New York Scheduling Guidelines

The Challenge

B understand the material well enough to know what to ask

• Many learners said they would review their notes later, which signaled they still felt confused

• Team leaders reported that new hires still struggled to apply the rules after training

After reviewing recordings of the training sessions, it became clear that learners needed more practical examples and visual explanations, not just written policies.

Design Approach

Using Vyond, I created animated scenarios featuring caregivers and patients to illustrate common scheduling situations.

These examples show how hours are distributed across the week while maintaining compliance with the applicable rules.

The scenarios help learners understand:

• how authorized hours translate into schedules

• how to divide hours across days

• how percentage-based limits affect scheduling decisions

By visualizing these situations, learners can see how the rules work in real cases.

Simplifying Complex Math

Because the scheduling rules involve percentages and dividing hours across days, I used a friendly, conversational tone throughout the course to reduce anxiety around math-heavy content.

Each example walks learners through the calculation step-by-step before asking them to try it independently.

This approach helps learners build confidence while applying the rules.

Guided Knowledge Checks

The course includes six practice scenarios where learners must determine whether a schedule follows the guidelines.

If a learner selects an incorrect answer, they receive:

• the correct response

• a clear explanation of the rule being applied

These explanations reinforce the logic behind the rules and help learners understand how to correct mistakes.

A final knowledge check in the LMS allows trainers to verify learner comprehension.

Operational Impact

After implementing this course:

• Trainers no longer needed to spend two hours explaining the scheduling guidelines

• Training time was reduced to approximately 30 minutes

• Trainers were able to focus on answering questions and practicing additional scenarios

• Team leaders stopped reporting confusion about these rules from new hires

The course also includes a link to a centralized resource document, allowing learners to easily find the official guidelines and ensuring the information can be updated when regulations change.

Design Influence

This project shifted how complex operational policies are taught during onboarding.

Instead of relying on static documents and long explanations, the training demonstrates how scenario-based examples and guided practice can make regulatory rules easier to understand and apply.

The course structure—combining animated examples, step-by-step calculations, and scenario-based knowledge checks—provided a model for turning policy-heavy documentation into interactive learning experiences.

Trainers also changed how they used classroom time. Rather than spending hours explaining the guidelines, they were able to focus on answering questions and practicing additional scenarios, improving the effectiveness of the training session.