Accessing the Optional Page from the Homepage 

1. Click Administration
   
   
2. Click Learning Management
   
   
3. Click Activity Management
   
   
4. Click Learning Activities – this will take you to the Activity Management Page
   
   

Activity Management Page

Note:  For this job aid example an existing learning activity was selected and the Optional Page is accessed by clicking on “Edit” next to that learning activity.

Click Edit – this will take you to the General Properties for the learning activity

Click the Optional button to access the Optional settings to configure additional properties

The Optional Page

 

This page is broken into a series of sub-menus which are used to finish setting up a learning activity.  The menus include:

Required to be Completed

General Properties – These are the required minimal properties to create a Learning Activity

General Properties sub menu 

• General – General Properties for a learning activity including name, description, domain the activity is deployed in, and code.
• Status
• Notes
• Certification (recurring training)
• Grading and Completion
• Translated Properties
• Continuing Education – this only displays for CE Requirement Group activities
• Metadata sub menu
• System Defined
• Optional Information
• User Defined
• Activity Filters

Required to be Completed Menu items

General Properties – These are the required minimal properties to create a Learning Activity.  All of the fields on this page are required.  Fields on this page are:

Name

Primary Domain – you can click on the Browse button to select a different domain

Activity Type – Is it an Online Training (eLearning), Instructor-led course, Quick Assessment, etc.

Code – must be a unique code.  You can change it from what is auto assigned.  Recommended no spaces or hyphens.  Underscores are okay.

 

Configure General Properties Sub Menu

General Settings Page

This is the first option on this sub menu.  Here you can expand on the general properties previously provided under the Required Properties section.

Status Settings Page

You need to set Status Settings for a learning activity to specify details such as whether the learning activity is active, if the activity can be copied, fulfilled, or subscribed to, and if the activity should be discoverable in search results in the Learning and Manager Modes.

Active – is the Learning Activity active in the application?

Hide from search results for Learners and Managers – This hides the activity anywhere a learner or manager could search for it, including the manager’s exception report (meaning they can’t assign the activity to their learners).  This is helpful if you only want learners assigned to the activity to be able to find and register for it, or if you want to ensure only access to the activity via a structure (such as a curriculum).  You can also use it to retire an obsolete activity. 

Canceled – If you don’t want anyone to find or take the activity. 

No Registration Required – If you select this, learners can start an activity without having to register for it.  This only applies to launchable activities like online courses.

Hide in Manager Mode – Hides the activity from the Manager Dashboard.  Managers can still assign the activity to their end-users from the Exception Report, but they cannot see if any of their learners are assigned or registered for the activity.  This is helpful if you need to hide certain training from a manager for privacy reasons (such as activities about how to work with difficult managers).  Note:  If the manager can emulate the learner, they essentially log in as the learner.  This means they can see any training that was hidden from them.

Hidden from Transcript – the activity won’t display on the learner’s Training Transcript.  You may want to use this for obsolete activities. 

Can be copied – allows you to copy the activity to create a new activity

Can be subscribed – check this if you wish to use this learning activity in a curriculum.

Can be fulfilled – are there other courses that fulfill this requirement?

Express Interest – Available for activities with offerings such as an Instructor-led Training (ILT).  Sometimes a learner wants to attend an offering of an activity but can’t because it doesn’t fit with their schedule.  If you select this checkbox, the learner can Express Interest during registration.  The activity owner receives a notification (if activated) when learners express interest.

Enable Extended Enterprise for all offerings – This option only applies to ILT courses in domains that have Extended Enterprise enabled.

Users cannot register for the individual activity – this option only applies to ILT courses and launchable activities (such as online courses, documents, or quick assessments) that do not have extended enterprise enabled.  If you select this checkbox:

Learners can’t launch or register for the activity until they’ve registered for a curriculum or bought a bundle that contains the activity.  Remember that only launchable activities can be added to bundles.

Administrators can’t manually register learners for the activity from it’s only roster. 

Status drop-down list – This status has no impact on your learners.  It is purely information to help you and other administrators track your activities.  It can also be helpful for reporting purposes. 

Notes Settings Page

This is where Instructor Notes, User Notes, or Registration Instructions are added to the Learning activity.

 

 

Instructor Notes – Instructors can view the Notes on the Instructor Schedule Activity Summary page.  Notifications sent to instructors may include these notes in the message.  You can use HTML tags to format the text.

User Notes – Learners view User Notes on the Activity Summary page for the learning activity.  These notes appear in training-related notifications if included as macros in the notification template.  You can use HTML tags to format the text.

Registration Instructions – Each type of activity (workshop, class, etc.) may be assigned default Registration Instructions that display to learners during registration.  Learners view Registration Instructions in the registration panel at the time they register.

Note:  Each of the notes and instructions text boxes have two magnifying glasses ( ) beside it.  These are preview buttons.  The upper one is a preview of how the instructions will display to the end-user.  The bottom one is the same thing except it will show any HTML used in that instruction/note.

Certification (Recurring Training) Settings Page

This is where recurring training is set up for the Learning Activity.  Certification is proof that a person has completed a necessary class or course of study.  To earn a certification, learners may have to show they understand a subject or have the necessary knowledge to handle a particular task or responsibility.  Some certifications are valid for a limited time period.  Some professionals may be required to get certifications each year to keep their professional license current (and this is why they use the term “Certification” instead of “Recurring Training”). 

A Learner earns a certification by completing one or more learning activities successfully.  An acquired certification remains valid until the expiration date is reached.  When a certification is about to expire, the application sends an email reminder message to the end-user by default.  For each end-user who acquires a certification, they system changes the user’s certification status to Expired as soon as the expiration date arrives.  Note:  Expired certifications display on the end-user’s Timeline based on domain dashboard settings. 

Basic Agency Domain Support (BADS) professionals can designate any activity as a certification and set appropriate properties for it.

Learners who complete a certification may have either one of the following certification statuses:

Acquired – Learners receive the “Acquired” status as soon as they complete a certification.

Expired – BADS are able to specify the validity period for a certification by entering an expiration date.  When the validity period expires, the system changes the certification status for the learner to “Expired” and sends a notification to let the learner know that the certification has expired.  Any update made to the expiration date applies to learners who complete the certification after that update has been made.

If learners register for a certification, they can view it on the Training Schedule page and on completion the certification appears in their Training Transcript.  Learners can view assigned certifications on their Training Analysis page or use the My Learning or Timeline widgets.

When making an item a certification:

• Click the Activity is a certification checkbox
  
  
• Determine the expiration calculation options
  • Calculate expiration by earliest completion date - Select this option to use the earliest expiration date in the activity structure as the expiration date for the entire structure
  • Must Complete full structure to satisfy retraining requirement – the learner has to complete the entire activity structure for the application to mark it as “Retraining Complete”
  • Allow Rolling Expiration – Can Complete only expired activities – The learner only has to complete expired and/or updated (if Enable Retraining is selected) activities for the application to mark it as “Retraining Complete”
  • Upon completion of new versions in the versional activities, expiration date should get rolled up to the root – if the curriculum has any versional activities, select this checkbox to roll up the expiration date for Versional activities after the learner completes a new version.
    
    
• Set the Expiration Date to determine when learners need to retake an activity. You can set expiration dates for any activity, not just certifications.
  
  
• Never Expires – Once completed, the certification is always valid
  
  
• Expires (number) days after completion - Enter a number of days, such as “365”.
  
  
• Expires on (date) - Select a set date when the certification expires, such as January 1, 2019.
  
  
• Expires on (month) (date) every (number) years with a Grace period of (number) days – Choose a set period when the certification expires. The application calculates the grace period based on when the learner completes the activity.
  
  
• Expires (number) months after completion on the (number) day – Set the certification to expire on a particular day at a certain number of months after the learner completes the activity, such as “6 months after completion on the 1^st day (of that month)”
  
  
• Expires every (number) (years/months/days) after base month – This option uses a grace period before or after the selected base month.
  
  
• Expires every (number) (years/months/days) after base month – Decide when the certification expires.
  
  
• The base months (should/should not) be retained if user completes before the grace period. The base month (should/should not) be retained if the end-user completes after the grace period – Decide if the base month is retained when the end-user completes the activity.
  
  

Initial base month activity – Click Browse if using another activity as the initial source training activity.

4. Determine Enable retraining settings –This setting can be used with certifications or regular activities. Selecting Enable Retraining simply requires users who already completed an activity to take it again.  This is helpful if the activity has been updated and you want to make sure all assigned learners have taken the most up-to-date version. 

5.  Choose Recertification Settings – These options also work with certifications or regular activities. Because these options are specifically related to retraining, they’re grayed-out when you first create an activity.  They are only configurable when editing an activity after you have selected “Enable Retraining”

- Determine Previous Activity Completion settings – This is where you determine how previous completions count towards retraining or recertification. Choices are “Consider all”, “Consider activities completed after (a date that is set), or Consider activities completed xx number of days before registration.  This last option refers to the days before the renewed registration, not the initial registration.

6. Set a Recertification Condition – users can either recertify at any time, or only if they register for the activity a set number of days before the certification expires.

7.  Choose the Regulatory Body associated with the training – If a certification is required by a government agency or offered by a professional organization, use this section to specify the name of this group. Any organization which offers certification or requires compliance with rules can be entered as a regulatory body.  This may be a good place to put RCWs that related to recurring training in the State.

8.  Once a certification has been selected remember to assign the activity to end-users in the Management sub menu of the Optional Page.

Configure General Properties Grading and Completion Settings Page

The Learning Activity’s Grading and Completion page contains a number of properties related to how and when learners pass an activity.  You can have this activity contribute to a “parent” activity’s completion (such as a curriculum), set the minimum percent end-users need to get on a quiz, assign a diploma that learners can print out when they’ve completed the activity and more.

Contribute to parent activity completion – allows BADS professionals to indicate if this activity should contribute to the learner’s result for the parent activity in terms of completion, pass, or fail status, and score.

Required to be completed – requires learners to complete the activity.  The completion of the parent activity is dependent on the completion of child activities that have this selected.

Learners must complete all active required versions of a versional in order (this is only for activities that are versionals – this enables version order enforcement.  This requires the learner to complete every active, required version of a Versional activity in order.

Grading Scale – Use Browse to select a grading scale to associate with the activity.

Minimum Percent – Determines whether learners pass or fail a learning activity.  If you enter a Minimum Percentage, learners must obtain a score greater than or equal to this percentage to pass and successfully complete an activity.  If this is left blank, learners just need to finish the activity to successfully complete it.    Note:  SCORM courses do not automatically send Pass/Fail data.  You need to enter a Minimum Percent that matches the course’s passing score.  The application compares the two and updates the Passed Status.  If you do not enter a Minimum Percent, the Passed status remains blank, meaning everyone is marked as “complete” even if they didn’t successfully pass the course. 

Estimated duration in Hours and Minutes – specifies how long it takes for learners to complete the activity.  Learners can view this estimated duration on the activity’s details page.

Estimated credit hours – how many credit hours to learners earn by completed the activity?

Number of child activities to successfully complete – this is when it’s a curriculum with a parent activity.  This way the parent activity is considered complete.  For instance if you enter 2, it means the learner needs to complete two child activities to complete the parent activity.

Pick rule and Enter a number of child activities to pick – to specify the number of child activities must select when they register. 

Diploma template – Associate a diploma template with the Learning Activity

Electronic Signature – This is for auditing.  This specifies who should provide their electronic signature to validate activity completion.

Automatic Completion – Allows for activities to automatically to become Complete.

Enable automatic activity completion – marks users with the status of “Registered” and “In Progress” on the roster as “Attended” or “Completed” on a specified number of days after the end date of a scheduled activity.

Enter the number of days after that activity end date when you want the registration status for end-users to change to “Attended and Completed”

Calculate change in completion status – notifies learners when there’s a change in the completion criterial of a curriculum that requires recertification.

Learners can view and print diploma certificates after passing at least one evaluation – allows learners to view and print diploma certificates only after successfully completed the activity AND submitting at least one evaluation (if multiple evaluations are associated with the activity).  Note:  Uncheck this option to enable learners to view and print the diploma certificate regardless of evaluation submission.

Enable learning activity sequencing – controls the order in which learners can take launchable (online) activities).

Enable activity sequencing in offline mode (mobile users only) – maintains sequencing for activities the learner downloads and accesses offline. 

User(s) who can approve a completion request – None is the default.

Require Learners to include a comment when they request completion marking – learners must explain why they are requesting completion when they send the request. 

Roster lock setting for “Attended” or “Waived” attempts – Do not lock the roster for Attempted or Waived attempts, Only lock the roster for attempts that were attended or waived through a completion request, or Always lock the roster for “Attended” or “Waived” attempts are your options here.

Configure General Properties Translation Page

Here you can enter the name, description, and registration instructions of an activity in any of the installed languages.  If this information is entered in a language that matches an end-user’s preference, the translated information will display for learners and managers.  End-users can set their preferred language on the Preferences page.  Available languages are:

• Chinese (simplified)
• Chinese (traditional)
• English (United Kingdom)
• English (United States)
• French
• French (Canadian)
• German
• Italian
• Japanese
• Portuguese (Brazilian)
• Spanish