self service learning guide - kent...using self-service learning there are six parts in this guide...

Employee Self-Service

Using Self-Service Learning

Front Page

Using Self-Service Learning

There are six parts in this guide to using Self-

Service Learning.

Please click on the link to the section you wish to

review.

Part 1: Opening Self-Service Learning

Part 2: Finding a course using the “Search”

function

Part 3: Finding a course using the catalogue

Part 4: Enrolling onto a course

Part 5: Submitting a development request for

external learning

Part 6: Logging external learning or volunteering

You can return to this page at any point by

clicking the “return to start” button in the

bottom left hand corner.

You can also return to the start of each

section by clicking the “start of section”

button in the bottom left hand corner.

Start Menu

Return to

start

Part 1: Opening Self-Service Learning

Part 1 Page 1

Return to

start

Opening Self-Service Learning

Firstly you need to log into Self-Service

(please see the ‘Registering and

Logging on’ guidance on KNet if you

need assistance on how to do this).

Return to

start

Start of

section

http://knet/WorkingatKCC/Documents/Registering for Employee Self Service - guidance for staff.doc

http://knet/WorkingatKCC/Documents/Registering for Employee Self Service - guidance for staff.doc


Step 1

On the Self-Service home page, the list

of functions is displayed on the left hand

side. From this menu select KCC

Employee Self-Service.

Return to

start

Start of

section

Step 2

Scroll down to the end of the list

to find Self-Service Learning.


Return to

start

Start of

section


Step 3

Select Self-Service Learning to

the see the available options.

Return to

start

Start of

section


Click on Learner Home.

This opens the home page for

Self-Service Learning.

Return to

start

Start of

section


Step 5

Return to

start

This is the Self-Service Learning

homepage.

From here you can:

• Check your Learning History

• Search for a course

• Browse the catalogue

Start of

section

Return to

start

Part 2: Finding a course using the “Search” function

Part 2 Page 1

Finding a course using the "Search" function

To search for a course, enter

part of the course name into

the search field, highlighted in

red.

For example if you wanted to

find the course “Inanimate

Load Moving and Handling”,

you could type “Moving”, then

press enter or click Go.

Return to

start

Start of

section

You can also search for a course

using a course code.

Select All from the drop down list,

type the course code into the

search field then press enter or

click Go.

Finding a course using the "Search" function

Step 4

This then displays all the courses with availability containing the word you search for, in this case

the word “Moving”. If a course is full, it will not be displayed.

You can then click on the Course Name which will take you to the options to enroll in the course.

Moving

Return to

start

Start of

section

Step 1

Part 3 Page 1

Return to

start

Part 3: Finding a course using the catalogue

Finding a course using the catalogue

Step 1

To find a course in the catalogue

by clicking on the shortcuts to the

development frameworks in the

bottom right.

For example, if we were looking

for the “Moving and Handling”

course we would select the Health

and Safety Training and

Development Framework.

Return to

start

Start of

section


Step 3

You then select the relevant

subcategory for the course you

are looking for.

Return to

start

Start of

section


Step 4

This then displays all the courses currently available under that subcategory, for example

“Inanimate Load Moving and Handling”.

You can then click on the Course Name to view the aims and objectives and to enroll on the

course.

Return to

start

Start of

section

Part 4 Page 1

Return to

start

Return to

start

Part 4: Enrolling onto a course

Enrolling onto a course

Return to

start

Selecting Instructor Led Training will

take you to the course summary page and

display course dates.

Return to

start

This page provides an overview of the course you

have selected.

The description provides an overview of the course,

and the topics it will cover.

The audience is who the course is intended for.

Start of

section

If the course is E-Learning, the “Offering

Name” will indicate this:

Click the link in the Attachment section at

the bottom of the page to access the

module via the E-Learning Gateway:


Return to

start

Start of

section

The course summary screen shows information

on the course:

• Where the course is being run

• When it is being run

• The time it starts on that day

• How long it takes

• Whether it is full or not – if the status is “normal” it means it is not full

• Whether you are enrolled in that course or not.


Return to

start

The bottom half of the screen provides details of any

information you may need to be aware of when taking

the course.

• The prerequisites field lists any courses you have

to complete before you book onto this course.

• In the attachment field you may find documents you

have to complete or print before the course begins

– for example a preliminary questionnaire.

Start of

section


Return to

start

To enrol on a course, you can click on the Course Name for the date and

time which suits you.

Start of

section


If you wish

to book onto

this course,

click Enroll.

This screen confirms the details of the course you wish to attend,

including the class programme if there are multiple sessions which you

will be expected to attend.

Please note the information here on

cancellation and non-attendance fees –

charges will be made to your Budget

Manager in the event of non attendance or

late cancellation.

Return to

start

Start of

section


Step 4

Return to

start

On this screen you can supply any particular

needs you have under “Enrollment Details”.

To see how to record additional requirements,

please click here.

To proceed without seeing how to record any

additional requirements, please click here.

Start of

section


Step 4

Return to

start

To record additional details, click on the

Magnifying Glass. This will open a new

window.

Start of

section


Step 5

Return to

start

To bring up a list of additional

requirements in the new window,

click the Go button.

Start of

section


Step 6

Return to

start

To select the relevant

requirement, click on

the appropriate

Quick Select button.

This will return you to

the course summary.

Start of

section


Step 7

Return to

start

To confirm your details,

click Review.

As you can see, the additional

requirement is now recorded

under “Enrollment Details”.

Start of

section


Return to

start

This takes you to the Review and Submit

screen.

The line manager that your request will be

sent to is displayed in the ‘Approvers’ section

at the bottom of the screen. Please ensure

this is correct before sending your request.

If your Line Manager authorises your

request, it will be forwarded to the Learning

and Development contact shown in the

‘Approvers’ section. Final authority for

attending courses sits with L&D.

If you are happy with all the details

displayed, click Submit. It is as this point

your request is sent to your Line Manager.

Start of

section


Return to

start

Submitting your request will return you to the

Self-Service Learning home page.

You will be able to see your request by clicking

on Requested Learning.

After you have submitted your request it will be

automatically sent to your Line Manager and

they will be sent e-mail notification of this. You

will also receive a ‘Submission Confirmation’

e-mail which confirms your request has been

sent for approval.

Should your Manager approve or decline your

request, you will be advised via e-mail.

If your Manager does not action your request within five working days, the request will ‘time out’. You will receive

notification that it has been returned to your self-service inbox. In order to re-submit, go back into the request and

click on the Submit button.

After your Manager has approved your request it will be sent to Learning and Development for final authorisation.

Should they approve or decline your request, you will be advised via e-mail.

Start of

section

Return to

start

Part 5 Page 1

Part 5: Submitting a request for external training

Submitting a request for external training

Before you consider submitting a request for

external training, please remember that core

training is available through the four training and

development frameworks. Please check that the

training you wish to apply for is not already

available, and if it is, you can apply for a place

using Self Service Learning.

If the training is not available on the frameworks,

then you will need to apply for funding.

Proceed to the next slide to continue.

Return to

start

Start of

section


To submit a request for external

training, you first need to return

to the HR Self-Service home

page, and click on Self-Service

Learning > Development

Requests and External

Learning.

Return to

start

Start of

section

This is the External Learning page, which summarises any external learning, volunteering or E-Learning you

have already requested or attended.

To make a new

request, click on

Add.


Return to

start

Start of

section


On this screen you need to complete the fields to detail the training you wish to apply for funding for.

Please ensure you complete all fields comprehensively, as all the information is needed in order for your

application to be considered, and then if agreed will be used to organise the purchasing of your training.

If essential information is missing from your request, then it may be declined.

Return to

start

Start of

section


• Event Title/Subject – the name of the course or event you wish to attend.

• Supplier / Voluntary Organisation (if known) – enter the name of the body supplying the training.

• Completion / Request Date – the date you are making your request. This defaults to the current date.

• Supplier Contact Details – provide the full contact details of the supplier.

• Duration – record the length of the course. The drop down field defines days/weeks etc.

• Status – This should be left as ‘Request’. You would only use Attended if you are recording an event you

have previously completed.

Continued on next

slide.

Enter the following information into the appropriate fields:

Learning Type –

from the drop down

list, select the type of

activity you want to

undertake. The drop

down list options are

shown on the right.

Return to

start

Start of

section



Request Type – from the drop down list, select the relevant request type. The

drop down list options are shown above.

Please note for development requests you must select either Professional

Development or Qualification as the Request Type.

Once your request type has been entered, additional fields will appear on

screen, which must be completed.

Guidance on these fields can be found on the following slides.

Please note the link to the

Learning Agreement.

This document sets out the

agreement between

yourself and KCC in the

event your request is

agreed, including your

requirements to repay costs

should you leave KCC. You

should read this document

thoroughly before

submitting your request.

Return to

start

Start of

section


Actual Cost – enter as accurately as possible how much the course will cost to fund. Please note, if your request

is approved you will only receive funding up to this amount.

Is this training mandatory and/or statutory to your role? – funding is only available for essential statutory or

mandatory training. Statutory courses are those which must be completed to meet a legal requirement of the role,

for example Social Workers must be qualified. Mandatory courses are those which are a requirement of your role,

such as how to use a chainsaw for Countryside Rangers.

Please state clear reasons why this is required within your role – please provide detail as to why this request

is essential for you to fulfil the requirements of your job descriptions safely and effectively.

Additional space for answer above – if you have insufficient room to provide your reason why the training is

required, you can continue in this field.

If you select Professional Development, the following fields will appear and need to be completed:

Return to

start

Start of

section


Expected Start Date – enter the date the course would begin. You can use the calendar button to select this.

Confirm the number of years – enter a full number of the length of the course, e.g. 1, 2, 3.

Actual Cost – enter as accurately as possible how much the course will cost to fund in year 1. Please note, if

your request is approved you will only receive funding up to this amount.

Breakdown of costs e.g. Exams fees, registration costs each year – in this field provide information breaking

down the actual cost figure previously entered, on a per year basis. In other words, how much in each year do

you anticipate the course to cost, and what does that cost cover?

Estimated costs for future years – please provide estimated figures for any future years if your request is for

more than one year. Detail any differences that occur over the length of the course.

If you select Qualification, the following fields will appear and need to be completed:

Return to

start

Start of

section

Continued on

next slide.


Return to

start

Start of

section

If you select Qualification, the following fields will appear and need to be completed:

Is this training mandatory and/or statutory – funding is only available for essential statutory or mandatory

training. Statutory courses are those which must be completed to meet a legal requirement of the role, for

example Social Workers must be qualified. Mandatory courses are those which are a requirement of your role,

such as how to use a chainsaw for Countryside Rangers.

Please state clear reasons why this is required within your role – please provide detail as to why this request

is essential for you to fulfil the requirements of your job descriptions safely and effectively. There is an extra field

below for this answer if you have insufficient space to complete this information.

Confirm your agreement with Learning Agreement conditions – in this field select Yes or No to confirm your

acceptance of the Learning Agreement. To request funding you must accept the Learning Agreement.


Please only complete this section if you have undertaken CPD (Continuous Professional Development) activity

that needs to be recorded as part of your role. This may include activities such as on-the-job training,

shadowing, conferences, distance learning etc.

You do not need to complete this section if you are applying for funding for professional development or for

qualifications.

Please only select CPD if you need to record continuous professional development activity as

part of your role.

Return to

start

Start of

section


Once you have completed the

development request form, click

Continue to proceed.

Return to

start

Start of

section


This screen summarises your request.





Should your Line Manager authorise your

request, it will then be forwarded to Learning

and Development. Please then wait to hear

from L&D before progressing your request

any further.




Return to

start

Start of

section

After submission you will see this screen

displaying confirming your request has gone

to your Line Manager for consideration.

Clicking Home will return you to the HR Self-

Service home page, where you will see your

request listed in your Self-Service list.


Return to

start

Start of

section


On returning to the Self

Service home page you

will see your request

listed in your work area.

If your development request is urgent, please submit a

Development Request in the usual way using Self Service

learning and email your Learning and Development Advisor

to notify them of your request. Your request will be

considered separately.

Return to

start

Start of

section

Return to

start

Part 6 Page 1

Part 6: Logging external learning or volunteering

Logging external training or volunteering

You can log any external training

or volunteering on your Self-

Service Learning Record.

First you need to return to the

HR Self-Service home page,

and click on Self-Service

Learning > Development

Requests and External

Learning.

Return to

start

Start of

section

This is the External Learning page, which summarises any external learning, volunteering or E-Learning you

have already requested or attended.

To log a new

event, click on

Add.


Return to

start

Start of

section


On this screen you need to complete the fields to detail the training or volunteering you have attended.

Please ensure you complete all fields comprehensively.

Guidance on these fields can be found on the following slide.

Return to

start

Start of

section


• Event Title/Subject – the name of the activity you attended or completed.

• Supplier / Voluntary Organisation – enter the name of the body which supplied or

facilitated the activity.

• Completion / Request Date – the date you undertook the activity. This defaults to the

today’s date.

• Supplier Contact Details – provide the full contact details of the supplier of the activity.

• Duration – record the length of the activity. The drop down field defines days/weeks etc.

• Status – From the drop down list, select Attended, as you are logging an activity you

have completed.

• Learning Type – from the drop down list, select the type of activity you undertook.

The drop down list options are shown on the right.

• Request Type – From the drop down list, select External Learning. The drop down list

options are shown on the right.


Learning Type:

Request Type:

Return to

start

Start of

section


Once you have entered all the

details of the activity you want to

log, click Continue to proceed.

Return to

start

Start of

section


This screen summarises your request.








If there are any additional documents you

wish to share with your line manager, you

can do this by clicking the Add button.

Return to

start

Start of

section

After submission you will see this screen

displaying confirming your request has gone

to your Line Manager for consideration.

Clicking Home will return you to the HR Self-

Service home page, where you will see your

request listed in your Self-Service list.


Return to

start

Start of

section


On returning to the Self

Service home page you

will see your request

listed in your work area.

Return to

start

Start of

section

Help/Feedback

• Please see the Frequently Asked Questions

document on the self-service KNet pages

• If you have any additional questions, need to

report a technical error or wish to provide

feedback, please email:

[email protected]

Return to

start

http://knet/WorkingatKCC/Pages/self-service.aspx



mailto:[email protected]

You have completed

the demonstration of using Self-Service

Learning.

Close this window to return to Self Service.

Return to

start