Learner Help Guide Page 1 of 36
Table of Contents ACCESS INFORMATION Accessing Training Partner on the Web..... 3 Login to Training Partner........ 4 Add/Change Email Address....... 6 Change Password......... 7 Forgotten Password........ 8 Change User Name........ 10 CLASS INFORMATION Learner Role......... 11 Find a Class......... 11 Search for Course by Title/Code...... 13 Search for Course by Folder....... 14 Enroll in a Class......... 15 Confirmation Email upon Enrolling...... 16 View My Calendar......... 18 Multi-Day Courses......... 19 If Class is Full (Waitlist)........ 20 If Class is Not Scheduled (Course Waitlist)..... 21 Cancel Your Enrollment....... 23 TRAINING HISTORY Review Current Training (My Training)..... 25 Review Training History........ 26 Add a Non-Cataloged Learning Event..... 27 Actions List.......... 30 FAQS........... 31 GLOSSARY.......... 35 Page 2 of 36
Access Information Accessing Training Partner on the Web 1) Open Internet Explorer by either of the ways below: Double-click on the shortcut icon located on your desktop OR Click on the Internet Explorer icon located at the bottom left corner of your desktop 2) A) In the address field of the browser window, type http://trainingpartner.ocgov.com to access the Training Partner website B) Click on the GO / ARROW button (or hit the ENTER key on your keyboard) When Training Partner opens, you can add the website as a favorite or create a desktop shortcut. Either of the above will make it easier for you to access the Training Partner website in the future. Add as Favorite A) Click on Favorites B) Click on Add to Favorites Create Desktop Shortcut A) Click on File B) Click on Send C) Click on Shortcut to Desktop C) Type Training Partner Login D) Click on Add Page 3 of 36
You ll see the following shortcut on your desktop. Login to Training Partner You are now at the login page and will be required to enter a User Name and Password. If you are not at the login page, go to http://trainingpartner.ocgov.com or see the section above Access Training Partner on the Web for further details. 1) Enter your User Name User Name - All users please read below Your user name for Training Partner will always be your payroll name; the name you see on your paycheck or pay advice (minus any middle initial). It needs to be entered in the format of firstnamelastname (with no middle initial or spaces in between). User names are NOT case sensitive and can be entered in either upper or lower case. For example, someone by the name of Tony D. Smith may have his Payroll Name as Anthony Daniel Smith. For his Training Partner Login ID, he would then enter anthonysmith. Page 4 of 36
Duplicate Names It s possible that you may have the same first name and last name as someone else within the County who uses Training Partner. If this is the case, and you are unable to login, you will need to login using your first and last names AND your 6-digit employee #. Your employee # can be found on your paycheck or pay advice. For example, if Tony Smith tried logging in as anthonysmith and was unable to login, it s probably due to another person with the same first and last name already using Training Partner. Anthony will then need to login in the format of firstname+lastname+employee # For example, anthonysmith012345. If you still are experiencing issues with logging in, please contact your agency s Training Coordinator, who will then notify the Training Partner Administrator. Hyphenated Last Names For those of you that have a hyphenated last name, please try to login with your username in the format of firstname+hyphenatedlastname. For example, if your full name was Mary Jones-Taylor, you would then login with a username of maryjones-taylor. 2) Enter your Password Initial Password For all new users Your initial password = password (lower case) Once logged in successfully, you will be able to change your password. See section below named Change Password 3) Click OK Page 5 of 36
Add /Change Email Address Training Partner automatically sends class enrollment confirmations and other notifications via Email, provided you have entered your Email Address into Training Partner. After logging in successfully for the first time, it is necessary to enter your Email address so that Training Partner knows where to send Email notifications. If your Email address should change (because of a name change, for example), you need to change your Email address by following the same procedure. 1) Upon logging into Training Partner, click on the Learner menu bar to expand this section. 2) Click on Change Email 3) A) Enter your full email address (e.g., john.doe@rov.ocgov.com) in the email field B) Click OK Address 1 field Do not enter anything in the Address 1 field. Leave it blank. Page 6 of 36
Change Password Your initial default password to login to Training Partner is password. It is imperative to change your default password To ensure your privacy, it is highly recommended that you change your password upon logging in successfully for the first time. Training Partner passwords - are case sensitive - can by any combination of letters and/or numbers - can be as short as two characters - never expire 1) Upon logging into Training Partner, click on the Learner menu bar to expand this section. Page 7 of 36
2) Click on Change Password 3) A) Enter your Old password B) Enter your New password C) Re-enter your new password D) Click OK Forgotten Password If you forget your password, Training Partner can send you a reminder via email, provided that you have entered your email address on the Add/Change Email Address screen (see section above). To request a password reminder, simply: 1) Go to the Training Partner login page at http://trainingpartner.ocgov.com 2) Click on the email link Page 8 of 36
3) A) Enter your full email address (e.g., john.doe@rov.ocgov.com) in the email field B) Click OK 4) Within a few minutes, you will receive an email address from Registrar Page 9 of 36
5) Within the email, you will see your password Change User Name If you have submitted a name change for County Payroll, your new name will appear at the top of the Training Partner pages shortly after the name change has been processed by payroll. This change will not, however, affect your original User Name that you use to sign on to Training Partner. For example, Ann Jones user name for Training Partner is annjones. If Ann Jones gets married and her name is changed to Ann Smith, she can submit a name change request to County Payroll. Once the request has been processed, she will continue to use annjones for logging in to Training Partner. Page 10 of 36
Class Information Learner Role A learner is basically an employee (also referred to as student) who enrolls in a class through Training Partner. This Help Guide will assist the learner on how to access Training Partner, find and enroll in a class, be placed on a waitlist, review training history, add a non-cataloged learning event (courses taken outside of Training Partner that can be added to your training history), and more. Supervisor If you are a Supervisor, you will also need to refer to the Supervisor Help Guide. Instructor If you are an Instructor you will also need to refer to the Instructor Help Guide. Find a Class Within the Catalogs menu, think of yourself as a learner (student) trying to enroll in a class or manage your classes. The Catalogs menu allows you to navigate to a course or to search for a class. You can also put yourself on the waitlist, as well as to cancel an already enrolled course. 1) Upon logging into Training Partner, click on the Catalogs menu bar to expand this section Page 11 of 36
2) Click on Course Catalog 3) You can search for a class by either of the two (2) methods below: Method 1: Search by Title/Code field (recommended search method) Method 2: Search by Folder Page 12 of 36
Search for Course by Title/Code When you are searching for a class that covers a specific subject, but you are not sure of the exact Course Title, you can conduct a wildcard search using the search fields on the Course Catalog screen. The percent ( % ) is used for the wildcard. For example, to find all Courses pertaining to Excel: 1) At the Course Catalog screen, enter % followed by the keyword in the Title/Code Field (e.g. %excel) 2) Click OK 3) The results of the search will be listed on the same screen Page 13 of 36
4) If you click on one of the search results above, you ll see the upcoming schedule for the course Search for Course By Folder You can also search for a course by clicking on one of the folders listed in the by folder area. 1) In this example, we clicked on the folder OC Public Works Countywide 2) You may see a list of all subfolders and courses available within each of folders Page 14 of 36
3) Upon clicking on the courts title above, you ll see the upcoming dates for the course Enroll in a Class Using either of the search methods above, once you have found the course you are interested in, click the Course Title to open the list of available class sessions for the course. Refer to... To refresh your memory on clicking a Course Title, you can refer to: STEP 3 In section Search for Course By Title/Code STEP 2 In section Search for Course By Folder 1) Once you select a Course Title, you will see the following: A) General Clicking on this will provide additional details and a description B) Dates Clicking on any of the available class session dates for the course will provide additional details such as time, class location, instructor, etc. C) Location This is the location of the course D) Seats This is the # of seats remaining. Each time someone enrolls for this class, the # will be reduced by one. E) Apply Clicking on this button will enroll you in this class session. Page 15 of 36
2) Click on the Apply button (step 1E above) 3) Upon clicking on the Apply button and successfully being enrolled in a class, you will see the following information with a status of Enrolled. Confirmation Email Upon Enrolling Both you and your Supervisor will receive system generated confirmation email regarding your enrollment in this class; provided that you and/or your Supervisor have entered your email address in Training Partner on the Add/Change Email Address screen (see section above). Page 16 of 36
The email will be from Online, as displayed below: **DO NOT reply to this email from Online as it is an unmonitored email box. Opening the email will display the following detailed information: No Automated Reminders Training Partner does not send automated class reminders. Therefore it is highly recommended that you enter the class date and time in your Outlook Calendar with a least a two (2) day reminder of the class. Page 17 of 36
View My Calendar 1) Upon logging into Training Partner, click on My Calendar within the Learner menu bar 2) A) Navigate to the month and/or year to see upcoming classes in a particular month B) In this example for the month of APRIL 2009, you ll see upcoming class sessions you are enrolled in. You can click on the link within the day box to view further details of the class. This particular class is for multiple days, hence the names are the same within each of the day boxes. Page 18 of 36
Alternative to View My Calendar Upon logging into Training Partner, in the upcoming classes section you ll see the session in which you re enrolled in. Clicking on the date will provide additional details such as time, class location, instructor, etc. Multi-Day Courses If you are enrolling in a multi-day course (classes scheduled over two or more days or portions of days), you can view the dates and times for each class session from the Course screen. Upon logging into Training Partner, in the upcoming classes section you ll see the session in which you re enrolled in. 1) Click on the date link of the class you wish to see the days of the course Page 19 of 36
2) Click the date link 3) Each scheduled class Date, Time, and Facility (Room #) are displayed. If Class is Full (Waitlist) If there are no available seats in the class you wish to enroll, you can be placed on a class waitlist by clicking the Waitlist link. 1) Notice there are zero (O) seats available 2) Click on Waitlist (this has taken the place of the Apply button) Page 20 of 36
Upon clicking the waitlist link, if a seat becomes available due to cancellation by another enrollee, you and your supervisor will receive email notification from Training Partner that your status for the class has changed to enrolled, provided that you and/or your Supervisor have entered an email address into Training Partner (See section above named Add/Change Email Address ). Training Partner tracks the date and time your name is placed on the waitlist for a class. If other names are also on the waitlist for the same class, Training Partner will automatically enroll a person from the waitlist in the order their name was added to the list. If Class is Not Scheduled (Course Waitlist) If you found a course in the catalog that you want to take but there is not a class time(s) scheduled, then you can put yourself on the Course Waitlist 1) Using either of the search methods above, find a course you are interested. 2) Click the Course Title to see the upcoming dates for the course Refer to... To refresh your memory on clicking a Course Title, you can refer to: STEP 3 In section Search for Course By Title/Code STEP 2 In section Search for Course By Folder 3) A) In this example, the Course Title for Excel Advanced was searched for and clicked on B) Notice, no classes are currently scheduled since no class dates appear C) If this is the case, you can click on Course Waitlist link to add your name to the Course Waitlist * It is only necessary to Click once only on the Course Waitlist link It is only necessary to click once on the Course Waitlist link. Clicking multiple times will add your name multiple times to the Course Waitlist for the selected course. Page 21 of 36
Check Training Partner Periodically for Scheduled Classes Training Partner Administrators use Course Waitlists as a tool to determine if/when a class should be scheduled for a particular course. You will not automatically be enrolled in a Waitlisted Course once a class is scheduled for that course. You will need to check Training Partner periodically to see if a class has been scheduled. Once a class is scheduled, you may then enroll in it. Removing Additional Instances of Course Waitlist Items If you enroll in a class for a Waitlisted Course, one instance of the Course Waitlist will be removed from your list of Waitlisted Courses. If you have clicked the Course Waitlist multiple times, the additional instances of a Course title will remain under Waitlisted Courses on your My Training screen. You can select the delete checkbox next to the course, and then click on the OK button. For further details, see the Training History section below. 4) The Waitlisted Course now displays under the Waitlisted Courses section Page 22 of 36
Cancel your Enrollment You can cancel yourself out of an upcoming class up until the day before the class is scheduled to be held. 1) Upon logging into Training Partner, click on the date link of the class you would like to cancel enrollment in 2) Click on Cancel Enrollment on the Class Information screen Page 23 of 36
3) Notice the status now displays as Cancel Cancellation Email Confirmation Both you and your Supervisor will receive system generated email confirming cancellation of your enrollment in the class; provided that you and/or your Supervisor have entered your email address in Training Partner on the Add/Change Email Address screen (see section above). **DO NOT reply to this cancellation email from Online as it is an unmonitored email box. Page 24 of 36
Training History Review Current Training The My Training page displays your upcoming classes and courses that you are either scheduled for or waitlisted in. 1) Upon logging into Training Partner, you will see the default screen for My Training Instructors If you are an instructor (with the instructor role), you will NOT see the default screen below. On the left navigation, you will need to click on the My Training button that s located under the Learner tab. Waitlisted Classes For waitlisted classes, you will be automatically enrolled should a seat become available. If this is the case, the system will move the class listing from the Waitlisted Classes section to the Upcoming Classes section. Delete Waitlisted Class Should you decide to change your mind and be removed from a waitlisted class, you can select the delete checkbox next to the class then click on the OK button. By doing this, the system will not send you an enrollment confirmation email and you won t have to worry about cancelling your enrollment later. Page 25 of 36
Waitlisted Courses For waitlisted courses, the system will NOT automatically delete your listing. For more details, please see the section titled If Class is not Scheduled within this help guide. Review Training History Training Partner maintains a record of all training classes that have been enrolled through Training Partner and completed. Training records are organized by calendar year. To review your Training History: 1) Upon logging into Training Partner, click on Transcript within the Learner menu bar 2) On the Training History (Transcript) screen that appears, A) Click a year to view your Training History for that year Years Shown The years shown will vary for each individual, based on the first year a class was recorded with a status (i.e., enrolled, completed, etc) For example, if John Doe first completed a class through Training Partner in 2003, he will see a range of years from 2003 to the present year (i.e., 2003 2009). If Sally Smith s first recorded class was in 2008, she will only see the years 2008 and 2009 as displayed below. Page 26 of 36
B) The results of classes that you have completed, enrolled in, canceled or have been absent in will be displayed. You may also see other classes that you may have entered into Training Partner as a Non- Cataloged Learning Event. Add a Non-Cataloged Learning Event You can enter a Non-Cataloged Learning Event into Training Partner to ensure that relevant business-related training is kept track of in your Training History. A non-cataloged learning event can be any training, conference or workshops, which have not been tracked by Training Partner. These events may be from other county departments, non-traditional sources or outside agencies. Your Supervisor needs to confirm the non-cataloged learning event to change the status from applied to confirmed. This activity permanently places the learning event in your Training History. Providing Credible Evidence to your Supervisor Non-cataloged learning events do not become part of your permanent transcript until a supervisor has confirmed (approved) the event. Credible evidence of a your attendance at a non-cataloged event should be presented prior to the Supervisor confirming the event. Some examples of credible evidence of attendance are: - Certificate of Completion - Training Handbooks - Registrations Receipts - Grade Transcript Page 27 of 36
Supervisor Deletion (Disapproval) If a non-cataloged learning event is entered by a learner that the Supervisor deems inappropriate or non-work related, the Supervisor may disapprove the event by selecting a status of delete. When this is done, the non-cataloged learning event is deleted from the learner s transcript. To add a Non-Cataloged Learning Event: 1) Login to Training Partner 2) On the default screen (My Training) that appears, click on Add a Non-Cataloged Learning Event that is located under Actions 3) A) Enter the Course Name B) Enter a Date (in the format of Month-Day-Year as XX-XX-XXXX) If the course lasted more than one day, enter the date the class ended. Page 28 of 36
C) Click OK Date Picker Alternatively, you can also click on the date picker button and view a calendar to select a date 4) The next screen summarizes the Non-Cataloged Learning Event Information. Notice the status displays as Applied Supervisor Review Your Supervisor will review your Non-Cataloged Learning Event. If approved, the status will be changed by your Supervisor from Applied to Confirmed Once this has been completed, it will be permanently placed in your Training History (Transcript). Page 29 of 36
Actions List The default screen that displays when you log in to Training Partner is the My Training screen. Both the My Training screen and the Training History (Transcript) screen have an Actions list located near the bottom of the screen with the following three (3) options to choose from: Page 30 of 36
Frequently Asked Questions 1) I ve forgotten (or I don t know) my password for Training Partner. 2) When I click the e-mail link for a Training Partner password reminder, I get a message that my email is not in the system. 3) Training Partner does not recognize my User ID. 4) What is the difference between a Course and a Class? 5) When I try to enroll in a course, there are no dates listed. 6) Can I sign up for a Course even if there are no classes scheduled? 7) If a class is already full, can I enroll anyway? 8) Will I be notified by e-mail if my enrollment status changes from waitlisted to enrolled? 9) If a class is already full, do I need to click the Course Waitlist link? 10) I am a new employee and Training Partner does not seem to recognize me. 11) How do I change my Training Partner password? 12) How does the Course Waitlist work? 13) Will I receive an e-mail confirmation that I am enrolled in a class? 14) Will I receive a reminder to attend a class that I have enrolled in? 15) I applied for a class, but I didn t receive any e-mail confirmation. 16) My supervisor did not receive an e-mail confirmation when I applied for a class. 1) I ve forgotten (or I don t know) my password for Training Partner. Everyone s initial password for Training Partner is password. After logging in to Training Partner for the first time you should open the Learner menu (located on the left side of the main screen) and perform the following two actions: 1. Click the menu option for Change Email and enter your full County of Orange Email Address. (i.e., john.doe@rov.ocgov.com) 2. Click the menu option for Change Password and change your password. Passwords can be as few as two characters and do not expire. After you have performed these two actions, should you forget your password Training Partner will e-mail your password to you if you click the e-mail link on the initial Login screen. Please note that the email will come from Registrar. 2) When I click the e-mail link for a Training Partner password reminder, it tells me that my e-mail address does not exist within the system. Training Partner cannot send you an e-mail if you haven t first entered your Email Address as described above. Page 31 of 36
3) Training Partner does not recognize my User ID. You do not use your computer login UserID to log on to Training Partner. Instead, use your payroll name (the name that appears on your Payroll Advice Sheet, minus any middle initial). Your payroll name should be entered as one continuous string of characters with no spaces. For example, if your name is John D. Smith you would enter your UserID as johnsmith If Training Partner still does not recognize your payroll name, it may be that your payroll name is identical to another Training Partner user s payroll name. The only way Training Partner is able to distinguish between two identical payroll names is for the user s six-digit Employee ID number to be entered following the payroll name. If this is the case, you would enter your UserID as one FirstName+LastName+SixDigitEmployeeID (i.e., johnsmith123456) 4) What is the difference between a Course and a Class? Course refers to subject matter. Class refers to a specific date and time that the Course is scheduled to occur. For example, Course = Basic Microsoft Excel Class = 02/25/08 8am-10am 5) When I try to enroll in a course, there are no dates listed. If there are no dates listed, it means that there are currently no classes scheduled for that course. 6) Can I sign up for a Course even if there are no classes scheduled? You can add your name to the Course Waitlist. Select the class you are interested in. If there are no dates listed under Upcoming Schedule, click the Course Waitlist link under Actions at the bottom of the screen. You only need to click one time to add your name to the Course Waitlist. Any waitlisted courses will appear on your My Training screen under Waitlisted Courses. The Course Waitlist is a tool that the instructors use to determine if a class for a particular course needs to be scheduled. It will not automatically enroll you in the class. You will still need to check the schedule from time to time to see if a class has been scheduled for the course and then apply for enrollment as you would normally do. 7) If a class is already full, can I enroll anyway? If the maximum number of seats for a class has been filled, you can add your name to the class waitlist by clicking waitlist next to the scheduled class. 8) Will I be notified by e-mail if my enrollment status changes from waitlisted to enrolled? If someone cancels their enrollment in a scheduled class and you are the next person on the class waitlist, you and your supervisor will receive an e-mail notification from Training Partner that your status has changed to enrolled. Page 32 of 36
9) If a class is already full, do I need to click the Course Waitlist link? No. The Course Waitlist link is only for courses that have no classes (dates) scheduled. If a class is full, you can still click Waitlist and your name will be added to the class waitlist. 10) I am a new employee and Training Partner does not seem to recognize me. It takes about a week after your start date for your name to be included in the Training Partner database. If your name still does not appear after two weeks, please contact your agency s Training Coordinator who will then notify the Training Partner Administrator. 11) How do I change my Training Partner password? From the Learner menu, select Change Password and complete the fields in the Change Password dialog box. Training Partner passwords are case sensitive, can be any amount and combination of letters and/or numbers, and never expire. 12) How does the Course Waitlist work? The Course Waitlist is a tool that the instructors use to determine if a class for a particular course needs to be scheduled. It will not automatically enroll you in a class once it is scheduled. You will still need to check the schedule from time to time to see if a class has been scheduled for the course and then apply for enrollment as you would normally do. You can add your name to the Course Waitlist by selecting the class you are interested in. If there are no dates listed under Upcoming Schedule, click the Course Waitlist link under Actions at the bottom of the screen. You only need to click one time to add your name to the Course Waitlist. Any waitlisted courses will appear on you re My Training screen under Waitlisted Courses. 13) Will I receive an e-mail confirmation that I am enrolled in a class? Every time you enroll in a class, both you and your supervisor will receive e-mail notification confirming your enrollment. 14) Will I receive a reminder to attend a class that I have enrolled in? Training Partner does not send automatic reminders for classes you are enrolled in. Any classes you are currently enrolled in will appear under Upcoming Classes on your My Training screen. It is recommended that you place the date and time of classes you enroll in on your Outlook Calendar and set at least a two-day reminder. 15) I applied for a class, but I didn t receive any e-mail confirmation. Training Partner cannot send you e-mail notifications if it does not know your e-mail address. Make sure you have entered your e-mail address into Training Partner. Log in to Training Partner and open the Learner menu (located on the left side of the main screen). Click the menu option for Change Email and enter your full County of Orange Email Address. (i.e., john.doe@rov.ocgov.com) Page 33 of 36
16) My supervisor did not receive an e-mail confirmation when I applied for a class. If your supervisor is not receiving e-mail confirmations about classes you ve enrolled in, your name may not be appearing on his or her Assigned Learners list. Check with your supervisor to make sure he or she has selected your name from the Unassigned Learners list in Training Partner and that they have also entered their e-mail address into Training Partner. Page 34 of 36
Glossary Class A class refers to a specific data and time that a Course is scheduled to occur. A class will always have at least one (1) session, but can have multiple sessions. Normally there will be one (1) session for each day of a class, however, in certain cases you can have multiple sessions on the same day. For example, a class might have a morning session from 9:00am to 12:00am and a night lab from 7:00pm to 9:00pm both on the same day. Class Waitlist A list maintained within Training Partner that contains the names of learners who would like to attend a full class should a seat become available due to cancellation by another learner. Course A course is a topic or subject that is being offered through training. A typical course might be Introduction to Microsoft Excel. Course Waitlist A tool that Instructors and Training Partner Administrators use to determine if a class needs to be schedules for a particular course. Clicking a Course Waitlist link will add your name to a Course Waitlist, but will automatically enroll in a class once it is scheduled. When you add your name to a Course Waitlist, the Course appears on your My Training screen under Waitlisted Courses. Instructor All Trainers are assigned this on-line role, which gives them the ability to review their classes, attendance, run reports, etc. Learner A learner is basically an employee (also referred to as student) who enrolls in a class. Managed Learner Any employee who is under your direct supervision. In Training Partner, employees (students) are frequently referred to as Learners; however, the terms learner, student, and employee are often used interchangeably. Non-Cataloged Learning Event A non-cataloged learning event can be any training or workshop that does not appear in Training Partner Course Catalog and that is not scheduled through Training Partner. These events may be from other county departments, technical schools, local Community Colleges, local agencies/organizations, or other nontraditional sources. For further details, see section Add a Non-Cataloged Learning Event On-line Role The role you have been assigned as a user of Training Partner. Your on-line role determines which menu options are available to you. For example, if your on-line role is Supervisor, you have an additional Review Menu that is not available to regular learners. Staff with an on-line role of Instructor have additional menu options that are not available to supervisors or learners. Payroll Name The name that appears on your paycheck or pay advice, minus any middle initial. Supervisor All Managers and Supervisors are assigned this on-line role, which gives them the ability to view information for employees who are under their direct supervision. This includes viewing employee s training history, approving a non-cataloged event, view enrollments and cancellations, etc. Page 35 of 36
Training Partner A Learning Management System (LMS) that provides a gateway to training and staff development opportunities for the County of Orange employees. Page 36 of 36