LEARNING MANAGEMENT SYSTEM User Manual

Transcription

1 LEARNING MANAGEMENT SYSTEM User Manual Social Work Workforce Development

2 Training Team updated

3 CONTENTS FORGOTTEN PASSWORD... 8 PERSONAL DETAILS Forename, Surname and Equal Opportunities Monitoring Information Job Details Adding New Qualifications Adding SSSC (Scottish Social Services Council) Adding Qualification Status Registration with another Professional Body COURSE LIST Alpha View Calendar View Filter Courses Booking a course Course with a date Nomination only course Waiting List Currently no dates arranged REQUESTED COURSES Requested Courses Approval Status Cancelling a requested course Past Courses (courses you have attended) Printing a certificate ALERTS My PORTFOLIO Actions Add New Entry HELP & FEEDBACK Useful Contacts Training Team updated

4 Training Team updated

5 ACCESSING THE LMS (Windows 7 Computers) LMS is an external software application for the on-line booking of courses, administration, documentation, tracking and reporting of training programmes, classroom and online events. Click on the Internet Explorer Icon this will open FISH (Fife Information Super Highway) Click on the Favourites Icon and a dropdown list will appear Select the SW CPD option. This will take you into the Social Work Learning Portal Favorites Icon SW CPD Option Training Team updated

6 Click on the CPD Booking Icon, This will open Fife Council Social Work CPD The following screen will be displayed - Enter your username and password and click on Login Course contact (see back page) if you are requesting a username and password, or if you are requesting your password to be reset. You will receive an from noreply@soprahosting.co.uk when your details have been released For non-social Work staff Click on the Internet Explorer Icon this will open FISH (Fife Information Super Highway) Go down to Employee and Click on CLMS Training Team updated

7 Log in at left hand side. To access the LMS externally type in the address below to any internet search engine Social Work CPD Corporate CPD Training Team updated

8 FORGOTTEN PASSWORD Click on Retrieve Your password Or Click on Forgotten Password Enter your address Click on Submit Details Password Confirmation screen will appear and an will be sent to your registered address containing a confirmation code Training Team updated

9 Go into your from "CPD System" > and click on the blue link Klar a Tes t Klar a Test Or go back to SW CPD and input the Confirmation Code manually Click on Reset password The following screen will confirm that your password has now been reset and the new password will be ed to you: You will receive your second from "CPD System" <noreply@soprahosting.co.uk > with username and temporary password Click on URL which will take you into the Login to CPD LMS screen or go back into CPD. Input the username and password ed to you Click on Login Training Team updated

10 To change your password, please enter your temporary password along with the new password. The new password must be at least 8 characters long; consist of only uppercase, lowercase and numeric characters and contain a mixture of these character types Enter your temporary Password Enter your new password Repeat your new password Click on Save Changes Use the side menu bar for updating: Personal Details Course List Requested Courses Past Courses alerts Change Password My Portfolio Logout Training Team updated

11 PERSONAL DETAILS Check your personal information is correct the first time you log in and amend appropriately. Please click Confirm Details (top right) if everything is OK. Otherwise make the necessary changes and click on the "Save Details" icon in the bottom right to save the new information Forename, Surname and Some details (e.g. name / primary ) are read-only; please contact Course Contact (see back page) to have these updated. You may add an alternative address e.g. home address to receive course correspondence to both addresses Training Team updated

12 Equal Opportunities Monitoring Information Amend the information. The information provided will not be used to identify individuals and will be used for equality monitoring purposes only. The Equal Opportunities Information will close after all questions have been answered. Job Details Check and amend job details by selecting the correct job details from the dropdown lists To add / remove another job click on + - If details are not available within the dropdown menus, please contact the relevant service (see back page) to have these added Adding New Qualifications Qualifications may have been added to your profile. To add a qualification click on + Select Grouping, Qualification, Status, Year, Expected Completion Year Date (only if you are still studying), funding from dropdown list. the appropriate useful contact (see back page) if your qualification is not on the dropdown list. An automatic will be sent to your manager asking them to verify your qualification details Training Team updated

13 For Registration Purpose tick if the qualification is a requirement to register with the relevant awarding body To add / remove a qualification click on+ - Click on Save Details Training Team updated

14 Adding SSSC (Scottish Social Services Council) Select Yes if you are registered with SSSC to allow details to be entered for either 1 or multiple register input Please ensure you have all information prior to completion, i.e. Registration Number, Registration Date, Registration Renewal Date as the system will not let you save uncompleted information. To add / remove a registration click on+ - Adding Qualification Status Applies to Social Work only Please select from the dropdown list Click on show qualification Status Explanations for more information Registration with another Professional Body Select the Awarding Body from the dropdown list Record Registration PIN and Registration Date To add / remove a registration click on+ - Click on Save Details Training Team updated

15 COURSE LIST Alpha View Click on Course List on the left-hand side. Alpha View displays all available courses in alphabetical order Courses are split in to those that have dates arranged and those where you can add yourself to a Waiting List. Also applies to Alpha Calendar Calendar View Click Calendar View to see all available courses in chronological order Training Team updated

16 Filter Courses Use the drop down filters if you are looking for a particular course Click on Update. Select course from the list To return to the full course list choose Any on all of the drop down lists Training Team updated

17 Booking a course On the Course List page, click a course title to see more course details. The following screen will appear: Book Course Online Course Fee 0.00 Book Course Online Course Fee Nomination Only Course Course is full Apply to go on Waiting List Training Team updated

18 Course with a date Select a course and date you wish to apply for by clicking on Book Course Online The following screen allows you to select the appropriate job for the course you are applying for (if you have more than 1 job) and any special requirements Klara Test If you have previously requested the same course, the following screen displays allowing you to either continue booking or go back without proceeding any further. Select the appropriate post If you have clicked on this course in error, click When you have Go Back to return to the course description completed the application form click Submit Application The following screen will now display for your information Training Team updated

19 Nomination only course Nomination only courses are usually courses for specific groups of people or specific teams i.e Induction Training Nomination only courses could also be part 2, 3 or 4 etc of a training course i.e Ease the Workload for managers. Ease the Workload Part 1 is an open course and anybody can apply for it but Part 2 is nomination only. Only people who have attended Part 1 can attend Part 2. To apply for this course your Line Manager should the appropriate useful contact (back page) nominating you for a place. An automatic Offline Application Approved from noreply@soprahosting.co.uk will be sent to both you and your manager s address informing about your manager s nomination. No further action required. Waiting List Currently no dates arranged Click on Apply to go on Waiting List and Submit Request Training Team updated

20 REQUESTED COURSES Click on the Requested Courses link on the left-hand side Requested Courses Approval Status Pending Your Manager is considering your request. The course is NOT booked at this stage. Waiting - You are on a waiting list. Once a space becomes available you will be offered a place on the course by and will have to accept it. The course is NOT booked at this stage. Your manager has to approve it. Approved Your Manager has approved your application. You will receive an automatic informing you of this. The course is NOT confirmed yet, you will receive a confirmation a few days before training. Declined Your Manager has declined your application. You will receive an automatic informing you of this. The course is NOT booked. Confirmed Courses Approval Status Confirmed - a place HAS BEEN booked on the course and the course is going ahead. Cancelled Courses Cancelled (by trainer) due to lack of applicants, weather conditions etc. You and your manager will receive an automatic informing you of this. You can cancel your request on a course at any approval status by clicking on the cancel icon Waiting List Courses A list of courses which you have applied for, have not been able to attend and remain on a waiting list for. You will receive an automatic informing you about new dates for courses on your waiting list. You can remove yourself from a waiting list using the icon in the actions column. Training Team updated

21 Automatic s Automatic s from will be sent to your address when your application is declined by your manager, and when a course is going ahead or is cancelled. Subject: Application Approved or Application Declined Your manager approved / declined your course application No further action required. Subject : Course Correspondence Confirmation about your place on the above course. Open the attached Word document and check the course details No further action required. Subject : Course Cancelled Course was cancelled and is not going ahead. No further action required. Whenever the course is cancelled you and your manager will receive an automatic . Training Team updated

22 Cancelling a requested course Applicants may wish to cancel a requested course before / after it has been approved or confirmed. Request can be cancelled at any approval status. Click on Requested Courses and click on Cancel Course Request in Actions Select a cancellation reason from the drop down list Tick Join waiting list and you will be notified by automatic when future instances of the course are being run. You can remove yourself from the waiting list at any time from your Requested Courses page. Click on Cancel this Request Your manager will receive an automatic informing them about your course cancellation including the cancellation reason and whether or not you have chosen to go on the waiting list Past Courses (courses you have attended) Attended & Achieved Click on Past Courses All the courses that you have either Attended or Achieved will be displayed here. Training Team updated

23 Click on Expand Details to display the dates that you attended and then click on Shrink Details to hide the dates. Partially Attended This will display courses that you have partially attended, i.e. only attended 2 days out of a 3 day course. If you end up completing the full course over a variety of dates, i.e. 2 days on one 3 day course and the 3rd day on another 3 day course these will both classed as partially attended and listed under 2 separate courses and will stay here under partially attended. Once you have completed the 3rd day of the 3 day course it merges the records to be displayed under Attended and Achieved as well. Not Attended Any courses that you were down to attend and subsequently do not attend will be listed along with the reason for non-attendance. Training Team updated

24 Select the appropriate icons in the Action column View Course Details View Delegate List View Course Feedback Download Certificate Give Course Feedback Completing a course evaluation Click on Give Course Feedback Select your answers and click on Submit Evaluation Go back to Past Courses Course feedback icon will change from to View Course Feedback Icon and the Download Your Certificate Icon will now appear Training Team updated

25 Printing a certificate Go Past Courses Click on Download Your Certificate Icon ( It is necessary for you to complete the course feedback in order to generate a certificate ) Click on Open Save / Print a copy of the course certificate for your CPD folder ALERTS You can arrange to be notified by when new course dates are added to the system. Please select the course categories you are interested in from the list shown and you will be notified of new course dates matching the criteria. To stop receiving notifications, click the "Clear All" button below and save the changes. Tick all appropriate categories Click on Save Changes You can change the alert options at any time, saving the changes each time Training Team updated

26 Click on My Portfolio My PORTFOLIO Click on Learning Log on a left side menu bar Within My Portfolio all courses, whether completed or only part completed, will be displayed. Courses that are part completed will be identified with beside the title of the course. Click here to view the print out RTF (Rich Text Format) version with or without commentary, also to download to Excel any entries added to the Learning Log Actions Edit this Activity Add Comments to this Activity Edit Comments Associated with this Activity View Course feedback Delete this Activity Training Team updated

27 By clicking on Expand Attendance Details the dates that you attended the course will be displayed, see below: By clicking Shrink Attendance Details, the dates of the course will be hidden. Add New Entry Click on Add New Entry Select the Type from the drop down list Complete the fields Click Add this Activity Start Date & Dates field(s) Ensure the dates in this field are the actual dates of when you attended the course. Complete date of expiry if this course has a time limit Training Team updated

28 The following field helps to ensure that information that is entered is sorted into date order. The following field is the actual dates of the training, i.e. 10 & 11 May 2013 or May It is with this in mind that the Start Date of Activity above needs to be filled in with the first date of the actual training, i.e. 10/05/2013 which would be the first date of the 2 day course. The activity will appear on your Learning Log: Click here to view the print out RTF (Rich Text Format) version with or without commentary Training Team updated

29 Edit this Activity Click on (Edit this Activity) in Actions of relevant course Edit the activity as appropriate Click Save this record Save this record Training Team updated

30 Add Comments to this Activity Click on (Add comments to this activity) in Actions of relevant course Click on Go Back or Click on Save Comments Training Team updated

31 Edit Comments Associated with this Activity Click on (Edit comments associated with this activity) in Actions of relevant course Click on Go Back or Click on Save Comments Training Team updated

32 View Course Feedback Click here to View Course Feedback View the feedback and click on Go back Delete this Activity Click here to Delete this Activity to remove it completely form your record Confirm it by clicking on Delete this record Training Team updated

33 HELP & FEEDBACK If you require any help or have any suggestions as to how the CPD Management System could be improved, please Course contact or use the Help & Feedback Useful Contacts Assessors Finance Housing & Neighbourhood Leisure & Cultural Services Social Work Community Learning & Development Corporate Education Environment, Enterprise & Communities Training Team updated