Sponsor Manager User Guide. - Network Rail e

Sponsor Manager User Guide. - Network Rail e
Network Rail e-learning system:
Guide for Sponsors
Contents
Overview of process ....................................................................................... 1
No email address? ......................................................................................... 2
How to set up your learners ............................................................................ 2
Before you begin ........................................................................................... 3
Log in to the e-learning system .................................................................... 3
Save the upload spreadsheet onto your computer ........................................... 4
Save the sponsor list onto your computer ...................................................... 5
Whenever you need to add or change your learners' access ................................ 8
Type in your learners' details in the spreadsheet............................................. 8
Will my spreadsheet upload? .......................................................................11
Log in to the e-learning system ...................................................................12
Upload your spreadsheet ............................................................................13
If you have errors ......................................................................................18
Inform your learners ..................................................................................19
Viewing your learners' progress ......................................................................20
The learner's view of the system ....................................................................22
Need help? ..................................................................................................23
Overview of process
It is your responsibility as a sponsor to set up your staff with learner access to the
e-learning system, for any learning that they need to undertake.
You have been provided with a login to enable you to do this.
You must ensure that you set up your learners so that they have enough
time to complete the learning. This is especially important for courses such as
PTS, where they must successfully complete the pre-requisite e-learning module
before attending the practical day. If they have not had time to complete and
retain the learning, they may not be allowed to continue with the course.
To set up learners in the e-learning system you will need to:



Know your learner's email address (if they do not have an email address,
they will need one – a hotmail or googlemail/gmail account will be fine)
Enter your learners' details in a spreadsheet
Upload the spreadsheet to the e-learning system.
You will also be able to use the system to see your learners' progress through the
course.
This document explains how to do these activities. It also explains what the learner
will see in the system, so that you can see it from their view too.
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Issue date: March 2015
Issue 5
No email address?
If your learners do not have their own email address (work or personal), they will
need one. This is so that they can receive their login details and a link to the
system. It is also used so they can reset their own password, if they forget it. You
must ensure that they have a valid email address.
Tip:
A hotmail or gmail (or similar) email account would be fine for this
purpose.
How to set up your learners
1. Before you begin - do this once:
Log in to
the system
Save the upload
spreadsheet onto
your computer
Save the sponsor
list onto your
computer
2. Whenever you need to add or change your learners' access:
Type your
learners into
your saved
spreadsheet
Log in to
the
system
Upload your
spreadsheet
Inform your
learners of
their logins
Tip:
It is important that the information in the upload spreadsheet is complete
and accurate, or the upload will not work.
Both of these procedures are explained in the following pages.
Page 2 of 24
Before you begin
You need to do these steps once:
 Log in to the e-learning system
 Save the upload spreadsheet onto your computer
 Save the sponsor list onto your computer
Once you have done these steps, you will be able to reuse your spreadsheet
whenever you need to add or change learners.
These steps are explained below.
Log in to the e-learning system
Click on the link: https://elearning.networkrail.co.uk/
Enter your own username and password. (Note: your username will be in the form
of an email address.)
Type in
your login
details
Help with
logging in
Page 3 of 24
Save the upload spreadsheet onto your computer
Single click on
Upload/edit
users.
Single click on
Sponsor –
Upload
Learners
Template
Page 4 of 24
Click on the
Save button
and choose a
location on
your computer
to save it to.
Tip:
You can rename the spreadsheet if you wish, but you must make sure it
has .CSV at the end. Save the spreadsheet on your computer, as you can
re-use some of the information for the next upload.
Save the sponsor list onto your computer
Single click on
List of
Sponsors
Click on the
Save button
and save it on
your computer
in the same
folder as your
spreadsheet.
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You will need to use information from the Sponsor List spreadsheet in your upload
spreadsheet. You will need to use the name of your organisation exactly as it
appears in the List.
The best way is to copy and paste it from the Sponsor List into your upload
spreadsheet. It must be used exactly as shown, or your future uploads will not
work.
To do this, go to the folder on your computer where you have saved the files you
have just downloaded, and open them both.
Find the entry
in the
spreadsheet
for your
organisation
(Use Ctrl-F or
select Edit,
Find from the
menu to
search for it).
Tip:
search for
your Linkup/
Sentinel
number if you
cannot locate
your company
name.
Highlight the
name in the
formula bar
and copy it
(use Ctrl-C or
select Edit,
Copy from the
menu).
Make sure you
highlight just
the text, and
not any
spaces at the
end of the
text.
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Now go to your upload spreadsheet.
You can now close the spreadsheets.
Your upload spreadsheet is now ready for use.
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Paste the text
into row 2, in
the cell below
"profile_field_
sponsor" (use
Ctrl-V or
select Edit,
Paste from the
menu).
Save your
spreadsheet
by selecting
File, Save.
You will be
asked if you
want to keep
the workbook
in this (CSV)
format. Select
Yes.
Whenever you need to add or change your learners' access
These




are the steps you need to take:
Type in your learners' details on your saved spreadsheet
Log in to the system
Upload your spreadsheet
Inform your learners of their login details.
These steps are explained below.
Type in your learners' details in the spreadsheet
Open the spreadsheet. Enter your learners' details, one per row (leaving the
heading row as it is) as follows:
username:
firstname:
lastname:
email:
password:
city:
profile_field_sponsor:
course1:
course2:
course3 / course 4:
Learner's email address (this will be their login) (it
must be all lower case)
Learner's first name
Learner's last name
Learner's email address (same as their username)
Learner's login password (at least 8 characters, at least
1 upper case, 1 lower case, 1 number)
Learner's location or closest city/town
See the section "Before you begin" to find out how to
fill this in. It will be the same for all your learners.
To enrol your learner onto a course, enter the
shortname of the course (eg. PTS or ICI).
(Optional) To enrol your learner onto an additional
course, enter the shortname of the course (eg. PTS or
ICI). It does not matter which course you put in each
column.
(Optional) Use this column to give your learner access
to additional courses. You can additional course by
typing in the column header course5 and course6.
Valid codes for course1-4 fields (please note that you can only grant access for
courses that you have been given sponsor rights to):
Course
Code
Personal Track Safety
Industry Common Induction
Lookout *
Safe Work Leader 1 (conversion) *
Safe Work Leader 2 (conversion) *
Delivering Work Within Possessions *
Individual Working Alone *
PDSW Resources *
Safe Work Leader Authorising Authority*
Safe work Leader Planner/Issuer *
PTS
ICI
LKT
SWL1
SWL2
DWWP
IWA
PDR
SWLAA
SWLPI
Page 8 of 24
(Learners who have a Network Rail employee number are able to self-enrol for
courses marked * and do not need to be set up by a sponsor.)
Page 9 of 24
Here is an example spreadsheet, using dummy learner and sponsor details:
In the





example above:
Jane Learner will have access to PTS
Steve Delegate will have access to ICI
Alan Trainee and Jakob User will have access to both PTS and ICI
course3 and course4 are blank as they are not needed for these learners
They are all sponsored by the organisation "Network Rail – 001"
When you have filled in the details for all your learners, click on File, Save. You will
see a message saying that the file may contain features that are not compatible
with CSV. Click on Yes to keep the workbook in this format.
Page 10 of 24
Will my spreadsheet upload?
Before proceeding, make the following double-checks on your upload spreadsheet.
If there are any errors in it, the upload will not work.





Have you copied and pasted your sponsor details correctly from the Sponsor
List spreadsheet?
Have your learners all got unique email addresses?
Have you typed their email addresses correctly?
Are the email addresses lower case? If there are any capital letters, it will
not work.
Are there any spaces in the email address? Check at the start and end of the
email address: you may not notice them but if they are there the upload will
fail.
This example has
a space at the end
of the email
address (between
"uk" and the
cursor line) – the
upload will fail
The space has
been removed
(the cursor line is
right next to "uk")
– the upload will
work
A note about passwords…
Please ensure your passwords are easy for your learners to read. It can be
easy to mistake the letter O for the number 0, or the letter I for the
number 1.
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Log in to the e-learning system
Note:
The login that you have been provided with is unique to each individual.
The person named in the login username is responsible for the
management and use of the account.
Click on the link: https://elearning.networkrail.co.uk/
Enter your own username and password. (Note: your username will be in the form
of an email address.)
Tip:
If you forget your password or need any assistance, please click on the
appropriate link on the login screen. The 'Need help' section of this
document explains more.
Type in
your login
details
Help with
logging in
Page 12 of 24
Upload your spreadsheet
When you log in you will see the Home page. The main part of the screen is labelled
"My Courses" and shows you the courses you have access to.
There is a Sponsor Links pane on the left, which you use to manage your learners.
Use the
Sponsor
Links pane
on the left
and single
click on
Upload/edit
users.
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To upload your
spreadsheet, click
on 'Choose a file'
Click on
'Browse…'
Page 14 of 24
Navigate to
the location
where you
have saved
the upload
spreadsheet,
select it and
click on Open.
Click on
'Upload this
file'
Click on the
Preview rows
dropdown and
select 100000
(or the largest
number). This
will let you
view your
entire upload
list and ensure
there are no
errors.
Click on
'Upload users'
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This preview
screen will
show if there
are any errors
in the data you
are uploading.
Change the
dropdown field
values to the
same as
shown here.
This will allow
you to both
add new users
and enrol
existing users
on new
courses.
Scroll to the
right to check
for errors.
(You will
probably need
to scroll down
the screen to
see the
horizontal
scroll bar.)
Page 16 of 24
Having scrolled to
the right, if the
Status column is
empty, this means
there are no errors.
Note: if you are
updating existing
users, the status
will show "Duplicate
user". This is
correct.
Scroll back to the
left, and click on
'Upload users'. If
this button is not
shown, there are
errors in your
spreadsheet that
need to be
corrected. See
next page.
You will then see the list of users that you have created. At the bottom of the list is
a summary of the upload:
The summary
will tell you
how many
users have
been created
and if there
were any
errors.
If the summary shows zero errors, simply click on the Continue button – and you're
finished.
Page 17 of 24
If you have errors
If you have errors in your data, the Status column on the right side of the screen
will tell you what was wrong, and for which user.
In this
example, the
Status column
shows errors
(invalid
Sponsor
name).
These are the common error messages and how to fix them.
Status message
Problem
To fix it…
Invalid user field:
sponsor
Sponsor name is not
known
Check the Sponsor List. Make
sure you copy and paste it
accurately into your upload
spreadsheet.
Invalid username
Upper case or spaces in
the email address/user
name
Correct the usernames and
email addresses in your
spreadsheet.
Duplicate address
User already exists in the
system
OK to proceed, if you select
"Add new and update existing
users" on the Upload Users
Preview screen.
"City" is a required
field
City field is blank
Correct the city field in your
spreadsheet.
Tip:
Refer to the "Will my spreadsheet upload?" section of this document for
checks to make before you upload your spreadsheet.
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Once you have
corrected your
spreadsheet, click
on 'Upload/edit
Users' and follow
these upload
steps again.
Inform your learners
Don't forget to inform your learners that you have set them up with access. They
should receive a welcome email from the system, but this is occasionally blocked by
security systems, and they may not receive it.
Please also ensure that you give your learners ample time to undertake their
learning. E-learning is best undertaken at the learner's own pace, in short sessions,
and with time to repeat and review if they wish.
Page 19 of 24
Viewing your learners' progress
To see the progress that your learners are making through the courses, click on
Course Report Links from the home page.
A list of all the course reports is displayed. Please note that you will only be able to
access the course reports for the courses that you have system permission to.
For example, if you are a sponsor for PTS, you will be able to see the reports for
your learners on this course.
View a list
of everyone
enrolled on
the course
See which
course
activities
your
learners
have
completed
View participants
The View Participants report shows you a list of everyone who is enrolled on the
course.
If the list is very large, you can sort or filter it to see the information you need. By
default, you will see everyone in the order that they last accessed the system (most
recent first).
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Filter the
list (first
name or
surname, or
both) by
clicking on a
letter
Sort the list
by clicking
on a
heading
Activity Completion Report
This report shows you which course activities each learner has completed.
Filter the
list by
clicking on a
letter
A tick shows
an activity
completed
You can
download
the report to
your
computer
Scroll to see
additional
activities
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The learner's view of the system
Once a learner has logged in, they see a similar Home page to the one you see.
However, they will not have the same options in the navigation pane. The learner
will see all the courses that you have given them access to. (This may not be all
the courses that you have access to yourself.)
The example below shows the PTS course page. As a sponsor, you will be able to
view all the course pages and materials for the courses that you manage.
Page 22 of 24
Need help?
We want your experience of the system to be as straightforward and easy as
possible, and the following help is available if you need it.
I've forgotten my password
If you forget your login password, please use the "Forgotten your username or
password?" link on the login screen. This will ask you for some information about
you (your username or your email address) and will email you a link so that you
can get back in.
My learner has forgotten their password
Learners should be able to reset their own password using the “Forgotten your
username or password?” section of the homepage. This will generate a new email
to be sent out to them with a link to follow. If this has not been received, it is
possible the email provider may be blocking these or they have been filtered in to
spam.
If this has happened, or they are still experiencing issues, as a sponsor you have
the ability to overwrite the users password. To do this, you will need to use the
upload spreadsheet to re-upload the user to the system (and only the user that is
experiencing issues). In the upload spreadsheet, choose a new password for the
user and process the upload using the below settings:
Page 23 of 24
Additional sponsors
If you require an additional user at your organisation to be set up with sponsor
access, please upload the user as you would for someone who was going to
undertake the an e-learning course and email the Service Desk with a request to
provide the user in question with sponsor permissions on the site. If you require
learners (rather than sponsors) to be set up in the system, please note that it is
your responsibility to do this and the Service Desk will politely decline any requests
to do this on your behalf.
Any other help?
If you need further help, there are answers to commonly-asked questions on the
system. On the login screen, click on the "Need any assistance?" link. If you are
logged in to the system, click on the Help button at the top of any screen.
A Service Desk (email or phone) is also available to answer any other queries about
using the system. Please click on the "Need any assistance?" link or the Help
button and scroll to the bottom of the screen for details of the phone number, email
address and hours of support. Please note that the Service Desk will be able to
answer technical problems and login issues, but may not be able to help you with
queries that are covered by this user guide or the Help pages on the system.
Links on the
login screen
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