VMWare IT Academy - How to Create a Class, and Add Instructors and Students

Overview

Distribution of VWWare for Students is delivered via the IT Academy.  Students can download software and work toward certifications.

Instructions

Setting up a new Course

VMWare IT Acadamy has a good Youtube channel that I'd recommend you subscribe to VMware IT Academy - YouTube

Below I'm attaching the video related to this KB

• Navigate to https://itacademy.vmware.com/ 
• Click the Instructor/Admin Login in the top right of the screen
  • Username: softwareadmin@saultcollege.ca
  • Password: {in KeePass}

• Click the Green Login Button

• Click the blue Manage My Account > button

• To get started click green button Create a class list

• Class List Name {You can make as many classes as you wish, based on the number of subscriptions available}
• Select the IT Academy Program offerings the faculty member wants to include with their course
• Subscriptions Remaining {Once a subscription is used it can't be recovered}
  • Subscriptions (or Instructors/Participants) will be selected on the next screen
• Click the green Add button at the bottom of the screen when ready.

• Confirm your course setup on the next screen

Adding an Instructor

VMware It Academy Brightspace Admin Guide - Resource from vendor's website on adding students/instructors

The next step is to add an Instructor(s) to the newly created course.

• Click the green button Add Instructor

• On the next screen you will be asked to add both "instructors and Institutional Support Contacts (...for seamless and direct platform support)"
• Click the green button Add Instructor
• See below for the Institutional Contact information.  I've included our registration form for future reference.
  1. Software Admin
  2. Randy Riauka

Adding the Institutional Contacts and Instructors (Faculty Members)

Now that you've clicked Add Instructor button fill out the form for both Institutional Contacts

• First Name
• Last Name
• Email Address
• Click the green Add button

• At this point you should have received a list of faculty members, via the ticket, who will be using this course, make sure to add them as well.  You can always modify the course as needed later, but remember any used subscription can't be reclaimed.
• At the bottom of the screen you will now see the added Instructors.

Building a CSV with students

If you have many students to add build a CSV using this instructions.

Using Powershell in on vmssah01p use the below code to.  

You will have to

1. replace the $VMWareCourses variable with the correct codes
2. Update the Out-File Path in your session and create the folder VMWareStudents

# Before running the below Code you will have to replace the $VMWareCourses variable with the correct codes
# and update the Out-File Path in your session and create the folder

$VMWareCourses = @("csd12201", "csd012201")
ForEach ($VMWareCourse in $VMWareCourses) {
    $VMWareStudents = get-ADUser -Filter * -Properties * -searchbase 'OU=Users,OU=Student,DC=saultcollege,DC=ca' -searchscope onelevel | where {$_.Description -like "*$VMWareCourse*"}
    
    Write-Host "The below students are from the course : $VMWareCourse"
    write-host $VMWareStudents.name
    
    ForEach ($student in $VMWareStudents) {
        write-host $student.UserPrincipalName +","+ $student.GivenName +","+ $student.Surname
        $student.UserPrincipalName +","+ $student.GivenName +","+ $student.Surname | out-file "C:\Users\its200005\Desktop\VMWareStudents\studentlist.csv" -Append -force
    }
}
 

This script first defines an array of the course names. It then loops over each course in the array, getting the list of students in the current course and printing their names. For each student in the list, it prints the student’s UserPrincipalName, GivenName, and Surname, and adds these details to the ‘studentlist.csv’ file. The ‘-Append’ flag is used to add the student to the end of the file, and the ‘-force’ flag is used to create the file if it doesn’t exist. If a student is in both courses, they will appear twice in the list. If you want each student to appear only once in the list, you’ll need to add some additional logic to check for duplicates. Let me know if you need help with that! 😊

This script first defines an array of the course names. It then loops over each course in the array, getting the list of students in the current course and printing their names. For each student in the list, it prints the student’s UserPrincipalName, GivenName, and Surname, and adds these details to the ‘studentlist.csv’ file. The ‘-Append’ flag is used to add the student to the end of the file, and the ‘-force’ flag is used to create the file if it doesn’t exist. If a student is in both courses, they will appear twice in the list. If you want each student to appear only once in the list, you’ll need to add some additional logic to check for duplicates. Let me know if you need help with that! 😊

 

Importing Student by copying from the above CSV into the Console

First you need to build the CSV (See building a CSV with students) section above

Now you need to import the CSV

Open the CSV, all students should be in column one and in the format of email@saultcollege.ca,Firstname,Lastname

In the Class List you are working on click the Add Student button

Copy and paste the contents of the CSV into the below field

Click the green Add button

All student will now be added to the Not Invited Participants section on the website

Inviting Participants

• Select the users you want to officially enroll into the course {click the Select All check box below Account Type on the far right side of the screen}.
• Click the green Invite Selected Participants button.
• You will be asked to confirm your enrollments.  At this point they are warning you that a subscription will be used, but only for new students.
• If you are happy with the info click the green Confirm Invite button, then wait a bit...

• These Potential Instructors will now be moved to the Invited Participants section

Importing Student via a CSV (This didn't work the first time I tried - Need to work on this more)

First you need to build the CSV

Now you need to import the CSV

Click the Choose File button to locate and Upload to the environment

 

What the Instructor/Participants will see

• At this point the Instructor\Participant will need to check their email and click on the Click here to login or register an account to proceed link.

• If the user is logged in they will be brought to the VMWare webpage and asked to click the green button Click here to redeem

• After clicking the button you will receive your confirmation.

Back in the Class List:

IT Testing Class you will now see that the Invited Participant has been moved to the Enrolled Participant Status

 

Preparing for a new Semester

First, click on the class you want to delete

Clear the students out from previous semesters

Under Enrolled Participants select all students to remove

Click Remove Selected Participants

THIS IS PENDING... Email sent to Vendor.