fpc management system · setting up and managing your agency’s unlimited account . ... service...

FosterParentCollege.com®

FPC Management System Setting up and managing your agency’s unlimited account

Welcome to FosterParentCollege.com®! We are pleased to provide you with an

outstanding training curriculum that will assist your agency with meeting the

training requirements outlined by your state and county.

Contents Getting Started .............................................................................................................................................. 1

Choose Your Structure .............................................................................................................................. 1

Create Your Subgroups ............................................................................................................................. 1

Add Your Members ................................................................................................................................... 3

To add members individually: ............................................................................................................... 4

To add members in bulk: ...................................................................................................................... 4

Build Your Course List (In-service subgroups only) ................................................................................... 5

To include only a few courses for your group....................................................................................... 5

To include many courses for your group: ............................................................................................. 6

Pre-Service Training ...................................................................................................................................... 7

Customizing an Existing STP Template (primary group administrators only): ...................................... 7

To build a series template from scratch (primary group administrators only): ................................. 10

Using a Template for Pre-Service training: ......................................................................................... 12

Managing Your Series ............................................................................................................................. 15

Open your series to manage: .............................................................................................................. 15

Participants tab: .................................................................................................................................. 15

To view a participant’s answers to the test questionnaire (if applicable): ......................................... 18

Advancing your participants to the next cluster in the series: ........................................................... 18

Unassigning a cluster: ......................................................................................................................... 18

Issuing completion certificates: .......................................................................................................... 19

Editing cluster progression settings: ................................................................................................... 19

Editing in-person meeting times: ........................................................................................................ 20

Maintaining Your Account .......................................................................................................................... 20

Enrolling in Courses: ............................................................................................................................... 20

To enroll in a course from the personal home page:.......................................................................... 20

To enroll a member in a course: ......................................................................................................... 22

Completion Certificates: ......................................................................................................................... 23

Issuing the completion certificate for pre-service training:................................................................ 23

Printing the completion certificate from the personal home page: ................................................... 25

Printing the completion certificate from the management system: .................................................. 25

Managing Your Account: ......................................................................................................................... 26

To change account information: ......................................................................................................... 26

To deactivate a member account: ...................................................................................................... 28

Monitoring your members’ progress (accessing reports): ................................................................. 28

1 www.FosterParentCollege.com • 800-777-6636 • Fax: 541.343.0177 • [email protected]

Getting Started

Choose Your Structure You may organize your agency account into smaller groups (called subgroups) such as pre-service training, in-service training, agency offices at different locations, or any other structure that will meet your agency’s reporting needs. 1. Decide how you want your group arranged.

Will you have pre-service and in-service training for your resource parents? Keeping pre-service trainees and in-service trainees separate will be necessary for all accounts. See “Create Your Subgroups” and “Build Your Course List”.

Will you have administrators registered in the subgroups to manage them? Who will be the administrator for each subgroup? The administrator for each subgroup could be you or someone else. These can be updated at any time.

2. Gather the names and email addresses of the account administrators you wish to participate in the agency’s account.

3. Decide how your agency can use the blended pre-service and blended in-service curriculums to satisfy your state, county, and agency training requirements. For a complete list of courses and course descriptions, please visit FosterParentCollege.com.

Create Your Subgroups Note: A subgroup may be added at any time.

1. Navigate to your agency account at FosterParentCollege.com.

2. Click on your agency name (or the group within which you will be creating the subgroup).

Three options will appear: open, create subgroup, delete.

3. Click “create subgroup.”

4. If this will be a pre-service subgroup, click on the box next to “Pre-Service.”

5. Name your subgroup and click “save.”

6. Click on new subgroup name.

http://www.fosterparentcollege.com/

mailto:[email protected]


7. Click “open.”

You will be taken to the directory belonging to the subgroup.

8. Click on the Account tab.

9. Click on the Account Info subtab.

10. Click “edit.”

11. Add any contact information you wish to have for this subgroup.

12. Click “save.”

13. Add a subgroup administrator to manage the subgroup. (See “Add Your Members” below.)




Add Your Members To register group members, you will need to know their first name, last name, and email address.

Types of members:

Note: Any member may be moved between groups or agencies.

Trainees (Individual): can take courses.

Trainees (Shared): two people can use the same account and take courses together. Enrollment

cost will be based on two people. They receive combined certificates.

Observers: can monitor and contact members, access reports, and view course content and

discussions.

Staff: all functions of an observer, can schedule and conduct courses, create group discussion

topics, and upload handouts.

Administrators: all functions of a staff member, can create and delete member accounts and

manage training unit assignments.

1. From your navigation screen, click the name of the group or subgroup you wish to add

members to, and click “open.”

2. Click on the Add Members subtab.

There are three ways to add members: add new members individually, add new members in bulk,

and transfer members from another group or self-registered account.




To add members individually:

From the Add Members subtab, select the type of member you will be adding (Trainee –

Individual or Shared, Observer, Staff, or Administrator).

Enter the first and last name of the person you are adding in the fields provided.

Enter the person’s email address in the field provided. This will be the new member’s FPC

login ID and is required.

Enter the person’s phone number (optional).

Click “add.”

To add members in bulk: All members added in bulk will be registered under the Trainee member type. To change this, you

must open the individual’s account information and edit (see the “Managing Your Account” section).

From the Add Members subtab, look toward the top of the tab.

You will see the instructions, “To register members in bulk, click here.” Click the blue

hyperlink.

For Open and Pre-Pay accounts only: enter the number of training units you wish to assign

upon registration.

Enter the name and email address for each person you wish to add. You may copy and

paste from another document, but the names must be in the correct format:

One registrant per line.

Each line contains first name, last name, email address, and phone number (optional)

separated by commas.

For a shared account: enter one partner’s information; on the next line enter the

second partner’s name, and enter the word "partner" in place of the email address.

Phone numbers are not required.

John, Doe, [email protected], (555)555-1111

Mary, Someone, [email protected]

Bob, Someone, partner

Click “submit” at the bottom of the page.

Review the information and, if correct, click “add.”

If you choose to send the welcome email (default option), an email will be immediately sent to

each new group member with instructions on how to get started. The email will include the new

member’s login ID (which is the member’s email address) and password. You will receive a

confirmation email when this process is complete. Group members can now log in and begin

training.




Build Your Course List (In-service subgroups only) Foster Parent College offers many courses that cover many topics. All of our courses include discussion

boards and handouts. Depending on your state, county, and agency training requirements, you may

decide to limit the number of courses your resource parents have access to.

Introductory Courses – 2 credit hours each.

These courses introduce key concepts concerning the specific needs/challenges of children, with

solutions for resource parents. They offer breadth of content, build understanding of what’s behind a

child’s problem behaviors, and can be completed in 2 hours, sometimes less.

Advanced Courses (more interactive) – 4 credit hours each.

These courses provide more information and more potential solutions for parenting concerns, include

more interactive exercises intended to reinforce learning, have more printable handouts, and can be

completed in a minimum of 4 hours.

Advanced Parenting Workshops – 6 credit hours each.

Workshops often include the introductory course on the same topic at the beginning. Later,

participants share their ideas and work together, via online discussion boards, to develop strategies for

addressing surface behaviors a family is facing. Workshops go deeper into understanding the child’s

trauma and abuse, and end with helping parents work on communication skills, tolerance, and building

a plan to help the child.

To include only a few courses for your group:

1. Open the group for which you wish to edit the course list (your different subgroups may have

access to different courses if you choose to structure your account that way).

2. Click on the Courses tab.

3. Scroll down to the bottom of the page and click “Block All.” Every course will be blocked and you

can now choose the individual courses you wish to include for your staff and trainees.

4. Click on the title of the course you wish to include.

Click “Include” under Availability (the course will be added back on to the course list). Courses must be

included one at a time.




To include many courses for your group: 1. Open the group for which you wish to edit the course list (your different subgroups may have

access to different courses if you choose to structure your account that way).

2. Click on the Courses tab. A list of all FPC courses will appear, and in the Availability column, all will

show as “Included.”

3. Click on the title of any course you wish to block.

4. Click “Block” under Availability (the course will be blocked from your course list). Courses must be

blocked one at a time.




.

Open and pre-pay accounts may also choose the Member Pay option if there are courses that your

agency will not pay for but you would like to keep available for your resource parents to purchase.

You may choose to “Unblock All” (located at the bottom of the page) at any time.

Pre-Service Training Your pre-service subgroups will inherit the pre-service settings selected at the primary group level, so

setting up your pre-service subgroup is easy (see “Create Your Subgroup”). These settings are established

when your FPC account manager creates your agency or state account. These settings may be changed

after the account is created but only by FPC staff. Pre-service training is made easy with the Series Training

Program (STP). Account administrators registered at the primary group levels can build series templates for

their agency trainers to use for their pre-service training groups.

Customizing an Existing STP Template (primary group administrators only): If you will be using the FPC-IHS blended training or the CWLA NG PRIDE blended training, you will be

customizing one of the existing templates for your account, not building a template from scratch.

1. From your Community Navigator screen, open the primary group.


3. Click on the Pre-Service Templates subtab.




4. Select the template you will be customizing from the Series Templates from Upper Groups

section. You will be taken to the template review page, where you can view the individual

clusters/courses that make up the template.

5. Click the “duplicate new” button in the upper right-hand corner.

6. You will be taken into the template where you can edit the series settings.

7. You may customize the title by typing the desired title of your series in the Title field. The title

should indicate the content of the series, so your agency trainers can easily distinguish which

template they will use for training. For example: “Pre-Service Training for Dakota County.”

8. You may rearrange the order in which the courses appear in the clusters by clicking on a course

title in the cluster and repositioning it. If you are following the CWLA NG PRIDE Model of Practice,

you should not rearrange the order in which the courses appear in the clusters.

9. Once the courses are in the desired order you want them to appear in the series, you may choose

to add test questions to each cluster. These tests are graded, and your agency trainer or the

administrator facilitating the series training will be able to review the answers given by the

parents who enroll in the series, as well as view their overall score for the tests. This is optional.




10. Click on the drop-down menu under Other Settings.

11. Select the number of questions to be asked, per course, at the end of each cluster. If you do not

wish to include a test, select “no test.”

12. Make your selection for the Cluster Progression. The cluster progression setting will determine

how your participants move from one cluster to the next. Make sure to read the description of

each setting before making your selection. If you are following the CWLA NG PRIDE Model of

Practice, you should not rearrange the order in which the courses appear in the clusters.

13. Click “save” (located in the upper right-hand side of the template screen). Your template may

now be duplicated for pre-service training throughout the agency account by the other account

administrators.




To build a series template from scratch (primary group administrators only): 1. From your Community Navigator screen, open the primary group.


3. Click on the Pre-Service Templates subtab.

4. Click “Create New Template.”

5. Enter the title of your series in the Title field. The title should indicate the content of the series, so

your agency trainers can easily distinguish which template they will use for training. For example:

“Pre-Service Training for Dakota County.”

6. Click the courses you wish to include in the series clusters and drag them from the Available

Courses column to the cluster in which you want them to appear.




7. To access the courses that have been translated into Spanish, click on the drop-down menu next

to the Available Courses and select “Spanish” for the language.

8. To use only pre-service courses, click on the drop-down menu next to Available Courses and

select “Pre-Service.”

9. You may rearrange the order in which the courses appear in the clusters by clicking on the title in

the cluster and repositioning it.

10. You may add or remove a cluster in the series by clicking “Add Cluster” or “Remove Last Cluster.”

11. Once the courses are in the order you want them to appear in the series, you may choose to add

test questions to each cluster.

12. Click on the drop-down menu under Other Settings.

13. Select the number of questions to be asked, per course, at the end of each cluster. If you do not

wish to include a test, select “no test.”

14. Make your selection for the Cluster Progression. The cluster progression setting will determine

how your participants move from one cluster to the next. Make sure to read the description of

each setting before making your selection.

15. Click “save” (located in the upper right-hand side of the template screen). Your template may

now be duplicated for pre-service training throughout the agency account.




Using a Template for Pre-Service training: Pre-service training for unlimited accounts will be done through the Series Training Program. You (or your

agency trainers) will begin a new series for each new training group.

1. From your Community Navigator screen, open the pre-service subgroup.


3. The Series subtab will populate.

4. Click “Create New Series.”

5. Select a template for your series from the drop-down menu. If you do not know which template

to choose, contact your account administrator.




6. You will see the template populate. If it is the correct one, click “Next.”

7. Title the new series.

8. Enter the date you will start the series. The date you enter here will be the date the series

becomes available to your participants. If you plan to have an orientation meeting before your

parents begin the online training, you will select a date after the orientation date.

9. Select your time zone.

10. Select the instructor from the drop-down instructor list. The instructor you choose will be

managing the series. The instructor will receive email notifications about members’ training

progress as participants advance through the series.

11. Click “Next.”




12. If your primary group administrator selected “Meeting Based” for the cluster progression setting

you will need to enter the dates of your in-person trainings. If necessary, these meetings may be

rescheduled once the series begins.

13. After entering your meeting dates and times (if applicable), click “Next.”

14. Click “Enroll Participants.”

15. There are two ways to enroll your members in a series. If you have already added your new

parents into the pre-service subgroup, you may enroll them in the series through the Select &

Enroll subtab. If you have not added your members to the pre-service subgroup, you may register

them and enroll them in the series through the Register & Enroll tab.

16. Once members are added and enrolled in the series, they will be able to begin the pre-service

training at the start date you selected.




Managing Your Series

Open your series to manage: 1) Log in to your Foster Parent College account.

You will be taken to your Community Navigator page.

2) Select and open the group that has the series you would like to manage.

3) Click on the Courses tab.

4) Click on the Series subtab.

5) In the Series subtab, select the title of the series you would like to manage.

The chosen series will open, and the Participants tab will appear.

Participants tab: The Participants tab is used to administer the series, including enrolling participants, managing

participation through the directory, accessing questions from participants, and sending emails the group.

Enrollment Tabs: Register & Enroll, Select & Enroll

Through the enrollment tabs you may enroll participants in the series. You may enroll new members in a

series even after the series has begun. When using the Select & Enroll tab, you will see that the default

setting for the group’s filter is to list all group members who have never been enrolled in a series. If

applicable, an additional Status drop-down menu will appear which can be used to select other filtering

choices to obtain other members. You may use the Register & Enroll subtab to enroll new members who

have not been added to the subgroup yet.




Participant Directory Tab

The Participant Directory tab is used to track participants’ progress.

How participants are moved through the clusters depends on the Cluster Assignment Setting selected

during series set-up by the primary group administrator. If the cluster assignment has been set to

Automatic, all participants who complete a cluster before the scheduled in-person training will be able to

automatically progress to the next cluster after the meeting time. If a participant does not complete the

cluster on time, staff will need to manually assign him/her to the next cluster. If cluster assignment has

been set to Manual, or if participants do not complete a cluster on time, staff will need to move the

participants from one cluster to the next. If the Meeting Based progression has been selected,

participants will automatically advance to the next cluster in the series after the in-person meeting has

taken place.




The Showing drop-down menu filters members. The default is All Members. An additional Status filter

may also be available to further refine some categories.

The Status column shows each participant’s progress through the series.

• A green dot indicates the participant has been assigned the next cluster.

• A red dot indicates the participant is waiting for the next cluster to be assigned.

Date/Time shows either the date the participant was enrolled or the most recent time he/she entered the

series.

Scores will appear only if the advanced option of Test Questionnaires is being used. If scores appear, the

first percentage is the score for the most recently completed questionnaire, and the second percentage is

the participant’s cumulative score for all questionnaires.

Ask Instructor Tab

At the end of each course, participants are given the opportunity to ask questions or provide comments

to their instructor. These comments are emailed to the instructor and also show under the Ask Instructor

tab. Consider reviewing these comments and questions before any in-person meetings.




Email Group Tab

The Email Group tab allows you to stay in communication with your series participants.

To view a participant’s answers to the test questionnaire (if applicable): 1) In the directory, find the name of the member whose score you would like to view.

2) Off to the right of the member’s name you will see a score listed in the Scores column.

3) Click on the score you wish to view (the first percentage listed is the score for the most recently

completed questionnaire, and the second percentage listed is the cumulative score for the

series).

Advancing your participants to the next cluster in the series:

1) From the Participant Directory subtab, click on the drop-down Showing menu.

2) Select “Waiting.”

This will show the list of participants who are waiting to be moved to the next cluster.

3) Check the box next to the name of the member(s) you wish to advance in the series.

4) Select “Assign Next Cluster” on the right of the screen.

When you return to the directory, you will see a green dot in the Status column for your

participant. This indicates that the next cluster in the series has been made available and the

participant may begin taking the cluster from his/her personal home page.

Unassigning a cluster: If a participant was mistakenly assigned the next cluster, that cluster can be “unassigned” if the

participant has not yet begun the clusters:




1) In the Showing drop-down menu, select the cluster grouping from which you wish to unassign the

participant.

If a participant in that group is eligible to be unassigned, Unassign Next Cluster will appear in the

lower right of the screen.

2) Click the check boxes next to the name of the participant you want to unassign.

3) Click “Unassign Next Cluster.”

Issuing completion certificates: Once a participant has completed all of the clusters in the series, the series instructor may issue a

completion certificate. The participant will receive a completion certificate for each course in the series.

1) From the Participant Directory subtab click on the drop-down Showing menu and select “Work

Completed.”.

2) You will see a list of participants who have completed the series. Select the names of the

participants you wish to issue the certificates for by clicking on the box to the left of their names.

3) Click “Issue Course Certificates.”

4) You may view and print your members’ completion certificates from their account info screen

within the FPC management system. (See “Completion Certificates.”)

Editing cluster progression settings: If the default cluster progression setting for your series template won’t work for your training group, you

may edit this setting and choose between the other progression settings.

1) From the Series tab, click on the Review & Options subtab.

2) The cluster progression setting will be listed towards the top left side of the page. Click “view

settings.”

3) Select the cluster progression setting that will work best for your training group.

4) Click “save.”




Editing in-person meeting times: If you need to reschedule one of the in-person meetings during the pre-service training, you may do so

through the Series Training Program.

1) From the Series tab, click on the Review & Options subtab.

2) Your meeting times will be listed under each cluster. Click “edit” next to the meeting you wish to

reschedule.

3) The meeting scheduler page will populate, and you may change the dates and times of the

meetings.

4) Click “save.”

Maintaining Your Account

Enrolling in Courses: Members have the ability to enroll in courses from their personal home pages, additionally account

administrators and account staff also have the ability to enroll their trainees in courses manually.

Once your members have completed a course, they will be able to view and print their own

certificates; the account administrator or staff may also view and print members completion

certificates. See the Completion Certificates section.

To enroll in a course from the personal home page: 1. Log in to your FPC account.

2. For account administrators, click on the Personal Home button in the top right-hand corner of

the screen. Trainees will be taken directly to their personal home page upon logging in to their

account.




3. Scroll down to the middle of the screen; you will see the Available Courses tab is already

selected.

4. Click on “enroll” next to the name of the course you wish to view.

You will be taken to the enrollment screen that details the system requirements to view the

course.

5. Click “Enroll” to complete the enrollment process.




6. Click “begin” next to the course name or click on “go to personal account” to return to your

personal home page.

You will be taken to the course description page; when you click on the course name, you will

see a list of the discussion boards and handouts available with the course.

7. To begin the course immediately, click “begin”

These instructions may be given to your resource parents for their personal use as well.

To enroll a member in a course: 1. Navigate to the group to which the member belongs.

2. From the Directory subtab, click on the name of the member you wish to enroll.

You will be taken to the member’s personal account info page.

3. Click “Enroll” under the member’s name.

4. Select the name of the course or workshop in which you wish to enroll the member.




5. Click “enroll” to the right of the heading, Course Enrollment for Member.

Completion Certificates:

Issuing the completion certificate for pre-service training: If you are using the pre-service clusters or the Series Training Program for pre-service training, you will

need to issue the completion certificates before your parents have access to them.

Issuing the completion certificate for pre-service series:

See Issuing Completion Certificates under the Manage Your Series section.

Issuing the completion certificate for pre-service clusters:

1. Navigate to the group to which the member belongs.

From the Directory subtab, click on the name of the member for whom you wish to print the

completion certificate. You will be taken to the member’s personal account info page.




2. Click on the title of the completed cluster from the Training Record section of the account info

screen. You will determine that the cluster has been completed, because it will have a status

of “viewing done” listed under the Status column.

3. An option will appear beneath the cluster name. Click “issue certificate.”

4. You will now be able to print the Completion Certificate. (If your parents are using a shared

account, both members will need to confirm that they have viewed the course. See step 6.) Click

“view” under the Certificate column in the Training Record section of the account info screen.

You will be taken to the certificate page.

There are two ways to print the certificate: Print (without saving) and View PDF to Save and

Print.

5. Click on the print option of your choosing.

6. If your parents have a shared account, they will need to return to their personal home page to

confirm that they have both completed the course before the completion certificate is

available to print. Instruct your parents to log in to their Personal Home page and click on the

title of the completed cluster from the Current Classes tab.

7. Instruct your parents to click on the “certificate” option that will appear beneath the cluster

title.

8. Another tab will populate, and your parents will see instructions to confirm that they have

completed the course.




9. Once both parents have clicked “I Confirm,” you will be able to print their completion

certificate from their account info screen. (See the above steps 4 and 5.)

Printing the completion certificate from the personal home page: Log in to your FPC account.

1. For account administrators, click on Personal Home in the top right-hand corner of the screen.

Trainees will be taken directly to their personal home page upon logging in to their account.

You will see a list of your current classes.

2. Click on the name of the completed course for which you wish to print the certificate.

3. Click on “certificate” underneath the course name.



Print.


Printing the completion certificate from the management system: 1. Navigate to the group to which the member belongs.




From the Directory subtab, click on the name of the member for whom you wish to print the

completion certificate. You will be taken to the member’s personal account info page.

2. Click “view” under the Certificate column in the Training Record section of the member’s

account info screen.



Print.


Managing Your Account: There are several ways you will manage your account.

Changing account information, including resetting passwords

Deactivating accounts

Monitoring your members’ progress, including course enrollment and completion and

viewing/printing completion certificates

Monitoring unit spending, including assigning and revoking training units (Open and Pre-Pay

accounts only)

To change account information: It is important that all account information remain up-to-date. There are two ways you will be

change account information.




To change group account information:

1. Open the group for which you wish to edit the account information.


3. Click on the Account tab.

4. Click on the Account Info subtab.

5. Click “edit.”

6. Update the information.


To change a member’s personal account information (including resetting passwords):

1. From your navigation page, click on the name of the group to which the member belongs.


You will be taken to the Directory subtab in the Members tab.

3. Click on the name (not the email address) of the member whose information you wish to edit.

4. Click “Edit” under the member’s name.

5. Update the appropriate information.





If you created a new password for a member, you will need to email the member and include

the new password.

To deactivate a member account: Occasionally, a resource parent or staff member may leave your agency. You will want to keep your

directory up-to-date, so deactivate these members as they move on. Before deactivating an

account, make sure that the member is not enrolled in any courses. If the member is enrolled,

please contact FPC staff.

1. From your navigation page, click on the name of the group to which the member belongs.


You will be taken to the Directory in the Members tab.

3. Click on the name (not the email address) of the member you wish to deactivate.

4. Click “Deactivate.”

Monitoring your members’ progress (accessing reports): There are two main ways to monitor your members’ progress on the courses in which they are

enrolled: monitoring on an individual basis and monitoring at a group level.

To monitor an individual’s progress:

1. Navigate to the group to which the member belongs.

2. From the Directory subtab under the Members tab, click on the name of the member you wish

to view.

You will be taken to the member’s account information page; towards the bottom, under

Training Record, you will see the courses the member has enrolled in, the date enrolled in each,

the number of days left to complete each course, and the member’s completion status. From




this page you may also view and print the completion certificates for the member’s completed

courses.

To monitor at a group level:

1. Navigate to the group you wish to monitor.

2. Click on the Reports tab.

3. Click on Activity Summary for a summary of the course completion status of each member or

click on Activity Detail for a summary of each course every member has enrolled in and the

completion status.

4. Enter the parameters of the report you would like to pull.

5. Click “get report.”



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