FAQ's

You may be able to find a solution to your problem below. Please review the following FAQ's. It is quite possible we've run across this issue before.

1. General CTS System Help

  • Does the CTS have an automatic timeout setting?
  • Yes. The CTS timeout settings are 60 minutes with no system activity and 6 hours for the course with no activity.

     

  • How do I clear my Firefox Cache?
  • To clear your cahce in Firefox, use the following steps:

    1. From the History menu, select Clear Recent History. If the menu bar is hidden, press Alt to make it visible.
    2. From the Time range to clear: drop-down menu, select the desired range; to clear your entire cache, select Everything.
    3. Next to "Details", click the down arrow to choose which elements of the history to clear; to clear your entire cache, select all items.
    4. Click Clear Now.
    5. Exit/quit all browser windows and re-open the browser.

  • How do I clear my Internet Explorer Browser Cache?
  • The browser cache is temporary storage on your computer hard drive for CTS website related files.  The files being stored range from the images you see on the CTS  to the files that tell your browser how the text should display.  Clearing the cache just means emptying it, so that the next time you login to the CTS everything must be downloaded new.  This help with anomalies you may be experiencing.

    To clear your cache in Internet Explorer:

    1. Open Internet Explorer.
    2. Select Tools, then Internet Options.  The Internet Options window will display.
    3. Select the Delete button under Browsing History.  The Delete Browsing History window will display.
    4. Select the Delete Temporary Files and Cookies checkbox, then the Delete button.

     

  • How do I enroll myself into a course?
  • The CTS automatically enrolls you in the courses for the area you have been authorized.  If you need to enroll in a course that is not listed in your enrollments, you can do so via the Course Catalog.

    To enroll into a course:

    1. Select the Manage tab.
    2. Select Course Catalog.
    3. Select the View button next to the course.
    4. Select the Enroll button. (NOTE: If you don't see an Enroll button, then you're already enrolled in that course.  Select My Enrollments to view courses you're enrolled in.)
  • How do I find my course enrollments?
  • To view your course enrollments, select the My Enrollments tab.  Enrollments are listed as Not Attempted, Incomplete, and Completed. 

    NOTE: Active course enrollments are found on the HOME page when a learner logs into the system.

  • How do I know if I'm enrolled in a course?
  • A course you are enrolled in (but not have not completed) will have the status of Not Attempted or Incomplete. 

    To view your course enrollments:

    1. Select the My Enrollments tab.  The My Enrollments page will display.  
    2. Courses you are currently enrolled in will be listed under Not Attempted. 
    3. Select the Incomplete tab to view courses you have started but have not completed.

    NOTE: Active course enrollments are found on the HOME page when a learner logs into the system.

  • How do I know when I need to have a course completed by?
  • A course due date is found by clicking on the course title on the HOME page or in My Enrollments. 

    The Due Date is listed under General Information on the Enrollment Details page.

  • How do I report an issue about a course or the system?
    • If you are having trouble displaying course content, please click the blue "Run System Check" text below to make sure your browser and computer settings are up-to-date.

    RUN SYSTEM CHECK

    • If your software or plug-ins are out of date, please contact your local IT department.
    • If your browser and computer settings are up-to-date but you are still having an issue with course content, please call the ULA Enterprise Service Center at 1-877-295-5050 and log a ticket for "Training Admin".
  • How do I run a System Check to ensure my computer is "up to par"?
    1. Select the "gear" icon in the top right of the CTS window.
    2. Select Help.
    3. Select the System Check button.
  • How do I update My Account information and/or password?
  • To update My Account information:

    1. Select Your Name in the top right corner of the CTS window.
    2. Select the Edit My Account button on the My Account Details screen.
    3. Make your desired changes and select the Update button.

    NOTE:  If you need your company updated, please contact ULA Security.

  • How do I view details about a specific course?
  • Course Details will give information about the course such as when the course was created and its current version. 

    To veiw details about a course:

    1. Select the Manage tab.
    2. Select Course Catalog.
    3. Select on the title of the desired course to view the course details.
  • Resetting your Password from Sign-in Screen
  • From the Sign In page:

    1. Select the Forgot password link

    2. Enter the email address used to log into the CTS and click Reset Password

    3. Open the email client monitoring the email address entered in step 2 and look for an email title "Forget Your Password?"

    4. Click the hyperlink in the body of that email to return to the ULA CTS

    5. Enter the desired updated Password in the Password field and the Password Confirmation field and select Update Password

    6. Log into the ULA CTS using your email address and updated password

  • What are the recommended system requirements?
  • Required Minimum Configuration*:

    • Browser: Internet Explorer 8, Firefox 21
    • Platform: Windows XP/Vista/7/8
    • Resolution: 1024x768 (or greater)

     Recommendations

    • Cookies must be enabled within your browser for this application to function as anticipated.
    • Popup blockers may interfere with course communication. It is recommended that you disable your popup blockers for this domain.
    • To minimize performance issues, please exit all other applications while viewing the online training modules.
    • The use of 3rd-party browser toolbars is not recommended. Please disable all additional browser toolbars you may have installed.

    *Lesson content may have unique requirements not identified here.

  • What do the column headers mean in the Course Status Report CSV?
  • Access the link below for an explanation of the column headers of the Course Status Report CSV file.

    Explanation of CSV Column Headers (PDF)

  • Why does my screen tell me to "CLICK HERE" when trying to view a course?
  • The CLICK HERE message means the system has detected a Pop-Up Blocker.  You must disable the Pop-Up Blocker in your browser for the course to automatically open in a new window.

    If you need guidance, please contact your company IT department. 

     

  • Will the course close if I am not actively working in the course?
  • Yes. After 6 hours in the course with no activity, the course will close and the CTS timeout times are 60 minutes for the system with no activity

     

2. ULA Customers

  • As a ULA Customer, how can I monitor the progress of a Learner in my group?
  • Learner progress can be monitored by running an individual report under the Reports tab or by selecting Active Users under the Manage tab.

    To run an individual report:

    1. Select the Reports tab.
    2. Select Training Reports.
    3. Select Course Status. The Create Course Status Report will display.
    4. Under Select Users to Include area, select Include one or more selected Users only.
    5. Select the User Picker button.  A pop-up window will display.
    6. Search for individual by Last Name or User ID.
    7. Select the Select button next to Learner's name, the select the Close button.
    8. Select the View Report button.

    This report will show all enrollments/status for the individual learner.

    To view a Learner's records:

    1. Select the Manage tab.
    2. Select Active Users.
    3. Enter Last Name in the Search Field, then select Search.
    4. Select the View button next to desired name. 

     

     

     

  • As a ULA Customer, how do I cancel an enrollment?
  • ULA Customers are not permitted to cancel/delete their own enrollments.

    Any ULA Administator can cancel/delete an enrollment.  Please call the ULA Enterprise Service Center at 1-877-295-5050 and log a ticket for "Training Admin" requesting the deletion of the course.

  • How do I know which courses are available for me to enroll?
  • A list of courses that are eligible for enrollment can be found under Course Catalog.

    To open Course Catalog:

    1. Select the Manage tab, then select Course Catalog under Training Content. A list of eligible courses will display.  
    2. To enroll in a course, select the View button next to course title.  The Course Details page will display.
    3. Select  the Enroll button.  The course will be added to your enrollments.
  • How to copy and paste URL from email invitation to browser address field?
  •  

    From the Invitation Message, highlight the URL.

     

     

    From your email application, select Edit > Copy or press Ctrl C keys.

     

    In the Address field of your internet browser, paste the URL in the address field of your internet browser (such as Internet Explorer or Firefox, etc.), and press the Enter key.

     

    When prompted for a password, type your personal password, and press the Enter key.

  • Why can I not view a course I was able to view earlier?
  • Corporate IT policy settings pushed across the system could prevent a course from being viewed. Please contact your IT department.

3. ULA Security Administrators

  • As a ULA Security Admin, can I batch Edit multiple Enrollments at once?
  • To Edit multiple enrollments:

    1.     Select the Manage tab, and then Select Not Attempted under Enrollments. The Not Attempted Enrollments page will display.

    2.     Select the criteria you wish to filter by (Job Title, Group or course title), then select the Select button.

    3.     Then expand the Batch Update Enrollment Records section.

    4.     Set the approperiate information required for the Edit (Staus, Pass/Fail, Score, Completion Date, Due Date)

    5.     Select the check box next to the View box to select all the enrollments displayed, or scroll through the enrollments and select the check box next to each enrollment desired to Edit.

    6.     Select the Update Enrollments button.

     

  • As a ULA Security Admin, how can I delete multiple enrollments at once?
  • Note: Only 'Not Attempted' enrollments may be batched deleted and cannot be undone. This is to ensure that Completed or In Complete enrollments are not removed from the system.

    To delete multiple enrollments:

    1. Select the Manage tab, and then Select Not Attempted under Enrollments. The Not Attempted Enrollments page will display.
    2. Select the criteria you wish to filter by (Job Title, Group or course title), then select the Select button.
    3. Then expand the Batch Update Enrollment Records section.
    4. Select the check box next to the View box to select all the enrollments displayed, or scroll through the enrollments and select the check box next to each enrollment desired to delete.
    5. Select the Delete Enrollments button.
  • As a ULA Security Admin, how can I delete my own enrollments?
  • NOTE: Only Not Attempted enrollments can be deleted. Deleting enrollments cannot be undone.

     

    To delete your own enrollments:

    1. Select the Manage tab, and then Select Not Attempted under Enrollments. The Not Attempted Enrollments page will display.
    2. Select the Belonging To drop down menu and choose Me.
    3. Then expand the Batch Update Enrollment Records section.
    4. Select the check box next to the View box to select all the enrollments displayed, or scroll through the enrollments and select the check box next to each enrollment desired to delete.
    5. Select the Delete Enrollments button.
  • As a ULA Security Admin, how do I change the Hire Date for a Learner?
    1. Select Manage
    2. Select Active Users
    3. Search for the User record
    4. Select the View button next to their record
    5. Select the Edit button at the top of the User Details page
    6. Scroll to the Hire Date and select the calendar icon within the Hire Date area and an interactive calendar will display.
    7. Select the desired date by naviagting through the interactive calendar. 
  • As a ULA Security Admin, how do I create a new company?
  • The CTS allows for the creation of groups for easy administration and reporting of Non-ULA Employees by their company.  Please check for the company name 'prior to' adding the company name in the CTS.

    To create a new company:

    1. Select the Manage tab, and then select User Groups under Organization. The Manage User Groups page will display.
    2. Select the Create User Group button.  The Create User Group page will display.
    3. Input the User Group ID and User Group Name.
    4. Select the Create button.

    Note:  Per ULA convention, the User Group ID and User Group Name are identical. 

  • As a ULA Security Admin, how do I Delete an enrollment?
  • If an enrollment needs to be deleted, please follow the steps below.

    To delete an enrollment:

    1. Select the Manage tab.
    2. Select Active Users.
    3. Select the View button next to the desired learner.
    4. Scroll down to the User Enrollments section and select the All tab.
    5. Select the View button next to the course to be deleted. 
    6. Select the Delete button. 

    **NOTE: DELETING AN ENROLLMENT CANNOT BE UNDONE**

  • As a ULA Security Admin, how do I edit an Enrollment?
  • If a due date or a score needs to be added or updated to an existing enrollment, please follow the steps below.

    To Edit an enrollment:

    1. Select the Manage tab.
    2. Select Active Users.
    3. Select the View button next to the desired learner.
    4. Scroll down to the User Enrollments section and select the All tab.
    5. Select the View button next to the course to be deleted. 
    6. Select the Edit button. 
    7. Enter the approperiate information that requires updating by selecting the drop down menus
    8. Select the Update button at the bottom of the page 
  • As a ULA Security Admin, how do I enter a new Learner into the system?
  • Duplicate accounts can exist in the Active Database and the Archived Database at the same time. So to avoid duplicate entries and duplicate enrollments always check the Archive Database Records prior to creating a new account to ensure the individual does not currently have an account.

     

    To enter a new user account:

    1. Select the Manage tab, and then select Create User under User Accounts. The Create User page will display.
    2. Enter the account information with an asterisk (*) next to it.

           A. Email Address *
           B. Note: Leave the Notify User check box checked. Unchecking this box will prevent the CTS from sending an invitation email to the Learner.
           C. First Name *, Middle name or initial if available, Last Name * & Suffix if applicable. 
           D. Note: Leave the Password Field blank as the system will auto generate this upon creation. 
           E. Enter PERNNR Number, if applicable.  If a PERNNR number is not applicable or unavailable, leave this space blank.
           F. Hire Date (YYYY-MM-DD) * will default to the day of account creation.
           G. User Level

                  a. *Non-ULA Employee for customers
                  b. User for Security and or Training Organization users.


           H. User Group * = Primary company to which the user is associated. Note: Some Users may require access to more than one Group. In those cases do the following:

                 a. Check the box next to Can Manage Others

                 b. Scroll through the list of Groups to find the company names for which the users requires additional access.

                 c. Selcte the desired company name. For multiple company selection, hold the CTRL button while selecting the names


            I. Job Title = Primary ULA facility/area the User will be supporting

           J. Enroll User on Create = Select this check box to ensure the user recieves the apporperiate enrollments for the primary facility/area they will be supporting.

           K. Automatic Enrollment Due Date = Set this date to the most applicable due date (this could be the furthest date out, the due date for the majority of the enrollments, etc.). *Note*: Not adjusting the Automatic Enrolment Due Dates will result in reflecting the default due date of 30 days for each of the enrollments. 
       

           L. Custom User Field #1, #2 & #3 VALUE if known/applicable. Note: Please see FAQ "When creating a new Learner, what are the Custom Learner Fields for?" for explaination of what to place in the Custom Fields

           M. Select the Create button

           N. After the account has been created, scroll to the bottom of the User Details page and select the blue View button next to the enrollment(s) that may require due dates to be adjusted.

  • As a ULA Security Admin, how do I manually archive an account?
  • To manually archive an account, navigate to the Active User list in the CTS and do the following:

    1. Search for the users record
    2. Select the View button next to the Users name
    3. Select the Archive user button
    4. Select Yes to confirm the User Record should be archived.
  • As a ULA Security Admin, how do I use CTS Default Password?
  • In cases where a user states that they have created a password, but it is not working, the CTS has a system default password of Welcome01 that will allow access and prompt the User to create a new password.

    1. Search the Users Account record from the Active User list

    2. Select the blue View button

    3. Select the Edit User Record button

    4. Enter Welcome01 in the Password and Confirm Password fields (Welcome01 must be case and numeric sensitive)

    5. Scroll to the bottom of the page and select Update Record

    6. Email the User the URL for the CTS Landing Page (ula.motivelearning.com) and have them log in using their email address and Welcome01 as the password. From there, they will be prompted to create a new password. Once they create the new password, they will have to log back into the CTS with the new credentials before they can access any training.

  • Can ULA Security Admins monitor the progress of a Group in the system?
  • As a ULA Secruity Admin, you can monitor the progress of a Groups training progress by using the Reports tab, you can monitor a group in various ways - Course Status, Course Due Projection.

    To run a report:

    1. Select the Reports tab.
    2. Select Training Reports, then select the desired report title.

  • CTS Email Notification Breakdown
  • The CTS is designed to send notifications to the end users to help keep them on track with their training and allow for easier access to the ULA CTS.

    Below are a list of notifications that are sent and for what they are intended.

    New Account Notification: This notification is sent whenever a new account is created in the CTS. The temporary numeric key embedded in the URL within the notification remains active for 15 days to allow the new user to complete their account activation by using that URL to create a password associated to their CTS account.

    Account Activation: This notification is sent whenever the new account notification is acted upon and the new user creates their password. Once they create their password, they are able to log in from that screen, however, they receive this notification email regardless.

     

    New Enrollment Notification: This notification is sent whenever the user receives a course enrollment in the CTS. This would be used for newly required courses. NOTE: Send Notification check box needs to be selected in the CTS when the enrollment is created.

     

    Enrollments Soon Due Notification: This notification is sent 30 days prior to an enrollments due date. This notification is sent whether the account is in the active or archived database to help keep the user on track with their certifications.

    Enrollments Past Due Notifications: This notification is sent when an enrollment is gone beyond its due date. This notification is sent whether the account is in the active or archived database to help keep the user on track with their certifications.

     

    Forgot Password Notification: This notification is sent when a user selects the forgot password link on the sign-in page.

     

    Password Updated Notification: This notification is sent after the URL in the Forgot Password notification is acted upon and the user sets up a new password for the CTS.

     

     

     

     

     

     

     

     

  • How do I update a Learner's account information?
  • To update a user account:

    1. Select the Manage tab, then select Active Users under User Accounts.  
    2. Select the View button next to the desired Learner.
    3. Select the Edit button.
  • Reactivating a User Account from Archives
  • If you find a User Account in the Archives Users list, you can quickly reactivate their account as follows:

    1. Click the  button to the far right of their name.

    2. You will see the following message dispalyed: By reactivating the User, all enrollment data associated with this User will be reactivated as well. If you are sure you wish to reactivate this User, click "Yes" otherwise, click "No".

    3. Click the   button

    4. You will receive the following message displayed: User activated successfully. Enrollments activated.

    5. You should see the   button to resend the account notification email.

    6. If you do not see the Resend Account Notification button, use the FAQ titled "Using CTS Default Password" which explains the Default Password we have available to use as the one-time login for the individual's account activation and they will be prompted to immediately change to their own personal password.

  • What if the Activation Link is not working in the Notification Email?
    1. Select the Manage tab.
    2. Select Active Users.
    3. Select the View button next to the desired learner.
    4. Select the Resend New Account Notification button. (NOTE:  This will automatically generate a new unique Activation Link.  So any previous Activation Links for this Lerner will not work.)
  • What if the Learner does not receive their Email notification?
    1. Select the Manage tab.
    2. Select Active Users.
    3. Select the View button next to the desired learner.
    4. Copy the Activation Link.
    5. Paste the link into an email and send directly to the Learner.
  • When creating a new Learner, what are the Custom Learner Fields for?
  • The Custom Learner Fields are used to track employees by a variety of additional data.

    The NAME field identifies the type of data wished to be tracked (ie. Business Phone).
    The VALUE field identifies the actual data being tracked (ie. Phone Number).

4. ULA Training Administrators

  • As a ULA Training Admin, how can I delete multiple enrollments at once?
  • Note: Only 'Not Attempted' enrollments may be batched deleted and cannot be undone. This is to ensure that Completed or In Complete enrollments are not removed from the system.

    To delete multiple enrollments:

    1. Select the Manage tab, and then Select Not Attempted under Enrollments. The Not Attempted Enrollments page will display.
    2. Select the criteria you wish to filter by (Job Title, Group or course title), then select the Select button.
    3. Then expand the Batch Update Enrollment Records section.
    4. Select the check box next to the View box to select all the enrollments displayed, or scroll through the enrollments and select the check box next to each enrollment desired to delete.
    5. Select the Delete Enrollments button.

  • As a ULA Training Admin, how can I delete my own enrollments?
  • NOTE: Deleting enrollments cannot be undone.

    To delete your own enrollments:

    Select the Manage tab, and then Select Not Attempted under Enrollments. The Not Attempted Enrollments page will display.
    Select the Belonging To drop down menu and choose Me.
    Then expand the Batch Update Enrollment Records section.
    Select the check box next to the View box to select all the enrollments displayed, or scroll through the enrollments and select the check box next to each enrollment desired to delete.
    Select the Delete Enrollments button.

  • As a ULA Training Admin, how do I create a new company?
  • The CTS allows for the creation of groups for easy administration and reporting of Non-ULA Employees by their company.  

    To create a new company:

    1. Select the Manage tab, and then select User Groups under Organization. The Manage User Groups page will display.
    2. Select the Create User Group button.  The Create User Group page will display.
    3. Input the User Group ID and User Group Name.
    4. Select the Create button.

    Note:  Per ULA convention, the User Group ID and User Group Name are identical. 

  • As a ULA Training Admin, how do I Delete an enrollment?
  • If an enrollment needs to be deleted, please follow the steps below.

    To delete an enrollment:

    1. Select the Manage tab.
    2. Select Active Users.
    3. Select the View button next to the desired learner.
    4. Scroll down to the User Enrollments section and select the All tab.
    5. Select the View button next to the course to be deleted. 
    6. Select the Delete button. 

    **NOTE: DELETING AN ENROLLMENT CANNOT BE UNDONE**

  • As a ULA Training Admin, how do I edit an Enrollment?
  • If a due date or a score needs to be added or updated to an existing enrollment, please follow the steps below.

    To Edit an enrollment:

    1. Select the Manage tab.
    2. Select Active Users.
    3. Select the View button next to the desired learner.
    4. Scroll down to the User Enrollments section and select the All tab.
    5. Select the View button next to the course to be deleted. 
    6. Select the Edit button. 
    7. Enter the approperiate information that requires updating by selecting the drop down menus
    8. Select the Update button at the bottom of the page

  • As a ULA Training Admin, how do I enter a new Learner into the system?
  • Duplicate accounts can exist in the Active Database and the Archived Database at the same time. So to avoid duplicate entries and duplicate enrollments always check the Archive Database Records prior to creating a new account to ensure the individual does not currently have an account.

     

    To enter a new user account:

    1. Select the Manage tab, and then select Create User under User Accounts. The Create User page will display.
    2. Enter the account information with an asterisk (*) next to it.

           A. Email Address *
           B. Note: Leave the Notify User check box checked. Unchecking this box will prevent the CTS from sending an invitation email to the Learner.
           C. First Name *, Middle name or initial if available, Last Name * & Suffix if applicable. 
           D. Note: Leave the Password Field blank as the system will auto generate this upon creation. 
           E. Enter PERNNR Number, if applicable.  If a PERNNR number is not applicable or unavailable, leave this space blank.
           F. Hire Date (YYYY-MM-DD) * will default to the day of account creation.
           G. User Level

                  a. *Non-ULA Employee for customers
                  b. User for Security and or Training Organization users.


           H. User Group * = Primary company to which the user is associated. Note: Some Users may require access to more than one Group. In those cases do the following:

                 a. Check the box next to Can Manage Others

                 b. Scroll through the list of Groups to find the company names for which the users requires additional access.

                 c. Selcte the desired company name. For multiple company selection, hold the CTRL button while selecting the names


            I. Job Title = Primary ULA facility/area the User will be supporting

           J. Enroll User on Create = Select this check box to ensure the user recieves the apporperiate enrollments for the primary facility/area they will be supporting.

           K. Automatic Enrollment Due Date = Set this date to the most applicable due date (this could be the furthest date out, the due date for the majority of the enrollments, etc.). *Note*: Not adjusting the Automatic Enrolment Due Dates will result in reflecting the default due date of 30 days for each of the enrollments. 
       

           L. Custom User Field #1, #2 & #3 VALUE if known/applicable. Note: Please see FAQ "When creating a new Learner, what are the Custom Learner Fields for?" for explaination of what to place in the Custom Fields

           M. Select the Create button

           N. After the account has been created, scroll to the bottom of the User Details page and select the blue View button next to the enrollment(s) that may require due dates to be adjusted.

  • As a ULA Training Admin, how do I reactivate a User Account from Archives?
  • If you find a User Account in the Archives Users list, you can quickly reactivate their account as follows:

    1. Click the    button to the far right of their name.

    2. You will see the following message dispalyed: By reactivating the User, all enrollment data associated with this User will be reactivated as well. If you are sure you wish to reactivate this User, click "Yes" otherwise, click "No".

    3. Click the   button

    4. You will the following message displayed: User activated successfully. Enrollments activated.

    5. You should see the    button to resend the account notification email.

    6. If you do not see the Resend Account Notification button, use the FAQ titled "Using CTS Default Password" which explains the Default Password we have available to use as the one-time login for the individual's account activation and they will be prompted to immediately change to their own personal password.

    7. Once an account has been reactivated from Archives, it will remain active for 15 days to allow the User to activate their account. You will notice the Activation Expires note next to the activation URL will be updated.

  • As a ULA Training Admin, how do I use the CTS Default Password feature?
  • In cases where a user states that they have created a password, but it is not working, the CTS has a system default password of Welcome01 that will allow access and prompt the User to create a new password.

    1. Search the Users Account record from the Active User list

    2. Select the blue View button

    3. Select the Edit User Record button

    4. Enter Welcome01 in the Password and Confirm Password fields (Welcome01 must be case and numeric sensitive)

    5. Scroll to the bottom of the page and select Update Record

    6. Email the User the URL for the CTS Landing Page (ula.motivelearning.com) and have them log in using their email address and Welcome01 as the password. From there, they will be prompted to create a new password. Once they create the new password, they will have to log back into the CTS with the new credentials before they can access any training.

  • As a ULA Training Admin, what are the Custom Learner Fields for?
  • The Custom Learner Fields are used to track employees by a variety of additional data.

    The NAME field identifies the type of data wished to be tracked (ie. Business Phone).
    The VALUE field identifies the actual data being tracked (ie. Phone Number).

  • Can ULA Training Admins monitor the progress of a Group in the system?
  • As a ULA Training Admin, you can monitor the progress of a Groups training progress by using the Reports tab, you can monitor a group in various ways - Course Status, Course Due Projection.

    To run a report:

    1. Select the Reports tab.
    2. Select Training Reports, then select the desired report title.

  • What if the Activation Link is not working in the Notification Email?
  • 1. Select the Manage tab.
    2. Select Active Users.
    3. Select the View button next to the desired learner.
    4. Select the Resend New Account Notification button. (NOTE:  This will automatically generate a new unique Activation Link.  So any previous Activation Links for this Lerner will not work.)

  • What if the Learner has no enrollments after the account was created?
  • Most likely this is because the learner has not activated their account.  The auto enrollments occur when the account is activated. This prevents them from “aging” during the time frame the learner does not have access to them.

5. ULA Administrators

  • As a ULA Administrator, how can I delete multiple enrollments at one time?
  • Note: Only 'Not Attempted' enrollments may be batched deleted. This is to ensure that completed enrollments are not removed from the system.

    To delete multiple enrollments:

    1. Select the Manage tab, and then Select Not Attempted under Enrollments. The Not Attempted Enrollments page will display.
    2. Select the criteria you wish to filter by (Job Title, Group or course title), then select the Select button.
    3. Then expand the Batch Update Enrollment Records section.
    4. Select the check box next to the View box to select all the enrollments displayed, or scroll through the enrollments and select the check box next to each enrollment desired to delete.
    5. Select the Delete Enrollments button.
  • As a ULA Administrator, how do I create a new company?
  • The CTS allows for the creation of groups for easy administration and reporting of Non-ULA Employees by their company.  

    To create a new company:

    1. Select the Manage tab, and then select User Groups under Organization. The Manage User Groups page will display.
    2. Select the Create User Group button.  The Create User Group page will display.
    3. Input the User Group ID and User Group Name.
    4. Select the Create button.

    Note:  Per ULA convention, the User Group ID and User Group Name are identical. 

  • As a ULA Administrator, how do I create a new course category?
  • The Course Catalog may include multiple sub-categories.  This capability enables courses to be grouped by content type, oganization unit, etc. 

    To create a new course category:

    1. Select the Manage tab, and then select Course Catalog under Training Content. The Course Category:Root page will display.
    2. Select the Create Category Here button.  The Create Course Category page will display.
    3. Input Course Category Title.
    4. Select the Select... hyperlink next to Parent Course Category to change the category the new sub-category will be created.   NOTE:  The Root level is the default.  Leave as the default to create Main Category in Course Catalog. 
    5. Input Course Category Description.
    6. Select the Create button. 

     

  • As a ULA Administrator, how do I create a new course?
  • To create a new course:

    1. Select the Manage tab, and then select Course Catalog under Training Content. The Course Category:Root page will display.
    2. Select the Create Course Here button. The Create Course page will display.
      Input Course Title, along with other needed information.
    3. Under the CBT Course Information section, you can either Upload a course or Browse to the course's location on a server.
    4. After completing the remainder of the form, Select the Create button.

    NOTE:  For detailed instructions (Quick Reference), go to elearndev server.  Instructions_Help>Publish to CTS.

  • As a ULA Administrator, how do I create a new FAQ Category?
  • The CTS allows for the creation of FAQ Categories for a flexible FAQ Help section that can be changed upon the needs of the users.  

    To create a new FAQ Category:

    1. Select the Manage tab, and then select FAQ Categories under System. The Manage FAQ Categories page will display.
    2. Select the Create FAQ Category button.  The Create FAQ Category page will display.
    3. Input the FAQ Category title.
    4. Select the Create button.
       
  • As a ULA Administrator, how do I create a new FAQ Entry?
  • The CTS allows for the creation of FAQ Entries for a flexible FAQ Help section that can be changed upon the needs of the users.  

    To create a new FAQ Entry:

    1. Select the Manage tab, and then select FAQ Entries under System. The Manage FAQ Entries page will display.
    2. Select the Create FAQ Entry button.  The Create FAQ Entry page will display.
    3. Input the FAQ Entry Stem (Question).
    4. Input the FAQ Entry Answer.
    5. Select FAQ Category from drop-down list.
    6. Select the Create button.
  • As a ULA Administrator, how do I create a new job title (job category)?
  • CTS Users are identified by a Job Title/Job Category that represents the area they are obtaining access. 

    To create a new Job Title (Job Category):

    1. Select the Manage tab, and then select Job Categories under Organization. The Manage Job Categories page will display.
    2. Select the Create Job Category button.  The Create Job Category page will display.
    3. Input the Job Code ID and Job Title.
    4. Select the Create button.

     

  • As a ULA Administrator, how do I delete an Enrollment?
  • ULA Administrators are the only user level that are able to delete enrollment.

    To delete an enrollment:

    1. Select the Manage tab.
    2. Select Active Users.
    3. Select the View button next to the desired learner.
    4. Scroll down to the User Enrollments section and select the All tab.
    5. Select the View button next to the course to be deleted. 
    6. Select the Delete button. 
  • As a ULA Administrator, how do I Disable (Hide) an Enabled course?
  • Disabling a course hides the course in the Course Catalog as well as excludes it from any reports generated. 

    To disable a course:

    1. Select the Manage tab.
    2. Select Course Catalog.
    3. Select the View button next to the desired course.
    4. Select the Edit Course button.
    5. On the Update Course page scroll to Course Settings section.
    6. Change the Enabled* field to Disabled using the drop down arrow.
  • As a ULA Administrator, how do I edit an Enrollment?
  • If a due date or a score needs to be added or updated to an existing enrollment, please follow the steps below.

    To Edit an enrollment:

    1. Select the Manage tab.
    2. Select Active Users.
    3. Select the View button next to the desired learner.
    4. Scroll down to the User Enrollments section and select the All tab.
    5. Select the View button next to the course to be deleted. 
    6. Select the Edit button. 
    7. Enter the approperiate information that requires updating by selecting the drop down menus
    8. Select the Update button at the bottom of the page 

  • As a ULA Administrator, how do I enter a new Learner into the system?
  • Duplicate accounts can exist in the Active Database and the Archived Database at the same time. So to avoid duplicate entries and duplicate enrollments always check the Archive Database Records prior to creating a new account to ensure the individual does not currently have an account.

     

    To enter a new user account:

    1. Select the Manage tab, and then select Create User under User Accounts. The Create User page will display.
    2. Enter the account information with an asterisk (*) next to it.

           A. Email Address *
           B. Note: Leave the Notify User check box checked. Unchecking this box will prevent the CTS from sending an invitation email to the Learner.
           C. First Name *, Middle name or initial if available, Last Name * & Suffix if applicable. 
           D. Note: Leave the Password Field blank as the system will auto generate this upon creation. 
           E. Enter PERNNR Number, if applicable.  If a PERNNR number is not applicable or unavailable, leave this space blank.
           F. Hire Date (YYYY-MM-DD) * will default to the day of account creation.
           G. User Level

                  a. *Non-ULA Employee for customers
                  b. User for Security and or Training Organization users.


           H. User Group * = Primary company to which the user is associated. Note: Some Users may require access to more than one Group. In those cases do the following:

                 a. Check the box next to Can Manage Others

                 b. Scroll through the list of Groups to find the company names for which the users requires additional access.

                 c. Selcte the desired company name. For multiple company selection, hold the CTRL button while selecting the names


            I. Job Title = Primary ULA facility/area the User will be supporting

           J. Enroll User on Create = Select this check box to ensure the user recieves the apporperiate enrollments for the primary facility/area they will be supporting.

           K. Automatic Enrollment Due Date = Set this date to the most applicable due date (this could be the furthest date out, the due date for the majority of the enrollments, etc.). *Note*: Not adjusting the Automatic Enrolment Due Dates will result in reflecting the default due date of 30 days for each of the enrollments. 
       

           L. Custom User Field #1, #2 & #3 VALUE if known/applicable. Note: Please see FAQ "When creating a new Learner, what are the Custom Learner Fields for?" for explaination of what to place in the Custom Fields

           M. Select the Create button

           N. After the account has been created, scroll to the bottom of the User Details page and select the blue View button next to the enrollment(s) that may require due dates to be adjusted.

  • As a ULA Administrator, how do I manually batch update completion records?
    1. Select the Manage tab.
    2. Select Completed, under the Enrollments section.
    3. Then expand Batch Update Enrollment Records.
    4. Chose Completed from the Status drop down menu.
    5. Chose Passed (or Failed) from the Pass/Fail drop down menu.
    6. Enter the applicable score.
    7. Enter the date the course was completed.
    8. Scroll through the list of learners displayed and check the box next to the names of learners applicable to have the record updated to the score defined in the Score box.
    9. Select the Update Selected Enrollments button.
    10. Select OK in the confirmation pop-up box.

    Repeat steps 7-11 until all records have been updated accordingly.

  • As a ULA Administrator, what are the Custom Learner Fields for?
  • The Custom Learner Fields are used to track employees by a variety of additional data.

    • The NAME field identifies the type of data wished to be tracked (ie. Business Phone).
    • The VALUE field identifies the actual data being tracked (ie. Phone Number).
  • Can ULA Administrators monitor the progress of any Learner in the system?
  • Learner progress can be monitored by running an individual report under the Reports tab or by selecting Active Users under the Manage tab.

    To run an individual report:

    1. Select the Reports tab.
    2. Select Training Reports.
    3. Select Course Status.  The Create Course Status Report will display.
    4. Under Select Users to Include area, select Include one or more selected Users only.
    5. Select the User Picker button.  A pop-up window will display.
    6. Search for individual by Last Name or User ID.
    7. Select the Select button next to Learner's name, then select the Close button.
    8. Select the View Report button.

    This report will show all enrollments/status for the individual learner.

    To view a Learner's records:

    1. Select the Manage tab.
    2. Select Active Users.
    3. Enter Last Name in the Search Field, then select Search.
    4. Select the View button next to desired name.
  • Can ULA Admins monitor the progress of a Group in the system?
  • Using the Reports tab, you can monitor a group in various ways - Course Status, Course Due Projection.

    To run a report:

    1. Select the Reports tab.
    2. Select Training Reports, then select the desired report title.
  • How do I update the Welcome Text on the Home page?
  • The CTS gives ULA Adminstrators the capability to update the Welcome Text on the Home Page.

    To update the Welcome text:

    1. Select the Manage tab, then select Welcome Content, under the Organization section.
    2. Using the editing tools, input and format text as desired. 
    3. Select the Update button. 
  • What does the Automatic Enrollment check box on the Update Course page do?
  • NOTE:  We DO NOT use this option.  The information here is for informational purposes only.

    • The Automatic Enrollment check box on the Update Course page is to immediately enroll everybody currently in the CTS that is associated to which ever job titles are highlighted, for that course.
    • The Automatic Enrollment check box on the Create Course page would be for new courses that require immediate enrollment.