Based on your permissions, you may be able to evaluate both course-connected and standalone on-the-job-trainings.
In the left navigation, make sure you are in the Team Workspace.
When in the Team Workspace, select On-the-Job Training.
Select the On-the Job training from the list and click on the Sign Off button.
Then, select the eye icon next to the individual you'd like to evaluate.
On the Sign Off page you can also use several filters to narrow down the list of learners, including organizational entity, join date, hiring date, and custom fields.
Note: When signing off on an OJT, a list of participants will display. Specific individuals can be more easily found by filtering on the left or by searching. Filtering options include organizational entity, join date, hiring date, and custom field.
A panel will appear from the right, allowing for signing off on each task.
You will see the tasks and their requirements included in this On-the Job training; some may require both parties to sign off, others only the instructor.
Important Note
The sign-off box will not be available if the On-the-Job Training (OJT) is configured as a step within a course or learning path that enforces a mandatory step sequence. In these cases, if learners have not completed all required previous steps, you will not be able to sign off on the OJT in advance. The mandatory step sequence must be followed before the sign-off option becomes accessible.
Please note that this restriction does not apply to administrators, training managers and managers with the appropriate permissions, or course instructors. By design, these roles are allowed to bypass the mandatory step sequence and can move directly to later steps within a course when needed.
For each task, check off completed tasks under Signed off by trainer. The date will automatically be recorded.
Moreover, you have the option to:
- Assess each task with a performance level or score (Read more here: Managing Assessment Level or Score for On-the-Job Training).
- Leave a comment.
- View the trainee's answers for open questions.
- Download the trainee's home assignment or upload a revised home assignment.
- Upload an evaluation document per task, under the Documents tab.
- Upload a supporting document per task (Read more here: Uploading Instructions for an On-the-Job Training Task)
- Reset a user's signature. To do so just select View Signature on the relevant task and then click on Reset Signature.
Why can I not sign off the task for my employee?
If another manager has already added an assessment for this user’s task, then only this manager, an Admin, or a Training Manager with the relevant permissions can sign off the task. Hovering over the Sign-Off box will provide you with the name of the manager that has added an assessment for this user.
Moreover, if you click on Assessment Options you can see how the manager assessed the user and if they have added any comments.
If you want another user to complete the assessment, then the first user must perform the following necessary actions
- Remove the score and uncheck the sign-off checkbox
- Remove performance levels and uncheck the sign-off checkbox
- Uncheck the task
Notes:
- In the context of the On the Job Training (OJT) feature, Unit Managers and Assistant Unit Managers are considered to have the same level of access. If a Unit Manager needs the ability to sign off on an Assistant Unit Manager, it is recommended to enable the All Jobs sub-permission under the Assess On-the-Job Training Performance permission, rather than the Lower Management Levels sub-permission.
- If you would like managers at the same level to have the ability to edit each other’s assessments, you can enable the Edit same level managers assessments sub-permission within the Assess On-the-Job Training Performance permission.
Mass Mark Users as completed
When in the Team Workspace, select My Team Dashboard and then select Training.
Trainers (with the Bulk OJT Performance Assessment permission enabled) Training Managers and Admins have also the option to sign off all users' tasks at once.
This is done in the My Team Dashboard. Select the desired On-the-Job Training from the top panel, select the Above Unit, Unit, or Job that you want to evaluate, and click on the mark all as completed button (checkmark). Moreover, you have the option to filter your records based on the status of the tasks:
- Signed off by Trainer
- Signed off by Trainee
- Trainer's pending tasks
- Trainee's pending tasks
Please note: The trainer can sign off all of the tasks even if the trainee has not completed them yet.
Please also note: The Trainees' Open Tasks column in the OJT dashboard shows the number of tasks that the trainee did (NOT) sign, as a piece of extra information for the managers (trainers). This means that it does not necessarily define the completion of the relevant OJT tasks (if for example, the OJT setting "Sign-off required for OJT completion" is "Trainer only").
Marking a Task as Not Applicable
For tasks where your Training Admin has enabled this option, you can exclude a task from a learner's
On-the-Job Training instead of forcing them through training that doesn't apply to them.
The setting can be configured while creating or editing an On-the-job Training task and it's name is: "Add option to mark task as not applicable".
Note: This feature is available to those using ONLY Schoox New Experience; if your academy is able to toggle between Classic and New Experience, it will not function.
Learners can request that specific tasks be marked as Not Applicable (N/A) while completing an On-theJob Training. When the request is submitted, the task enters a pending state, and the learner retains full control to cancel the request if needed. This allows them to tailor their training experience based on their role or responsibilities while still keeping the trainer involved in the final decision.
You, as a trainer, maintain full control over the N/A process. You can either directly mark tasks as Not Applicable (N/A) or review and respond to learner requests by approving or declining them.
Once you do so, an email and in-app notification will be sent to the learner confirming the response from you — whether it was accepted or declined, provided that the Academy On-the-job Training notification titled "Your task was or wasn't marked as not applicable" is enabled in your academy.
This notification can be edited in the Academy Workspace > Notifications > Academy > On-the-job training > Your task was or wasn't marked as not applicable.
Please note that you can undo a Not Applicable decision at any time, restoring the task to its original state.
You are also able to mark a task as not applicable while signing off.
Note: This option will not appear if already requested to by the learner.
The option may also not be visible if the OJT does not have at least one other task that has not been set as Mark as not applicable by the trainer — there cannot be 100% of the tasks marked as not applicable.
A modal will appear to communicate ramifications of the action.
Important notes:
- You cannot mark your own OJT task as Not Applicable.
- Pages in New Experience that still use the Classic framework will continue to display the correct task-to-task ratio and progress; however, the N/A functionality will not be available on those pages.
- The Completion date is determined by the latest completed applicable task (sign-off). N/A actions and task deletions do not define or override the completion date.
- If the last task is marked as N/A, the learner's completion date is based on the most recent previously completed applicable task.
- If the last task is deleted, the learner's completion date follows the same logic and falls back to the latest completed applicable task.
- N/A actions may lead to 100% completion, but their timestamp is not used as the completion date.
Other Reporting Options
Please note that from the On-the-Job Training reporting Dashboard, you have three more reporting options when it comes to a specific OJT.
1) The first option is to bulk download all Home Assignments. To do so, just click on the folder icon, as shown below, and then select Download all Home Assignments. You will receive an email that contains a URL from where you can download the home assignments (for the users that match the criteria, based on the filters that you have selected).
2) The second option is to report and export all OJT Signatures. To do so, just click on the folder icon, as shown below, and then select Download all Signatures. You will receive a PDF that contains the following information, for the users that have signed their OJT Signature Task:
Course Title
On the Job Training Title
Employee Name
Employee External ID (if exists)
Task Title
Signature
Date
3) The third option is to download a PDF that contains all the Tasks of this OJT, which you can use to evaluate users offline. The PDF contains fields where you can fill in all the needed information to assess a user offline. You can later then input the data into Schoox for better tracking.
Mass Upload Supporting Document
If a specific organizational structure, such as a Unit or an Above Unit, is selected, the Mass Upload Supporting Document for All Users button becomes available.
With this button, trainers have the option to massively upload a Supporting Document for the Task of On the Job Training.
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Enabling Custom Roles to Sign Off On-the-Job Training (OJT) Tasks