You're looking at an older version of Totara Learn.

Please see Totara 15 help for the latest version.

All pages




Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Comment: Published by Scroll Versions from space TL25PMS and version 11

Create a certification 

  1. Click Courses from the Site administration menu.
  2. Click Manage certifications.
  3.  The Find Courses page opens on certification view in edit mode. Click Add a new certification to set up a new certification.
  4.  Complete the Details section.
  5.  Click Save changes and the Overview tab displays. You have now created your certification; the next step is to add the certification content and certification assignments.
Details  AnchordetailsdetailsSettingDescriptionNotesCategory

Select the category this certification will be saved in. This choice will affect where your certification is displayed on the certification listing and may make it easier for learners to find your certification.

-Full name

The full name of the certification is displayed at the top of the screen and in the certification listings.

-Short name

The certification short name will be used in several places where the full name isn't appropriate (such as in the subject line of an alert message).

-ID

The ID number of a certification is only used when matching this certification against external systems. If you have a code for this certification then use it here, otherwise you can leave it blank. 

-Availability

This option allows you to hide the certification from learners. When set to Not available to students it will not appear in any listings, except to administrators. When set to Available to students, learners are able to view and access the certification details.

-Available from/Available untilThis option allows you to hide the certification outside the specified date range and you can specify both, just one, or neither of these dates. Outside the dates learners won't be able to search for the certification and if the user has not made progress it won't appear in their Record of Learning: Certifications
Note

This won't affect actions for users already assigned to the Certificate, for example these users will still receive certificate messages.

Summary

Enter a description of the certification which will be visible to learners in the catalogue. The HTML editor allows you to format text as well as including links and embedding images or video.  

-Summary files

Certification summary files, such as images, are displayed in the list of certifications together with the summary. 

-End note

The end note is displayed when the learner has completed the certification. 

-VisibleWhen checked, the certification will appear in certification listings and search results, and learners will be able to view the certification contents. When unchecked the certification will not appear in certification listings or search results, but the certification will still be displayed in the learning plans of any learners who have been assigned to the certification, and learners can still access the program if they know the certification's URL.
Note

You will only see this option if audience-based visibility is not enabled on your site.

Visibility

There are four visibility options available:

Visible to no users: The certification will not be visible to any users (except those with extra role permissions)
Visible to enrolled users: The certification will only be visible to users assigned to the certification.
Visible to enrolled users and members of the selected audiences: The certification is only visible to users already assigned to the certification and members of any of the assigned audiences. To choose audiences this certification will be visible to, click the Add visible audiences button. A dialog will appear allowing you to select the audience(s) who will see this certification. Select the audience(s) and then click OK.
  • Visible to all users: The certification will be visible to all users in the system.

  • Note

    You will only see this option if audience-based visibility is enabled on your site. Also note that users granted the manageaudiencevisibility capability ('Manager' roles by default) can see all certifications.

    Current iconChoose the icon to display in the catalogue next to this certification. To choose a new icon, click the Choose icon button and select another image.-Allow extension requests

    When enabled users can submit extension requests for this program which can then be approved or denied by their manager. If a user has more than one job assignment with different managers, an extension request notification is sent to all of the user's managers and any of them can approve or deny the extension request.

    Note

    Extension requests need to be enabled on the Advanced features page to be able to allow or disallow extension requests.

    TagsYou can add tags to your certifications.-

    Add certification content

    Here you set the learning content that learners will be required to complete to gain and maintain certification.

    To add content to your certification (skip to step 4 if you already have your certification open):

  • Click Courses from the Site administration menu.

  • Click Manage certifications.

  • The Find Courses page opens on certification view in edit mode. Click to open your certification.

  • Click Edit program content on the Overview tab or click the Content tab.

  • Under the Original certification path section, select Set of courses from the Add a new dropdown menu and click Add.

  • Click through the course categories and select the course(s) you wish to add. If you're adding multiple courses, you need to select your courses in the order you wish them to appear in the set.

  • Selected course(s) appear in the current selection column, click the delete icon to remove the course from the certification selection.

  • Click Ok to complete the course selection.

  • Give your set a name and complete the settings:

    SettingDescriptionNotesLearner must completeChoose either One course or All courses.-Minimum time required

    This determines the minimum amount of time that users should be given if they are to have enough time to complete the course set.

    Please carefully read the warning alongside this description.

    For example, if set to one week, then it is expected that the user should be granted at least one week to be able to complete the course set, and that it would not be possible to complete it in any time less than that.

    Warning

    Setting this does not mean the user only has a certain amount of time to complete a course set, nor does it set or affect the certification due date.

    This does not determine the maximum time allowed to complete the course set and setting this does not set a due date.

    It is used to generate exceptions when a completion date set in the Assignments tab is insufficient and is used to automatically set a sufficiently generous due date when resolving time allowance exceptions using the Set realistic time allowance action.

    You can have one or more course sets. If you have more than one, you can choose the rule between them:
  • Or: Learners can either complete the learning in the first course set or the second course set. The learning of both course sets is available at the same time.
  • Then: Learners must complete the first course set before being given access to the second course set.
  • And: Learners must complete the first course set and the second set. The course sets will be made available to complete at the same time and do not have to be completed in order.
    Follow steps 5-10 above as required if you need to add additional content.
    Under the Recertification path section you have two options:
  • If you would like to use the same content as your original certification path, select Use the existing certification content. This will copy everything you entered into the original certification path into the recertification path.

    Note

    Note that this copying only happens once; afterwards, if you make a change to one path, you will need to manually make the same change to the other path if you want to keep them the same.

  • If the content is different, simply add additional sets of courses as required following steps 5 - 10 above.
    Click Save changes.
  • A warning message containing the number of learners who are currently assigned to the certification that would be affected by changes is displayed. Click Save all changes. The content has now been added to your certification and you are ready to set the learner assignments.

  • Add Upcoming Certification block

    This block can be added to the frontpage, a dashboard or a course page to quickly show when the learner's Certifications are due.

    To add an Upcoming Certification block to a page:

    1. Go to the page that you want the block to appear.
    2. Select Turn editing on.
    3. Go to the Add a block area and select Upcoming Certifications block.
    4. Move the block to the location if needed.

    Assigning users to multiple certifications which contain some matching course content

    This scenario is not recommended when managing certifications due to the potential this creates for users needing to re-complete the course that is contained in both certifications.

    Where two or more certifications contain some matching course content, assigning a user to one certification and then adding the same user to another different certification will result in an Exception being created for this user. (See Exception Reports).

    These exceptions shouldn't be ignored/dismissed as they are a warning that user's with these exceptions may have course progress reset and may need to repeat the courses contained within more than one certification they are assigned to.

    Assigning a user to multiple certifications which all have the same courses creates a likelihood for the overlapping of window opening dates and the archiving of course completions on certifications which are already in progress.

    Add certification assignments

    Certification assignment allows you to select the learners who need to complete the certification. You can select users by organisation, position, audience, management hierarchy, or individually. Once you have assigned learners to the certification, the system automatically takes care of course enrolment.

    To add learners to your certification (skip to step 4 if you already have your certification open):

  • Click Courses from the Site administration menu.
  • Click Manage certifications.
  • The Find Courses page opens on certification view in edit mode. Click to open your certification.
  • Click Edit program assignments on the Overview tab.

  • Select how you want to add learners to your certification from the Add a new dropdown menu and click Add.

    IfThenAdding by organisation

    1. Select Organisations from the Add a new dropdown menu and click Add.
    2. The organisation options appear. Click Add organisations to program.
    3. Select the organisation framework you want to use from the dropdown box.
    4. Select the organisation items you wish to assign to the certification. The selected items appear in the current selection column. Click the delete icon to remove.
    5. Click Ok to complete the organisation selection.

    Tip

    Select All below to include all users in the hierarchy structure below the selected organisation.

    Adding by position

    1. Select Positions from the Add a new dropdown menu and then click Add.
    2. The position options appear. Click Add position to program.
    3. Select the position framework from the dropdown box.
    4. Select the position items you wish to assign to the certification. The selected items appear in the current selection column. Click the delete icon to remove.
    5. Click Ok to complete the position selection.

    Tip

    Select All below to include all users in the hierarchy structure below the selected position.

    Adding by audience

    1. Select Audiences from the Add a new dropdown menu and then click Add.
    2. The audience options appear. Click Add audiences to program.
    3. Select the audience groups you wish to assign to the certification. The selected audiences appear in the current selection column. Click the delete icon to remove.
    4. Click Ok to complete the audience selection.

    Info

    To learn more about creating audiences, see Audiences.

    Adding by management hierarchy

    1. Select Management hierarchy from the Add a new dropdown menu and then click Add.
    2. The management hierarchy options appear. Click Add managers to program.
    3. Select the managers you wish to add to the certification. The selected items appear in the current selection column. Click the delete icon to remove.
    4. Click Ok to complete the manager selection. 

    Tip

    When you select managers you can also see the staff that report to the managers by clicking to expand the folder icon. Select direct team to add just the manager’s direct reports or all below to add their direct reports and their staff’s direct reports.

    Adding individuals1. Select Individuals from the Add a new drop down menu and then click Add.
    2. The individual options appear. Click Add individuals to program.
    3. Select the names you wish to assign to the certification. The selected individuals appear in the current selection column. Click the delete icon to remove.
    4. Click Ok to complete the position selection.Click Set completion to set a completion date for each group/individual you have assigned to the certification. This will be applied to the applicable learners, giving them a due date. When setting a completion date you have two options:
  • Complete by: allows you to set a fixed completion date.

  • Complete within: allows you to set a completion date relative to an event, the events include:
  • Date the learner first logged in.

  • Position start date recorded on the learners position tab.

  • The date the learner completed another certification.

  • The date a learner completed another course.

  • The date record in a profile field.
  • Click Set fixed completion date or Set time relative to event to save your completion criteria.

    Warning

    Prior to saving your changes, it is important that you are aware how assigning a completion date relates to a user's due date. Please see How certifications work for more information.

  • Click Save changes.
  • Click Save all changes in the confirmation box or Edit assignments if you want to make additional changes. Once the save is complete, a confirmation message appears at the top of the screen. Your certification assignments are now set.
  • Info

    Learning will be made available immediately to new users once they've self-registered. Audience membership as well as audience-based enrolled learning (i.e. course enrolment and certification/program assignment) will occur before new users first log into the platform.

    For existing users, audience membership and enrolment will occur when the relevant cron runs.

    Add certification messages

    Messages allow you to set up automated emails related to your certification. The messages can be customised for the certification you are setting up or editing.

    To customise your certification messages (skip to step 4 if you already have your certification open):

  • Click Courses from the Site administration menu.
  • Click Manage certifications.
  • The Find Courses page opens on certification view in edit mode. Click to open your certification.
  • Click Edit program messages on the Overview tab or click the Messages tab.
  • By default there is an enrolment message and an exception report message for each certification. To add a new message select the message type from the Add a new dropdown menu and then click Add.

  • When you add a new message you need to complete the subject line and message details to be sent. The message body can contain variables. There are two available variables:
  • %userfullname%: This will be replaced by the recipient's full name.
  • %programfullname%: This is replaced with the full name of the certification.
  • %setlabel%: This is replaced with the course set label, when the message relates to course sets.
    Note

    The subject line can only be changed for the learner message. When sending notice to a manager, the manager message uses a default subject line.

    Click Save changes.
  • Click Save all changes in the confirmation box, or Edit messages if you need to make additional changes. Once the save is complete a confirmation message appears at the top of the screen. Your certification messages are now complete.

  • Program messages  Anchormessagesmessages

    Message name

    Description

    Course set completed messageThis message will be sent whenever a course set is completed.Enrolment message

    Sent to the learner when they are assigned to a certification. Select Send notice to manager to send a notification to the learner’s manager.

    Exceptions report message

    Sent to Site Administrators when there are new exceptions on the certification. An exception occurs when the system is not able to process an action related to the certification, e.g. the completion date is set for 30 days from the position start date, but this field is empty for a user assigned to the certification.

    Failure to recertify messageWill be sent when a recertification period has expired and the learner will need to repeat the original certification. Select Send notice to manager to send a notification to the learner’s manager.Learner follow-up message

    This is sent to a learner a set period of time after they have completed the certification. Use Trigger to set when the message is sent.

    Program completed message

    Sent when the learner completes the certification. Select Send notice to manager to send a notification to the learner’s manager.

    Program due message

    Sent to the learner a set number of days, weeks, or months before the learner is due to complete the certification. Use Trigger to set when the message is sent. Select Send notice to manager to send a notification to the learner’s manager.

    Program overdue message Sent to the learner when the certification completion date for the learner has passed. Use Trigger to set when the message is sent. Select Send notice to manager to send a notification to the learner’s manager.Recertification window due to close message

    Will be sent when a recertification period is about to expire. Select Send notice to manager to send a notification to the learner’s manager.

    Recertification window open message

    Will be sent when the learner has entered the period when they can recertify. Select Send notice to manager to send a notification to the learner’s manager.

    Un-enrolment message 

    This is sent when a learner is unenrolled from a certification. Select Send notice to manager to send a notification to the learner’s manager.

    Course set due

    Sent a certain length of time before the current course set is due. The due date is calculated by adding the course set Minimum time required to the date the user started the course set.

    Course set overdue

    Sent a certain length of time after the current course set is due. The due date is calculated by adding the course set Minimum time required to the date the user started the course set.

    Course set complete

    Sent when a user completes a course set.

    Define recertification details

    When a learner completes a certification path, a new expiry date is calculated based on the recertification date method and the active period. As a result a new window opens date - or recertification window - is calculated from that. The recertification settings on the Certification tab lets you control how the those dates are calculated.

    The following settings are used when making the calculations described above:

    • Active Period: Determines how long a certification will be active before it expires.

    • Recertification Window: How long before the certification expires the recertification window opens, giving learners time to complete the recertification path.

    To define your recertification details (skip to step 4 if you already have your certification open):

  • Click Courses from the Site administration menu.
  • Click Manage certifications.
  • The Find Courses page opens on certification view in edit mode. Click to open your certification.
  • Click Edit certification on the Overview tab or click the Certification tab.
  • Under Active Period, set Certification is active for by entering a value in the field and select either Day(s), Week(s), Month(s), or Year(s) from the dropdown e.g. '1 Year(s)'.
  • Under Recertification Window set

    Certifications are very similar to programs, with both facilitating the creation of adaptive learning paths, where completion dependencies can be defined and the order and flow of the courses learners complete can be controlled.

    However, unlike programs, certifications are only valid for a certain period of time, after which the system will prompt the learner to re-certify. This is useful for skills that need to be updated, or where a learner may need to demonstrate compliance with changing policies, practices, or regulations. 

    A certification includes completion dates and time frames for enrolled learners to complete each stage of the certification. Personalised and customised messages and reminders can also be configured to be automatically sent to enrolled learners and their managers.

    Learners can be enrolled on certifications based on their organisation, position, management hierarchy, individually or via an audience, with different completion criteria may be set for each group if required.

    Widget Connector
    urlhttps://www.youtube.com/watch?v=njCv1A81VZ8

    Creating a certification 

    1. From the Site administration menu navigate to Courses > Manage certifications.
    2. Select Add a new certification.
    3. Complete the Details section.
    4. Add certification Content.
    5. Add certification Assignments.
    6. Create certification Messages as required.
    7. Set the Certification period.
    8. Select Save changes.

    Certifications overview pageImage Added

    Widget Connector
    urlhttps://www.youtube.com/watch?v=GgNNCelG2og

    Editing a certification

    Once a certification has been created it is still possible to make changes by editing the certification, although be aware that if a certification is live, any changes made will impact on the assigned learners.

    1. From the Site administration menu navigate to Courses > Manage certifications.
    2. Select the name of the category (or sub category) in which the certification sits

    3. Select the corresponding Settings icon (Image Added) for the required certification, or select the certification name to open it, then select Edit certification details.
    4. Edit the certification Details, Content, Assignments and Messages as required, as described below.
    5. Select Save changes on each page to save any edits or Cancel to disregard.

    A certification can also be deleted, moved up or down the certification listing page, or moved to another category within the category certification listing using the corresponding Edit icons.

    Certification category listingImage Added

    Adding certification details 
    Anchor
    details
    details

    The details section includes basic information about the certification and core settings for display and availability.

    SettingDescriptionNotes
    Category

    Select which course category the certification should sit under.

    The category selected has no impact on which courses can be selected within the certification and is for site organisation and navigation purposes only.
    Full name

    The name or title of the certification.

    This will be displayed in the certification overview area and within the course catalogue.
    Short name

    The short or abbreviated name of the certification. The display of a certification short name is limited across the site.

    The short name must be unique.
    ID

    An optional field to provide a certification ID number.

    A certification ID can be used to match external systems for data exchange purposes
    Available From

    Set a date from which the certification is available to learners.

    This won't affect actions for users already assigned to the certificate, for example these users will still receive certificate messages.

    If Available from and Available until dates are set, learners will be able to find and enter the certification during the period specified by the dates but will be prevented from accessing the certification outside of those dates.

    Available UntilSet a date until which the certification is available to learnersAfter the date specified, the certification will not appear on any certification listings or be accessible, except to administrators.
    Summary

    The summary or certification description text is displayed in the search certification page and when a learner is viewing the details of the certification. 

    -
    Summary files

    The summary file is displayed in the list of certifications.

    Summary files might include certification descriptors or relevant images files relating to the certification.
    End note

    The certification end note displays when the learner has completed the certification.

    -
    VisibleWhen checked, the certification will appear in certification listings and search results, and learners will be able to view the certification contents. When unchecked the certification will not appear in certification listings or search results, but the certification will still be displayed in the learning plans of any learners who have been assigned to the certification, and learners can still access the certification if they know the certification's URL.

    This option is only displayed if audience-based visibility is not enabled on the site.

    Visibility

    Select which group of users can see the certification in the course catalogue and within any list of certifications.  Choose from:

    • All users
    • No users
    • Enrolled users only, or
    • Enrolled users and members of the selected audience(s).

    Please see Audiences for more information on creating audiences.

    Audience-based visibility must be enabled via Advanced features for this option to to display.

    Current iconChoose a certification icon from the available list.  Icons can be displayed within certification lists and within the course catalogue

    Add new icons via Courses > Custom icons under the Site administration menu.

    Graphic files will be resized to 35 x 35 pixels automatically

    TagsAssociate tags to the certification.Tags can be added as filters or search terms within the Course Catalogue.
    Allow extension requests

    When enabled users can submit extension requests for this certification which can then be approved or denied by their manager. If a user has more than one job assignment with different managers, an extension request notification is sent to all of the user's managers and any of them can approve or deny the extension request.

    Program/certification extension requests need to be enabled on the Advanced features page to be able to allow or disallow extension requests for a certification.

    Custom fieldsAny custom fields that have been added to the site for certifications will be displayed here.Certification custom fields can be added via Courses > Custom fields from the Site administration menu.

    Editing certification detailsImage Added

    Adding certification content
    Anchor
    content
    content

    The Content tab defines the courses that learners will be required to complete to gain and maintain the certification.

    Certification content can include any set of courses within a Totara Learn site.

    Once multiple sets have been added, set dividers are employed to create of sequences or dependencies between each set.

    Certification content tabImage Added

    Original certification path
    Anchor
    originalpath
    originalpath

    When adding Original certification content to a certification, open the Content tab in the relevant certification and follow the below steps:

    1. Select Set of courses from the Add a new dropdown menu and click Add.
    2. Browse through the course categories or Search for a specific course.
      Note

      Note that if completion tracking is not enabled for a course, that course will not be available to add to a certification.

    3. Click on the name of each course to be added.
    4. Selected course(s) appear in the Items to add area.
    5. Click Ok to complete the course selection or Cancel to exit.
    6. Complete the course set settings as described below.
    7. Repeat steps 1-7 to add another Set of courses.
    8. Select Save changes.

    Tip

    Select courses in the order they should appear in the set. 

    A delete icon to remove a course from the certification selection will appear on hover over.

    Course sets
    Anchor
    coursesetsettings
    coursesetsettings

    Setting

    Description

    Notes

    Set nameTo provide a title or short description for the set, enter a Set name.

    Set names are designed to aid the learner's understanding of the learning path. For example the first set of courses could be called 'Phase One - Induction' and the second set of courses 'Phase Two - Health & Safety'.

    Learner must complete

    Choose from:

    • One course: Only one course in the set needs to be completed.
    • All courses: Every course in the set must be completed.
    • Some courses: Choose a number of courses that must be completed (but not all courses)
    • All courses are optional: The user does not have to complete any courses as all are optional.

    If Some courses is selected, additional fields to set the completion criteria will become editable.  These fields are the Minimum courses completedCourse score field and the Minimum score.

    These fields are all locked when selecting All courses or One course as the completion of the selected courses will be the completion criteria. 

    Minimum courses completed The minimum number of courses within this course set the assignees must complete for this course set to be considered complete.-
    Course score fieldSpecify a course custom field which is used to allocate a score to each course in the set. This is used in conjunction with Minimum score to determine the course set's completion criteria. The selected field should have a numeric value.To create a custom course field, go to Courses and categories > Custom fields under the Site administration menu.
    Minimum score

    A minimum score that must be reached for the course set to be marked as complete. The score is calculated by summing the values from the Course score field for all the courses a user has completed.

    The score must be entered as a whole number (e.g. 1, 10, 15 etc).

    For example, a 'Credits' custom field could be added to all courses so that a course set will be marked as complete once a certain number of credits have been achieved.

    Minimum time required

    This value indicates a minimum amount of time that a user might realistically need to be able to complete the course set. It is used to determine if the completion period set on the assignments tab is realistic for a particular group of users. If the assignment is not realistic, a time allowance exception will be generated and the user will not be assigned to the certification until the exception has been resolved.

    For example, consider a certification consisting of a single course set with a minimum time required of 10 days. If a user was assigned with completion criteria that required them to complete it in less than 10 days, then it would raise an exception report for that user.

    When using completion criteria relative to a user, it is possible for some users to generate exceptions but not others. For example, when using the days since first login criteria, each user would have their own deadline that may or may not be realistic.

    When multiple course sets exist in a certification the overall minimum time required for the certification is calculated based on the worst-case scenario taking into account the course set logic. For example if a certification consists of:

    Course set1 [10 days] THEN Course set2 [5 days] OR Course set3 [7 days]

    then the overall time allowance would be 17 days.

    This minimum time value is also used to determine when the 'Course set due message' and 'Course set overdue message' should be sent.

    Setting this does not mean the user only has a certain amount of time to complete a course set, nor does it set or affect the certification due date.

    This does not determine the maximum time allowed to complete the course set and setting this does not set a due date.

    It is used to generate exceptions when a completion date set in the Assignments tab is insufficient and is used to automatically set a sufficiently generous due date when resolving time allowance exceptions using the Set realistic time allowance action.



    Courses

    The courses included within a course set are displayed.  Additional courses can be added via the Add courses button and courses removed using the corresponding delete icon (Image Added)

    -


    Adding certification contentImage Added

    Set dividers

    When adding multiple sets of courses or more than one competency to a certification, conditional dividers or access rules can be added between sets. 

    Choose from:

    • Or: Learners can either complete the learning in the first course/competency set or the second course/competency set, the learning of both course/competency sets is available at the same time
    • Then: Learners must complete the first course/competency set before being given access to the second course/competency set
    • And: If both course/competency sets need to be completed

    Recertification path

    When adding Recertification certification content to a certification, open the Content tab in the relevant certification.

    To use the same content as the Original certification path, select Use the existing certification content checkbox. This will copy everything from the Original certification path into the Recertification path.

    Note

    Note that this copying only happens once; afterwards, if a change is made to one path, the same change will need to be made manually to the other path in order to keep them the same.

    To use different content to the Original certification path, follow the below steps:

    1. Select Set of courses from the Add a new dropdown menu and click Add.
    2. Browse through the course categories or Search for a specific course.
    3. Click on the name of each course to be added.
    4. Selected course(s) appear in the Items to add area.
    5. Click Ok to complete the course selection or Cancel to exit.
    6. Complete the course set settings.
    7. Repeat steps 1-6 to add another Set of courses.
    8. Select Save changes.
    9. A warning message containing the number of learners who are currently assigned to the certification that would be affected by changes is displayed. Click Save all changes.

    Recertification contentImage Added

    Assigning learners
    Anchor
    assign
    assign

    The Assignments section is used to select those learners who should complete the certification. Users can be assigned by organisation, position, audience, management hierarchy, and/or individually.

    Once learners are assigned to a certification, they will be provided access to enrol in each selected course.

    Certification assignmentsImage Added

    When adding learners to a certification, open the Assignments tab in the relevant certification and follow the below steps:

    If

    Then

    Notes
    Adding learners by organisation
    1. Select Organisations from the Add a new dropdown menu and click Add.
    2. Click the Add organisations to program button.
    3. Select the required organisational framework from the dropdown box.
    4. Browse through the organisations or Search for a specific organisation.
    5. Click on the name of each organisation to be added
    6. The selected organisations(s) appear under the Items to add area.
    7. Click Ok to complete the organisation selection or Cancel to exit.
    8. Select All below to include all users in the hierarchy structure below the selected organisation
    9. Enter an Assignment due date as described below.
    10. Repeat steps 1-9 to add another organisation(s).
    11. Select Save changes.

    A delete icon to remove an organisation from the selection will appear on hover over.

    Organisations from different frameworks can be selected.

    Adding organisational assignments to a programImage Added

    Organisations selected in program assignmentsImage Added

    Adding learners by position
    1. Select Positions from the Add a new dropdown menu and click Add.
    2. Click the Add position to program button.
    3. Select the required positional framework from the dropdown box.
    4. Browse through the positions or Search for a specific position.
    5. Click on the name of each organisation to be added
    6. The selected position(s) appear under the Items to add area.
    7. Click Ok to complete the position selection or Cancel to exit.
    8. Select All below to include all users in the hierarchy structure below the selected position
    9. Enter an Assignment due date as described below.
    10. Repeat steps 1-9 to add another position(s).
    11. Select Save changes.

    A delete icon to remove a position from the selection will appear on hover over.

    Positions from different frameworks can be selected.

    Adding positions to program assignmentsImage Added

    Assigning due dates to position assignmentsImage Added


    Adding learners by audience
    1. Select Audiences from the Add a new dropdown menu and click Add.
    2. Click the Add audiences to program button.
    3. Browse through the audiences or Search for a specific audience.
    4. Click on the name of each audience to be added
    5. The selected audience(s) appear under the Items to add area.
    6. Click Ok to complete the audience selection or Cancel to exit.
    7. Enter an Assignment due date as described below.
    8. Repeat steps 1-7 to add another position(s).
    9. Select Save changes.

    To learn more about creating audiences, please see Audiences.

    A delete icon to remove an audience from the selection will appear on hover over.

    Adding audience assignment to a programImage Added

    Audience assignment in a programImage Added

    Adding learners by management hierarchy
    1. Select Management hierarchy from the Add a new dropdown menu and click Add.
    2. Click the Add managers to program button.
    3. Browse through the user list or Search for a specific manager.
    4. Click on the manager name(s) then choose the appropriate job assignment(s) applicable to the certification assignment.
    5. The selected manager(s) and their job assignment(s) will appear in the Items to add area.
    6. Click Ok to complete the manager selection or Cancel to exit.
    7. Under the For column, select direct team to add the manager’s direct reports or all below to add both thier direct and indirect reports.
    8. Enter an Assignment due date as described below.
    9. Repeat steps 1-8 to add another position(s).
    10. Select Save changes.

    Please see Job Assignments for more information.

    A delete icon to remove a manager from the selection will appear on hover over.

    Assigning managers to a programImage Added


    Set direct and indirect reports for manager assignment in a programImage Added


    Adding individual learners
    1. Select Individuals from the Add a new dropdown menu and click Add.
    2. Click the Add individuals to program button.
    3. Browse through the user list or Search for a specific individual.
    4. Click on the name of each individual to be added.
    5. The selected individuals(s) appear under the Items to add area.
    6. Click Ok to complete the selection of individuals or Cancel to exit.
    7. Enter an Assignment due date as described below.
    8. Repeat steps 1-7 to add another position(s).
    9. Select Save changes.
    A delete icon to remove an individual from the selection will appear on hover over.

    Adding individual assignments to a programImage Added

    Individuals added to the programImage Added

    Assignment due date
    Anchor
    assignduedate
    assignduedate

    The due date for users enrolled in the certification via any of the assignment types, must be set using a fixed completion date or using a time relative to one of the following events:

    • First login: Relative to the users first log in to the system.
    • Position assigned date: Relative to the time a position was assigned to any of the users job assignments with the specified position

    • Job assignment start date: Relative to the start date field of any of the users job assignments with the specified position

    • Program completion: Relative to the time another specified program or certification was completed by the user

    • Course completion: Relative to the time a specified course was completed by the user

    • Profile field date: Relative to the value of a date/time custom field in the users profile

    • Program enrolment date: Relative to the time a user was enrolled in this certification

    Completion date for certificationsImage Added


    An Assignment due date will be assigned to other users as they join the group. The actual due date cannot be changed if the user has already completed the certification. 

    Users' actual due dates may differ from the assignment due date for various reasons, including:

    • If another assignment type includes the same user, the other assignment due date may override this one
    • If this assignment has a relative due date, which is not yet applicable to the user
    • A user may have been granted an extension by a manager
    • If an exception occurred and the Set realistic time allowance action was used to resolve it
    • This assignment due date may have changed, but the user still has the due date that was originally given to them
    • This is a certification, and the due date has automatically been set to the expiration date

    Note that assignment due dates are recorded when after the Save changes button is selected, but are not applied until the user assignments are updated. If a message indicating that user assignments have been deferred is displayed, then any user due date changes will not yet be applied.

    Warning

    Prior to saving changes, it is important that consideration is given to assigning a completion date relative to a user's due date.

    Please see Certifications for more information.

    Info

    Learning will be made available immediately to new users once they've self-registered.

    Audience membership as well as audience-based enrolled learning (i.e. course enrolment and certification/program assignment) will occur before new users first log into the platform.

    For existing users, audience membership and enrolment when the certification user assignment scheduled task is run.

    Once saved, a confirmation message appears at the top of the screen.

    Confirmation of certification assignmentsImage Added

    Actual due date

    After using the Assignment due date option to assign a due date to the group of users and saving all changes, the Actual due date column will display a link to view the specific due date for all users enrolled in the certification using the corresponding assignment type. 

    Note

    Due dates for assigned users can been extended only.

    If a fixed due date is set, the date change will be applied immediately.

    If a relative due date is set, the due date will be applied to the users as soon as it can be successfully determined.

    For assigned users that have been given a time exception, the certification due date is not updated.


    Relative and set completion dates for program assignmentsImage Added

    Creating certification messages
    Anchor
    messages
    messages

    Customised, automated messages can be created and emailed to all users assigned to a certification. An optional message for the managers of each assigned learner can also be added, depending on the message type selected.

    Widget Connector
    urlhttps://www.youtube.com/watch?v=i-6E9cRyPbk

    When adding messages to a certification, open the Messages tab in the relevant certification and follow the below steps:

    1. Select the required message type from the Add a new drop down menu and choose Add.
    2. If relevant, set a time based Trigger for the message being sent
    3. Add a Subject line and Message body, using variables as required.
    4. Select Send notice to manager to send a message to the manager of a learner at the same time the learner message is sent. If a learner has multiple job assignments with more than one manager, the message will be sent to all managers.
    5. Add a Subject line and Message body for the manager notice, using variables as required
    6. Select Save changes to save the message(s).

    Tip

    If a subject is not provided i.e. the field is left blank, the manager subject is populated with the default language strings for each message type.

    Info

    The Enrolment message and Exceptions report message is added by default for every certification.

    The subject of the message will be displayed to recipients within their Dashboard.

    Certification message typesImage Added

    Message types
    Anchor
    messagetypes
    messagetypes

    Message name

    Description

    Enrolment messageA message is sent to the learner when they are assigned to a certification.
    Exceptions reportA message is sent to site administrators when there are new exceptions on the certification. An exception occurs when the system is not able to process an action related to the certification, e.g. the completion date is set for 30 days from the position start date, but this field is empty for a user assigned to the certification.
    Un-enrolment

    A message is sent to a learner if they are unenrolled from a certification.

    Program due
    A message is sent to the learner a set number of days, weeks or months before the learner is due to complete the certification.
    Program overdueA message is sent to the learner when the certification completion date for the learner has passed.
    Program completedA message is sent to the learner when they complete the certification.
    Course set due

    Sent a certain length of time before the current course set is due. The due date is calculated by adding the course set Minimum time required to the date the user started the course set.

    Course set overdueSent a certain length of time after the current course set is due. The due date is calculated by adding the course set Minimum time required to the date the user started the course set.
    Course set completedThis message will be sent whenever a course set is completed.
    Learner follow-up

    A message is sent to a learner a set period of time after they have completed the certification.

    Recertification window open
    Sent when the learner has entered the period when they can recertify.
    Recertification window due to closeSent when a recertification period is about to expire.
    Failure to recertify messageSent when a recertification period has expired and the learner will need to repeat the original certification.

    Variable substitution
    Anchor
    messagevariables
    messagevariables

    Variables can be inserted into the Subject and/or body of a Message so that they will be replaced with personalised or the relevant values when the message is sent. Variables should be inserted exactly as shown.

    VariableDescription
    %userfullname%Replaced by the recipient's full name.
    %username%Replaced by the recipient's username.
    %programfullname%Replaced with the full name of the certification.
    %completioncriteria%Replaced by the completion criteria set in the Assignments tab.
    %duedate%Replaced by the date assigned to the user to complete the certification.
    %managername%Replaced by the learner's manager's name. If a learner has multiple job assignments with more than one manager, a list of all manager names will be generated, separated by commas.
    %manageremail%Replaced by the learner's manager's email address. If a learner has multiple job assignments with more than one manager, a list of all the manager email addresses will be generated, separated by commas.
    %setlabel%Replaced with the course or competency set label or name.

    Setting recertification details 
    Anchor
    certification
    certification

    The Certification section defines how long a certification is considered active and when a learner must complete their recertification.

    Recertification date

    This setting determines how the expiry date is calculated when a user completes the certification or recertifies.  Choose from:

    SettingDescriptionNotes

    Use certification completion date

    When a user completes one of the certification paths (original or recertification), the expiry date will be calculated based on the date that the completion occurred.  The active period is added to the completion date.Over the span of several recertifications, this option can cause the expiry date to drift backwards (when completed early) and forwards (when completed overdue).

    Use certification expiry date

    Calculate the new expiry date based on the previous one. The first time this is calculated, it adds the active period to the assignment due date if there is one, otherwise it uses the date the certification was completed.

    If the user is overdue or expired, it adds the active period to the date the primary certification was just completed (as if the user was newly assigned), so that certifications are active for a minimum of the active period.

    Over the span of several recertifications, this option can cause the expiry date to drift forwards (when completed overdue) but not backwards.
    Use fixed expiry date

    This option causes the expiry time to be calculated based on the specified assignment due date (if available, otherwise the first completion date), and subsequent completion expiry dates will be calculated using that same base date, regardless of whether they are late or early.

    The active period is repeatedly added to the base date until the first future date is discovered. The Minimum active period is available only with this setting, and must be at least as big as the Recertification Window (see the Minimum active period help for more information)

    Over the span of several recertifications, this option will prevent the expiry date from drifting forwards or backwards.

    Active Period

    Determines how long a certification, once complete, will be active or valid before it expires.

    SettingDescriptionNotes
    Certification is active forEnter a numerical value in the field and select Day(s), Week(s), Month(s) or Year(s).-
    Minimum active period

    When Use fixed expiry date is set, this option specifies the minimum length of time that the certification will be guaranteed to be active. If a user completes their certification and there is less than this amount of time until it would be due to expire, the expiry date is pushed forward by another whole active period

    For example:

    • If a user was newly assigned to a certification in July, the active period is 1 year, the window opens 2 months before expiring, the minimum active period is 6 months and they have an assignment due date of 1 December, then when they complete in August, their expiry date will be set to 1 December of the following year (actual active period of about 16 months).
    • If a user in the same certification completes their recertification in November while the window is open, then their certification would be set to expire on 1 December of the following year (actual active period of about 13 months).
    • If a user in the same certification failed to recertify on time and subsequently completed the primary certification in April, then their certification would be set to expire on 1 December of that year (actual active period of about 8 months).

    Recertification Window

    Specifies the period before the certification expires that a learner can start recertifying. When the window opens, all course and activity completion data will be reset, including courses and activities completed by RPL.

    Set the Period window opens before expiration by entering a value in the field and

    select

    selecting either Day(s), Week(s), Month(s), or Year(s) from the dropdown

    e.g. '1 Year(s)'.
    Choose a Recertification date. You have three options:
    • Use certification completion date: When a user completes one of the certification paths (original or recertification), the expiry date will be calculated based on the date that the completion occurred.

    • Use certification expiry date: Calculate the new expiry date based on the previous one. If there was no previous expiry date (for new assignments, and no due date set in the assignments tab) or the certification has expired, then the completion date is used.
    • Use fixed date:  Choose a fixed date (i.e 2nd of February every year) 
    Info

    See Certification/Recertification scenarios to learn more on the recertification date options and how they are calculated in different scenarios.

  • Click Save changes. Your certification is now complete.
  • Capabilities that can edit

    .

    Click Save changes before navigating away from the page.

    Certification and recertification settingsImage Added

    Tracking and editing certification completion

    The Program Completion Editor must be enabled via Advanced Features via the Site administration menu for the Completion tab to appear within a certification.

    Please see the dedicated Certification Completion Editor help documentation page for more information.

    Assigning users to multiple certifications which contain some matching course content

    This scenario is not recommended when managing certifications due to the potential this creates for users needing to re-complete the course that is contained in both certifications.

    Where two or more certifications contain some matching course content, assigning a user to one certification and then adding the same user to another different certification will result in an Exception being created for this user.  For more information please see Exception Reports.

    These exceptions shouldn't be ignored/dismissed as they are a warning that user's with these exceptions may have course progress reset and may need to repeat the courses contained within more than one certification they are assigned to.

    Assigning a user to multiple certifications which all have the same courses creates a likelihood for the overlapping of window opening dates and the archiving of course completions on certifications which are already in progress.

    Certification editing capabilities

    It is possible to assign a variety of editing permissions within the

    program

    certification functionality.

    Anyone

    Any user with one or more of the following capabilities will see an Edit

    certification

    certifications details button whenever they view a

    program

    certification.

    By clicking on this they will then see the Overview tab, followed by additional tabs based on the capabilities they have assigned to them as follows:

    • totara/
    program
    • certification:configuredetails: For the
    Edit tab.program
    • certification:configurecontent: For
    the program
    • certification:configuremessages: For
    the program
    • certification:configureassignments: 
    -
    • For
    the
    • the Assignments tab.
    • totara/program:handleexceptions: For the Exceptions tab (this applies even if there are no exceptions currently).
    • totara/
    certification
    • program:
    configurecertification
    • editcompletion: For the
    Certification
    • Completion tab
    .
    • totara/
    program
    • certification:
    editcompletion
    • configurecertification: For the
    Completion tab (the completion editor must be enabled in site cofig)
    Panel
    borderColor#d3d3d3
    borderStylesolid
    titleOn this page

    Table of Contents
    maxLevel3
    minLevel2
    printablefalse

    Panel
    borderColor#955C80
    borderStylesolid


    The Totara Academy has a whole course dedicated to using Programs and certifications in Totara Learn. Here you can learn more on how to use programs and certifications, see best practice, and give it a go yourself.