UBC Coaching Services Human Resources 1/11. UBC Coaching Services: Coaching Portal Manual

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1 UBC Coaching Services Human Resources 1/11 UBC Coaching Services: Coaching Portal Manual

2 UBC Coaching Services Human Resources 2/11 Table of Contents Screen 1: Log-in 3 Screen 2: Your Account...4 Screen 3: Edit my Info 6 Screen 4: Manage my Contracts.9 Additional Resources.11

3 UBC Coaching Services Human Resources 3/11 Screen 1: Log In What is this page for, and why I am here? By entering your username and password you will log in to your account and have access to your bio, your coaching contracts and more. What is my username? Your username is the primary address you entered in your bio. What is my password? Your password was sent to you in an at the time you were entered into the system. What can I do if I lost my password? There is a password reset option, when you are logging in. How do I log off? Each of the subsequent pages will have a log-out menu item on the left hand side. Please use this log-out link (instead of simply closing your web browser) as this will ensure your data is properly protected.

4 UBC Coaching Services Human Resources 4/11 Screen 2: Your Account What is this page for, and what can I do here? This is the only page where you can update your status. Do I have to click on the UPDATE button to change my status? Yes, otherwise the change won t be recorded. What does available mean? Available means that you have space for new coaching contracts. By choosing this status, you will make your profile (bio) visible in the registration on line system and potential coachees will be able to pre-select you when they register. What does not available mean? If you have your full complement of coachees, you will choose the not available status. Your profile (bio) will not be displayed on the registration on line system and coachees won t be able to pre-select you.

5 UBC Coaching Services Human Resources 5/11 Will my profile (bio) be displayed on the UBC Coaching Services website? Regardless of your status, your profile (bio) will always be displayed on the UBC Coaching Services website. I ve indicated my status as not available in the system and yet I ve been contacted by an employee requesting coaching. Why and what should I do? The employee probably contacted you after looking at your profile (bio) on the UBC Coaching Services website. In such case, please let them know that you are not available and ask them to use the registration on line system to select other available coaches. I m not available but would like to keep a waiting list. If you wish to do so, we recommend that you ask your future coachees to register on line at a time where your status is available otherwise they won t be able to pre-select you. We appreciate your help in making sure that your coachees use the registration on line system. What else can I do on this page? You can access pages with personal information (bio page and contract page). You can also access files such as the framework agreement, the confidentiality agreement, and the coachee feedback form). If you are an external coach, you will also find the guidelines for making an offer for coaching on a fee for service basis.

6 UBC Coaching Services Human Resources 6/11 Screen 3: Edit my Info What is the purpose of this screen? On this screen you can enter or edit your bio 24/7 without communicating with UBC Coaching Services. The old process, consisting of sending an request with your changes, is no longer in effect. However we are available if you need any assistance with this new process. I updated my profile (bio), but the information doesn t show on my profile. Is the system not working? For each single change you want to make on your profile (bio), it is instrumental that you click the SUBMIT button located at the bottom of the page. This button is like the save button in a word processor. Unless you press it, your changes will be lost. I d like my picture to show on my profile. How do I do this on this page? Because of format and size issues, we are asking you to send us your picture on a separate file. Our program manager will take care of your picture upload for you. What is the purpose of this page and what should I enter here?

7 UBC Coaching Services Human Resources 7/11 The information you enter in this form will appear on your profile both on the Human Resources website and on the registration on line system, if your status is available (with the exception of certain fields that will only be used internally and not available to employees). All fields with a * are mandatory, and require that you enter information. Please look at the chart below to see a description of each field and whether they are displayed on the website or not. Fields Description Publishe d on the website? * First Name YES * Last Name YES * Specialty The purpose of this field is to help prospective YES coachees identify at a glance coaches who have a specialty that corresponds to what they want to work on without having to read every single profile. Please think of 3 key words that describe your specialty (e.g. executive, career, communication, life coaching, transition, personal development, etc ). It is important that you give some thoughts to the specialties, and please feel free to contact us if you need assistance with this. Company Name If you have one. This will be used internally. NO * Business phone number (where clients can contact you) If coach doesn t want it to show on the web, allow text in the field. This is the phone number where you want your coachees to contact you. YES Alternate phone number This will be used internally, and is a number at NO which Coaching Services can reach you. This should be a secondary phone number to back up the primary one in case it ceases to be in service. * Business address This is the phone number where you want your YES coachees to contact you. It will also be the address where you will receive automated s from this application. Alternate address This will be used internally, and is an NO address where Coaching Services can reach you. This should be a secondary address to back up the primary one in case it ceases to be in service. Website address This will be used internally. Unfortunately UBC NO policies do not allow coaches personal websites to be displayed on UBC websites. * (Mailing address) Street This is for internal use only. NO

8 UBC Coaching Services Human Resources 8/11 * (Mailing address) City This is for internal use only. NO * (Mailing address) Province This is for internal use only. NO * (Mailing address) Postal Code This is for internal use only. NO Can I use my own headers to customize my profile? We have incorporated a standard format to increase readability, as this will help readers to quickly find the information that is important to them if all profiles are organized in a similar fashion. If you need a fewer amount of boxes, keep the extra boxes blank and they won t show in the website view. Can I leave a box empty? Yes the system will automatically take it off the website, so if you decide to fill out a smaller number of boxes, it is OK. The specialty box doesn t seem to be working. Why does it truncate my writing? Your specialties (or niches) appear on the website beside your name. It is a teaser to invite people to view your complete profile, but it is also a sign post to help prospective coaches to browse profiles selectively. The shorter and more precise, the better. If you need assistance with defining your specialty, please contact us at coaching@hr.ubc.ca What does the affiliation field refer to? UBC employs people in various employee groups. To learn more about UBC employee groups, click on this link [hyperlink to

9 UBC Coaching Services Human Resources 9/11 Screen 4: Manage My Contracts What is the purpose of this screen? This screen allows you to: Find who pre-selected you for information interviews Track your coaching contracts with UBC employees from start to finish Keep a record of your past contracts Why do I need to accept or decline a coachee? This is the only way to ensure accuracy of data in the system. This system is completely interactive and managed by users. Prospective coachees pre-select you when they register on-line. After meeting with them and reaching a decision as to work with them or not, accepting, declining or deleting their names is the only way to both let us know the outcome of your meeting, and keep your records up to date. Where should I enter the number of hours coached? There are two places Out of the two places, one is more important than the other. Logging your hours as you go during the time of a coaching contract in the current contract section is for the convenience of those who like to do regular updates. The most important place however

10 UBC Coaching Services Human Resources 10/11 is in the Past Contract section (below). At this point the contract is finished and you know the total number of hours coached. As this is the number we will use for statistical purposes when evaluating the program, leaving it empty would require us to get in touch with you and request you to fill it out. So we ll appreciate your participation in keeping the records up to date.

11 UBC Coaching Services Human Resources 11/11 Additional Resources We are constantly updating this Manual, with your feedback and inquiries. Please send any unanswered questions/feedback to If you are still having difficulties with the new Coaching Portal System, please don t hesitate to contact us. Julia McLaughlin julia.mclaughlin@ubc.ca Lead, UBC Coaching Services Jenna Whitehead jenna.whitehead@ubc.ca UBC Coaching Services Program Manager Thank you and we hope you enjoy and benefit from the new system. Sincerely, The Coaching Services Team