self service learning guide - kent...using self-service learning there are six parts in this guide...
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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
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Part 1: Opening Self-Service Learning
Part 1 Page 1
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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).
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Opening Self-Service Learning
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.
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Step 2
Scroll down to the end of the list
to find Self-Service Learning.
Opening Self-Service Learning
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Opening Self-Service Learning
Step 3
Select Self-Service Learning to
the see the available options.
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Opening Self-Service Learning
Click on Learner Home.
This opens the home page for
Self-Service Learning.
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Opening Self-Service Learning
Step 5
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This is the Self-Service Learning
homepage.
From here you can:
• Check your Learning History
• Search for a course
• Browse the catalogue
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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.
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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
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Step 1
Part 3 Page 1
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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.
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Finding a course using the catalogue
Step 3
You then select the relevant
subcategory for the course you
are looking for.
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Finding a course using the catalogue
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.
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Part 4 Page 1
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Part 4: Enrolling onto a course
Enrolling onto a course
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Selecting Instructor Led Training will
take you to the course summary page and
display course dates.
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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.
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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:
Enrolling onto a course
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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.
Enrolling onto a course
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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.
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Enrolling onto a course
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To enrol on a course, you can click on the Course Name for the date and
time which suits you.
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Enrolling onto a course
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.
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Enrolling onto a course
Step 4
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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.
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Enrolling onto a course
Step 4
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To record additional details, click on the
Magnifying Glass. This will open a new
window.
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Enrolling onto a course
Step 5
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To bring up a list of additional
requirements in the new window,
click the Go button.
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Enrolling onto a course
Step 6
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To select the relevant
requirement, click on
the appropriate
Quick Select button.
This will return you to
the course summary.
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Enrolling onto a course
Step 7
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To confirm your details,
click Review.
As you can see, the additional
requirement is now recorded
under “Enrollment Details”.
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Enrolling onto a course
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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.
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Enrolling onto a course
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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.
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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.
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Submitting a request for external training
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.
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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.
Submitting a request for external training
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Submitting a request for external training
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.
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Submitting a request for external training
• 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.
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Enter the following information into the appropriate fields:
Submitting a request for external training
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.
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Submitting a request for external training
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:
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Submitting a request for external training
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:
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Continued on
next slide.
Submitting a request for external training
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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.
Submitting a request for external training
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.
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Submitting a request for external training
Once you have completed the
development request form, click
Continue to proceed.
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Submitting a request for external training
This screen summarises your request.
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.
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.
If you are happy with all the details
displayed, click Submit. It is as this point
your request is sent to your Line Manager.
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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.
Submitting a request for external training
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Submitting a request for external training
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.
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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.
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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.
Logging external training or volunteering
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Logging external training or volunteering
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.
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Logging external training or volunteering
• 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.
Enter the following information into the appropriate fields:
Learning Type:
Request Type:
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Logging external training or volunteering
Once you have entered all the
details of the activity you want to
log, click Continue to proceed.
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Logging external training or volunteering
This screen summarises your request.
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 you are happy with all the details
displayed, click Submit. It is as this point
your request is sent to your Line Manager.
If there are any additional documents you
wish to share with your line manager, you
can do this by clicking the Add button.
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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.
Logging external training or volunteering
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Logging external training or volunteering
On returning to the Self
Service home page you
will see your request
listed in your work area.
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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:
contactselfservice@kent.gov.uk
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You have completed
the demonstration of using Self-Service
Learning.
Close this window to return to Self Service.
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