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[onQ Support]

Qerberus Documentation for Admin

Accessing Qerberus

Access Qerberus from onQ

To access Qerberus, your course management tool, go to the My Home page in onQ and find the Qerberus widget.  

Qerberus Widget

Here you will find the link to the Qerberus tool.  The tool is secure but you will not need to log into Qerberus because you will have already logged into onQ

Welcome to Qerberus, a course management tool.

Upon accessing Qerberus, you will be prompted to confirm your consent for the application to access your login information. Note that checking the ‘Do not ask me again for this application’ box will prevent this prompt from appearing the next time you access the application.

Click the Continue button to proceed. 

Application Access

Once you are logged in to Qerberus, you will see your Dashboard. This page displays any courses to which you are enrolled, under the My Courses heading.

The My Courses table provides the following information:

  1. The course name.
  2. The course start date (if applicable – see 'Set a Course Start Date and End Date')
  3. The course end date (if applicable – see 'Set a Course Start Date and End Date')
  4. The course Active status, whether 'Active' or 'Inactive'.

Dashboard

  1. The 'Information' column displays the following information:
  • Whether the course has enrolments set up (Has Enrolments/No Enrolments)
  • Whether the course has an ARES course associated with it (Has ARES Course/No ARES Course)
  • Whether the ARES course has been synced (i.e., users added)

The left sidebar displays the ‘My Courses’ (6) and ‘My Enrolments’ (7) menus.  

From the ‘My Courses’ menu, you can create a course in onQ.  

From the ‘My Enrolments’ menu, you can add enrolments to a course in onQ. ** 

**Please note, only those in AdministratorSub Administrator, or Primary Instructor roles have access to the 'My Enrolments' menu in Qerberus. 

The ‘Help’ (8) button will open the onQ Support site in a new browser window.

The ‘Dashboard Refresh’ (9) button will refresh the Dashboard, so that your most recent course creations and enrolments will show in the table.

The ‘Missing Enrolments’ box (10) advises you that at least one of your courses does not have enrolments set up. Any such course will display a red ‘No Enrolments’ flag in the ‘Information’ column.

The search box (11) allows you to search for one of your created courses; entering the course code and/or course name into the search field will automatically sort any relevant results. 

Create a Course (Academic)

You can start the course creation process in one of two ways:

  1. Click the Courses button in the left sidebar, then select Create a Course(1)

or

  1. Click the Create a Course icon (+) at the top right of the screen. (2)

Dashboard

3. Select the Program

Select the Program to which your course belongs. Programs are listed in alphabetical order.

Program List

4. Enter Your Course Code and Course Name

The Course Code consists of four letters (e.g., CHEM, PSYC, PHIL, CISC, etc.) and a three-digit number.

The Course Name should match that which is listed in PeopleSoft/SOLUS.

Course Code and Name Fields

5. Select the Primary Instructor

This dropdown list will be automatically populated with the names of any instructors associated (in PeopleSoft) with the course code you entered previously. If an instructor’s name is not appearing in the list, please contact your department and/or PeopleSoft to arrange for their name to be added to the course records.

Primary Instructor list

6. Select a Semester

From the dropdown list, select the semester in which the course will run.

Semester List

7. Clone an Existing Course (Optional)

Choose this option if you wish to copy content from another course. Note, only courses for which you are the instructor of record will appear in the dropdown list.

Clone Existing Course

8. Create a Test Student for Your Course (Optional)

(If you do not wish to have a Test Student in your course, simply uncheck the Create Test Student box and proceed with the course creation process.)

Test Students appear in the Classlist (in onQ) and allow you to experience a course from a student’s perspective, by using the Impersonate feature in onQ.  For instructions on how to use this feature, click this link.

This function can be useful either when developing a course (before it is active), in ensuring that all of the elements of the course (content, assessments, discussions, groups, etc.) are functioning correctly, or while a course is running, to test any issues that may be reported by students.

Use the (+) and (-) buttons to select the number of test students (up to 100) you require for your course.

In the Email for Test Students field, enter an email address to be associated with the Test Student(s) in the course. This is the address to which any communications from within the course (e.g., emails from Classlist, notifications, etc.) will be sent. Please note, if you create more than one Test Student, the same email address will be applied to each of them.

Test Student Field

**How many Test Students should you create?

If you simply wish to view the course from a student’s perspective from time to time, one Test Student will generally suffice.

If you would like to do more extensive testing with the functionality of Groups in a course, creating several Test Students can facilitate that.

 

9. Set a Course Start Date and End Date

These dates determine when your course will become ‘active’ (Start Date), or visible to students, and when the course will return to being ‘inactive’ (End Date), or invisible to students.

Please note, these dates are not a required setting at this stage. If you do not set a start and end date now, the course will simply be created in the default ‘inactive’ state.

**You can set start and end dates at any time within onQ, in the Course Offering Information section.

Start and End Date Fields

10. Choose Where to Create Your Course

These two checkboxes determine whether you will create your course in onQ, in Ares (eReserves), or in both. 

Choose where to create your course

11. Canadian Copyright Law and Queen’s Fair Dealing Policy

**Please note, as Administrator for a course, it is your responsibility to pass along this agreement to the instructor of record of the course, so that he/she can sign it and keep a copy for their records.

Check the box to agree to use onQ in accordance with Canadian Copyright Law and the Queen’s Fair Dealing Policy

Queen's Copyright

12. Completing the Create a Course Process

 Click the Create Course button. If you have filled out all of the required fields, you will see a message confirming the successful creation of your course, and giving you the choice of creating another course, or adding enrolments to the course you have just created.

Course Created Successfully

 If any required field is left blank, you will receive an error message, indicating which fields must be completed in order to finish the process.

Problems with the Form example

 

Adding Student Enrolments (Academic)

Note: A Primary Instructor must be listed for the course in PeopleSoft before enrolment codes become available in Qerberus.

Students are added to onQ courses by attaching enrolment codes to a course (This is recommended for all standard academic courses). These codes are used by the automated enrolment script to populate courses with official PeopleSoft/SOLUS student enrolments. 

(Note: Enrolments added by this method will not appear in the course immediately; they will be loaded overnight and will appear in the course the following day.) 

To attach enrolment codes to a course:

1. Click the Enrolments menu on the left sidebar, select My Enrolments (1), then click the + Add Enrolments (2) button

My Enrolments

2. Selecting Your Course

 Use the Course Name dropdown menu to select your course.

Course Name Example: MTYC 100: My Test Course

3. Selecting the Enrolment Code(s) for Your Course

Enrolment codes are made up of five pieces of information:

  1. Course Code
  2. Course Number
  3. Course Section Number
  4. Semester Code (Fall = 9, Winter = 1, Spring/Summer = 5)
  5. Session Number

Course Code Example: MTYC_100_001_1_1

 Use the Enrolment Code (PeopleSoft) field to locate and select the correct enrolment code(s) for your course. If you accidentally click the wrong enrolment code, hold down the CTRL key on your keyboard and click the code again. This will clear the selection.

Enrolment Code menu

**Please note, if your course has several enrolment codes (e.g., several different sections), you can multi-select these codes by holding down the CTRL key on your keyboard, while clicking each code.

**If you do not see the correct enrolment code(s) for your course, it is possible the course has not yet been registered in PeopleSoft.  In that case, contact your department to inquire about when this will be done.4. 

4.  Activating Automatic Adds and Drops

The Activate Automatic Adds and Activate Automatic Drops checkboxes allow for the automatic synchronization of course enrolment data in PeopleSoft to your course in onQ.

This means that as students are added to or dropped from your course in PeopleSoft, an automated enrolment script that runs each morning (around 5am) will make the corresponding changes to the course in onQ.

Please note, if you do not check these boxes, new adds and/or drops in PeopleSoft will not be reflected in your course in onQ. 

5. When finished, click the ‘Save Changes’ button.

IMPORTANT:

  •  In order for a course in onQ to be populated with students, the correct enrolment codes must be associated with it in Qerberus.
  •  These enrolments will not appear in the course immediately; they will populate the course during the overnight sync and will appear in the Classlist the following day.

Create a Course (Non-Academic)

Creating a Course

When creating a non-academic course in Qerberus, you can follow the procedure for creating an academic course, with a few exceptions:

  1. Selecting a Program
    • From the drop-down list of available Programs, please select 'Community P'. 
  2. Selecting a semester: 
    • From the drop-down list of available semesters, please select 'No Semester'.  

Adding Enrolments

If you will not being setting your course up for Self-Registration, you have the option of using Qerberus to Bulk Import students into the course in onQ. 

  1. Click the Enrolments menu on the left sidebar, then select Bulk Import

 Bulk Import Selection

      2.  Select your course from the onQ Course dropdown list.

Course list

      3. Choose whether to enrol students to Sections or Groups. Sections are generally larger, and are essentially a way to divide and organize a large course, whereas Groups are smaller and are meant to facilitate work in groups, such as assignments, discussions, etc.

Sections or Groups menu

      4. Enter a name for the Section or Group to which you are enrolling the students.

Section name field

      5. Enter the NetID’s of the students you would like to enrol to the course. Note, you must separate each NetID with a comma.

NetID field

     6. Click the Enrol Users button.

Creating Groups and Sections

You can create Groups from PeopleSoft enrolment Sections or from Sections that you’ve created within an onQ course.

     1. From your Dashboard, click the course for which you would like to create groups.

     Dashboard

     2. A setup window will appear; click the Sections tab.

     3. Click on the green “Create Groups from this Section” icon, that corresponds with the Section from which you would like to create your Groups.

     Course Sections

     4. Decide how you would like the Groups to be split from the Sections. There are two options:

           a) By specifying a number of Groups (Sections will be split evenly into the specified number of Groups)

              Enrolment Type

         b) By specifying a number of members per Group (Groups of the specified number of members will be created)

             Number of members per group field

     5. Create a prefix that will be appended to a predetermined naming system.

“Group_1”, “Group_2”, “Group_3”, etc. will be appended to the end of your Group Prefix. 

For example, if you entered “Section 001 – “, (with a space on either side of the -) as your Group Prefix, your Groups would be named “Section 001 – Group_1”, “Section 001 – Group_2”, “Section 001 – Group_3”, and so on.

Split Section to Groups

      6. Click on “Split Section”.

 You will now see the following progress bar and pop up window indicating that your Groups have been created.

Groups being created progress barGroups have been successfully created

Your Groups have been placed within a new Group Category named “Groups Created from Sections”.

If you would like to edit the name of a Group or enrol or unenrol users, you can make these changes within the onQ course by going to “Communications” on the NavBar and choosing “Groups”.

Manage Groups