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iLearnOregon provides access to mission-critical training for more than 20,000 staff and partners and maintains training records for more than 75,000 users. Staff and partners of the Department of Human Services and the Oregon Health Authority use iLearnOregon for training and for online "eLearning modules." iLearnOregon is also the training site for our agencies and partners.

This page includes information on how to use iLearnOregon, answers to common questions, links to instructions and manuals, and more. See the following sections:

  • FAQs for Staff and Partners
  • FAQs for Managers
  • FAQs for Course Administrators, eLearning Developers and Instructors

  • News and Updates

      
      
    5/18/2017How to Use Directory Update to enter your manager
    5/9/2017Email updating for staff
    5/9/2017Printing a Certificate
    3/1/2017Updates for Course Administrators
    10/26/2016BuiltinReportsGuideV5


    FAQs for Staff and Partners

      
    Question
    Answer
    01
    Where do I access iLearnOregon?

    State employees can check their Internet Explorer bookmarks or go to: https://ilearn.oregon.gov

    02
    I'm a DHS|OHA partner. How do I get an account?

    Partners may already have an account that was transferred from the previous system, The Learning Center. Follow these instructions to find your existing account or create a new one.

    For Non-state DD Partners and Service Providers: ​These instructions are intended for Brokerages, Community Developmental Disability Programs and DD Service Providers: iLearn Instructions for DD Partners.pdfiLearn Instructions for DD Partners.pdf
     
    For Oregon State Hospital (OSH) Partners: Here are instructions on how to create an account: OSH Partner Account Creation.pdfOSH Partner Account Creation.pdf
     
    For Oregon Public Health Partners: Public Health User Guide.pdfPublic Health User Guide.pdf
     
    For Oregon Health Licensing Partners: PartnerInstruction_HLO.pdfPartnerInstruction_HLO.pdf
     
    For Volunteers: Volunteer User Guide.pdfVolunteer User Guide.pdf
     
    For Adult Foster Homes, Assisted Living and Residential Care Facilities, and Nursing Facilities: PartnerInstructions_AFH_ALF_RCF-NF_112016.pdfPartnerInstructions_AFH_ALF_RCF-NF_112016.pdf
     
     
    For Personal Support Workers in the Home Care Commission: PSW_Orientation.pdfPSW_Orientation.pdf
     
    02
    I'm a state employee. How do I login for the first time?

    iLearn accounts are automatically created for state employees and temporary employees.​

    For State DHS|OHA Staff only, here's a guide for the first time you log in: Staff_Instructions_v9.pdfStaff_Instructions_v9.pdf

    The Staff Instructions include:

    • First-time login information
    • How to change your password
    • Adding password security questions
    • Adding your manager
    02
    What should I do if I forget my password?
    1. ​On the iLearnOregon login page, click "Forgot your password?" (located under the Password field). If you don't know your Login ID, try your OR number. If you've set up Security Questions in your account, you'll be prompted to answer a question. You can then reset your password and enter your account.
    2. If that doesn't work: ​On the iLearnOregon login page, click "Forgot your login ID?" (located under the Login ID field). You'll be prompted to enter your last name and email address. NOTE: This information must match the information in Outlook. DHS|OHA staff email accounts must be in the format: your.name@dhsoha.state.or.us
    3. ​If that doesn't work: Contact the Service Desk at 503-945-5623 or DHS.SERVICEDESK@dhsoha.state.or.us
    4. For the future: Once you're logged into your account, set up security questions. This will enable you to easily reset the password yourself if you forget it again. Follow these instructions: Security questions.pdfSecurity questions.pdf
    03
    Who do I contact if my account is locked out?

    Please call the DHS OHA Service Desk at 503-945-5623.

    04
    How do I find a course and register?

    Here's registration information for classroom and online courses:

    How to register for a classroom course.pdfHow to register for a classroom course.pdf

    How to register and take an online course.pdfHow to register and take an online course.pdf

    05
    When I try to take an online course, I get an error message: "You don't have permission to view this course."

    ​First, make sure your profile reflects that you are in either the DHS or OHA organization.

    If you're a DHS or OHA employee, try changing the compatibility settings in your Internet Explorer (IE) browser. Here's how: HowTo_compatibilityMode_IE11.pdfHowTo_compatibilityMode_IE11.pdf

    If your organization shows “Other non state employee,” please follow these instructions to update it to your DHS partner or OHA partner organization: HowtoChangeOrganization_Partners-Providers.pdfHowtoChangeOrganization_Partners-Providers.pdf

    06
    How do I find the location where my class is being held?

    ​When you register for a course, to the left of the Enroll button, you'll see an "i" with two arrows. Click on the arrows to see course information, including the location. Click the "Map/Directions" link to display the building address. From there, you can click "Get Directions" to go to MapQuest.

    After you enroll in a course, the email confirmation you receive (and all email reminders) will include course information, including the location and address.

    07
    I think I have more than one iLearnOregon account. Can the accounts be merged?
    Please email the DHS|OHA Service Desk at dhs.servicedesk@dhs.oregon.gov
    08
    How do I update my email address?

    For Staff: If you're a DHS|OHA employee, your email address is automatically transferred from Outlook. 

    For Partners: Log into your iLearnOregon account. In the top right portion of the screen, roll over your name. In the dropdown menu, choose My Account. In the User Information section, click the Edit button. Change your email address, then click the Save button.

    09
    How do I update my manager?

    For staff: ​Change your manager in the DHS|OHA Directory. See these instructions: How to Use Directory Update to update your manager in iLearn_v2.pdfHow to Use Directory Update to update your manager in iLearn_v2.pdf

    For Partners: See these instructions on how to change your manager: Manager.pdfManager.pdf

    10
    How do I add password security questions to my account in case I forget my password?

    By setting security questions, you can easily change your iLearnOregon password if you forget it. ​Click for information: Password.pdfPassword.pdf

    11
    What notifications does iLearnOregon send me?

    You'll receive emailed notifications for classroom courses, webinars and curriculums if:​

    • There are changes to the course, like a new location, date or time.
    • The course is cancelled.
    • You're on a waitlist and become enrolled in the course. 

    Note that email notifications are not sent for eLearning (online) courses.

    11
    How do I print a certificate after I complete a course?

    ​Follow these instructions: Printing a Certificate.pdfPrinting a Certificate.pdf

    12
    How do I add self-reported learning?
    13
    I’m not receiving email from iLearn. What's going on?

    There are a few reasons this could happen.

    1. Do you have an email address in your profile?
    2. Is your email address correct?
    3. If these don't work: have you checked your email spam filter?
    4. It’s also possible that your instructor didn’t set reminder emails for your course section. Emails are not set up automatically for reminders in iLearn. If you’ve checked everything above and still don't receive emails, contact your instructor.
    5. Emails are not sent for online courses.
    14
    How do I access NetLink courses in iLearn?

    ​Follow these instructions: NetLink.pdfNetLink.pdf

    18
    Where do I view my transcript?

    ​Follow these instructions: How to access and print your transcript.pdfHow to access and print your transcript.pdf

    19
    I took a training and it doesn't appear on my transcript. What happened?

    ​This could happen for several reasons.

    1. The name of the course is different. It could be:

      Online: 24/7 Mandatory Reporter Training (C05401)
      OR
      DHSOHA - HR - 24/7 Mandatory Reporting Training - C05401
    2. You started an online course prior to October 27, 2016 in the Learning Center. If you didn't complete it, the course will not appear on your iLearnOregon transcript.

    NOTE: If you finished a course in the Learning Center but it doesn’t show as Completed in iLearnOregon, contact DHS Training: dhs.training@state.or.us



    FAQs for Managers

      
    Question
    Answer
    01
    How does my new employee get a profile in iLearnOregon?
    • Employees who have worked for another state agency will use their existing iLearn account. Update the account using these instructions: Staff_Instructions_v9.pdfStaff_Instructions_v9.pdf
    • New employees will receive a profile in iLearnOregon automatically after data entry for the hiring Personnel Action. Use the above Staff Instructions to help with new employee orientation.
    • First time login for new employees hired after July 2, 2016 will be their OR# for both their login ID and password. The OR is capitalized.

     

    02
    How do my staff add me as their manager in iLearn?

    ​Please have your staff follow these instructions: How to Use Directory Update to update your manager in iLearn_v2.pdfHow to Use Directory Update to update your manager in iLearn_v2.pdf

    03
    What manager resources are available for iLearn?

    ​This handout includes the instructions you'll need to acess training records, reports and more: Managertoolkit_v8.pdfManagertoolkit_v8.pdf

    Do you need to see employee certifications or self-reported learning? Here's additional information: Transcripts with certifications020317.pdfTranscripts with certifications020317.pdf

    05
    Will I get notices from iLearnOregon when my employee signs up for training?

    Yes. In iLearnOregon, your employees will be asked to select you as their manager in their profile. This will allow you to receive system notices when an employee signs up for training.

    No notifications are sent for online (eLearning) courses.

    07
    What is the My Team area in iLearnOregon?

    When an employee selects you as a manager, the My Team area will appear as a new menu in iLearnOregon.

    Check back later for a My Team instruction guide. We’ll send a communication to managers once all staff are better oriented to iLearnOregon and have begun accessing training here.

    09
    Where is the most recent version of the Oregon State Hospital’s Manager Guide?

    This is version 2, published on Sept. 1, 2016. This is for nursing managers and non-nursing managers at Oregon State Hospital only: NursingMgrGuide_v2.pdfNursingMgrGuide_v2.pdf

    10
    Under My Team, I see a team icon showing my manager’s teams. Can I pull reports for their employees?

    Manager reports only include your direct reports. Unfortunately, they do not include indirect employees.

    11
    I’m receiving notifications from staff who no longer work for me. How do they change their manager?

    ​Here are instructions for employees who change jobs: How to select your manager.pdfHow to select your manager.pdf

    12
    How can I view staff who have selected me as their manager in iLearn?

    Follow these instructions to see who has added you as their manager in iLearn under My Team: MgrMyTeamInstructions_v3.pdfMgrMyTeamInstructions_v3.pdf

    13
    My staff needs to complete online courses by a certain date. Can I send automatic notifications from iLearn?

    ​No. iLearn does not send automatic notifications for enrollment in, or completion of, online (eLearning) courses. NOTE: This applies to online courses that are available 24/7, not webinars. Webinars can have the same notifications sent as classroom courses.



    FAQs for Course Administrators, eLearning Developers and Instructors

      
    Question
    Answer
    01
    What is a course administrator and who can attend training?

    A course administrator can

    • Add courses to iLearn
    • Enroll students in courses
    • Mark attendance, and other administrative functions.

    Course administrator training is for DHS|OHA employees only. All training sessions are available in iLearn. To register for a classroom session, go to: http://go.usa.gov/xKz8w

    For our remote Course Administrators, sessions will be offered through NetLink. To register, go to: http://go.usa.gov/xKz8T

    02
    What is the most current version of the Course Administrator guide?
    03
    What is the most current version of the eLearning Administrator Manual?
    04
    What is the most current guide for Instructors?

    The current version of the Instructor Guide is: iLearnOregon Instructor Guide 6-16-16v5.pdfiLearnOregon Instructor Guide 6-16-16v5.pdf. Note that instructors have the ability to update attendance, email students and print rosters.

    04
    How do I access and work with reports in iLearn?

    Use the built-in reports that are available in iLearn: BuiltinReportsGuideV6.pdfBuiltinReportsGuideV6.pdf

    Or use MS ReportBuilder to have more data options: iLearnOregon-MS-ReportBuilder-guide-082317.pdfiLearnOregon-MS-ReportBuilder-guide-082317.pdf

    05
    What is the most recent version of the Protocols document?

    ​The most recent version is: iLearn Protocol Guide v7 06.15.16.pdfiLearn Protocol Guide v7 06.15.16.pdf

    06
    Where can I test my iLearn courses before putting them into the iLearn production site?
    07
    How do I activate my courses that moved over from the Learning Center?

    Here are instructions on how to activate courses in iLearnOregon: Activating Courses JITR_6-5-17.pdfActivating Courses JITR_6-5-17.pdf

    07
    Where are the templates for training announcements and space available messages?

    The following templates are available for use in marketing courses to staff and partners. Please use the logo and marketing tools to distinguish courses in the Learning Center from courses in iLearnOregon.

    Space Available template: iLo_spaceAvailable_v2.docxiLo_spaceAvailable_v2.docx

    Logo for migration: iLO-graphic3-teal.jpgiLO-graphic3-teal.jpg

    08
    Where is the template for partner instructions?

    Template for Partner Instructions (NOTE: To download, right click on the link and save): PartnerInstructionTemplate_121216_v8.docxPartnerInstructionTemplate_121216_v8.docx

    Use the template for partner instructions as an attachment with your marketing messages. The most up-to-date version is located here. You’re welcome to use parts of it or the whole document.
    09
    How soon will we be able to start uploading online courses?

    As soon as you complete the Course Administrator training, you will have access to add and update SCORM courses.

    09
    How do I upload online courses to iLearn? Once they're uploaded, how do I update them?

    ​First, see an earlier FAQ for a link to the latest eLearning Manual.

    There are also online instructions in iLearn. For the module, iLearn: Adding SCORM Courses, go to https://go.usa.gov/xNm9E. To see iLearn: Updating SCORM Courses, go to https://go.usa.gov/xNm9H
    12
    Can we upload PDFs directly to iLearnOregon?

    ​Yes, PDFs can be loaded as documents into iLearnOregon. Learners would search for it in the Learning Catalog. A PDF can be bundled in a curriculum with the course.

    13
    What types of notifications can I send to students?

    ​Here's a detailed list of notification types:Notifications_CourseAdmin.pdfNotifications_CourseAdmin.pdf

    Here's a simplified list of common notification types: Notifications_AllStaff.pdfNotifications_AllStaff.pdf

    14
    Where is the iLearnOregon test site (or “sandbox”)?

    Please use the test site for testing your eLearning modules and to practice using the site functionality: https://ilearn-test.oregon.gov/Default.aspx

    15
    What is the SCORM debugger window? Why does it pop up when I’m accessing an eLearning module in the test site?

    ​The SCORM debugger is a tool you can use to find out if there are any issues with your course communicating with iLearnOregon. The window is only available in the test site. It launches in the background while you launch and complete a course. We recommend using the window in tandem with scormcloud.com when testing a course and resolving SCORM issues.

    16
    Why can't I upload my eLearning course?

    ​It could be several reasons. Among them:

    1) Your computer has a wireless internet connection. Try using a computer with a hard-wired connection.

    2) Your zipped course file is located on a network drive. Copy the course to your desktop, then upload it. (BTW, make sure to zip the course file within the development software, like Captivate or Articulate.)

    3) Your course file is too large. As a best practice, limit the size of your published course to 40MB - 60MB. Although iLearn will accept much larger courses (up to 300MB), you may not be able to upload them and many end users won't be able to see them. See the section, "How to reduce online course size," in the iLearn eLearning Manual (available in this FAQ section).

    To check for errors in your course, run it through SCORM Cloud before you publish. If you can't access SCORM Cloud on your computer, contact your IT specialist.

    17
    Why do I get a blank white window when I try to open my online course?

    ​You need to make changes to the course settings. In iLearn, select Administration > SCORM 1.2. Search for your course, click the title, then click Manage. Click the Check Out tab, then the Course Settings tab.  Uncheck "Display Page Header" and "Display Table of Contents." Check "Hide Course Table of Contents When SCO is Accessed" and "Automatically Open First SCO."

    For detailed instructions, see the iLearnOregon eLearning Manual (located in this FAQ section). 

    20
    Why is My Responsibilities blinking?

    This happens when you have course admin permissions but aren’t currently added as an instructor. Please email dhs.training@state.or.us to have this fixed.

    20
    How do I add a Powtoon video course to iLearn?

    ​Here are instructions: Powtoon Videos-adding to iLearn.pdfPowtoon Videos-adding to iLearn.pdf

    21
    How do I create a virtual class or webinar in iLearn?

    ​Here are instructions: Virtual_sections.pdfVirtual_sections.pdf

    9
    My online courses are on YouTube and other web sites, so they're General Courses in iLearn. After I add the link and activate the course, I can't access it and get a permissions error. What's going on?

    A migrated General Course will not work if you add a course file or link to it. Instead, you’ll need to make sure your migrated General Courses are inactive and create new ones.

    These inactive courses serve as placeholders on transcripts from the Learning Center. They ensure users get credit for online General Courses they've already taken.



    Questions and Comments

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