While developing your course, and before it can go live, there's are some key things which require your attention. Because UCLeXtend is public-facing these are a little different to the mainstream activities of UCL.
Big fat warning: putting a course live takes six weeks on our side. We need six+ week's notice before you go live. Read on to learn why...
- Sign-off - you inform us it's nearly ready / ready to go live
- Course review starts - a peer review of your course.
- Income generation considerations
- Legal consent and waivers sent and returned
- Course catalogue listing created (takes up to 6 weeks)
- Course review completed
- Registering learners
Once these are complete, your course can go live for registration and learners can start to access your UCLeXtend space.
Course sign-off (editorial, testing, confirmation)
Once your course is developed (or it's really close) you'll need to confirm the course is finished. By signing-off the course, you confirm all (or most of) the course is complete and ready for review.
- Review your course and be sure it's ready for review by Digital Education and UCL Short Courses colleagues.
- Email email@example.com and confirm which course is signed-off and ready to start going live.
- We will then be in touch with the next steps - but it helps if you read on, sending us the Legal Waiver and starting to think about the Course Catalogue will help everyone involved.
Course review / approval scheduled with the Course Approval Team (CAT)
After sign-off (i.e. you let us know the course is ready to go) your course will be reviewed by a group called the Course Approval Team. The purpose of this differs between courses, generally the more complex the course, the more likely a thorough review is needed. The intention is to provide feedback on your course before it goes live, to check for things like unlicensed / copyright material and ensure the course is ‘ready’ for learners and free of any technical or set up issues. The review is short, informative and reflective – and the name is misleading, it’s not actually an approval Yes/No decision – just an opportunity for open feedback.
The review group consist of academic and professional staff from across UCL. They review the course from a functional, educational and technological perspective.
Go live on UCLeXtend
It takes around three weeks to perform this review, and is a part of the reason we need six weeks' notice between sign off (from you) and a course going live - so please plan ahead!
Once signed off (and reviewed) the course will go-live on UCLeXtend & Learner Registration starts...
- Quick (with card payments), easy and highly efficient.
- Income generation.
- Course team/host department receives 100% of the income generated.
- Payment by Credit or Debit Card = instant access to the Moodle space upon successful payment completion.
- Payment by Invoice - sends you a notification and payment is taken within the department. Access is provided once payment has been confirmed to the UCLeXtend team (firstname.lastname@example.org)
- Invoices are a slow entry for learners. The company paying must be established as credit-controller supplier in UCL Finance. Responsibility for ensuring payment resides with the course team / host department. UCLeXtend Support / Digital Education then required your approval for each invoice before the learner can gain access to the UCLeXtend / Moodle space.
Same as paid-for courses but with the added option of offering a range of discounts to your incoming learners.
- Sell courses with ‘stock control’ - set a course inventory / number of learner slots per course to ensure you don't oversell courses.
- License Management - buy x learner slots and then distribute these to others via their email address
- Give, or become, a 'License Manage' role to individuals who can issue slots on a course to people. Invitations are sent via email.
- Learners are then invited to UCLeXtend and have instant access to the course.
- Provides a lot of flexibility.
- Create vouchers
- Unique codes to offer individuals a percentage-based discount
- Generic codes to offer a percentage-based discount
- Can be time-based (early-bird, for example)
- User account-based discounts - based on email field
- Prices can change over time (early-bird again)
Discounts - needs planning
Adding discounts can be time-consuming, so it's suggested if you plan to use these that you speak with Digital Education with plenty of time before your course starts - so we can help you be prepared.
Allocating income - it's all yours
100% of course income is for the department - there's no central cut taken. All courses generating income from courses need to have a Project, Task, Award and Expenditure (PTAE) code to receive the income. This is required in the Course Catalogue Form (see next tab) and they may take some time to set up/find. Speak to your departmental administrator/finance team.
The PTAE code stands for Project, Task, Award, Expenditure. Anyone in your department who deals with money will know yours. It's an internal account reference so your department/budget/pot receives the money. It will probably start with 503931.100.156822 but the final set of numbers, the Expenditure code, is department or budget specific.
All staff (anyone in the course team, i.e. anyone who's contributed towards the course, in any capacity) are required to sign a legal consent form and return this to email@example.com. If you are unsure of which form to sign, or wish to discuss this matter please get in touch.
UCLeXtend - Staff Consent and Waiver of Royalties
Non staff (anyone else)
UCLeXtend Licence of IP - Company
If the above are not appropriate please contact Digital Education who can advise further, or work with you and UCL Legal to clarify any particular circumstances.
Course Catalogue listing (Marketing)
Learners gain access to your course via a 'Course Catalogue' entry. Increasingly, UCLeXtend courses are advertised on the UCL Short Courses website (which lists around 300 of UCL's CPD and short courses)and this is the recommend option. Sometimes, usually for private/unlisted courses it will be in the UCLeXtend course catalogue (see below) - this is because UCL Short Courses are not yet able to advertise a course and keep the link secret / outside of their search tools (this will change in the future). There is also the option for you to not list the course at all, and instead use the Invitation system, where you invite learners with their name and email address.
To see the Learner Journey (i.e. what the learner does to register for a course) take a look at the Learner Registration tab on this page.
Timescales matter: UCL Short Courses recommend you promote your course up to six months before it starts and they need six weeks' notice to put a course in their catalogue. You can read more about this in theirHow and why to write a marketing plan How and why to make a Marketing Plan wiki space.
Public / discoverable courses (normal)
Your courses will be listed in the UCL Short Courses catalogue, which is where potential learners learn more about your course and begin their journey to register (and pay). To be listed in the catalogue you need to complete a form which is available from UCL Short Courses. You may want to compare against some live courses and compare their pitch to yours. Writing a clear, concise and website-friendly description will ensure your catalogue listing goes up promptly by the team. But please note; it takes up to six weeks for them to put your course in the catalogue and before it goes up, learners won't be able to register.
Private courses (not discoverable - used for known cohorts of learners)
Some courses require a catalogue entry which is not publicly listed, i.e. it'll be sent to a select audience only. We call these private courses, but you may have many reasons for an unlisted course. To find out more, and get the correct form, please email us - firstname.lastname@example.org
Leaner registration process - how people get access onto a course
Most learners register themselves via the UCL Short Coures catalogue. This provides a single online space to promote the course and serves as the entry point for registration (and payment, when taken). Learners are provided automatic access to the UCLeXtend Moodle course space on completion of their registration (and successful payment).
Course catalogue - courses are advertised on UCL Short Courses as the primary place of discovery:
Once a learner/purchaser clicks Apply this begins the checkout and registration process via UCLeXtend:
(Note: free courses follow a similar process but the Basket price will be £0.00!)
Learners/purchasers can add discounts or the quantity in the Basket, clicking 'Checkout' asks the learner to Log in or Register a new account (second screen shows the registration page):
Once registration is confirmed (or they have logged in) the learner / purchaser will be presented with the final Checkout screen:
Free courses just click 'Pay and Proceed' (no payment is taken) and agreemnt to the Terms and Conditions.
The Learner / Purchaser must select the payment type (note: Payment via Invoice is a per-course setting, it's disabled by default).
Credit or debit card payment - the Learner / Purchaser is directed to the payment gateway. Here they enter a valid credit or debit card to pay for the course. At this point someone else may enter their details to pay, it doesn't have to be the Learner taking the course. Successful payment will result a confirmation message (also emailed to Course Teams and the Learner / Purchaser) and immediate access to the course.
Invoice (where enabled, per-course setting)
The Learner is asked for more information in the Checkout page and receives a confirmation that a request to pay via Invoice has been sent. Access to the course is deferred until UCLeXtend are informed the learner has paid - i.e. they will not have access to the course before it's confirmed.
Using the Manage Licenses tool as a Learner Invitation System.
The other option is to use the Manage Licenses tool which you can use yourself to effectively give out seats on the course. This tool is designed for someone who purchases more than one space in a course, they use it to invite others by adding their name and email address. But, you can also use this to 'invite' people to your course. It will not process payment, it will only invite them to your course.
To invite learners you will need to know their full name and email address. Each learner will then receive an 'invite' to UCLeXtend, with a temporary password and details of how to sign in. Once they've signed in for the first time, they'll be asked to change their password to one they can remember.
Arranging invites requires setup on our side; you'll need to contact us and set it up (email@example.com) - it's much more effort than the options above but it can be useful when you want to just issue access to a known group of people (and not have learners self-register OR take payment).
Note: Enrol learners is disabled - you are not able to enrol learners via the 'Enrol users' function from within your course space. It has been intentionally disabled.
Monitoring registrations, payments & active learners
Now you have a live course, the teaching begins. You may also need to consider a few things:
- Administration of incoming requests from learners
- Pre-course activities, what happens if things start earlier than expected
Learners access their courses
Learners who have Registered (and optionally paid) for courses can access their course space by:
- Navigating to UCLeXtend homepage - https://extend.ucl.ac.uk
- Clicking 'Sign in'
- Entering the Email address and Password they chose when registering
- Clicking 'Sign in'.
- They will then be redirected to 'MyeXtend' - a page which lists all their courses.
If a learner is unable to sign in, they are recommended to use 'Forgotten Password' and to try and reset their own password.
If someone is unable to sign in for any other reason, they can email firstname.lastname@example.org and we'll look into it. The most likely scenario is they are:
- Not yet registered - see 'Learner Registration'
- Have not paid for their course - See Learner Registration -> Payment by Invoice
Note: use of 'UCL Login' is designed for internal course teams, we do not recommend Learners use this (when they are internal learners with UCL accounts).
Live course facilitation & learner engagement
Now your course is live, learners may need support (academic or administrative). You'll need to consider how much time will be needed for the course. Planning in advance will always help.