
Display message apply to Display message
Intermediate SCO:
Timeout
Dropdown list
Display message
apply to Display
message
Display message apply to Display message
Intermediate SCO:
Logout
Dropdown list
Exit course after
confirm apply to
Exit course after
Exit course after confirm apply to Exit course after confirm
apply to Display
message
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confirm
Final SCO: Normal
Dropdown list
Exit course apply to
Exist course
Exit course apply to Exit course
Final SCO: Suspend
Dropdown list
Exit course apply to
Exist course
Exit course apply to Exist course
Final SCO: Timeout
Dropdown list
Exit course apply to
Exist course
Exit course apply to Exist course
Final SCO: Logout
Dropdown list
Exit course apply to
Exist course
Exit course apply to Exist course
Page: SCORM Module Configuration
Section: SCORM Package Properties – Rudimentary Rollup
Property
Entry Type
Default Setting
Standard
Score Rollup Mode
Dropdown list
Average Score of
All Units with
Scores
For a course with only one mastery test, select: Score
Provided By Course (single SCO)
For a multi-SCO test with multiple mastery tests, select:
Average Score of All Units with Scores
Number of Scoring
Objects
Text entry
1
For a course with only one mastery test, enter: 1
For a multi-SCO test with multiple mastery tests, enter the
number of mastery tests contained in the course.
Status Rollup Mode
Dropdown list
Status Provided By
Course (single SCO)
Score Provided By Course (single SCO)
Threshold Score for
Completion (0.0 –
1.0)
Text entry
0
Enter a decimal representing the percent complete required
as a minimum passing score for the test.
Apply Rollup Status
to Success Status
Checkbox
Unchecked
Unchecked
First SCO is Pretest
Checkbox
Unchecked
For a course with only one mastery test: Unchecked.
For a multi-SCO test with multiple mastery tests and no
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pretest: Unchecked.
For a multi-SCO test with multiple mastery tests including a
pretest: Checked.
Page: SCORM Module Configuration
Section: SCORM Package Properties – Compatibility Settings
Property
Entry Type
Default Setting
Standard
Finish Causes
Immediate Commit
Checkbox
Checked
Checked
Wrap SCO Window
with API
Checkbox
Unchecked
Unchecked
Alway Flow to First
SCO
Checkbox
Checked
Checked
Enable Validation of
SCORM Interaction
Results
Checkbox
Checked
Checked
Mastery Score
Overrides Lesson
Status
Checkbox
Unchecked
Unchecked
Allow Complete
Lesson Status to
Change
Checkbox
Unchecked
Unchecked
Rollup Empty Set to
Unknown
Checkbox
Unchecked
Unchecked
Completion Status of
Failed Success Status
Dropdown list
Unknown
If course completion and credit requires a passing score,
select: Incomplete
If course completion and credit does not require a passing
score, select: Complete
Lookahead
Sequencer Mode
Dropdown list
Real-time
Disabled
Reset RunTime Data
Timing
Dropdown list
Never
Never
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Maximum Suspend
Data Size
Text entry
4096
4096
Internet Explorer
Compatibility Mode
Dropdown list
None
None
Disable Root Activity
Checkbox
Unchecked
Unchecked
Rollup at SCO Unload
Checkbox
Checked
Checked
Override Objective
and Completion Set
By Content to True
Checkbox
Unchecked
Unchecked
Make Student
Preferences Global to
Course
Checkbox
Unchecked
Unchecked
Launch Completed
Registrations as NoCredit
Checkbox
Checked
Checked
Return to Section 4: Course Procedures
6.3.7 Technical Assistance
6.3.7.1 Overview
This course structure supports a technical assistance engagement. Individuals in facilities participating
in Keystone STARS and receiving Technical Assistance (TA) services can count some of the time spent
with the Consultant as professional development required under the Keystone STARS Performance
Standards. Technical Assistance is meant to be a very specific, high level of instruction that relates to
providing higher quality services to children and families. The guidelines related to awarding
professional development hours include the following:
Face-to-face contact with practitioners that is informative to the practitioner and relates to the Action
Plan counts as Professional Development hours. Time the Consultant spends touring the facility,
observing a classroom, preparing documents, etc. is not counted towards Professional Development.
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At the completion of the Action Plan, the Pennsylvania Quality Assurance System (PQAS) approved
Consultant awards PQAS hours to eligible practitioners at the facility.
Practitioners may be awarded up to 6 hours of professional development per Action Plan. Certificates
may be awarded for 2, 4, or 6 Hours.
The TA Consultant or Organization will enter the information regarding the professional development
hours earned by the practitioner(s) into the Pennsylvania Keys to Professional Development Registry (PD
Registry) at www.pakeys.org.
Hours awarded through Technical Assistance services align to the Pennsylvania Core Knowledge
Competencies for Early Childhood and School-Age Professionals and will be reflected in practitioners
Individual Professional Development Plan.
The following courses have been created in the PD Registry and all technical assistance consultants with
approved Consultation PQAS have been given access to schedule instances of these courses. After a
student is added to the instance and the consultant has verified completion, the Technical Assistance
Feedback Survey will be released to the student. PQAS hours will show in the students transcript as
soon as the evaluation has been completed.
Technical Assistance: Business Practices – (2, 4, or 6 Hours)
Technical Assistance: Child Observation/Curriculum/Assessment - (2, 4, or 6 Hours)
Technical Assistance: Community Resources/Family Involvement - (2, 4, or 6 Hours)
Technical Assistance: Continuous Quality Improvement - (2, 4, or 6 Hours)
Technical Assistance: Employee Compensation - (2, 4, or 6 Hours)
Technical Assistance: Environment Rating Scales - (2, 4, or 6 Hours)
Technical Assistance: Qualifications and Development - (2, 4, or 6 Hours)
Technical Assistance: Transition - (2, 4, or 6 Hours)
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6.4
Course Publishing Settings
To complete course entry, courses must be published. PQAS Instructors and PDO Administrators may
submit requests for course publishing approval by completing this section. Following are the properties
you must set to publish the course.
6.4.1 Course Publishing: General Information
Page: Course Publishing: General Information
Section: Course Metadata
Property
Entry Type
Default Setting
Standard
Course Name
Text box
Prepopulated with
Course Name
Leave at default
Course Number
Text box
Blank
Enter a course number based on the course number
convention defined in section 0.
Price
Text box
0.00
For Core, Support, and Funded Needs-Based Courses,
enter the price of the course. Do not enter a dollar
symbol. Enter a decimal (e.g., 10.50). Please note:
entering a price in this field triggers eCommerce and all
fees are collected by the Pennsylvania Key.
(accepts
decimals only,
e.g., 10.50)
For all other courses, leave at default and enter the
pricing and payment information into the Syllabus of the
Scheduled Event.
Course Groups
Dropdown list
Blank
For core courses that are being funded by the Keys to
Quality system, select Funded Core (Active).
For core courses that are not being funded by the Keys to
Quality system, select Non-Funded Core (Active).
For support courses that are being funded by the Keys to
Quality system, select Funded Support (Active).
For support courses that are not being funded by the
Keys to Quality system, select Non-Funded Support
(Active).
For needs-based courses that are being funded by the
Pennsylvania Key or OCDEL, select Funded Needs-Based
PA (Active).
For needs-based courses that are being funded by the
Southeast Regional Key, select Funded Needs–Based SE
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(Active).
For needs-based courses that are being funded by the
Southwest Regional Key, select Funded Needs–Based SW
(Active).
For needs-based courses that are being funded by the
South Central Regional Key, select Funded Needs–Based
SC (Active).
For needs-based courses that are being funded by the
Northeast Regional Key, select Funded Needs–Based NE
(Active).
For needs-based courses that are being funded by the
Northwest Regional Key, select Funded Needs–Based
NW (Active).
For needs-based courses that are not being funded by
the Keys to Quality system, select Non-Funded NeedsBased.
Page: Course Publishing: General Information
Section: Credits
Property
Entry Type
Default Setting
Standard
Course Provider
Dropdown list
Pennsylvania Keys
to Quality
Professional
Development
Registry
Pennsylvania Keys to Quality Professional Development
Registry
Credit Type (PQAS Hours)
Visible on Transcript
Checkbox
Unchecked
Checked
Credit Units
Text box
(accepts
decimal only,
e.g., 2.50)
0.00
Enter the number of PQAS hours to be credited for the
course.
Credit Type Label
Text box
Blank
Blank
Custom Credit Type
Certificate Text
Text box
Blank
Blank
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 94
Page: Course Publishing: General Information
LEAVE ALL SETTINGS AT DEFAULT IN THIS SECTION
Section: Enrollment Settings
Property
Entry Type
Default Setting
Standard
This Course Never Expires
(a one-time obligation)
Checkbox
Checked
Checked
This Course Expires in
Text box &
dropdown list
Blank & none
selected
Blank & none selected
No due date for students
self-enrolled in this course
Radio button
Enabled
Enabled
This course is due x after
student(s) have selfenrolled.
Radio button, text
box & dropdown list
Disabled, blank
and Day(s)
Disabled, blank and Day(s)
Specific due date for selfenrollments of this course
Radio button & text
box (accepts date
and time only)
Disabled & blank
Disabled & blank
Fail student selfenrollments of this course
that go past the due date
Checkbox
Unchecked
Unchecked
None – Course Certificate
Expiration Date is not set
Radio button
Enabled
Enabled
Course Certificate
Expiration Date will be set
to
Radio button, text
box & dropdown list
Disabled, blank
and Day(s)
Disabled, blank and Day(s)
Specific Course Certificate
Expiration Date
Date
blank
blank
Page: Course Publishing: General Information
Section: Comments
Property
Entry Type
Default Setting
Standard
Comments: Reason for
publishing
Text box
Blank
For a new course, leave blank unless one of the following
applies:
1. If it is a private course, enter the reason why
this course is private.
2. For conferences, requests for linked courses to
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 95
be added should be entered here.
For a course update, enter the date of the update and a
description of the changes made.
Return to Section 4: Course Procedures
6.4.2 Course Publishing: Set Publishing Location and Visibility Settings
Page: Course Publishing: Set Publishing Location and Visibility Settings
Section: Hierarchy Node & Publishing Settings
Property
Entry Type
Default Setting
Standard
Hierarchy Node
Use dropdown list,
checkboxes, filtering
options & "Apply
Settings to this Node"
button to build "Nodes
With Publishing
Settings" list
Pennsylvania
For the core, support, online courses to be
visible to all students in all regions, select:
Pennsylvania.
Settings ALSO apply to
all subnodes
Checkbox
Unchecked
Checked
Course can be used in
admin tabs
Checkbox
Checked
For active courses: Checked
Course can be used in
Training Documentation
Checkbox
Checked
Checked
Course can be used in
Reports
Checkbox
Checked
Checked
Course is visible in the
Store Front
Checkbox
Unchecked
For active courses: Checked
Students may enroll
themselves in this
course
Checkbox
Needs-based face-to-face courses and other
courses not delivered statewide, must limit
course visibility to students in one or more
specific region(s) and/or county(ies) by
selecting the appropriate regional or county
node(s). Needs-based face-to-face courses
may only be published statewide if Additional
Storefront Filtering Options are applied to
limited audiences.
For deactivated courses: Unchecked
For deactivated courses: Unchecked
Unchecked
For active courses: Checked
For deactivated courses: Unchecked
For Third Party/College Courses: Unchecked
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 96
Use Additional Store
Front Filtering Options
Checkbox
Unchecked
(NOTE: this option
appears when "Course is
visible in the Store
Front" is checked)
Program type(s)
For the course to be visible to students
associated with all program types and
positions: Unchecked.
To limit course visibility to students associated
with one or more specific program types or
positions: Checked.
Use dropdown list &
"Add to Selected"
button to build
"Currently Selected" list
None selected
To limit course visibility to students associated
with one or more specific program types,
select the appropriate program types.
Position(s) (NOTE: this
option appears when
“Use Additional Store
Front Filtering Options”
is checked)
Use dropdown list &
"Add to Selected"
button to build
"Currently Selected" list
None selected
To limit course visibility to students associated
with one or more specific positions, select the
appropriate positions.
Store Item Template
Dropdown List
_Default Course
Template
Use _Default Course Template
Product Detail Page
Image
Image and
Browse/Reset buttons
Default image
Select appropriate image for your course type
from the list below. No other images may be
used.
(NOTE: this option
appears when “Use
Additional Store Front
Filtering Options” is
checked)
For an Instructor Led Course or Conference
that is receiving direct funding from either the
PA Key or one of the Regional Keys, select
needs_based_funded.jpg
For an online course or webinar that is
receiving direct funding from either the PA
Key or one of the Regional Keys, select
needs_based_funded_online.jpg.
For an Instructor Led Course or Conference
that is not receiving direct funding from either
the PA Key or one of the Regional Keys, select
needs_based_nonfunded.jpg
For an online course or webinar that is not
receiving direct funding from either the PA
Key or one of the Regional Keys, select
needs_based_nonfunded_online.jpg.
For all core courses that are receiving direct
funding from either the PA Key or one of the
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 97
Regional Keys, select core_funded.jpg.
For all core courses that are conducted online
and are receiving funding from either the PA
Key or one of the Regional Keys, select
core_funded-online.jpg.
For all core courses that are not receiving
direct funding from either the PA Key or one
of the Regional Keys, select
core_nonfunded.jpg.
For all core courses that are conducted online
and are not receiving funding from either the
PA Key or one of the Regional Keys, select
core_nonfunded-online.jpg.
For all support courses that are receiving
direct funding from either the PA Key or one
of the Regional Keys, select support
_funded.jpg.
For all support courses that are conducted
online and are receiving funding from either
the PA Key or one of the Regional Keys, select
support _funded-online.jpg.
For all support courses that are not receiving
direct funding from either the PA Key or one
of the Regional Keys, select support
_nonfunded.jpg.
For all support courses that are conducted
online and are not receiving funding from
either the PA Key or one of the Regional Keys,
select support _nonfunded-online.jpg.
Store Front Image
Image and
Browse/Reset buttons
Default image
Select appropriate image for your course type
from the list below. No other images may be
used
For an Instructor Led Course or Conference
that is receiving direct funding from either the
PA Key or one of the Regional Keys, select
needs_based_funded.jpg
For an online course or webinar that is
receiving direct funding from either the PA
Key or one of the Regional Keys, select
needs_based_funded_online.jpg.
For an Instructor Led Course or Conference
that is not receiving direct funding from either
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 98
the PA Key or one of the Regional Keys, select
needs_based_nonfunded.jpg
For an online course or webinar that is not
receiving direct funding from either the PA
Key or one of the Regional Keys, select
needs_based_nonfunded_online.jpg.
For all core courses that are receiving direct
funding from either the PA Key or one of the
Regional Keys, select core_funded.jpg.
For all core courses that are conducted online
and are receiving funding from either the PA
Key or one of the Regional Keys, select
core_funded-online.jpg.
For all core courses that are not receiving
direct funding from either the PA Key or one
of the Regional Keys, select
core_nonfunded.jpg.
For all core courses that are conducted online
and are not receiving funding from either the
PA Key or one of the Regional Keys, select
core_nonfunded-online.jpg.
For all support courses that are receiving
direct funding from either the PA Key or one
of the Regional Keys, select support
_funded.jpg.
For all support courses that are conducted
online and are receiving funding from either
the PA Key or one of the Regional Keys, select
support _funded-online.jpg.
For all support courses that are not receiving
direct funding from either the PA Key or one
of the Regional Keys, select support
_nonfunded.jpg.
For all support courses that are conducted
online and are not receiving funding from
either the PA Key or one of the Regional Keys,
select support _nonfunded-online.jpg.
Store Front Categories
Use dropdown list &
“Add to Selected”
button to build
“Currently Selected” list
None selected
Choose the primary Competency Group within
which the course competencies belong. Only
one competency group may be chosen for a
single-module course. Multiple-module
courses such as a conference or college course
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 99
may include multiple competency groups.
Submit Course Publish
Approval Request
Button
Use this button to submit your request.
Return to Section 4: Course Procedures
6.5
Scheduled Event Instance Settings
In order for students to be able to see and enroll in the course, it must first be published and an instance
scheduled. Following are the properties you must set to schedule an instance of the course.
Page: Add/Editing Scheduled Event
Section: Schedule Configuration
Property
Entry Type
Default Setting
Standard
Course
Dropdown list
Select Course
Select the course name for which you are scheduling an
instance. If you want to schedule a linked course as part of a
conference, you must select the linked course name here.
Only instructors approved for Core/Support/Specialty
Discipline Courses may schedule them. Many courses have a
funded and non-funded version, make sure you are
choosing the correct one by looking at the course number
which ends in .F for funded and .NF for non-funded.
Scheduled Event
Dropdown list
Select Scheduled
Event
Select the scheduled event for which you are scheduling an
instance.
Class Capacity
Radio Buttons
Unlimited
If class size is restricted, select limited and enter maximum
number of students. If class size has no restriction, select
unlimited.
Overbook (optional)
Radio Buttons
None
Do not change from default.
Waiting List (optional)
Radio Buttons
None
If you want a waiting list with no limits, choose Unlimited.
If you want a waiting list that contains a limited number of
students, select Limited and enter the maximum number of
students you want on the waiting list.
Auto Enroll from Wait List
Checkbox
None
Check this box if instructor approval not required for
enrollment from waiting list.
Event Identifier
Text box
None
Enter the name of the region where this instance will be
held in this format: Northeast, Northwest, Southeast,
Southwest, South Central or Statewide.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 100
Topic
Text box
None
If this event is a part of a conference, indicate the
conference name here. If additional credit (other than
PQAS) is available for this instance, enter the name of the
additional credit and the number of credits that will be
awarded (e.g. Act 48 – 2 Hours, CEU – 2).
Instructor (required)
Dropdown list
Select Instructor
This field is required. Select an instructor for this scheduled
event. The instructors listed are only those authorized to
teach this course.
Location
Dropdown list
Select Location
Begin typing the location name to find your location. Select
the location of this instance from the dropdown menu. If
location is not listed, follow instructions in section 5.2 Add a
New Training Location.
Classroom
Dropdown list
Select Classroom
Leave at default.
Enable Web Conferencing
for this Scheduled Event
Checkbox
Unchecked
Leave at default.
Enable Forum
Checkbox
Unchecked
Leave at default.
Enable Chat
Checkbox
Unchecked
Leave at default.
Contact Name
Text box
None
Enter first and last name of person answering registration
questions for this event.
E-mail Address
Text box
None
Enter e-mail address of person answering registration
questions for this event.
Phone Number
Text box
None
Enter phone number of person answering registration
questions for this event.
Event Sponsor Information
Radio Buttons
No Sponsor
If you are an independent instructor, select No Sponsor.
If this event is being conducted by an organization that is
contracted by the Keys to Quality System, select
Organization Hierarchy Sponsor and then select the name
of your Organization from the dropdown menu. If this
event is being conducted by an organization outside the
Keys to Quality System, enter the organization name
under Custom Sponsor.
Funding Stream
Dropdown list
None of these
If this event is being funded by the Keys to Quality System,
select funding agency. This will designate which
Organization will receive payment.
If this event is not funded by the Keys to Quality system,
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 101
leave at default.
Registration Status
Dropdown list
Registration Open
For future events, leave at default.
For back-dated events, select Registration Closed.
After a scheduled event is over, change to Registration
Closed.
Registration Type
Radio Buttons
Open Registration
If students are allowed to view and register for this event,
leave at default.
If students are allowed to view and register for this event,
but registration requires approval by the event contact
person, click more options and select Open Registration,
Requires Approval.
If students are not allowed to view or register for this
event, and registration is handled solely by the event
contact person, click More Options and select Managed.
Open Registration Starts
Date Field
None
If you want registration to open immediately, leave blank.
If you want registration to open on a specific date, enter
the date and time that you want to begin accepting online
registration.
Open Registration Ends
Date Field
None
If students can view and register up until the start date of
the event, enter start date and time of the event.
If event has a registration deadline prior to the start date
of the event, enter date and time of deadline.
Ensure date entered in this field is on or before the start
date of the event.
Registration Restriction
Radio Button
Available to
Everyone
If all users are allowed to view and register for this event,
leave at default.
If this event is limited to be viewed and registered for by a
specific legal entity or location, select Restricted by
Hierarchy Node and select from dropdown. Leave
Available to Child Node(s) box checked.
Syllabus (optional)
Text Field
None
This field can be used for any additional information
specific to this event. This can include but is not limited to
parking, building information, class information,
registration and cancellation policies, additional fees
(please note: fees collected through the Registry
ecommerce system are only available to events
conducted by the Keys to Quality system. All other
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 102
events will need to list their fees here and collect them
outside the Registry system).
Please reference Professional Development Registry
Policies, Processes & Governance Section 4.4 Textbox
Formatting Policy.
Time Zone
Dropdown
Eastern Standard
Time
Leave at default.
Class Start Time
Time Field
None
Enter start time of event.
End Time
Time Field
None
Enter end time of event.
Calendar
Calendar
None
Click on the date of the event to select (please note:
selecting multiple dates does not schedule multiple events,
instead, it indicates that this event will meet multiple
times (e.g. a college course that meets every Tuesday for
15 weeks from 6-9 p.m.).
Current Schedule
Information
SelfPopulating
Field
None
This field will automatically fill with date(s) you select from
the calendar.
NOTE: You have the option to upload Scheduled Event Resources (e.g., lesson plans). If your lesson
plans are relevant to the entire course, you should upload them in Content Creator > Manage Courses >
Manage > Resources, which can be found in Sections 4.1 and 4.2. If your lesson plans are specific to this
specific scheduled event offering, you can upload them here. Resources are available only to the
instructor who teaches this specific scheduled event offering.
Return to Section 5.3 Add a New Scheduled Event (Class Offering)
Page: Manage Scheduled Event
Section: Registration Management Options
Property
Entry Type
Default Setting
Standard
Registration Status
Dropdown list
Registration Open
Before event start date: Registration Open.
After event start date: Registration Closed.
Scheduled Event
Completed
Checkbox
Unchecked
Before event start date: Unchecked.
After event start date and after attendance records have
been finalized: Checked.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 103
Student Status
Dropdown
n/a
Pending Approval: Pending Approval/Waitlist
Before event start date: Currently Registered.
Between event start and end date: Attending
After event end date (as appropriate for student):
Attended and Completed or Did not Attend.
Score
Text Field
0.00
Leave at default
Return to Section 5.7 Mark Students Complete and Close Out a Scheduled Event
6.6
Locations, Classroom & Resource Management
Locations provide a method for defining a physical place that can have one or more Classrooms and
Resources. A Classroom defines a specific room within a Location in which a Classroom Training may
occur. Resources are items within a Location and/or Classroom that can be utilized (a computer, for
example).
Adding a New Location – After checking that the location does not already exist in the system,
Professional Development Registry Policies, Process & Governance Section 5.1.4.
Location Configuration
Field
Standard
Location Name – Required Field
Use full location name in addition to abbreviations (e.g. Capital
Area Intermediate Unit CAIU)
Location Image
Leave at default
Address Line 1 – Required Field
Street Address, no abbreviations
Address Line 2 – Required Field
Building, Floor or Suite number
City – Required Field
City
State – Required Field
2 letter state abbreviation both capitalized
Postal Code – Required Field
5 digit zip code
County – Required Field
Full county name, do not include the word county (e.g. York)
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 104
Country
USA
Phone Number
Enter 10 digit phone number in this format ###-###-#### (e.g.
555-123-4321)
Classroom Configuration
Field
Standard
Room Name – Required Field
Use full room name, no abbreviations, do not include the word
room (e.g. Keystone or 132)
Room Number
If a named room also has numbers, enter here
Building
Name of the building the room is located in
Maximum Capacity – Required Field
Enter a number only
Scheduling Requires Approval
Unchecked
Resources
Do not add
No Image
Leave at default
Return to Section 5.2 Add a New Training Location
6.7
Assignment Management Settings
For courses containing Assignment Modules, student’s assignments must be approved to complete the
module. Following are the properties you must set to mark a student completed.
Page: Approve/Decline Pending Assignments
Section: Filtering Options
Property
Entry Type
Default Setting
Standard
To Filter By Course click
‘Select a Course’
Select a
Course link
Unselected
Selected
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 105
Search for Courses
Text field
Blank
Select the Course
User Team
Dropdown
Blank
Leave at Default
User Group
Dropdown
Blank
Leave at Default
Auto Enroll / Compliance
Dropdown
Blank
Leave at Default
First Name
Text Field
Blank
Leave at Default
Last Name
Text Field
Blank
Leave at Default
Registry ID
Text Field
Blank
Leave at Default
Sort By
Dropdown
Course Name
Leave at Default
Status Type(s)
Dropdown
Pending Approval
Leave at Default
Search
Button
After clicking Search button, select Course Name link next
to student you wish to manage.
Page: Task Approval
Section: Approval Options
Property
Entry Type
Default Setting
Standard
Mark Assignment As
Dropdown
Approved –
Completed
Successfully
Leave at Default if the student successfully completed the
assignment.
Select Declined-Assignment must be repeated and
submitted if student did not complete the assignment
successfully.
Do not select Declined-Assignment incomplete and
cannot be repeated or resubmitted.
Score (optional)
Text field
Blank
Leave at Default
Notes
Text field
Blank
Enter notes for the student regarding the assignment
Administrative Notes
Text field
Blank
Enter administrative notes that may apply.
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 106
APPENDIX A: GLOSSARY
Term
Definition
Course
Configuration consisting of an overview, objectives, competencies
and set number of PQAS hours.
Funded
For the purpose of the PD Registry, this encompasses any course
receiving funding from OCDEL, a Regional Key or the Pennsylvania
Key. Funding received for courses from any other source would be
considered non-funded.
Instance/Scheduled Event
An instance or scheduled event is a meeting of a course.
Instructor
A PQAS approved instructor encompassing Certified
Instructors/Consultants, and Specialty Discipline
Instructors/Consultants
Module
A part of a course that defines the actual content of the course.
The two most common types of modules within a course are the
scheduled event module and the survey module. Other module
types are available to certain administrators including:
Assessment, Assignment, Confirmation, Document, Presentation,
SCORM, Linked Course, AICC, and Shared.
Non-Funded
Any course which does not receive any funding from OCDEL, a
Regional Key or the Pennsylvania Key.
Scheduled Instance or Event
This is a meeting of a course and consists of a location, date, time
and instructor.
Specialized Course Instructor
A PQAS approved instructor encompassing Specialty Discipline
Instructors/Consultants who are only approved for specific
modules and Director Instructors
PD Registry
Administrator Guide & Standards
Version 5.2
pg. 107