5.14 e-track Online Release Notes

Usability Survey

As with previous major releases, e-track users will be asked to complete a usability survey after the 5.14 upgrade. The information gathered via the survey is anonymous and is used to improve the e-track user experience. Only Tribal receives the results and we do not share the results with third parties. As always, we are very grateful for completed surveys as well as any additional feedback you have on e-track.

A config is available to make the survey appear for learner logins as well as assessor logins. Again, only Tribal will receive the survey results, and no personal or learner data is collected in the survey.

To enable surveys for learners:

Go to More | Settings and click System configuration.
Select Learner Login on the left and scroll down to the General section on the right.
Tick the box for the config Enable Tribal user surveys for learners and set the toggle button to ON.
Click Save.

Web User Editor Improvements

The Web User Editor has been overhauled for stability and responsiveness across a range of devices. While most of these changes are in the background with minimal differences in functionality, the interface has been improved:

The account details and basic details have been rearranged with a better use of space at the top of the screen, and the details for permissions, the associated record and any custom tab permissions have been moved into collapsed sections at the bottom. These sections can be expanded and collapsed by clicking them.

In terms of functionality, the only difference is that when creating a new web user, the basic details must be saved before permissions can be set or associated record can be linked.

Apprenticeship Standards

e-track has been updated with new features surrounding the introduction of Apprenticeship Standards. Objectives for Apprenticeship Standards are created mostly in the same way as other objectives, but with an extra Standards tab in the module editor.

Objectives Terminology

With the introduction of Apprenticeship Standards, the terminology around objectives (e.g. modules, units and elements) is changing in some cases. While there are already options in e-track to change terminology for objectives across the system, there is now also the option to change terminology for specific objectives. These new options take precedence over the system-wide terminology options if both are entered.

To set terminology for a specific objective:

Go to More | Browse Modules.
Search for the objectives you wish to set terminology for.
Click edit at the end of the row for the objective.
Select the top row and click Edit.
The objective details will appear on the right. Go to the Standards tab.
Enter the new terms for qualification, unit and element in the Terminology Override section.
Click Save.

Grading Schemes

Grading schemes for Apprenticeship Standards can now be created and applied to objectives. To create a grading scheme, a user must first be given permission:

Go to More | Web User Editor.
Search for and select the user to be given permission.
Click Permissions.
Tick Manage Grading Schemes.
Click Save.

Once the permission has been set, a grading scheme can be set up as follows:

Go to More | Browse Modules.
Search for the objective you wish to set a grading scheme for.
Click edit at the end of the row for the objective.
Select the top row and click Edit.
The objective details will appear on the right. Go to the Standards tab.
Click Manage in the Grading section.
You will now see the Grading Schemes screen. Click New to create a new scheme.
Enter a name for the scheme, then click Add Grade.
Enter the first grade in the field which appears. Click Add Grade to add and enter additional grades as required.
You can delete grades by ticking the Delete box, or you can make a grade inactive by unticking the Active box next to a grade. The same logic applies to the Active and Delete boxes next to the scheme itself.
Click Save when finished.
To apply the scheme on the Standards tab, select Grading Scheme from the Mode box then select your scheme from the Scheme box.
Click Save.

Re-Submission of Evidence

Evidence can now be re-submitted and re-marked until the relevant objective is marked as complete. The grade shown for the objective is taken from the latest evidence event for the objective.

On/Off Job

Apprenticeship Standards objectives can be set as on or off the job:

Go to More | Browse Modules.
Search for the objective you wish to set a grading scheme for.
Click edit at the end of the row for the objective.
Select the relevant row and click Edit.
The objective details will appear on the right. Go to the Standards tab.
The Module On/Off Job lets you specify whether the objective is on or off the job. Note that this can be set at any objective level.
Click Save when finished.

Summary Title

Apprenticeship Standards objectives can be configured so that when they are displayed on the learner summary page and learner home page, they can show the objective code, the objective title or a custom title:

Go to More | Browse Modules.
Search for the objective you wish to set a grading scheme for.
Click edit at the end of the row for the objective.
Select the relevant row and click Edit.
The objective details will appear on the right. Go to the Standards tab.
Under Trainee Summary, choose the Display option (i.e. the modcode, the modtitle or the summary title). If nothing is selected, the modcode will be used. If you choose summary title, enter the title in the Summary title field.
Click Save when finished.

Learners Adding to Learning Plan

Learners can now be given the ability to add records to their learning plan via the e-track learner login:

Go to More | Settings and click System configuration.
Select Learner Login on the left and scroll down to the Learning Plan section on the right.
For the setting Allow Learner to add Learning Plan records, set the toggle button to ON.
Click Save.

Once the config option has been set, learners can add records to their learning plan as follows:

From the learner login home page, select the relevant visit.
Go to the Plan tab.
Click the Add button on the right.
Select the unit and complete the target date and notes as required. Files can also be attached by clicking the Attach files button, selecting the files then clicking Upload files.
Click Save.

Required Evidence Types

When editing evidence criteria for a objective, the required evidence types can now be specified from a dropdown box rather than from a system config. Previously, if the type of evidence box was completed then the required evidence types had to be specified in the config option List of required evidence types for TYPEREQUIRED (e-track Offline section / Objectives).

Go to More | Browse Modules.
Search for the objective you wish to set a grading scheme for.
Click edit at the end of the row for the objective.
Select the relevant row and click Edit Criteria.
Any existing criteria will be displayed. Otherwise, add a category from the dropdown box.
The new option on the right allows you to choose the required evidence types.
The selected evidence types will be used instead of the types in the system config. If nothing is selected in the new option, the types in the system config will be used.
Click Save.

Community Resources and Tasks

Community resources can be assigned to community tasks and the tasks can be assigned to objectives, so that when a learner completes the resource, their assessor receives a notification and a file to assess for the task. The assessor and the learner must both be part of the relevant community for this feature to work, and the learner must be assigned to the relevant objective.

Go to More | Community.
Select the community to add the resource to.
Go to Actions | Edit community.
Go to the Resources tab.
Select the resource you wish to use and click Assessment Task link.
Search for the objective you wish to link to the resource. Double click the objective from the list of results to select it.
Click Save.
Go to the Tasks tab.
Add a new task or edit an existing task.
Complete the task details as required. From the Associated resource dropdown box, choose the resource you wish to associate with the task.
Click Save.

When a learner in the community with the relevant objective assigned to them completes the task, their assessor (who must also be in the community) will receive a notification:

Clicking the notification will take you to a list of files ready to be assessed.

Click the Assess button to assess the file.

Visits in Export Portfolio

When exporting a learner’s portfolio, you can now choose whether to include visits of certain types in the export. By default, this option is not enabled. To enable it:

Go to More | Settings and click System configuration.
Select Admin on the left (under the e-track Online header).
Locate the option Portfolio Export Visit Types and tick the box to enable it.
Select the visit types to include in portfolios.
Click Save.

Once the option has been enabled, the portfolio can be exported as follows:

Open a learner record and go to the Summary screen.
Click the Exports button and select Export Portfolio.
You will be asked if you wish to include visits in the export. Click Yes or No as required.
The portfolio will now be downloaded.

New Content Options for Communities

When adding a video resource to a community, links from Vimeo can now be used as well as Youtube. To do this:

Go to More | Community.
Select the community to add the resource to.
Go to Actions | Edit community.
Go to the Resources tab.
Click Add Root.
Enter a title for the resource and choose Video for the Resource Type.
From the Type dropdown box, choose either Youtube or Vimeo.
In the Video id box, enter the ID for the Youtube or Vimeo link:
1. For Youtube, if the link was https://www.youtube.com/watch?v=ABCDEFGH then the ID would be ABCDEFGH
2. For Vimeo, if the link was https://vimeo.com/12345678 then the ID would be 12345678
Tick the Published box to make it available to other users in the community.
Click Save to save the resource, then click Save to save the community.

Child page resources can now include hyperlinks and .jpg and .png images:

Go to More | Community.
Select the community to add the resource to.
Go to Actions | Edit community.
Go to the Resources tab.
Click Add Root.
Enter a title for the resource and choose Child page for the Resource Type.
To enter a link, click the Link button, which will insert the following text:
```
[LINK][URL]Enter url[/URL]Text here[/LINK]
```
Replace Enter url and Text here with the website’s URL and the text you want to display for the link. E.g.:
```
[LINK][URL]http://www.maytas.net[/URL]Welcome to Maytas.net[/LINK]
```
You can see what this will look like by clicking the Preview button.
To upload an image, click Upload image, select the .jpg or .png file you wish to upload and click Open.
Click Attach to attach the image. This will insert some text into the page body between [IMG][/IMG] tags, which can be repositioned as needed.
Tick the Published box to make the resource available to other uses in the community.
Click Save to save the resource, then click Save to save the community.

Close Community Forum

Community forums can now be closed so that they no longer appear in the list of forums. To do this:

Go to More | Community.
Select the relevant community.
Click the button next to Discussions on the right and choose the relevant forum.
Click Edit Topic.
Tick the Close this topic checkbox and click Save Changes.

Closed forums can be shown in the forum topic list by ticking the Show Closed Topics button (to get there, open the community, click Discussions and select the relevant forum).

Community Groups and Moderation

Communities can now have multiple groups with separate forums which can each be assigned a moderator. As part of these changes, when editing a community, the Allow Forum, Requires Moderation and Membership Type fields have moved from the Details screen to the Add Group / Group Edit screen (see below).

To add or edit a group:

Go to More | Community.
Select the relevant community.
Go to Actions | Edit community.
Go to the Groups tab.
Click Add Group to add a new group.
Enter a name for the group.
If you want to include a forum for the group, tick Allow Forum. If this forum requires moderation, tick Requires Moderation.
Choose the Membership Type for the group.
- Public means everyone in the community is included in the group.
- Invite Only means users must manually be added to the group (details below).
- Assessor Caseload means learners in the user’s caseload are included (the learners must also be part of the community to be included).
- Module will include learners from the community enrolled on specific modules. When this option is selected, the Module Search box will appear – search for modules and double-click them from the results to select them.
- Course will similarly include learners from the community enrolled on specific courses. When this option is selected, the Course Search box will appear – search for courses and double-click them from the results to select them.
- All Staff means all staff in the community are included in the group.
  Each user in a community can only be a member of one group.
To add specific users to a group, search for them in the Add Users section and select them from the results (this will highlight them blue). Only users in the community will appear.

Staff users will have the option to tick the Moderator box, which will make them the moderator of the group forum (if the group has one).

If a user in the results is already a member of another group in the community, they will be highlighted grey and cannot be selected.
Click Save when finished.
Click Save on the Groups tab to save changes to the community.

A group can be edited by clicking the Edit button next to it on the Groups tab. This uses the same screen as the Add Group button.

To delete a group, click the arrow next to the Edit button and click Delete. Click OK to confirm.

To check which group a user is associated with, go to the Users tab and check the Group column (you may need to re-open the community after assigning users to groups for this to take effect).

When viewing user tracking, the results can now be filtered by groups:

Go to More | Community.
Select the relevant community.
Go to Actions | View user tracking.
Click Community Groups to expand it.
Select the groups you wish to filter by.