L3 Units - How to Create Instances

This document walks you through how to create a new instance in CSIS‑2. It covers each step—from opening the curriculum to setting up fees, dates, registration options, Canvas shells, and program staff. You’ll also learn optional steps for categories, CEUs, sponsor fees, venues, and accommodations. The process ends with submitting the instance for review and generating the CRI PDF that you send to CERC for registration set-up if registration is required.

Step 1: Create a New Instance

  • Go to CSIS-2 and log in with your NetID.
  • Use filters or search bar to find the program you want to create.
  • Click on the blue plus sign next to the curriculum number.

Headers labeled "Curriculum" with a row of icons beneath it. A plus icon inside a circle is highlighted with a red outline, positioned between a dollar sign icon and the text “0000-C-PDAS.”

  • A pop window will appear with the instance name filled in with the name that was in the curriculum.
  • In the Create Instance window
    • Enter the four-digit instance number.
    • Select fiscal year.
    • Select department.
    • Select course type (usually public)
      • Public are open enrollment classes
      • Private are custom training classes
  • Click the blue "Create" button. This will bring you to the new instance's details page.

Pop-up box titled “New Instance for 0000-C-PDAS” with multiple fields. The “Instance Name” field contains “Trauma-Informed Leadership.” The “Instance Number” label is highlighted, with a value of “0001.” Additional fields include “Fiscal Year” set to “FY 2025,” “Dept” set to “LMOW,” and “Type” set to “Public,” each with a dropdown arrow icon circled. At the bottom right, “Cancel” and “Create” buttons are shown, with the “Create” button outlined.

Step 2: Edit Title Box

  • Click blue "Edit" button in title box.

Title box labeled as Section titled “NetID Provisioning” displaying details for “0000-C-PDAS-0000-26-PROJ.” Fields show “Type: Public,” “Department: PROJ,” “Delivery Type: No delivery types selected,” and “Evaluation Overall Rating.” An “Edit” button in the top-right corner is highlighted.

  • Check the box next to the appropriate delivery type for the class

Section labeled “Delivery Type” with a list of checkbox options, including “In-person,” “Hybrid,” “Live online,” “Self-paced,” “Group-paced,” and “EdX.” None of the checkboxes are selected. Below the list is a text entry field, and at the bottom right are “Cancel” and “Save” buttons.

  • Click the blue "Save" button.

Step 3: Dates

  • Navigate to the "Dates" section.
  • Click the blue "Edit" button
  • A calendar will appear.
  • Select the month by using the arrows or the drop down menu
  • Click on the dates the class will take place.
  • If the course is a start anytime or runs over a period of several weeks, you can just select the start and date of the class.

Date picker showing September 2024 with the 4th and 5th selected on the calendar. The month “Sep” and year “2024” dropdowns are highlighted. Below the calendar, time fields are shown with “Set all Times” highlighted, along with start time set to “9:00 am” and end time set to “12:00 pm.” A row below shows an entry for Thursday, 9/5/2024 with options to select start and end times.

  • Across from each date you can select start and end times.
  • If all days have the same start and end times, you can use the top time filters and select "Set all Times" to fill in times for all dates. 
  • Click the blue "Save" button.

Step 4: Fees & Discounts

  • Navigate to Fees & Discounts section
  • Click on the blue "Add Fee" box in the top right corner.

Section titled “Fees & Discounts” with a subheading “Fees.” An “Add Fee” button is displayed on the right side.

  • Enter:
    • Amount
    • Fee Description (for example, Standard or Government)
  • Click the blue "Save" button.

Edit view for entering fee details with the “Amount” field highlighted showing “489,” and the “Fee Description” field highlighted showing “Standard.” Below are several unchecked options including “morning breaks,” “scheduled lunches,” “afternoon breaks,” “course materials,” and “book,” along with fields for additional entries. At the bottom right, “Remove,” “Cancel,” and a highlighted “Save” button are displayed.

  • Add Discounts (Discounts would include early bird prices, promo codes, etc)
  • Click add discount.
  • Select the discount type
    • Early bird
      • Percentage off
      • Expiration date
    • Promo code
      • percentage off
      • Promo code label
      • Expiration date (optional)
  • Click the blue "Save" button once all information has been entered.
  • After saving, you should see the discount information listed. If it is not present, try refreshing your screen.

Discount edit view with “Discount Type” set to “Promo Code Discount.” The “Promo Code discount” option is selected, and “Percent Off” is checked with a value of “20.” Fields for “Promo Code” showing “Learnwith UW20” and “Expiration Date” showing “08/01/2025” are highlighted. At the bottom right, “Remove,” “Cancel,” and a highlighted “Save” button are displayed.

Step 5: Sponsor Fees (optional)

  • Most likely not needed. This is where you can add in organizations/companies you need to invoice. Usually good for custom training. Skip to “Registration Basics” if this field is not needed.
  • Click the blue "Add Sponsor" button on the right hand side.
  • Enter fee amount in "Fee" field.
  • Select organization by typing in Organization's name and selecting from the drop down, If the organization you are looking for doesn't appear, see how to add organization & affiliate. [insert kb doc for add org & affiliate]
  • Select individual by typing in individual's name who should be the bill to contact. If the individual's name does not appear in the drop down, see how to add organization & affiliate. [insert kb doc for add org & affliate]
  • Click the blue "Save" button.

Sponsor fee edit view for entering fee details with fields labeled “Fee,” “Select Organization,” and “Select individual,” each highlighted. The organization field displays “Trane Technologies | Trane University - Service Campus 213 20th S La Crosse WI 54601,” and the individual field shows an email address. A “Note” field appears below. At the bottom right, “Remove,” “Cancel,” and a highlighted “Save” button are displayed.

Step 6: Registration

  • Only needed if using CERC for registration. Otherwise you can skip to LMS Spaces.
  • Click the blue "Edit" button in the "Registration Basics" field.

Dates

In-person program

  • add date for onsite check-in
  • select time from drop down menu for onsite check-in

Registration edit view section titled “Dates” with fields for “Onsite Registration Date/Time” and “Registration Through.” A dropdown below shows a selected time of “7:30 am,” while the other fields are empty.

All Programs

  • Add the date for Registration Through.

Options

  • Check the appropriate boxes
    • Registration Required is to let CERC know that individuals have to register for this class.
    • Waiting List lets CERC know that you would like to have individuals added to a wait list once maximum enrollment has been met.
    • Ongoing lets CERC know that registration doesn't close for this event. Usually used for start anytime classes.
    • Full payment in Advanced Required lets CERC know that individuals have to pay the full fee at time of registration.
    • Down payment Required lets CERC know that a partial payment is needed at time of registration. When selected there will be a field to add down payment amount.

Section titled “Options” displaying a list of checkbox settings. “Registration Required,” “Waiting List,” and “Full Payment in Advance Required” are checked, while “Ongoing” and “Down Payment Required” are unchecked. A “Jump to Save/Cancel” link appears on the right.

Enrollment Notifications

  • If you want someone copied on confirmation emails when some registers, check the box for "Request New Enrollment Confirmation".
    • If checked, add the email of the individual you want copied on confirmation emails into the "New Enrollment Notification Email" field. (Only one email can be copied on confirmation emails).
  • Add information you would like added to the confirmation email in the "Registration Confirmation Email" field.

Section titled “Registration” showing “Enrollment Notifications” settings. The option “Request New Enrollment Confirmation” is checked. To the right, the “New Enrollment Notification Email” field contains “emma.bailey@wisc.edu.” Below, a larger text box labeled “Registration Confirmation for Email” includes a message about the class being held via Zoom. A “Jump to Save/Cancel” link appears on the right.

Instance

  • In the Maximum Enrollment field add the number of learners allowed for the class.
  • Instance Full you can skip. This is used for website functionality only.
  • Add information about the cancellation policy in the "Cancellation Policy" field.
  • Registration System drop down select "UW Registration"
  • Notes for Registration is where you can add additional information that you would like to capture from learners at time of registration or if there are additional details that CERC needs to know about the class.
  • Current Course Information field is where you can add a link to the program website.

Section titled “Instance” with fields for “In-Person Maximum Enrollment” and “Online Maximum Enrollment,” both empty. Checkboxes for “In-Person Instance Full” and “Online Instance Full” are unchecked. A “Cancellation Policy” text box appears below. The “Registration System” dropdown is set to “CERC,” followed by fields for “Notes for Registration” and “Current Course Information,” both empty.

CERC

  • CERC Reg External ID is for the event ID that comes from CERC's registration system. This should automatically populate with the event ID.
  • Click the blue "Save" button.

Skip Certificates

Step 7: Categories

  • Only needed if using this for filtering and reporting. Otherwise skip to Credits.
  • Click the blue "Edit" button on the right-hand side.
  • Check the box next to the category you want the course associated with. 
  • If you do not have categories listed, see How to Add Categories. [Create and add KB link]
  • Click the blue "Save" button.

Section titled “Categories” with a list of checkbox options. “Leadership, Management & Workplace Skills” and “Leadership and Management” are selected, while other categories such as “Distance Education Professional Development,” “Courses,” “Custom Contract LMOWS,” “Diversity and Inclusion,” “Project Management,” “Leadership Webinar,” “Behavioral Health,” “Ethics and Boundaries,” and “Grief and Loss” are unchecked. A red arrow points toward the “Leadership and Management” option.

Step 8: Credits

  • Only needed if you are providing CEUs for learners after successful completion of program. Otherwise skip to LMS Spaces.
  • Click the blue "Edit" button.
  • Check the box for the CEUs you would like to offer and add the number of CEUs provided.
  • If you need to add more CEUs or update CEUs, see How to add CEUs. [Create and add KB link]
  • Click the blue "Save" button.

Section titled “Credits” showing a list of credit options with checkboxes and numeric fields. “Instr_Hours” is checked with a value of “6,” and “CEUs (UW)” is checked with a value of “0.60.” Other options including “APA,” “ICF-CCE,” “SHRM-CP,” and “WIDSPS-LPC” are unchecked and display values of “0.”

Step 9: LMS Spaces

  • This is where you create your Canvas shell and once setup this will allow registrants to receive the "Get Started" email to setup their NetID after they register or are added as a participant in the instance that is being created.
  • Click the blue "Add LMS Space" button.
  • Either
    • Create a new Canvas space, or
    • Link an existing Canvas course (recommended for start anytime repeating classes)

Section titled “LMS Spaces” with fields for “Add New LMS Space,” showing “0004 Example Instance CISIS 2,” and “Add Existing LMS Space,” with placeholder text prompting entry. Additional fields include “Access End Date Default” and “Number of Access Days,” both empty. An “Add LMS Space” button appears in the top right, and “Cancel” and a highlighted “Save” button are located in the bottom right.

Optional end dates

  • Access end date is the date you want the learners removed from Canvas.
  • You can also use the end date in the Canvas settings.
  • The difference between Canvas settings and CSIS access end dates:
  • Canvas settings removes access to the class and learner remains on Cavnas roster.
  • Access end date in CSIS, removes the learner from the Canvas roster.
  • Number of Access Days are the days the learners have form time of registration to complete the course. This is useful for start anytime classes to have learners automatically removed from the class.
  • Click the blue "Save" button.

See Lifelong Learner Enrollment Process for a public description of the registrant's experience of setting up their NetID.

Step 10: Program Staff

  • This section is where you add individuals who are associated with the course. Think of Developers and Coordinators as staff and instructor as instructor.
  • Developer and coordinators are used for reports and filtering purposes.
  • Developers, Coordinators and instructors will need to be in CSIS in order to add them.
  • Developers and coordinators will need to have the "login" permissions in order to add them as staff.
  • Adding an instructor is used for the following:
  • Notifying CERC who the instructor is for the class.
  • Setting up a NetID if the instructor doesn't have one.
  • Adding instructor to the Canvas shell.

Instructions to add staff

  • Click the blue "Add individual" button.
  • Start typing name of individual in the "Select Existing Person" field.
  • Select name from drop down.
  • Click the blue "Save" button.
  • If you are unable to find the person you are looking for, you may need to add them to the directory in CSIS. See Add Individual.

Field labeled “Select Existing Person” with “Liz Nagel” entered. Below, a result displays “Liz NAGEL | liz.nagel@wisc.edu | 21N PARK ST MADISON, WI 53715,” with a note indicating “Showing top record.”

Step 11: Venue & Accommodations

  • The venue section is used for registration, filters and reporting. If not needed, you can go up to the "Status" section and click submit. 

How to add venue

  • Click the blue "Add Venue" button.
  • Start typing the name of the venue in the venue field. For an online program type in "online".
  • Select the venue from the drop down.
  • Click the blue "Save" button.
  • If the venue you are looking for does not exist, see How to add organization.

Section titled “Venue” with a text field containing “online.” A button labeled “Add Venue” appears in the top right. At the bottom right, “Remove,” “Cancel,” and a highlighted “Save” button are displayed.

How to add accommodations

  • Click the blue "Add Accommodation" button.
  • Start typing the name of the accommodation in the accommodation field.
  • Select the accommodation from the drop down.
  • Click the blue "Save" button.
  • If the accommodation you are looking for does not exist, see How to add organization.

Step 12: Status

  • Go back to top of instance in "Status" section.
  • Click the blue arrows facing away from each other.
  • Click the blue "Submit Draft for Administrative & Marketing Review" or you can leave in Draft status. 

Status section showing “Status: Requesting Approval.” In the top right corner, an expand icon is highlighted.

Step 13: Create CRI (only if using CERC for registration)

  • At top of instance, click on the blue letters CRI URL to open the Course Registration Information page.
  • To create a pdf to send to CERC, right click, select print
  • Save as pdf
  • Click "Save"
  • The file folder will open
  • Open folder you want file saved in.
  • Click "save".

Toolbar with buttons labeled “Remove Instance,” “Move Instance,” “Sync UW Reg Data,” and “Update Website (Disabled).” On the left, a label reading “CRI URL” is highlighted.


Keywords:
L3 setup set up LMS Space creation canvas shell 
Doc ID:
147106
Owned by:
Liz N. in Lifelong Learner to LMS
Created:
2024-12-19
Updated:
2026-05-21
Sites:
Lifelong Learner to LMS (L3)