Limit access to learners' learning progress details for course admins and line managers

Introduction

LMS365 strives to ensure that customers have the relevant means to control privacy within their learning management solution with regards to personal information that can be perceived as sensitive in some organizational contexts.

This article will describe how to restrict the access to learners' learning progress details in LMS365 for course admins and line managers, the information that will be hidden when access is restricted, and the impacts on the progress dashboards and reports when access is restricted.

 

Limit access to learner details 

Required roles: LMS admin, Microsoft 365 global admin, SharePoint admin.

When Access to Full Learner Details for Course Administrators is disabled, course admins won't be able to track a learner's number of attempts, score, and time spent.

When Access to Full Learner Details for Line Managers is disabled, line managers won't be able to track learners' course and training plan scores in the downloaded learner's progress report.

 

To limit line manager and course admin access to learners’ details:

1. In the LMS365 Admin Center, go to > Global Settings > LMS Configuration > Access to full learner details.

2. On the opened Access to full learner details panel, drag the toggles to Off to disable Access to Full Learner Details for Line Managers and Course Administrators, if required. The default setting is Off.

3. Select Save to save the settings, or Cancel.

limit_access_to_details_of_learners.png

 

When course admins don't have access to full learner details

Hidden details

When the Access to Full Learner Details for Course Administrators toggle is off, course admins won't have access to specific learners' progress information:

  • On course and training plan progress dashboards and reports, the Score column won't be displayed.
  • Progress dashboards and reports that display learners' progress for content packages won't display the following details: score, scale, average time, and the number of attempts.
  • Progress dashboards and reports that display learners' progress for quizzes won't display the following details: score, time spent, number of attempts, average time.
  • Dashboards and reports that display learners' progress for learning modules won't display the following details: score, average time, and number of attempts.

In the next section, we describe each area of learners' progress dashboards and reports affected when the Access to Full Learner Details for Course Administrators option is disabled. 

 

NOTE   

The hidden information is still available via API, when building advanced custom reports via Power BI, and in other areas.

 

Changes to progress dashboards and reports 

Certain information won't be available for course admins on the progress dashboards and reports for courses and training plans.

In this section, we describe each area of the learner's progress dashboards and reports affected when the Access to Full Learner Details for Course Administrators option is disabled, and what information will be hidden by this setting.

 

Course and training plan progress details

When Access to Full Learner Details for Course Administrators is disabled, the course admin won't be able to track the score on the course and training plan progress dashboards because the Score column will be hidden, as you can see in the following image. The downloaded report from the course or training plan progress dashboard won't include the Score column.

The course and training plan dashboards can be found in the LMS365 Admin Center > Training Management page > select the relevant course or training plan > from the training management panel, choose Course/Training Plan Progress. To download the report from the course or training plan dashboard, select Download Report.

More information about the Course Progress dashboard and report, and how to read the information presented, can be found in this article.

More information about the Training Plan Progress dashboard and report, and how to read the information presented, can be found in this article.

 

no_score_column_on_the_course_progress_report.png

 

Content package details

When Access to Full Learner Details for Course Administrators is disabled, the course admin won't be able to track the following learners’ progress details for content packages:

  • The Scale and Score columns will be hidden on the Learners’ Details panel, and won't be included in the downloadable report.

The Learners’ Details panel can be found in the LMS365 Admin Center > Training Management page > select the relevant course > from the Course Management panel, choose Manage Course Content > select the relevant content package > View Learners' Details. To download the report from the panel, select Download Report.

For more information about the learners' progress for a content package in a course, see this article.

 

Group_83.png

 

  • The Score, Average Time, and Attempts columns won't be included in a course report that is produced for content packages and grouped by learner, as you can see in the following image.

To generate and download this report, go to the LMS365 Admin Center > Training Management page > select the relevant course > from the Course Management panel, choose Course Reports. Under Report type, select Content package and under Group by, select Learner. To download the report, select Export to Excel.

For more information about course reports for content packages, see this article.

report_on_content_package_grouped_by_learner.png

 

  • The Number of Attempts, Average Time, and Score columns won't be included in a course report that is produced for content packages and grouped by content package, as you can see in the following image.

To generate and download this report, go to the LMS365 Admin Center > Training Management page > select the relevant course > from the Course Management panel, choose Course Reports. Under Report type, select Content package and under Group by, select Content package. To download the report, select Export to Excel.

For more information about course reports for content packages, see this article.

 

image_202.png

 

Quiz details

When Access to Full Learner Details for Course Administrators is disabled, the course admin won't be able to track the following learners’ progress details for quizzes:

  • The Score and Time Spent columns will be hidden on the View Learner Details panel, and won't be included in the downloaded report.

The View Learners’ Details panel can be found in the LMS365 Admin Center > Training Management page > select the relevant course > from the Course Management panel, choose Manage Course Content > select the relevant quiz > View Learners' Details. To download the report from the panel, select Download Report.

For more information about the learners' progress for quizzes, see this article.

 

the_dashboard_without_score.png

 

  • The Score and Attempts columns won't be included in a course report that is produced for quizzes and grouped by learner, as you can see in the following image.

To generate and download this report, go to the LMS365 Admin Center > Training Management page > select the relevant course > from the Course Management panel, choose Course Reports. Under Report type, select Quiz and under Group by, select Learner. To download the report, select Export to Excel.

For more information about course reports for quizzes, see this article.

 

image_208.png

 

  • The Number of Attempts, Average Time, and Score columns won't be included in a course report that is produced for quizzes and grouped by quiz, as you can see in the following image. 

To generate and download this report, go to the LMS365 Admin Center > Training Management page > select the relevant course > from the Course Management panel, choose Course Reports. Under Report type, select Quiz and under Group by, select Quiz. To download the report, select Export to Excel.

For more information about course reports for quizzes, see this article.

 

image_210.png

 

Learning module details

When Access to Full Learner Details for Course Administrators is disabled, the course admin won't be able to track the following learners’ progress details for learning modules:

  • The Score, Average Time, and Attempts columns won't be included in a course report that is produced for learning modules grouped by learner, as you can see in the following image.

To generate and download this report, go to the LMS365 Admin Center > Training Management page > select the relevant course > from the Course Management panel, choose Course Reports. Under Report type, select Learning module and under Group by, select Learner. To download the report, select Export to Excel.

For more information about course reports for learning modules, see this article.

 

report_om_learning_module_without_score.png

 

  • The Number of Attempts, Average Time, and Score columns won't be included in a course report that is produced for learning modules grouped by learning module, as you can see in the following image. 

To generate and download this report, go to the LMS365 Admin Center > Training Management page > select the relevant course > from the Course Management panel, choose Course Reports. Under Report type, select Learning module and under Group by, select Learning module. To download the report, select Export to Excel.

For more information about course reports for learning modules, see this article.

 

report_on_learning_modules_without_score__attempts.png

 

When line managers don't have access to full learner details

When Access to Full Learner Details for Line Managers is disabled, line managers won't be able to track learners' course and training plan scores in the downloaded learner's progress report because there Score column won't be included in the report. Other learner progress information will still be available to the line manager.

For more information about the learner's progress dashboard and report that's available to line managers, see this article.

 

NOTE   

The hidden information is still available via API, when building advanced custom reports via Power BI, and in other areas.

 

The line manager can download the learner's progress report via My Training Dashboard > Line Manager Dashboard > Select the relevant learner > View Learner's Progress > select Download Report.

 

the_report_without_the_score_column.png

 

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