Accessing On-the-Job Training

The "On-the-job training" menu is where the Learner can access both forms of On-the-Job Training assignments and those assigned to a Course can additionally be accessed within the Course itself. Three tabs are used to divide the On-the-Job Trainings according to their status where "Current" is not completed, "Pending" is awaiting assessment and "Completed" is successfully processed.

To open an On-the-Job Training simply click on the tile which will open the selected On-the-Job Training in an extended view. When opened the current status along with a due date (if there is one) is displayed at the top, followed by a description of the on-the-job training requirements, then buttons to filter the linked On-the-Job Training Tasks (Pending, In review, Passed, Failed) and at the bottom a list of all the linked/filtered tasks. Identifying how the On-the-Job Training was assigned is simple as there is a Mentor listed for directly assigned or a Course name displayed.

With the On-the-Job Training Tasks a green tick identifies the Tasks that are already completed and each Task can be expanded by clicking the circle icon with the three dots.

Once expanded each On-the-Job Training Task will provide a further explanation of what is needed to complete the Task. Depending on the Task there might be a document to download, evidence to upload via "Add attachments" button and/or comments via "Feedback" to complete the tasks.

When the requirements have been completed the "Mark done" button either completes the task or submits for review by the Mentor/Assessor. For Tasks "In review" requiring assessment it is possible for the Mentor or Assessor to provide further feedback and change the status back to "Pending" if they feel more work is needed to complete the task requirements. Some Tasks may also have limited attempts.

Once all Tasks have been satisfactorily completed the On-the-Job Training will be set to a concluded status. Some tasks may also be marked by the Mentor/Assessor as Passed or Failed and percentage graded.

Learner‑Selected OJT Mentor

Selecting a mentor

When the learner opens the On-the-Job Training in a course that uses an OJT template with “Allow learners to select mentor” enabled:

1. The learner sees an option to select a mentor (OJT tutor).

2. A dialog shows the list of all OJT tutors defined for the course.

3. The learner:

   • Chooses one mentor from the list (single selection).

After confirmation:

• The selected mentor becomes the nominated assessor for that learner’s OJT in the course.

• The mentor receives a notification that they have been selected as the learner’s OJT assessor.

Task submission & locking

Once a mentor is selected and confirmed:

• All OJT task submissions from the learner in that course are assigned only to the selected mentor.

• The mentor is notified about these submissions as usual.

• As soon as the learner submits the first OJT task, the mentor selection is locked:

  • The learner cannot change the mentor for this OJT anymore.

If the selected mentor becomes unavailable

If the selected mentor leaves the company or is deactivated (set to passive in the LMS):

• The learner’s OJT mentor selection is effectively cleared.

• The learner is then prompted again to select a new mentor from the list of currently active OJT tutors for the course.

• After selecting and confirming a new mentor, task routing and notifications continue with the newly selected mentor.

Hints & Tips

If using a mobile or device or tablet the use of the camera is possible when performing an Upload. This is great for uploading live videos.