YU Learn for People Managers and People Partners

This guide outlines the key features in YU Learn for managers with direct reports, including special notes for People Partners and others with an HR role. It assumes that you are already familiar with using YU Learn as an employee, including locating and registering for learning opportunities.

On this page:

• Your Dashboard
  • Casual Employees
• Automated Notifications
  • Courses and Programs Requiring Pre-Approval
• Locate an Employee
• Recommend Learning Opportunities
• View an Employee's Learning History
• Assign Learning to an Employee
• Required Training Report
• Course Status Report

Your Dashboard

On the YU Learn dashboard, managers with direct reports will find a My Teams menu item leading to a list of their direct reports. People Partners and others with an HR role will find an HR View tab to access similar features for their entire organization. This information comes from PeopleSoft.

If your team views are inaccurate or you don’t see the My Team tab, report it to hrhelp@yorku.ca as a PeopleSoft issue.

Casual Employees

You’ll only see casual employees under My Teams if they have a “reports-to” property in PeopleSoft. All casual employees with Passport York and an active job do have access to YU Learn, but you will not receive notices about their activity if they have no reports-to set up. Please coordinate with those employees directly.

Automated Notifications

As your employees engage with YU learn, you will receive email notifications when they register to attend a scheduled course, join a program, or cancel registration.

Assumption of Approval: YU Learn presumes that course registration was pre-approved in principle by the manager during routine conversations about learning with the employee.

When an employee self-registers, YU Learn reserves a seat immediately and sends a notification to the manager. If you don’t wish to grant approval, please speak to your employee and arrange for their registration to be cancelled.

This assumption of approval ensures that employees won’t lose a seat in a popular course or program if their manager cannot respond to email promptly.

Courses and Programs Requiring Pre-Approval

Some courses require pre-approval before registration is confirmed, such as the Standard First Aid course where a registration fee is charged back to the department.

• As manager, you will receive an email with a link to an approval page where you will select Yes or No, and enter a cost centre to be charged, if applicable.
• If you can’t fill in the approval form right away, click Cancel but keep the notification email at hand. You can go back to complete the approval later.
• Once you approve the request, a seat is reserved for your employee. Both you and your employee will receive registration confirmation emails.
• If you do not approve the registration, you and the employee will receive a registration cancellation email.
• If there is a waitlist for the course, your cost centre will be charged only if your employee gets a seat.

YU Learn does not directly charge your budget. It collects your cost centre information for the learning provider, who prepares a journal entry following standard York budget processes.

If you make a mistake in the cost centre or need to follow up about budget charges in any way, please contact the learning provider.

Locate an Employee

1. From your Dashboard, click My Team or HR View
2. If needed, type a name into the Search field to narrow down the results

From here you can:

• Search for any data on the form to narrow down the list to a unit or employee
• Sort the list by clicking on any column
• Change how many entries are displayed per page
• Export the visible records to Excel for filtering and analysis
• Use the Actions button  to view an employee’s individual learning history, or assign learning to them
• Access course reports from the tabs above the employee list

In the employee list, watch for the Caution Icon  . It indicates that the employee is behind on one or more required training courses. To view the employee’s required courses, click on the icon or select the Actions button > View Learning History.

Recommend Learning Opportunities

You can use a sharing link to recommend any YU Learn opportunity to your team, including instructor-led courses, e-learning courses, non-credit learning packages, and programs. The sharing link leads to a self-registration page where your employee can register themselves.

1. Locate the learning opportunity
2. Select Details or the course title to open the full course description
3. Click the Share link  icon to copy the link
4. Share the link via an email or post it on a web page

Do not copy the link from the address bar in your web browser, as that version is specific to you.

People who follow the link must log in with Passport York, but then they’ll see the description and a Register button without having to search for the course.

View an Employee's Learning History

If you are a people manager:

1. Open your own My Learning History page
2. Click the drop-down menu next to the Dashboard button and select an employee

If you are a People Partner, click on the HR View tab, search for the employee, then select the Actions button > View Learning History.

The employee’s Learner History page appears, with the same sections you know from your own learning history. As a manager or People Partner, you should be aware that:

• Required Courses are identified based on the employee’s affiliation (e.g., YUSA or CPM) or role (manager with direct reports). If a required course is incomplete or expired, a Register button will appear—you can use this to register the employee if you wish. If the employee registered but hasn’t finished the course, there’ll be no Register button.
• Incomplete Sessions could be ones where the learning provider hasn’t marked attendance yet or ones where the employee was marked as Absent or Incomplete.

The Dashboard button at the top of the page returns you to your own Dashboard.

Within each section you can browse through pages, change the number of courses visible per page, search for a course, or export the data.

Assign Learning to an Employee

You can directly register employees who report to you into learning opportunities including instructor-led courses, eLearning courses, learning packages, and programs. Please ensure your team is aware that you plan to register them—don’t let a notification email be the first they hear about it!

For standard required courses such as WHMIS or TRT, open the employee’s learning history page, click Register in the Required courses section, then click Register on the course description page.

For other courses:

1. Locate the employee in your My Team or HR View
2. Click the Actions button  and select Assign Learning

You’ll see a Learning Opportunities page with your team member’s name instead of your own. Any actions you take while here are on behalf of the employee. Any rules such as audience restrictions apply to your employee, not you.

Next, locate the learning opportunity, and:

1. Select the Details button or the course title
2. Select Register

The employee will receive a notification stating that you registered them into the course or program, advising them to speak directly to you if they have any questions. They can cancel on their own behalf if they are unable to attend. If they are unable to cancel for themselves, you can use Actions > Assign Learning to locate the course and cancel on their behalf.

Required Training Report

People Managers can use this convenient report to check team compliance with standard legislated or University-mandated training such as the WHMIS or Time Reporting Tool (TRT) courses. If a required training course can be identified based on the employee’s affiliation (e.g., YUSA or CPM) or role (manager with direct reports), the course and employee’s status on it will be available here.

People Partners may prefer to use the Required Training Report available in eReports which has advantages over the YU Learn report in monitoring compliance for large organizations.

This report does not include job-specific training. If your employees require additional courses such as Ladder Safety or Laser Safety, use the Course Status Report to monitor their completion status.

You can also monitor required training from your My Team or HR View. Look for a caution symbol  in your employee list and click on it to view the employee’s required courses. One or more courses will be incomplete or expired.

To get the Required Training Report:

1. Go to My Team (or HR View)
2. Click on the Required Training Report tab. The report is blank initially.
3. Chose filter settings—you must choose at least the course title. The other filters are optional and explained below.
4. Click Apply (the Apply button only appears after you have chosen a course)

Filter Options

Only the course title is required to generate a Required Training report, but by default the report will include all your employees, even if you’re responsible for multiple units. You can further refine the report with these Filter options.

• Course type: All course types used for legislated / University-mandated courses are included by default—if needed, click on any one to eliminate it.
• Course: Only courses that fall under the types chosen above will be available to select from the drop-down list.
• Affiliation: optionally, choose an affiliation such as YUSA to narrow down the results
• Show Units (HR only): Click to select only specific units within your area. By default employees from all units are shown.
• Clear Filters: Appears only after generating results. Click to reset the form and start over.

To export the entire report to Excel for further analysis, adjust the Show drop-down menu so that all records are on display on one page, then click Excel or CSV to download the data.

Course Status Report

Use this report to list your entire team’s history on all courses in YU Learn. This report is useful for monitoring job-specific training that YU Learn cannot automatically assign.

If an employee does not appear on this report for a given course, it means they have never completed it and are not currently registered for it.

If you see the same employee twice on this report, it's likely because they have more than one job in your organization.

To get a Course Status Report:

1. Click the My Team (or HR View) tab
2. Click on the Course Status Report button (or tab)

By default, the report displays all courses for all your employees.

• Search by any data on the form to narrow down the list to a single course, unit, or employee

You can also:

• Sort the list by clicking on any column
• Change how many entries appear per page
• Export the visible records to Excel for filtering and analysis

See also:

• YU Learn Quick Guide for Managers and People Partners (PDF)
• YU Learn for All Employees