Recorded Webinar Process

Use the process below to plan, record, and share a webinar in the Virginia Learning Center (VLC).

Before the event

1.     Request course and event setup

• Email dsslearnersupport@dss.virginia.gov to request a course, event, or both.
• You will receive links to the required forms.
• This ensures a matching event is created in VLC for learner records.

2.     Get a course number

• Request a course number from the LTD eLearning supervisor.
• Share the course name and number with learners so they can find it in VLC.

3.     Update the course catalog

• The eLearning supervisor will update the course catalog on the Fusion website once details are ready.

4.     Notify learners

• Program managers should tell learners to:
• Register for the webinar
• Enroll in the VLC event

Important: Enrollment must happen before or during the event. Late (batch) enrollment is not available after the event.

During the event

1.     Set the recording start point

• Tell the eLearning team where the recording should begin.
• Start after housekeeping or general announcements when possible.
• This helps keep the final recording clear and focused.

After the event

1.     Share account details

• Send the webinar platform, date, and time to dsslearnersupport@dss.virginia.gov.

2.     Submit the recording

• Send the MP4 file or access details (Webex or Zoom) to the eLearning supervisor.
• Include the course title and description, if available.

3.     Provide resources

• Send all materials for the Resource tab.
• Files will be posted as PDFs.
• PowerPoint files will be converted to handouts with notes unless you request otherwise.

4.     Give editing guidance

• Provide timestamps for natural breaks.
• Recordings are usually split into 5–7-minute segments.
• Note any content to remove, such as introductions or Q&A.

5.     Finalize VLC setup

• The eLearning supervisor will upload and prepare the content in VLC.
• Work together to confirm whether the setup and resources are correct.

6.     Share the attendee list

• Send a list of attendees to dsslearnersupport@dss.virginia.gov that includes:
• First and last name
• Agency
• Email address
• This helps staff contact learners and complete enrollment in VLC.

Tip

Clear communication and complete information help learners receive credit on time and make the process smoother for everyone.