If you missed any of the information leading up to the launch of The Learning Exchange, please visit:

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Marjorie Welch
6 years ago
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1 THE LEARNING EXCHANGE We are excited to announce the launch of the Big Brothers Big Sisters new learning management system, The Learning Exchange! The Learning Exchange replaces Impact U and introduces features the Network has requested that will improve learning and collaboration, including increased flexibility, streamlined volunteer registration, learning transcripts, and communities. Now, BBBS staff, volunteers, and parents can participate in trainings from a variety of sources, collaborate on new ideas and best practices, and connect with others who may have insight on their role or challenges they are facing. If you missed any of the information leading up to the launch of The Learning Exchange, please visit: 1. What You Need to Know [link to article] 2. What You Need to Do [link to article] 3. Are you Ready? [link to article] HOW DO I LOG IN TO THE LEARNING EXCHANGE? Please follow these instructions to log in to The Learning Exchange beginning Monday, April 2, 2018 at 9:00 a.m. (EDT). On Monday, April 2, 2018, if you go to impact.bbbs.org, you will be redirected to a landing page where you will be prompted to select whether you are an employee or volunteer user. If you have ImpactU bookmarked, please update your bookmark to thelearningexchange.bbbs.org. BBBS Employees Click here to log into The Learning Exchange [Here is the URL: Use your BBBS Connect username and password to login to The Learning Exchange. To access BBBS Connect: 1. Use your BBBS username and For example, if your name is John Smith and your username is john.smith, your BBBS username is john.smith@bbbs.org and your password is your BBBS password set by your AMS administrator. 2. If you have issues connecting, please check with your AMS administrator. 3. If the issue cannot be resolved by your AMS Administrator, please the Agency Resource Center at resourcecenter@bbbsa.org to ensure that account is correct.

2 Volunteers Please provide the following instructions to your volunteers to log in to The Learning Exchange beginning Monday, April 2, To log in to The Learning Exchange, visit bbbs.csod.com. 2. Enter your Username (your address) and the temporary password: Bbbs You will be asked to select a new password. 4. Enter your new password and click Submit. When new volunteers log in to The Learning Exchange for the first time, they will be automatically enrolled in the online Volunteer Pre-Match training. When a volunteer user completes the online Volunteer Pre-Match Training in The Learning Exchange, the following field will automatically in AIM Preference Tab/ Pre-Match Training/Completed Date with the date of completion for this training. If your agency conducts in-person Volunteer Pre-Match Trainings, you can use The Learning Exchange to track and manage those in-person sessions including registering and notifying volunteers all through the system. This process allows each agency to conduct the Volunteer Pre- Match training in their desired method (in person or online) and to track training completions in one place. Also, this increases the accuracy of our data as relates to the number of volunteers who complete the Volunteer Pre-Match training. If a new volunteer does not log into their account for the first time within 60 days of the account being created, their account will be deactivated. To reactivate their account, the Agency Administrator would need to: 1. Log in to The Learning Exchange 2. In the upper right-hand corner, click the Menu icon 3. Click Admin 4. Click Users 5. On the Users Page, enter search criteria for the volunteer to reactivate 6. From the Active dropdown, click Inactive 7. Click Search 8. If the user is in the system, they will display in the Search Results section 9. Click the user s name 10. On the User Record page, on the bottom right-hand corner, click Edit Record 11. Select Edit the User Record for today 12. Under Active Status, select Active 13. In the bottom right-hand corner, click Save

3 HOW DO ACCOUNTS GET CREATED IN THE LEARNING EXCHANGE? AIM Agencies Account creation for both BBBS employees and volunteers remains the same. You will continue to assign the Volunteer Pre-Match Training using the report source, VOL-PreMatch. After launch of the new system, functionality will be added to include automatically adding volunteers to The Learning Exchange upon completion of the inquiry. Non-AIM Agencies Non-AIM agencies have the ability to create volunteer user accounts manually in The Learning Exchange. To create a volunteer user account, Agency Administrators will: 1. Log in to The Learning Exchange 2. In the upper right-hand corner, click the Menu icon 3. Click Admin 4. Click Users 5. On the Users Page, click Add New User 6. On the Add New User page, enter the user s details 7. In both the User ID and Username fields, enter the volunteer s address. Both the User ID and the Username fields must be populated for the volunteer account to be created. 8. At the bottom of the Add New User page, there is a section called User Record Custom Field 9. To the right of the section click >. 10. In the User Type field, type Volunteer 11. Verify the information is correct 12. In the bottom right-hand corner, click Save Please allow 24 hours for the account to become active. Once the volunteer account is active, The Learning Exchange will automatically enroll the new volunteer in the online Volunteer Pre- Match Training and the Match Ethics, Safety, and Boundaries training. A system-generated is sent to them when their account is ready to be accessed with login instructions. *This is the same process that can be used to create additional accounts for Board members, non-mentoring volunteers, interns, etc. WILL MY TRANSCRIPT BE AVAILABLE IN THE LEARNING EXCHANGE? Employee and Volunteer learner transcripts from Impact U have been moved to The Learning Exchange. While we have taken the necessary precautions to ensure your training displays on your transcripts, all BBBS employee users should verify all Completed trainings display on your transcript in The Learning Exchange. Please note: Only trainings with a status of Complete in Impact U prior to Friday, March 23, 2018, were moved to The Learning Exchange.

4 Courses on your transcript in Impact U with a status of In Progress, Enrolled, or Incomplete will not display on your transcript in The Learning Exchange. To view your transcripts: 1. From the Welcome Page, click the Transcript tile 2. The Transcript Page defaults to displaying only Active trainings 3. From the Transcript Page, click the Active dropdown 4. Select Completed 5. Trainings on your transcript with a status of Complete display If you notice an error on your transcript in The Learning Exchange, please report the issue to the Resource Center at resourcecenter@bbbsa.org. To ensure your is addressed in a timely manner, please follow these instructions: 1. In the Subject line, enter Transcript Error FirstName LastName 2. In the body of the , include the following: a. Full Name (of the user with the transcript error) b. Username (the one you use to log in) c. A list of each training with a status of Complete from your printed Impact U transcript (the one you were asked to print in preparation for The Learning Exchange launch) that is missing from your transcript in The Learning Exchange. Please note: duplicate trainings will only display once (e.g., Fundamentals of Youth Protection) d. Attach a copy of your printed Impact U transcript to the . We do have archived copies of all transcript records from Impact U in case you did not print your transcripts before the launch of The Learning Exchange. Retrieving these records is a timeconsuming process, so requests without a printed transcript will take longer to address.

5 I M A MANAGER; WILL MY TEAM BE ASSIGNED TO ME AUTOMATICALLY IN THE NEW SYSTEM? No. Manager associations in Impact U were out of date, and to avoid moving inaccurate data to the new system, users are not assigned managers in The Learning Exchange. We ask that Agency Administrators add the appropriate manager to users in their agency. Once a manager is assigned to an employee or volunteer, this manager will have the ability to assign trainings and view and print transcripts for users assigned to them. For more information on adding a manager to a user record, watch the Editing a User video on the Welcome Page of The Learning Exchange. To ensure agencies can effectively manage their users, it is strongly recommended that Agency Administrators assign managers to all users. HOW DOES OUR AGENCY MANAGE USERS AND LEARNING CONTENT? Users and learning content are managed through a series of User Roles and Permissions. The following table outlines the user and permission levels available to each agency. Your Agency Administrator has the permissions to assign users to a User Role as needed. If your agency has not identified an Agency Administrator, this User Role defaults to your CEO/ED. To specify another person for this User Role, the Resource Center at resourcecenter@bbbsa.org with their name, agency name and ID, position, and address. In the Subject line of the , insert Agency Administrator. User Role Definition Permissions Agency Administrator Manager This user is the LMS Administrator for their BBBS Agency only. Manages LMS users in their agency who are assigned to them by their Agency Administrator Manually add employee and volunteer user accounts for their agency (Please note: Both employee and volunteers are automatically added. This is just in case you ever need to add an account manually) Manage all user accounts (Employee and Volunteer) for their agency Assign Employee to a Manager Assign trainings to all users in their agency Manage learning content for their agency only Mark a course Complete for users in their agency only Manage all Employee user accounts assigned to them Assign trainings to all Employee users assigned to them View/Print transcripts for employee users assigned to them

6 Volunteer Administrator Instructor Employee Manages all Volunteer users in the LMS Creates and manages learning content for users in your agency. Internal LMS User from both the BBBSA National Office and Affiliate offices Mark a training as Complete for users assigned to them Assign Volunteers to Employee users Re-assign Volunteers to a different Employee user Create, edit, and archive learning content Self-register for learning opportunities Ability to unregister for a learning opportunity View and print their learner transcript View and print certificates of completion Customize their dashboard View all Volunteer user information and transcripts for their agency Edit user information for Volunteer users assigned to them Assign training to Volunteer users assigned to them Volunteer External LMS user View Volunteer learning opportunities in catalog Register for Volunteer learning opportunities View/Print their learning transcripts In the coming weeks, there will be more training provided on the Agency Administrator role. Questions about the new system? Contact Christie Wilson at christie.wilson@bbbsa.org. Need to report an issue with the new system? the Resource Center at resourcecenter@bbbsa.org.

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