Education & Training | August 02, 2023
Resources for Course Administrators
The Texas Association of Counties (TAC) provides Texas local government employees with a free cybersecurity training course that fulfills the requirements of Texas Government Code § 2054.5191 each year. See more information on the website of the Texas Department of Information Resources (DIR), the entity to which organizations will need to report their compliance by Aug. 31 each year.
Organizations that enroll in TAC's course are required to designate at least one course administrator who will be responsible for adding users required to complete training to the training platform, removing users who no longer work for your organization, and serving as an internal resource for your organization's employees to ensure TAC's course is accessible to complete. Course administrators can use these resources for the most seamless experience.
Frequently Asked Questions (FAQs)
You will receive an email from firstname.lastname@example.org along with the rest of your organization's learners once TAC imports your organization's user list to the training platform. The invitation emails will be sent within two weeks of your county completing its enrollment, which requires the return of an enrollment form and a list of users to be added to the training.
Not a problem! An email address is not required for learners to access their training. To add a user without an email address, leave the email field blank, create a unique username, and set a password on the account for the learner you're adding without an email address. From there, you'll need to communicate to the learner that they may log in at tac.litmos.com with the username and password that you set for them to access the training since the email invitation won't be deliverable to an email address.
The Texas Association of Counties does not monitor, enforce or report course completion. The Texas Department of Information Resources (DIR) is the entity that enforces compliance with Texas Government Code § 2054.5191. Counties are required to report their completion to the Texas DIR by submitting this online form by Aug. 31 each year. Please contact the Texas DIR at TXTrainingCert@dir.texas.gov with any additional questions about compliance and reporting.
First, log in to the learning management system (LMS), which can be accessed at: https://tac.litmos.com/.
Course administrators will have two different portals – "Learner View," which will be used to complete your own assigned training, and "Admin View," which will be used to access completion reports for your organization's progress, as well as to make any changes to your organization's users (adding and removing users, resetting passwords, etc.).
Course administrators can toggle between the two views at any time by clicking the downward arrow next to your profile at the top-right of the screen and selecting either Switch to admin view or Switch to learner view.
When logged in to Admin View, click the People option in the menu toward the top of the screen. You will be shown a list of the people on your organization's team.
Click the red Add a new person button toward the right of the screen.
On the next screen, fill in the appropriate information for the user. Be sure to complete the First Name, Last Name, Username, Email and County fields.
Please be sure to use the person's email address as their Username – the email address should be entered in both fields. Ensure that the Send an email to this person with a link to log in box is checked and that the Disable all email notifications box is unchecked – these should be the default settings and probably will not need to be changed.
You will have to communicate login information directly to users who do not have an email address. Follow the steps from the previous section Add a New User to begin adding a new user.
On the "Add a new person" screen, leave the Email field blank, and uncheck the box next to Send an email to this person with a link to log in. Since there is not an email address to add in the Username field, you can create a unique Username for them. Be sure to take note of the Username so that you can communicate it to the user later.
Next, reset the password for the account. To do this, click People toward the top of the screen. You will be shown a list of the people on your team. Click the name of the user that you just added. You will then be shown their user profile page. Click Options toward the right of the screen, then select Reset password. Be sure to make note of their password so that you can communicate it to the user.
Follow the steps from the previous section Add a New User to begin adding a new user.
Complete the First Name, Last Name and Email (use the shared email address) fields. In most cases, users' Usernames are their email address. However, the system will not allow you to add multiple users with the same username, as a unique username is required for all users. So, for users who share an email address, you will need to use something other than their email address in the Username field.
It's recommended that you choose a Username that will be easy for the user to remember, for example, their first and last name ("FirstLast"), or the name of your county followed by the user's initials ("county- FL"). Each user will receive a separate email at the shared email address. Users should make sure that they are accessing the course through the email indicated with their name to prevent completing the course through someone else's account.
Please note: This should only be done when the user is no longer employed by the county and will not be required to complete the training mandated by Texas Government Code § 2054.5191.
To deactivate and remove a user from your county's team, log in to your dashboard and ensure you're in Admin View. Click People toward the top of the screen. You will be shown a list of the people on your team.
Click on the name of the employee that you would like to deactivate and remove.
Click the red Deactivate user button at the right side of the user's profile to prevent the user from getting future reminder emails.
Next, click on the Teams button within the user's profile, and then the little x next to the team name that you would like to remove the user from. Removing them from the team will ensure that incompletion by the user does not affect your completion reports.
To reset a user's password, log in to the dashboard and ensure you're in Admin View. Click People toward the top of the screen. You will be shown a list of the people on your team. Click the name of the person whose password you would like to reset.
You will then be shown their user profile page. Click Options toward the right of the screen, then select Reset password.
To change a user's information, such as a name or email address, log in to the dashboard and ensure you're in Admin View. Click People toward the top of the screen. You will be shown a list of the people on your team. Click the name of the person whose information you would like to change. You will then be shown their user profile page. When on the user's profile page, click Options toward the right of the screen and then select View. Click the pencil icon in the section of the information you would like to edit.
Make the appropriate changes to the fields you would like to change, then click the red Save button.
Use the reporting tab to access information about your team's activity and progress – click on Reports toward the top of your screen.
The easiest way to access information about your team is through one of the available Quick Reports, which can be found in a menu toward the right of your screen while on the Reports tab.
The Courses and People quick reports will be the most useful for monitoring your organization's progress. If you choose to use the Courses quick report, you'll need to click on the name of the course that you want to see completion for if there are multiple courses. Once you have selected the report, you can download it by clicking the red Download/Schedule this report button toward the right side of the screen.
To download an on-demand completion report:
Add a name for the download in the Title field so that you can easily find it later. Under Options, select Download. Under Format, select whether you want to download the report in CSV or PDF format. Click Run. The box will appear to let you know that your download has begun processing. The red "(processing)" text will disappear once your report is ready to be downloaded. Click on the name of the report under Created Reports. The report will then populate at the bottom of your screen or within the Downloads folder of your File Explorer, depending on your internet browser's settings.
To schedule periodic completion reports:
Add a name for the report in the Title field so that it's clear what you will be receiving at your email. Under Options, select Schedule. Next to "Email To", click select users to email. You will be presented with a list of team leaders assigned to your organization's team. Check the box next to the account associated with the email address where you would like to receive the completion reports, and then click Select. Under Frequency, select whether you want to receive the completion reports once, daily, every Monday, or on the first day of every month. Under Format, select whether you want the reports to be emailed to you in CSV or PDF format. Click Run.
Resend login email to an individual user:
From your course administrator dashboard, navigate to the People tab toward the top-left of your screen. You will be presented with a list of all users who are on your organization's team. Click on the name of the user to whom you would like to resend a login invitation email. Toward the right of the user's profile, click on Options and then Send login emails.
Note: If you are trying to resend a login email to a user who has previously logged in to their account, this option will not be present under Options. Instead, you should reset their password and have them log in at https://tac.litmos.com with their username and the password you set for them.
You will then be presented with a draft of the login email template. Click Send.
Contact TAC's Cybersecurity Training Support Team
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Submit a request by clicking the button above. You can also reach us by email or phone at (800) 456-5974.