Instructor Toolbox

Create a Vita

• All instructors for professional development courses in Iowa must have an approved Vita on file.
• The instructor is responsible for entering their Vita and submitting it for review and approval. The Vita needs to be renewed a minimum of every 5 years.
• Instructors teaching a licensure renewal or graduate credit course must hold a valid teaching license and a master’s degree with exceptions based on experience in a specialty area.
•  If there are multiple instructors for a course at least one of the instructors must hold a master’s degree.

Let’s begin

1. Log on to the  AEA Professional Learning system (if you do not have an account, stop and follow these instructions, the next business day you will have access to the AEA Professional Learning system)
2. Click on the Enter Vita tab
3. Click the Vita link

Complete the Vita Form

1. Click the Edit button to begin
2. Complete the form fields.  *required fields are designated with an asterisk.  
3. Upload a copy of one or more of the following documents (reupload updated versions for renewal)
   1. Resume
   2. College Transcript
   3. Copy of your teaching license
4. Click Save & Exit
   1. Note: Clicking Save will save as a draft, Cancel will cancel the form.  If you want to save your work and continue at a later time, click Save
   2. If you saved your Vita as a draft, resume by clicking the Enter Vita tab, next click on Instructor Vita, and then open your document, click on Vita
5. After clicking on Save & Exit, the Vita has been submitted for review. The green check displayed will indicate successful completion.
6. You may edit the submission by clicking Vita and then Click Edit. After editing, remember to click Save & Exit.
7. You may print the Vita by clicking the Print Screen button and following the printing instructions. 

Vita Completion

1. Contact Angie Gansen agansen@centralriversaea.org for initial Vita approval and 5 year renewal
2. Once the Vita has been approved log in to the AEA Professional Learning system
3. Find the Instructor Center tab
4. Review the Create a Course instructions to submit a course.

1. Please make a copy of the CRAEA Course Proposal Template each time you are creating a new learning opportunity for CRAEA. Complete or update as much of the information as possible.

Changes to an approved course

• Once a course has been approved, an instructor can no longer make edits.  They may only add new sections.
• If an instructor has minor changes that need correcting, the instructor can request edits from a Professional Development staff member who can make the necessary edits. 
• If there are significant changes, but most of the content remains the same, an instructor may create a copy of the course, make updates, add new sections then submit it for approval.
• If a previous instructor has set up a course, they may share it with another approved instructor (who has a vita on file). They may request a copy with the permission of the previous instructor to the Professional Development staff. When sharing a course, an instructor may edit the syllabus, add a new section and submit it for approval.  
• This guide should help you
  • Copy a previously approved course
  • Edit a copied/shared course (before submitting for approval)
  • Share a course project with another instructor

How to copy your previously approved course

• If there are significant changes, but most of the content remains the same, an instructor may create a copy of the course, make updates, add new sections and submit it for approval.

Steps

1. Log in at: https://aealearning.truenorthlogic.com
2. Click on the Instructor Center tab
3. Click on Course Projects (left-hand side)
4. Click on Approved Courses
5. Search for the course you are looking for
6. Click the drop-down arrow on the left side of the course title – under Actions
7. Click Copy Course
8. The next screen will take you to Course Projects, and the copied course will show up.
   1. Write down the course number for reference
9. Click on the drop-down arrow
10. Click Edit Course
11. Click Edit course again
12. Click on the drop-down arrow on the upper left
13. Click Edit again
14. Remove the word (Copy) – Change the title if preferred
15. Review the contact information
16. Confirm the AEA you will be teaching by using the drop-down arrow
17. Review course information down the page and update as needed
    1. Check grammar, number of credits, number of hours, cost (if applicable), and update the rubric.  
    2. If offering a course graduate-level credit; select all three graduate partners Drake or Morningside.  Graduate credit courses must have a detailed outline/agenda attached to be sent to our partners for approval. Please allow up to 10 days for approval.
18. Save Changes
19. Scroll to the bottom of the page and click on the button New Section (how to create a section)
20. Once you have created your new sections, a new page will appear; click on Submit for Review

Edit a copied or shared course

• If a previous instructor has set up a course, they may share it with another approved instructor (must have an approved vita on file).
• They may request a copy with the permission of the previous instructor to the Professional Development staff.
• Once you receive confirmation, the course was copied and shared; editing can begin

Steps

1. Log in at: https://aealearning.truenorthlogic.com
2. Click on the Instructor Center tab
3. Click on Course Projects (on the left-hand side)
4. Choose the course you wish to edit
5. Click on the drop-down arrow under Actions
6. Click Edit Course
7. Click Edit Course again
8. Click on the drop-down arrow on the upper left
9. Click Edit again
10. Remove the word (Copy) – Change the title if preferred
11. Review the contact information
12. Go down the page and update the course as needed
    1. Check grammar, number of credits, number of hours, cost, and be sure to review the rubric.  
    2. If offering graduate-level credit, be sure to add all three graduate partners, Drake, Morningside, and Grand View.  Graduate credit courses must have a detailed outline/agenda attached. The Professional Learning team will send it to our partners for approval.
13. Save Changes
14. Scroll to the bottom of the page and click on the button New Section (how to add a section)
15. Once you have created your new section(s), a new page will appear; click on Submit for Review

Share a course project with another instructor 

• A course may be shared with other instructors if needed.  For instance, adding a co-instructor. Note: This feature can only be utilized when the course is in draft form.  If your course has already been approved, contact a Professional Development staff member, and they can assist you.

Steps

1. Log in at: https://aealearning.truenorthlogic.com
2. Click on the Instructor Center tab
3. Click on Course Projects (on the left-hand side)
4. Choose the course you wish to edit
5. Click on the drop-down arrow under Actions
6. Click Share Course
7. Scroll down to the bottom of the page and enter the First and Last Name
8. Click on Search For Course Requester you are not done
9. Scroll back down to the bottom and click on Share Course
10. If no search results are found, check the spelling of the name and repeat
11. If no search results are found, they are not listed as a Course Requester in the system.  In this case, the person not found would need to fill out a Vita in the system and contact the Professional Development team.

How to create a section for your course

• Every Course/Workshop/Learning Team/Meeting created in the system is required to have at least one section before you can submit it for approval. (Participants enroll in a section.)
• A section cannot be added to a course saved as a draft.
• Once your course has been created and saved, the next step is to create the sections
• If you are creating multiple sections, it is easy to make a copy
• This guide should help you
  • Create a section for the first time
  • Create a section for an existing course
  • Copy a section and make updates

Creating a section for the first time

• Once your course has been created and saved, the next step is to create the sections
• The section creation is necessary to build because this is what participants use to register for selected dates, times, and locations it is being held

Steps

1. Once you save your course creation, be sure your course is open and scroll to the bottom of the page
2. Click on the button New Section on the bottom right of the page
3. Section# will be auto-generated once the section is saved, fill in the following information
4. Section Title
   1. Section Title Layout: CR – (Building Name) (Month Day Year)
   2. Examples
      1. CR – Cedar Falls CRAEA Jan 1 2023
      2. CR – Denver High School Jan 1 2023
   3. If multiple sections are occurring in this course, but you will be presenting for a specific district or building then choose below
      1. CR – Nashua Plainfield Jan 1 2023
      2. CR – Osage High School Media Center Jan 1 2023
5. Location/Room Number
   1. Examples
      1. CRAEA A1 and A2
      2. Room A (CL)
6. Street Address
   1. Examples
      1. Cedar Falls CRAEA: 1521 Technology Pkwy, Cedar Falls IA 50613
      2. District specific address information
7. Attendance
   1. Usually stays at Once a Day
8. Section Contact, phone, and email
   1. Enter your information
9. Instructor Information
   1. Choose the appropriate selection that applies
10. Sponsoring Group
    1. Central Rivers AEA (9207) 
    2. Or, specific district if only offered there
11. Maximum Number of Participants
    1. This will limit the number of people who can register
    2. Be sure to book your room, enter the number of participants the room can accommodate, check for information regarding times, details on room set-up, etc.
12. Allow Waitlist
    1. We do not use the waitlist due to billing issues. We can increase the number of participants if needed and appropriate for instructor ratios.
13. Section Start Date
    1. Select the first meeting date for this section
14. Section End Date
    1. Select the date coursework will be due.  This will be considered the end date of the course.
15. End of Registration Date
    1. Enter a date if you have a deadline for registering for this section. This is typically done one to two weeks prior to the start date of the course to allow for printing/book purchases, class set up, and determines if a course will run. 
16. Waitlist cut-off date
    1. N/A
17. Class Time Default (Start Time)
    1. The start date of the first day of your course
    2. If subsequent days have different start times, you will enter this later in Manage Class Times
    3. If your course is not your typical face-to-face instructor-led course and requires some self-work, then enter 12:00 am – 12:00 am
18. Class Time Default (End Time)
    1. Enter the end time of your first course section
19. Or Release Section At:
    1. Leave blank
20. Instructor(s) – Not Set – 
    1. Skip for now – You will enter this information in Manage Instructors (DON’T FORGET)
21. Equipment and Room Setup Needs
    1. This must be done in the room reservation system. Please see in next box.
22. Notes
    1. This information is visible on the Catalog as well as in the registration confirmation email sent to the participant.
       1. Examples of information to include
          1. Watch for emails from your instructor, virtual links to come soon, please bring a laptop to class with you, lunch will not be provided, etc…
    2. Add “Registration Ends __________________” in this space so it is visible to all.
23. Internal Notes
    1. Enter information the professional learning department would need to know
       1. Examples include – will have material or food fees, outside presenter information, etc
24. File Attachments
    1. Not required, but you could include information like agendas, etc.
25. Click on the button CREATE – YOU ARE NOT DONE!
26. Scroll to the bottom of the page 
27. Click on Manage Instructors – Instructor button
    1. This role is responsible for facilitating a section within the system. (This may or may not be the person actually teaching the section.) Added instructors will be able to manage the roster, take attendance, enter grades, and communicate with the registrants. The Instructor’s name and email address appear on the Catalog.
    2. Assign Course Instructor(s) following these steps:
       1. Click Instructors
       2. Search for the user by first or last name. Then click Find User
       3. Select the checkbox for the desired user, then click Add User(s)
       4. Selected users will be listed. (you can add multiple instructors)
       5. To remove multiple users at once, select the checkboxes next to their names, then click Remove Selected
       6. The instructors you add will be able to view your course, see the roster, enter grades, etc.
       7. To remove a specific user, click the applicable trash can icon
       8. When finished managing Instructors, click Done – YOU ARE STILL NOT DONE!
28. Scroll to the bottom of the page (again)
29. Find Manage Class Times – Class Times button
30. Click on the Class Times button
    1. Click Add a New Class Time
    2. The date and times will default to the Start Date, Start Time, and End Time you entered on the section form. Adjust as needed.
    3. Continue to add days and adjust as necessary. Only include dates and times you are actually meeting.
    4. The class schedule will be displayed.
       1. To remove all class times at once, click Remove All
       2. To remove a specific class time, click the X in the Remove column
       3. To save your class times and keep working, click Save
    5. When finished setting class times, click Save & Exit
31. Click Done
32. Scroll to the bottom
33. Click on Request Approval

Adding sections to existing courses

• You may add sections to any approved course you may want to repeat throughout the year(s), district/building only, etc.
• If you want to repeat your course and have some minor edits that may need to be made click here for more information

Steps

1. Log in at: https://aealearning.truenorthlogic.com
2. Click on the Instructor Center tab
3. Click on Approved Courses
4. Click on the dropdown arrow next to the course you would like to add a section to
5. Click on Manage Course
6. Scroll to the bottom of the course 
7. Click the NEW SECTION button on the right of the screen
8. Enter new information
9. Repeat steps 2 – 33 above

Adding multiple sections to a course (make a copy)

• Create one section and have the course/section approved. 
•  If not much has changed you can click on the drop-down next to View Roster and Click COPY to copy the previous section

Steps

1. Log in at: https://aealearning.truenorthlogic.com
2. Click on the Instructor Center tab
3. Click on Approved Courses
4. Click on the dropdown arrow next to the course you would like to add a section to
5. Click on Manage Course
6. Scroll to bottom
7. Click on the drop-down arrow next to View Roster
8. Click on Copy
9. Are you sure you want to copy this section?  Click OK
10. Scroll down to the bottom of the course
11. Click on Edit
12. Scroll down to the bottom of the course
13. Click Edit
14. Remove the words “Copy of:”
15. Update all fields as needed, refer to steps 4 – 27 above
16. If you have new or different instructors click on Instructors
17. Add new instructor by entering their first and last name
18. Click on Find User
19. Click on the box next to their name and click Add User(s), repeat if necessary
20. If you would like to remove an instructor click the checkbox next to their name
21. Click Remove Selected
22. OR Click on the trash can icon on the right side of the screen to delete
23. A box will appear, “Are you sure you want to delete Jane Doe as an instructor?”, click OK
24. When you are finished making the instructor change, click Done 
25. Scroll down to the bottom of the page, click Class Times
26. Click on the X on the right of the screen or the Remove All button to remove the previous class time
27. Click on Add A New Class Time, enter the new dates and times for that section
    1. See step 30 above for details
28. Click Save & Exit
29. A box will appear “You are removing x rows.  Are you sure you want to proceed?”, click Yes
30. Scroll down to the bottom of the page and click Done
31. Scroll down to the bottom of the page and click Request Approval
32. The section request will be sent to the Liaison for approval and reviewed by the Professional Learning Dept for accuracy.

**NEW Room Reservation System! 

To better serve you, we are using a new room reservation system. Please use this link https://rooms.centralriversaea.org/

Log in with your Google Workspace Account. 

If you are not a CRAEA staff member, please get in touch with Corlene Collum at ccollum@centralriversaea.org or (319)-273-8246

Ordering Materials

If materials are being provided, please ensure any fees to cover the costs are included in the course proposal. If participants are responsible for the materials include the links and directions.

Printing Materials

Print orders need to be sent through Creative Services

1. At checkout, select CRAEA
2. Select the building – for example, CF Regional Office
3. If it is for a class or district, then under the account code or PO number, put in the class number or name of the District.

Event Needs

If you haven’t added details to your room reservation, please communicate with Corlene Collum at least one week in advance for any technology and room needs such as chart paper, toolboxes, and other set up.

If there are catering needs (breakfast, snacks, lunch) this must be communicated prior to course registration due to ensuring fees are covered.

How to access my course

• Approved courses
  • Instructor Center: Find your course by searching course/section number or in Approved courses
• Co-teaching a class and didn’t create the syllabus?
  • If you were added as an instructor of a course, you will find the course in the Courses I’m Teaching section of your home page or by going to the Instructor Center. Then click on Instructor Summary on the far left side
• Courses shared with me
  • Edit a copied or shared course

Instructor Center Steps

1. Log in at: https://aealearning.truenorthlogic.com
2. Click on the Instructor Center tab
3. Click on Approved Courses on the left side
4. Locate the course
5. Click on the drop-down arrow to the left of the course name and select Manage Course
6. Scroll to the bottom to find Sections and click View Roster

Co-teaching Steps

1. Log in at: https://aealearning.truenorthlogic.com
2. On the Home tab scroll down to Courses I’m Teaching
3. Click the drop-down from In Session to All
4. Upcoming courses should show there
5. Click on the drop-down arrow to the roster

Communicating with participants

• Send emails to all or selected participants
• Include attachments with the message
• Copy multiple people, such as co-instructors, district leadership, or the staff development department on the message

Steps

1. Log in at: https://aealearning.truenorthlogic.com
2. Click on the Instructor Center tab
3. Click on Approved Courses on the left side
4. Locate the course
5. Click on the drop-down arrow to the left of the course name and select Manage Course
6. Scroll to the bottom to find Sections and click View Roster
7. Scroll down just a little and click on Email All
8. The next screen is where you create and send the message
9. This system does not limit who you can CC in the Also Send to: box. (It is recommended to send a copy to yourself to have an email trail)
10. There is an option to include attachments with the message 
11. If needed, specific participants may be unchecked to exclude in the message
12. Once completed, scroll to the bottom and hit Send to submit

How to export a roster

• Exporting a roster will include a participants name, email address, and assigned district
• Uses include:
  • Emailing participants individually from instructor email versus registration system
  • Help track grades
  • Sharing roster

Steps

1. Log in at: https://aealearning.truenorthlogic.com
2. Click on the Instructor Dashboard tab
3. Verify you are on the Current or Future Sections tab
4. Click on the View Roster button (drop down icon)
5. Click on the Export button
6. The system will email a copy 
7. Download the spreadsheet

Finalizing a course

• There are four steps to finalizing a course
  • Enter attendance
  • Assigning grades
  • Assigning registration status
  • Locking a course
• Finalizing a course is essential in order for participants to receive the survey (if applicable) 
• This also allows the course/workshop to appear on their AEA Official Transcript 

Two ways to find the course in the system

• Home page
  • Under Courses I’m Teaching (course shared with you will show here, not in the Instructor Center)
  • Instructor Center: Find your course by searching course/section number or in Approved Courses
• Co-teaching a class and didn’t create the syllabus?
  • If you were added as an instructor of a course, you would find the course in the Courses I’m Teaching section of the home page, or
  • Click on the Instructor Center tab, then click on Instructor Summary on the far left side

Entering Attendance

1. Log in at: https://aealearning.truenorthlogic.com
2. Click on the Instructor Center tab
3. Click on Approved Courses on the left side of the screen
4. Locate the course
5. Click on the drop-down arrow to the left of the course name and select Manage Course
6. Scroll to the bottom to find Sections and click View Roster next to the section that is closing
7. Click on the Attendance button
   1. Attendance can be taken in several ways:
      1. Take attendance for a participant by using the dropdown to the left of the participant’s name to mark them all the same, or
      2. Take daily attendance by using the dropdown at the top of each column by each date to mark the same for all participants, or
      3. Take attendance by clicking on each dropdown in the date columns
8. Once all attendance has been entered, click on the Back button in the upper left corner of the screen (the system will save attendance automatically) and returns to the Section screen

Assigning grades

1. Grades can be entered when an individual has completed the course; grades do not have to be entered all at one time
2. Use the Grading Guidance document as a useful tool when entering grades and changing registration status
3. To begin assigning grades, find the Section screen, and scroll down to the bottom of the page to be sure all participants are included.
   1. If some participants are not showing on the screen, see a notification on the bottom right of the screen to change Results per page by using the dropdown to change the view to a higher number. (This functionality will allow data to be updated for the whole class rather than doing one page at a time) then scroll up to the Section buttons
4. Click on Grades/Roster Status button
   1. Tip: Review the Show Columns: right above the participant list and use checkmarks to view/hide all details on active users  (District, Grade, Registration Status, Registration Details, and Credit Hours
5. Once the Grades/Roster Status button is clicked, there are options to update grades
   1. Grades can be entered individually by going down the list of participants, or
   2. Change all grades unanimously by choosing the dropdown arrow under Change all Grades to:
6. Once grades are entered, click on the Save This Page button before choosing Registration Status

Assigning Registration Status

1. Scroll back to the Section buttons
2. Click on Grades/Roster Status button
3. Use the Grading Guidance document as a tool, if needed
4. Again, once the Grades/Roster Status button is clicked, there are options to update the status
   1. Registration status can be entered individually by going down the list of participants, or
   2. Change all status unanimously by choosing the dropdown arrow under Change all Roster Status to:
5. Once the registration status is updated, click on the Save This Page button once again

Locking a Course

1. Once each participant has been locked, they will be able to view their AEA Official Transcript
2. To lock the participants after the grades and registration status have been saved
3. Find the Section buttons once again
4. At the top of the participant list, there are padlock icons in the grey header
5. Participants can be locked individually by moving down the list, or
6. By clicking on the lock icon at the top of the column in the grey header
7. Tips: If a course has been locked and a change needs to be made, unlock and repeat the steps needed to fix and relock when complete.

Accessing Survey Results

• The survey is sent out from our Professional Learning Statewide registration system one day after the person is marked completed (as long as it is after the section end date).
• Reminders are sent every 7 days until the survey expires 40 days after the section end date.
• The system does not send any survey information to the instructors.  They just have to check it on their own.  
• Each page has the number of responses to the survey question, percentages, and a graph of the answers (if applicable).

Survey Information

• The participants are asked to rate the following questions; as well as, provide feedback and suggestions. 
• This course supports my individual, building, and/or district goals.
  1. ANSWER CHOICES: Strongly Agree, Agree, Disagree, Strongly Disagree
• The learning goals/targets were met.
  1. ANSWER CHOICES: Strongly Agree, Agree, Disagree, Strongly Disagree
• The instructor was responsive to my feedback and questions
  1. ANSWER CHOICES: Strongly Agree, Agree, Disagree, Strongly Disagree.
• The activities and/or assignments supported my understanding of the course content.
  1. ANSWER CHOICES: Strongly Agree, Agree, Disagree, Strongly Disagree
• Suggestions for other topics of professional learning that interest you.
  1. OPEN RESPONSE
• Opportunities were provided to practice the concepts.
  1. ANSWER CHOICES: Strongly Agree, Agree, Disagree, Strongly Disagree
• Learning activities were effectively used to address learning goals.
  1. ANSWER CHOICES: Strongly Agree, Agree, Disagree, Strongly Disagree
• Implementation of the course content will have a positive impact on student outcomes.
  1. ANSWER CHOICES: Strongly Agree, Agree, Disagree, Strongly Disagree
• I am prepared to implement my learning with fidelity
  1. ANSWER CHOICES: Strongly Agree, Agree, Disagree, Strongly Disagree
• Additional Comments:
  1. OPEN RESPONSE

Steps

1. Log in at: https://aealearning.truenorthlogic.com
2. Click on the Home tab
3. Scroll down and locate Courses I’m Teaching
4. On the In Session dropdown, click on Recently Ended or All
5. Locate the Section for your Course
6. On the dropdown list beside Section#, click on Roster
7. On the Section Roster page, scroll down and click on the Show Survey Results button
8. On the Section Survey page, click on the Course Survey Results
9. On the Reporting page, click on the download pdf icon
10. On the Print Options screen, click print
11. The 10-page report will open on a new tab or page (depending on the browser setup).  

Frequently Asked Questions (FAQs)

I forgot my password, how can I retrieve it?

• Go to Professional Learning, then click on “Forgot Password.” Enter your email address in your account and the verification code provided.  A link to reset your password will be sent to you if your email address is found in the system.
• If you need additional assistance, contact Angie Gansen, agansen@centralriversaea.org or 319-268-7616.

How do I register for classes?

• Go to the Statewide Professional Learning website to search for classes.
• Use the Quick Search tool to find courses quickly in a given time period or certain AEA.
• Once you have located the course, click on the register button (under the desired section) and follow the prompts. You may also follow step-by-step directions.
• For additional assistance, go to the website above and click “Need Help?” at the bottom.

What options do I have for paying for a class?

• Purchase Orders: contact Rebekah Robbs, rrobbs@centralriversaea.org or 319-268-7608 if you have questions.
• Dual (Split) Payment Option: When registering online, participants can split payment between employer Purchase Order and personal payment by credit/debit or prepaid card.

Can I change my credit type in a course I am enrolled in?

• If participants want to change from a lesser fee-based credit type to a higher one, they can do so at any time in our online registration system until the course end date. They will be charged the difference.
• If participants want to change credit type to a lower fee-based credit or to “no fee” (Participant only), they can do so at any time in our online registration system until the course end date. They will receive a refund for the difference in the cost of the credit types.
• Follow the step-by-step directions or click on the Need Help tab on the Professional Learning Registration page for entire list of helpful documents.

Where will I find weather cancellations?

Closings and cancellations will be announced through the following channels

1. The front page of the agency’s website.
2. Cell phone text message, email, or automated voice alerts via School Messenger.
3. Agency social media accounts (please understand that the agency has no control over how prominently announcements appear in your personal social media feed).
4. Need to sign up for text, email or voice alerts? Contact Shirley Horak by email or call 319-273-8245.

To view current road conditions across the state of Iowa, please visit the Iowa State Patrol’s Iowa Winter Road Conditions website.

Can I reserve a room at Central Rivers AEA?

**NEW Room Reservation System! 

To better serve you, we are using a new room reservation system. Please use this link https://rooms.centralriversaea.org/

Log in with your Google Workspace Account. 

Please note: If you are not a Central Rivers AEA employee, call Corlene Collum at 319.273.8246 to request a room.

Can you register for me?

All registrants are responsible for registering for their own courses and training. This ensures the participant has read and agreed to the course requirements and payment terms. If you need assistance with registering, please contact the Professional Learning Coordinator, Angie Gansen agansen@centralriversaea.org or call 319-268-7616.

Can I register for another person?

All registrants are responsible for registering for their own courses and training. This ensures accurate records and participants are communicated with. If you need assistance registering, please contact the Professional Learning Coordinator, Angie Gansen agansen@centralriversaea.org, or call 319-268-7616.