1. Create your course in the Instructor Portal:
In the Instructor Portal, navigate to “Manage Courses”, and select “Create New Course Listing”. Choose the relevant course, and on the “New Course Listing – General Details” form, please select “Registration Open” in the “Registration Status” box. This will ensure you can add and manage participants and is not related to the public or private nature of the course.
To update the public or private status of the course, select whether you want to “Advertise on the Website” or not. Advertising on the website will allow members of the public to submit expressions of interest (EOIs) for your courses. If you are delivering private/in-house training, choose “No”.
2. Enrol participants in the course (must be added by the last day of the course delivery):
Entering participant details: If you or the participant have made an error, you cannot edit the record. Please remove the participant, and create a new participant record via “Add Participant”. Please note that only MHFA Australia can edit participant details, as changing participant details has impacts on the workflows that follow and need to be maintained in the learning management system (LMS).
A participant must be added to your course, either via:
- the EOI process,
- by distributing a private EOI course link, or
- by manually adding them as a participant.
Once confirmed, they will show as “Enrolled”, which refers to them having a place in your course. For Blended courses, this does not mean that they are enrolled in eLearning. Please follow the instructions outlined in Step 3 to enrol participants in their eLearning.
Once entered in the system, you can manage their status, depending on their circumstances.
You can change them to one of the following:
- Withdrew
- Did Not Attend
- Attended
- Removed
Participants may be transferred to another of your course dates but not to another Instructor’s course at this time. This is managed in the Mark Attendance / Add New section of Participant Management. This can be done up until a course status is “Completed”.
Please note, if the participant has already been assigned the eLearning vouchers, their eLearning voucher will be transferred with them.
For more information about how to manage participants in the Instructor Portal, visit this help article:
How do I manage participants in the Instructor Portal?
3. Purchase and assign eLearning vouchers:
- Purchase the vouchers you need for the course (if you don't have any on hand):
To access eLearning, participants require access to the learning management system (LMS) with an eLearning voucher. If you are delivering a Blended version of the course, it’s best practice to purchase these vouchers early in the workflow. Vouchers can take up to 1 hour to appear in the Instructor Portal from the point of successful payment. - Assign vouchers to your enrolled participants (weeks prior to the course date):
Assigning a voucher to a participant will generate an email to the participant with a link to the LMS and their course. This will also change the status of “LMS Enabled” to “yes”. LMS enrolments are completed in batches in the system every 30 minutes, and the “LMS Enrolled” status will change to “yes” once this has been processed and the eLearning account has been created. Face-to-face courses will always have LMS Enabled and LMS Enrolled equal to “no”.
4. Deliver the facilitated part of the course:
Keep track of those who attended the facilitated part of the course and make a note of those who withdrew or did not attend.
Important note for non-blended courses: In order to update your participants’ status after the course has been delivered, on the last day of course delivery at least one participant must be listed in the course with the status of Enrolled. Otherwise, your course will be automatically closed, and you will not be able to update or add the rest of your participants.
5. Edit the participant status for who either “Withdrew” or “Did not Attend”:
It’s good practice to manage the exceptions of your course delivery (withdrawals or those who could not attend your course) before managing those who did attend.
6. Mark all attended participants as “Attended”:
Important: Only mark participants as ”Attended” if they have completed all parts of the course delivery.
For Blended delivery: LMS Complete = “yes” indicates a participant has completed their eLearning. The system checks this status overnight. For example, if the participant completes their eLearning on 11 Feb, the LMS Complete status will update on 12 Feb. Participants MUST have completed their eLearning before you mark them as “Attended”.
7. Attended participants will receive their survey and accreditation assessment via email:
The “Attended” status triggers a sequence of up to 4 emails. The participant receives a Certificate of Completion for attending the course. A Certificate of Accreditation is generated if the participant successfully passes the Assessment.
1st email: “Thank you for attending a Mental Health First Aid course”.
The first email following course completion contains a link to complete the feedback survey and generates an attendance certificate. Please note: in order for the following emails and Certificate of Accreditation to be generated, participants must either complete the feedback survey or decline to complete the survey.
2nd email: “Mental Health First Aid Accreditation Assessment”
The second email will contain a copy of the participant’s Certificate of Attendance and a link to complete the post-course Accreditation Assessment.
3rd email: “Congratulations on passing your MHFAider Accreditation”
The third email contains the dates of Accreditation Certification & will allow a Certificate to be requested.
4th email: “Congratulations on becoming an Accredited MHFAider"
The final email contains the Certificate of Accreditation (pdf).
8. The course automatically moves to the "Completed" section:
Managing the participant attendance or non-attendance in steps 6 and 7 will make this process flow correctly. A course will move into your “Completed Courses” section when:
Course Start Date is in the past; AND
Course End Date is in the past; AND
Participant Status is either “Withdrew”, “Did Not Attend”, or “Attended”, and not “Enrolled”.
When all of the above are true, the course will move to “Completed Courses” via an overnight system batch process.
Please note that once a course is marked as “Completed”, you are no longer able to edit participant status. If you still need to add further participants or update participant statuses the day after your final Instructor-led session, please ensure that at least one participant still has the status of “Enrolled” on the last day of course delivery.