TRAIN Florida APD How to Verify your TRAIN Florida APD Learner Account

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1 TRAIN Florida APD How to Verify your TRAIN Florida APD The Agency Supports Persons with Developmental Disabilities in Living, Learning, and Working in their Communities. 1 P a g e

2 This Page Left Blank Intentionally 1 P a g e

3 Table of Contents Section Navigation Topic Page 1 Introduction 1 2 How to locate and verify My Account 2 3 How to verify your Group Assignment 6 4 How to add an additional Group Assignment 7 5 How to verify My Profile 8 6 Whom to contact for questions and problem solutions 9 APD Technical Support and Communication We are just an away! Image 1 If you cannot find the answer to your problem or require technical assistance, please contact the TRAIN Florida APD site administrator by sending an to TIP! You can access the My Account from your TRAIN Florida Home page. See How to Navigate TRAIN Florida for instructions on locating My Account. Image 2 2 P a g e

4 Section 1 Introduction If you are an employee (FTE) or Non-FTE staff such as a contractor, OPS, intern, or volunteer, with the Agency for Persons with Disabilities, Agency Provider, or Customer, the TRAIN Florida APD Support team created a TRAIN Florida learner account for you. Upon initial login to TRAIN Florida, all new TRAIN Florida APD learners are required to verify their learner account information. We encourage all TRAIN Florida APD learners to verify their learner account information periodically. If you find an error in your account information, please Do Not Update your information; instead, complete the TRAIN Florida APD learner account form and it to the TRAIN Florida APD site administrator at Note: Please save the document to your computer. APD and our partners use the learner data to report on training compliance and certification and the TRAIN Florida APD Support team regularly monitors and updates learner account information to help ensure data accuracy. Accurate learner data allows all TRAIN Florida APD users to manage TRAIN Florida efficiently. What Does This Mean to Me? Your learner account information controls assignment to the TRAIN Florida APD group structure. The correct group assignment provides access to TRAIN Florida APD training information, resources, discussion boards, announcements, and courses. It provides you with an accurate TRAIN Florida transcript. Helps you to manage your personal and professional training development. Allows you to efficiently locate, register, and manage courses. This document provides instructions on how to verify your TRAIN Florida APD. This symbol indicates that additional help for the TRAIN Florida APD training resource, instructions, or tutorials are available. If you have any problems and require technical assistance, please contact the TRAIN Florida APD site administrator by sending an to Image 3 As a TRAIN Florida APD learner, I promise not to contact the Florida Department of Health or the Public Health Foundation for assistance. Thank you for supporting TRAIN Florida APD. 3 P a g e Page 1 of 9

5 Section 2 How to locate and verify My Account Step 1 To access your account information From your TRAIN Florida home page - Locate and click on the My Account link in the upper right corner of the TRAIN Florida banner. Image 4 Step 2 You will be directed to the My Account Details page. This page lists all of your account information and gives you access to your Groups and My Profile information. 4 P a g e Image 5 Page 2 of 9

6 Step 3 Please verify your account details information. A red asterisk will mark all information required by the TRAIN system. All fields have information. Verify all text fields are Spell Case (Example: John Smith / Jones Avenue) and full words. Use no abbreviations or acronyms. Use the following list to help guide your updates to your details: A. Login Name The TRAIN Florida APD site administrator can only change this field. The TRAIN Florida APD site administrator will reset your Login Name as needed. DOH FTE Employees should show their People First number: Non-FTE APD, Providers and Customer staff should show their Firstname.Lastname: B. First *, Middle and Last * Name Your First and Last Name should be your legal name. APD does not use nick names. Your Middle name may be listed as a full name, or an initial, and is not required, but can help clarify your name on reports. C. * if you are an APD employee, this must be your APD address. If you do not have an APD account, this should be a valid professional or personal address. D. Title * this should reflect your current job title. APD employees note, this should be your current agency job classification. E. Organization Name * if you are an APD employee or Delmarva Foundation, this must read exactly Agency for Persons with Disabilities. If you are an APD Provider or Customer, this must read exactly Agency Providers. F. Please use this link to the TRAIN Florida APD Groups document to help you confirm this information. Look at Column B/Top Level. G. Please use this link to the TRAIN Florida APD Groups document to help you confirm this information. Look at Column C/Sub Level. H. Address 1 * your work/main office street address. I. Address 2 if appropriate a PO Box or further details of your street address. J. City/Township/Town * City name for your office location. 5 P a g e Page 3 of 9

7 K. Country * this must read exactly United States. NO abbreviations. L. State/Territory * this must read exactly Florida. NO abbreviations. M. County * County name for your office location. N. Zip code/postal code * the 5-digit zip code for your office location. O. Telephone (daytime) * the most appropriate work telephone number for contacting you should be listed. Must be listed with this format: If not make correction. P. Extension enter your 4-digit phone extension this is optional Q. Telephone (evening) this is optional. R. Mobile this is optional. S. Fax this is optional. T. Pager this is optional. Step 4 If this completes your account verification click the Cancel to the TRAIN Florida home page. button at the bottom of the page to return Step 5 If you found an error in your account information, please Do Not Update your information, complete the Learner Account Update form and it to the TRAIN Florida APD site administrator via to Step 6 Reset your Password. This is the only time a Leaner should update their account information. The steps below will show you how to reset your password. Step 7 To reset your password, locate and click on the Reset Password button. A pop-up window will open, to let you know that the information will be saved - click the OK proceed. The reset password screen will open. button to [1] Enter your current password in the Old Password field. [2] enter the new password in the New Password [3] Confirm New Password fields. Click the Save button to change your password. You will be directed back to the My Account page. NOTE: For security, the password characters will be entered as dots in the fields. 6 P a g e Page 4 of 9

8 Step 8 To change your secret question and answer use the drop down menu in the Question field, and click on your choice. Enter the new ONE WORD answer, in the Answer field. If Step 7 or eight complete your account update click the Save and Back button the page to return to the TRAIN Florida home page. at the bottom of It is important for you to stay informed about your TRAIN Florida account and trainings. APD recommends that you choose to receive s from TRAIN Florida. The address for TRAIN Florida is - These s are not spam. TRAIN Florida will not send spam or share your information outside of the system. The TRAIN Florida system sends s to you regarding your account, course registrations, training plan enrollments, and s from TRAIN Florida APD administrators to communicate important information regarding your trainings. If you have not already done so, the following will guide you on how to Opt-In to receive s from TRAIN Florida. If you select not to receive, you can always opt-in later. Step 9 To change your choice to opt-in or opt-out of receiving s from TRAIN Florida. Click the box next to the options to either check or un-check your choice. If this completes your account update click the Save and Back button to return to the TRAIN Florida home page. at the bottom of the page Step 10 Complete the steps below if you have would like to perform TRAIN Florida APD administrative function in TRAIN Florida. 7 P a g e Page 5 of 9

9 To request to be a Course Provider Click on the Request Course Provider Role link. A form will open under this title. Fill out all required information fields, marked with a red asterisk. The system will not accept an incomplete form. To request to be a Conference Presenter Click on the Request to Become a Conference Presenter link. A pop-up window will open and ask - Are you sure that you want to become a Conference Presenter? Click OK. You must click the Save and Back button at the bottom of the page to complete the submission of your requests. This will return you to the TRAIN Florida home page. Step 11 Complete the steps below if you hold a professional license. If you hold a Medical Waiver Support number, please update this section. To update the professional licensing information in your account, locate the section: Do you hold a Professional License Number? NOTE: To receive reportable credit for courses that offer CEU s or other professional licensing credits, you must enter your licensing information and keep it up to date. If you have entered licensing information - it will reflect in this section. You may update the existing information or add new information in the fields provided. If you wish to remove this information, delete the field entries then click the button next to No. If you would like to add licensing information click the button next to Yes. The License Type fields will open. Use the drop down menu in the License Type 1 field to choose your license type and choose the proper title in the Select field if appropriate. Enter the number into the License Number 1 field. Repeat in the License Type 2 fields if you have another. If this completes your account update click the Save and Back to return to the TRAIN Florida home page. button at the bottom of the page Section 3 How to verify your Group Assignment The TRAIN Florida APD group structure is in the Groups section of your TRAIN Florida learner account. Click on the Groups tab. 8 P a g e Page 6 of 9

10 Step 1 Verify your TRAIN Florida APD Group Assignment. The portals and groups determine what TRAIN content (including courses) you can access. Use this document to verify your APD group. APD Group Structure. Verify your State Portal If you are an APD employee or Delmarva Foundation You should see the following under Selected Groups: National/Florida/Agency for Persons with Disabilities/ Your selected groups should match the Organization Name, Department/Division, and Bureau/Section fields listed on the Details tab. If you are an APD Provider or Customer You should see the following under Selected Groups: National/Florida/Agency Providers/ Your selected groups should match the Organization Name, Department/Division, and Bureau/Section fields listed on the Details tab. If you found an error in your APD group assignment, please Do Not Update your APD group, complete the Update form and it to the TRAIN Florida APD site administrator via to Section 4 How to add an additional Group Assignment Step 1 Group Selection: As a member of TRAIN, you have the opportunity to participate on one or more of the TRAIN portals listed below. TRAIN portals are connected and will not require you to have a separate accounts or logins. Remember that you will only need one TRAIN account for any portals you select. To participate on one or more portals, follow the instructions below. 1. Choose the "Select Groups" button next to the desired portal, "MRC Portal" (Medical Reserve Corps), "CDC Portal" (Centers for Disease Control and Prevention) or "VHA Portal". 2. Select your groups within each portal. The portals and groups you select will determine what TRAIN content (including courses) you can access. Instructions on how to an additional group assignment are available on the TRAIN Florida Knowledge Center for Learners Learner Tutorials: How to assign my TRAIN Florida Group - Guide The tutorial and guide will walk you through the process for adding group assignments for your learner account. 9 P a g e Page 7 of 9

11 Section 5 How to verify My Profile The My Profile section allows you to edit or update your Professional Role, Work Settings, and add Demographic Information in your TRAIN Florida account via a drop down menu. a. The Professional Role screen is the default screen. Choose the role(s) closest to your primary job classification or title. You must choose at least one (1) Professional Role, but you may select up to three (3) and select a specialization where available. If you select Other please be sure to enter the specialization. If you are in a supervisory position, you must choose Administrator/Director/Manager as one of your choices. The TRAIN Florida Professional Role will show you how to match your primary job classification or title. b. The Work Setting screen lists workplace descriptions. All APD employees (FTE), and Non-FTE staff must choose only the Official Public Health Agencies setting and the State/Territory classification. Please do not select any other work settings unless you have left the Department. c. The Demographic Information screen and the information it requests is optional. While the information will be useful for Department reporting, it is not required in order to protect your privacy. You may fill out as many or as few of the fields as you choose. To save your updates to any or all of the screens in your profile information click the Save and Back button at the bottom of the page to return to the TRAIN Florida home page. 10 P a g e Page 8 of 9

12 Section 6 Whom to contact for questions and problem solutions APD Technical Support and Communication Image 6 We are just an away! If you have any problems and require technical assistance, please contact the TRAIN Florida APD site administrator by sending an to Image 7 As a TRAIN Florida APD learner, I promise not to contact the Florida Department of Health or the Public Health Foundation for assistance. Thank you for supporting TRAIN Florida APD. 11 P a g e Page 9 of 9

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