Managing Learner Roles

You can assign Learner roles to Learners which helps determine what the Learners must be trained on. Learner roles keep track of the curricula needed to complete an entire training process. For example, you may create Solid Dosage Specialist as a Learner role that links to all of the curricula you create for that role.

Creating Learner Roles

Complete the following steps to create a Learner role:

  1. Navigate to Training Admin > Training Matrix > Learner Roles.
  2. On the All Learner Roles page, click Create.
  3. In the Create Learner Role dialog, select Learner Role for the Learner Role Type and click Continue.
  4. Enter the Name of the Learner role and an optional Description.
  5. From the Owning Department drop-down, select the department that owns the management of this Learner role.
  6. Click Save. Vault saves the Learner role in the Initiated state. Training assignments are not sent to Learners in this role until you change its state to Ready for Use.

Creating Individual Learner Roles

You can create Learner roles for specific individuals, which allows you to associate Curricula with a single Learner rather than all Learners in a Learner role.

Complete the following steps to create an individual Learner role:

  1. Navigate to Training Admin > Training Matrix > Learner Roles.
  2. On the All Learner Roles page, click Create.
  3. In the Create Learner Role dialog, select Individual Learner Role for the Learner Role Type and click Continue.
  4. Enter the Name of the individual Learner role.
  5. Select the Learner to associate with the individual Learner role.
  6. Click Save. Vault saves the Learner role in the Initiated state. Training assignments are not sent to Learners in this role until you change its state to Ready for Use.

Adding Curricula to Learner Roles

Complete the following steps to add a curriculum to a Learner role:

  1. Navigate to Training Admin > Training Matrix > Learner Roles.
  2. On the All Learner Roles page, click the Name of the Learner role you want to update.
  3. Expand the Curricula section and click Add to open the Search: Curriculum dialog.
  4. Determine whether to add an existing curriculum or create a new curriculum:
    • To add an existing curriculum, select the checkbox for the curriculum you want to add.
    • To create a new curriculum, click Create, enter the curriculum information, and click Save. Vault creates the curriculum and selects it in the dialog.
  5. Select or create any additional curricula you want to add to the training role by following the steps above.
  6. Click Save. Vault adds the selected curricula to the Learner role.
  7. To remove an added curriculum, select Remove from the curriculum Actions menu, and click Continue in the confirmation dialog box to confirm that you want to remove the curriculum.

Adding Learners to Learner Roles

Complete the following steps to add a Learner to a Learner role:

  1. Navigate to Training Admin > Training Matrix > Learner Roles.
  2. On the All Learner Roles page, click the Name of the Learner role you want to update.
  3. Expand the Learners section and click Add to open the Search: Person dialog.
  4. Determine whether to add an existing Learner or create a new Learner:
    • To add an existing Learner, select the checkbox for the Learner you want to add.
    • To create a new Learner, click Create, enter the Learner information, and click Save. Vault creates the Learner and selects it in the dialog.
  5. Select or create any additional Learners you want to add to the training role by following the steps above.
  6. Click Save. Vault adds the selected Learners to the Learner role.
  7. To remove an added Learner, select Delete from the Learner Actions menu, and click Continue in the confirmation dialog box to confirm that you want to remove the Learner.

Changing Learner Role States

When you first create a Learner role, it is in the Initiated state. You must set a Learner role to Ready for Use before you can manually assign training assignments or Vault can automatically send training assignments. When a Learner role is no longer applicable and should not be used to assign training, you can change its state to Retired, which cancels any open training assignments associated with the Learner role.

Complete the following steps to change the state of a Learner role:

  1. Navigate to Training Admin > Training Matrix > Learner Roles.
  2. On the All Learner Roles page, click the Name of the Learner role you want to update.
  3. If the Learner role is in the Initiated state, select Mark as Ready for Use from the Workflow Actions menu, and click Start in the confirmation dialog to confirm the state change. Vault changes the state to Ready for Use and enables training assignments to be sent to the Learner role.
  4. If the Learner role is in the Ready for Use state, perform either of the following actions:
    • To change the Learner role back to Initiated, select Move to Initiated from the Workflow Actions menu, and click Start in the confirmation dialog to confirm the state change. Vault changes the state to Initiated. Changes made to the Learner role are not in effect until you change the state back to Ready for Use.
    • To change the Learner role to Retired, select Mark as Retired from the Workflow Actions menu, enter the Retirement Reason in the dialog, and click Start. Vault permanently changes the state to Retired and cancels any open training assignments associated with the Learner role.

Editing Learner Roles

Complete the following steps to edit a Learner role:

  1. Navigate to Training Admin > Training Matrix > Learner Roles.
  2. On the All Learners page, click the Name of the Learner role you want to update.
  3. On the Learner role page, click Edit.
  4. Edit the Learner role information as needed and click Save. Vault saves your changes.