Welcome To Choice University Choice Hotels International User Group Administrator Guide Revised: 04/04/2013 Page 1
Choice University Overview Choice University is an on-line learning system (also known as a Learning Management System or LMS) that allows Choice Hotels International hotel managers and staff access to system training, job related training courses, classroom schedules, while also storing individual training records. Course content is automatically assigned to employees based on: Job Type Industry Specific (Owner, General Manager, Operations Manager, Sales Manager, Front Office Manager, Housekeeping Manager, Guest Service Agent, Night Auditor, Housekeeper and Engineering) Affiliation (Brand) General Managers have access to two user accounts: User Group Admin Account: the User Group Admin account is exclusively for the property s LMS administration, including adding a new user, updating user information, and inactivating a user. Student Account: the Student account is the GM s personal training account for taking online courses, to register for off-site classes, workshops, seminars and to access your personal training modules and records. Signing In as a User Group Admin At the initial Login screen, the GM must enter their User Group Admin Username and Password. All UGA usernames will begin with gm and then your property code. Example: gm.fl102 Revised: 04/04/2013 Page 2
When entering the system as a User Group Admin, the first screen in Choice University shows the Control Center. Control Center Statistics Box The property statistics box gives you a quick overview of the current activity of the users/user groups that you manage. Active users not idle = ( ) number of students and administrators that have logged onto the system within the last 364 days Active but idle users = ( ) number of students and administrators that have not logged onto the system within the last 365 days Inactive = ( ) number of students and administrators that have not logged onto the system for 546 days or no longer work at the property. These accounts can no longer access Choice University. Revised: 04/04/2013 Page 3
The User Group Admin will perform two main functions in Choice University: Manage Student Accounts (Adding or Deactivating) Run Reports Adding Students The UGA is responsible for setting up employee student accounts, as well as the GM student account in Choice University. To add a Student: Click on Users Click on Add New User The System will automatically fill in the following information from the administrator preference screen: Affliation, Property Management System, Telephone number, Fax Number, Country and Choice Property. Revised: 04/04/2013 Page 4
Enter the following information: Unique Username The system will not accept a username that is already in the system. Enter First Name Last Name Password Confirm Password Job Type Email Every account in ChoiceU must have a unique email address. If the employee does not have an email address, they may sign up for a free email account at yahoo, hotmail, Gmail, etc. Email addresses are mandatory. The system will send confirmations for classroom registrations and links for updating passwords to this email address. * User names and passwords are case sensitive. Click on Choose beside User group Revised: 04/04/2013 Page 5
Click one time on your property code to select User Group Click on Select User group Click Add User Revised: 04/04/2013 Page 6
This confirmation window will appear. De-activating Former Employees When an employee no longer works for the property, the UGA should deactivate the Student s account in Choice University. To deactivate a Student account: Go to the Users screen. Click on the green circle to the left of the Student s name. The green circle will change to red, indicating the account is now inactive. Deactivated accounts can be reactivated by clicking the red circle once, which will turn the account green or active again. Revised: 04/04/2013 Page 7
Reports The most widely used reports are the Student Activity Report, the Student Transcript and the User Group Records report. The Activity report will show any training modules or other resource material a student has launched. The Transcript will only show training records of modules/programs that have a quiz or test associated with them. Activity and transcript reports will display information for a single student. The User Group Records reports will show all of the training modules that have been automatically assigned to each of your users. NOTE: This report can be extremely large depending on the number of users you have that are actively using ChoiceU.com. Please view this report before printing. Revised: 04/04/2013 Page 8
From this screen there are a number of possible criteria selections that must be selected each time to ensure consistency in data. Format options include Online, PDF, and spreadsheet. Choose spreadsheet if you wish to manipulate data. New feature allows you to select a preformatted Date Type or input your own Date Range Completion options include Completed Only, Not Completed Only, or All Results. Click once on your User Group. Create OR Save Settings With the above criteria selected, click Create Report. This will export the file to Excel. Data included in this report: User, Prop Code, Additional Property Code, Content Code, Content Title, Content Category, Content Type, Tracking, Completed, Passing Score, Score, Time Spent, Launches, Start Date, Last Taken, and Complete Date. Revised: 04/04/2013 Page 9
The following are irrelevant for this purpose and can be deleted: Content Code, Content Type, Tracking, Passing Score, Score, Time Spent, Launches, Start Date, Last Taken, and Complete Date After deleting the above columns you will be left with: User, Prop Code, Additional Property Code, Content Title, Content Category, and Completed Step 4: Use Excel to create completion/non-completion files, graphs, or pivot charts to display the completion by brand, compliance, completion by modules etc Following are the instructions for Saving any report template within your UGA account. Step 1A. If you want to save or share this report template click on Save Settings. The file will save and then you can create or close the report. A window will pop up for you to title and add notes to the report. Step 1b. To access the saved reports, click the Saved Reports button. Step 2A. Double click the report title to open and run. If you had chosen a preformatted Date Type e.g. Current, Last Quarter etc then the report will auto-update with the new date range if applicable. Note: Completed modules will show the next day. Revised: 04/04/2013 Page 10
ChoiceU.com F.A.Q I cannot remember my password, how can I reset it? o Located on the login screen at www.choiceu.com you will find a button next to Log In that says Reset Password. Where do I go to sign up for classses? o Go to ChoiceU.com and login to your student account with your username and password. Click on Search then Classroom Training Search. A list of available classes will be displayed. Double click on the desired class and location. If prerequisites have been met click on Register, then confirm your registration. I signed up for a class, but now I cannot attend. Where can I go to cancel? o Both classes and webinars can be found (once registered) under My Learning in your student account. Click on either My Seminars and Workshops or My Webinars to review details or drop out. I completed a module with a passing score, but it is still showing incomplete, why? o Check to make sure you have viewed all sections of the module launch the module and check the menu to see if there is a dark gold dot in front of each section which indicates that it is completed. If there is not a dark gold dot, it needs to be completed. I completed a module, but it is not showing up in my transcript! o Activity and Transcript reports are updated at midnight of each day. Modules will not reflect completion on these reports until then. I m no longer at the same property, do I have to retake everything or can my records be changed to the new hotel. o YES, all your records go with you and do not need to be taken again. Contact Choice University at 888-550-6345 or choiceu@choicehotels.com and we can update your property information. o If another account is created at the old property, Choice University is NOT able to merge the records. My account was deleted, can it be restored? o Unfortunately, accounts that have been deleted can NOT be restored. Some of my modules are missing! o Check to see if they were archived. Is there an archive tab showing in the account? If so, click on the thumbtack icon. If not, contact Choice University for additional support. How do I print my certificate? o If the module has a certificate and you have met the criteria for completing the module, the certificate link will display after the module information. Click this link to generate the certificate. o Certificates are also accessible under My Account and Certificates. I have suggstions for ChoiceU.com content! o Then we want to hear from you! Contact us at choiceu@choicehotels.com, and tell us about it. Revised: 04/04/2013 Page 11
What Choice University Online Training Should My Hotels Take, and What Training Are They Required to Take? Required ChoiceU.com Training by Job Type General Manager Revenue Managemnet Room Condition (as applicable) Breakfast Attendant Training (as applicable) ChoiceADVANTAGE Training Choice Privileges Front Desk & Night Audit Staff ChoiceADVANTAGE Training Choice Privileges Commitment to Your Satisfaction Housekeeper Room Condition Breakfast Attendant Breakfast Attendant Training (as applicable) Revised: 04/04/2013 Page 12