Instructors manage course participants by navigating to the Manage > Participant Management option in the Instructor Portal.
From this menu, navigate to the Manage Participants tab.
Sort courses in descending or ascending order.
This feature enables you to sort your courses by descending or ascending order and whether you're a primary facilitator or co-facilitator.
This makes it easier for Instructors to manage older courses or newer courses.
Manage Participants options
The options in this menu enable Instructors to manage one participant at a time or multiple participants.
To change the status of a participant, follow these steps:
- Select the participant using the check box next to their name
- Select the status you wish to apply (Attended, Withdrew, Did Not Attend, Remove)
Once you select the option, you will be presented with a dialogue box on the screen to confirm your selections.
Which status to use
At the top of the Manage Participants screen, there is a description of each option and when to use them. The supporting video goes into additional detail.
- Withdraw: Participants who notified you before the course commencement (either eLearning or Instructor-led session) to withdraw their participation in the course.
- Did Not Attend: Participant couldn't attend the Instructor-led sessions on the specific date, but might want to in the future.
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Transfer: Moving participants to a different course. You can only transfer participants to another course that you are delivering, not to a course that another licensed Instructor will be delivering. It has to be the same type of course with the same delivery method.
Please note: if the participant has already been assigned the eLearning vouchers, their eLearning voucher will be transferred with them. - Mark Enrolled: Your participants will start with an enrolled status, but you can move them back to enrolled if their status was Did Not Attend.
- Mark Attended: Participants who have completed all required components of a course. For example, for a face-to-face course, if they attended both/all sessions. For blended courses, if they have completed their eLearning and attended the Instructor-led sessions.
- Removed: Participants whose details have been incorrectly or accidentally added, and no longer need to be in the system.
It’s important to know that once you mark a participant as “Attended”, you will not be able to change their status from this point onwards.
The reason for this is that when a participant is marked as Attended, this triggers a set of automations that provide the participant access to their feedback survey and accreditation assessment.
If you’ve marked a participant as “Attended” by mistake, please contact the Support Services Team via email at mhfa@mhfa.com.au with the subject line: ‘Marked attended by mistake’.
>> Click here to view the Participant Management overview video
Correcting spelling errors and email addresses
Instructors are not able to change the spelling or email address of any participants they enter into the Instructor Portal.
The reason for this is that these details are populated in the Learning Management System (LMS) as part of the enrolment process. Any changes to participant details must be submitted to the Support Services team via email at mhfa@mhfa.com.au with the subject line: ‘Update participant details’.
In your email, please ensure you identify:
- the incorrect details, AND
- the correct details that we need on each system.
Remember, these details will appear on the participant’s Certificate of Accreditation.
Closing your courses
Your courses remain open until all participants are marked as attended, did not attend, or withdrew. In other words, if you have a participant with the status of “Enrolled” in your course; the course will remain open.
It’s important to ensure you close your courses, as this will impact reporting that counts your courses towards your license maintenance.
Open courses do not count towards license maintenance.