Learning Space Guides

Welcome

This resource is to help you do your best as a learning coordinator administrator or practice-based educator. We've provided step by step instructions to the most common queries and things you can resolve at the local level. You will see quick links to the topics included and the key processes on the menu bar along the top of the page.

Training

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Appraisals

Reports

Quick Guides

Inductions

The Role

Competencies

Placements

Training

Reports

Quick Guides

Inductions

The Role

Placements

Your Role with Circle Health Group

You are critical to the success of the learning provision within your hospital or site. Your administration rights support you with the access to learning space to support the smooth running of your sites learning and development.Your role will see you supporting these key activities such as:

• Suspending and unsuspending accounts
• Administering the recognition of prior learning
• Providing reports to senior managers for learning and appraisals
• Depending on the hospital or office, and the senior manager

You may also get involved in, but not limited to:

• Working with managers to review the training of their team
• Attending comms cell and reporting on appraisals and mandatory training
• Co-originating training and development workshops and seminars

Appraisals

Competencies

Training

Reports

Quick Guides

Inductions

The Role

Placements

Flag an issue or ask a questiosn with the relevant team of specialists

Service Desks

Sense checks and Guidance from your peers and the People Development Team

Regualrily run session on the the Learning Space and how to get a head start in your role

Learning Space Session

Teams Channel

Your Support

+ Book

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Appraisals

Competencies

Training

Reports

Quick Guides

Inductions

The Role

Placements

Lets talk about

Training

Topics

Training overview

The Matrix

Audiences and Allocation

Recognition of Prior Learning

Appraisals

Competencies

Mandatory training

Mandatory learning drives a critical culture. It's not just something you have to do, but it keeps you, our business, and our patients safe. Mandatory training is required, as per policy, to every employee, bank worker and connected doctor (this does not apply to agency staff - they cannot be enrolled onto mandatory training). It is personalised to each person depending on the following elements on their learning space profile:

• Master job title
• Cost code
• Payroll
• The profile fields that the person, or you as a learning coordinator ticks

You can read more about the importance of this data and how this makes the system work out the courses per person in the understanding the matrix section.

What is Mandatory, Role-Specific trainingand what is a Programmes?

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Training

Reports

Quick Guides

Inductions

The Role

Placements

Appraisals

Competencies

The Training Matrix

Understanding the Matrix

Policy and the Core Skills Framework

Anyone can access the mandatory matrix. This can be accessed by clicking the 'Mandatory Matrix' tile on the main dashboard. You will be redirected to the mandatory learning and training page. This is where any updates on changes to the matrix will be listed. Scroll to the bottom of the page and press the 'Access the matrix' button.The matrix allows you to check why certain courses have been assigned to individuals and when individuals need to be recertified for these courses.

Training

Reports

Quick Guides

Inductions

The Role

Placements

Appraisals

Competencies

Audiences

The Learning Space uses Audiences to assign content and access to elements of the site to different sets of staffs based on different parameters. Staff can and will be part of multiple audiences.

What is an Audience?

Check Allocation for an Indivdual

Adding or Removal from audiences

Audience Checking

Training

Reports

Quick Guides

Inductions

The Role

Placements

Appraisals

Competencies

Recoginition of Prior Learning

It is the responsibility of the line manager to accept/decline the RPL piece of evidence if they believe it does not meet the standards of validity, authenticity, sufficiency, currency and reliability, and is equal to the assessment criteria and learning outcomes required for accreditation. The line manager will pass details of the evidence onto the site's Learning Coordinator who will update Learning Space with details of any courses completed externally.

What to do when staff have already done training elsewhere

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Training

Reports

Quick Guides

Inductions

The Role

Placements

Appraisals

Competencies

Reporting

As a LC or PBE, you have access to a set of reports on the learning space that will assist you in providing information and clarity to the staff in your hospital – these can be accessed from the report tab along to top of the learning space

Reporting is a crucial element of the system.

Training

Reports

Quick Guides

Inductions

The Role

+ info

+ Allocated Workshops and Compliance

+ People Complaince Dashboards

Placements

Appraisals

Competencies

Interested in PowerBI?

Introduction to Digital Competencies

Launched in early 2024 the digital competency is a personal development to be used along side other tools such as appraisals and 360 feedback to help staff track their own development.This short video acts and an introduction to the tool, if staff encounter issues these should be directed to service desk for resolution

Training

Reports

Quick Guides

Inductions

The Role

Placements

Appraisals

Competencies

Appraisals

What are check-ins?

How are they completed?

What resources are available?

How are they served?

What are appraisals?These are conversations employees' and bank workers have with their manager and are completed annually with the manager or assigned appraiser. Every employee should receive an annual appraisal. These are the basis of any good performance or development conversation.

Training

Reports

Quick Guides

Inductions

The Role

Placements

Appraisals

Competencies

Appraisals

Appraisal extensions

Historic appraisals

Changes to managers and appraisers

Appraisal compliance Monthly reporting to hospitals / services and corporate departments is provided through the HR reporting system via Power BI. The Appraisal Dashboard is available from the PowerBI dashboard, most hospitals will look at this to monitor compliance. Hospital ECCs and leaning coordinators have access to reports with this raw data via Learning Space with this raw data.

Training

Reports

Quick Guides

Inductions

The Role

Placements

Appraisals

Competencies

Circle Health Group Commitment

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Induction SUpport

INDUCTIONS

Training

Reports

Quick Guides

Inductions

The Role

Placements

Appraisals

Competencies

Placements

We offer placements to clinical apprentices to maximise experience in every area. The apprentice should source these placements for themselves. However, they may require some help and guidance with this process. We have a number of contracts in place with care providers across the country. We also have an NHS contract agreement for any apprentices requiring A&E or trauma for their external placement. Current contracts can be accessed here.

What is your responsibility as an LC/PBE?

For more information on apprenticeships, visit this page on Learning Space.

Although the apprentices themselves are responsible for reaching out to care providers for an external placement, they may require your assistance to contact those providers with other information. You must have all the details of the apprenticeship and understand the requirements for each type. It may also require chasing the care providers to ensure the placement can go ahead.

What type of apprenticeships have external placements?

Training

Reports

Quick Guides

Inductions

The Role

Placements

Appraisals

Competencies

Guide

Guide

Guide

Things you might need to do...

and how to do them

Quick Guides

Suspending and unsuspending an account

Log in as User

Updating, copying, cancelling, or deleting an existing workshop

Training

Reports

Quick Guides

Inductions

The Role

Placements

Appraisals

Competencies

Other types of Audience

• Manager: List of all staff with managerial roles
• Site: Where a staff member is based
• Job/Role Type: The catergory a role is assigned to

Whose on it and what is it linked to

Audience Checking

1. Click on Administration Cog
2. Select Audiences
3. Search for the Audience you wish to find
4. Click on the Audeince
5. Click on the Members tab to see whose is assigned click on the Enrolled-Learning to see the linked training

• Reporting
• Understand Training and the Mandatory Matrix.
• Recognition of Prior Learning

Monthly 1 hour session

Learning Space Overview

Book you place here

These online sessions are a great way to get familiar with the Learning Space and a Learning Coordinator or Pratice based education can make the most of it.The session covers the system and has a detailed look at the following areas as well as a Q&A section at the end

Note: Questions reagrding external training, apprenticeships and matter of learning not specifically Learning Space related can be raised with the Learning Services team

The Service Desk will act as your point of call for any and all IT related issues or queries. The Learning Space has its own specialist team that supports and resolves any issues you encounter. This is the places to raise queries concerning:

• Course or eLearning errors
• Course allocation concerns
• Questions around appraisals

Support for all things IT

The IT service desk

Log in as User

1. First access the user search by clicking on the cog at the top of the screen and selecting Users from the options.
2. Once on the search page – type the name of the user you wish to log in as and press the search option. (if you are unable to find them user by searching their name, instead use their email address in the username field.
3. Once you have located the user click on their name to view their profile, on the left-hand side of the profile you will see a block called Administration this block will have the option to Log in as displayed here. PLEASE NOTE: If you do not see this option, you are likely looking at a user with the same or higher access rights on the system – at this point, you should raise this issue via a ticket on the service desk.
4. Click on the Log in as option and you will be take to a page confirming you are now logged in as the user, you will also see it signified in top right corner of the screen under your name.
5. Clicking continue will take you into the Learning space and display the information of the user, for example, their Record of Learning and their progress on courses and certifications.

Please be aware: Any changes you make to course elements, clicking on the URL for example, will be logged in the system as being actioned by you while logged in as the user but it will still count towards as users completion of the course.

Changes to managers and appraisers

Changes to managers need to be directed to the Workday/HR team for action. The allocations of appraisers are now managed by the manager directly on Learing Space.

You can assist with this by using the Log-in as function on a managers profile.

PowerBI - this calculates the official compliance. This means that for people who have had courses assigned to them in the last 100 days, their compliance is adjusted to account for this. This provides a reasonable measure allowing a grace period for these people's compliance is impacted by new courses.

INDUCTION SUPPORT

The 90-Day induction serves as the main induction resource for new starters. This is broken down into two categories – Corporate induction and hospital/service induction workbooks. There are four 90-Day induction workbooks available on Learning Space that are designed to meet the needs of:

• Hospital/service – Manager/Lead
• Hospital/service – Employee
• Corporate – Manager/Lead
• Corporate - Employee

These workbooks aim to:

• Describe the history, structure of the company and the 'who's who' of crucial roles in the business
• Engage new starters in the aims, vision and values of the company
• Outline the benefits and support available to new starters
• Outline opportunities for professional and personal development.
• Outline the appraisal process

1. Using the search bar, search for the course that you need to RPL the user against using and open the relevant course.
2. Go to ‘Course Administration’ on the right hand-side of the course page and select ‘Completion editor’.
3. Search for the user’s name using the search bar.
4. Click the ‘edit course completion’ button next to the user’s name.
5. This will take you to the completions record for that user. You will be able to see an over view of their current completion record. Click the ‘Current Completion’ tab to edit their completion record.
6. Press the drop down next to ‘Course completion status’ and select ‘Complete via rpl’.
7. Enter the time and date of when the user previously completed this training.
8. In the section ‘RPL’ add in any notes that you feel may be relevant. Then press save.

REcognition of Prior Learning

Process

How are they served?

They are served through learning space, based on the either: 1. The person's start date with the company, if they started on or after April 2021 or, 2. Their previous appraisal date if they were in the company before April 2021 The systems serves this to the manager or appraiser through the appraisal section of learning space.

Resources include

• Manager FAQs – Frequently asked questions around technical issues, reporting, extensions and more.
• Talent grid – Guide for managers and appraisers on how to use the 9-box talent grid to measure performance.
• Policy – The Circle Health Group policy around appraisals in the business.
• Performance rating – Guide for managers on performance ratings and how best to rate their staff's performance.
• Behaviours Framework – Information on the Circle Philosophy, our principles and our values.

What resources are available?

Managers and appraisers have access to a variety of resources via the Appraisal Hub on Learning Space to guide them through the appraisal process and help drive meaningful conversations.

Appraisal extensions

There will be some occasions where the appraisal cannot take place due to sickness, maternity, adoption, or parental leave. In these instances, an appraiser/ manager may request an appraisal extension. Appraisers are required to submit an appraisal extension form and nominate a date for when they would like the appraisal to take place. This is should be done from the button on the appraisal hub.

How are they completed?

The appraisal can be accessed through the appraisal dashboard on Learning Space where managers will be able to see a list of their direct and indirect reports and see who is due an appraisal. The appraisal is served in two sections. Section A is completed by the manager, they can choose to complete it either as an upload or through the system itself. 1. Managers choose Appraisal – upload and can use the documents from the appraisal hub. 2. The manager chooses appraisal – online and can complete the appraisal through the system. Section B is completed the appraisee. The appraisee will be notified once their appraiser has completed section A. The appraisee is required to log in to Learning Space to review and sign off on the comments that the appraiser submitted in Section A.

Circle Health Group employ a tiered training provioson from staff these included required learning tiers (refered to as Mandatory and Role-specific) and Programmes that are designed to meet an organisational need. Required learning is determined essential by an organisation for the safe and efficient running to reduce organisational risks and comply with policies and government guidelines.

Training Types

Role-specific trainingRole-specific courses are allocated where there is guidance through statutory, industry bodies or suppliers or are reflected in CHG policy or may meet a standard of a partner or provider to which CHG is formally aligned, such as a commercial contract.

ProgrammesProgrammes are courses that meet an organisational need or requirement with executive backing and sponsorship. These are most likely to support workforce engagement and culture initiatives.Training in this area should not conflict with the allocation of tiers 1 and 2.

Mandatory trainingMandatory and statutory courses are directly aligned to the Core Skills Training Framework. Other reasons may include legislation, regulatory or an industry framework CHG adheres to, explicit mention within a commercial contract, reflects the risk to the whole business, or is supported as a mandated course in CHG policy

CHG Commitment

These resources are all available via the Induction Hub on Learning Space.

Circle Health Group is committed to inducting all new starters into the organisation, their department, their team and their role, and to ensure that they undergo any training required to help them fulfil the functions of their role. Line managers are required to support their staff through their induction by using the following resources.

• Completion of the 90 Day Induction Workbook
• Buddy Guide
• Role specific induction supplements
• Any relevant site specific inductions.

From the reports page you will see a list of available reports - 3 most common reports you will be using are the:

Reporting on Learning Space

Using Filters In each report, you will be presented with a set of filters to allow you to find the information you need. The certification report for example allows you to filter by certificate name, users name and status of certification among others – when you have selected search criteria click the search button to show the new filter data.Export report If you wish the export the data you can scroll to the bottom on the page – here you will see an Export as section which allow you to select either CSV or PDF as a file format. Clicking on the export button will begin the download.

and Course Reports: referred to as g) Courses completed

Certification: referred to as the f) Certification report

Workshop: referred to as b) workshop summary

What are check-ins?

The supporting policy suggests that an employee should receive 3 check-ins yearly and an annual appraisal. This is best practice and minimum, although a manager can choose to have more.

Historic appraisals

All appraisals completed before May 2021 are still accessible via the appraisal hub on Learning space. Staff wishing to access their appraisals or their teams' appraisals can do so by clicking the 'Archived Appraisals' button on the appraisal hub. For appraisals completed after May 2021, they can be accessed via the 'view completed' button underneath your direct reports on the appraisal hub.

Not got access to the channel?Email learning.services@circlehealthgroup.co.uk to get yourself setup

Learning Coordinator Teams Channel lets you check in with the other learning coordinators across the buisness as well as the wider People Developement team, you can use this channel to query and sense check anything from mandatory training queries through to workshop booking and attedance marking.The channel is also used to update Learning Coordinators with relevant and important information.

Learning Coordinator Teams Channel

Learning space takes the data with in an individual's profile and uses this to build audiences. You can view your own profile by clicking on your name from the top banner and choosing profile. The profile is made up of data from the HR system (iTrent) and also data that individuals can choose or amend on their own learning space profile. Audiences break down the people in the business and then they are applied to courses or sets of courses. For the purposes of mandatory training, create a set of 'primary audiences', and apply these to courses by using exceptions and additions. The data used from the HR data set would be master job title, cost code, hospital function and the data used from learning space are the profile fields.

How courses are allocated to individuals

Click toenlarge

What type of apprenticeships have external placements?

• Registered Nurse Degree Apprenticeship• Student Nursing Associate • Physiotherapy • Radiography • Theatre Practitioner • Assistant Practitioner

The role of policy & the core skills framework

Core Skills Training Framework

All learning is managed and directed by the policy owners. The mandatory matrix should reflect what is set within these policy documents. Other training is set by the Core Skills Training Framework. This is a nationally-set structure where hospital providers will sign up to make their training aligns. We are aligned to this framework. The people and talent development team are responsible for providing the training and reporting. All changes must be completed by policy owners and minuted through the relevant corporate governance committees.

You can also use this page to check programmes, courses and competencies.

• Click on Administration Cog
• Select User
• Search for the Staff Member you wish to find
• Click on the the users name
• Click on the Record of Learning to see
• Click on the Certifications to see the users linked required training

Checking the allocation of an individual

Updating, copying, cancelling, or deleting an existing workshop

Once a workshop has been created, it will be displayed in the workshop list on that course page. If the details on a workshop need to be changed or updated, you can do this by selecting the three dots symbol as seen in the example below. This will open a submenu which shows a number of different options.

• “Edit event” allows you to modify the workshop details as needed. Note, that this does not affect the attendee list.
• “Cancel event” can be used to cancel a workshop. You should use this option if a workshop needs to be cancelled without being rearranged or postponed. Cancelling a workshop in this way will send an automatic notification to any sign ups.
• “Copy event” can be used to create a duplicate of that workshop. This can be helpful if you are planning multiple workshops on separate dates but with the same essential details. Note that this does not copy the sign ups/ attendees already booked onto the original workshop.
• The “Delete event” option is used to erase a workshop completely, including any sign ups. This option should be avoided in favour of cancellation unless a workshop is created in error. This allows any data from cancelled workshops to remain in place on The Learning Space, which may be useful in the future.

What if someone needs to be removed (or added) to an Audience?

On occasion, a manager may decide the course or certification is not relevant to their member of staff. This can be rectified with an adjustment to the core audiences that feed the course. To initiate this process, the manager would need to raise a ticket through the service desk with an explanation of why this needs to be removed. A PBE, or LC can do the same, but it needs to have the DCS, or manager at least copied into the ticket with the explanation given.

Suspending and unsuspending an account

To suspend/unsuspend an account, firstly select 'users' from the drop-down cog menu in Learning Space. From here, type in the full name of the person's account you want suspend/unsuspend in the 'User's Fullname' section and press search. Scroll to the bottom to select their account. Once their user profile has loaded, select 'edit profile'. In the top section, you will see there is a suspended account tick box. If you want to suspend their account, simply select the box and scroll down to 'update profile'. If you want to unsuspend, untick the box and make sure to 'update profile'.

Overview of how to use the People Compliance Dashboard to review training and appraisal figures for you site.

Overview and walkthrough of the new allocated workshop dashboard.