David Knapp and Toni Leasor of Kentucky TRAIN discuss Learner Transcripts.

Last time we discussed the Training Plan feature we did not define what completed/verified mean in the Training Plan.  A Course Provider has many choices when it comes to creating a course.  They can add a pre-assessment, post-assessment (graded or not graded), evaluation and course rating.  Each of these items would have to be completed in order for a Training Plan would be completed including the course rating.

Today we reviewed the Learner Transcript.  Your Transcript lists all Course Registrations that are completed; as well as any Non-TRAIN Courses that have also been entered for your account.  To export your transcript to a PDF, simply click the Export button on the Transcript page. This will allow you to download a PDF list of your completed Course Registrations and Non-TRAIN Courses.  You can also post Reviews from your Transcript. To do so, simply click the Reviews button for the appropriate course.

Non-TRAIN Courses.  One aspect of TRAIN is the ability to list courses, in your Transcript, that

are not actually found on TRAIN.  This is useful for tracking training courses and external learning you  have taken outside of TRAIN.

TO ADD NON-TRAIN COURSES TO YOUR TRANSCRIPT:

1. Login to your TRAIN account and access your Transcript.

2. Click the Add button to the right of the Non-TRAIN Courses header.

3. On the resulting page, fill in each field, including required (*) fields.

4. When you have finished entering the course information, click Save.

5. The course will now be displayed in your transcript under Non-TRAIN Courses.  

David Knapp and Toni Leasor of Kentucky TRAIN discuss Learner Transcripts.

 

 

 

Last time we discussed the Training Plan feature we did not define what completed/verified mean in the Training Plan.  A Course Provider has many choices when it comes to creating a course.  They can add a pre-assessment, post-assessment (graded or not graded), evaluation and course rating.  Each of these items would have to be completed in order for a Training Plan would be completed including the course rating.

 

Today we reviewed the Learner Transcript.  Your Transcript lists all Course Registrations that are completed; as well as any Non-TRAIN Courses that have also been entered for your account.  To export your transcript to a PDF, simply click the Export button on the Transcript page. This will allow you to download a PDF list of your completed Course Registrations and Non-TRAIN Courses.  You can also post Reviews from your Transcript. To do so, simply click the Reviews button for the appropriate course.

 

Non-TRAIN Courses.  One aspect of TRAIN is the ability to list courses, in your Transcript, that

are not actually found on TRAIN.  This is useful for tracking training courses and external learning you  have taken outside of TRAIN.

 

TO ADD NON-TRAIN COURSES TO YOUR TRANSCRIPT:

1. Login to your TRAIN account and access your Transcript.

2. Click the Add button to the right of the Non-TRAIN Courses header.

3. On the resulting page, fill in each field, including required (*) fields.

4. When you have finished entering the course information, click Save.

5. The course will now be displayed in your transcript under Non-TRAIN Courses.

TRAIN Update Course Provider Segment (Entering Approval and Custom User Information) 9/26/14

David Knapp and Becky Kissick-Hake of Kentucky TRAIN discuss Entering Approval and Custom User Information on TRAIN Update.

We are to the Entering Approval and Custom User Information section of the Course Edit Wizard.  If the course requires course provider Approval, select Yes; if not, select No.  Keep in mind though selecting yes for this option will increase your involvement on a day to day basis with course management.  We find that course providers are checking these approvals at least twice a day by logging into their Course Provider accounts and managing the approvals through their Dashboard. 

If the course will have a registration code, select the option Users have to provide a code to Register.  If you select this option, you will need to also define the code that users must enter. Enter this code carefully. When a learner registers for the course, they will need to enter the code exactly as you have.  The registration code will still be required even if the learner is only adding their name to waitlist.  The code can be changed once entered, although this might cause confusion amongst your learners.  We have experiences where the Course Provider used to complex of a code that learners had difficulty entering the code accurately.  This would be a good opportunity to keep the code simple and not too complex.

 If you would like to collect Custom User Information select Yes; if not, select No.  Custom User Information can be any information you wish to collect. You must enter the question that will be presented to the user and state whether or not the collected information is mandatory. Custom User Information is viewed through the Course Roster Export.  We have seen this feature used for example with meal planning, especially if there is going to be several food selections or special dietary needs to be considered.  

TRAIN Update Course Provider Segment (discuss Learner Training Plans)

David Knapp and Tracey Sparks of Kentucky TRAIN reviewed Learner Training Plans in today’s TRAIN Update,  Learner Segment.  A great number of Local Health Departments have been utilizing the Training Plan feature for delivering, monitoring annual required trainings like bloodbourne Pathogen, HIPAA and TB which employees are required to take once a year.  Also, Local Health Department administrators are able to monitor the plans and download reports used for PHAB accreditation. 

The My Training Plan section found on the TRAIN home page under the Dashboard contains all of your Training Plans. A Training Plan is a group of courses that have been identified by an administrator – you must complete all courses in order to complete the Training Plan.  Training Plans can be assigned to you directly by an Administrator or you can sign up for a Training Plan through the Course Search.

Training Plans you have added to your own account through the Course Search are identified by the Personal Icon. You can remove these plans from your list at any time.  Training Plans added to your account by an administrator are identified by the Administrator Icon which contains the letter A. These plans cannot be removed from your account and you must complete the Training Plan by the Target Completion Date to receive credit.

The Target Completion Date can be set or edited unless it has been established by an administrator.  You must still open and register for each individual course (by clicking the course name) to continue through the plan. Having a Training Plan assigned to your account does not

automatically register you for each course. Training Plan Administrators are able to monitor your progress through the plan – be sure to meet

your Target Completion dates!

TRAIN Update Course Provider Segment (Course Edit Wizard, Assigning Course Level)

David Knapp and Tracey Sparks of Kentucky TRAIN reviewed the Course Level Section of the Course Edit Wizard in today’s TRAIN Update,  Course Provider Segment.  The Course Levels or Skill levels are Introductory, Intermediate and Advanced.  If you are unsure which skill level to select, choose one and the screen will refresh with a detailed explanation. 

Introductory Level – The course provides an introductory topic overview that is appropriate for general or multiple audiences. Typically less than 90 minutes and may offer self-testing of knowledge through the TRAIN Assessment feature. It is suggested that a maximum of 10 core competencies be assigned for this level course. Assignment at the domain level is permitted.

Intermediate Level -  The course provides comprehensive information or skills appropriate for specific job duties of the target audience (e.g., nurses, health educators). This course may provide practice-related exercises and simulations. This intermediate course is typically 90 minutes to eight hours in length. Self-testing or observational feedback must be offered to evaluate skill development. For each competency assigned the general

expectation is for about 90 minutes of course content to be covered. A maximum of 10 Core Competencies and five Preparedness Competencies can be assigned for this level course.

Advanced Level -  The course provides intensive instruction, reinforcement of skills, and evaluation against an observable performance standard. Course provides practice-related exercises and simulations. A graded exam, practice, or drill must be offered to verify skills and

knowledge learned in the course. This course typically ranges from eight hours minimum to a semester or more in length. This course is geared towards building proficiency and may be part of a larger curriculum with pre-requisites. For each competency assigned the general expectation is for approximately eight hours of course content to be covered. A maximum of five competencies can be assigned for this level course. Assignment of individual competencies, as appropriate, is required for this level of course.

TRAIN Update for Course Provider

TRAIN Update for Learners

David Knapp and Tracey Sparks of Kentucky TRAIN will be discussing Learner Course Dashboard.  

In the Course Provider segment they will continue working through the Course Edit Wizard Certificate section.

LEARNER DASHBOARD

The Dashboard section of the TRAIN Home page is where most of your course management will take place.  Your My Learning section contains recent, active course Registrations. To see all registrations, click the Current Courses button.  Each Course Registration will be displayed by name, format, and the Registration Status of the course.  Next to each course listing is an M button. This is to Manage your individual course registrations.  The Management (M) link allows you to update your progress for each course in your My Learning screen. To manage a particular course, simply click the M button to the right of the Course Name. 

Here you can then view your Registration Status.  You can also view and update your selected Credit Type.  In order to change your Credit Type, select the Credit Type you wish to apply to the course from the Credit Type dropdown, and click Update.  This is how you mark your course as Completed: Click the Completed button to complete your course. This will move the course into your Transcript where a Course Provider will be able to Verify your completion.  A majority of courses do not require Course Provider interaction, courses are verified automatically.  

You can move the course into your Archive.  Click the Archive button to move the course into your Archives.  You can withdraw from the course.  Click the Withdraw button to withdraw from the course. Remember to do this any time you are not able to attend a course, as there could be waitlisted users who could then attend.

COURSE EDIT WIZARD

We are looking at the Credit Types and Certificates in the Course Edit Wizard today.  There are 43 items to choose from in the Credit Type drop down list.  We suggest contacting your provider prior to completing this section.  Certificates are designed to allow administrators the ability to provide their users with a printable certificate verifying the learner’s course attendance.   To assign a certificate, go to the Certificates portion of the Course Edit Wizard, click the Assign Certificates button, and select from the radio buttons atop the page which certificates to display in the dropdown menu titled Certificate Type.  Your options include, Show My Personal Certificates, this will cause only certificates your have created to display.  Show All Public Certificates, this will display all public certificates created both by you and other TRAIN certificate administrators.  After you have selected from the radio buttons which certificates to display, you will need to choose a certificate from the Certificate Type drop-down menu. 

The start and end date are not required and we typically leave these blank. If no date is provided for these values, the date range on the certificate is considered “open ended” and users will receive the certificate no matter what their completion date is.  You may define a credit type for the certificate.  The credit type pertains to the credit selection the user makes when first registering for the course.  If the certificate is assigned to the same credit type that the user has selected for their registration, they will receive the corresponding certificate.  This is particularly important, some people may choose None as a credit type, but you will still want to offer them a Certificate of Participation. 

You also have the option to set the certificate as Automatic or Manual.  Automatic certificates will be available for the user immediately after they complete a course.  A majority of our course Certificates are set up this way.  Manual certificates will require the appropriate administrator to manually verify the learner’s completion of the course before the certificate will be available.  Keep in mind in the case of web based learning, the learner will be looking for certificates beyond the normal Monday through Friday normal working hours.  Our Learner’s take courses at all hours, all times. 

Automatic certificates are broken down even further into certificates that will require a passing score on a course assessment, and those which do not require a passing score. To create an automatic certificate with a required passing score, select the Automatic radio button below the Certificate Type drop-down; then, select the check box below labeled Learners must successfully PASS any Post-Assessment.  To create a certificate with no passing score required, simply select the Automatic radio button.

David Knapp and Tracey Sparks of Kentucky TRAIN will be discussing Learner Course Registration options.  In the Course Provider segment they will continue working through the Course Edit Wizard.

Once you have located the appropriate course, you will need to register for it. Registering for a course will create a unique registration record and will add your account to the Course Roster.  On the course details page, you will notice several tab. To register for the course, click the Registration tab.  If you have question about registering for the course, please use information provided on the Contacts tab.  The specific registration process will also vary as per the Course Format.

If the course is an online, on-demand course, you will see a Launch button.  If the course is a live event course, such as a classroom event or webinar, you will have to choose from a list of times and locations. In this instance, you will have a Register button.  For online courses, clicking the Launch button will start the course in a new window.  You must assure your pop-up blocker is turned off. 

If the course offers any type of credit, a drop down menu will appear on the Registration tab. You will need to select a Credit Type from the dropdown menu before registering for the course.  Some courses have prerequisites that must be completed before you can register for the course at hand.  These are listed on the Registration tab.  Some courses include a “second step” as part of the registration process. This can be anything from the need to register at a third party website, to making a course related fee payment. If a second registration step is required, there will be a button: Go to Step 2 of Registration. 

Waitlists are a feature only available for live event courses. Live event courses often have a maximum number of seats available. If the maximum number of seats is filled, there may be a waitlist option available. If this option is available you will see a button: Add to Waitlist. Click this button to be added to the course waitlist.   Some courses may require a code to authenticate your registration. If you do not know the code, you cannot register for the course. If this feature is activated for any course, on the Registration tab, you will see an entry field for the good. You must enter the code before registering; and then must complete the registration process. Only entering the code will NOT register your for the course.  The course Contact person provides the code.

Some courses require manual administrator approval. In these instances, you will see a Get Approval button. Clicking this button will send a note to the appropriate administrator about your request. You will also receive email confirmation. If your request is approved, then you will have access to the course. If your request is declined, access to the course is not allowed. You will receive an email notice about the approved or declined status of your request.  You must have validated your email for this feature to work.

We are continuing our discussion about the Course Edit Wizard. Today we are looking at the Course Description field in the Course Edit Wizard.

There is an outline of contents required in the description field above the Description Field Text box.  They are numbered one through seven. 

We start with the Course Title. That is placed first and may be copied and pasted in place.  We suggest bold font. 

The second item is the Course Duration which if the training is face to face an agenda would be appropriate.  For on-line programs an estimated time of completion would be appropriate.  The third item is the one paragraph course description.  A succinct summary of your offering. This is followed by your course objectives.  These should be measurable and include action verbs.

We then want to see the instructor or subject matter expert's name and credentials.  This becomes important for continuing education programs.

We provide you with text for the number six item, the User help Reminder.  This text is found under the Resources link in the TRAIN navigation bar at the top of the TRAIN page.  Click on the Kentucky Resources, Course Provider Resources brings up course management direction documents.  These documents list directions for course completion, assessment, evaluation and certificate directions.

TRAIN Update April 4, 2014

David Knapp and Tracey Sparks of Kentucky TRAIN will be discussing Learner Course Registration and Course Search by the TRAIN calendar.  

In the Course Provider segment they will continue working through the Course Edit Wizard.

The Calendar, specifically, is designed to list live event courses. You will not find on demand eCourses listed in the calendar.  You do not necessarily need to login to see it. However, we recommend that you do login as any course will require login to complete the registration process.

HOW TO LOCATE COURSES IN THE CALENDAR TAB:

1.  Login to your TRAIN account

2.  Click the Calendar tab in the top navigation bar

3.  Notice the key in the upper left corner. This will help distinguish course availability.

4.  Locate the day/month/week for which the appropriate course is scheduled. Use the < Previous Month and Next Month > links to navigate the      Calendar.

a. You can also select a specific day from the mini calendar on the left side of the page.

b. Selecting a specific day will reveal a list of all sessions scheduled for that day. Simply click on the course name to access the Course      Details page for that course.

5.  Click on the time/session you wish to attend. This will take you to the Course Details page for that course.

6.  On any day that has more than three sessions scheduled you can also click on the Additional Info icon. This will reveal a full list of all sessions scheduled for that day.

Note: conferences listed on the calendar will show under a single conference name. The conference name will appear on any day that has sessions scheduled. The individual conference sessions do not show on the calendar.

COURSE EDIT WIZARD

By default, the Active checkbox is selected. The Active checkbox determines the availability of the course. If the box is unchecked, it will not be available for users.

We strongly encourage you to pay close attention to the active status of your course.  When you submit a course for approval, it must be active to appear in the administrative approval queue. The system will not send inactive courses for approval.  More so, the active status of a course has a direct effect on user access. If the course is not active, users cannot access it.

Courses can also be given an expiration date. If the course will no longer be available after a certain date, enter that date in the Expiration Date field.  For web based learning modules we expire those modules one year from release and the same is true for webcasts.  Face to face courses expire the day after the last session held.   There is a calendar icon next to the Expiration Date field which, if accessed, can also be used to select the appropriate date

TRAIN UPDATE Learner Segment 

TRAIN UPDATE Course Provider Segment 

David Knapp and Tracey Sparks of Kentucky TRAIN discuss Learner Course Registration and Course Search.  In the Course Provider segment they introduce the Course Edit Wizard. 

To search for a course, you do not actually need to be logged in to your TRAIN account. However, we recommend that you do first login as login will be required to complete any Course Registration. More so, the search process has several search criteria for you to choose from. This means that you can search by different items such as, intended audience, by the course format, by the date the course was released. If you don’t find what you’re looking with one type of criteria search, feel free to try the others!

TRAIN also allows users to save their search criteria. This is useful if you will be searching for the same type of course multiple times. With saved search criteria, you don’t need to re-pick your search parameters; simply rerun your saved search. Saved searches can also be set to send you an email notification when new courses are added to TRAIN that meet your saved criteria. This is particularly useful if you want to be notified when new courses on a particular subject are released. Turning on saved search notifications can save you the hassle of rerunning searches.

Course Providers access the Course Edit Wizard through the administration link found at the top of their TRAIN web page.  The Course Wizard will guide you step-by-step through the process of setting up your course.  One of the first things that a Course Provider will have to enter is the Course Title and there is a specific format that should be followed.  The Title of the course is entered, (space) the Modality, unless face-to-face is entered, this could be module or videoconference, (space) the Course ID (space) Date (space) and Location.  Your final title would look like this,  HANDS Family Support Worker Core Supervisor Training 1048769 March 14, 2014 Bowling Green.

Join us in two weeks for our next TRAIN Update and like us on Facebook(www.facebook.com/KentuckyTRAIN), follow us on Twitter (https://twitter.com/ky_train)  

TRAIN Video Update-TRAIN Account and Social Media

TRAIN Video Update