Remote Training and Electronic Attendance Policy

Formation of the Remote Training Committee

This procedure describes the members of the Remote Training Committee, the communication methods between members, and the tasks assigned to the committee.

1.1 Members of the Remote Training Committee

The committee consists of:

  • Executive Director of Training and Curricula.
  • Remote Training Committee Coordinator.
  • Representative from the E-Learning Department.

The department manager assigns representatives for the programmes operating during remote training from the following areas:

  • Scientific Committee.
  • Trainee Affairs.
  • Trainer Affairs.

Note: The representatives from the mentioned departments must meet with the training centres before the Remote Training Committee meeting to identify challenges, define a coordinator to follow up on tasks, and facilitate communication between the members of the Remote Training Committee.

Communication between committee members takes place through Microsoft Teams meetings.

1.2 Tasks Assigned to the Remote Training Committee

The committee is responsible for:

  • Making decisions regarding the transition to remote training for training centres.
  • Discussing challenges and identifying solutions.
  • Scheduling meetings in emergency situations.
  • Documenting recommendations and proposed solutions from each meeting.

Availability and Accessibility

This procedure describes the technical requirements that must be ensured to provide availability and accessibility for trainers and trainees through the platforms provided by the Health Academy.

  • All electronic training platforms must be identified and verified to ensure accessibility through all browsers and devices.
  • Access should be provided through a single platform when integrations exist between multiple platforms (SSO - Single Sign-On).
  • The platform must be tested to ensure technical readiness and capacity.
  • All tools must be tested and their functionality verified.
  • User accounts must be activated in virtual classrooms.
  • Free access to platforms should be provided in coordination with the relevant entity.
  • Content should be made available offline, particularly for programmes covering villages and remote cities.

Equal Opportunities Among Trainees

This procedure describes the alternatives available to trainees to ensure continuity of training and access to content through alternative methods in case the platform becomes unavailable.

  • Available alternative: Direct and synchronous access to the virtual classroom through the Zoom application.
  • Unavailable alternative (proposed): Providing electronic content and recorded lectures through a digital library (Content Management System).
  • Electronic content must be implemented and made available on the platform before trainees begin learning the unit.
  • Trainers and trainees must comply with the privacy and usage policy available on each educational platform.
  • Trainers and trainees must comply with the electronic examination policy when electronic examinations are implemented.

Scheduling Virtual Classrooms

This procedure describes the requirement to schedule virtual classrooms for all programmes and centres.

  • Programmes and centres must be identified, and schedules must be reflected in the scheduling tool within the platform.
  • The number of trainees scheduled must not exceed 10,000 trainees per hour when using the scheduling tool on the platform.
  • Trainers and trainees must comply with the virtual classroom policy.

Defining Responsibilities, Tasks, and Permissions

  • Identify the roles for each platform.
  • Create a guidance manual and user guide for each platform explaining each role and its associated responsibilities and tasks.
  • Define the communication structure and escalation channels, starting from the trainee level.

Preparation and Training

  • A training plan must be available for trainers covering three main areas:
    • Technology usage.
    • Electronic content development.
    • Electronic teaching skills.
  • Provide an electronic portal offering guidance manuals, support, and training electronically (synchronous and asynchronous) for both trainers and trainees.

Awareness

  • Provide a technical support system.
  • Maintain a page for frequently encountered issues.
  • Conduct awareness sessions (webinars).
  • Send awareness announcements through the system homepage or appropriate channels depending on the type of awareness.
  • Enable announcements to appear as pop-ups within the system.
  • Establish a mechanism for publishing announcements on the platform and provide infographic templates for announcements.