Manage Student Training History

LMS Administrators and Instructors have the ability to search for users and view their training history. Visibility of users is scoped to the Organizations for which the administrator or instructor has active profiles with the appropriate Position and Role assignments (i.e. A user’s employee list is scoped according to Position hierarchy and Company vs. Location level profiles). Portal Administrators also have the ability to edit a student’s training history and add or inactivate transcripts.

Review a Student’s Training History

When editing a user account, the “History” tab provides useful information for Portal Administrators and Instructors, including the ability to:

View training history by Training (Course), by Certification, or by Curriculum
Search by “completed after” date, course status, and type (course or offering)
Expand the course Status to view action timestamps and the logged in username at various stages of the process
Print/view the Certificate of Completion, if available

Editing options under the History tab display for Portal Administrators only. They include the “Edit” button, which allows them to modify or expire an existing transcript, and the “Add a New Transcript” link for manually adding a transcript to the user’s history. Use of these options is explained in the sections below.

Edit an Existing Transcript

Sometimes it becomes necessary to edit a user’s existing transcript. Common reasons include the need to:

Update the information associated with the transcript
Change the user’s status relevant to the course
Change the location related to the transcript, if the user is active in more than one place
Add notes to the transcript as part of the training history
Expire the transcript to allow a user to retake a course in which re-enrollment is restricted.

To edit an existing transcript:
1. From the left navigation menu, select Users => Search Users to search for and select the user whose history you want to update.
2. Click Edit User Profile next to the appropriate user account.
3. On the History tab of the User Details page, click Edit next to the course for which you want to edit the transcript.

4. In the Edit Transcript form, update the information as described below. Fields preceded by an asterisk (*) are required.

Transcript Section

Course: Populates with the course related to the transcript you are editing
Number of Attempts: The number of times the student has attempted the course. (Usually “1” is entered here.)
Score Date: The date on which the current course status was achieved or the score shown was recorded
Location: The location in the user’s profile related to this transcript
Instructor: The instructor of the course related to this transcript
Status: The user’s current progress point within the course. The main statuses are: Scheduled, Launched, Attend(Pass), Fail, and Cancel.
Written/Practical/Final Test Scores: Populates with scores from eLearning quizzes or Assessments. Can be manually updated.
General Note: Provide notes that you want to associate with the Training History or Transcript Audit process.
Expiration Date: The date that expires or inactivates a transcript. Note: Inactive transcripts remain a permanent part of a user’s history, but do not count toward current course, certification or curriculum credit. (This field is typically left blank, unless you want to deactivate the record in order to provide its user a fresh enrollment in the course.)

Transcript Documents Section

Name: The title or brief description of the transcript-related document being attached to the record
File Path: External file attached to the transcript record as “proof” of credit. Maximum size allowed is 180 MB

5. Make all necessary edits, then click Submit.

Manually Add a New Transcript to a User’s Profile

Portal Administrators are the only LMS users who can utilize the “Add a New Transcript” form to create ad-hoc history records for students. This feature allows administrators to manually create a transcript for an existing course in the catalog, or for a course that was completed outside of the LMS and needs recognized as equivalent credit for an existing course. With this process, the new transcript becomes part of the user’s permanent training history.

To add a transcript:
1. From the left navigation menu, select Users => Search Users to search for and select the user whose history you want to update.
2. Click Edit User Profile next to the account to which you want to add training history.
3. On the History tab of the User Details page, click the Add a New Transcript link near the bottom of the page.

4. In the Add Transcript form, complete the information as described below. Fields preceded by an asterisk (*) are required.

Transcript Section

Course: Click Choose a Course to search for and select the course to which you want to relate the new transcript
Number of Attempts: Enter the number of times the student has attempted the course. (Usually “1” is entered here.)
Score Date: Select the date on which the course was completed or the score was recorded
Location: Select the location in the user’s profile related to this transcript
Instructor: Select the instructor of the course related to this transcript
Status: Select the course progress point for the new transcript. The main statuses are: Scheduled, Launched, Attend(Pass), Fail, and Cancel.
Written/Practical/Final Test Scores: Enter scores, if available.
General Note: Provide notes that you want to associate with the Training History or Transcript Audit process.
Expiration Date: The date that expires or inactivates a transcript. Note: Inactive transcripts remain a permanent part of a user’s history, but do not count toward current course, certification or curriculum credit. (This field is typically left blank, unless you want to deactivate the record in order to provide its user a fresh enrollment in the course.)

Transcript Documents Section

Name: The title or brief description of the transcript-related document being attached to the record
File Path: External file attached to the transcript record. Maximum size allowed is 180 MB. If a course was completed outside the LMS and you want to recognize it as an equivalent for an existing course, the attached file could be a document providing evidence of the completion and information about the alternate course.

5. Click Submit. The new transcript displays in the user’s Training History, including a link to any uploaded transcript documents.

Import a Large Volume of Transcript Data

To add a large volume of training history without manual data entry, you may want to consider a one-time import of transcript data to the LMS. Please contact the LMS Support Team to arrange a consultation and explore your options.