Experiential Learning - Genius CE & Enterprise

Introduction

Experiential Learning serves as a method to monitor and evaluate a learner's development in educational activities that occur outside the confines of the online learning platform. In this article, we'll go into more detail about how to effectively implement and use this feature within your Genius CE or Enterprise instance.

Enabling and Disabling Experiential Learning

A configuration parameter named “ENABLE_EXPERIENTIAL_LEARNING” controls the accessibility of the Experiential Learning module. A value of 0 signifies that the module is disabled, while a value of 1 indicates that it is enabled.

Upon creating the instance, the Experiential Learning Module is set to disabled by default, which is represented by the value “0”.

When the module is disabled, all associated menus and functionalities will be concealed from view, making it impossible for users to access any features related to Experiential Learning.

Curriculum Configuration

To create and manage curricula, navigate to the "Administration" menu, then proceed to "Experiential Learning," and finally select "Curricula." This section is dedicated to the creation and maintenance of the curriculum.

On this page, you can initiate the creation of a new curriculum by clicking on the "Add New Curriculum" button, which will prompt you to enter the necessary details.

Each field in the curriculum creation form is essential, and here is a breakdown of what is required:

• Name: This field requires the designation for the curriculum you are creating.
• Status: This field indicates the current status of the curriculum you are establishing.

Additionally, you can incorporate files and documents pertinent to the curriculum by clicking the designated button:

On the subsequent screen, you will have the capability to upload all relevant files that are part of the curriculum, ensuring that learners have access to necessary materials.

Furthermore, you can include tasks that are integral to the curriculum by clicking the appropriate button:

When you select the edit tasks button, a selection interface will appear, allowing you to choose which tasks will be incorporated into the curriculum.

There is also an option for bulk editing the status of one or more curricula. By selecting the records and pressing the "Bulk Change Status" button, a modal window will appear, allowing you to select a new status for the previously chosen items.

Tasks Configuration

All tasks must be added or modified through the page located at "Administration" -> "Experiential Learning" -> "Tasks", where you can create and manage tasks effectively.

To introduce a new task, click the "Add New Task" button.

Here is a detailed explanation of each field required for task creation:

• Status: This indicates the current status of the task being created.
• Number of Interactions: This specifies the number of interactions necessary to complete the task.
• Category: This field allows you to categorize the task appropriately.
• Title: This is the title that will represent the task you are creating.
• Conditions: This outlines the prerequisites that must be fulfilled to complete the task.
• Performance Standard: This sets the criteria for accepting the task as complete.

While editing a task, you have the option to "Create a new Version" of the task. This feature generates a duplicate of the current task, complete with an updated version number, allowing for easy tracking of changes.

In addition, there are three options available for batch changes on this screen:

1. Bulk Assign to Curriculum: This feature allows you to add all selected tasks to a specific curriculum.
2. Bulk Change Status: This feature enables you to update the status of all selected tasks simultaneously.
3. Bulk Change Category: This enables the modification of the category for all selected tasks.

Bulk Assign to Curriculum

This option facilitates the addition of all selected tasks to a designated curriculum, streamlining the task management process.

Bulk Change Status

This feature allows for the collective modification of the status of all selected tasks, making it easier to manage task progress.

Bulk Change Category

This option allows you to change the category for all selected tasks. To create a new category, navigate to the ‘Lists’ menu under Administration and find 'Task Category' in the dropdown menu. Utilizing the ‘Search menu…’ feature, located at the top left corner, will expedite menu location. You can add as many categories as necessary to group the tasks appropriately.

Associate a Section with a Curriculum

When creating a new section or modifying an existing one, it is possible to link a curriculum from the Experiential Learning module. This association enables the system to recognize that when a learner is enrolled in a section, they will have direct access to the associated curriculum from their learner dashboard.

Associate a Curriculum with a Reviewer

There are two methods to designate a user within the system as a reviewer for a specific curriculum:

• To add an individual user as a reviewer for a specific curriculum, follow these steps:
• Navigate to the Reviewers page located under the Experiential Learning module in the Administration menu.
• Click on the blue button labeled “Add new Reviewer”.
• Change the Status to “Active”.
• Select the Curriculum for which you are adding a reviewer.
• Input the first or last name of the relevant user and click “Search By Name”.
• Once you click “Search By Name”, check the box next to the user you wish to designate as a reviewer.
• Finally, click the blue button labeled “Save”!
• To add all users of a particular role as reviewers for a specific curriculum, follow these steps:
• Navigate to the Reviewers page under the Experiential Learning module in the Administration menu.
• Click the blue button titled “Add Reviewer by role”.
• Select the Role of users you wish to designate as Reviewers.
• Choose the Curriculum for which you are adding reviewers.
• Click the blue button labeled “Save”!

Learner Dashboard

Once a learner is enrolled in a section that includes a curriculum from the Experiential Learning module, the "Experiential Learning" menu option will become accessible. Here, learners can view their pending tasks, obtain detailed information about each task, and submit completed tasks to the evaluator.

Additionally, learners can download all files associated with the curriculum, ensuring they have the necessary resources readily available.

To access the files available for the curriculum, click on the “view” link. This action will display a list of all files related to the curriculum, allowing learners to download them as needed.

Moreover, it is possible to generate a PDF containing comprehensive details of the curriculum by clicking the "Print Curricula" link.

To initiate a new interaction, click on the following option:

When you select the edit button for a task, the following screen will appear:

Here is a breakdown of the fields you will encounter:

• Reviewer: This is the individual responsible for evaluating your submission to determine if the task is complete.
• Completed Date: This field records the date on which you completed the task.
• Notes: This area allows you to provide any additional relevant information related to the task, such as the type of track or equipment used, location details, subdivisions, and so on.

After submitting the interaction to the reviewer, they will receive an email notification informing them to evaluate the information you provided. This email will include a link that allows the reviewer to either approve or deny the interaction.

Task Records (Sections)

Within the section record, a report exists where the reviewer can approve or deny the interactions submitted by the learner. This option can be found in the "Task Records" menu within the context of the section.

For each learner, it is possible to expand and view more detailed information about their submissions.

Additionally, you can edit the status and comments related to the interactions. The reviewer has the authority to approve or deny the interaction. After making any necessary edits, be sure to click the "Save" button to ensure that all changes are recorded.

**Please note that this page supports batch editing, and all modifications will be saved when you press the "Save" button. **

Job “ExperientialLearning.CalculateAssignments”

The logic used to calculate grades for the learner is handled by a job that is responsible for checking the number of completed interactions the learner has done on the tasks and calculating the grade based on the percentage of total functions achieved by the learner.
e.g.:
Completed Tasks: 8
Total # of Tasks: 10

Grade: 80%

Job “ExperientialLearning.DeniedNonAnsweredTasks”

This job is responsible for automatically denying tasks without a response after a specified period, as configured via a parameter.

After a period without response, the task is automatically denied.

Job “ExperientialLearning.SendEmailSubmittedFormVerification”­

This job is responsible for resending the verification email for approval after a specified period has passed following the learner's initial interaction. It allows the system to resend the verification email to the evaluator for approval. The number of email resend requests is limited to the maximum number configured in the parameter settings.

Job “ExperientialLearning.SendReportCoaches”

This job is responsible for sending the curriculum report, as submitted by the learner, via email to all coaches. This feature enables the system to send reports via email to all users who have the role of "COACH" configured in the parameter "COACH_ROLES."

Job “ExperientialLearning.SendReportInstructors”

This job is responsible for sending the curriculum report, compiled by the learner, via email to all. This feature enables the system to send reports via email to all users who have the role of "Instructor."

Job “ExperientialLearning.SendReportManagers”

This job is responsible for sending the curriculum report to all managers via email, specifically users with the "AFFILIATION" privilege.

Parameters

• ENABLE_EXPERIENTIAL_LEARNING:  Enable or disable the Experiential Learning module.   0 - Disabled  1 – Enabled.
• PRINTABLE_EXPERIENTIAL_LEARNING_CURRICULUM_LOGO:  The image that will be used in an Experiential Learning PDF Documentation.
• EXPERIENTIAL_LEARNING_VERIFICATION_REQUESTS_ATTEMPTS: The number of times the system will send a request to the trainer's email while it remains pending can be configured in the system settings. This value determines the number of email reminders or notifications sent to the trainer to prompt a response or action. It helps ensure that trainers receive timely reminders and prompts to address pending tasks or requests.
• EXPERIENTIAL_LEARNING_VERIFICATION_PERIOD: The period during which the system waits for approval or denial of the request before automatically denying it can be configured in the system settings. This timeframe determines the duration within which the system expects a response from the relevant party. If no response is received within this configured period, the system will automatically deny the request. This feature helps manage and enforce timely responses to requests within the defined timeframe.