Understand learning records

Who is this article for?

• Users with access to Ausmed's Learning Management System
• Users with organisation or team manager permissions

What's changed

We've updated how learning records are stored and reported so that the data you rely on is accurate and can't be altered after the fact.

• The single All Learning Records report has been replaced by three reports — one for each record type: User Completed, Internal Records, and User Documented.
• Learners can no longer edit the details of a completed resource, so org records stay accurate.
• The individual user transcript still shows every record type in one combined view.
• Compliance requirement records are unchanged and still reported in one place.

A learning record documents when learning is completed. It captures who completed it, what they completed, and the relevant dates.

Every piece of learning done on Ausmed creates a learning record. Compliance and mandatory requirements are tracked separately — see Understand compliance requirements.

There are three types of learning record in the Ausmed LMS. The type is set automatically based on how the record was created.

1. Internal Record — created when:

• An organisation or team manager manually adds a record to the LMS
• A manager marks an optional or mandatory compliance requirement as completed
• Records are imported from another system

2. User Completed — created when a learner completes a resource on Ausmed and that completion is recognised by the system (see How completion is recognised below).

3. User Documented — created when a learner documents learning in their portfolio.

A resource is recorded as User Completed when the system can confirm the learner has finished it. How that's confirmed depends on the resource type:

• Courses — the learner reaches the end of the course flow.
• Lectures — the learner watches to the end of the video.
• Other resources (e.g. articles) — the learner confirms completion, or documents the resource.

Once completion is recognised, the record appears in the User Completed report.

Note Self-directed learning (learning a staff member does that hasn't been assigned to them) appears in your reports once the learner documents it in their portfolio. Documenting is what tells the system the learner has finished.

A learning record may contain:

• Learning Record Title
• Item Title
• Item Type
• Duration
• User
• User ID
• Email
• Account Status
• Work Start Date
• Activated On
• Teams
• Job Roles
• Completion Date
• Record Create Date
• Requirements
• Reported Time Spent Learning
• Record Created By
• Record Type
• Learning Record ID
• Knowledge Verification (KV) result, where the resource has KV enabled

Note Reported Time Spent Learning defaults to the item's expected duration. For Internal Records, this can be adjusted if the learning took more or less time. Where a resource has Knowledge Verification and the learner passes, the duration shown reflects the KV outcome.

Learning records are split across three reports, one per record type:

You can also find learning records in these places:

• User transcript page — shows all three record types together for an individual learner.
• Item details page — shows the records for a specific learning item.
• Attached to requirements — where a completion is linked to a compliance or optional requirement.

Reporting on all self-directed learning If you want a full picture of everything a learner has done outside their assigned training, check both the User Completed and User Documented reports. Assigned learning is identified by the Requirements column.

Previously, learners could change the details of a resource after completing it, which could alter the records your organisation reported on. That's no longer possible. Completion details are now recorded by the system and can't be changed by the learner, so the records you report on stay accurate.

Managers can still add and manage Internal Records.