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ctcLink Staff Training Participation Application

Purpose: Use this document to understand how to use the Staff Training Participation (STP) application. The application is intended to help track ctcLink Canvas course training progress of college staff and assigning Canvas courses for staff enrollment. Staff attendance and engagement with our Instructor-Led Learning Opportunities sessions are also tracked through this application.

Audience: College Points of Contact, Supervisors and General Staff

You must have at least one of these local college managed security roles:

  • ZZ Staff Training- Dynamically assigned role to all active users that provides access to their own training data, and the training data of any staff in the user’s supervisory hierarchy.
  • ZZ Staff Training Admin- Role that provides a user with access to all the training data at the college at which the user has their primary job.

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

The colleges are experiencing an increasing need to track online training course progress and completion, as well as engagement with our learning opportunities session offerings for members of their staff. SBCTC has created a web-based application that will display course completion information extracted from Canvas using the "Canvas" tab, as well as learning opportunity session attendance using the "Learning Opportunities Attendance" tab. Users will be able to view their own course completion/session attendance information and the course completion/session attendance information of any employee within their chain of supervision.

Access the Staff Training Participation (STP) Application

  1. Navigate to the ctcLink Sign In page https://stafftrainingparticipation.ctc.edu.
  2. Enter your ctcLink ID into the ctcLink ID field and select the Next button.
  3. Enter your password into the Password field and select the Verify button.
  4. Select the Sign in button. Okta verification is necessary.
  5. The ctcLink Staff Training Participation application displays.
  6. Answer the next question to access information from the Canvas tab (default) or the Learning Opportunities Attendance tab.

What type of staff information are you wishing to access?

Select the Canvas tab

The Canvas tab displays ctcLink Canvas course progress and completion information

  1. Search for employee data by entering information into one or more of the text fields.
    1. Employee ID
    2. Supervisor Name
    3. Last Name
    4. First Name
    5. Department
    6. Course Title
  2. Select the Show Checklist Enrollments Only checkbox to narrow search results to enrollments using the checklist only.
  3. Select the Filter button.
  4. Employee data will display.
  5. Use the First, Prev, Next or Last buttons to toggle between displayed rows.

Ideally, self-paced ctcLink Canvas courses will have been successfully completed — with an 80% or higher final grade — so end users are eligible to remotely attend Instructor-Led Learning Opportunity sessions.

  • Current Grade = Running total, includes only graded assessments
  • Final Grade = Total of all graded and ungraded assessments
Canvas tab of the Staff Training Participation Application

Are you interested in information about assigning ctcLink Canvas courses using the checklist?

Assign Canvas Courses Using the Course Checklist

Use the Course Checklist to identify which self-paced courses employees are required to take. All available course offerings are listed on the Course Checklist, but depending on the role(s) each employee plays and functions they perform, they may be required to complete different/more courses than their colleagues. Refer to the Onboarding Training Materials for pillar-specific documentation to help identify the Canvas courses that may benefit an employee's understanding of ctcLink.

The checklist page allows any supervisor or staff member with the ZZ Staff Training Admin role to define a set of courses for an employee to complete. A supervisor or designated staff member enters a checkmark in the assigned column next to the courses that have been identified based on employee’s roles/functions at the college. Use the Staff Training Participation Application to verify requirement completion.

  1. Select the Checklist icon in the last column of the displayed results of the STP application that aligns to the employee you wish to assign courses.
  2. The Course Checklist displays for the specific employee.
  • All courses available for assignment are included in the course list.
  • If an employee is already enrolled in a course, a green checkmark will display in the “Enrolled” column of the Course Checklist.
  • If an employee is already enrolled in a course and passed with a grade of 80% or higher, a green checkmark will display in the "Passed" column of the Course Checklist.
  1. Enter any portion of a course title in the Filter by Course Title field and select the Filter button to return a filtered course list.
  2. To add a course to an employee’s checklist, check the Assigned checkbox to the right of that course in the list.
  3. To delete a course from an employee's checklist, uncheck the course in the Assigned checkbox to the right of that course in the list.

NOTE: Assigning a course in the checklist does not enroll that employee in the course. The employee must still self-enroll in each Canvas Course. First view the eLearning Training Registration page (EdTech) or the Training & Learning Opportunities Registration page (ctcLink) for a list of available course offerings with course descriptions, objectives, who should take the course, and the estimated course duration. Then use the "Register for class" link (EdTech) or the ctcLink Course Registration Form (ctcLink) to self-register into courses assigned on your Course Checklist.

  1. To save changes to the checklist, select the Save button at the top or bottom of the page.
  2. Use the "Show assigned courses only" checkbox to display a condensed list of assigned courses..
  3. To close out of the checklist, select the Close button at the top or bottom of the page.

NOTE: If assigned courses have been added or deleted from the checklist and the checklist is closed without saving, a prompt will display asking if you would like to save the changes.

Course Checklist
Course checklist with courses assigned with blue checkmarks
  1. Once assigned courses have been added/deleted and then saved, an "Update complete" prompt window will display.
  2. Select the Yes or No button on the "Update complete" prompt.
    1. YES = to send an email notification of the checklist changes to the employee, while copying the supervisor.
    2. NO = to close out of the prompt window.
Course Checklist Update complete message. Do you want to send notification of changes to the checklist? Yes or No
  1. If the Yes button was selected, the Checklist Change Notification email page will display. The specific Canvas courses that were added or deleted from the employee's course checklist will be listed in the body of the email. Information about how to enroll using the self-registration form is also available.
  2. Select the Employee email from the dropdown list. (Employees that work at multiple colleges will have an email listed for each institution.)
  3. Select the Supervisor email from the dropdown list.
  4. Select the Send button to send the Checklist Change Notification email to the recipients.
Checklist Change Notification page

Identifying courses on the checklist does not automatically enroll the staff member into the selected ctcLink course offerings.

Enroll in Assigned EdTech and ctcLink Training Courses

EdTech Course Registration Information
  1. Review the eLearning Training Registration page for a list of available EdTech course offerings with course descriptions, course previews, and enrollment information.
  2. Use the “Register for class” link provided beneath each course description to self-register for courses assigned on your Course Checklist.
  1. Navigate to the ctcLink Training & Learning Opportunities Registration page for a list of available course offerings with course descriptions, objectives, who should take the course, and the estimated course duration.
  2. Use the ctcLink Course Registration Form to self-register into courses assigned on your Course Checklist.

Select the Learning Opportunities Attendance tab

The Learning Opportunities Attendance tab displays attendance records and engagement information for delivered learning opportunity sessions.

  1. Search for employee data by entering information into one or more of the text fields.
    1. Employee ID
    2. Supervisor Name
    3. Last Name
    4. First Name
    5. Department
    6. Session Title
  2. Use the drop down menu for the Pillar field to filter for a specific pillar areas' delivered learning opportunity sessions.
    1. ALL
    2. CS
    3. FA
    4. FIN
    5. HCM
    6. SF
  3. Select the Filter button.
  4. Employee data will display.
  5. Use the First, Prev, Next or Last buttons to toggle between displayed rows.
Learning Opportunities Attendance tab of the Staff Training Participation

Attendance participation levels are calculated by dividing the participant’s attendance time by the total session time.

Participation Level = Participant Attendance Minutes / Session Duration Minutes

Example:
If a session lasts 60 minutes and a participant attends for 45 minutes, their participation level = 45 mins / 60 mins = 0.75  or  75% (Partial Engagement)

Session DurationParticipant AttendanceParticipation %Participation Level
60 minutes0 - 29 minutes0 - 49%Low
60 minutes30 - 47 minutes50 - 79%Partial
60 minutes48 - 60 minutes80 - 100%Full

The Pillar Attendance column displays attendance totals for each pillar, based on the employee’s participation in specific sessions, relative to the total number of sessions offered for each pillar.

Pillar Attendance = Specific Sessions Attended / Total Pillar Session Offered

Example:
If a participant has attended two of the sixteen sessions offered by the Campus Solutions (CS) pillar, their pillar attendance = CS: 2/16

Pillar Attendance numbers

Are you interested in a high-level report that provides a broader view of training across your college?

Only staff with the ZZ Staff Training Admin role have the option to view course and session metrics through the Reports functionality.

Learning Opportunities Summary by District Report

The Learning Opportunities Summary by District report displays the number of sessions attended versus sessions offered, organized by pillar area. Users can drill down into specific sessions and view participant details.

  1. Select the Reports hyperlink and then choose the Learning Opportunities Summary by District option.
  2. Once the Learning Opportunities Summary by District report displays, the Expand All button may be selected to display a list of all learning opportunity sessions offered or aligned with every pillar area. The Collapse All button will collapse all pillars' information.
  3. If a specific pillar area's information is preferred, select the Show Sessions link under the aligned pillar. The Hide Sessions link collapses the information.
  4. Select any of the offered Session Names to view the list of participants by date.
  5. Select the Print option if you wish to print the report.
  6. Select the Close option at the top right of the page to close the report.
Learning Opportunities Summary by District Report
Learning Opportunities Summary by District Report - Addendance Viewer

Management Dashboard Report

The Management Dashboard report offers a high-level view of ctcLink training course metrics, including enrollment counts by course title, average current and final scores, and score breakdowns by department and supervisor. Also included are learning opportunity metrics, including completion rates grouped by category and pillar, as well as attendance counts grouped by pillar and session name.

  1. Select the Reports hyperlink and then choose the Management Dashboard option.
  2. Once the Management Dashboard displays, select either the Courses button or Sessions button.
  3. Review the metrics by hovering over chart elements or select the "View as table" link to view data details.
  4. Select the Close option at the top right of the page.
Management Dashboard Courses Report
Management Dashboard Sessions report
Congratulations, you are done!

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