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OJT modules can be configured to automatically submit to the reviewer with no involvement from action required by the student. With this setup, the student does not need to submit the OJT to start the workflow and the OJT process begins with the reviewer. This can be useful where the OJT is used as an assessment by the reviewer, and there are no questions for the student to submit.
From the On the Job Training Settings tab, change the Submission Type to Automatic Submission.
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Submission Timing | Description |
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On assignment | Automatic submissions to the reviewer are made based on when the user receives an assignment. |
Days before due date | Automatic submissions to the reviewer are made a certain number of days before the user’s module due date. This number should be less than the “Days to Complete” in the module Assignment settings. To submit on the due date, this should be set to 0 days. |
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Note: Days to Complete before due date should not be used with suggested assignments. |
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Learning Module has Submission Type set to Automatic Submission
The assignment must be open and not yet submitted for the student
(this applies to all assignment types: Curriculum, Administrative, Elective)
There is at least one eligible reviewer
A module will not submit if the student has one or more outstanding prerequisites for the module, in this case, the module will stay remain on the student’s development plan until the prerequisites are satisfied.
Reviewer notifications
Reviewers will be notified of OJT submissions if:
OJT emails are enabled
Reviewer has an email address in their profile
Enable notifications when automatic submissions fail
A notification email can be sent to one or more email recipients to notify them when automatic submissions fail, for example if a submission fails because there is no reviewer available. Notifications should be set to go to EAs or a user with submission administration and who’s who has scope over the users so that submission failures can be resolved.
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Correcting submission failures
Failure Reason | Resolution |
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Supervisor is missing or inactive | Update supervisor information for the student |
Reviewer is missing or reviewer is no longer eligible to review this submission (due to position change, scope change or role change) | Ensure sure reviewer settings in the OJT module, and scope for the reviewer are correct |
If an automatic submission fails, it will need to be reassigned to the student once remain on the student’s development plan until the error is corrected. The submission will then be processed as part of the nightly task. If enabled, the reviewer can also initiate the process (add link to reviewer initiate).
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Considerations when setting up Automatic Submission OJT Modules
Declinations should be set up as None (approvals only),
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or Decline and close assignment only
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for modules without student content. This will prevent modules without content from being returned to the student upon declination
Automatic Submission modules should not be used with digital signature documents
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Setup
Discourage suggested assignments, especially with "Days before due date”
0 days before due date to submit on due date
Reviewers should have email addresses so they are aware of new submissions
Highly recommend to set up as approve only or approve and decline and close only. (No return to student)
Email for errors
Definitely should set up
Set EAs, or at least someone with submission administration and has scope over the users
How to resolve
Supervisors - fix supervisor
Reviewers, make sure reviewer settings and scope are correct
If submitted already, re-assign
Process happens daily, so may need to wait.
Or could initiate (and then re-assign) if that's enabled.
Reviewer is inactive. Or reviewer is no longer eligible to review this submission. (Position change, scope change, role change)
Other settings
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where the student submission will be skipped.
Module publishing should be set to disable electives to prevent students from adding electives and generating automatic submissions.