Professional learning
This module is used to maintain all aspects of Professional Learning (PL) events including assigning participants.
Create a Professional Learning (PL) event
The form is divided into several sections to capture all necessary details when creating a new Professional Learning (PL) event.
Click Add Event.
Enter event details: Provide as much information as possible to ensure clarity and completeness.
Click Submit to save and create the event.
Information about fields in the form
Event Code: Use this field as an internal identifier (e.g., add a VIT program code for tracking purposes).
End Date: Automatically defaults to the same day as the start date unless a different date is specified.
Accreditation: Select an accreditation from the dropdown menu to assign to all participants who successfully complete the event.
Auto Assign Staff: Enables automatic enrollment of staff in the event, filling available places based on the order in which requests were received.
Event Options
Private: This PL event is only visible to assigned participants and staff members in the selected groups.
Internal: Indicates that the PL event is held within the school.
Disable PL Approvals: No approval is required for staff to attend this PL event.
Duration
The event duration is automatically calculated based on the start and end times you provide. However, you can also manually enter the duration if needed.
Setup
See Setup Professional Learning (PL) groups
See Setup Professional Learning (PL) categories
Filter and search Professional Learning (PL) events
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage Professional Learning (PL) events search results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Status indicators for progress of Professional Learning (PL) events
Active
Requested
Deleted
Number of participants approved to attend
Status indicators of applications to attend Professional Learning (PL) events
Requests to attend
Number of requests pending approval
Status indicators for Australian Professional Standards for Teachers
This key provides an overview of all the APST standards that apply to the listed Professional Learning (PL) events.
A key is displayed for each standard.
Hover over a standard to view its description.
Color Indicators:
By default, each standard is highlighted in red.
Standards relevant to the Professional Learning (PL) event are highlighted in green for easy identification.
Download details of a Professional Learning (PL) event as PDF
Click Download.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Add a Professional Learning (PL) event to calendar
The exact steps may differ slightly depending on your computer and operating system.
Click Add to calendar icon button.
Locate the downloaded file (usually in your "Downloads" folder).
If a file (e.g.,
.ics) is downloaded, open it. Your calendar application should automatically launch and prompt you to add the event.
Save the event:
Review the event details (date, time, location, etc.) and click Save or Add to Calendar to confirm.
Download a Professional Learning (PL) event file
This is a file containing information about the Professional Learning (PL) event (If available).
Click Download.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Link to Professional Learning (PL) event website
Click Event Name link text (if available).
Revision of a Professional Learning (PL) event
The Professional Learning (PL) event revision process facilitates a dialogue between the staff member submitting the Professional Learning (PL) event request and the PL manager. It is used to refine and clarify the details of the Professional Learning (PL) event before final approval.
The Revision Status column indicates the current status of PL event requests. Use the Edit button to open the PL event edit window, where details can be reviewed and changes made.
Status indicators of requests for Professional Learning (PL) events
New Professional Learning (PL) event request: check if revision required
Revision required and response pending: Awaiting staff member’s response.
Revision submitted: Staff member has addressed the requested changes.
Check if revision of a Professional Learning (PL) event is required
A new Professional Learning (PL) event request is indicated by the New Professional Learning (PL) event request icon
Click Edit icon button.
Review the details and determine if the staff member needs to add or clarify any information.
If revision is required, notify the staff member.
Notify a staff member that revision of a Professional Learning (PL) event is required
Click Edit icon button (or other relevant buttons that opens the Professional Learning (PL) event form).
Click the Revision Required button.
Enter your comments detailing the required revisions.
Click Submit.
Once submitted:
The revision comments are saved.
The staff member is notified via email that revisions are required.
The status icon changes to Revision Required.
Check a revised Professional Learning (PL) event submission
When the staff member has addressed the requested revisions, they will click the Save & Submit Revision button. This notifies the PL manager and updates the status to indicate the revision has been submitted.
Click the Edit icon button.
Review the revised details to determine if further clarification is needed or if the revision process is complete.
If the Professional Learning (PL) event is ready, proceed to Make Active.
Modify a Professional Learning (PL) event
After creating a Professional Learning (PL) event, you can modify its details and add information such as event files, relevant APST standards, assigned participants or PL groups, and post-event feedback and evaluation. Additional functions become available after saving the PL event. The form is organised into sections for capturing all necessary details.
Click Edit icon button (or other relevant icon buttons) to open the Professional Learning (PL) event form.
Actions in the Professional Learning (PL) event form
Copy a Professional Learning (PL) event
This feature allows you to create multiple copies of an existing Professional Learning (PL) event
Click Copy Event.
Enter the necessary details for the new event(s).
Select the date(s) for the new PL event(s).
Optional: Check the box to copy participants from the original event to the new event(s).
Click Copy.
The new PL event(s) will now appear in the Manage PL Events list.
Distribute a Professional Learning (PL) event to other campuses
This feature allows you to distribute a centrally created Professional Learning (PL) event to specific sites within a multi-campus school.
This feature is only available for multi-campus schools.
The event details are copied to each selected site.
Changes made to the original event must be updated separately in each distributed copy.
Click Distribute to Other Campuses.
Select Sites: Choose the specific sites where you want to distribute the PL event.
Assign a PL Category: Select the appropriate PL Category for each site. A red corner in the field indicates that the category assignment needs to be saved.
Click Distribute.
Confirm the distribution.
The PL event will now be available to staff at the selected sites.
Download details of the Professional Learning (PL) event as a PDF
Click Download icon button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Make a Professional Learning (PL) event active
This action makes a PL event available to selected participants.
Click the Make Active button.
Confirm the action.
The event status will be updated accordingly.
Make a Professional Learning (PL) event inactive
This action removes a PL event's availability to participants.
Click the Make Inactive button.
Confirm the action.
The event will be marked as inactive.
Delete a Professional Learning (PL) event
This action marks a PL event as deleted, but it is not permanently removed from the system. It can be recovered.
Click Delete.
Confirm the deletion.
The event will be marked as deleted.
Permanently delete a Professional Learning (PL) event
This option is only available for PL events that have already been deleted. This action is irreversible.
Click Permanently Delete.
Confirm the deletion.
The selected PL event will be permanently deleted from the system.
Professional Learning (PL) event file
You can upload a file containing information about the Professional Learning (PL) event. This file will be included with the event details. The Event File field is located in the event details section of the form.
Add or replace a Professional Learning (PL) event file
Click the upload or replace icon button.
Click Browse to select a file.
Click Upload.
The file name appears as a clickable link and a remove button also appears.
Remove a Professional Learning (PL) event file
Click the remove icon button.
Confirm file removal.
Download a Professional Learning (PL) event file
Click the File Name link.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Standards section
The Australian Professional Standards for Teachers (APST) can be applied to Professional Learning (PL) events to guide staff reflection and support registration reporting.
Add APST Standards to a Professional Learning (PL) event
Select the relevant APST Standards that align with the Professional Learning (PL) event.
Choose all applicable APST Domain Descriptors.
Click Save.
Once saved, the selected APST Standards will be accessible to staff for their reflection activities.
Add CECV Standards to a Professional Learning (PL) event (for Catholic schools)
Enter the total hours of the Professional Learning (PL) event that align with the CECV Standards.
Click Save.
The selected CECV Standards will then be included in the staff’s CECV reporting.
Participants section
The Participants section allows you to manage staff attendance for a Professional Learning (PL) event.
The section displays two lists:
Event Participants (Staff Attending): Staff confirmed to attend the event.
Available: Staff eligible to attend but not yet assigned.
The number of staff in each list is shown for easy reference.
Quick assign staff to a Professional Learning (PL) event
You can quickly assign staff to the event using predefined Professional Learning (PL) event groups.
Select a group from the dropdown menu.
Click Add Selected to assign all members of the group to the event.
Once assigned:
The Event Participants (Staff Attending) and Available lists will update automatically.
Email notifications will be sent to the assigned staff.
Add all available staff to a Professional Learning (PL) event
Click Actions to expand the menu.
Click Participants - Add ALL.
All staff members will be moved from the Available list to the Event Participants (Staff Attending) list.
Remove all participants from a Professional Learning (PL) event
Click Participants - Remove ALL.
All staff members will be moved from the Event Participants (Staff Attending) list to the Available list.
Mark all participants as attended for a Professional Learning (PL) event
This shortcut marks all participants as having attended the PL event.
Note: This action should only be used for PAST events. For future events, attendance will be automatically assigned when the event takes place.
Click Actions to expand the menu.
Click Participants Status - Set ALL Attended.
Confirm the action.
Important: By selecting "Yes," any accreditation assigned to this event will NOT be added to the participants' records and must be added manually.
Mark all participants as attended and verified for a Professional Learning (PL) event
This feature allows you to quickly add and verify accreditations for all staff who attended a past PL event.
Click Actions to expand the menu.
Click Set All Attended.
Click Set All Accredited and Verified.
This will automatically create a verified accreditation record for each staff member who attended the selected PL event.
Send an email to participants of a Professional Learning (PL) event
Click Actions to expand the menu.
Click Send Email - To Participants.
Select the recipients.
Enter the email details.
(Optional) Use the checkbox to attach an approval form to the email.
Click Send.
Export a spreadsheet of staff attendance for a Professional Learning (PL) event
Click Export Attendance List.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Manage grid results of Professional Learning (PL) event participants
The Event Participants panel displays the list of staff members assigned to attend the Professional Learning (PL) event.
Remove a participant from a Professional Learning (PL) event
Click the Remove icon button.
Confirm the removal.
Mark a Professional Learning (PL) event participant’s status as attended
Check the Attended checkbox.
View staff feedback for a Professional Learning (PL) event
This option is only available when a staff member has submitted feedback for the event. Feedback is also included in the Feedback and Evaluation section.
Click the View Staff Feedback icon button.
Download approval form for a participant of a Professional Learning (PL) event as a PDF
Click the Download Approval Form icon button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
View cover required details for a participant of a Professional Learning (PL) event
This option is available if cover details have been added for the staff member’s absence.
Click the View Cover Required icon button.
Action staff applications to attend a Professional Learning (PL) event
Review a staff application to attend a Professional Learning (PL) event
The Available panel displays a list of staff who have requested to attend the Professional Learning (PL) event.
Accept a staff application to attend a Professional Learning (PL) event
Click Add Staff to Event Participants icon button.
The staff member will be moved from the Available to the Event Participants (Staff Attending) list.
Decline a staff application to attend a Professional Learning (PL) event
Click Decline staff request icon button.
(Optional) Enter a comment or reason for declining.
Confirm the action.
Groups section
The Groups section is only applicable to Private Events. It allows you to select groups of staff who will see the event in their Available Professional Learning (PL) Events list and be able to apply to attend.
To manage which staff are included in specific groups, use the Setup Professional Learning (PL) event groups feature.
Control staff access to a Professional Learning (PL) event
The Groups section is used to control which staff members can see and apply for a Professional Learning (PL) event.
Select groups for a Professional Learning (PL) event
Use the checkboxes to select the groups of staff you want to make the PL event available to.
Click Save.
Once saved:
Only staff members within the selected groups will see this PL event in their Available Professional Learning (PL) Events list.
These staff members will be able to apply to attend the event.
Feedback and evaluation section
This section displays feedback and evaluations submitted by participants after attending the Professional Learning (PL) event. Use this information to gain insights into participant experiences and assess the event's effectiveness.
Participant Feedback: View individual feedback and evaluation comments.
Response Count: The number of feedback submissions is shown in the tab title.
Feedback is also included in the Staff feedback within the Event Participants (Staff Attending) panel of Participants section.