Employee self-service Learning & Development

Contents

1.0 Introduction ……………………………………………………………………………………………………… 22.0 How to log-in to Keele People …………………………………………………………...……………… 33.0 Useful Tips …..……………………………………………………………………………………………………. 44.0 How to View and Amend Your Learning Record ................................................... 64.1 Searching for Workshops ..................................................................................... 74.2 Booking a Workshop (Including waiting Lists) ..................................................... 84.3 Cancel Workshop (and waiting list request) ......................................................... 104.4 Adding Personal Learning Events ......................................................................... 114.5 Training Record ................................................................................................... 13

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1.0 Introduction

Welcome to the Employee Self-service Learning and Development guide for Keele People. This guide will help you to navigate your way around the Learning and Development section of the self-service system and will show you how you to book and cancel workshops, as well as view learning records.

If you experience any difficulties accessing or navigating your way around Keele People, please email hr.people@keele.ac.uk or contact your link Human Resources team.

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2.0 How to log on to Keele People Employee Self-service (ESS)

To access Keele People, you will need to have your Keele IT login details. This consists of a username (three letters followed by a two or three digit number) and the password which you would usually use to log in to your Keele email account.

Under the new booking system PGR students will continue to be entitled to attend relevant LPDC courses. Those currently in a dual role of PGR and employee who wish to book a place on a workshop or to view their training record can do so by logging in to Employee Self Service using their staff login details. Those in a single role of PGR who wish to book a workshop or view their training record can do so by logging in to Employee Self Service using their student login details. Keele People can be accessed through the staff portal, or via the direct link https://people.keele.ac.uk and then selecting Employee Self Service. Once logged in to Employee Self Service, please select the 'Learning and Development' tab.

Please remember that you must not share your username and password with anyone else, as they could access your personal details. If you think you may have shared your password with individuals in the past, you should change your password immediately. You can do this by visiting the IT services webpage at http://www.keele.ac.uk/it/

The Employee Self-service system can be accessed directly at https://people.keele.ac.uk/ or by clicking on the Keele People link in the University Systems section of the KLE. When you see the following screen, you should choose Employee Self Service.

You will then be asked to enter your Keele University login details on the following screen:

Once you have entered your details and have clicked Login you will be taken through to the main homepage.

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3.0 Useful Tips

Once logged into Keele People ESS, you will see five headings at the top of the page - Personal, Absence, Pay & Benefits, Employment and Career & Development. These headings represent the five main areas within ESS. Clicking on these links will enable you to move between the five areas without the need to return to your homepage. However, if you do wish to return to the homepage, click on the Keele People icon at any time.

Quick Links In addition to the headings at the top of the page, there are a range of ‘Quick links’ available to help you navigate to the most frequently used sections of the Employee Self-service pages.

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IconsAs you navigate your way around the ESS pages, there are some useful icons that will appear throughout. Below is a brief explanation of these:

There are additional details for you to viewYou can add additional information

Save changes you have made

Cancel all the changes you have made and exit the session

Delete an entry – e.g. a booked workshop

Log Out At the top right-hand side of the home page, you will find the logout button. To access this, click on the silhouette image and choose logout. This is especially important if you are using a shared computer.

4.0 How to View and Amend your Learning Records

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To access the pages of the Employee Self-service containing your workshop details, select ‘Career & Development’ from the tabs at the top of the home page.

Within the ‘Career & Development’ area, you can search for workshops, book and cancel workshops, add yourself to waiting lists, and add personal learning events

4.1 Searching for Workshops6

Under the ‘Learning Activities’ section click the ‘search courses’ to the right hand side of the page.

This opens up the ‘search courses’ box.

Here you have different options:

To search for everything: enter no information and click the search button.

If you have a specific activity you are looking for e.g. Springboard type this in the search box and click the search button – this option will only bring Springboard activities up.

If you have a specific area of interest e.g. Information Technology enter this in the search box and click the search button – this option will bring all workshops linked with that area.

Please note: The above searches will only bring up search results with events that have availability. If you would like to search for all activities we offer (to book on waiting lists for those not available) please untick the ‘only show courses with availability box’ before searching.

Workshops are shown in alphabetical order.

4.2 Booking a Workshop (Including waiting Lists)7

Once you have located a workshop which you wish to attend you can either book yourself a place, or put yourself on to the waiting list.

The workshops which have an event for you to book will show with the different event dates available.

The workshops which run, but do not currently have any events to book will show only their workshop name, area and length.

If you select a workshop which has dates available, the following screen will appear:

To Book:Click the event you wish to attend and follow the instructions set out at the top of page 9

To go on Waiting List: Click the green button on the bottom of the screen and follow the instructions set out at the bottom of page 9.

To Book:8

Once a workshop date has been selected, the following screen will appear:

Origin of Request – select whether the request has come from Employee (yourself), Manager (manager’s request), Organisation (University request)

Reason – enter a reason for attendance

Learning Objectives –

any personal learning objectives you would like to get from the workshop (if you don’t have any, please leave this blank).

Click save.

To go on Waiting List: Once you click to go on the waiting list, the following screen will appear:

Origin of Request – select whether the request has come from Employee (yourself), Manager (manager’s request), Organisation (University request)

Reason – enter a reason for attendance

Attend By – enter a date by which you are required to of attended the workshop

Click save.

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If you select a workshop which currently has no dates scheduled, the above screen will also appear.

Once saved, this will take you back to the original screen as seen under section 4.1 and your booking/waiting list action will be visible.

You and your manager will receive email confirmation of this booking or waiting list action.

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4.3 Cancel a Workshop (and waiting list request)

If you no longer wish to attend a workshop or are unable to do so, you can cancel any bookings made or any waiting lists you are currently on by clicking the learning activity you wish to cancel.

This will bring up the action box. Here it asks for a cancellation reason – this is a mandatory question and will not let you proceed without an option selected. You are also provided with an option to be added to the waiting list for any future dates. Once you have selected your cancellation reason, you click the green ‘save’ button (You will be provided with a message asking if you are sure). This will then take you back to the Learning and Development page, and your booking will no longer be visible (unless you selected to be added to the waiting list).

You and your manager will receive email confirmation of this cancellation.

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4.4 Adding Personal Learning Events

A personal learning event is any additional training, development and/or CPD that you have undertaken elsewhere (not through the Learning and Professional Development Centre LPDC) e.g external conferences. You now have the option to add this to your record, to do this click the ‘add personal learning button’.

Please note: this is not a space for adding accredited qualifications – to update qualifications please contact HR.

Please note: Learning Pool Online Workshops will be added on a monthly basis by the LPDC. You will not be required to add this to your record.

This will bring up the below action box. Fill in the details requested and click the green ‘save’ button.

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This will then add the training to your record as completed. (To see how to view your training record, please see page 14). You and your manager will receive email confirmation of this action.

4.5 Training Record

You can access your training record on Keele People to view all training that you have completed, cancelled, booked, and are on the waiting list for. You can view these records individually, or view all together. Click the drop down ‘current’ tab.

This will bring up the options of the records that you wish to view and will either be in card format or list format, examples of both are shown below.

Card Format

List Format

If you would like to print out your training record, you can do so by right clicking your browser and selecting print. This will also enable you to print lists of up to 50 items.

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