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Administrator Guide
Last Updated: 2023-06-23
Setup Considerations: Learning Instructors

Setup Considerations: Learning Instructors

You can use this topic to help make decisions when planning your configuration and use of learning instructor functionality. It explains:
  • Why to set it up.
  • How it fits into the rest of Workday.
  • Downstream impacts and cross-product interactions.
  • Security requirements and business process configurations.
  • Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is

Workday learning instructor functionality enables you to select and configure settings for instructors who:
  • Manage waitlists.
  • Give lessons.
  • Grade learners' course work.

Business Benefits

  • Intuitive interface that makes it easy for instructors to manage their schedule and classes.
  • Configure dashboards and notifications to keep instructors informed about their upcoming classes.
  • Reduce administrator maintenance by enabling instructors to manage the enrollment waiting list and by bulk uploading existing instructors into Workday.
  • Maintain security over your learning catalog and worker information.
  • Enable instructors to create lessons and schedule course offerings.
  • Maintain standards by including approval steps before you publish lesson content.
  • Improve your learner experience by assigning external users or SMEs as instructors.

Use Cases

  • Enable instructors to enter grades, scores, and attendance for learners on their course.
  • Assign instructors to individual courses or lessons.
  • Generate PDFs of each course roster.
  • Configure alerts to notify instructors when you assign them to a course offering.
  • Upload existing instructors into Workday.

Questions to Consider

Question
Consideration
Who are your instructors?
You can have your courses or lessons given by:
  • Internal instructors.
  • External instructors. Example: Subject matter experts who you can assign as instructors for specific lessons.
External instructors can’t:
  • Enroll in courses, unless they’re also extended enterprise learners.
  • View worker profiles or details about a worker that aren’t relevant to the courses they teach.
How do you want to inform instructors of classes?
You can let instructors know about upcoming classes by configuring:
  • Your instructors' learning dashboard to display upcoming classes on their calendar. Instructors can export details to add to third-party calendars.
  • Notifications for new course offerings that you assign to them.
  • Schedules to send reminders to your instructors. Example: Set up reminders to notify instructors who haven't taken attendance on courses.
How do you assess your learners?
You can assign an instructor to grade work, and record attendance in individual lessons.
You can also assign primary instructors when scheduling a course offering. These instructors mark the overall grade and attendance in the course. Primary instructors can review passing grades and override the results if necessary.
How do you manage your training materials?
You can enable instructors to create and edit learning content. Instructors can also verify their content by viewing it as a learner.
You can also restrict access to course content based on different criteria. Example: Restrict access based on an instructor's location.
You can configure business processes to add approval steps when instructors:
  • Create learning content.
  • Edit learning content.
  • Manage learning content versions.

Recommendations

No impact.

Requirements

Create external learning user accounts for external learning instructors.

Limitations

Learners don't receive automatic notifications when you convert an instructor-led classroom training lesson to a webinar.
You can't assign instructors by role-based groups.
You must display instructor names to learners on course offerings.

Tenant Setup

No impact.

Security

You can use:
  • Workday-delivered security groups to provide instructors access only to specific learning content.
  • A segment-based security group to provide access to learning content for instructors.
Domains
Considerations
Self Service: Learning Instructor
Users with access to this domain can use roster management tasks and reports such as:
  • Instructor schedules.
  • Grading and attendance for course offerings.
  • Waitlists.
Manage: Create and Edit Learning Roles
Users with access to this domain can access administrative tasks and reports to manage learning instructors.

Business Processes

Business Process
Description
Manage Course Offering
You can configure the business process security policy to enable learning administrators or instructors to move instructor-led classroom training online in course offerings.
Manage External Learning Instructor
Manage Internal Learning Instructor
You can configure these business processes to designate external third-party users as external instructors and workers as internal instructors.

Reporting

Use the
Learning Trainer
 dashboard to enable instructors to:
  • View your schedule and the course offerings that they're teaching.
  • Manage your training activities.
  • Find workers to enroll in courses.
  • Manage waitlists.
  • Manage grading and attendance.
You can use the
Learning Instructors
 report data source when creating custom reports on learning instructors.

Integrations

Web Service
Consideration
Manage External Learning Instructors
Manage Internal Learning Instructors
Use these web services to designate workers inside and outside of your tenant as instructors.
Get External Learning Instructors
Get Internal Learning Instructors
Use these web services to view instructors in your tenant.
Manage Learning Instructor From Worker
Use this web service to add or inactivate instructors.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.