Learning Events

Introduction

There are a number of different types of Learning Assets in the CLS. All Learning Assets need to be linked to a Catalogue Item in order for learners to enrol or be enrolled in them. The type of Learning Asset described here is the Learning Event.

A Learning Event is training that takes place when a learner User actually attends a venue, including a virtual venue (Webinar). In the CLS, such training is called a Learning Event and there are a number of kinds of such events:

• Face to face
• Conference
• Informal Session
• Lecture
• Mentoring
• Webinar
• Workshop

A Learning Event is defined as one of these kinds of event and it is made up of one or more Sessions. It is the Session that a learner User attends and it has a date, time, location, capacity, facilitator, specific instructions, etc.

These details can change from Session to Session within one Learning Event.

In general, the process for the learner User is:

However, the first step can take place in a number of ways, depending on:

• Catalogue Item enrolment settings (which in turn depends on Settings > Self-Enrolment in the CLS
• Capacity of a Session, i.e. how many people can attend it
• Learning Event enrolment settings

When a learner User goes to Browse Learning and clicks the Catalogue Item containing the Learning

Event, they see a list of all the Sessions and their details, including whether they’ve reached capacity (are full).

After this, different things happen depending on the interaction of the following settings:

Learner Users are notified that they have been added to a Session or a Waitlist through the CLS and using the Message Templates. Note that if the Catalogue Item’s self-enrolment method requires approval, then the column on the right will also include the approvals process specified, see Self-Enrolment Settings.

A Learning Event can consist of:

• a single Session
• multiple Sessions
• multiple Sessions in various locations

A User enrols in one Session in a Learning Event. If a Session runs over more than one day Users are required to attend all of this time in order to complete the Session. However, one Session cannot, for example, run just in the morning for several days. If this format is required then a separate Event should be created for each morning Session so that Users can enrol in each morning Session.

Sessions are added after the creation of a Learning Event. Each Session has its own summary page in the CLS. This includes detailed instructions for Learners, a map and possibly files for them to download.

When a Session is edited there is also an option to inform its attendees of the change.

A Learning Event without Sessions can be used for registering interest or waitlisting Users, with the possibility of creating Sessions later when the training and/or interest is confirmed. A Learning Event with Sessions can be used to auto enrol Users via workflows or as above for registering interest and waitlisting Users.

There are a number of different roles in the whole process and they can be done by the same or different people. They are:

• enrolling learners in an Event (if necessary)
• facilitating the Event
• facilitating particular Sessions
• marking attendance
• awarding Competencies

Sessions – The Process

In general, the process is:

However, the first step can take place in a number of ways, depending on:

• Catalogue Item enrolment settings (which in turn depends on Self-enrolment settings in the CLS)
• Learning Event enrolment settings
• Capacity of a Session, i.e. how many people can attend it

When a learner User goes to Browse Learning and clicks the Catalogue Item containing the Learning Event, they see a list of all the Sessions and their details, including whether they’ve reached capacity (are full).

After this, different things happen depending on the interaction of the following settings:

Learner Users are notified that they have been added to a Session or a Waitlist through the CLS and using the Message Templates. Note that if the Catalogue Item’s self-enrolment method requires approval, then the column above on the right will also include the specified approvals process, see Self-enrolment settings.

Roles in the process

There are a number of different roles in the whole process and they can be done by the same or different people. They are:

• enrolling learners in an Event (if necessary)
• facilitating the entire Event
• facilitating a particular Session
• marking attendance
• awarding Competencies

The User Extra Role of Event Facilitator manages and administers Learning Events and has access to Mark Session, Manage Session and Learning Event Session details. Thus, Users with this Role can add attendees to each Session and also remove them from Sessions.

Manage Sessions

To manage and mark Sessions select Manage Learning > 
Manage Sessions

The screen shows a list of all Sessions, divided into three categories (Published, Completed and Setup), the Learning Event name and location, times and attendee numbers for each Session are listed.

The main aspects of the page are:

1. Click Search for Learning Events Sessions to display the search function where you can enter search terms including Session names, Locations and Start dates. Click Search.
   
2. Note that each heading name can also be clicked to sort the list in ascending and descending orders according to that value.
3. Published – This tab holds all Sessions that have been published into the Catalogue.
4. Completed – This tab holds all Sessions that have been closed off by the administrator at the end of marking.
5. Setup – This tab holds all Sessions that are still in setup mode i.e. they have not been published to the Catalogue.
6. Click the eye icon to inspect the Session in Manage Learning Assets
7. Click the pencil icon to edit this Session in Manage Learning Assets.
8. Click the people icon to manage this Session and move Users to and from waiting lists.
9. Click the tick icon to mark the Users enrolled for this Session.
10. Click Add Learning Event to add a new Learning Event in Manage Learning Assets.
11. Click Add Session to add a new Session in Manage Learning Assets.
    

Add Learning Event

To add a Learning Event in Manage Sessions, select Manage Learning >Manage Sessions.

Select Add Learning Event.

You are then taken to the Manage Learning Assets section of the CLS to create a new Learning Event.

1. Enter a Name and Identifier for the Learning Event.
2. Enter a Description if required.
   
3. Select the Event Type of Learning Event from the drop-down box.
   
4. Select the checkbox Require provider for sessions if provider details must be entered for all Sessions.
   
5. If you select the checkbox Allow users to register interest two new checkboxes appear and you must select one of them. The second option accommodates the less common situation where you want to gauge User interest but not enrol them.

• • Add interested users to the event waitlist:

This will enrol Users in the Learning Event and put them into the event waiting list. Session management screens show this waiting list and Users can be moved from the list and into Sessions.

• • Add interested users to the list without enrolling them:

This will NOT enrol Users in the Learning Event. Instead it will put them on the list of Users that have registered interest in the event, which is seen at the bottom of the Learning Event inspection screen:

Because the Users are not enrolled, the list is not visible in Manage Sessions and thus there is no option to move these Users into a Session. Users can however remove themselves from the Registered Interest list.

Warning: Choose this option if you only want to gauge User interest in the Event for reporting and notification purposes. This option would frustrate Users who want to enrol and participate because enrolment in the event does not happen.

6. If you select the checkbox Allow users to withdraw themselves from a session they are attending three new checkboxes appear and you must select one of them:

• • When user withdraws keep them on the event waitlist for future sessions

This allows the User to withdraw from the Session they are currently attending. They are put on the event waitlist so that they can be considered for other Sessions.

• • When user withdraws don’t add them to the event waitlist for future sessions

When the User withdraws they will not be added to the event waitlist and the enrolment is cancelled.

However, if the User has enrolled in a Program rather than a Catalogue Item, i.e. there are other Learning Asset components involved in the enrolment, then the enrolment will not be cancelled.

• • When user withdraws present them with the above options

This allows the User to decide if they are added to the event waitlist or not.

7. Click the chevron next to Learning Event Permissions. Add facilitators for this Learning Event.
   Click and select a User and associated Role from the drop-down box options, then click the Add button to confirm. The facilitator details will appear in a list.
   You can add multiple facilitators by repeating this process
   You can remove a facilitator from the list by clicking the minus icon beside it
   Note that facilitating the Event is different to facilitating a Session as this person can add/remove attendees to/from every Session
8. Session details are empty when you create a Learning Event. When you come back and edit the event you can enter these.

9. Click the chevron beside Competencies if required. Two checkboxes appear and you must select one of them:

• • Automatically award all competencies when learner attends a session:

Selecting this option means that learners will automatically be awarded all Competencies/Competency Sets when the facilitator marks them as having attended the Session successfully.

• • Require the facilitator to manually award the competencies:

Selecting this option means that the facilitator will be required to select each of the Competencies and Competency Sets that the learner demonstrated during the session.

10. Click and select a Competency or Competency Set from the drop-down box and click the plus icon. You can do this multiple times. You remove an entry from the list by clicking the minus icon beside it.
    
11. Click Save Learning Event.This takes you to the Learning Event inspection screen where you can click Add Session if you want to add Session details at this time.
    

Attendee Questions

Using a custom attribute set, questions can be added to learning events. These questions will be presented to users when they enrol in the session.

To create your question you will need to create a custom attribute set with custom attributes. The custom attributes will become the questions for your session attendees. You can find out more about this feature in our document on custom attributes and enrolment question sets.

The questions will be presented to learners during the enrolment process.

Inspect Learning Event

You can inspect a Learning Event from Manage Sessions via the hyper-link to the event that is at the top of the Manage a Session and Mark a Session screens.

You are then taken to the Manage Learning Assets section of the CLS to inspect the Learning Event.

1. The primary characteristics of the Learning Event are listed here including options chosen when it was created and whether it is active
2. The number of attendees in each of the these categories: is listedWaitlisted, Attending, Attended, Interviewed or RPL, Did not attend.
3. The number of people on Waitlists, displayed prominently.
   
4. Click the chevron beside Learning Event Sessions to view a list of linked Sessions.
   
5. The headings can be used to sort the list. Click on the heading you wish to sort the list by, it will automatically sort into ascending order; click again if you wish to sort in descending order. In this example, we have sorted by Session Name in ascending order.
6. Each Session can be viewed, edited, managed or marked by clicking the appropriate icon beside it, in the Action column.
7. Click the chevron beside Competencies to view any Competencies attached to this Learning Event and whether they are awarded automatically. See Add Learning Event for details of the options.
8. Click the chevron beside Users who have registered interest to view the list of Users who have registered interest but are not enrolled. See Add Learning Event for details of the options.
9. Click the chevron beside Recent activities if required.

9. To edit this Learning Event click the Edit Learning Event button.
10. Click the Add Session button to add a Session to this Learning Event.

Add Session

To add a Session in Manage Sessions, select Manage Learning > Manage Sessions.

Click 
Add Session

You are then taken to the Manage Learning Assets section of the CLS to create a new Session. Note that you must create the Learning Event before you create its Sessions.

1. Select a Learning Event for this Session from the drop-down list.
2. Complete the Name field with the name of the Session. The Identifier field automatically populates based upon the detail typed in the Name field.
3. Select the appropriate Status from the drop-down list
   • Setup – not published to the Catalogue.
   • Published – published into the Catalogue.
   • Archived.
   • Completed – all attendees have been marked and the Session is completed.
   • Cancelled.
4. Select the appropriate Time Zone from the drop-down list.
5. Use the date and time pickers to set Start and End Dates and times.
6. Use the date and time pickers to set Registration Open and Closed dates and times.
   

7. Enter the Duration. of a session, using h for hours and m for minutes.
8. Set the Minimum and Maximum Attendance

9. Select an existing Venue from the drop-down list, or
10. Click the Quick Add Venue button to add a new Venue that you can select from the Venue drop-down, as per step 9. See notes for more information.
11. Select the Show Map checkbox to show a map view of the Session venue.
    
12. To include attachments use the Upload Files feature.
    Click the Select Files button then browse to locate the required file. Repeat the process to attach all associated files as needed. You can remove a file by clicking on the cross icon beside it.

Note that because of the danger of overwhelming an email system, these attachments are not sent directly to attendees. Instead, they receive a link in their email/iCAL appointment that allows them to view the attachments in the Session Summary screen in the CLS.

13. You can provide extra information about particular Sessions using the rich text editor. Users who are not attending will not see these instructions.
    This extra information will be provided to attendees in two ways:
    • In the CLS, on the Session Summary screen.
    • In the iCAL email that is sent by the CLS to all attendees when they are enrolled in a Session.Note that to include an email address as a link, use the insert hyper-link feature and for the URL type mailto:admin@email.com (where admin@email.com is replaced by the email address you want to use).

14. Providers are set at the Catalogue Item level. However, sometimes a single Learning Event is provided by different organisations. In this case, you can enter a Provider for each Session. You can then use Customisable Reports to report on a Learning Event’s Session Providers and number of attendees, etc.

Note that you can require that all Sessions require a specified Provider by setting this for the Learning Event itself.

16. Click Save Learning Event Session button.
    

View Session

To view a Session select Manage Learning > Manage Sessions. Locate the required Session and click the eye view icon.

You are taken to a screen with basic information about the Session and links to the important functions that you need for editing, managing and marking it.

Edit a Session

You may need to edit a Session after you have created it, for example, to change its location or to change its Status to Cancelled. Note that if you need to modify the marks in a completed Session, you first need to edit it and change its status to Published.

To edit a Session, select Manage Learning > Manage Sessions. Click the pencil icon next to the Session that you want to edit.

This takes you to the edit screen for that Session in Manage Learning Assets where you can edit the fields discussed in Add Session.

Re-sending information to your attendees

Note that when you make changes to a Learning Event Session, you can choose to resend the email and calendar appointment to your attendees to notify them of the change.
When you change any of the following and click Save you will be offered the option to re-notify all your attendees:

• The dates,
• The times,
• The venue,
• The information text, or
• The attachments.

If you select theSend notification to attending users checkbox, then click the Notify Users button, attendees will receive a replacement calendar appointment via email containing the new information.

You also have the option of informing waitlisted Users by selecting the Send notification to waitlisted users checkbox.

Session Summary Screen

Each Learning Event Session has its own summary screen that learners can view in the CLS.

From this page, the User can:

• View Session information.
• Download attachments.
• Choose whether to attend or withdraw from the session (if permitted).
  Refer to introduction for details
• See a Google map pop-up of the venue Location by clicking the Venue name:

Note that Show map needs to be checked for the Session and its Location and Venue set. Refer to Locations, Venues and Maps for details.

The user can access this screen from:

• The Session list screen Users see when they first enrol in the Learning Event.
• The Sessions list screen Users see when they first visit the Learning Event from their My Learning screen:

• A hyper-link that the administrator can insert in the email message that is sent to Users when they enrol in the Session.

To insert this hyper-link using the rich text editor, insert a link:

Type the name of the token [Session.SessionDetailsLink] into the URL address:

In the example above, the link will appear as Click here to Users and it will take them to the Session Information screen.
Of course, this link to the Session summary screen can also be inserted into any Template relating to Learning Event Sessions by using the same token. Refer to Message Templates and Sessions.

Manage a Session and Waiting Lists

Once an Event and its Sessions have been created and the Event has been placed into a Catalogue Item, it is available for Users to register their interest depending on the settings. Refer to the Introduction for details.

The Manage Session screen allows the Session Manager to examine Session details and allocate Users to that Session. The screen displays attending Users and the:

• Session waiting list
• Event waiting list

Users can be moved directly from the waitlists to the Attendee list (and vice versa). When a User has been moved from a waitlist and into a Session they will receive a system notification email advising them of the enrolment and Session details.

To manage a Session select Manage Learning > Manage Sessions. Locate the Session and click it’s manage icon.

You will be taken to the Manage Session screen where you can view attendees and waitlisted Users for the Event and the Session.

The main components of the screen show:

1. The names of the Session and a link to its Learning Event.
2. The details of the Session.
3. The number of places available.
   
4. The list of enrolled Attendees
5. You can delete an attendee by clicking the minus icon. They are moved to the Session waitlist for this Session. Other Sessions will see that attendee on their Event Waitlist so they can also be moved into a different Session and removed from all waiting lists.

There are two tabs under Waitlisted Users (the Sessions waitlist and the Event waitlist). Click a tab name to display that list. Both lists can be sorted by entering search terms and clicking Search.

6. The Session waiting list refers to the Session you are currently managing.
7. The Event waiting list refers to the Learning Event attached to the Session you are managing.
8. On either list click on the plus icon to approve a User. S/he will disappear from the Waitlist and appear in the Attendee list of this Session.

Note that you do not have to save this screen for your waitlist changes to take effect.

Mark a Session

Authorised Users need to inspect the Users in a Session and to mark whether they attended or not. Depending on what has been set up for the Learning Event they may also need to award Competencies. To inspect and manage a Session select Manage Learning > Manage Sessions. Locate the Session and click its Mark icon.

The main components of the screen show:

1. The name of the Session and a hyper-link to its Learning Event.
2. The details of the Session.
3. A list of the Attendees.

4. Your task is to click on the Status drop-down list for each User and update their attendance record with one of the four options.
5. The Competencies column will only be displayed if the Learning has competencies assigned to it, if not this column will not be visible.
   If competencies are to be assigned manually to the user, (option selected when setting up the Learning Event). Click in the Competencies field beside the learner’s record. This displays competencies linked to this Learning Event. As appropriate, select the checkbox beside the competency to be awarded at this time to the learner. See below example:

6. If you wish to you can add notes to the User’s attendance record by clicking the Edit pencil. A box opens for text entry. Click the pencil again to close it.
7. Alternatively, if there are a large number of Users, you can click the checkbox to the left of each user and use the Mark Selected As and Select all competencies for attended users buttons to bulk assign Attended or Did not attend status and competencies.
8. Marks are not submitted until you click theSubmit Marksbutton.

You will be asked to confirm this:

Note that if you need to come back and modify the marks in a completed Session, you first need to edit the Session and change its status to Published.

Print Session Details

Session managers will be able to print details of their sessions using the print templates. A default print template can be used or a custom template created.

Create a print template

Browse to Design > Templates.

Select Add print Template.

1. Enter a Title and Identifier.
2. Select Learning Event Session.
3. Enter the code for the template.
   Note that advanced skills are required to build the template. Contact the customer service team for further information.
4. Select Save Print Template.

Set allowable print templates

Setting allowable templates will ensure that only the appropriate templates are available to the session facilitators.

Browse to Settings > Learning Event.

1. Enter the names of the required print templates.

2. Select Save Learning Event Settings.

Print session details

Browse to Manage Learning > Manage Sessions.

1. Select Mark Attendance.

The Mark Session screen will be displayed.

Note that the Templates selected in settings are listed at the bottom section of the Actions dropdown.

2. Select the required template.

The Print Preview popup will be displayed.

3. Select Print.

Learning Event Settings

These are specified via Settings > Learning Event. There are a number of settings that relate to Sessions and Learning Events, including.

1. Group Type – click and select a Group type
2. Interviewed or RPL can be added to the options that a Session marker can choose from. It is then compulsory for the marker to add some notes.
3. These options enable the movement of whole groups and org units between waiting lists and attendee lists.
4. Click to show outstanding Sessions on learner User’s calendar.

Locations, Venues and Maps

To offer maps for Sessions you need to set the Venue when you add or edit the Session. This venue must be linked to a Location with a physical address.

To add a Location select Settings > Locations > Add Location. At a minimum, enter the required fields (marked with an asterisk) and the physical address details.

To add a Venue select Settings > Locations > Add Venue and select the location that you have just created.

Note that you can also use Quick Add Venue in the Sessions add/edit screen if you make sure to select a location that you have set up with a physical address.

Message Templates and Sessions

Message Templates are the templates for automatic email messages that are sent from the Janison CLS. They are customisable so that you can alter the words used, links and pieces of information included. These pieces of information are called tokens and are drawn from the CLS database, see Settings > Message Templates.

The following Message Templates can be involved in Session management:

Conditional Release is applied within a program and directly to the components which they effect. Before you set up Conditional Release of program components, remember:

• Conditional Release cannot be applied to the following learning assets.
  • Assessment Events
  • Booked Assessment Events
  • Learning Events
  • Plans
  • Subscriptions
• Setting up Conditional Release on a program which already has active enrolments will not affect those enrolments.
• Conditional Release cannot be set on components with Share Progress selected.

Setup

Browse to Manage Learning > Manage Catalogue.

From here, you can either choose to configure Conditional Release on an existing Catalogue Item by editing it or on a new Catalogue Item. For this tutorial, we will be creating a new Catalogue Item.

1. Select Add Catalogue Item.

2. Enter a Name and Identifier.

3. In the Components section, Select Learning Asset and Add Component.

Make sure to add at least two component to enable Conditional Release.

Note:

4. Select  to set the Conditional Release on this component.

A dialogue box will appear with several options which allow you to set the Conditional Release of a Component.

1. Release Date options allow you to set the time on which the component becomes available for use.
   1. This option does not set a Conditional Release rule. The component will be available on enrolment.
   2. This option releases the component on the specified number of days, weeks or months after the enrolment is received.
   3. This option releases the component on the specified day of the year after the enrolment is received.
2. Lock Date options allow you to set the time on which the component becomes locked from use.
   1. This option does not set a Conditional Lock rule. The component will always be available after release.
   2. This option locks the component on the specified number of days, weeks or months after the enrolment is received.
   3. This option locks the component on the specified day of the year after the enrolment is received.
5. Select Save to complete the action.

Note: The Lock Date settings react to the Release Date settings. If a Release Date is set, the Lock Date rules change from ‘after enrolment’ to ‘after release’.

6. Select Save Catalogue Item.

Note: You can edit Conditional Release on components by selecting  while editing the catalogue item.