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Adding Learning Events to a Library

Objectives

After completing this lesson, you will be able to:

Create a library
Assign libraries to learners

Purpose of Libraries

Libraries are designed to empower learners by allowing them to search for and self-assign items, curricula, and programs. Here’s how it works:

Learner Self-Management

Self-Assignment: Learners can choose and assign items, curricula, and programs that interest them.
Class Registration: Learners can also register themselves for classes available in the libraries they have access to.

Manager Capabilities

Assigning Resources: Managers have the authority to assign items, curricula, or programs from their library to their team members.
Direct Report Registration: If a class allows manager registration and is included in the manager’s library, the manager can register their direct reports for that class.

Administrator Flexibility

Outside Library Assignments: If a learning entity is not included in a library, the Administrator can still assign it to learners using various methods.
When learners are given choices—like selecting from various prerequisites for a specific item or choosing different methods to complete a curriculum requirement—it is important to place these learning events in the libraries users have access to.

Library Creation

The process to create a library consists of the following:

Identify the purpose of the library and which population of users should have access to it.
Create the library entity.
Add the learning events (Items, Programs, Curricula, etc.) to the library.

Library Banners

Library banners are used to highlight items that are designated as New, Featured or Revised. The banner will scroll on top of the library to bring attention to the course. Banner configuration is done in the Library Property file.

Banner configuration: Navigate to System Administration → Configuration → System Configuration → LIBRARY.

The Library Property file code below shows the available banner settings that can be displayed.

Code Snippet

1234567
browseCatalogBannerContents[Featured]=true 
 browseCatalogBannerContents[Revised]=true 
 browseCatalogBannerContents[New]=true 
 browseCatalogBannerContents[AdminRecommendation]=true 
 browseCatalogBannerContents[P2PRecommendation]=true 
 browseCatalogBannerContents[LFRecommendation]=true 
 browseCatalogBannerContents[Rated-4-and-up]=true

Multiple Libraries

A company can have unlimited libraries, and items and learning materials can be found in more than one library. Companies utilize libraries to maintain a balance between transparency (making everything visible and accessible to all learners) and relevance (ensuring that users see what is most useful to them).

When a company has multiple libraries, items can be added to all of them, and each class can be placed in the library specific to its region. This allows all learners to see the items, but only the classes relevant to their own region.

Examples

Libraries for regions:

Classes are accessible to learners based on their respective regions, such as The Americas, Europe, Asia, Oceania, or Africa. Learners can only see the classes in their own regions and may be able to self-register. Administrators have the ability to register learners from other regions into an offering, even if it is not in the regional library.

Libraries for specific groups of users:

Managers: certain programs, curricula, and items are exclusively available to managers, who can then assign them to their direct reports or self-register them into classes.
New Hires: basic training items are accessible only to learners with recent hire dates.
Advanced Users: a library containing advanced topics may only be accessible to learners who have successfully completed a specific item

Assign Libraries

An assignment profile is the only way to assign and grant users access to libraries.

Steps

Create an assignment profile to define the population of users by attributes (such as region, is manager, hire date, employee type, etc.), item completion, and security domains.
Add the library to the assignment profile and Execute Changes on the profile.
Access to items, classes, curricula, and programs added to the library that you created will now be immediately available to learners in their library searches.

Result

You have assigned libraries.

Create a Library and Assign it to Learners

Business Example

Your company has decided that they would like to make all of the items and curricula that you have previously created available to an additional group of users. In this exercise, you will create a library and then an assignment profile to make it available to a group of users.

Steps

Use the information below to create a new library and add items and curricula to your library.
- Library ID and Descriptions should start with your initials.
- Add yourself as the Contact.
- Add all of the Items and Curricula you have created in earlier modules to your newly created Library. If you have not created items, use existing items.
Create an Assignment Profile(using the steps in the Learning Needs Management training guide) to grant any user who meets all of the following criteria access to your library:
- Job Code of: Sales Manager, Sales Associate, Sales Director NE.
- Employee Status: Full Time.
- Employee Type: Exempt.
- Hire Date: On or After January 1, 1995.
- Security Domain: ACME-CORP and security subdomains.
Conduct a User Search to return the users who match the Assignment Profile above. Download the search results to Excel and email the Excel file to your instructor(s) (if you are completing this exercise in an instructor-led training).

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