Employee Self-Registration for Care Passport Micro-Credentials

This guide walks employers through the steps required to have an employee register in and complete their Care Passport training micro-credentials.

Where the employer is required to communicate information to the employee, sample email text has been provided as a starting point for creating a standard communication to send to new 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 Creates Care Passport Portal Account

Step 2: Employer Adds Employee to Home and Role in the Care Passport Portal

Step 3: Employee Downloads Training Requirements and Requests Approval for Self-Registration

Step 4: Employee Registers In Their Required Training Micro-Credentials

Step 5: Employee Completes Their Required Training Micro-Credentials

Step 6: What Happens When an Employee Does Not Complete Their Required Training Micro-Credentials

Step 1: Employee Creates Care Passport Portal Account

In order for the employer to be able to track an employees completion of Care Passport training micro-credentials, the employee needs to create a Care Passport portal account. You can use the draft email text provided below to create a home-specific email to use for this stage of your on-boarding process.

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.

Step 1.1

Employer provides employee with instructions for creating a Care Passport portal account. The draft email below can be used as the starting point for creating a standard communication to send to new employees to start this process.

Step 1.2

At the end of the Care Passport account creation process, the employee 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.

Step 1.3

Employee is sent an automated 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).

Step 1.4

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.

Step 1.5

The employee needs to add their Lambton College student number to their portal account. The draft email below can be used as the starting point for creating a reminder email to employees to complete this step.

NOTE: If this step is missed, completed micro-credentials will not be shown in the employee’s portal account and they will appear to be non-compliant in the home’s reports.

Step 2: Employer Adds Employee to Home and Role in the Care Passport Portal

LTC homes using the Care Passport Portal have created role templates by assigning training micro-credentials that meet or exceed legislated orientation requirements.

The Home’s portal Administrator adds a new employee to the home’s roster and assigns the employee to the correct role. NOTE: an employee must create a portal account before they can be added to a home.

 Open to View Instructions for Adding an Employee to a Home and Role in the Care Passport portal

To add a new staff member to a Home in Care Passport Portal, follow these steps:

Step 1: Select the Manage Homes tab.

If the Manage Home tab does not appear in your account, it means you have not been granted Admin access. You will need to contact the Portal Admin for your Organization to have Admin access added to your account.

Step 2: Select the Home you want to add a new staff member to from the Select Home drop-down list.

If the Home you are adding the staff member to does not appear in the Select Home drop-down list, it means either that you do not have Admin access for that Home or that Home has not been created for your Organization. The Portal Admin for your Organization will be able to add the Home and/or give you Admin access to it.

Step 3: Select the Manage Staff tab

Step 4: Select the Add Staff button

Step 5: Add New Staff Member.

You need to enter the following information on the Add New Staff Member page:

• User Email Address or 4-digit Portal User ID - Employees can use these instructions to find their Portal User ID: Finding Your Care Passport Portal User ID

• First Name

• Last Name

• Date of Birth

• Role (see below)

Step 6: The Role drop-down menu will display all the roles that have been created for the specific Home you have selected. Select the Role you want to add for this staff member and then select the Save Changes button. This will trigger a confirmation email to be sent to the staff member. Once they select the Confirm link in the email, they will be added to the Home with the assigned Role.

If the role you want to assign to the staff member is not in the drop-down menu, it means the role has not been created for Home you have selected. The Portal Admin for your Organization will be able to add the required Role to the Home.

Once they have been added to a home, an automated confirmation email is sent to the employee. The employee must click the CONFIRM button in the 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.

Step 3.1

Following the instructions in the above email, the employee downloads their list of required micro-credentials.

Step 3.2

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.

Step 3.3

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 3.4

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 3.5

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 is emailed instructions on how to register themselves for their training micro-credentials in the Care Passport Portal.

Step 4.1

Employee receives self-registration instructions via email from Lambton College.

Step 4.2

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 5: Employee Completes Their Required Training Micro-Credentials

Step 5.1

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 5.2

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.

Step 5.3

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 5.4

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 5.5

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 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.

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?

LTC Annual 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.