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USING ARTIFICIAL INTELLIGENCE (AI) TO DESIGN AND
ORGANIZATE AUTOMATIC LEARNING PROGRAMS IN SHORT-TERM
VOCATIONAL TRAINING
Phạm Thị Thanh Tâm , M.Ed.
Head of Training Management Department – Nam Sai Gon Polytechnic College
Phone number: 0907070439 | Email: thanhtam@namsaigon.edu.vn
Abstract: The demand for short-term vocational training in today's society is very high.
However, to be able to participate in short-term courses, learners depend on the form of
training the school builds, whether it is direct, online or a mixed form of both online and
direct. This makes learners spend a lot of time searching for suitable courses, and at the
same time limits the opportunities for self-training and learning to improve workers' skills.
Today, artificial intelligence can help vocational education institutions reach and meet
people's learning needs through the design and organization of Automated Learning
Programs, programs that use AI technology to automate the process of building, updating
and adjusting training content in educational institutions, especially in vocational
education.
Keywords: AI, automatic learning program
1. Introduction:
In the current era of rapid digital transformation, Ho Chi Minh City has established a
strategic goal in vocational education and training (VET). This involves integrating digital
technologies across VET management, teaching, learning methods, and assessment
processes, thereby improving management efficiency and expanding access to vocational
education. The application of Artificial Intelligence (AI) in VET is becoming an inevitable
trend - especially in short-term training - where it plays a critical and flexible role in
curriculum development. Additionally, AI also facilitates rapid access to suitable training
programs for learners while also supporting quality control and program effectiveness.
Nam Sai Gon Polytechnic College is one of the educational institutions promoting the
digital transformation process. The school has deployed many advanced technology
solutions to optimize system management, improve teaching quality, and meet the
convenience needs of learners.
Based on the analysis of AI tool development trends, this article will describe the level of AI
to meet the requirements of curriculum design and training organization. From there,
proposing the necessary conditions to bring AI into the work of building and adjusting
training programs in college.
2. Content:
The concept of ―Artificial Intelligence‖ first appeared in 1956 at the Darmount Conference
when American computer scientist John McCarthy described a branch of science and
technology which has ability to create intelligent machines that can imitate human behavior.
Over the decades, scientists have developed Artificial Intelligence in many areas of life,
science, education, etc. In 1990, AI was researched and applied in the field of training. The
birth of the Learning Management System (LMS) marked an important turning point in
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online learning management. Nowadays, this system supports knowledge management,
facilitates continuous content updates, and provides flexible learning tools such as micro-
learning and e-learning.
In Vietnam, with the development of 4.0 technology, short-term vocational training
programs taught online are sought after by learners. Short-term vocational training programs
are defined as training program typically lasting less than six months, comprising
professional skills, soft skills, or subject-specific courses designed to equip learners with
job-ready competencies or to upgrade existing talents. Short-term programs tend to be more
affordable than long-term ones and they are ideal for busy individuals or those seeking
quick upskilling - from beginners to experienced professionals.
However, to have content to put into the LMS system for teaching to meet the needs of
short-term learners, college must conduct career analysis, design output standards, training
objectives in terms of knowledge, skills, etc. to build a suitable curriculum. The work of
building a curriculum requires the participation of staff, lecturers, scientists, employers and
takes a lot of time for seminars and assessments.
Recently, base on the emergence of Large Language Models (LLMs), they can ingest huge
amounts of data, often from the Internet and sources with more than 50 billion web pages
and with about 57 million Wikipedia pages has opened up new approaches to short-term
training program design. Research methods mainly focus on the use of LLMs, data analysis
techniques, and interdisciplinary collaboration between education experts and AI developer
allow program designers to input specific requirements into LLMs to create appropriate,
fast, and flexible training content, known as automated learning programs.
The short-term automated learning program is an application that uses AI technology to
automate the process of building, updating, and adjusting training content. The application
supports the collection and analysis of data on the skills needs of the field which learners
have to supplement, thereby determining what needs to be included in the learning and
teaching program. Simultaneously, the application can analyze the needs, interests, and
abilities of learners to adjust the learning path to suit each individual, which will help
improve learning efficiency and support automatic updating of course content according to
new trends, ensuring that learners are always exposed to the latest and most relevant
knowledge.
3. Using AI in designing and organizing automated learning programs
With the approach of exploiting AI applications to shorten the time for research, review,
draft short-term curriculum, and quickly publish courses of interest to the community, users
use AI tools that integrate Chat GPT, Claude AI, Gemini models to design content and
learning structure; use Canva and Ideogram tools to create course advertisements. To create
a course, users provide keywords describing the course topic, the audience that the course
will train, the expected time to complete the course, and determine the teaching methods
required in the course. Next, the application uses Machine Learning (ML) algorithms to
analyze the topic, determine the names and the order of the learning modules, the same ones
with the lessons in each module; Next, AI proceeds to build the course structure, listing the
main content of each lesson in each module. In parallel, AI automatically creates detailed
content for each lesson including learning objectives, knowledge content, illustrative
examples, and practice exercises, simulation activities, helping to automate the process of
practicing practical skills and automating the communication process between lecturers and
students; finally, the AI tool will export the complete course program and guide the user to
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format the newly designed program as a PDF or online document. AI can also recommend
users using tools such as Canva, Google Docs or Microsoft Word to design professionally.
Additionally, AI also guides users to publish the course page on the website to introduce the
content and instructions for enrollment; or to register for course information on online
learning platforms with large student sources such as Udemy, Coursera, or Teachable;
moreover, it can encourage users to create short videos to introduce the course, content, and
benefits that the course provides. At the same time, the application suggests steps to
promote a new course to learners through the use of images and introductory videos to share
information on social networking platforms such as Facebook, Instagram, LinkedIn, and
Twitter, or related groups and communities; suggests people through email lists to send
course notifications; through blog posts with course links or finding partners in the field to
collaborate on recruiting or organizing online seminars, or using advertising on Facebook,
Google Ads, or Instagram to reach the target learners of the course...
Table: AI process for building curriculum structure and content
After the learner completes the registration procedure, the application will use an algorithm
to build the learner's learning path and appropriate learning schedule. Through the LMS
system, all learning activities of the learner are recorded and their progress is tracked
throughout the learning process. Moreover, the learner's difficulties and learning content are
automatically identified and adjusted in a timely manner.
Users test the design of the curriculum on the typical AI tool Chat GPT, ChatbotX, to create
25 short-term occupations compared with the 25 short-term occupations issued by the
school, showing that with the powerful capacity of the AI tools, the research time to build
the draft curriculum is shortened from 15 days to only 10 minutes. Moreover, the course
objectives are described in a general and comprehensive way which is suitable for the
learners; the lessons are listed with detailed content and are logical with the learners'
cognitive process; the activities in the lesson are built diversely and richly. However, some
contents of the displayed AI results are sometimes described inaccurately so they have to be
reviewed, edited, and edited according to the Ministry's prescribed form. In addition, AI is
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not flexible in allocating teaching time for a lesson, but by default allocates time for 1
lesson / 1 day. Therefore, users must edit and reallocate time to suit the level of
accumulation of each learner's knowledge and skills and to suit available teaching materials.
The short-term automatic learning program is completely suitable for the collge's online
training system. Although the current LMS system only meets the form of students and
lecturers participating in the class together, teaching and learning activities are transmitted
through the LMS system, the remaining expected features are of interest to the school,
building an upgrade roadmap and investing.
4. Conclusion and Recommendations:
Using Artificial Intelligence to design and organize automatic learning programs in short-
term vocational training opens up a potential direction, shorten design time, and quickly
update content according to actual requirements. AI helps personalize the learning process,
create a positive and lively interactive environment, and improve professional capacity.
However, to realize these benefits, it is necessary to solve and overcome problems related to
facilities, technology skills, information security, finance, etc. In the near future, research
and development of AI applications need to be promoted, while ensuring some basic
conditions for effective implementation of automatic learning programs in short-term
vocational training as follows:
Regarding technology infrastructure and technology equipment: College needs to have a
technology infrastructure system such as a powerful learning management system (LMS)
software to organize courses, to track student progress, and to provide learning materials;
lecturers and learners also need to have technology equipment such as computers, tablets,
smartphones, etc. with stable internet connection.
Regarding course content and materials: Although the curriculum is designed by AI, it is
only a suggestion, users need to review, evaluate, and adjust to suit market needs and local
characteristics. The most important thing is that the available learning resources must be
diverse and rich, such as electronic textbooks, videos, reference materials, practice
exercises, and simulation programs.
Regarding the Curriculum and Technical Development Team: Need in-depth knowledge of
the subject and skills in using AI to design courses; Technical department is always on hand
to handle arising technological issues.
Regarding data collection and analysis: The system must collect and analyze figure related
to the learner's learning progress; thereby automatically adjusting the learner's learning
process. Thus, the system uses data to analyze and evaluate the program's responsiveness to
make appropriate improvements.
Regarding investment and training of lecturers and technicians: The college should organize
courses to update new technology skills and to train lecturers on basic AI and understanding
of Machine Learning: courses like the ―Generative AI as learning design partnership‖
offered for free by University of Michigan. At the same time, college have to schedule
training for learners on technology skills related to the course before entering the program.
Regarding implementation: The responsible department needs to advise on a specific and
detailed implementation plan, including careful preparation of implementation progress,
resources, and assignment of responsibilities. Periodically review and evaluate to propose
appropriate improvements is also crucial.
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The automatic learning program in short-term vocational training is designed to ensure the
regulations in Circular 43/2015/TT-BLĐTBXH dated October 20, 2015 of the Ministry of
Labor - Invalids and Social Affairs regulating regular training, Circular 34/2018/TT-
BLĐTBXH dated December 26, 2018 of the Ministry of Labor - Invalids and Social Affairs,
amending and supplementing a number of articles of Circular 43/2015/TT-BLĐTBXH.
Simultaneously, there must be a policy to protect learner data and system security.
References:
1. Circular 43/2015/TT-BLDTBXH dated October 20, 2015 of the Ministry of
Labor - Invalids and Social Affairs regulating regular training
2. Circular 34/2018/TT-BLDTBXH dated December 26, 2018 of the Ministry of
Labor, War Invalids and Social Affairs amending and supplementing a number of
articles of Circular 43/2015/TT-BLDTBXH
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vocational schools in Vietnam‖. Vocational Education Magazine.
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Investigating the Impact of Training Program on Generative AI Applications in
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