Understanding the FIL Learning Log and Dashboards – Coaches

Coach Homepage:

Your homepage banner has changed to reflect the new OTJ changes, as below:

1. Learning Log Status – This dial will show how many of your apprentices are on target with their expected OTJ hours.

2. Learning Log Compliance – This dial will show you how many of your apprentices have submitted their OTJ entries in time.

If you would like to access your apprentices Learning Logs/OTJ records, you can either click ‘View more’ under the dials or click the ‘My cohort’ option in the top menu bar.

You can access and edit all previous learning log entries via the new ‘previous OTJ entries’ in the top menu bar – using the filters to search for any of your apprentices. 

Learning Log Dashboard

Your new view of your apprentices learning log dashboard includes four boxes as below:  

1.       Total hours required: This is your apprentices OTJ target.

2.       Entries are compliant/not compliant: This shows as ‘Entries are not Compliant’ if there is a gap in the learning log of more than 28 days (new learning has to be logged every month.)

And will show as ‘Entries are Compliant’ if there has been learning logged and approved for each month that the apprentice has been on programme: 

3.       Total hours logged to date: This box shows how many hours the apprentice has entered to date (Note: they must be approved to be included in this total figure.)

4.        Learning Log Status: This status tells you if the apprentice is on track with their OTJ hours. For example, in the image above the apprentice is behind target as their logged hours (the green bar) is behind their expected hours (the red line.) 

If needed, you can also add new entries on behalf of the apprentice by clicking on the ‘Add new draft entries’ button, this will navigate you to the Learning Log Evidence Form where you can create a learning log entry for your apprentice.

 Learning Log Evidence Form:

The Learning Log Evidence Form is required for each learning log entry and includes the following: 

1. Evidence name – Give the entry a name.

2. Date evidence took place – Enter the date the learning took place.

3. Type of evidence – Select from one of the options (Note: we DO NOT use shadowing.)

4. Sub-type – Select from one of the following options

5. Description – Describe the learning that took place.

6. Hours and Minutes

7. Once the form has been completed for the learning log entry required, there is a choice for next steps, using the 5 x green buttons as detailed below:

Save and return – this will save the entry as a draft and return you to the OTJ dashboard.

Save and Stay – this will save the entry and reload the page allowing you to link competencies (skills and behaviours.)

Save and add new – this will save the entry as a draft and reload another new blank evidence form for completion.

Save and duplicate – this will save the entry as a draft and then reload a new evidence form with a duplication of all the learning data that was filled in the previous entry.

Understanding the Learning Log:

1. Filters - The learning log can be filtered (this filter will always default to ‘All’ on first view) (

2. Coach Status - Here the coach can review the learner’s entries and assign them a status of ‘Approved’, ‘Rejected’ or ‘Resubmission required’

3. Comments - The coach can also leave comments on the learner’s entries

4. Actions - and lastly can also edit, delete or copy all entries.

Filters (1) - As stated above the coach has a number of filters on the report of the learning log entries. These can be used as outlined below:

·         Show current items – This filter will show the coach entries that have been made by the learner in their last submission only.

·         All – This filter will show the coach all entries that have made by the learner.

·         Approved – This filter will show the coach approved entries only.

·         Rejected – This filter will show the coach entries that they have marked as rejected for the learner only.

·         Resubmission required – This filter will show the coach entries that they have marked as resubmission required only.

·         Draft – This filter will show the coach entries in the draft state only.

·         Resubmitted – this filter will show the coach entries that have been resubmitted only.

·         First day of learning plan – this filter will show the coach entries that have a date matching the first day of learning.

The coach also has the ability to filter by date the evidence was created (Note: this is the date the learner made the entry, not the date the learner has recorded the entry for).

Notification of learning log submission:

Once the apprentice has submitted their draft learning log entries, the coach will receive a notification to inform them by email (1) and on the notification bell (2). (preferences for email notifications can be amended within the coaches settings/set up.)

Once you have received the notification you can review the entries by going to the apprentices dashboard via the ‘My cohort’ menu item and then selecting the ‘Show current items’ filter.

1.

2.