Training Details - View

To view the Training Details page, follow these steps:

  1. Click the View Transcript link, which can be accessed from the Home or the Learner Home page.
  2. Click the training title to view the training details.
PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Attachments in Transcript - Manage Grants ability to upload new attachments and delete existing attachments for LOs on a user's transcript. Users with this permission are automatically granted permission to view attachments. This permission can be constrained by OU, User's OU, User Self and Subordinates, User, User's self, User's ILT Provider, ILT Provider, and Instructor. Learning Administration
Attachments in Transcript - View Grants ability to view attachments that have been uploaded for LOs on a user's transcript. This permission can be constrained by OU, User's OU, User Self and Subordinates, User, User's self, User's ILT Provider, ILT Provider, and Instructor. Learning
Cohort Roster - Manage Grants ability to manage cohort rosters. A variety of other features are available depending upon additional roster permissions. This permission works in conjunction with Cohorts - Manage or Cohorts - Edit permissions and the Cohort Roster - View permission. This permission cannot be constrained. This is an administrator permission. Learning - Administration
Cohort Roster - View Grants view-only access to cohort rosters. This permission works in conjunction with the Cohorts - Manage or Cohorts - Edit permissions. This permission cannot be constrained. This is an administrator permission. Learning - Administration
Display all Training Custom Fields Enables display of all training custom field values including blank fields when viewing details of training on transcript. Without this permission, the custom field will only appear if it is populated with a value. This is an end user permission. Learning
Edit Transcript Items

Grants ability to modify training due dates, statuses, and scores on other user's transcripts (training records) when viewing training details for particular learning objects on the transcript. User must also have permission to add external training in order to add or edit another user's external training. This permission can be constrained by OU, User's OU, User Self and Subordinates, User, and User's Self.

Note: Users with this permission also will also see the Add SF-128 link on the transcript.

Learning - Administration
Mark Training Complete Grants ability to mark learning objects complete for other users, via the training details page when viewing the learning object from the user's transcript. This permission does not grant ability to mark a user's learning object complete from their Transcript page. This permission can be constrained by OU, User's OU, User, User's Self, and User Self and Subordinates. This is an administrator permission. Learning - Administration
Mark Transcript Exempt

Grants ability to exempt users from a learning object, using the "Mark Exempt" link on the top right corner of the target user's Transcript/Training details page. This permission can be constrained by OU, User's OU, and User's Subordinates. This is an administrator permission.

With the May '17 release, this permission also applies to prerequisites, pre-work, and post-work. Users without this permission cannot mark any training type exempt for a user.

Learning - Administration
Request Exemption from Training Grants ability to request Exemption from completing an assigned learning object, via the "Request Exemption" link on the top right corner of the Training details page for any transcript item. The request is sent to the persons allowed to approve Exemption requests of the submitting user. This permission cannot be constrained. This is an end user permission. Learning
Session Details - View Student Roster Allows user to view student roster for a given ILT session via a link on ILT session details screen when searching for training, and from transcript details screen after a session has been added to the user's transcript. This is an end user permission. Learning
Training Certificate - Admin Grants access for administrators to view and print training certificates of completion on behalf of users. The link appears on the Transcript Details page for a user's completed learning objects. This is an administrator permission. Learning - Administration
Training Certificate - Self Grants access for users to view and print training certificates of completion for learning objects they have completed. The link appears on the Transcript Details page for the user's completed learning objects. This is an end user permission. Learning - Administration
Training Purpose - Edit User's Purpose Grants access to edit the training purpose and category on the user's transcript details. Admin must have access to user's transcript. This is an administrator permission. Learning - Administration
View Transcript Item Grants ability to view details of learning objects that appear on the transcript (training record), by clicking on the name of the learning object. Users must also have the Bio About - View permission in order to access the transcript within Universal Profile. This permission can be constrained by OU, User's OU, User Self and Subordinates, User, or User's Self. This is an end user permission. Learning - Administration

Edit Transcript Details

When the user has permission to edit the transcript details, the Edit Transcript Details link appears below the LO title for all LO types. See Training Details - Edit Transcript Details.

Generate Audit PDF

Select the Generate Audit PDF link to generate an audit PDF. This is only available to administrators. See Generate Audit PDF.

Note: The Generate Audit PDF link is not available if the Transcript Lockdown functionality is enabled in your portal. Also, this link is not available when administrators view training details for their own training.

Training Detail Fields

Training detail fields vary depending on the type of training. Click each section below to see training detail fields and descriptions:

Depending on the type of training selected, some fields may not appear:

  • Title - The training title is provided at the top of the page.
  • Training Type - This is the type of training, such as online course, curriculum, material, etc.
  • Version - If the training item has multiple versions, the version number is displayed here.
  • Provider - This is the vendor that provides the training.
  • Training Hours - This is the total number of hours of the training.
  • Description - This is a description of the training.
  • Schedule - This indicates the days and time the training is offered.
  • Institution - This is the institution that offers the external training.
  • Grade - This is the grade received for external training.
  • Submitted Paperwork - This is the status of required paperwork for an external training course, which user must submit for a complete status
  • Cost - This is the cost of the external training.
  • Resources - This section displays any documents that have been attached to the learning object (LO) and are visible to the user. The attachments are only visible if the administrator selected the Registered Users visibility option for the attachment and if the user has permission to view or manage LO attachments. Users can click the attachment title to open the attachment.
  • Status - The user's status with regards to the training item.
    • View Completion Page - This link is available if the user has completed the training and the training has a Training Completion page enabled. This link enables users to view their Training Completion page. See Training Completion Page.
    • Mark Complete - This link is available for administrators with the appropriate permissions when viewing the Training Details page for another user. This link allows the administrator to mark the user's training Complete.
  • Training Purpose - This field displays the training purpose, as defined when the training was requested or assigned. The field label will display by default for Curriculum, Cohort, Library, Material, Online Course, Video, Test, Event, and External Training training items even if training purpose is not in use or not defined.
  • Available Date - This field displays the date on which the training is available for the user. This field is only visible to users with permission to manage the available date setting for learning assignments and only appears if the user was assigned the LO via a standard learning assignment. Note: This field does not display for events. In addition, the field does not display if the LOs in the learning assignment are configured to be available immediately upon processing of the proxy enrollment.
  • Due Date - The date by which the user must complete the training item. Managers and administrators may have permission to edit the due date of a subordinate's LO. See Training Details - Edit Due Date.
  • Start Date - This is only available for material LOs. If the material does not have a start date, then the field does not display.
  • End Date - This is only available for material LOs. If the material does not have a end date, then the field does not display.
  • Expiration Date - The date on which the user is no longer available to launch the training item. Note: This expiration date is different from a license expiration date.
  • From Training Plan? - This field displays whether the course was assigned to the user from a training plan. This field is only available if training plans are enabled and if the field is enabled by the administrator in Transcript Preferences.
    • If the learning object (LO) is assigned to the user from a training plan, then "Yes" is displayed.
    • If the LO is not assigned to the user from a training plan, then "No" is displayed.
    • If the LO is assigned to the user from a training plan and the LO replaces an existing LO on the user's transcript, then "Replaced" is displayed. Whether a LO can replace an existing LO on a user's transcript is dependent on whether the Force initial enrollment for users who already have the training option is checked when creating the training plan.
  • Auto Renewal - When viewing a curriculum, if auto-renewal is enabled, this displays whether or not auto-renewal is currently on or off.
    • If the Auto Renewal value is On, click the On link to turn it off. The Renew Subscription option is now available on the Transcript page.
    • If the Auto Renewal value is Off, click the Off link to turn it on.
  • Highest Score - This is the user's highest score
  • Attempts Left - This is the total number of attempts remaining
  • Roster - This option is only available to users who have permission to view or manage the cohort roster.
  • Student Roster - This is the list of users currently registered in this session. This is only available for users with permission to view the student roster for the cohort or session. Note: For sessions, if you select the View Student Roster link, the list displays up to 500 users. If there are more than 500 users, they will not display.
  • Course Rating - If course ratings are enabled for a portal, in the upper-right corner of the Training Details section, the overall course rating is displayed. The rating is displayed visually with a star rating. Also displayed is the number of ratings that are available for the course. Users can click the "XX Reviews" link to view the Course Ratings page for the course. Note: Course ratings are not displayed if the Course Ratings functionality is not enabled.
  • Progress - This is the percentage of course units completed.
  • Last Accessed - This is when the user last viewed the course.
  • Total Views - This is the number of times the user opened the course.
  • View Time - This is the length of time the user remained in the course.
  • Status - The status indicates whether the course is in progress, completed, etc.
  • Modules - This displays the segmented scores on particular modules .
  • Attendance - The attendance lists each part of the session with "N/A" if the session has not started yet and either "Absent" or "Attended" depending on whether the instructor marked that person as attending within that part on the Attendance and Scoring sheet from the roster.

The Attachments section is only available for instructor led training (ILT) sessions and it is only available if the user or administrator has permission to view or manage attachments in the transcript. Attachments are displayed in the order in which they were uploaded, with the oldest attachments displayed first.

Click the attachment name to open the attachment.

See Training Details - Attachments.

  • Attempts - This field displays the attempt number for the user.
  • Date - This field displays the date completed.
  • Score - This field shows the score received for that attempt. For online courses, if the course is configured by the administrator to have a maximum possible score, then the score is calculated as a percentage of correct answers: [Number of Correct Answers] x 100 / [Max Score]. For example, if the maximum possible score is 30 and the user answers 21 out of 30 questions correctly, their score is 70%. Note: When creating a new course or publication in which a score is calculated, in order for the system to calculate and display a score on the Training Details page, both the maximum score and the user score must be set. If the Score field does not appear on the Training Details page, then the maximum score is not defined (greater than zero) in the SCORM wrapper (max_score). If the Score label does appear, but there is no value, then the user's score is not defined (not equal to null).
  • Test Time - This provides the amount of time user took to complete the test.
  • Title - This is the pre-work training object title.
  • Type - This is the pre-work training object medium (online training, event, quick course, etc.).
  • Due Date - This is the date by which the pre-work must be competed.
  • Required - This states whether the pre-work is required.
  • Exempted - This states whether the user is exempt from completing pre-work.
  • Option - This provides the status of the pre-work completion.
  • Title - This is the post-work training object title.
  • Type - This is the post-work training object medium (online training, event, quick course, etc.).
  • Due Date - This is the date by which post-work must be completed.
  • Required - This states whether the post-work is required.
  • Exempted - This states whether the user is exempt from completing post-work.
  • Option - This provides the status of the post-work completion.
  • Title - This is the prerequisite training object title.
  • Type - This is the prerequisite training object medium (online training, event, quick course, etc.).
  • Exempted - This states whether the user is exempt from completing the prerequisite.
  • Status - This provides the status of the prerequisite completion.
  • Title - This provides the session name.
  • Locator Number - This provides the assigned locator number for reference.
  • Provider - This is the vendor providing the training.
  • Description - This is a description of the session.
  • Subjects - This displays the training subjects in which session can be searched. If the selected subject is a child subject, then the entire hierarchy is displayed.
  • Training Hours - This shows the duration of the training.
  • Credits - This shows the number of credits a user will receive for completing training.
  • Price - This shows the cost of the training. The price displays with the following considerations, depending on the percentage of the price the user is required to pay to register for the training.
    • If User Payment Preferences are configured so that User Pays is set to 0% (i.e., User's Cost Center is set to 100% and pays 100% of the price), the Price field does not display in the Training Details.
    • If User Payment Preferences are configured so that User Pays is set to 100% (i.e., User's Cost Center is set to 0%, then the following occurs:
      • Before the payment, the Price field displays the total price of the training.
      • After the payment, the Total Price and Registration fields both display total price of the training.
    • If User Payment Preferences are configured so that User Pays is set to a percentage between 0% and 100% (e.g., User Pays is set to 50% and User's Cost Center is set to 50%), then the following occurs:
      • Before the payment, the Price field displays the total price of the training (i.e., the user portion plus the cost center portion).
      • After the payment, the Total Price and Registration fields both display the part of the price that the user paid to register for the training (i.e., only the user portion).
  • Schedule - This shows the day, time, location and instructor for the training.
  • Prerequisites - This shows the prerequisites required for the training.
  • Pre-work - This shows the pre-work required for the training.
  • Post-work - This shows the post-work required for the training.
  • Penalty for Withdrawal - This displays the amount of the penalty withdrawal as well as the number of days prior to event a user must withdraw
  • Penalty for No-Show - This displays the amount of the penalty for a no-show.
  • Registration Deadline - This displays the last day a user can register for an event.

Note: Custom fields must have a value in order to be displayed in the session transcript on the Training Details page.

Print Certificate

Link displays after the training is completed for an online course, quick course, session, curricula and certification. Click to view or print certificate. Note: If training is a curriculum, the Print Certificate link will display when all training items are completed inside the curriculum and the status of the curriculum is Completed.

Print Training Details

When a completion signature is required, you also have the option to print the Training Details page. To print the Training Details page, click the Print Details icon in the upper-right corner of the page. Note: This option is only available when the training completion signature is required for the item. If completion signature is disabled for the item, the Print Details option is removed, no matter the completion status. See Training Details - Print Preview. The following sections are included in the printable version:

  • Training Details
  • Custom Training Fields
  • Acknowledge Completion
  • History

Assignment and Version History

On the Training Details page for a training item on a user's transcript, an Assignment and Version History section displays. Each occurrence of training displays as a separate line item in this section. The following information displays in this section, if available:

  • Registration Number - This column shows the registration number for each assignment of the training. This field can be reported on using a custom transcript report.
  • Latest Registration? - In the Latest Registration column, a Yes/No value displays, indicating whether or not the training registration is the latest active registration on the user's transcript.
  • Delivery - This column displays the method by which the training was assigned to the user, the user who assigned the training, and the date and time the training was assigned.
  • Transcript Delivery Method - In the Transcript Delivery Method section, the method by which the training registration was delivered to the user's transcript displays. Possible values include:
    • Self Requested
    • System Assignment (LAT)
    • Direct Assignment (From a manager or via ILT roster submission)
    • Express Class
    • Assignment
    • Other
  • Version - This column displays which version of the training is on the user's transcript.
  • Effective Date - This column displays the date the training is effective in the Course Catalog.
  • Start Date - This column displays the Start Date specified for the training assignment, if available.
  • End Date - This column displays the End Date specified for the training assignment, if available.
  • Due Date - This column displays the Due Date specified for the training assignment, if available.
  • Status - This column indicates what status the training is in on the user's transcript (i.e. Registered, In Progress, Completed, etc.)
  • Options - The following options are available for line items in the Assignment and Version History section:
    • View Details - Click this icon to view the Training Details page for a specific assignment on the user's transcript. The top of the page reads, "Previous Assignment Information" to alert the viewer that they are viewing the training details for a previous instance of the training on the user's transcript. See the below section for more information.

    • Transcript Delivery Method - In the Transcript Delivery Method section, the method by which the training registration was delivered to the user's transcript displays. Possible values include:
      • Self-Requested
      • System Assignment (LAT)
      • Direct Assignment

        • Training was assigned directly (for example by a manger to a user)

        • Training was submitted via ILT Roster Submission

      • Express Class
      • Assignment* (This category is representative of historical data records prior to the Feb '19 release which are not reliable and therefore have been contained separately to preserve data quality. Over time, this category will be deprecated.

      Other

      • The Other status appears for all other miscellaneous transcript delivery cases, including:

        • Assignment via Inventory

        • Added by Training Plan

        • Historical Data Loads (except in certain cases described in above values)

        • Data Load Wizard

      Considerations

      • The Assignment and Version History section is called "Assignment History" if the training has not yet been versioned. This is preexisting functionality.
      • There may be multiple entries within the Assignment and Version History section that are considered the Latest Registration. This is preexisting functionality that occurs when a training is versioned using Append versioning.

Acknowledge Completion

If a completion signature is required for a learning object, the user must submit an electronic signature on the Transcript Details page for the LO. See Training Details - Acknowledge Completion.

Cohort Structure

For cohort LOs, the cohort structure is displayed in the Cohort Structure section. This section displays all of the training that is contained in the cohort structure. See unTraining Details - Cohort Structure.

Session Details Table

See Training Details - Session Details Table.

Curriculum Details Table

See Training Details - Curriculum Details Table.

Approval History

Lists each step in the approval process and the history of the training item.

  • Comments entered by Managers assigning training are displayed under the Approval History.
  • Exemption requests, approvals, and denials are recorded under Approval History.
  • Sessions for which the Completed status has been reversed are recorded under the Approval History and appear as "Reverted by <(user name) (user ID) on (M/D/YYYY)." The original timestamp recorded for the Completed status is unchanged.
  • Time zone specified here under the Approval History area is set based upon the location of the host server. Historical transactions times (such as these) are listed in Pacific Time Zone.

Assignment and Version History

See Training Details - Assignment and Version History.

Move to Archived Transcript

Click the Move to Archived Transcript link in the upper-right corner to move a training course from your active transcript to your archived transcript.

Back

Click Back button from the Training Details window to return to your Transcript.

Pending Approval/Pending Completion Approval Panel

See Training Details - Pending Approval/Completion Approval Panel.

Online Course

Curriculum

Session

Only the training details for the latest session are available directly from the transcript. All previous sessions must be viewed by navigating to the event's Training Details page from the session's Training Details page.

Note: If the administrator configures the session to display the start and end times in the user's time zone, then the session start and end time displays in the user's time zone.

Note: Daylight saving time (DST) time zones are supported for ILT for events or sessions.

Event

The event's Training Details page displays all previous sessions that are in a status of Completed in addition to any current sessions for the user. Click the session locator number to view the Training Details page for the corresponding session.

The event's Training Details page can be accessed by clicking the event title in the upper-left corner of the session's Training Details page.

External Training Requested via SF-182 Form

See Training Details - External Training Requested via SF-182 Form.

Learning Details Redesign

With the February 2019 release, a redesigned Learning Details page was released as an Early Adopter project. As of the August 2020 release, this project is no longer in an Early Adopter status and is now generally available. The Learning Details page is available for the following training types if enabled by your system administrator:

  • Curricula
  • Events and Sessions
  • External Content
  • Materials
  • Online Content
  • Online Courses
  • Tests
  • Videos

More features will be added to the Learning Details page in future releases. For more information about the redesigned Learning Details page: See Learning Details Page .

Archive Archive Archive Archive Archive Archive Archive Archive Archive