Learning Experience Completion via Admin UI

Introduction
The Manual Completion Feature allows Admins with the required permissions to manually mark Learning Experiences as complete for learners within the Learning Platform (LP). This feature is designed to simplify the process by allowing admins to mark individual or bulk users as complete directly from the front-end interface. It includes the ability to set a completion date, provide a reason, and add a note for each manual completion, ensuring that all learning activities are accurately tracked and documented.

A video demo of this functionality can be found here.

Prerequisites

• Only Admins with appropriate permissions (GROUP_MANAGE_ENROLMENTS or COURSE_MANAGE_ENROLMENTS) can use this feature to mark learning experiences as complete.
• Dropdown reasons are preconfigured but can be changed via translation strings to ensure flexibility and relevance to the organization’s context.
• When an Admin marks the learning experience complete, a completed xAPI statement is sent, including details such as the trigger type ('admin awarded'), the Admin’s identity, and the reason and note when included.

How to Use the Feature

1. Log in to the Learning Platform with the appropriate admin permissions.

2. Select one or more enrolments from the Learning Experience Enrolments table.

3. Click on the 'Set Completion Date' button at the bottom of the table. A model titled "This will set the enrollment completion date for all selected users" will appear.

4. You can use the date picker to select the completion date (this field is required).
5. Choose a reason from the dropdown menu (optional).
   1. Options include:
      - Completed Offline
      - Completed Equivalent
      - Demonstrated Proficiency
      - Technical Error Prevented Automatic Completion
      - Other (note required if selected)
6. Enter any additional details in the 'Completion Note' text field (required if 'Other' is selected, optional otherwise).
7. Click 'Set Completion Date' to save the details.

8. Alternatively, click 'Cancel' to discard the details and close the modal.

Display of Completion Reason and Note

• Completion Reason: Displayed in the 'Completion Reason' column next to the 'Completed Date' column in the Completion Table. If no reason is provided, a '-' will be shown.
• Completion Note: If a note is added, a 'View Completion Note' button will appear under Actions for that row. Clicking it will open a modal displaying the full note text.

When Learning Experience is marked completed and the changes are saved, 'Completed' xAPI statement is generated with trigger_type as 'admin_awarded', admin details, and 'completion reason' and 'note' in the extension.

Note: It is also possible to mark Learning Experiences as complete using the existing Completion Record Import feature. The two new columns, Completion Reason and Completion Notes, have been added to the CSV template to support this functionality. For more detailed instructions on using the Completion Record Import feature, please refer to our Completion Record Import Documentation.

FAQ
Q. How do I get the feature?

A. The feature is automatically available to all customers. Admins with appropriate permissions can use it without additional setup.

Q. Can I opt-in/opt-out?

A. No, it is included for all customers.

Q. How can I get access to this feature?
A. If you don’t currently have access, please reach out to your system administrator to ensure your role includes the necessary permissions.

Q. Who can use this feature?
A. Only Org Admins with permissions (GROUP_MANAGE_ENROLMENTS or COURSE_MANAGE_ENROLMENTS) can access and use the feature.

Q. What if I don't select a reason when marking a completion?
A. The completion will be saved without a reason, and a '-' will be displayed in the 'Completion Reason' column.

Q. Can I mark completions for multiple learners at once?
A. Yes, multiple enrolments can be selected and marked as complete simultaneously.

Q. Is there an audit trail for manual completions?
A. Yes, each completion sends an xAPI statement capturing details such as the admin, reason, and any notes provided. The audit log will also capture changes to the enrollment.

Q. What if the predefined reasons don't apply?
A. You can select 'Other' and provide a custom reason in the note field.

Q. What reason will be shown if a user completes the Learning Experience through regular course progress?

A. If a Learning Experience is completed through regular course progress, no reason will be provided. In this case, a "-" will be displayed in the "Completion Reason" column in the Completion Table to indicate that no manual reason was necessary.

Q. Can I customize the list of reasons?
A. Yes, the dropdown reasons can be configured via translation strings for your organization.

Q. How are reasons and notes displayed?
A. The completion reason is shown in the 'Completion Reason' column, and a note is accessible via a 'View Completion Note' button on the completions table.

Q. Can I delete the reason or note after setting it?
A. No, you cannot specifically delete the reason and note. To achieve this reset the completion for the user and enter a new reason and note with a completion date.

Q. Does this feature affect automatic completions?
A. No, it only applies to manual completions and does not interfere with automatic processes.

Q. Is this feature available for all types of Learning Experiences?
A. Yes, it can be used for any learning experience within the platform.

Q. Will this feature impact my completion reports?
A. Yes, the 'Completion Reason' and 'Completion Note' fields will be included in the CSV export of the completion table.

Resources and Support

• For further assistance, contact the Learning Pool Support Team.
• Additional resources and documentation may be provided as needed.