These instructions are for LTC managers to guide new hires through the process of (i) creating a Care Passport account and (ii) completing their LTC orientation training micro-credentials.
Step 1: Employee Creates Care Passport Portal Account
The first step in this process is the employee creating a Care Passport portal account. If you are hiring a new employee who has previously created an account at carepassport.ca with a previous employer, you can move directly to Step 2.
Employer provides employee with instructions for creating a Care Passport portal account. The sample email above can be used as the starting point for creating a standard communication to send to new employees to start this process.
At the end of the Care Passport account creation process, it is Employee creates portal account and checks the box to create a new Lambton College student number.
NOTE: if the employee has an existing Lambton College student number, checking the box will tell the Lambton College system to update their contact information using the information they have entered in the Care Passport portal.
Employee is sent a portal confirmation email. They can click the Confirm button in that email to make their portal account active. If they do not perform this step at this time, they can also activate their account when added to the home (see Step 2).
One business day after they have created their portal account (and checked the box requesting a student number), the employee will receive an email from Lambton College with their student number.
The employee needs to add their Lambton College student number to their portal account.
Step 2: Employer Adds Employee to Home and Role
The specific micro-credentials an employee needs to complete are determined by the home they are added to and the role they are assigned for that home. In this step the employee is added to a home and role by the employer so that the correct set of micro-credentials are assigned to them.
Once the employee account has been created, the employer adds the employee to Home and Role in the Care Passport portal.
Once they have been added to a home, a confirmation email is sent to the employee. Employee clicks Confirm button in confirmation email to be added to the assigned Home and Role in the portal.
NOTE: If the employee did not make their portal account active in Step 1, clicking the confirm button will both activate their account and add them to the assigned home and role.
Step 3: Employee Downloads Training Requirements and Requests Approval for Self-Registration
Now that the employee has been added to a home and role, they will be able to download a list of the specific micro-credentials they are required to complete, and then send a request to the employer to approve them for funding for those micro-credentials.
The sample 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.
Employee downloads their list of required micro-credentials.
Referring to their list of required micro-credentials, 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.
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.
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: This process takes one business day.
Lambton College emails the student to let them know they can now self-register.
Step 4: Employee Registers In Their Required Training Micro-Credentials
As noted above, one business day after the employer responds YES to the emailed approval, the employee will be able to register themselves for their training micro-credentials on lambtoncollege.ca.
Employee receives self-registration instructions via email from Lambton College.
Employee registers on the Lambton College website 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 5: Employee Completes Their Required Training Micro-Credentials
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.
Employee is responsible for monitoring whether they have achieved a Pass grade in each of their micro-credentials. No notifications as sent when an employee receives a Pass or a No Pass grade.
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.
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 need to be monitored in the Care Passport portal.
NOTE:
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 6: What Happens When an Employee Does Not Complete Their Required 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 need to decide what their policy will be 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?
MANDATORY EDUCATION
There are a number of Care Passport micro-credentials that cover content employees are required by law to renew annually. When annual mandatory micro-credentials expire, the employee receives an email to advise them that they need to retake the micro-credential. The employer will also receive a notification that employee micro-credentials are expired.
As show in the instructions above, the employee must submit the Corporate Employee Care Passport Training Sponsorship form and the employer must 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 micro-credentials without paying the registration fee. Micro-credentials will be available within 2 hours of self-registration.