Training: Use Course vs Assign Course

Training: Use Course vs Assign Course

Purpose Statement

The Training module in First Due provides two distinct options for adding courses to your training program: Use Course and Assign Course. Understanding the difference between these options ensures you select the appropriate method based on your training event's timing, attendee status, and completion requirements. Use Course creates immediate training events with finalized details, while Assign Course allows flexibility for future scheduling with undefined dates and attendee lists.

Background Information

The Training module's course library contains pre-built courses created in the setup area. Training administrators can deploy these courses using two different methods, each designed for specific training scenarios. The Use Course option is ideal for training events with confirmed details (dates, attendees, instructors), while the Assign Course option accommodates situations where scheduling flexibility is needed, such as quarterly competencies where company officers determine completion dates within a broader timeframe.

This functionality is particularly valuable for departments that need to balance structured training requirements with operational flexibility, allowing both traditional instructor-led classes and self-paced learning options.

Required Permissions

  • Training Administrator rights are typically required to assign courses
  • Users with limited permissions may not see all fields or options described in this article
  • Standard users can view assigned courses on their Training Dashboard and convert them to classes if permitted

Video

Step-by-Step Guide

Accessing the Course Library

Step 1: Navigate to the Training Module

  • From the First Due main menu, select the Training module
  • Navigate to the Training Classes section
  • Select the Add from Course Library button
  • The entire course library (as created in the setup area) will display

Step 2: Filter Your Course Options

  1. The user can filter the Course Library list based on various items
  2. Once the list has been filtered to the desired result you can select the eye icon to the right of the course to preview the course
  3. To select the course for either immediate use or assignment select the checkbox to the left of the Course



Choose "Use Course" When:

  • You have an immediate training event with finalized details
  • Dates of completion are already determined
  • Attendee lists are confirmed
  • Instructor assignments are set
  • You're recording a class that already occurred for credit
  • You're creating a self-complete class for attendees
  • You're scheduling a future or multi-day class with definite attendee lists and dates

Choose Assign Course When:

  • Start and end dates have not been defined
  • Attendee lists for each class are not finalized
  • You need flexibility for scheduling (e.g., quarterly competencies)
  • Company officers will decide specific completion dates within a deadline
  • You're deploying traditional instructor-led classes without self-complete component


Best Practices

Choosing the Right Option:

  • Use Use Course for historical training entries, scheduled events, and self-complete classes
  • Use Assign Course for quarterly competencies, flexible scheduling, and instructor-led training
  • Consider your department's operational tempo when setting assignment deadlines

Managing Assigned Courses:

  • Set realistic date ranges that accommodate shift schedules and operational demands
  • Monitor progress regularly through the administrator dashboard
  • Use filters effectively to quickly find specific users or courses

Communication:

  • Ensure company officers understand their role in converting assigned courses to classes
  • Communicate deadlines clearly to all assigned users
  • Provide guidance on how to access assigned courses from the Training Dashboard

Avoid These Common Mistakes:

  • Don't use Deactivate Course unless you intend to remove it from the entire course library
  • Don't assign courses without clearly defined deadlines
  • Don't forget to update course users if personnel changes occur during the assignment period

Troubleshooting & FAQs

Q: I don't see the "Assign Course" option. Why not? A: The ability to assign courses is typically reserved for users with Training Administrator rights. Check with your system administrator about your permission levels.

Q: What happens if a user doesn't complete an assigned course by the deadline? A: The system will show incomplete status in the administrator view. Follow your department's protocols for overdue training requirements. Training administrators can view progress and follow up with individual users.

Q: Can I change the deadline after assigning a course? A: Yes, administrators can update course assignments, including modifying date ranges, through the View Assigned Users screen.

Q: What's the difference between "Use Course" in the library vs. "Use Course" on an assigned course? A: Both convert a course template into an actual training class. The context differs—one starts from the course library, the other from an existing assignment. The result is the same: creating a training event with specific dates and attendees.

Q: What happens if I accidentally select "Deactivate Course"? A: This will deactivate the course from your entire course library, affecting all users. Use this option with extreme caution. If accidentally deactivated, contact your system administrator immediately.

Q: Can assigned users see the course on their dashboard immediately? A: Yes, assigned courses appear at the top left of each user's Training Dashboard once the assignment is saved.

Q: How do company officers convert an assigned course to a class? A: Company officers select the assigned course from their Training Dashboard and use the "Use Course" option to convert it into a scheduled class with specific attendees and dates.





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