Training Set-Up: Courses vs Classes

Training Set-Up: Courses vs Classes

Understanding Courses vs. Classes in the Training Module

Purpose Statement

The Training Module distinguishes between "Courses" and "Classes" to streamline training management across your department. Courses serve as reusable templates that establish standardized training requirements, while Classes represent actual training events with specific dates, attendees, and completion records. Understanding this distinction enables training officers to maintain consistency in documentation, improve reporting accuracy, and efficiently manage department-wide training requirements.

Background Information

What are Courses?

Courses function as master templates in your Training Module's Course Library. They establish standardized outlines for recurring training topics, ensuring consistent documentation across your department. Think of a Course as the blueprint—it defines what should be trained, the objectives to be met, and the parameters for documentation.

What are Classes?

Classes are the actual training events created from Course templates. When you schedule or document a training session, you're creating a Class. Classes include specific details like dates, instructors, attendees, duration, and completion status.

Why This Structure Matters:

  • Consistency: Standardized course templates ensure all training sessions follow department requirements
  • Efficiency: Reusable templates eliminate repetitive setup for recurring training
  • Reporting Accuracy: Pre-defined parameters improve data quality and compliance reporting
  • Quality Control: The "Limit Edits" feature maintains training standards across all sessions

Common Use Cases:

  • Annual certification renewals (e.g., CPR, HAZMAT)
  • Apparatus-specific training programs
  • Departmental SOG/SOP training sessions
  • Continuing education requirements
  • New hire orientation programs

Required Permissions

To work with Courses and Classes, users need specific permissions based on their role:

Course Development (Administrator Level):

  • Access to Training Module
  • Course Library management permissions
  • Ability to create and edit courses
  • Permission to enable "Limit Edits" feature

Class Creation (Training Officer/Instructor Level):

  • Access to Training Module
  • Permission to create classes from Course Library
  • Ability to assign attendees
  • Access to Scheduler integration (if applicable)

Class Completion:

  • Some users may require admin approval before final completion
  • Check with your Training Administrator to confirm your specific permission level

Video


Step-by-Step Guide

Creating a Course (Template Development)

Step 1: Navigate to the Course Library

  1. Open the Training Module
  2. Select Set-Up
  3. Click Course Library
  4. Select "Add Course"


Step 2: Enable Edit Restrictions (Optional)

To maintain training standards, toggle on Limit Edits. This prevents modifications to the following fields when creating classes from this course:

  • Class Name
  • Training Category
  • Training Topic
  • Training Methods
  • Class Attachments
  • National, State, and Internal Course IDs in the Class Admin Section
  • Objectives (Note: Administrators can make objective selection optional, allowing class creators flexibility to choose which objectives to complete)







Step 4: Click Save to add the course to your library


Converting a Course to a Class (Actual Training Event)

Step 1: Navigate to Training Classes

  1. Open the Training Module
  2. Select Training Classes
  3. Click Add from Course Library

Step 2: Select the Course Template

  • Choose the applicable course you wish to convert to a class
  • All pre-configured settings from the course will populate automatically


Step 3: Add Class-Specific Details

Enter the following information to create the actual training event:

  • Actual Start Date: When the training begins
  • Actual End Date: When the training concludes
  • Expected Start Date: (If needed) When the class is expected to begin
  • Expected End Date: (If needed) When the class is expected to end
  • Duration: The system will auto-calculate based on actual dates, but you can manually edit if needed
  • Note:  Actual Start and End Date are not required when scheduling training for future dates but must be filled in when completing a class


Step 4: Manage Objective Hours

  • Review and adjust objective hours as needed for this specific class
  • Ensure hours align with actual training delivery
  • If course admins have enabled, select which objectives for this class are being completed.



Step 5: Assign Attendees

Add participants using one of these methods:

  • From Scheduler: Pull attendees from scheduled assignments
  • By Date: Select personnel on duty on a specific date
  • By Unit: Choose all members assigned to a specific unit (e.g., Engine 1)
  • Manual Selection: Individually select attendees
  • Assign Instructors (As needed and if required)

Step 7: Save or Complete the Class

Choose the appropriate action:

  • Save: Use this for future classes that haven't occurred yet
  • Complete: Use this for classes that have already happened and objectives have been completed for each attendee.

Note: Depending on your permissions, you may need to submit the class to a Training Administrator for final approval before completion is achieved.

Best Practices

Course Development Best Practices:

  • Be Thorough with Initial Setup: The more complete your course template, the more accurate your reporting will be
  • Use Limit Edits Strategically: Enable this feature for courses requiring strict compliance or standardization (certifications, regulatory training)
  • Maintain a Naming Convention: Use consistent naming formats for easy searching (e.g., "CPR - BLS Provider," "HAZMAT - Awareness Level")
  • Include All Relevant IDs: Adding National, State, and Internal Course IDs improves tracking and compliance reporting
  • Define Clear Objectives: Specific, measurable objectives help instructors and improve completion documentation

Class Creation Best Practices:

  • Use Course Templates Whenever Possible: Avoid creating standalone classes; leverage existing courses for consistency
  • Document Training Promptly: Enter class information soon after training occurs for accurate record-keeping
  • Verify Attendee Lists: Double-check attendance before completing a class to ensure accurate personnel records
  • Accurate Duration Recording: Ensure duration reflects actual training time for compliance and reporting purposes
  • Complete Objective Documentation: Record all objectives covered during the session

Common Mistakes to Avoid:

  • Don't Skip Course Setup: Creating classes without course templates leads to inconsistent data
  • Avoid Incomplete Course Parameters: Leaving fields blank reduces reporting accuracy and creates data gaps
  • Don't Bypass Edit Restrictions: If Limit Edits is enabled, it's there for a reason—work within the parameters
  • Don't Delay Class Completion: Waiting too long to document training can result in forgotten details or missed attendees

Troubleshooting & FAQs

Q: I can't edit certain fields when creating a class. What's wrong?

A: The course you selected has "Limit Edits" enabled. This is intentional to maintain training standards. Contact your Training Administrator if you believe changes are necessary.

Q: Can I create a class without using a course template?

A: While technically possible, it's not recommended. Using course templates ensures consistency and improves reporting accuracy. If no suitable course exists, work with your Training Administrator to create one first.

Q: The duration auto-calculated incorrectly. Can I change it?

A: Yes, duration can be manually edited even after auto-calculation. Simply click into the duration field and enter the correct time.

Q: I completed a class but don't see a "Complete" button. Why?

A: Your user permissions may require admin approval before final completion. Check with your Training Administrator about your permission level and submit the class for their review.

Q: Can I add attendees to a class after it's been completed?

A: This depends on your department's settings and your permission level. Generally, you may need to contact a Training Administrator to make changes to completed classes.

Q: What's the difference between "Save" and "Complete" when creating a class?

A: "Save" keeps the class in draft status for future training events. "Complete" finalizes the class and records it as an official training event, which may require admin approval depending on your permissions.

Q: Can I make objectives optional in a course?

A: Yes, administrators can configure courses to make objective selection optional, giving class creators flexibility to determine which objectives are appropriate for specific sessions.

Q: How do I find courses in the Course Library?

A: Navigate to Training Module > Set-Up > Course Library. Use the search function to find specific courses by name, category, or topic.








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