Assigning Training

GENERAL INFO

NOTE: This option doesn't apply to Trainers Edition learning centers.

WHERE:

Assigning is done via the REGISTRAR role.

Optionally, the MANAGER role can also assign training if that option has been enabled in REGISTRAR / Settings / Features Control / Staff Roles / Manager: “Able to assign training” option is turned ON. Note: That enables ALL people with a Manager role to assign, withdraw, change module settings, change certificate destinations, etc.

WHAT YOU CAN DO:

Assign modules individually, or multiple modules at a time, or groups of modules (“Curriculum”).
Manually re-assign a module(s) as recurrent training. (Auto-Recurrent settings are in the Module’s Schedule).
Withdraw student(s) from unfinished module(s).
Archive module(s) which no longer need to be showing, but you need to retain records of.

NOTE: Modules can contain course content, exams, review questions, and surveys - in any amount, in any order, or any part by itself.

A group of modules is called a ‘Curriculum’. You can also assign Curriculum(s), which simply assigns a group of modules at the same time.

TO WHO:

All online training is is assigned only to STUDENT role users in the system. No other role can access training. If someone is in the system but does not have a STUDENT role and you want to assign them some training, the REGISTRAR needs to assign that person a STUDENT role.

You can assign training to an individual Student, to multiple Students at one time, or to groups of students (“Student Groups”).

ASSIGNMENT OPTIONS:

When you assign module(s), you can:

Set a DUE DATE (a date by which the Student is told to complete the module by)

DELAY the assignment to a later date (set a date in the future for the system to assign the training)

NOTIFY the student via email they have been assigned training. You can set a schedule for these notifications with options for repeating.

NOTIFY the Manager of the Student Group the Student is in that the Student was assigned training. You can set a separate schedule for these notifications with options for repeating.

NOTIFY other individuals via email that the Student was assigned training.

NOTE: EXPIRY DATE is the date the training is valid until after being completed and is set in the MODULE SCHEDULE by the Registrar and applies to the entire module regardless of who it is assigned to or when. Typically, a module is set to expire after 1 or 2 years.

DUE DATE is the date the Student is expected to complete the assigned Module by. This is typically within about 60 days from when the module gets assigned. This is set during the module assignment process.

HOW TO

ASSIGN MODULE(S) TO A SINGLE STUDENT:

Click ‘ Users’ tab on left, then click the ‘Students’ tab.

Find the Student you want to assign training to, click the white ‘Assign Training’ button.

Here, you should see the student automatically selected. If you want to assign more students, simply select them from the list. Click “Continue”.

"Available" page shows all the modules which that Student does NOT yet have assigned to them. If you do not see a module here that should be, that means it is already assigned to that student. If you want to see those assigned modules on this page, you can turn ON the “ Show Assigned” option toggle near top of page and those assigned modules will appear in greyed-out form.

“ Assigned” page shows all the modules the Student has assigned to them currently. These include modules which:

have an advance ’Available Date’ set
the Student has not yet started
the Student is currently in
the student has completed

In the ‘ Available’ tabbed page, click on the blue Plus sign icon for each module(s) you want to assign now. Note that if you have a lot of modules, you can scroll down within that section. If you want to assign a Curriculum (group of modules), go down the page to the Curriculum section and click the blue Plus icons (you can see what modules are in any curriculum by clicking the eyeball ‘Preview’ icon).

Once you have selected all the Modules and Curriculums you want to assign that student, click the blue ‘ Next’ button at bottom of page.

If you do not want the student to be assigned this until a later date, click in the 'Available' calendar picker fields and select the date you want the system to assign on. Usually, this is left blank.

If you want to set a Due Date that this training needs to be completed by, click in the ‘ Due’ calendar picker and select the Due Date.

Then, if you want the student to get email notifications that this training is coming due, turn ON the toggle. Select when you want the email notifications to start (typically 2 - 4 weeks) and how many days apart you want that repeated (typically 3 - 5). The notifications will end when the Student has completed the module, or on the Due Date, whichever occurs first.

If it starts getting close to the Due Date, you may want to also notify that Student’s ‘ Manager’. This is typically set to start just a few days before the Due Date.

You can also add custom email notifications. These would typically be a training records or admin person, or a safety manager, or a supervisor (who is not set up with a ‘ Manager’ role).

NOTE: When you turn on the notification for ‘Manager’, the notification will be sent to EVERY person with a Manager role who is set as Manager of a Student Group, for EVERY Student Group the Student is in.

When done, click the blue ‘ Next’ button. This takes you to the ‘Training Summary’ page.

First, check the Student Name at the top of this page to make sure you are assigning to the correct person.

Then check the list of module(s) and/or curriculum(s) you are assigning in the ‘ Assignment Summary’ section.

There are two check boxes for sending an immediate email notification of the training assignment(s). Typically, you would notify the student. Optionally, you may want to notify the Manager. Same as above, that will go to ALL of the applicable Manager role users for those Student Groups the Student is in.

You can also add email addresses for any additional Custom Recipients of this assignment notification email.

If the Registrar has set up custom Email Template(s) in Settings, you can choose it here. If you wish to see what the email will look like, you can click the eyeball Preview icon.

The ‘ Optional Message’ is rarely used, but whatever you type in here will be added to the notification email. Typically it is something like “This training is a mandatory requirement by law” or “Completing this training on time is a condition of your employment.”

You can click the checkbox for ‘ Include Username/Email Address’ in this notification email, which is helpful for seasonal workers or those who may not have signed in for a long time, or those for whom this is their first training assignment.

NOTE: You can not send them their password here. The only time you can send a Student their password is during the initial enrollment of them in the system. At that point, the password becomes encrypted and nobody, not even the system, can see what it is.

You can add an ‘ Attachment’ to this email. This may be a workbook, practical exercise worksheet, or whatever you like. This is rarely used.

Now CHECK OVER this page to make sure it is all correct, then click the blue ‘ Submit’ button, and you will then be taken to that Student’s ‘Assigned’ page so you can check to see that training got assigned. Optionally, if you want to continue on to assign training to another Student, click the ‘Submit and Next Student’ button, which takes you to the ‘Students’ list page.

For the following options, please refer to the Help section on ASSIGNING TRAINING: Recurrent, Withdrawing, Archiving, Re-Assigning.

HOW TO

ASSIGN TRAINING TO A STUDENT FROM MODULE SECTION:

In the Content Section, find your module and click on your module. Then, click on the “ Assign To Student” button.

Form the “ Assign Training to Multiple Students” section, select the students you want to assign. Click “ Continue”.

In the Assign New Training section, you should have your module automatically selected. You can add multiple Modules if you like.

For details about this section, refer to the Assign Module section in this document.