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OJT modules can be configured to automatically submit to the reviewer with no involvement from 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.
From the On the Job Training Settings tab, change the Submission Type to Automatic Submission.
Automatic Submission Timing
Automatic submissions can be set to submit on assignment, or a pre-set number of days before the module due date.
Automatic submissions are processed daily as part of the system nightly task, so could take up to 24 hours to process after the assignment is made.
Submission Timing | Description |
|---|---|
On assignment | Automatic submissions are made based on when the user receives an assignment. |
Days before due date | Automatic submissions 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. |
Note: Days before due date should not be used with suggested assignments.
To be automatically submitted, the assignment must meet these conditions:
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 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 scope over the users so that submission failures can be resolved.
Correcting submission failures
Failure Reason | Resolution |
|---|---|
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 reviewer settings in the OJT module, and scope for the reviewer are correct |
If an automatic submission fails, it will 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).
Note: With Automatic Submission, declinations should be set up as None (approvals only), and Decline and close assignment only. They should not be set up as return to student since the student submission was skipped.
Since student submission will be skipped, automatic assignments should not be used with digital signature documents.
Module publishing should be set to disable electives to prevent students from adding electives and generating automatic submissions.
Reviewers should have email addresses so they are aware of new submissions, should get notified if OJT emails are enabled.
Highly recommend to set up as “approve only”
OR “approve” and “decline and close” only.
(Recommend not allowing return to student)
Recommend turning off module publishing / disable elective, so students don’t add electives and generate automatic submissions.