Instructions for Accessing the Outreach Trainer Portal All Outreach Training Card Requests must be submitted using the ONLINE OUTREACH TRAINER PORTAL HTTPS://OUTREACH.CHABOTOSHA.COM
Registering as an Outreach Trainer Log onto https://outreach.chabotosha.com
Complete the Registration Form Trainers must upload and attach an image copy of their Trainer card to the registration form. OLD CARDS NEW CARDS Complete the Outreach Trainer Registration form and submit
The Registration Process All registrations are reviewed to assure the OTI card numbers and expiration dates are entered correctly. If approved: If denied: You will receive an email from noreply@chabotosha.com with your Trainer ID # and password You will receive an email from noreply@chabotosha.com explaining what was missing or incorrect and will be instructed to re-register with the correct information Once your registration has been approved you will receive an email from noreply@chabotosha.com with your Trainer ID # and password
Logging Into Your Account Submit a card request by logging onto your trainer account at https://outreach.chabotosha.com You will need: Email address Trainer ID (Sent to you in an email after registration was approved) Password (Sent to you in an email after registration was approved)
Submitting a Card Request Enter the number of students taught Select type of course taught Since you will be entering confidential credit card information, this page will time out after 60 minutes. If you have not completed the transaction within 60 minutes you be required to start over from the beginning.
Completing the Report Form Complete the card request form; including location, dates, clock hours and times for each topic trained Enter students names on the roster Watch for correct spelling Check Statement of Certification box
Adding Training Topic Hours Enter hours in hundredths of an hour Example: 15 minutes =.25 30 minutes =.5 45 minutes =.75 1 hour = 1 1 hour 15 minutes = 1.25
Pay With Credit Card Cost is $8.00 per card Enter credit card information to complete the request Credit Cards are processed via a secure PayPal portal You will be emailed a confirmation of submission and receipt
Approve Your Completed Outreach Program Report Once topics and times are complete and correct approve the Outreach Program Report Form by selecting These forms are part of your record keeping requirements. All forms are accessible as a PDF under past card requests You will receive an email receipt that submission is pending and credit card has been charged.
How do I know if my card request went through? You will receive a prompt immediately after submission that says your submission was successful and is pending processing You can also check to see if there is a pending request on your account under: All correspondence from the Outreach Trainer Portal comes from a auto generated email account starting with noreply@ NOTE: Check your spam or junk mail folders if you do not see an email after submitting a card request.
Incomplete or Incorrect Submissions If a report form is incomplete or incorrect the page will prompt you with a: Review highlighted areas that are completed incorrectly Anything submitted incorrectly will be highlighted in RED!!! Correct the information and resubmit
Incomplete or Incorrect Submission (cont.) You have five attempts to submit the report forms without errors before being locked out of the portal NOTE: Errors are cumulative from the time the trainer starts using the portal. Entries may have been from last year, last month, last week. When five incorrect submissions have been submitted, you will be unable to submit any further card requests and will receive a prompt that the account is locked If you are locked out, contact us at (866)936-6742 during regular business hours (PST) for further instructions
The Locked Trainer Account Again, after submitting 5 incorrect card requests you will receive the below message: Contact us at (866)936-6742 during regular business hours (PST) for further instructions
What causes me to get locked out of the system? Typical errors made when submitting training: Not checking the Statement of Certification box Not entering Trainer name on signature line Dates of training submitted for classes in the future all training must be submitted AFTER training has been completed Incorrect times on topics Incomplete topics selected Did NOT meet minimum requirements for topics and times Did NOT total 10 or 30 hours as required for training Exceeded maximum time allowed per topic in a 10 or 30 hours 10 hr topics cannot exceed 4 hours 30 hr topics cannot exceed 6 hours
How long does it take to get my cards? Cards are processed weekly You will receive an email when cards have been printed that includes the card numbers that were issued to students Typically trainers receive their cards within 7 business days after processing All Outreach cards are sent by the US Postal Service, first class mail Pre-printed cards include the: Student name Trainer name End date of training
Requesting a Student Replacement Card Typos Return the misspelled cards with copy of letter we sent with the card batch. Please make a notation on the side of letter that the card was misspelled and include the correct spelling. Lost Card Log into your portal account to order replacement cards: Select date of training Check box next to student name Only 1 replacement card can be issued to students Upon approval, you will receive an email with a payment link Only cards issued within last 3 years can be replaced Replacement cards are $25.00 each
Requesting Replacement Cards Replacement cards can be requested for cards issued within the last 3 years.
Updating Your Trainer Account Information KEEP YOUR INFORMATION UP-TO-DATE! This is where your outreach cards will be mailed and how we contact you. Be sure your information is current and correct, including: Mailing Address Email address Phone
Updating Your Trainer Authorization(s) Add your multiple Outreach Trainer Authorizations to your account Construction General Industry Maritime ET&D Update your account with your NEW Trainer Authorization after completing an update course NOTE: Your trainer authorization MUST be current to request cards. Don t wait to renew!
Viewing Your Outreach Card Requests View ALL card requests: Pending Processed Replacements
Change Your Password NOTE: The password emailed to trainers initially is computer generated and should be changed to something more unique to you.
Contact us Contact us with any questions or concerns at: outreachcards@clpccd.org (866) 936-6742 Or the Outreach Card Coordinator directly at (925) 249-9376