Employee Self-Registration for Care Passport Annual Mandatory Micro-Credentials

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 1: Employee Downloads Annual Mandatory Training Requirements and Requests Approval for Self-Registration

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.

To maintain compliance with the training requirements for the [INSERT ROLE NAME] role in the [INSERT LTC HOME NAME] home, you are required to complete annual mandatory training.

In your Care Passport account you can download the list of expired annual mandatory micro-credentials you are required to complete. Follow these instructions to complete this step: Using the Manage My Training Tab to Filter and Download Your Training Requirements

Once you have your list of the expired annual mandatory micro-credentials you are required to complete, you will need to request approval to have the registration fees for those micro-credentials paid for by [INSERT EMPLOYER NAME]. You do that by submitting the Corporate Employee Care Passport Training Sponsorship form: https://forms.office.com/r/x8T56W9eLX NOTE: you will need to login to your Lambton College student account to access this form.

When you are completing the Corporate Employee Care Passport Training Sponsorship form, Question 1 asks for your HR contact person’s email address. Enter [INSERT HR CONTACT EMAIL ADDRESS] in this field.

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.

Filtering the Manage My Training Tab

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.

Hello [EMPLOYEE FIRST NAME]

Your employer has given approval for the Care Passport Portal micro-credentials you requested. You are ready to register for your micro-credentials free-of-charge.

Please follow these instructions to register for your Care Passport micro-credentials: How to Register for Care Passport Micro-Credentials

Please Note:

You do not need to register for all your micro-credentials at once.
After you register for a micro-credential, you will have access to it in Lambton College D2L within two hours and you will have access to each micro-credential for 14 days from the day your register in it.
It is recommended that you register for your micro-credentials a few at a time, so that you can be sure you are able to finish each of them before the 14-day deadline.

Before you start your micro-credentials, be sure to read these instructions: Achieving a Pass Grade in Your Micro-credentials

You can track the status of your completed micro-credentials by following these instructions: Checking The Status of Your Micro-Credentials In the Care Passport Portal

NOTE: Flag this email for easy reference to these instructions.

Please let us know if you have any questions, 

The Lambton College Online Education Team

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.

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.

Achieving a Pass Grade

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.

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?