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You can define your audience in learning resources by using the domain tab or the people tab. Click on a section below for instructions:
Adding Audiences to Learning Resources
Configuring Requirement Settings
Using the Domain Tab to Define Your Audience
Using the People Tab to Define Your Audience
Adding Audiences to Learning Resources
The assignment of learning resources assures that learners have access to the material they need. During this process it is the responsibility of System Administrators to accurately assign learning resources to defined audience. Begin this process by accessing “Maintain Learning Resources” under the resources tab in the Administrator view.
Search for the resource. Once found access the “audience” tab within the resource.
Click the “Add Audience” to begin adding your audience.
Provide a title for the audience and also type in information about the audience in the description section. Typing pertinent information in the description section is extremely helpful regarding future reference.
Click the update button after you have added a title and description.
Configuring Requirement Settings
After adding the audience, configure the audience settings. Start by choosing Required Activity in Development Plan as the Course Option. This will ensure that the learning resource appears in the Auto Enrollments section of the learner's plan.
For additional guidance, feel free to review the following video.
Set the Effective date for the requirement and the desired due date type.
The table below explains each due date type.
Due Date Types | |
No Due Date
| This is the default. No due date for completion will be administered to the audience. |
Static Date
| Use this option to give everyone in the audience the same due date. This option displays a Static Date box. Click the calendar icon to bring up the calendar, from which you can select the course completion deadline. |
Days after membership in audience
| When this option is selected, three new options will appear. Enter Number of Days a learner has to complete the course after the requirement becomes effective for that learner. Use the Domain field to select the target audience. Selecting “Required Audience” assigns the due date based on the date a learner becomes a member of the defined required audience. Enter an earliest possible Due Date. The system will use this date if the calculated due date for a learner is earlier than the earliest due date. When a requirement is initially created, existing learners may have “joined” the required audience months or even years earlier. Using this field will prevent learners from receiving a due date that is in the past. |
Days after pre-requisite complete
| Select this option, and enter the number of days the learner has to complete this resource after completing its pre-requisite. |
If applicable configure Expiration Options for the required audience.
This puts a time frame on the validity of the learner’s completion. After a time that you designate, the completions for the learners within the audience will no longer be valid and the requirement will go back into effect.
If the learning resource needs to be assigned as a reoccurring requirement and the content does not drastically change, this could be a good option. If your content will have major changes from for each assignment, do not use this option. Instead, create a new learning resource with the new content and indicate the year in the title of the learning resource.
For additional guidance, feel free to review the following video.
Tip
When using this option, do not change the title of the learning resource to reflect the year. If you want to report on learner enrollments for resources by year, you will need to create a new and separate resource.
Expiration Options | |
| Expires In |  N Days After Completion - Enter the number of days that should trigger expiration after a learner completes the course. For example, to trigger expiration one year after a learner completes a course, enter “365.” OR  Static Date – Enter the date and number of years that learners will have to complete the course again. This date will be the same for all learners no matter when the course was completed. |
Expiration Appearance | Defines the number of days prior to expiration that a course should appear on the learners’ development plan. For example, if a course expires annually, but the learner should see the course on their development plan 90 days prior to expiration enter “90.” |
Using the Domain Tab to Define Your Audience
From here, the learners within your audience can be defined by specific “Domain” categories. This ensures the learning resource appears on the plans of your target audience. The audience has to be defined.
For additional guidance, feel free to review the following video.
Tip
Do not use All Johns Hopkins Employees.
Select from the list of domains to define your audience by using the Domain drop-down list.
After choosing the Domain Category, you will need to use the Search field to find the code for that specific domain category. If you do not know the code for the domain, please contact and HR Specialist for assistance with obtaining the specific domain code.
When you have identified the domain code you want to add, select the check box next to the code.
Then click the Add button in the middle of the screen to add the domain code to the mapping section of the audience. To define your audience you can repeat this step using as many domain codes as you need.
The domain(s) you add will appear in the Mapping panel on the right side of the screen.
Below the Mapping section are options for how multiple domains can be joined together. By default the system will simply add all of the domains together. This means that if audience members meet all of the set criteria in the Mapping section, they will be pulled into the audience.
The additional Join options are defined below. Only utilize these options when applicable.
Join: Add; Extent: Include All
This is the default. When this is selected, the audience will include learners who are members of all the selected domain elements.
Join: Or; Extent: Include All
Changing the “and” to “or” broadens your audience. Now learners just have to be in at least one of the selected domain elements to be a part of the audience.
Join: Add, Extent: Exclude All
When this is selected, the audience will include all learners except those who are in all the selected domain elements.
Join: Or, Extent: Exclude All
Changing the “and” to “or” narrows your audience. Now the audience will include all learners except those who are in any of the selected domains.
For our example, “And” as well as “Include All” was selected. This is the best practice to create a specific audience. Now the learning resource will be assigned to learners that meet this specific combination of criteria. The learning resource will appear on their plans under the Auto-enrollments tab.
To verify the number of people within the audience you defined, use the count audience feature.
For a detailed review, of the audience members, use the Export Audience or View Audience features.
Using the People Tab to Define Your Audience
The other option for defining an audience is to use the people tab. When using the people tab, the Mapping section can be left blank. If you have a list of JHED IDs for learners, the learning resource can be assigned to them by simply using copy/paste. The instructions provided here can be applied to exclude learners from the audience as well. To exclude learners from the requirement, instead of using the Include list, use the Exclude list.
Click the people tab to begin that process.
From here, learners can be added one by one, to the include list section.
The other option is to use the “Add from Clipboard” feature. From here a list of multiple JHED IDs can be copy and pasted to import numerous learners to the include list.
After clicking the “Add from Clipboard” button, you will be presented with several unique identifiers that can be used to paste the data for audience.
Choose the appropriate identifier, based on the information you are ready to paste. Keep the data separation option at the default of “tab”. Click next to advance.
In this example, JHED IDs were used. Once you have pasted the identifiers for the learners, click “Next”.
An opportunity will be given to verify that the data you posted is without error.
Setting Up Required Course Notifications
Anytime a learning resource is assigned as requirement, learners need to be notified that requirement is on their plans. Required course notifications are not automatically distributed and need to be enabled. Also note that the notifications are blank and need to be populated with a message of your choosing. Click the required course notification tab to enable your desired email notifications.
There are several required course notification options.
Tip
The best practice is to enable the required learning, no completion, and past due notifications.
If you chose to configure Expiration Options for the required audience, it would be necessary to enable the expired course notification as well. Once the learners’ completions are no longer valid, this notification can be used as reminder that they need to complete the course again.
After you have created and enabled the notifications, you can review the audience you added to verify that it is accurate. If the audience meets the specific criteria you defined, your desired notifications are enabled, and the audience options (course, visibility, requirement, expiration) are appropriate, click save and close.
Related Topics
How do I create and add an audience template?
How do I use Mapping Curricula to assign learning resources?