Sometimes training needs to take place in person. In UKG Pro Learning, you can set up various steps that need to be done in the presence of an instructor. You are then able to verify the completion of the steps and keep track of them within Learning, as you would normally do with any other training. In Learning, we call this On-the-Job Training.
Types of On-the-Job Training
There are two types of On-the-Job Training: the Course Connected On-the-Job-Training and the Standalone On-the-Job Training.
1) To set up a Course Connected On-the-Job Training, navigate to the appropriate course panel, and under the On the Job Training tab of the left side menu, click Create new On the Job Training.
2) To set up a Standalone On-the-Job Training, hover over Training, select On the Job Training and then click on Create On the Job Training.
Setting Up an On-the-Job Training
In either case, once you click on Create On the Job Training you will be redirected to the Edit Info page, where you can give basic info about your On-the-Job Training.
In the space provided, type in the name of your "On the Job Training" step. For Standalone On-the-Job Trainings only, you also have to select an On-the-Job Training Category.
For both types of On-the-Job Training, you have the option to control whether trainees will be able to see their evaluation when complete.
Note: Even if trainees cannot see their evaluation, they will be able to read any notes written by the instructor.
Moreover, you have the option to allow all types of tasks to be completed just by the user signing them off. The dropdown setting labeled “Sign-off required for OJT completion" has four options to give you more flexibility to address several different use cases that do not only require the trainer sign-off.
The four options you have are the following:
Trainer only: The OJT tasks will be marked as completed only if the trainer signs off (this is the default option). The trainees can still sign those OJT tasks off, but in order for the completion to be registered, it is required for the trainer (and not required for the trainee) to sign off the tasks in question.
Trainee only: The OJT tasks will be marked as completed only if the trainee signs off. In this case, the trainer will still be able to sign off, but that won't have any effect on the task's progress. If the trainer signs off a task before the trainee, the trainee will be allowed to sign off the task afterward.
Both Trainer and Trainee: The OJT tasks will be marked as completed only if both the trainer and the trainee sign off.
Trainer or Trainee: The OJT tasks will be marked as completed once either the Trainee or the Trainer sign them off.
Note: When setting the "Sign-off required for OJT completion" option to "Trainer only", the trainees are able to sign off a task after it has been signed off by the trainer, only if that's a Sign-off task or a Signature task. If the Task is Home Assignment or Open Question then the trainees are not able to sign off the task after it has been signed off by the trainer. The reason behind this logic is that the system should not allow the users (trainees) to change the documents or answers after the review and Sign-off of the trainer.
For Course Connected On-the-Job Trainings, you have two more options. First, you can control whether this On-the-Job Training is required to complete this course. Secondly, admins have the option to apply a Job restriction and select which users should be allowed to sign-off, based on their job.
Note: If you select the On-the-Job Training to not be required for course completion, this step will not have an effect on users' progress.
In order to save your new On-the-Job-Training step, just click on the relevant Save changes button.
Tasks
You can then add various tasks that need to be completed during this particular training, or specifics you need to check off the list before the step is considered complete. To add tasks go to the On-the-Job Training Panel and select Edit Tasks.