Guides for Admins

Learning Activity Management

The objective for granting Admin permission to the Learning Management System (LMS) is to encourage contribution to the learning library, such as courses, articles, learning materials, etc. This helps increase the overall knowledge base of the organization.

Learning activities support rich text content, this includes coloring, formatting, links, images, documents, and embedded video content.

Admins can create and curate a library of learning activities that are accessible for the entire organization.

Development Terms

Found on the Learning Library

Learning Activity - Learning activities are specific learning opportunities (e.g. in-person, online, learning resource portals) found in the learning library. 

Learning Event - Learning events are the individual session offerings (date/time) for instructor led learning activities (in-person or online).

Booked - The learning activity has been added to your development plan, but not yet started. It may be an in-person class or a webinar that has not yet happened, or an online learning activity has not yet begun.

In Progress - The learning activity is currently in process, usually an online learning activity that you are in the middle of completing.

Suggested - The learning activity has been suggested by your supervisor to take. May be mandatory.

Complete - The learning activity has already been completed by you. You are welcome to revisit the learning activity or book into it again.

Recommended - The learning activity is recommended by other learners or because others who have taken similar learning activities to you have also taken this learning activity.

Found on your Development Plan

Mandatory - The learning activity is required to be completed by either your supervisor or the university. Usually accompanied by a due date.

Attended - The learning activity has been marked as attended by the instructor.

Did Not Attend - The learning activity has been marked as not attended by the instructor. Re-book this learning activity to participate.

Attendance Pending - This learning activity was marked by you as done but has not had instructor verification yet. Once the instructor verifies attendance, it will indicate as either Attended or Did Not Attend on your Development Plan.

Creating Learning Activities

  1. Within Miami Learn, select Create, Learning Activity. 
  2. Select Organization-wide learning activity
  3. A blank learning activity template displays with the following fields to complete - that vary depending on the activity type:
    • Activity Title - mandatory free text field.
    • Activity Type - mandatory drop-down selection, configurable via System settings, Development activity types.
    • Code - free text field (not required unless you plan to bulk assign this course to a group of individuals). Use the following naming convention if you are creating a course code University Division-Topic-Course Initials (e.g. FBS-LEAN-LTD for Finance and Business Services – Lean – Lean Two Day).
    • Description - This is a Rich Text Editor (RTE) field.
    • Content type - click to select from:
      • No content - which will display basic fields.
      • HTML - which will display the code.
      • e-Learning - which will display SCORM Course - click the upload button to browse and select the course, then click Open to add it.
    • Contains Activities - click the plus icon to load the Learning library.
    • Default Planned Action Steps - free text field.
    • Default Desired Outcomes - free text field.
    • Images - Click or drag to upload an image. Images must be no more than 360x360 pixels, with a maximum file size 100mb. Extensions allowed are .JPG or .PNG.
    • Duration - Enter the length of the activity and select Minutes, Hours, or Days.
    • Administrator Managed - If enabled, it cannot be booked into by employees, despite being visible in the library, and must be assigned by an administrator. 
    • Requires Approval - If enabled, select an approval workflow. 
    • Requires Renewal - If enabled, the Expires After and Due After fields display. Set the period of Days, Months or Years. The due date will be set against a renewed activity once it is re-added to an employee’s development plan. Once set, reminder notifications can be configured both before and after the due date to ensure compliance is met.
    • Cost Associated - If enabled, complete the following fields: Currency; Activity cost; Cancellation cost; Other costs. Cost is used for reporting purposes only and won't be visible to employees in the learning library.
    • Booking Schedule - This is used for instructor led training when registration is required. If enabled, select an event from the drop-down, otherwise click the plus icon to open the New Event page in a new window to browse. Complete required fields with asterisks and save and exit.
      •  Two checkboxes also display:
        • Notify owner when new registrations are received.
        • Notify owner when new registrations are cancelled.
    • Restrict access - For information refer to Learning Activity Access Control in the PageUp Knowledge Portal.
    • Linked competencies - Select the plus icon, choose the relevant compentencies. Select Link to add them to the learning activity. 
  4. Click Save.

Modifying Existing Learning Activities

Learning admins can access additional options on activities by navigating into a specific activity from the learning library and clicking on the three dots in the top right corner of the activity card.

These options allow admins to:

  • View Attendees - and communicate with participants in event-based learning sessions, or with people who have added the activity to their development plan.
  • Edit - the details of the activity.
  • Preview - how the content of the activity will display to learners, based on information entered into the Content field of the activity.
  • Archive/Unarchive - the activity to control the visibility of the activity in the learning library.
    Note: Currently there is no bulk archive option.

Employees who have created their own private activities will have access to the Edit and Archive options for those specific activities.

Creating an Event Based Learning Activity

Event-based activities are ones that are typically instructor-led and have specific dates, times, and rosters for individuals to book into.

  1. Select the plus icon in the learning library to create a new Learning Activity. Choose Organization-wide activity.
  2. Once you have completed the basic required fields, enable the Booking Schedule toggle. If you have an existing learning event already configured, select it from the dropdown.
    Note: Each event can only be used for one learning activity at a time. Or, If you want to create a new event for the activity, click the plus icon next to the dropdown to access the event configuration screen.
  3. In the resulting screen:
    • Set the Event Title.
    • Select the Learning Event Type.
    • Set a Default Venue.
      • Begin typing the venue name and select search.
    • Set the Event Owner (this defaults to the learning activity owner).
    • Save the event in order to enter the individual time slots.
  4. Whether creating a single session or using the bulk time slot creation option, each session must have:
    • The Date, Start and End Times of the session.
    • A maximum number of Available Positions (seats or spots).
    • A Venue - by default, each time slot will be allocated to the default event venue but this can be changed to allow individual sessions to be held in different locations.
    • A Time Slot can be modified after creation by clicking the Edit link on the specific session.
    • Save and Exit

Any changes to the date or location of the session will trigger email communications to registered employees to notify them of the updates.

5. Once the required sessions have been created, return to the learning activity in the learning library to attach the new event to the activity.
6. If necessary, choose the 3 dots in the upper right corner to edit the learning activity.
7. View the dropdown under the booking schedule. If you do not see your event in the dropdown, click the Refresh button to ensure the most up-to-date information is available.

If you want to receive e-mail notifications when new employee registrations are made, or when existing registrations are cancelled, select the appropriate options under the Booking schedule section.

Note: these email notifications are sent to the learning activity owner.

Learning Activities with Booking and Events

Learning activities can be configured to support instructor-led training events, where training is conducted in defined sessions and locations.

Admins can allocate session times and locations for individual activities, as well as restrict the maximum number of attendees for each session.

Employees are able to locate upcoming events through the Learning Library or Calendar and register for the session that meets their needs. Once registered, employees will receive an email confirmation containing their registration details as well as an iCal calendar attachment to incorporate into Outlook or Gmail calendars.

Once all available positions have been allocated, employees who attempt to register for a session will instead join a waitlist. Admins can manage waitlisted individuals.

Note: For registrations to event-based activities, employees may not be able to select Mark as Completed until their registered event time has begun.

To assist with capacity planning, activities linked to events can also be configured to email the activity owner when an employee either registers or cancels their registration.