eJournal Updates

At the moment supervisors are sent notifications on each entry. It would be beneficial for a summary email to be sent out at the end of the day.

For those supervisors with a large number of apprentices, it is advised that you create a rule in your inbox that moves the notifications to an apprentice folder, and check it as frequently as you are able to.

Please remember that as a supervisor, you can always log in to the platform here. Using your email address that you are notified with.

If you have never logged in, you can use ‘Reset Password’ to setup your password for the first time. Please feel free to bookmark this page, so that it is easy to find.

IMPORTANT: If you use your login, you can now make use of the stored signatures feature to streamline the signature process. Please read more about this in the release notes on this page.

Draft and Archive Journal Entries

Applies to: Apprentices

This was the most requested feature from our apprentices using the eJournal! If you are only part way through an entry, you can now save the draft and resume it at a future point in time.

This is great for some of those larger entries that might span longer periods of time, or if you run out of time and just want to jot some points down.

You can also:

• Archive your draft entries if you don’t want them anymore. However, you can always change the entry action, so it’s better if you resubmit them rather than archive them.
• Request for rejected entries to be archived by our team.

How to use

1. On your My Courses page, add an entry as you typically would.

2. You will now see two options:’Save Draft’ and ‘Submit Entry’

3. Use the dropdowns and start making a journal entry. Except now, when you are not finished, you can hit ‘Save Draft’. This will not leave the entry, so you can continue in the future. But you can safely close the page down and it will be in your draft entries area.

4. To view your draft entries, you can visit your Journal of Experience page. If you have any draft entries, you will see a button on the top of your page.

5. Using ‘Show X Draft Entries’, you will see your entries listed out.

Please note that it is not recommended to let these build up. Please try and finish the entry and submit it to your supervisor as soon as you are able to.

Thank you and we hope you enjoy this feature!

Stored Signatures

Applies to: Supervisors

This new feature lets you save your signature to your company account to streamline the signing process for your apprentices.

IMPORTANT: To use this feature, you need to sign-in to the platform. This is important for complying with digital signature standards. If you action signatures via email, there will be no option to save or used a saved signature.

The following steps will take you through this:

Step 1: Open the eJournal application here. Using your email that you get notifications with, you can sign in. If you have never signed in, please use the ‘Reset Password’ function.

Step 2: Once signed in, you will see an orange notification banner at the top of your screen. If you are already signed in, go to ‘My Courses’ in the top right of your screen.

This will take you to your apprentice signature area. But now you are signed in.

Step 3: When you View / Sign an entry, you will will notice that your name will automatically populate and you will see:

If you have not yet added a signature, you can do so. Be sure to check “Update signature on profile?”

So that next time you sign, you can select ‘Use saved signature’.

This will use your saved signature.

You can always update your signature with ‘Sign now’ and override the signature securely stored in your company profile.

We hope this helps speed up your eJournal workflows!

Pending Entries

Applies to: Apprentices

A pending entries indication has been added to the apprentice entry page. Apprentices can now see how many entries they’ve already submitted and are awaiting approval.

Reminder that you only need 3 valid entries per system, so “2 pending” means you would only need to submit one more, and wait for each entry to be signed and approved.

Overall Progress

Applies to: Apprentices

You can see an overall progress bar to indicate your qualification progress in the eJournal.

Inspect System Entries

Applies to: Apprentices

From the journal summary page, you can view all of the entries that you’ve made against each ROV via the magnifying glass button. This will show you both pending and approved entries made in a pop-up window.

Unit Tasks and Progress

Applies to: Apprentices

When you are on your My Courses page, you will see your units progression and associated tasks. A unit will show as ‘In-progress’ or ‘Done’. This area of the application is separate to your journal entries and aims to show you what’s been marked as completed within your qualification.

Your core and elective units will look slightly different.

When you open up an elective, you will see the following tasks:

1. Theory requirements met – Whether you’ve met the theory requirements for the unit with Aviation Australia.
2. Journal tasks listed (Practical requirements) – These are a 1-to-1 reflection of your journal summary, however this is only signed off once you’ve achieved 3/3 approved entries for a given journal task. Other exceptions may apply such as RPL granted. For on-going progress, please refer to your Journal Summary page.
3. Unit pre-requisites met – Whether or not an assessor has signed that you’ve met the pre-requisite units.
4. Unit assessor sign-off – This is the final sign off for a unit before it is formally recognised as completed within your qualification.

A core unit may show other tasks such as:

• Workplace Questions – A questionnaire to confirm your knowledge.
• 6 months in industry – Some units have this requirement.

To check out these updates, log in to the application.

If you are have any trouble or need assistance you can contact [email protected] or use the Aviation Australia apprentice support email.

Resources

Applies to: All users

Once logged in, you will see a ‘Resources’ tab at the top right of your application.

This new resources area provides quick links to some important pages and forms:

1. eJournal Portal – Access to our website with eJournal information and FAQs
2. eJournal Feedback Form – A form you can submit if you would like to see something improve.
3. Add Supervisor Request Form – This is for apprentices to quickly request that a supervisor is added to their Employer Resource Assessment (ERA). Aviation Australia must work with your employer to add new supervisors to your ERA. This form will help start the process.

More resources may be added to this page in the future to help you with your training.

UI Improvements

Applies to: Apprentices

• The “Show Info” button on the Add Entry page show says “Show Performance Criteria (PC)” for consistency.
  • Every unit you complete has performance criteria, for example, MEA305 Remove and install aircraft fixed wing flight control system components this information is sourced from the ‘Elements and performance criteria’ section.
• Updated the entry page UI to indicate if a unit is already marked as completed, while you are making an entry. The title will appear green. This does not block you from making entries to a completed unit.

Welcome to your Electronic Journal of Experience

Applies to: All users

As more and more of the industry moved to the digital journal, we were focused on making sure all of the core functionality that apprentices, supervisors and employers need from an eJournal platform were there.

This included:

• The three-step journal entry workflow – apprentices to supervisors to assessors.
• Journal summaries and your journal progress being visible at any time.
• Digital Employer Resource Assessments (ERAs).
• Digital signing.
• Automatic notifications via SMS or via email.
• Ensuring every unit, course and qualification was ready for each trade stream – mechanical, structural and avionics.
• Onboarding and industry training for the platform.

Thank you for your support as we launched the electronic journal for your aircraft maintenance engineering apprenticeship.