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The United Educators (UE) Learning Portal is your platform for training your community using UE’s courses. Access to United Educator’s full course catalog and training on the Learning Portal is included as part of UE membership for most policy holders.

There are many options for how you can set up and deploy your training initiative, but before we dive in, let’s define some terms:

Definitions

Learning Portal: The Learning Management System (LMS) that hosts our courses. Learners complete training on the Learning Portal and administrators access reports and other tools on this site.

Our learning portal is located at learn.ue.org. Please note this is a different website and login from ue.org, where you can find insurance information and other risk management resources.

Training Administrator (TA): The person overseeing the training initiative.  You may also see this role called a “power user” in the learning portal.  See this guide for more information on the different types of user roles and capabilities.

Branch Code: Your institution’s ID number within the Learning Portal.  This code ties your learners to your institution when their accounts are created. Your branch code is available in the middle of the admin panel.  The branch code is entered by learners when self-registering or included in the bulk user upload file.

Contents

The articles in this collection will serve as jumping off points and include links to more in-depth articles on each topic. 

We will cover the following topics: 

• Configuring and Launching Your Training
  • Defining Your Training Initiative
  • Configuring Your Course Bundles
• Creating User Accounts & Assigning Content
• Going Live – Announcing Your Training
• The Training Administrator Experience
• The Learner Experience

Configuring and Launching Your Training

Defining Your Training Initiative

Step one of launching your training initiative is to define your training needs.  You’ll want to define who needs to be trained and what courses they’ll be taking, though not necessarily in that order.   

Learning Population

A learning population is your target audience for your training.  Learning populations could be as broad as “my entire institution,” or as narrow as, “Newly hired supervisors for the facilities department.”  You may also have multiple, overlapping populations that need different courses.  If you are a UE member, you can use our courses for anyone at your institution, from students to staff, even volunteers and contractors.

If you have more than one learning population, we would recommend writing down each group and which courses they need.  See below for an example.

Choosing Courses

If your institution is a UE member, as will be the case for most people reading this, you can use any course from our catalog at any time.  You can find our full course catalog on our website, linked here. 

If you have multiple learning populations, we recommend writing out each group and which course they need. 

Some system capabilities worth considering: 

• You can choose to add more courses at any time.  You could start with one, then add more to learners’ accounts in the future.
• You can mark courses as optional or mandatory, if you’re building a learning plan (see the section on learning plans for more information).

Example: 

1. All employees
   1. Title IX
   2. Data Security: Phishing
   3. Slips, Trips, and Falls
2. Supervisors
   1. Avoiding Supervisory Pitfalls
3. Coaches
   1. Concussion Awareness
   2. Passenger Van Safety

Related Articles

• Browse Our Course Catalog

Configuring Your Course Bundles

There are two options for adding courses to your learners’ accounts: 

1. Direct course enrollment
2. Learning Plans

Both options enroll your learners in your selected courses, but learning plans offer some additional features that you can’t get without using them.

If you would like any of the following, you will need to use a learning plan: 

• Providing a mix of optional and mandatory courses
• A landing page to provide additional text or links about the training initiative
• Hard deadlines: Lock the learner out of the course if they fail to complete it in time
• Relative deadlines: Deadlines based on the date of enrollment (ex: 90 days after a learner is enrolled)
• Pre-requisites: Requiring learners to do courses in a specific order
• A single self-registration link to enroll learners in multiple courses (please see the next section for more information on self-registration) 

All the features above are only available if you create a learning plan.  If you don’t need any of the features above, we recommend enrolling your learners directly in a course or courses without a learning plan. Remember, our team is here to talk through your options and help you choose the right method for your learners. Please reach out at launch@ue.org for assistance.

Related Articles

• Creating and Configuring Learning Plans

Creating User Accounts

There are several methods for creating user accounts that can be mixed and matched to meet your learning population’s needs. 

Some things to consider when deciding between account creation methods: 

1. Do you want your learners to create their own accounts and be in control of filling out their own profile information?
2. Do you want to control the email addresses, names, and additional profile information (like department, role, etc) of a learner’s account?
3. Can you easily get a list of your learners’ information like from an HRIS or SIS?
4. Do you have a large number (more than 10) that need accounts?

If you would like the learners to create their own accounts, you’ll need to use self-registration.  Self-registration requires you to provide your learners with a link directly to the course or learning plan and your branch code.

If you have a file of learners to upload, we recommend using a bulk upload. This is something you can run as a TA, or you can send it to our team to process. 

If you have a small number of learners, we recommend manually creating users. 

If you have a more complex learning population and overlapping training initiatives, one of our automated options could reduce your administrative burden.

We’ve put together a chart of the different methods and our recommendations below:

	Who is creating the account?	Recommended Use	Example groups
Self-Registration	Learner	Ad-hoc, rolling, or opt/in-optional training Undefined or frequently changing populations	Volunteers,  contractors, new hires
Bulk Upload	TA or UE Team	Static or largely static populations	Students, employees
Manual Creation	TA	Small populations Learners who aren’t comfortable self-registering Late additions to an already uploaded population	New hires being added to an existing all employee training
Automated User Transfer (SFTP)*	Automated system process Configured by your IT department and our team	Frequently changing populations Supporting an SSO setup	New hires or populations with overlapping training initiatives based on profile data (department, supervisor, role, etc)

*Contact us at launch@ue.org for more information.

Related Articles

• Generating Self-Registration Links for Learning Plans & Courses
• Enrolling Users in Courses without Learning Plans
• Enrolling Learners & Groups in Learning Plans
• Bulk Uploading Users into Different Learning Plans

Launching Your Training

Once you’ve decided on how you’ll add learners to the system and how they’ll be enrolled in courses, it’s time to announce your training to learners.  If you are creating learners accounts for the learners, you can choose to have the system send out account creation emails to let learners know how to get into the system.  If not, or if you’re using self-registration, you will need to announce your training to learners.  Please see the related articles below for sample training announcement email templates.

Related Articles

• Templates and Sample Language

Enabling Notifications

While TAs don’t have the ability to send out emails through our system, we do have several automated emails that we can enable for you.  Please reach out to our team at launch@ue.org if you’d like to enable any of the following: 

Notification Name	Event	Schedule
UE_E_Signature	User performed the e-signature course’s authentication	At the time of the event
UE_User_Confirmation	User has been created (by administrator)	At the time of the event
UE_Certification_Expired	Certification has expired	30 days Before the event – 9:00
UE_Course_Enrollment	Digest: learner has yet to complete the course	Weekly on Monday at 8:00
UE_Deadline	Course has expired	14 days Before the event – 7:00
UE_TA_Course_Enrollment	User enrolled in a course	At the time of the event
UE_LP_Enrollment	User has been enrolled in a learning plan	At the time of the event
UE_TA_NonCompletion	Digest: learner has yet to complete a course (administrator only)	Weekly on Friday at 9:00
UE_New_Course_Enrollment	Digest: user enrolled in a course	Weekly on Wednesday at 8:00
UE_Course_Completion	Learner completed a course	At the time of the event
UE_Manager_NonCompletion	Digest: learner has yet to complete a course (administrator only)	Weekly on Friday at 9:00
UE_TA_Course_Completion	Learner completed a course	At the time of the event

The Training Administrator (TA) Experience

The TA experience can be divided into two main parts: setting up a training initiative and monitoring an initiative. 

For a full list of what TAs can and can’t do, please see our guide on User Roles.

The Admin Panel

When you first login to your account on the LMS, you will land on the Admin Panel.  This contains shortcuts to the tools you’ll be using most often to monitor an ongoing initiative: 

1. The three lines in the top-left corner will open the User Menu.  This is where you can find the course catalog, the learning center, and links to our help site.
2. Your institution’s branch code is in the middle of the page.
3. The Manage My Learners button is where you can go to create users, activate/deactivate learners, view a learner’s profile data, and login as the learner to see the site as they do.
4. The Run Reports button is where you can go to download any of the system standard reports or create a custom report.
5. The Admin Dashboard provides a quick overview of all training taking place at your institution.
6. The gear icon in the top-right corner of the screen is the Admin Menu.  We’ll cover that more in depth in the next section.

The Admin Menu

While the Admin Panel has shortcuts for the tools you’ll use most frequently, the Admin Menu is a full list of the tools you have access to, including the learning plan configuration area and course management.

Moving from the top of the list to the bottom: 

1. Dashboard – This is the Admin Dashboard covered in the previous section.
2. Users – This takes you to the Manage My Learners section.
3. Groups – Groups are another tool to help you manage your learners.  To learn more about groups, please see this article.
4. Course Management – Assign courses to learners, reset/archive enrollments, and pull course-specific reports.
5. Learning Plans – Create and assign learning plans.
6. Reports – Access system-standard reporting in an old layout.
7. New Reports – Access and build custom reports.
8. Certificate Template – View the certificate template the system uses to create completion certificates.
9. Background Jobs – Monitor large system processes like bulk uploads or bulk enrollments. 

The Learner Experience

• Registration and Login
• Finding their course(s)
• Completing their assignments

You have the tools to configure and launch your training on your own, but our Learning Enablement Team is also here to help.  Please reach out to launch@ue.org with any questions or if you would like to setup a time to talk with the team member (Jodi or Sophia) assigned to your institution.