An Admin or a Manager with the Create Standalone On-the-Job Training permission can create and manage their Standalone On-the-Job Trainings. A manager with the Assign Standalone On-the-Job Training permission can also manage the students of their OJT.
Navigation: UKG Learning > Team Workspace > On-the-Job-Training
There are three options: Assign, Unassign, and Reassign.
Assign
Under Assign, you can assign this Standalone On-the-Job Training either to individuals or to a group of users matching the same organizational criteria. Select By Person or By Criteria, based on your preferences.
By Person
You can find individuals easier using the search field and drop-down filter menus. In order to select an individual, select the plus symbol (+) next to their name in the left-hand column. The member will then appear in the right-hand Selected column. To remove an individual from the list, select the minus (-) symbol.
Once you have finished your selection, add a message (optional) and select the Assign button to complete the process.
By Criteria
You can select to assign members based on their job and location. Under Advanced selection, select the specific job to which this process should be applied. Then, select both the desired Above Units and Units in their respective columns, filtering using the drop-down menus, if needed.
You can also filter the users further based on custom fields that you have set up for your Academy by selecting the Choose Additional Fields drop-down.
Once you have finished your selection, add a message (optional) and select the Assign button to complete the process.
All the users you have assigned will show as enrolled users under this On the Job Training's Dashboard, along with their progress.
Unassign
Under Unassign, you can remove this Standalone On the Job Training either from individuals or from a group of members matching the same organizational criteria. Select By Person or By Criteria based on your preferences. The process you will follow is the same one you followed when assigning these members.
Note:
Only already assigned members will be populated as options for unassignment.
Reassign
Under Reassign, you can reassign this Standalone On the Job Training. You can perform either an individual Reassign or an advanced one (to a group of users matching the same organizational criteria). Select By Person or By Criteria based on your preferences.
Individual retake
You can find individuals easier using the search field and drop-down filter menus. In order to select an individual, simply click the plus (+) symbol next to their name in the left-hand column. The member will then appear in the Selected column. To remove an individual from the list, select the minus (-) symbol.
Once you have finished your selection, add a message (optional) and select the Reassign button to complete the process.
By Criteria
You can select to reassign an OJT based on their job and location. Under By Criteria, select the specific job to which this process should be applied. Then, select both the desired Above Units and Units in their respective columns, filtering using the drop-down menus, if needed.
You can also filter the users further based on custom fields that you have set up for your Academy by selecting the Choose Additional Fields drop-down.
In this case, you also have the option to choose if you want to reassign the training only to users that have already completed it or to all enrolled users whether they have completed the training or not.
Once you have finished your selection, add a message (optional) and select the Reassign Now button to complete the process.
Reassignment Rule
You have the choice to either make this a one-time assignment and/or set up an auto-reassignment rule that will automatically reasssign individuals under these parameters in the future.
Check the Automated reassignment rule to create a rule for this OJT. You can create automated reassignment rules in two ways:
1. Reassign every x months from enrollment/completion
2. Reassign on a specific date
When you check the automated rule checkbox another option will appear allowing you to exclude users that completed the on the job training from the reassignment rule.
You have two options:
1) Exclude users that completed the OJT after x date
2) Exclude users that completed the OJT within the past x days
More specifically when combining two of the options mentioned earlier you can have the following:
Reassign the OJT only to users that have already completed it:
- Include users that have not completed the OJT: Unchecked
- Exclude users that completed the OJT: Unchecked
Reassign the OJT to all enrolled users:
- Include users that have not completed the OJT: Checked
- Exclude users that completed the OJT: Unchecked
Reassign the OJT only to users who have not completed it yet:
- Include users that have not completed the OJT: Checked
- Exclude users that completed the OJT: Checked
Moreover, you have the option to set a Rule Expiration Date, which will define when the rule should be active.
Add a message if you want to, and click the blue Reassign now and Set Rule button when finished.
The employees will receive the relevant notification about their assignment/unassignment/reassignment if your Admin has set them up.