Guest Log-in for I-Learn

I-Learn is an online learning management system in which students and leaders are able to login and access documents, announcements, articles, assignments, lists, etc. At the University, faculty use I-Learn with their classes to deliver instruction, manage assignments, stay connected with their students, promote group work and collaboration, administer quizzes and exams, and track their students’ progress in their classes. Ward leaders can also utilize any/all of these same features with their members.

An I-Learn organization will be created for any BYU-Idaho ward, by request. If you don’t want to use this resource, don’t feel pressured. If you would like to use it, but are “technology challenged” you can assign someone else to administer your ward’s I-learn site. This would typically be a counselor, clerk, or executive secretary. Or a ward calling could be created just for this purpose – “ward technology specialist,” or similar title.

Some benefits of using this resource are:

1. Since your students are using I-Learn to access their class information, they are usually logged in on a daily basis. It will be easy for them to access their ward site right along with their other classes. Announcements that you post will be immediately seen by your students. Students don’t need a separate username and password – they use their regular campus authentication.
2. Only the individuals that you enroll will be able to access your ward’s site. It won’t be available to the worldwide web. You can decide to “hold over” some ward members to a subsequent semester. They are not automatically deleted from your site at the end of a semester. On exception, you can also enroll someone who is outside your regular ward boundaries, as long as they have been admitted to the University.
3. You can make ward information readily available to your students (Sunday meeting times and locations, your Executive Secretary’s phone number, a list of the ward leadership and their phone numbers, etc.).
4. You can post documents which are then instantaneously accessible by your students. For example, an apartment directory, a conference talk or other article you would like to assign someone (or a group) to read, a temple assignment schedule, a schedule of which lessons (Sunday School, Priesthood, and Relief Society) will be taught on which Sundays, FHE group assignments, a map to the location of an activity or assignment (the Cannery in Idaho Falls, Beaver Dick Park, your home, etc.).
5. You, or someone you assign (your Activities Coordinator, EQ President, etc.) can quickly send out a mass email to all or to selected ward members.
6. Your counselors, clerks, etc. who are not otherwise affiliated with the University can also be enrolled and have access.
7. If you want to have a ward discussion, blog, or wiki centered around a topic, you can set it up.
8. You can post links out to other sites – lds.org, online missionary submission site, etc.

If you want to utilize I-Learn, email Bro. Arlen Wilcock, the administrator, and let him know. He will provide login information and instructions on how to begin.

If you (and/or other members of your bishopric) are not otherwise affiliated with the University and don’t already have a campus username/password, these will be created for you. For each new user, we will need:

• First and last name
• Email address
• Ward
• Calling

We hope you find this tool useful.

Arlen Wilcock’s email address is wilcocka@byui.edu and his office phone is 208-496-7216.

Note: The I-Learn system is totally separate from the MLS system. The enrollments are not tied in to their member records. The I-Learn records come from the University Registration Office records. Ward clerks will still need to continue to update member records in MLS. Also, I-Learn is separate from the Wards and Stakes sites maintained by the Church.

1. After you login to I-Learn, on the main Welcome page, find your ward in the list.
2. Don’t open your ward’s site. Click on [Edit Users] next to your ward’s name.
3. This brings you to the Organization Enrollment Tools page where you can unenroll users.
   1. Actually it brings up the first 100 users.
   2. It's easier to start with the 2nd page and work forward.
   3. Scroll down to the bottom of the page and click on Next on the lower righthand.
   4. This will bring up the 2nd page.
4. Click on the little checkbox at the left of the students who you want to unenroll.
   1. You could just unenroll all of them at this point because when you batch enroll the new students it will bring in the continuing students again. Just don’t delete your ward leaders, because they won’t come in with the Batch Add (below). This tool only works for those students living in the designated apartment complexes.
5. At the bottom right hand corner of the screen, click Modify. This deletes the users.
6. Then go back to the 1st page (Previous) and delete the users here the same way.
   1. This should leave those you still want to remain in your ward.

1. Here’s a fast way to delete all users in a ward or stake site. This can delete your whole site if you make a mistake here.
   1. In your ward site, choose the Control Panel.
   2. In the bottom left, choose Recycle Course.
   3. Click only the very last checkbox by Users, type the word Remove, and click Submit.
   4. This will remove all users except those with Leader status.

(This only works for single student wards, not married.)

1. Go to this site and login: https://web.byui.edu/WardsAndStakes/WardExtract
2. If you can’t login, we need to add you to the system – email or call me and I will add you. (This only works for someone who has a byui email address. Off campus users cannot use the extract tool.)
3. Choose the desired term (Spring Semester 2010) and the ward OR stake. (Note: Don’t choose both a ward and a stake – This would populate your site with both groups of students!)
4. Click the Extract button and then choose Save.
5. Save the file to your desktop or other location that you will remember.
6. Now go back to I-Learn. If you aren’t at the Organization Enrollment Tools page, refer to the steps below. Otherwise skip to step 7.
   1. After you login to I-Learn, on the main Welcome page, find your ward in the list.
   2. Don’t open your ward’s site. Click on [Edit Users] next to your ward’s name.
   3. This brings you to the Organization Enrollment Tools page.
7. Toward the top of the page, click on Batch Add Users.
8. This brings up a page with a lot of technical information that you can disregard. Click on the Browse button and find the file you saved in step 5 above. Then click Open.
9. Click Submit and you should get a window that shows all of the users who were added.
   1. If you get a red error message on a name, it means that they were already in your site – I-Learn won’t add a person twice into the same organization.
10. You should be done. To verify that the users are there, open your ward’s site, click on Control Panel, and click on List / Modify Users.
11. This tool only works for those students living in the designated apartment complexes. If you have others you want in your ward, you will need to add them manually.
12. Note: You could use the file you saved in step 5 above to Batch Unenroll users at the end of this semester. If you have questions about this, call or email me (wilcocka@byui.edu).

(This is a manual one-at-a-time process.)

1. In your ward site, choose the Control Panel.
2. Click on Enroll User.
3. Search for the member’s name, using either last name, username, or email.
4. When you have found the person’s name, click on the checkbox to the left of the name, and click Submit.
5. Repeat steps 3 and 4 for each person you want to add. (This only works for those who are already in the BYUI system.)

Bishops and Stake Presidents are able to request wireless access while on campus. This would enable a leader to access the internet through any web-enabled device such as a laptop computer, smartphone, iPod Touch, etc. For example, a leader could have a laptop computer on his desk on Sundays and be able to access such helpful resources as:

• Ward / Stake I-Learn sites
• Online site for approving ecclesiastical endorsements
• Missionary Online Recommendation System
• Online Directory of Church Leaders and Organizations
• Ward Picture Directory / Ward Management site
• Beta site for new LDS wards and stakes functionality
• Gospel Search / General Conference talks on lds.org
• A PowerPoint or other visual aid for teaching an interviewee or group

To request an account for wireless access, send the following information to Arlen Wilcock at wilcocka@byui.edu:

• Name
• Ward/Stake
• Calling
• Phone number
• Email address

Note: Church policy prohibits the transmission of MLS data across a wireless link. The MLS application must remain on desktop units that have been granted access through wired means and not placed on laptops where accidental transmission may occur.

FERPA (The Family Educational Rights and Privacy Act of 1974) is a Federal law that protects the privacy of student education records. This act would prevent you from distributing ward lists and picture directories generally to all members of your ward. However, there is a way to distribute ward lists and still comply with FERPA. If you obtain permission from the students to use their information, then it is not a violation.

Here is how one ward chose to obtain permission to include student information: At the beginning of each semester, the ward asked each new ward member to fill out a student information sheet which asked for name, address, phone number, etc. At the bottom of the form was a checkbox which said: “□ Check this box if you do not want your personal information included in ward lists and directories.” If a student checked the box, the ward would simply remove that student’s information from the lists.

More information about FERPA:

What does FERPA actually say? Is disclosure of student information totally forbidden?

Schools may disclose, without consent, “directory” information such as a student’s name, address, telephone number, date and place of birth, honors and awards, and dates of attendance.

But, the school must allow the students to opt out.

However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them.

And how do you do that?

Schools must notify parents and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in an email bulletin, student handbook, or newspaper article) is left to the discretion of each school.

The rules apply to colleges and universities as well as to elementary and high schools except that if the student is 18 or older, the parents are no longer part of the equation.

These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level.

But all of this hinges on the consent of the student. If a student opts out, simply leave him/her out of the directory. The regulations are clear: unless a student requests to opt out, he/she may be assumed to have agreed to participate.