CO-OP LEARNING CENTRE (CLC) Team Leader Guide

CO-OP LEARNING CENTRE (CLC) Team Leader Guide October, 2016

Table of Contents Table of Contents Home Page... 4 My Learning... 6 Learning Plans... 7 How do I Access my Learning Plans?... 7 How do I Launch a Course?... 7 Why is My Learning Plan Showing as Incomplete?... 8 How do I register for a Learning Plan?... 8 All Courses... 9 What is in my Assigned Courses section?... 9 How do I Register for a Course?... 9 What does Awaiting Approval mean?...11 What do the Course Icons mean?...11 Event Calendar...12 How do I register for a Face to Face Workshop?...12 Where do I find the workshop details?...14 How do I find out the status of a workshop registration request?...14 Resources...16 Certifications...17 Training History...18 How do I add external training to my training history?...19 How do I find out the status of my Outside Credit submission?...20 Where do I go to access my certificates?...20 Advanced Search...20 Manage...21 My Team...21 What if a team member is missing from My Team?...22 Reports...23 Assign Additional Training...24 2 P a g e

Table of Contents How do I assign courses or workshops to team members?...24 How do I cancel team members from courses or workshops I ve assigned?...26 How do I substitute team members in workshops?...27 How do I remove courses or learning plans automatically assigned to team members?...28 How do I assign learning plans to team members?...29 Team Leader Workflows and Notifications...30 How do I edit a team member s outside credit before approving it?...31 How do I approve an outside credit or registration request if I didn t receive the notification?...31 Why am I not receiving notifications from the CLC?...31 Logging out of the CLC...32 Help with the Co-op Learning Centre...32 3 P a g e

Home Page Welcome to Home Page of the CLC! Home Page Quick Links give direct access to the most common areas and functions of the CLC. You can launch online learning, access the event calendar and learn about new programs right from the Home Page. You can drag and rearrange the Quick Links is whatever way you want on your Home Page. The Home Page Quick Links provide reference to: Announcements: This is the part on the Home Page where there will be important information on upcoming events, elearning modules, process changes, or anything else pertinent that you may need to know. Search: This is where you can search for any Course, Learning Plans, or Resources available on the Co-op Learning Centre. Event Calendar: This is the one area of the CLC where you will be often. This is where you can see upcoming Face to Face workshops and where you will go to register yourself for workshops. The event calendar is accessible on the Home Page as well as the My Learning tab. 4 P a g e

Learning Plans: A Learning Plan is a list of courses related to your position to provide you with essential knowledge to be successful in your role. There are different Learning Plans for different functional areas and job titles, so you may be assigned more than one. You can launch the Courses in your Learning Plan right from here. CLC Tour and Tips: This is a section where we have put all of the resources on the CLC available to you in one spot. In this section there are guides, videos, and job aids to help you be successful. These will always be available on the CLC, so you can print them, or just go back to this section in the future for a refresher. The Home Page is a great place for quick reference. It is recommended to launch your courses and Learning Plans from the My Learning tab as opposed to the home page because it functions quicker, and on a bigger screen. 5 P a g e

My Learning The My Learning tab, which is the second tab on the right hand side of the Home Page, is where you will find all of your learning plans, courses, resources, and face to face workshops open for registration. The learning objects underneath the My Learning are the following: Learning Plans: A compilation of elearning courses, face to face workshops, guides, or videos that have been assigned to you based on your department and job description. Courses: elearning courses, guides, videos or face to face workshops that you can enroll into. Some courses may require approval from your team leader, and others you may be able to launch and complete immediately. Face to face workshops can be found in this section as well, but only if it is within the registration period. Certifications: Courses that have completion requirements such as a printable certificate, expiry date, or completion deadline. Resources: In this section you may find videos or documents that will provide you with valuable information that you might want to refer to. 6 P a g e

Learning Plans The Learning Plans section of the CLC is where you will be a majority of the time when you are completing your elearning requirements. A Learning Plan is a compilation of online courses, face to face workshops, guides, and videos related to your position or department to provide you with knowledge to be successful in your role. There are different Learning Plans for different functional areas and job descriptions, so you might be assigned more than one. This is the best place to go to see what learning is available for you to complete. How do I Access my Learning Plans? Under the My Learning Tab, click on the first section, My Learning Plan is the first section on the left hand side. You can see your Incomplete, Completed, and Available Learning Plans. If you click the arrow beside the title of the learning plan, you can drop down to see the courses within. The courses are grouped into two categories, mandatory and elective to complete the learning plan. Once you ve met the completion requirements of the learning plan, it will move over to the Completed section. How do I Launch a Course? Find the course you wish to complete within the learning plan and click Launch on the righthand side of the screen. This will open the course in a new browser tab. Some courses have pre-requisites, meaning that you have to do one before the launch button is available for the next. Otherwise, unless your supervisor tells you otherwise, courses in a learning plan can be completed in any order. Make sure to use either Internet Explorer (10 or higher) or Chrome when completing elearning courses. Courses completions are affected when using Firefox or Safari because these browsers do not support Flash which is required to complete these courses. Troubleshooting: If you click Launch and nothing happens, check to make sure pop-ups are allowed for this site. Seeing courses open in a new window, pop-up blockers will prevent the new window from opening. 7 P a g e

Why is My Learning Plan Showing as Incomplete? Learning Plans are made up of mandatory and elective courses. Each learning plan has a minimum number of mandatory and elective course credits that need to be earned before the learning plan moves to complete. You can open the Learning Plan and see what course it is that isn t completed. How do I register for a Learning Plan? 1. In the My Learning Plan section, select the Available tab and click the search icon to see the Learning Plans available for self-registration. 2. Click the title of the learning plan to open the Learning Plan Information page which will include the description of the learning plans and courses within. 3. Click Register to enroll yourself. A confirmation stating You have successfully registered for this learning plan! will appear, and you can start the learning plan in the Incomplete section. Note: There is a system delay in the time between earning required credits and when the Learning Plan moves to complete. 8 P a g e

All Courses This section includes online courses, online guides and face-to-face workshops. The courses are divided up in three sections, Assigned, Available and Awaiting Approval. What is in my Assigned Courses section? All courses assigned to you through your learning plans, certifications or courses that have been individually assigned to you will appear in the Assigned section. You can launch courses from the My Learning Plan section or the All Courses section. Once the course is passed, the completion status will update in all sections. This list will only display courses that you have yet to complete. If you would like to also display passed courses, change the drop down menu under Assigned to Display only passed courses or Display all courses. How do I Register for a Course? Select Available to view a list of online courses and workshops that are available for selfenrollment. These are courses are not mandatory for you to take, but may be of interest to you. If you want to register, first select More Info to the right of the course title, and then the Course Information screen will appear, where you can see the description of the course. Click Register beside Online Module or occurrence that suits you best. 9 P a g e

If approval is required for the course, a new window will pop up, where you will be required to choose the Team Leader that should be sent the approval request, and then click Submit for Registration. This course will now be sitting in the Awaiting Approval section until your Team Leader approves it. If a course registration requires team leader approval and your team leader is not defined in the CLC, you might get the following error message. Ask your team leader to help you bring this to the attention of your retail CLC Administrator. If a course doesn t require approval for registration, you will get a notification telling you that you have been registered, and it will automatically be available to launch from the Assigned section. 10 P a g e

What does Awaiting Approval mean? The courses that you have registered for that requires approval will be visible in this tab until the request is approved by your team leader. If you wish to cancel your request, you can also do it from this section. What do the Course Icons mean? Courses that have a blue paper clip icon beside the Launch button have additional course information available. To view what is available, click More Info to get to the Course Information page and the additional files will be available under Attachment. Depending on the file format, this attachment will open in a new browser window or in the applicable program such as Excel or Word. You can then print or save the document if you wish. 11 P a g e

Event Calendar The Event Calendar is the best way to search and register for upcoming face to face workshops. You will only be able to view what is currently open for registration in your region. If you want to look farther ahead than the registration timelines, or are unsure about what the registration timelines are for workshops, you can ask your Local Administrator or Human Resources. There are workshop schedules available in the Resources section. How do I register for a Face to Face Workshop? 1. In the Event Calendar, you can view workshops by day, week, month or year. Don t forget about the registration timelines, if you look too far in advance, registration may not be open yet which is why you can t see it in your Event Calendar. 2. Once you find the workshop that you want to register for, click on Available Events. 3. Once you open the Available Events, you will see the course details. Choose your Team Leader that will receive your request, and press Submit for Registration. Once you submit for registration, a notification should appear that says Registration request has been sent to your team leader for approval. 12 P a g e

If approval is required and your team leader is not defined in the CLC, you might get the following error message. Ask your team leader to help you bring this to the attention of your retail CLC Administrator. 4. The course that you submitted registration for will appear in your Awaiting Approval section of the Courses section. If you decide that you want to cancel your request, you can the click More Info on the right hand side of the screen and click Cancel Out. 13 P a g e

Where do I find the workshop details? Click on the workshop in the Event Calendar and select Available Events. This will bring you to the Event Information page. In the Classroom Portion section, click the blue plus icon to reveal the workshop details including date, facilitator, location and possibly workshop notes. How do I find out the status of a workshop registration request? Once you ve submitted your request to your team leader, they will receive an email notification. We recommend that you inform your team leader before requesting registration, and follow up with your team leader after submitting your request to ensure they see and respond to your request. There are two ways that you can see the status of your workshop registration. 1. Once your registration has been approved or denied by your team leader, you will receive an email notification. If approved, the email notification will include the workshop details and a calendar invite. Note: If you do not have your email in the CLC, then you will not 14 P a g e

receive an email. Provide your Local Admin with your email address if you would like to receive the notifications. 2. The events in the Event Calendar are color coded by status. Red events are awaiting approval. Orange events mean the workshop is full and you have been placed on a waitlist. Green are your approved events. 15 P a g e

Resources The resources section is home to media and resources such as videos, Lending Library resources, job aids, schedules, guides, and other training documents. You can favourite a resource by clicking the heart on the right hand side, so then it is short listed in your Favorites tab for future reference. Click on the resource title to see more info, and click View File to open the resource. By clicking View File, you will start the download of the file so depending on the file size, this might take a few minutes to complete. Tip: A variety of Co-op Learning Centre help documents are available in the Resources section. Search CLC to see what is available. 16 P a g e

Certifications The Certifications page is home to training that has a completion requirement such as a printable certificate, deadline to complete or expiry date. The Certification Programs list contains the information about the certification programs in which you are currently enrolled along with its status. Note: For Calgary Co-op, all available certification programs are listed in these sections, but not all are required. Components of the certification may vary, and could include face to face workshops, elearning and other training items. If the Certification Program includes online courses, and they were already completed in your Learning Plan or Courses section, it will automatically populate as complete in the Certifications section. You should never be required to do the same course more than once. Click on any Certification Program to see more details about the program. You will see the status of the various components of the program which includes Incomplete, Started, and Complete. Please note, there is a delay between when the certification program courses are completed, and when the program status changes to complete. This means the certificate may not be available immediately after completing the courses within the certification program. Once your certification program status changes to complete, your certificate will be available in the Training History section. Please see the Training History section for more information. 17 P a g e

Training History The Training History section records all training activity done within the Co-op Learning Centre, and will include all training completed in previous positions, and inactive and active courses. It can even be used to record training taken outside of the Co-op Learning Centre. Training History is divided into three categories, including course credits (CLC Event Calendar and Online), Outside Credits (external training), and Certificates. You can print training certificates from here! Clicking More Info will bring you to the course information page which contains the course description and objectives. View Details contains the completion details pertaining to this course/event, including score, completion date and previous attempts. If a course does not have a knowledge check or course completion was manually granted, the score field will say not available. 18 P a g e

How do I add external training to my training history? The Outside Credit section is where you can add any training not being tracked in the CLC or that was lead outside the Co-operative Retailing System. All outside credits require the approval of your team leader or Local Administrator. 1. In the Outside Credits section of the Training History page, click Add New Outside Credit. 2. Select a category, using the drop down menu, and enter all applicable fields including completion date and expiration date. Supporting documents including transcripts or certificates can be uploaded by clicking Browse and selecting the file. Once everything is entered, click Submit. 3. An email notification will be sent to your team leader or Local Administrator for approval. 4. If you need to revise or delete your outside credit submission, click the Edit icon to reopen the credit and change any information required or add additional attachments. 19 P a g e

How do I find out the status of my Outside Credit submission? Once you add your outside credit, it will appear in your Training History with a status of submitted. Your submission will then go through an approval process. Once the submission is approved, you will receive an email notification and the status in the Training History will change to approved. If you notice the status of your outside credit is submitted for an extended period of time, discuss the status with your team leader. Where do I go to access my certificates? Once you ve completed your certification program, the certificate will be available to print in the Training History section of the My Learning Tab. To access the certification following the instructions outlined below. 1. Go to Training History section of your My Learning tab. 2. Scroll to the bottom of the training history where you will find a section titled Certificates. 3. Your completed certifications will be listed here. Click the blue View link found to the right of the course name. 4. When you click view, a pop-up will open to ask whether you want to Save or Open the document. If you open it as a PDF, you can then print it. Note: At this time, the WHMIS certificate is not populated by the CLC and is not found in this section. Instead, it can be found as an attachment to the WHMIS course. Go to the WHMIS Course Information page by clicking More Info, and click the link name found in the Attachment section. The file will be a blank certificate that can be printed and filled in for your records. Note: Calgary Co-op WHMIS certificate is available at this time. Advanced Search The search feature in the Learning Plan, Courses and Resource sections search only within the titles of each section. The Advanced Search is a more robust search option that returns results with that keyword in the description and audience as well as title for the section selected. A separate search will need to be performed for each Courses, Learning Plans, and Resources to see what is available in all sections. 20 P a g e

Manage The Manage tab is available only to team leaders to assist them in managing their team s training activity. Features within this section include My Team, Reports which are filtered by your team, and Assign Additional Training. \ If you have access to the Manage tab but are missing the features within or are a team leader but do not have the Manage tab at all, please contact your Local Administrator. My Team My Team section allows you to view your team member s profiles as them. The one thing you will not be able to do is launch a course on their behalf, so the Launch buttons will not be visible in this view. This feature is helpful to view what learning plans, courses or certifications are available to your team members, register them for available learning plans, view their course completions, attempts and scores in the Training History section, access certificates on their behalf, and to add resources to their favorite section. If you wish to enroll your team members in workshops or courses, please see the Assign Additional Training section. You can also add Outside Credits to your team member s profiles following the same process as your team member would in the Training History section. Note: submitting an Outside Credit on their behalf will still trigger a notification requesting your approval, except for Calgary Co-op, where outside credit is approved by the local admin. From My Team, click the name of the team member s profile you would like to view. The profile will look identical except for the ribbon at the top of the page alerting you to whose profile you are viewing. To return to your profile, press Click here to stop viewing and return to your profile. 21 P a g e

If there are no team members listed, this might be because your team members are from a variety of locations or hierarchy levels. This will be the case for any team leaders overseeing two Co-op locations or for General Managers that have access to Board Member profiles as well as the profiles of their retail team members. Click the Select User Level link in red beside Select Level to bring up a hierarchy of where your team members sit. Select the appropriate level depending which team you would like to view, and all team members at that level should then appear. Also from this view, you will be able to see what email address is listed in the Co-op Learning Centre for all your team members. If an inaccurate email address is listed, your team members will not receive CLC notifications. To update their email address, contact your Local Administrator. What if a team member is missing from My Team? The My Team section is maintained manually by your retail s CLC Administrator so team members might be missing from your team, especially if they are new. If someone is missing, request to your CLC Administrator adds them to your team. Note: For Calgary Co-op, manager & employee relationships are fed from Oracle, therefore there might be a delay before they appear in your team. 22 P a g e

Reports The Reports section contains the following reports that are filtered to show only your team s results. Course and Workshop Completions: displays all courses and workshops completed by your team members. A date range can be applied to show completions during that time frame only. Certification Completion and Expiry: displays all certifications programs your team members are enrolled in, the completion status of each, and expiry date. This report can be filtered by status to display only enrolled or not started, completed, or expired. Date ranges can also be applied to show who has completed the certification program in the defined date range or whose certification programs expire in the date range selected. Learning Plan Completion Status: displays all learning plans assigned to your team members, completion status and percentage of the learning plan completed. The percentage is based on number of course credits earned to the total credits required to complete the learning plan. Results can be filtered by curriculum (learning plan) completion status to display only complete or incomplete learning plans. Click the report title to run the report. Depending on the report and the number of results, this might take a few minutes to populate. The available filters are visible at the top of the report. To apply a filter, input the date range or select the status from the drop down menu and click Update Results. 23 P a g e

The default number of results shown is 1000. If you are expecting more results than that, click the arrow beside the 100 icon and select Show All Results. Changing this view will automatically update the report. These reports can be exported as an Excel, Word, CSV or XML document by clicking the Excel icon. They can also be converted to a print friendly version by clicking the printer icon. Assign Additional Training The Assign Additional Training section allows you to enroll your team members in courses or workshops without the approval step. The course listing in this section will show all courses and workshops available in the CLC. How do I assign courses or workshops to team members? Search or select the title of the course or workshop you would like to enroll your team members in. The right-hand side will list all events or occurrences available in the Co-operative Retailing System, whether they are open or closed for registration or held in a different region. Click the event name to find the workshop details including facilitator name, workshop location, and time. Seats Available, listed below the event dates, refers to the number of participants that are still allowed to register for the event. 1. Select Register Team Members below the event location and date that works best to enroll a team member in the course or workshop. Note: If the Register Team Members option is missing, registration for this course or workshop is not open at this time. Click the event title to go to the Event Information page where the registration period is listed. 24 P a g e

2. Select the team member that you would like to register from the list of team members. If no team members are listed and it says Select User Level, then will need to change the level by clicking Select User Level. If the proper level is displayed and still no team members are listed, this course or workshop is either not available to your retail or region or your team members are already registered for the event. To confirm your team members are already registered for the course or workshop, you can view their profile as them from the My Team section and check their Assigned Courses or Event Calendar. 3. Select both Course and Event checkboxes beside the name of the team member (s) you would like to register and click Next. 25 P a g e

4. The next step is confirming the action. Note the available seats listed. If there are no available seats for this course or workshop, the team member you are registering will be added to a waitlist, not registered for the event. Click Next. 5. Click Finish in the next step to complete the registration process. An email notification will be sent to both the team member and yourself confirming the registration for the face to face event. Notifications will not be sent for online course registrations, but the course will be available immediately in the Assigned tab of the team member s All Courses section. Unfortunately these assigned courses cannot be added to the Learning Plan section. How do I cancel team members from courses or workshops I ve assigned? You can also cancel a team member from a course or workshop that you assigned by selecting Cancel Team Members from the Course Event, and follow the same workflow. From the step 1 page, make sure to select both the course and event checkboxes. Cancelling a team member from a face to face workshop will also trigger an email notification to be sent to you and the team member. 26 P a g e

Note: Only use this feature if it is more than a week before the event. If you need to cancel a team member from an event less than the week before the event, please contact the workshop facilitator, or the local administrator. How do I substitute team members in workshops? If your team member cannot attend a face to face workshop but another team member can go in their place, select Substitute Team Members. This is a better option than Cancel Team Members because if available seats in a workshop are limited, there is a chance you might lose the spot in the time it takes to cancel one team member and enroll another. Substituting Team Members will secure the seat in the workshop while you complete the process. 1. In the first step, select the team member currently enrolled in the workshop that you would like to cancel. 2. Select the team member you would like to enroll in the workshop and click Next. 27 P a g e

3. Click Substitute to finish the workflow. You and both team members will receive an email notification confirming the cancellation and the enrollment. How do I remove courses or learning plans automatically assigned to team members? There might be some learning plans or courses that are automatically assigned to your team members that do not necessarily apply to them. At this time, there is not a way to remove this training from their profile. If you use the Assign Additional Training section to remove these courses, they will be removed from their profile for the day, but then the automatic distribution will assign it back to them the next day. Until this feature is available, please work with your team members to let them know which learning plans and courses they are expected to complete and by when. 28 P a g e

How do I assign learning plans to team members? Assigning learning plans to your team members can be done by viewing their profile as them and following the same steps as them requesting registration. Select their profile from the My Team section and go to Available tab of the My Learning Plans section. Look for the learning plan you would like to assign to them, and click Register. This learning plan will be available in their Incomplete section the next time they log in. 29 P a g e

Team Leader Workflows and Notifications Seeing not all team members have email addresses in the CLC, team leaders are carbon copied in workshop notifications so you can share the information with your team members. The notifications you can expect to receive are as follows. 1. Workshop registration: when a team member has been registered for a workshop. This notification will include all the workshop details to share with your team members, and a calendar invite. As a team leader, you can decline the calendar invite to not clutter up calendar. 2. Waitlisted: when a team member has been registered for a full workshop. If someone cancels or the maximum number of participants is increased, the first on the waitlist will be registered. In this case, both you and your team member will receive a workshop registration notification. 3. Workshop cancelled: when a workshop has been cancelled and your team member(s) were registered in the workshop. 4. Workshop change: if there is a change to the workshop such as location, start time or date, you and your team member will receive a notification listing the details of the change. 5. Workshop registration cancelled: if the workshop registration of your team member was cancelled. 6. Certification program expiry: if a team member s certification program is about to expire, you will receive a notification a week or more before the expiry date so time can be scheduled to recertify. As a team leader, you might also receive notifications requesting approval for course or workshop registration or submission of outside credits. The notification will include a link to the CLC approval page which will list the details of the course, workshop or outside credit, and Approve or Deny buttons. Outside credit approvals will prompt you to add comments. Once you either approve or deny the request or submission, our team member will be sent a notification. Note: Workshop registration requests do not guarantee a spot in the workshop. If your team member registers for a workshop and you are not able to approve it right away, they might be placed on a waitlist. The CLC will not tell you this when you approve the request, but you should receive the waitlist notification and the workshop in your team member s event calendar will be orange indicating waitlisted. 30 P a g e

How do I edit a team member s outside credit before approving it? Before you approve the outside credit, view your team member s profile as them from the My Team section and go to their Training History section. Click the edit icon beside the outside credit and make the required changes. Now go back to the link in the notification and approve the submission. If you run into any troubles, your retail CLC Administrator will also be able to edit, approve and submit outside credits for your team members. Note: For Calgary Co-op, Outside Credit submissions are approved by the CLC Administrators, not Team Leaders. How do I approve an outside credit or registration request if I didn t receive the notification? The only way to approve outside credits and registration requests are through the links provided in the notifications. If you did not receive the notification, the request will need to be resubmitted. For outside credits, view your team member s profile on their behalf from the My Team tab and cancel the previous submission. You can then re-enter the outside credit and watch for the approval notification. Please note there is often a delay in receiving the notification. For workshop or course registration, use the Assign Additional Training section to register your team member. You can then cancel their request or request they cancel their request from their Awaiting Approval section. Why am I not receiving notifications from the CLC? There are two reasons you might not be receiving notifications. 1. If your email is not in the CLC, you will not receive notifications. Ask your retail s CLC Administrator if your email address is setup correctly in your CLC profile. 2. CLC notifications are sent from noreply@co-oplearningcentre.com. Make sure this email address is added to your safe senders list or whitelisted depending on your email service. Otherwise these emails might be blocked or sent to your spam folder. 31 P a g e

Logging out of the CLC 1. Click on Logout on the top right corner of the screen. 2. Click on the X on the top right corner of the screen to close the browser. Help with the Co-op Learning Centre A variety of videos, job aids and frequently asked questions are available to help you navigate and troubleshoot the Co-op Learning Centre. These documents can be found in two places. 1. CLC Tours and Tips Quick Link on the Home Page 2. Search CLC in the Resources section Your retail s CLC Administrator has additional access to the Co-op Learning Centre and might be able to help with any request. Ask your Human Resources Manager or Office Manager who your retail s CLC Administrator is. You can also call or email Service Desk, the 24 hour help desk, if you have any questions. For login questions, call Service Desk at 1-855-761-4761. Unfortunately you will not be able to call and request password resets on your team member s behalf. They will need to call themselves, and ask they have their CRSID on hand as Service Desk will ask this to confirm their identity. For Calgary Co-op users, you need to have your employee number. For any other CLC questions, email Service Desk at servicedesk@fcl.ca. In the email, include as many details as possible including titles of courses you are referring to, whose CLC profile you are referring to, and screen shots when available. 32 P a g e