YU Learn for All Employees

YU Learn Documentation | Full User Guide for Employees

Welcome to YU Learn, York's employee learning management system!

On this page:

Explore Your YU Learn Dashboard
Locate Learning Opportunities
Register for Learning Opportunities
Save Course Dates to Your Calendar
Participate in Programs
Checking Your Learning History
Past Courses
About Automatic Notifications
Add Your Profile Picture

Explore Your YU Learn Dashboard

The dashboard is your personalized landing page for YU Learn. Look for these items.

Label	Name	Explanation
A	Account Menu	Your name and profile picture appear in the upper right. Select the down arrow for a menu including the option to log out of YU Learn.
B	Your Profile	Your name, organization and job title. If the panel is closed select the blue tab to open it. If you don't see a job title in this area, your employee account is not ready to use.
C	Home Page / Help	Help resources are posted on the Home page.
D	My Courses and My Programs	Learning opportunities you are currently registered in.
E	My Learning History	View your learning history to date, including your status on courses you are required to take, certificates you have earned, and courses you have completed in the past.
F	Learning Opportunities	Locate and register for learning opportunities including instructor-led courses, programs, e-learning courses, and non-credit learning packages.
G	Past Courses	Access to resources from courses you’ve previously taken. (To take a course for credit again, you must re-register for it.)

Locate Learning Opportunities

On the Learning Opportunities page, you’ll find a list of instructor-led courses for the current month. You can browse learning opportunities in several ways.

By month: use the next/previous month links, or select from the month picker.
By date range: Click in the date range box, then click once on the start date, once on the end date, then click Apply.
By delivery method: Select Instructor-Led, Self-Paced or All from the Delivery method menu.
By keyword: Type a term into the Keyword box to search learning opportunities by the course title, description and tags
By topic: Check off one or more tags (can be combined with keyword search)

Screen shot of date picker in Learning Opportunities filters

Screen shot of the browse and filter tools available on the Learning Opportunities page

Recommend a Learning Opportunity to Others

Click the Share link icon in the course or program description to copy a link that you can paste into an email.

Do not copy the link from your browser’s address bar as it is specific to you!

Register for Learning Opportunities

For a scheduled course:

Select the course title or Details button to open the full course description in a new window. Please review it carefully.
Check that your name appears next to the Learning Opportunity: heading at the top of the page--if it doesn't, try refreshing the page.
Select the Register button and wait for the process to finish
Check your email for a confirmation and add the course dates and location to your calendar

If you get an error when registering, try refreshing the page. Your name should appear next to the Learning Opportunity: heading at the top of the page.

After registering your manager, if you have one, will receive a notification email confirming your registration. For more information about when YU Learn sends notifications and to whom, please see Automatic Notifications below.

For an on-demand course or self-directed learning package:

Select the Register button and wait for the process to finish
Select Access course to get started right away, or access it from your Dashboard later

No confirmation email is sent for on-demand learning opportunities.

Waiting Lists

If a scheduled session is fully enrolled, you can add yourself to a waitlist. When a registered learner cancels, YU Learn automatically enrols and notifies the first person on the waitlist.

Waitlists are for the specific scheduled session only.

If you are on a waitlist and wish to change your registration to another session of the same course, use Cancel to remove yourself from the waiting list, and then register for a different session.

Pre-Approval Required

When a course or program requires pre-approval, you’ll see a note in the Available Seats section of the full description page.

After you select Register, you are placed on a waiting list and an approval request is sent to your manager, who may also have to provide a budget number if the course involves a cost. Your seat in the course is not reserved until you’re approved.

If you don’t have a manager and the course requires a payment, you’ll be taken to a page where you can provide budget information for a charge back:

Cost Centre Owner
Cost Centre Owner’s email
Budget code (Account, Fund and Cost Centre)

If you don’t have this info ready, bookmark the page and return later to complete it.

If you don’t have a manager and the course doesn’t require a payment, you’ll be automatically approved and registered.

YU Learn does not process financial transactions directly. It collects data for the learning provider to use in standard York financial processes.

Private Courses

Some courses of a sensitive nature may offer you the option to keep them “private” when you register. You can choose to make your participation visible to your management and HR team or keep it to yourself.

If you choose to keep your participation in a course private:

No notifications go to your manager
Your management team cannot see the course on your learning history
You can see the course on your own learning history page, marked with a Private Eye / Spy icon to show that other people can’t see it:
The course doesn’t appear on your official University training record

If you choose to share your participation, a notification goes to your manager and the course is visible to your management team on your learning history. When complete it’s added to your official University training record.

Some self-directed and non-credit learning opportunities such as learning packages are also kept private by default.

Save Course Dates to Your Calendar

For scheduled courses, your registration notification email includes a link to one or more ICS (Internet Calendaring and Scheduling) files.

To save a single-date course to your calendar:

Click the Add to your calendar link—a single .ics file will download
Open the downloaded file—it will open as a draft calendar appointment
Click Save or Save & Close to add the event to your calendar

For a multi-day course or a program, the download will be a ZIP folder with a separate ics file for each date of the course.

Open the zip folder
Open each of the ics files from the folder
Save each date to your calendar

Schedule & Location Changes

If the course date, time or location changes, you’ll receive another automated email to say that meeting details have changed. Please download and open the new ics file and replace your original calendar entry.

Additional Access Info

If provided, additional access information such as Zoom passcodes and phone numbers appear at the bottom of your registration email and in the body of the saved calendar entry.

If additional access information is missing, contact the learning provider to request it.

Can’t Find Your Meeting Info?

If you’re ever in doubt about the final date, time or location of an event:

Log into your YU Learn Dashboard
Locate the course under My courses
Click Access course to locate the full date, time and location details

Participate in Programs

Some learning providers offer opportunities to earn credit for completing a set of courses. Programs may be pursued together with a cohort group (a cohort program) or independently (a series program).

You can start following a series at any time. For cohort programs, you must register during a defined registration period, and the learning provider may have a review process before your registration is approved. Please review the program description carefully.

Locate and Follow / Register for a Program

Go to the Learning Opportunities page
Select the Programs tab
Select the program title or Details button to open a new tab with the full program description and requirements
To follow a series, select Add to Dashboard
To join or apply to a cohort program, select Register or Add to waiting list

View Your Programs

To monitor your progress on a program:

Go to your YU Learn dashboard
Select My programs
Locate the program and select View Program

The program page shows the program requirements, your current status on each course, and the upcoming schedule of available courses.

A course you recently attended might appear incomplete if the learning provider hasn’t marked attendance yet.

A course you attended in the past might appear incomplete if it falls outside the valid date range for the series.

To view courses that apply to the program, scroll down.

Cancel a Program

For a cohort program, go to your YU Learn dashboard, select My Programs, locate the program and select Cancel Program. YU Learn will remove you from the program and all its courses, including optional ones.

For a series, go to your YU Learn dashboard, select My Programs, locate the series and select Remove. YU Learn will remove the program page from your dashboard. It will not cancel your registration in courses, and any courses you attend will still count toward the series.

Checking Your Learning History

Your My Learning History page is divided into five sections:

Required Courses: Courses required by provincial legislation or mandated by the University, and your status on them. (If you don't see this page, you're not logged in with an employee account.)
Certificates: Certificates you’ve earned from courses or programs.
Registered Courses: Courses or other learning opportunities you’re currently registered in.
Completed Courses: Courses and programs you have completed successfully. These records are also sent to PeopleSoft, York’s official HR system of record, as your “official learning history” (with the exception of those marked with the Private Eye/Spy icon ).
Incomplete Sessions: Scheduled sessions you registered for but did not complete or cancel.

Your manager and HR Team can view your My Learning History page. Courses marked with the Private Eye / Spy icon are visible only to you, and are not added to your official learning record.

Past Courses

The Past Courses page offers a convenient way to locate a course site that you want to access for review or to retrieve course resources. You can also see your overall completion status.

To re-take a course for credit, re-register!

To re-take a course you’ve previously completed for credit, you must re-register for it.

Locate the course via the Learning Opportunities page
Register as usual

Re-registering resets your history in the course site so you can start again. It does not remove any existing completion record or certificate you have previously earned for that course.

About Automatic Notifications

YU Learn sends you automated notifications when you register for a course or program. For staff, including managers, registration and cancellation notices also go to your immediate manager.

Role	Default Behaviour
Staff	Both you and your immediate manager will receive a notification when you register for or cancel from a scheduled course using YU Learn. In most cases, your manager doesn’t have to respond to their notification email as a seat is already reserved for you, with the exception of courses that require pre-approval. Please ensure your manager is aware that you plan to register for courses—don’t let a notification email be the first they hear about it! No notifications are sent when you register for non-credit learning packages.
Faculty	Notifications go only to you.
Student	Notifications go only to you if you log in with your student ID and password. If you are also an employee, log in with your employee Passport York ID and password.
Multiple Roles	If you are both staff and faculty or have two job titles, you will need to select the job you are registering for. If you select a staff role, a notification will go to your immediate manager in that role. If you select a faculty role, notifications go only to you.
Casual	If you’re a casual employee, ask your manager whether they can see you under their My Team view in YU Learn—if they can’t, you’ll need to communicate with them outside the system. Some casual employees don’t have reporting relationships recorded in York’s HR system.

Add Your Profile Picture

Your YU Learn profile displays information from York’s HR system of record, PeopleSoft, but you can customize it with your photo. Do not edit your username, email address or other information that came from PeopleSoft.

To add a profile picture:

From your account menu, select Profile
On the Profile page, select Edit Profile
Scroll to the User picture area and select the heading to open that section if needed
Drag a picture file into the Files area and wait for it to upload (or select the Add icon to use a dialogue box: )
Type your name into the Picture Description field
Scroll to the bottom of the page and select Update profile