AVATAR FAQs

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FAQ’s for Teachers

Q. What tools are available to navigate the AVATAR system?

Q. How do I search for a class?

Q. How do I register for a class?

Q. How do I retrieve a transcript and request credit?

Q. How can I retrieve my password when I forgot it?

FAQ’s for Administrators

Q. How do I create a course in AVATAR?

Q. How do I access the attendance roster and sign-in sheets?

Q. How do I give credit to participants once the course has taken place?

Q. How do I create an online course?

FAQ’s for Teachers

Q. What tools are available to navigate the AVATAR system? [top]

A. Follow the steps to locate useful Avatar tools.

The buttons on the following image are found on the right side of the page, above the Avatar content.

The Community link allows you to access any available forums for your classes. You can use the forums as a tool to communicate with your instructor and classmates if available.
To find information on using the Avatar system, click the Help link.
To end your Avatar session, click the Logout button. This will redirect you to the login page.

Q. How do I search for a class?[top]

A. Follow the steps to search the course catalog for classes.

In the Course Catalog menu, click the Show All Classes link to view the list of all courses available on Avatar.

2. The row of drop down menus at the top of the page allows you to browse and sort by a selected Contact, Presenter, or Category.

3. Notice that after clicking the Show All Classes link, the classes are sorted alphabetically by class name and the Class Name column is highlighted. As you reach the bottom of the screen you must move to “next” to continue reviewing the classes alphabetically.

4. In the picture above, all columns that can be clicked to sort classes by are highlighted. This includes Type, Class Name, Contact, and First Meeting. Normally, the column that is used to sort classes by will be the only column highlighted. There is also a search by keyword box (top right), that will narrow what actually shows up.

TIP:

CLASS CODE is the first four digits and COURSE CODE is the last four digits

Q. How do I register for a class?[top]

A. Follow the steps to register for a class.

Using the Course Catalog Menu, open either the catalog calendar or a class listing.

Open the shopping cart window by clicking the Shopping Cart icon.

Click on a class and drag it to the shopping cart window. After you drop the class in the designated area, the class name and code will appear.
If Avatar will not allow you to drop the class in the shopping cart, a pop-up window will open and inform you why registration of the class is blocked.
After you drop the course, the class name and code are listed.
Click the 'X' button to delete the course from the shopping cart.
To register for the class, click the Check Out button. The main window will show the next steps.

Review the class to confirm the registration. If the class is offered without a stipend, click the Register button to finalize registration. If an amount is due, click the Next button.
Enter any discount code obtained and click Add Code. Click Next when completed.
Enter the required purchase order information. Click Next when completed.
After confirming the information, click the Finalize button. The window will refresh and confirm registration.

Q. How do I retrieve a transcript and request credit?[top]

A. Follow the steps to access your working transcript.

In the My Learning Portfolio menu, click the My Transcript link to access the My Transcript page.

On the My Transcript page, record of all your classes is listed. To specify a view of your transcript, use the School Year and View drop down menus.

To view a printable version of your transcript, click the picture of a printer found above the certificate column.
Click on a class name to open a sliding window containing details about the specific class. To close the window, click the X on the top right corner of the sliding window.
Located at the bottom of the My Transcript page is a cumulative total of Credits Earned and Credits Possible to help easily calculate GPA.
Any certificates awarded for successful completion of a class can be found under the Certificate column. Click the page icon to view a printable certificate of completion.
Click the Request Credit tab to view the information for requesting credits for your transcript.
Fill out the necessary information and click Save as New.

TIPS:

You only receive a transcript for courses you have attended and evaluated.
If you have not evaluated the class/courses you will be reminded in the “alerts” box under the portfolio.

Q. How can I retrieve my password when I forgot it?[top]

A. Follow these steps to retrieve a lost password

On the Login screen, click the Forgot Username or Password link to go to the Lost Account page.

The following textboxes are required: First Name, Last Name, E-mail — The e-mail address you provided to Avatar.
Click the Submit button to have Avatar email your username and password. Avatar will display a confirmation page.

FAQ’s for Administrators

Q. How do I create a course in AVATAR?[top]

A. Follow these steps to create a course and set its general properties in AVATAR.

In the Administrative Functions Menu, select the Courses » Create Course option to see the Create a Course—General Information page.

Type the name you want to give the new course in the Course Name text box. The name may be up to 64 characters long and may contain letters, numbers and spaces.
Select the type of course you want to create in the Course Type drop-down menu. Be careful what type of course you select.
To Allow Re-registration for the course, select Yes from the drop-down menu.
Select the audience for whom this course is intended to serve using the Participants drop-down list.
Select the audience for whom this course is required for using the Required for drop-down list.>
Select the audience for whom this course is recommended for, using the Recommended for drop-down list.
In the Keyword text box, type keywords pertaining to this course that will be used as part of the sorting and selection process in the catalog.
In the Prerequisite notes text box, type pertinent prerequisite notes that you would like to appear in the course catalog.
In the Stipend text box, enter the amount in dollars that participants must pay to register for the class. A dollar sign is not needed.
Select the State Objectives for the course from the scrolling list.
Select the Course Categories that apply to the course from the scrolling list.
Select a subject category from the HOUSSE drop down menu.
Select the Credit Type and assign a numeric value for the credits earned in the course.
Click the Create button to see the Create a Class page

TIPS:

Don’t change system groups.
Check your seats available.
Have a facilitator listed.
If your session is to be held at the Teaching and Learning Academy, make sure reservations online.
Close registration one week after meeting date.

Q. How do I access the attendance roster and sign-in sheets?[top]

A. Follow these steps to access the attendance roster and sign-in sheets.

In the Administrative Functions Menu, select the Courses » Facilitate Classes option to see the Classes You Facilitate list.
Locate a class from the list and click on the corresponding Attendance link found under the Attendance column to keep record of attendance online.
Click the (pdf) link to view the printable sign-in sheet for taking to class.

The online attendance roster contains a list of all participants and a column for each meeting session to checkmark for attendance.

To add a participant to the attendance roster, enter their Employee ID in the designated field and click the Add button.
After all updates and changes have been made, click the Save Changes button at the bottom of the page.

Q. How do I give credit to participants once the course has taken place?[top]

A. Follow these steps to access the issue credit roster.

In the Administrative Functions Menu, select the Courses » Facilitate Classes option to see the Classes You Facilitate list.
Locate a class from the list and click on the corresponding Issue Credit link found under the Roster column.

The current roster will open with a list of each participant and their credit status.

Use the drop down menus to issue credit. You can do this for the entire roster by using the Credit Status: All drop down menu or per each participant by using the individual drop down menus.
Click on the Save Changes button to confirm the new status and refresh the page.

Q. How do I create an online course?[top]

A. Follow these steps to create an online course.

In the Administrative Functions Menu, select the Courses » Create Course option to see the Create a Course—General Information page.

Type the name you want to give the new course in the Course Name text box. The name may be up to 64 characters long and may contain letters, numbers and spaces.
In the Course Code text box, type in a code for the course.
Select Web-based Training in the Course Type drop-down menu.
To Allow Re-registration for the course, select Yes from the drop-down menu.
Select the audience this course is intended for using the Participants drop-down list.
Select the audience this course is required for using the Required for drop-down list.
Select the audience this course is recommended for, using the Recommended for drop-down list.
In the Keyword Data text box, type keywords pertaining to this course that will be used as part of the sorting and selection process in the catalog.
In the Prerequisite notes text box, type pertinent prerequisite notes that you would like to appear in the course catalog.
In the Stipend text box, enter the amount in dollars that participants must pay to register for the class. A dollar sign is not needed.
Select the State Objectives for the course from the scrolling list. To select more than one, or to deselect a selected option, hold down the control (Ctrl) button and click the option.
Select the Course Categories that apply to the course from the scrolling list. To select more than one, or to deselect a selected option, hold down the control (Ctrl) button and click the option.
Select a subject category from the HOUSSE drop down menu.
Select the Credit Type (CE or GT) and assign a numeric value for the credits earned in the course. You can assign more than one type of credit by selecting the Add One button.
Click the Create button to save your settings.
The page reloads additional web-based course settings at the bottom of the page. Scroll down to see them.

Choose whether to allow participants to use the Conference message board.
Choose whether participants must read all content in the course.
Select the settings for when the content is available to a participant.
If online tests or review quizzes will be given, select Yes to make tests available.
Set the passing percentage for the course by entering a numerical value without a percent sign.
If tests are available, choose whether to show the correct answers after a test has been completed.
Click the Apply button to save any changes made.