Table of Contents Manage Training from Lookup Learners

Managing Training from Lookup Learners for Individual Learners

Table of Contents – ‘Manage Training’ from ‘Lookup Learners’ Open ‘Manage Training’ from Lookup Learners...... 2 Managing E-learning from ‘Manage Training’ for a Learner...... 3 Viewing E-learning Details on a Learner’s Lesson Plan...... 3 Steps to View E-learning Details on a Learner’s Lesson Plan...... 3 Assigning Modules to a Learner’s Lesson Plan...... 4 Steps to Assign Modules to a Learner’s Lesson Plan...... 4 Reassigning and Archiving Modules for a Learner...... 5 Steps to Reassign and Archive a Module for a Learner...... 5 Removing Modules from a Learner’s Lesson Plan...... 8 Steps to Remove a Module from an Individual Learner...... 8 Managing Lesson Properties for a Learner’s Lesson Plan...... 9 Steps to Manage Lesson Properties for a Learner’s Lesson Plan...... 9 Managing Classes & Events from ‘Manage Training’ for a Learner...... 12 Viewing Class & Event Completions for a Learner...... 12 Steps to Review Class & Event Completions on a Learner’s Lesson Plan.....12 Viewing Class & Event Management for a Learner...... 12 Steps to Review Class & Event Management on a Learner’s Lesson Plan....13 Classes & Events Enrolling a Learner...... 13 Steps to Enroll a Learner...... 13

Manage Training’ from ‘Lookup Learners’ for Individual Learners Administrators can quickly ‘manage training’ for one Learner at-a-time from the ‘Manage Training’ page accessed through the Learner Lookup function. This allows you to view E-Learning lesson details, assign modules to the selected Learner, change the E-learning lesson properties, as well as, view Class & Event completions, manage Classes & Events and enroll the selected Learner into Classes & Events if you have the permissions and the Organization has licensed Events Manager.

Open ‘Manage Training’ from Lookup Learners This feature allows you to access any Learner within your access rights, without selecting a facility to manage. 1. Click the Learners menu — Lookup Learners. The ‘Lookup Learners’ page opens.

2. Enter all or part of the Learner’s last name. Or you can search by Learner ID or Verification Code.

Note: Instead of entering all or part of a Learner’s last name, you can enter a percent sign (%) as a wild card. This finds a list of all the Learners in your administrative scope. Keep in mind that if you have a large number of Learners, this search could take some time.

3. Click the Search button (or press the Enter key). A list of one or more Learners displays across the bottom of the page along with other important information (e.g., password, Manage Training).

4. From the last name, first name and user ID, find the specific Learner you are looking for and click the Manage Training button to the right of the selected Learner. The ‘Manage E-learning’ page opens from the ‘E-learning Detail’ tab (view). Notice that three of the tabs are about Classes & Events.

Managing E-learning from ‘Manage Training’ for a Learner You can use the first three tabs to manage the following E-learning activities:  E-learning Detail: View completed and self-enrolled E-learning lessons for an individual Learner sorted by module. You can also sort by ‘Compete by Date’.  E-learning Assign Modules: Assigns E-learning modules to a Learner’s lesson plan; and removes and reassigns modules from a Learner’s lesson plan from this view.  E-learning Lesson Management: Changes the lesson properties for ‘Due’ dates and ‘Priorities’, adds a ‘Complete’ date to one or more lessons, and removes one or more lessons from a Learner’s lesson plan. You can display by ‘All Lesson’ or ‘Incomplete Lessons’.

Viewing E-learning Details on a Learner’s Lesson Plan

Steps to View E-learning Details on a Learner’s Lesson Plan  From ‘Manage E-learning’, opens by default at the E-learning Details tab and sorted by Module name.

Assigning Modules to a Learner’s Lesson Plan You can also remove and reassign modules from this page for the selected Learner.

Steps to Assign Modules to a Learner’s Lesson Plan 1. From ‘Manage E-learning’, click the E-learning Assign Modules tab.

2. Select a module from either the drop-down for Modules your Department Created or the drop-down for Modules available to Everyone.

3. If you want to see all the lessons in the module, you can click the View button 4. If you want to edit the module and lesson properties or delete lessons from the module, click the Edit button. 5. Click either the Assign Now or Assign Later button.

Assign Now – Adds the selected module in the Learner’s lesson plan immediately.

Assign Later – Adds the module in a “holding area” that keeps the module off the Learner’s lesson plan until the Learner has 3 or less incomplete lessons in his/her lesson plan. The next time a Learner logs in the module in the holding area will be assigned.

Note: If you use Assign Later the lessons do not appear until the next time a Learner logs in. If they have completed all the lessons in their

lesson plan and they think they have completed their training they may not log in again and will not receive the next module.

6. If you selected the ‘Assign Now’ button, you receive a popup to make the assignment and send email to the Learner. Click OK if you want to send the assignment and the email. OR, click Cancel if you only want the assignment made no email will be sent. You do not get the option to send the email elect to assign the module later.

Reassigning and Archiving Modules for a Learner Many lessons must be repeated on a yearly basis. One of the many benefits of the LMS is the ability to reassign lessons and archive completed lessons. An administrator may reassign and archive lessons by individual Learner from Manage Training.

IMPORTANT: If you want to archive all lessons/modules for your organization, please contact your client service representative for assistance.

Once modules are assigned, you may reassign the module and archive any completed lessons.

Steps to Reassign and Archive a Module for a Learner We are going to reassign and archive a module for an individual Learner using the ‘E-learning Details’ tab from the ‘Manage E-learning’ page. 1. From ‘Manage E-learning’, click the Reassign button to right of the title of the module.

Note: A popup window opens. The reassign popup window reminds you that “Incomplete lessons are removed then reassigned with the

indicated assignment properties” and completed lessons are not affected.”

2. Click the checkbox Re-assign ALL lessons (completed lessons will be archived automatically).

3. (Optional.) If you want incomplete lessons recorded in the achieve history for the selected Learner, click the checkbox “Include incomplete lessons in the archive history” selection.

Note: You may re-assign a module without archiving the current lessons by not checking the Re-assign all lessons box. This will assign any additional lessons in the module and update the assignment properties without archiving any lessons.

4. Click the Reassign Module button.

You should receive a message that the reassign was successful.

5. Select the “Click here” link to return the ‘E-learning Detail’ tab on the ‘Manage E-learning’ page.

6. From here you can continue to reassign lessons to the selected Learner, remove modules/lessons from the Learner, or click the ‘Select Learner’ button in the upper right to select another Learner to continue the reassign or removal of lessons.

Removing Modules from a Learner’s Lesson Plan Sometimes you may want to ‘Remove” a module from an individual’s lesson plan but either you do not see a “remove” button or after you click the button, the module is still listed in the Learner’s lesson plan. This occurs because a lesson assigned by that module has been completed by the Learner. The other lessons in the module will be removed but completed lessons must be archived if you want them removed from the lesson plan. If you want to remove a module from an individual, you may first need to reassign the module before you can remove the module. If the module does not display a Remove button or the Remove button does not seem to remove the module, use the steps below to remove the module from either a Learner or Group.

Steps to Remove a Module from an Individual Learner These steps show you how to remove a module from a Learner, when the Remove button does not display (or seem to work) because the Learner has completed at least one lesson in the module. 1. From ‘Manage E-learning’, click the E-learning Assign Modules tab, click the Reassign button to the right of the name of the module. The ‘Reassign to Learner’ page opens.

2. Click the checkbox to the left of “Re-assign ALL lessons”

3. (Optional.) If you want incomplete lessons recorded in the achieve history for the selected Learner, click the checkbox “Include incomplete lessons in the archive history” selection.

4. Click the Reassign Module button. 5. A popup opens. Click OK if you want to send the reassigned assignment and an email to the Learner about the reassignment. OR, click Cancel and only the assignment will be made (no email will be sent.)

6. You are told the reassignment was successful. Then click the Click Here link and you return to the ‘E-learning Detail’ tab.

7. Click the Remove button that now displays to the right of the name of the module.

Managing Lesson Properties for a Learner’s Lesson Plan You have the opportunity to change default properties (e.g., Due date), remove single lessons from the Learner’s lesson plan, and if you have permission add completed dates to lessons.

Steps to Manage Lesson Properties for a Learner’s Lesson Plan 1. From ‘Manage E-learning’, click the E-learning Lesson Management tab. A list of all the lessons in the module display along with the property options: ‘Due’ date and ‘Priority’ that you can change individually or globally. If you have the permission you can also mark a lesson complete and add the completed date.

2. By default, ‘All Lessons’ (both completed and incomplete) display for the individual Learner. If you want to view only incomplete lessons, click the radio button for ‘Incomplete Lessons’ and then click the Show button. 3. If you want to change the ‘Due’ date and ‘Priorities’ for all the lessons listed to the same Due date and/or Priorities, for the lessons below, enter a date and/or priority. Click the Global Update button.

The example below shows the global changes were applied:

4. Edit a Due Date: Click the Edit checkbox to the left of the lesson’s name and enter the Due date to the right of the lesson’s name under the Due date column. When you are done with changes, click the Save Changes button.

5. Edit a Priority this effects the order lessons appear in the Learner’s lesson plan. If you want the lesson to be first then set the priority to 1. If all lessons are at the same priority they appear alphabetically in the order of their due dates. Click the Edit checkbox to the left of the lesson’s name and enter the number for the Priority. When you are done with changes, click the Save Changes button.

6. Remove lessons. If you want to remove one or more lessons from the Learner’s lesson plan, Click the Edit box to the left of the lesson name and check the box under ‘Remove’ to the far right of each lesson’s name. Click the Remove button.

7. Complete Lesson. You can assign a complete date to a lesson(s) for a Learner. If you want to mark a lesson ‘Complete’, click the Edit box to the left of the lesson name select each checkbox to the far right of each lesson’s name under ‘Complete’ and add the ‘Completion’ date in the date box under the button marked complete. Click the Complete button.

Managing Classes & Events from ‘Manage Training’ for a Learner You can use the last three tabs to manage the following Class & Event activities:  Class & Event Completions: View completed Classes & Events for an individual Learner.  Class & Event Management: View ‘Status’ (e.g., No Show, Waiting List) of all assigned and self-enrolled Classes & Events for an individual Learner. Also shows other important information about each class (e.g., Fees).  Class & Event Enrollment: Enroll a Learner into classes. You can also read and print an overview of the class and view the enrollment status (e.g., Open) along with other enrollment information (e.g., Location) about the class. Note: Not all Organizations license Events Manager and not all administrators have permission to manage Events for their learners. Viewing Class & Event Completions for a Learner From ‘Manage Training’ – the Class & Event Completions tab, you can view all classes that are complete for the selected Learner.

Steps to Review Class & Event Completions on a Learner’s Lesson Plan  From ‘Manage E-learning’, click the Class & Event Completions tab. All completed Classes & Events list.

Note: To view the ‘Training Assignment and Status Icons’ legend, click any of the icons in the ‘Type’ column. To close, click the red ‘X’ (Close) in the upper right.

Viewing Class & Event Management for a Learner From ‘Manage Training’ – the Class & Event Management tab, you can view details (e.g., fees, time of class, Learner’s status) about the classes that were assigned and or self-enrolled by the selected Learner.

Steps to Review Class & Event Management on a Learner’s Lesson Plan  From the ‘Manage E-learning’ page, click the Class & Event Management tab. And all ‘Status’ types display: Completed, Enrolled, Cancelled, and Waiting List display in ‘Start/End’ date order.

Classes & Events Enrolling a Learner From ‘Manage Training’ you can enroll the Learner in one or more Events.

Steps to Enroll a Learner 1. From the ‘Manage E-learning’ page, click the Class & Event Enrollment tab.

2. Select an event using any or all of the criteria on the page. Optional. Use the ‘Start’ and ‘End’ dates to narrow your search results. Notice by default, the ‘State Date’ begins with today’s date. Then click the List Events button.

Note: You can use the wildcard (%) in the event code or event name field to return all classes.

3. Click the Event’s name (shown as links down the left) that you want to assign the Learner to. 4. Review the ‘Enrollment’ status (e.g., Open) of the class you want to enroll the Learner in. The enrollment is color-coded. ‘Archived’ events are orange, ‘Cancelled’ events are red and ‘Open’ events are green.

5. If you want to see an overview of the class, click the Event name on the left. An overview of the Class opens. If you want to print the overview, click the Print button in the upper right of the page. Click the red ‘x’ (Close) to close the overview.

5. Click the Enroll Now button to the right. 6. Verify the ‘Event Enrollment Request For’. 7. When you finish, click the Enroll Now button on the bottom left of the page. Your ‘Registration Confirmation’ page opens. Click the Print button in the upper right if you want to print the confirmation.

8. To close the ‘Confirmation’, click the red ‘X’ (Close) in the upper right.

Note: Learners that have eMail addresses in the system will be sent a registration confirmation.

9. Click the Class & Event Management tab, to see the Class & Event that you just added to the Learner’s lesson plan.

Note: When you enroll a Learner in an Event using the ‘Manage Training’ option, it will appear as a self-enrolled Event on the Learner lesson plan.