This guide walks employers through the steps required to have an employee register in and complete their Care Passport Annual Mandatory training micro-credentials.
When annual mandatory micro-credentials expire, the Care Passport portal will notify both the employee and the employer that the employee’s micro-credentials are expired.
As show in the instructions below, the employee must submit the Corporate Employee Care Passport Training Sponsorship form and the employer must then approve the employee to register in the required micro-credentials at the employer’s expense.
Once approved, the employee will be able to self-register in their annual mandatory micro-credentials without paying the registration fee. Micro-credentials will be available within 2 hours of self-registration.Follow these steps to register in your Care Passport micro-credentials.
Where the employer is required to communicate information to the employee as part of this process, sample email text has been provided as a starting point for creating a standard communication to send to employees at that step of the process.
For the steps where Lambton College will be sending instructions to the employee, a copy of that communication is included here for employer reference.
Click on the title of any step in the process to be taken to that section of the instructions:
Step 2: Employee Registers In Their Required Annual Mandatory Training Micro-Credentials
Step 3: Employee Completes Their Required Annual Mandatory Training Micro-Credentials
Step 4: What Happens When an Employee Does Not Complete Their Required Training Micro-Credentials
Step 1: Employee Downloads Annual Mandatory Training Requirements and Requests Approval for Self-Registration
The employee downloads a list of the annual mandatory micro-credentials they are required to complete, and then sends a request to the employer to approve them for funding for those micro-credentials.
The draft email below can be used as the starting point for creating a standard communication to send to new employees at this step of the process.
Step 1.1
Following the instructions in the above email, the employee downloads their list of required micro-credentials.
Click the link below to see the instructions linked in the draft email above.
Step 1.2
Referring to their list of required micro-credentials to identify which ones are expired, the employee submits the Corporate Employee Care Passport Training Sponsorship form: https://forms.office.com/r/x8T56W9eLX
NOTE: users must login using their Lambton College login credentials to access this form.
Step 1.3
Employer receives an email listing the micro-credentials the employee has selected and confirms that the employee is approved to take those micro-credentials by replying "YES" to the email. Timely approvals are important because the employee cannot be given access to self-registration until they are approved by their employer.
Step 1.4
Lambton College receives the employer approval and updates the employee’s account so that they can self-register in their approved micro-credentials on lambtoncollege.ca without having to pay the registration fee. NOTE: After the employer has given approval, it takes one business day for the employee to have access to self-registration.
Step 1.5
Lambton College emails the student to let them know they can now self-register.
Click the link below to see the email that is sent to the employee once they are set up for self-registration.
Step 2: Employee Registers In Their Required Annual Mandatory Training Micro-Credentials
As noted above, one business day after the employer responds YES to the emailed approval, the employee is emailed instructions on how to register themselves for their training micro-credentials in the Care Passport Portal.
Click the link below to see the self-registration instructions sent to the employee by Lambton College.
Step 2.1
Employee receives an email from Lambton College with the self-registration instructions linked above.
Step 2.2
Employee registers for each of the micro-credentials they have been approved for. They will have access to their micro-credentials in D2L two hours after completing their registration.
NOTE: with the self-registration process, employees do not need to register in all their micro-credentials at the same time. It is recommended that they register for a few at a time and register for additional ones as they go, so that they do not run out of time with any of their micro-credentials.
Step 3: Employee Completes Their Required Annual Mandatory Training Micro-Credentials
Step 3.1
Employee has access to their micro-credentials for 14 days from the date of registration.
Micro-credential completions are updated at midnight each night. Completed micro-credentials are reflected in the portal at 10am on the next business day after they are completed.
If a micro-credential is completed after midnight, it will be registered as complete on midnight the following day and be reflected in the portal on the next business day after that.
Step 3.2
Employee is responsible for monitoring whether they have achieved a Pass grade in each of their micro-credentials. No notifications are sent when an employee receives a Pass or a No Pass grade.
Click the link below to see the instructions on how to check your final grade in a micro-credential.
Step 3.3
Micro-credential completions are updated at midnight each night. Completed micro-credentials are reflected in the portal at 10am on the next business day after they are completed. If a micro-credential is completed after midnight, it will be registered as complete on midnight the following day and be reflected in the portal on the next business day after that.
Step 3.4
If the employee registers for a micro-credential but does not complete it in within the 14-day access period, there is no automated system to flag this for the employee or the employer. Micro-credential completions are monitored in the Care Passport portal.
Step 3.5
If an employee has successfully completed a micro-credential but the completion is not reflected in the portal, the mostly likely cause is that the employee’s student number was not added (or was entered incorrectly) in their portal account (see Step 1.5).
Step 4: What Happens When an Employee Does Not Complete Their Required Annual Mandatory Training Micro-Credentials
If an employee is unsuccessful in a micro-credential, they will need to register and pay for for a retake of that micro-credential.
There are two ways that an employee can be unsuccessful in a micro-credential:
failing to achieve a Pass grade after two attempts at the final quiz
not completing the micro-credential within the 14-day access period
As noted above, there is no automated system to flag the employee or the employer if an employee is unsuccessful in a micro-credential. Micro-credential completions need to be monitored in the Care Passport portal.
Employers set their own policy on paying for retakes, i.e. does the employer cover the cost of one or more retakes or does the employee cover the cost of retakes?