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. Page 1 of 24 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. Page 5 of 24
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. Page 6 of 24
Now go to your upload spreadsheet. Paste the text into row 2, in the cell below "profile_field_ sponsor" (use Ctrl-V or select Edit, Paste from the menu). You can now close the spreadsheets. Your upload spreadsheet is now ready for use. Save your spreadsheet by selecting File, Save. You will be asked if you want to keep the workbook in this (CSV) format. Select Yes. Page 7 of 24
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 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 * Code 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. Page 11 of 24
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. Page 13 of 24
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' Page 15 of 24
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 Invalid username Duplicate address "City" is a required field Sponsor name is not known Upper case or spaces in the email address/user name User already exists in the system City field is blank Check the Sponsor List. Make sure you copy and paste it accurately into your upload spreadsheet. Correct the usernames and email addresses in your spreadsheet. OK to proceed, if you select "Add new and update existing users" on the Upload Users Preview screen. 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. Page 18 of 24
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). Page 20 of 24
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 Page 21 of 24
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 Page 24 of 24