2 UC LEARNING CENTER TRAINING DOCUMENTATION. UC Learning Center Training Documentation

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2 UC Learning Center Training Documentation Last Updated: 10/2011 Created for UC Davis Health System by UC Davis Human Resources, Training & Development Adapted for UC Merced by UC Merced Human Resources Training & Development (209) UC LEARNING CENTER TRAINING DOCUMENTATION

3 TABLE OF CONTENTS Introduction 4 Accessing the UC Learning Center 5 About the UC Learning Center Homepage 6 Using Search 7 About the Training Schedule 9 Learner Features 10 Registering for Learning Activities 10 Canceling Registration 10 Printing Diplomas/Certificates of Achievement 11 Instructor Features 12 Managing Rosters 12 Marking Attendance 12 Accessing Previous Learning Activities 13 Generating Roster Reports 13 Manager Features 14 Using the Exception Reports Feature 14 UC LEARNING CENTER TRAINING DOCUMENTATION 3

4 INTRODUCTION The UC Learning Center serves as the Learning Management System (LMS) for the University of California. Hosted by SumTotal, it s used at UC Merced to manage many aspects of employee learning, including mandatory training programs, instructor-led or web-based learning, and other training activities. ABOUT THIS GUIDE This training documentation is designed to support different user types within the UC Learning Center. These user types are as follows: L M I TC DC Learner Learners are employees or affiliates who will be registering for Learning Activities. Learners will generally spend time in the LMS locating learning activities and registering for them. In addition, Learners may access the training schedule, cancel registration, and print transcripts. Manager Managers are employees with direct reports as defined by PPS. Managers have access to advanced features that allow them to review the training records of their employees. Instructor Instructors are employees that are responsible for a given learning activity. Instructors are given features that allow them to manage the classes they teach, along with their rosters. Training Coordinator Training Coordinators are employees that assist with various training functions within their department. This role is often responsible for assigning training to other employees, obtaining reports and other related tasks. Domain Coordinator Domain Coordinators have advanced administrative features within the LMS. They can often change user roles, modify account properties, adjust Learning Activities, and perform other related administrative tasks within the LMS. 4 UC LEARNING CENTER TRAINING DOCUMENTATION

5 ACCESSING THE UC LEARNING CENTER The UC Learning Center is an online, web-based application. This means that it may be accessed from any internetconnected computer. GENERAL REQUIREMENTS In order to access the UC Learning Center at UC Merced, all users must first have a UC Merced Net ID and Password. The UC Merced Net ID is used for the majority of campus systems including AtYourService, MyMail, Payroll Time Reporting, the Portal, and the UC Learning Center. IN THIS SECTION General Requirements Obtaining a Kerberos Account L M Logging into the UC Learning Center I TC DC Internet Explorer version 6 or later must be used to access the LMS. For best results, the latest version of Internet Explorer is recommended. Note: All training programs created for use within the UC Learning Center are only designed to work with Internet Explorer. For this reason, Mozilla Firefox, Safari, Chrome, Opera, and/or other browsers should not be used to access the LMS. LOGGING INTO THE UC LEARNING CENTER To log in to the UC Learning Center, users will enter their UC Merced Net ID and password to login via this link UC Learning Center. This will automatically direct users to the UC Merced Central Authentication Service (CAS), which will allow access to the LMS. UC LEARNING CENTER TRAINING DOCUMENTATION 5

6 ABOUT THE UC LEARNING CENTER HOMEPAGE After accessing the UC Learning Center, users are taken to the UC Learning Center Homepage. Depending on the level of access, additional tabs or resources may also be available. OVERVIEW The UC Learning Center segregates available features based on users level of access in the system. This level of access, or role, is defined by local UC Learning Center Administrators, whom can grant or revoke access as required. This role determines the features and functions available via the UC Learning Center homepage. IN THIS SECTION Overview Homepage Features Using Search Accessing the Catalog About the Training Schedule L M I TC DC HOMPAGE FEATURES The default homepage for all users is referred to as Learner Mode. In Learner mode, a series of options is available that allow users to review courses they re scheduled to attend, view learning activity history, and access other key features: These tabs allow you to quickly switch modes, but only if you have the required Security Role. Search allows users to quickly locate Learning Activities. This panel allows quick access to Search, the Catalog, the Training Schedule, and UCLC Training Materials. Quick Links grants access to Training Transcripts and your Training Schedule. The Current Registrations and Pending Activities panels allow prompt access current or pending learning activities. UC Learning Center - Learner Homepage The To Do panel displays important information about upcoming training and other tasks. 6 UC LEARNING CENTER TRAINING DOCUMENTATION

7 USING SEARCH Some features of the UC Learning Center will be used more often than others. This section details the various features available from the Learner homepage. Additional details about advanced modes will be covered later in this guide. Search There are two primary methods of locating courses within the LMS. The most common of these is the Search feature, located in the upper-left corner of the homepage. The second is the Catalog. To use search, enter search criteria, then click the Go button. UC Learning Center will then search all Learning Activities, and return results that match the supplied criteria. Search Methods UC Learning Center - Search UCLC s search function supports a variety of search methods. These include: Search Using Sample Search Results A Single Word Orientation Returns all records that contain the term Orientation. Multiple Words Phrase in Quotes New Employee Orientation New Employee Orientation Returns all records that contain New, Employee, and Orientation. Returns all records that contain the specific phrase New Employee Orientation. Single Word w/ Wildcard Employee* Returns all records that contain terms that begin with the word Employee Multiple Words w/ Wildcards New* Orientation* Returns all records that contain both of the terms New and Orientation. Advanced Search While the basic search features allow users to locate a variety of training activities, the UC Learning Center also provides an advanced search function that allows for more in-depth searching of various elements within the LMS. Criteria for advanced searches may include: Criteria Delivery Method Facility City Date Content Type Media Type Activity Type Search Results Returns results based on the type of Learning Activity selected. (elearning, Instructor Led, Classroom Training, etc.) Returns results based on the physical location of the facility used for training. Returns results from a specific date, or within a defined date range. Returns results based on the content type. Returns results based on the type of media. (Audio, Book, Document, etc.) Returns results based on the Activity Type (Curriculum, ILT Course, etc.) UC LEARNING CENTER TRAINING DOCUMENTATION 7

8 USING SEARCH (CONTINUED) Search Results After performing a search or clicking on a Catalog category, users are taken to the Search Results page. This page displays a listing of all learning activities that meet the specified criteria. Clicking on a Learning Activity will update the Activity Details panel below. The Activity Details panel allows users to register for, view the details of, or perform other actions related to Learning Activities. From the Search Results page, users may register for or begin learning activities, add learning activities to their favorites, view learning activity details and perform other tasks depending on their assigned security role. For example, instructors may have options to manage rosters, while Training Coordinators will be able to register other users for Learning Activities. ACCESSING THE CATALOG In addition to the search features, UCLC also provides a catalog feature to allow users to browse courses that are visible to them. This feature is located in the Learn menu. Note: Search remains the best method to locate specific learning activities quickly, whereas the Catalog is more suitable for browsing available learning activities. To use the catalog: 1. Log in to the UC Learning Center. 2. Click on the Learn menu on the blue panel at the top of the Home screen and choose Catalog. 3. Click on any category to view associated Learning Activities. Using the catalog to locate classes is the same as performing a category-based search. All classes associated with a given category will be returned as Search Results. 8 UC LEARNING CENTER TRAINING DOCUMENTATION

9 ABOUT THE TRAINING SCHEDULE The Training Schedule in the UC Learning Center is where many of the features available to users begin. From the Training Schedule, the following may be reviewed: Current & Completed Registrations Current, Upcoming, Completed, and Canceled Learning Activities Waitlisted Activities Activities requiring approval Diplomas for completed Learning Activities Accessing the Training Schedule To access the Training Schedule: 1. From the Learner Homepage, Click on the Learn menu option. 2. Click on Training Schedule. The training schedule provides a series of options that allows access to a wide variety of learning activities, including a record of all training taken in the LMS. By default, the Training Schedule displays Current Registrations. Users may change this using the View: drop-down box located toward the upper-right corner of the Training Schedule screen. The View: drop-down allows users to choose from a variety of Learning Activity types. UC Learning Center Training Schedule Training Schedule Features The Training Schedule serves as the starting point for many common actions within the LMS. From this screen, it s possible to Cancel Registration for learning activities. Users may also review various learning activity types. Note: The Training Schedule contains its own Search feature. This feature will only search the contents of the currently visible list. For example, if Current Registrations is chosen, the Search feature will only search for results within the Current Registrations listing. UC LEARNING CENTER TRAINING DOCUMENTATION 9

10 UC LEARNING CENTER: LEARNER FEATURES The following section details common features available to Learners. REGISTERING FOR LEARNING ACTIVITIES With the exception of most Online Learning (ecourses), learners are required to register for Learning Activities. This process varies depending on the course type. In most cases, registering for activities secures seating for the Learning Activity. This allows the instructor to note who is attending their events. IN THIS SECTION Registering for Learning Activities Canceling Registration Printing Diplomas L M To Register for Learning Activities: 1. Login to the UC Learning Center, then click the Learner tab (if not already active.) 2. Search for the desired course using either the search function or the UC Learning Center Catalog. (Details about Search are located on page 7.) 3. From the Search Results listing, click the desired Learning Activity. 4. Click the Register button. 5. Select the desired Session (if applicable), then click the Submit button. Note: For some types of Learning Activities, users may be given the option to immediately begin the course. If this option is present, the Register button will be replaced with a Start button. Clicking on this button will immediately start the Learning Activity. Additional options may be available depending on how the course was setup, including a list of available sessions. Follow the on-screen prompts to register for the correct Learning Activity. CANCELING REGISTRATION If users will no longer be able to attend a learning activity they ve registered for, it s important they Cancel Registration. This notifies the Instructor that they will not be attending, and also allows wait-listed learners the opportunity to attend the Learning Activity in their place. The process of canceling Learning Activity registration begins with the Training Schedule. 1. From the Learner Homepage, click Learn, then Training Schedule. 2. Place a check-mark in the box located next to the learning activity being cancelled. 3. From the Task: drop-down, choose Cancel Registration, and then click the Go button. 4. Verify all details on the Cancelation Confirmation screen, and then click the Cancel Marked button. Note: Canceling Registration removes the user from the roster for the Learning Activity. If the roster is full, this will allow a waitlisted learner to register in their place, which may prohibit re-registration for the Learning Activity. 10 UC LEARNING CENTER TRAINING DOCUMENTATION

11 PRINTING DIPLOMAS/CERTIFICATES OF ACHIEVEMENT Some courses contain the option to print diplomas or certificates of completion as proof of Learning Activity attendance. This feature like many others is available from the Training Schedule. 1. From the Learner Homepage, click Learn, then Training Schedule. 2. Select Completed Activities from the View drop-down in the upper-right corner of the Training Schedule. 3. Click the Title for the desired Learning Activity. 4. Click the Diploma icon ( ) to print a Certificate of Achievement. Note: Not all Learning Activities have diplomas associated with them. If a diploma cannot be printed, the Learning Activity Details page may be printed instead. This page should contain the course status, and serves as adequate proof that a Learning Activity has been completed. UC Learning Center Learning Activity Details UC LEARNING CENTER TRAINING DOCUMENTATION 11

12 UC LEARNING CENTER: INSTRUCTOR FEATURES OVERVIEW Instructors have advanced access to the UC Learning Center that allows them to manage the learning activities they re responsible for. This allows them to manage rosters, grade attendance & completion, and track absences for their instructor-led learning activities. The features detailed in this section of the guide relate to instructor-led learning activities. IN THIS SECTION Overview Managing Rosters Marking Attendance Accessing Previous Learning Activities Generating Roster Reports Viewing the Waiting List I M MANAGING ROSTERS Instructors have the ability to view and manage learning activity attendees. These features allow for the printing of sign-in sheets, and also allow instructors to mark attendance for the activities they host. These features begin with the Learning Activity Roster. To access a Learning Activity Roster: 1. Log into the UC Learning Center. 2. From the Learn menu, choose Instructor Schedule. 3. From the View menu, choose the appropriate view type; e.g. Current, Upcoming, Previous or Canceled Activities. The default is Current Activities. Note: To view an upcoming class roster, Upcoming Activities may need to be selected. 4. Click on the title of the applicable Learning Activity. 5. Click on the Manage Roster button. 6. From here, attendees may be added, registration status may be changed, or learners can be removed from the roster altogether. Note: Only activities for which the user is the designated instructor will appear in this list. MARKING ATTENDANCE Instructors of Learning Activities within the UC Learning Center must mark the attendance of individuals that attend their events. This step is required as it notifies the system that the attendees actually attended the class. Note: If attendance is not marked by the instructor, attendance will not be recorded. Users will appear as Registered, but not Complete. This means that they will get zero credit for attending the class without this important step. To mark attendance: 1. Log into the UC Learning Center. 2. From the Learn menu, select Instructor Schedule. 3. Locate the View box to the right of the screen, and choose Previous Activities. 4. Click on the title for the applicable activity. This opens the Activity Details screen. 5. From the Activity Details page, click the Manage Roster button. 6. Place a checkmark next to individuals who attended the course, then choose Attended from the Status drop-down located at the top of the table. 7. Click on the Apply button to mark attendees as attended. 12 UC LEARNING CENTER TRAINING DOCUMENTATION

13 Note: It may be appropriate to enter the Score, Pass, and Completion information when entering attendance data. Instructors may also review previous learning activities. This allows instructors to review training records as necessary. To access a previous Learning Activity: 1. Log into the UC Learning Center. 2. From the Learn menu, choose Instructor Schedule. 3. From the View menu, choose the appropriate view type; e.g. Current, Pending, Previous or Canceled Activities. 4. Click on the title of the applicable Learning Activity. GENERATING ROSTER REPORTS Instructors may also generate select reports from the Activity Roster page. The available reports are as follows: Report Name Activity Sign-in Sheet Activity Completion Diploma Activity Name Tent Activity Evaluation Description This report provides an Activity Sign-in Sheet, which provides a list of all expected attendees and their details, along with a location for their signature. The diploma is a generic Certificate of Achievement that may be provided to attendees at the conclusion of a class. Using this feature will print a diploma for each participant listed in the roster. If the Learning Activity has been setup to use confirmed seating, this feature will allow name tents to be printed for each participant listed in the roster. If Learning Activity Evaluations have been configured for the Learning Activity, they may be printed using this report. To Generate Roster Reports: 1. Log into the UC Learning Center. 2. From the Learn menu, choose Instructor Schedule. 3. Locate the activity, and click the View Activity Roster button. ( ) 4. From the Reports sub-menu in the left-navigation pane, choose the applicable roster report. UC LEARNING CENTER TRAINING DOCUMENTATION 13

14 UC LEARNING CENTER: MANAGER FEATURES OVERVIEW The UC Learning Center provides additional features for managers and certain supervisors. These features allow them to review required training for their direct reports, assign training, and review self-reported training. USING THE EXCEPTION REPORTS FEATURE IN THIS SECTION Overview Using the Exception Reports Feature Accessing Self-Reported Training M One of the more powerful aspects of the UC Learning Center is the built-in Exception Reports feature. This feature allows managers to quickly review the training status of their direct reports. These tabs allow you to change the default User view to display completion details by Learning Activity instead. The Display drop down allows you to view Direct Reports (default) or All Viewable Users. Clicking on this link will display specific details about which classes have not been completed. UC Learning Center Manager Exception Report The exception reports feature is a tool designed to give a high-level view of the training status of direct reports and/or other viewable users. The report lists any training activity that has been assigned, and also displays information about which of those assigned courses have been completed. Pertinent Features This report may be viewed either by Users, or by Learning Activities using the tabs located at the top of the report. Each column within the report may be sorted by clicking on the column header. Clicking on the link: x incomplete activities will display additional details about the specific training that is required. UC Learning Center Incomplete Activities for a Learner Print and Export features may be used to either print a hard-copy of the report, or export it into Excel for further analysis. Note: Access to various employees via the Exception Report is based on the manager s appointment, along with how their direct reports are defined in the system. Please contact Training & Development to obtain assistance viewing training records using this feature. 14 UC LEARNING CENTER TRAINING DOCUMENTATION

15 TRAINING/DOMAIN COORDINATOR FEATURES The UC Learning Center supports additional advanced features that are accessible by select users. This section covers some of these features. Successful use of many of these features requires a high-level understanding of the various Learning Activity Types within the UC Learning center. The UC Learning Center contains a wide variety of Learning Activities. These activities include instructor-led courses, online classes, presentations, and other forms of learning media. OVERVIEW IN THIS SECTION Overview Learning Activity Types Learning Activities serve as the individual training components of the UC Learning Center. They may be web-based training modules, instructor-led classes, scheduled events, or documents. Different learning activities have different options associated with them. For example, when registering for most web-based training courses, users are often given the option to start the course immediately. For instructor led courses, they re given options pertaining to the scheduled sessions, locations and facilities, and other information. LEARNING ACTIVITY TYPES TC DC Curriculum: Objective: Course: Class: Topic: ILT Course: ILT Class: Session: A Curriculum defines a learning path that identifies the required objectives and the order in which these objectives should completed. Curriculums are used to organize different learning activities into a hierarchy to create an activity structure. This allows the UCLC to track variety of learning activities towards a single learning goal. An Objective is a learning goal that can be set up as part of a curriculum. A learner fulfills objectives by completing one or more learning activities. Objectives are used to provide the learner with a clear learning path. This type is also used for blended learning, where learners can read a document, attend an ILT Class, or view a presentation to complete structure. A Course can be used for online content, such as self-paced training and knowledge documents. Content that is uploaded in the UC Learning Center is automatically assigned as the Course activity type. Courses are used for content that learners can access using a URL or content uploaded to the LMS. A Class is a learning event that may be facilitated by an instructor or is self-directed by the student. Classes are used to create single learning events and are typically scheduled for a specific date and time. A Topic can be used as an independent activity or as a part of a curriculum or course. Topics are sometimes grouped together to focus on specific aspects of a subject. An ILT (Instructor-Led Training) Course is a placeholder for instructor-led scheduled events. ILT Courses are used as a component of a curriculum or can be a stand-alone activity. Instructor-Led Classes are scheduled instances of an ILT course. For example, an ILT class could be scheduled once a month. Sessions are meetings of a class with defined dates, time, instructors, and locations. Sessions are typically used when a class is offered over multiple days and a learner has a choice on which day to attend. UC LEARNING CENTER TRAINING DOCUMENTATION 15