1. Prepping for Training in CACWT

1. Responsibility: Confirm Enrollment and Course Readiness 

1. CACWT Process

1. Confirming Enrollment & Course ID in Genius

• Log-on to CACWT Learning Management System. From the Learner Dashboard, log in as “Training Assistant '' by selecting “Switch to Training Assistant '' from the left panel. 

• To access information on a specific training, select “Section.”

• You can find a training by searching by title or date. For date, type in the six-digit date (month, day, year) of the training without spaces or dashes (i.e. July 1, 2021 would be 070121).

Open section by clicking on section name.

• You can view the course ID generated through CACWT next to the Section Training title. 

• View participants to confirm enrollment has been added.

• Select “Active Enrollments” on the left side.

• If you’d like to print a sign-in sheet, select “Roster Sign In” on the left panel. 

2. Confirming Enrollment in Blackboard & Course Status

• In BB select “Courses” from the navigation panel on the left side of the page. 

• Select the relevant course from the list to go to the Course page. 

• In BB - Course page, select “Roster” to view everyone in the course. Verify the BB roster and Genius enrollments match.

• Confirm the course is listed as “Course is open”. (This is the third option in left navigation menu)

• If the course is not open, click on that section to change it to be open.
  

2. Responsibility: Materials

1. CACWT Process

1. Locating Course Materials/Curriculum 

• Please note: If a course is a Statewide Curriculum (i.e. the entire state uses the same curriculum), the course materials will be available in CACWT’s BB system. 

Until further notice, non-statewide curriculum will be sent to participants by the BAA Registrar and they will not appear in the Materials section. 

• In BB, materials are found in the Course Content section within the specific training course.

• Any items that are available to participants will indicate that by listing, “Visible to students.”

3. Responsibility: Zoom Link

1. CACWT Process

1. Adding Zoom Link to Course in Blackboard

• In the BB - Course content section, you will find the “JOIN Zoom: Live Session Link”. Select the three dots on the right side of the section, and choose, “Edit.”

• Add the Link URL to the Zoom link under, “Link URL.” Under “Description” include the Zoom Meeting ID and Passcode in the respective sections. Confirm that this is “Visible to students.” Click, “Save.” 

• To double-check that this is active, click the “JOIN Zoom: Live Session Link.” You should be directed to the Zoom meeting. 

• In BB - For State trainings only, in the Course Content section confirm that the “Attendance Check-In (Morning)” is “Hidden from students.”

• To change it to hidden click on “Visible to students” and select “Hidden from students.”

• Note: address with TA’s if they want to change this process and have Learners complete attendance

4. Responsibility: Statewide Training: Making Attendance Check-In Hidden to Participants

1. CACWT Process

1. None
   
   

2. Start of Training Day

1. Responsibility: Password Issues

1. CACWT Process

1. Password Issues

• If a learner is having trouble logging on:

• Ask if they followed the instructions in the Guidelines document emailed to them from the BAA Registrar. 

• If not, provide them with this link to the Guidelines for Accessing CACWT OR give them the CACWT login page url and default password:  https://cacwt.dss.ca.gov/ and Changeme1!

• If yes, verify their email address in Genius is correct. From the main Section, scroll to the enrollments list and click on the Learner name having issues. 

• If their email address is correct, instruct them to use the “Click here if you forgot your password”. They will receive an email with a temporary password to login.

• If they have already tried to reset their password and still can’t log-in or they do not receive the email, open their profile and click the middle blue button, “Reset Password”. The temporary password will appear highlighted in green. Copy and paste the password and email to the Learner. If their email is not correct or they still can’t login after resetting their password please have them submit a ticket using the “Need Assistance” button on the login page AND contact the Support Agent

2. Responsibility: Start of Training

1. CACWT Process

1. Morning Speech and Navigating CACWT

• Please explain the following points to the participants at the start of the training: 

• Inform the participants of the CACWT resources tutorials are located on the BAA website: https://www.bayareaacademy.org/cacwt-lms

• Remind participants there are two dashboards to the CACWT LMS:

• The main dashboard when they login is where their training records are stored and where they access the training. To open the course, click the blue training title in the  “Active Courses.” 

•  A second browser window will open. The materials and Zoom links are in the Course Content section. The Materials section expands to list the attachments for participants. 

• Share the attendance policy and requirements for receiving credit. To receive credit for the training:

• Participants can only miss a total of 30 minutes for a full day (6-hour) training, or a total of 15 minutes for a half-day (3-hour) training day. 

• For 2-day trainings, trainees must attend both dates in the series to receive credit. (Only relevant for few trainings - only include if applicable)

3. During Training

1. Responsibility: Morning & Afternoon Attendance Check-In

1. CACWT Process

1. Morning Check-in (In Blackboard Course)

• After at least 15 minutes have passed for 3-hour training or 30 minutes for a 6-hour training, complete Morning Attendance.

• In the Course Page, select the Gradebook (listed in the menu near the top of the page.) Select the 4-square grid icon:

• There should be two columns titled, “Attendance Check-In.” The first column is for the morning and the second is for the afternoon. For all participants who attend, change the grade from “0” to “1.” 

• Option 1: Select “Grade Now,” add “1”, and click “Post.” For any participants who are absent or left early, add a “0”. 

• Option 2: Select the view with three parallel lines, you will be on the page, “Gradable Items.” Select “Attendance Check-In (Morning).” Under the column “Grade”, click on the grade and add “1.” For any participants who are absent or left early, confirm the grade is a “0”. You can either post the grade individually by selecting the “Post” button on the right, or update all at once by selecting, “Post All.” When it has been posted, the “Posted” in green should appear for each participant.

• Don’t mark attendance for anyone whose name is grey with a strike-through. They were dropped from the training.

• For 2-day training, only mark Morning Attendance on Day 1 and afternoon attendance on Day 2.
  
  

2. Afternoon Check-in (In Blackboard Course)

• Complete Afternoon Attendance after the class returns from the lunch break.

• Follow the same instructions above, but complete attendance using the second column and marking complete. 

• If a participant is absent (or has broken the attendance policy), select “Grade Now” under participants name and select “1” to mark attendance, and “0” for those who did not.

4. Administering Evaluations
   Please reference this video tutorial for a walk-through on this process.
   
   

1. Responsibility: Evaluations

1. CACWT Process

1. Directing Participants to Their Surveys

• Evaluations associated with each training course can be accessed by participants on their Learner Dashboard. They access evaluations by clicking on a blue box that says “Evaluations” underneath a green box with a percentage (100%) to the left of a training course name on their Learner Dashboard (see image below.)

• A pop-up window that says “Evaluation” will open and list all of the evaluations required for a particular training course.

• The available evaluations will have a blue button to the left of an evaluation title that is highlighted in light green.

• Evaluations that are not available will not have this button and will be highlighted in light red. 

• Courses that have a Pre-Test associated with them should be available by the start of the training. Post-Tests, the Statewide Participant Satisfaction Survey (PSS), and any other measures are typically released for participant completion after the Afternoon Attendance Check-in is updated in the system. 

• When the participants select the “click here” button, a new tab (from Qualtrics) will emerge. This is the evaluation. It should say the title of the evaluation at the top and “School of Social Welfare” as a header. It will also have a completion bar. 

2. Check Survey Status

• Participants will know that they have completed a survey if: 

• 1) they hit submit and cannot re-enter the survey

• 2) in their Learning Dashboard, next to the course name the surveys link says “0 of 3 surveys.” It may take several minutes to populate this information. If participants are anxious they can refresh their page. 

• Once all of the participants have indicated that they have completed the survey, the Coverage Person can check the survey status in Genius: 

• Go into Genius and locate the course section.

• Click “Enrollment History on the left-side menu. The list of participants will emerge.

• In the “Survey” column click on each participants’ survey icon (blue box), and a pop-up window will emerge. 

• Under the “Survey Status” field it will say “COMPLETED”.

3. Administering the BAA Participant Satisfaction Survey (PSS)

• BAA administers a separate PSS from the statewide surveys. To administer the BAA PSS, share this link in the Zoom Chat for all participants to complete before leaving the training:

•  http://bit.ly/BAA2021County

• EXCEPTION: For Supervisor Core trainings, use this link:

• http://bit.ly/BAA2021Super

2. Responsibility: Troubleshooting Evaluation Issues

1. CACWT Process

1. Evaluation Troubleshooting Participants having trouble accessing evaluations…

• Issue: When the survey link from the Learner Dashboard states “Link not available”

• From Section > Enrollment List > click on blue survey box next to Learner name

• The “Edit Survey Status” window opens, take note if the Qualtrics Contact ID is blank. If it is. Collect a screenshot. Then click Save.

• Open the survey again. If the Qualtrics ID was blank it should now show an ID.

• Ask the Learner to refresh their dashboard. It may take a few minutes or longer for the link to appear. 

• If the link is still not there follow these steps (for Demo or Pretest go straight to #3): 

1. Repeat step above only once more: Open survey window > Click Save

2. Advise the Learner they can complete the Survey once the link appears later that day or the next day. If they have issues after the training ends, have them email the TS.

3. Contact Technology Specialist (TS)

4. During closing tasks after all Surveys are done, Open survey window > select “Completed” in the Survey status dropdown > Click Save.

• Issue: When the survey link gives a message that they “You have either already completed the survey or your session has expired.”

• During closing tasks after all surveys are done,  
  Open Survey window> select “Completed” in the Survey status dropdown>Click Save.

• Issue: When the grading from BB doesn’t transfer to Genius fast enough some Learners will see “pending course completion”.

• Open the Section in Genius, click “Active Enrollment”. Select all users that you marked completed in BB. Click the blue button in the middle at the bottom of the screen, “Complete Selected”. This bulk edit will mark them complete and “unlock” surveys” immediately.

• For further assistance contact the TS

For any issues listed above please document the Learner and training date and title and notify Tech. Specialist.

What to say to participants who don’t have surveys available. 

• Since evaluations are a requirement for credit, participants may express concern about not completing one. If there is an issue with the system and they cannot complete an evaluation (pre-test/post-test/satisfaction survey), you can let them know: 1)  there was a system error, 2) they will not be responsible for completing the evaluation, and 3) they will get full credit if they attended the full training.

5. Confirming & Closing Out Attendance (within 48 hours) 

1. Responsibility: After Training 

1. CACWT Process

1. Closing in Genius

• Within 48hrs of the training, go to the Section page for the day’s course. 

• If you don’t already have it open, click on “Section” in the gray navigation panel on the left-side. Search for the course by using the date or the course name. (ADD instructions from above)

• To ensure attendance is logged accurately, click “Enrollment History” on the navigation panel on the left-side. 

• Participants who attended should be listed with a Status of “COMPLETED”, a Grade of “100”, and Assignments 2 of 2.

• Check the Dates, Status, Grade and Assignments columns for accuracy.  At this time, use the Bulk Edit feature to make any corrections.

• Anyone that is left on the “Active Enrollment” tab should be those that were absent, select “Check all” and then click the blue “Drop Selected” at the bottom of screen.
  

6. Entering PSS Scores (This step is unique to Bay Area Academy - BAA)

1. Responsibility: Entering PSS Score and closing Section in CACWT

1. CACWT Process

1. Enter Scores

• After all of the BAA PSS for a given training course have been submitted, you can search for the responses and pull a PSS Summary by doing a search using the Course ID in Qualtrics. 

• You will follow the separate procedure for uploading the PSS Summaries to the BAA Google drive using the separate procedure. 

• You will then take the average/mean score from the Qualtrics generated PSS Summary and enter into CACWT:

• Locate your section > open Section > Click Edit

• Under Status click “Archived”. 

• in the “RTA PSS” field, enter the mean score. Where to find the PSS field circled in red in the screenshot below.

• And then click Save. 

Screenshot of Section details, where to find PSS field: