Managing Curricula

Curricula are used to organize the requirements needed to complete a specific area of training. For example, you may create a General GxP Documents curriculum as part of the Solid Dosage Specialist learner role. Each learner role can be associated with up to 60 curricula.

Creating Curricula

Complete the following steps to create a curriculum:

  1. Navigate to Training Admin > Training Matrix > Curricula.
  2. On the All Curricula page, click Create.
  3. Enter the Name of the curriculum and an optional Description.
  4. From the Owning Department drop-down, select the department that owns the management of this curriculum.
  5. Click Save. Vault saves the curriculum in the Initiated state.

Adding Training Requirements to Curricula

You can add up to 100 training requirements to a curriculum.

Complete the following steps to add a training requirement to a curriculum:

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

Adding Learner Roles to Curricula

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

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

Changing Curricula States

When you first create a curriculum, it is in the Initiated state. You must change a curriculum to Ready for Use before you can manually assign training assignments associated with the curriculum and before Vault can automatically send training assignments. When a curriculum 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 for the Learners in the associated learner roles.

Complete the following steps to change the state of a curriculum:

  1. Navigate to Training Admin > Training Matrix > Curricula.
  2. On the All Curricula page, click the Name of the curriculum you want to update.
  3. If the curriculum 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, enables training assignments to be sent to Learners in the associated learner roles, and sets the Periodic Review dates.
  4. If the curriculum is in the Ready for Use state, perform either of the following actions:
    • To change the curriculum 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 curriculum are not in effect until you change the state back to Ready for Use.
    • To change the curriculum 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 for the Learners in the associated learner roles.

Editing Curricula

Complete the following steps to edit a curriculum:

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

Curricula Periodic Review

To help you ensure your curricula are up to date, Vault automatically sends annual Periodic Review tasks to Training Admins for each Ready for Use curriculum. A Training Admin can accept the available task and complete the review. When you mark a curriculum as Ready for Use, Vault sets its Next Periodic Review Date to one (1) year from today and sets its Start Periodic Review Date to 90 days before the Next Periodic Review Date. Vault automatically sends the Periodic Review task to Training Admins on the Start Periodic Review Date.

If you want a Periodic Review task to be available to Training Admins before the Start Periodic Review Date, you can manually send a curriculum for periodic review.

Sending Curricula for Periodic Review

Complete the following steps to manually send a curriculum for periodic review:

  1. Navigate to Training Admin > Training Matrix > Curricula.
  2. On the All Curricula page, click the Name of the Ready for Use curriculum you want to update.
  3. On the Curriculum page, click Periodic Review on the left panel.
  4. From the Workflow Actions menu, select Send for Periodic Review. Vault sends an available Periodic Review task to all Vault Admins with a due date of the current Next Periodic Review Date. Training Admins can accept the task on their Home tab.

Completing Curricula Periodic Review Tasks

Complete the following steps to complete a Periodic Review task for a curriculum:

  1. From the Training Admin > Home tab, select the Available Tasks view to view your available tasks.
  2. Click Show more on the task to view additional task information.
  3. Click Continue on the Periodic Review task. Vault opens the Curriculum page and displays a task banner with the task due date, instructions, and task owner.
  4. Click Accept on the task banner to accept the task and assign it to yourself.
  5. Click Complete on the task banner to start the task.
  6. Review the curriculum to determine if changes are needed or if it can be retired.
  7. In the Complete Periodic Review dialog, select No Changes Required, Revision Required, or Retire Curriculum.
  8. Enter your Comments regarding your selected verdict.
  9. Click Complete. Vault updates the Last Periodic Review Decision with your selected verdict, sets the Next Periodic Review Date to 1 year from today, and sets the Start Periodic Review Date to 90 days before the Next Periodic Review Date. Vault does not perform any automatic changes to the curriculum content or state.