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E-Track Training for County Training Liaisons


Welcome to Your E-Track Orientation!

Wondering if you're in the right place? The term "county training liaison" is used to cover a broad audience. Depending on your county, you may know yourself as a staff training liaison, a foster care specialist, a foster care coordinator, a resource manager, or a number of other county-specific terms. Regardless of your title, your RTC has designated you as one of their E-Track county training liaisons and this page is for you.

This page will train you to perform your county-liaison-specific E-Track functions. Training on working with your own E-Track training record and using E-Track as a supervisor will be released June 29th when we roll out E-Track to end users.

Two important notes before you begin:

This page is designed to provide just-in-time training on E-Track usage. While we recommend you review the site in its entirety when you are familiarizing yourself with E-Track, it is expected that you will re-review individual sections periodically when you are first perfoming those functions.

While you have privileges in E-Track to perform all of the functions listed below, you are not required to perform all of these functions. We encourage you to communicate with your Regional Training Center if you have questions about taking on any new responsibilities in E-Track.

Ready to get started?

Your county training liaison E-Track training materials are divided into six sections:

Liaison Function Graphic

SECTION SUMMARIES


1. Preparation & Login
  • What E-Track Offers Counties
  • Technical Readiness
  • Create Browser Favorites
  • Use Browser Tabs
  • Log In

2. Add Supplemental Training
  • Add Supplemental Training
  • Edit/Delete Supplemental Training

3. Access Transcripts
  • Access/Download/Print Transcripts

4. Search & Enroll/Withdraw
  • Basic Search
  • Advanced Search
  • View Details
  • Enroll
  • View/Print Attendees
  • Withdraw

5. Person Record Issues
  • Adding New People
  • Editing Existing People

6. Tech Support
  • Who to Contact with Questions
  • Quick Links

7. Reports

  • Learning Completion Report


Section 1: Preparation & Login

 

Promotional Video

If you haven't already seen the 2-minute promotional video on what E-Track means for counties and end users, take a couple minutes to view it now. We recommend you use a headset for best audio quality.

What Does E-Track Offer Ohio's Counties? (2 Min. 37 Sec. Video)

 

Technical Readiness

Use the link below to ensure your computer is technically ready to access E-Track. Note, if you are not able to open the link, contact your IT Department or IT representative to have Adobe Acrobat Reader installed.

Test My Computer's Technical Readiness (PDF Document)
 

Create E-Track Browser Favorites (aka Shortcuts/Bookmarks)

To access and use E-Track you'll first want to create a folder of favorites (aka shortcuts/bookmarks) in your Internet browser. This way you don't have to type in the E-Track-related addresses every time you want to use them. This module will provide you the E-Track-related web addresses and walk you through creating browser favorites.

SEE IT (2 Min. 48 Sec. Video Screen Capture)

PRINT IT (PDF Desk Reference)

 

Use Browser Tabs

If you are not already familiar with opening multiple website tabs in a single browser window, this module will show you how to do this. We recommend using browser tabs to complete your E-Track training, as it will allow you to have one tab open to this training page, and a separate tab open to the E-Track TEST environment.

SEE IT (1 Min. 46 Sec. Video Screen Capture)

PRINT IT (PDF Desk Reference)

 

Log In

This module will explain how to determine your E-Track login ID (username) and password.

There is no "SEE IT" for this lesson, as the content is more conducive to a desk reference

PRINT IT (PDF Desk Reference)

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IMPORTANT:

For Sections 2 - 6, we recommend having this page open in one browser tab, and your E-Track TEST environment open in a second browser tab. This will enable you to practice what you are learning as you are learning it. Section 1's "Create E-Track Browser Favorites" module provides you the list of E-Track-related web addresses. Once you are comfortable practicing what you've learned in the test environment, you'll want to move to the REAL-DATA environment.

Be aware that the TEST and REAL-DATA environments are not connected to one another. Data entered in the TEST environment will not appear in a person's official E-Track training record. Please be cautious that you are working in the appropriate environment. A log-in message will appear at the top of the screen when you enter E-Track to remind you which environment you have entered.


Section 2: Add Supplemental Training

 

Add Supplemental Training

This module explains how to add supplemental training line items to individual training records to reflect non-OCWTP training an individual has attended. Each county has the discretion to enter or not enter this type of training. While this training can be included in printed transcripts, supplemental training hours are tabulated separately from OCWTP training hours, as OCWTP licensure hours are not provided for supplemental training.

SEE IT (4 Min. 39 Sec. Video Screen Capture)

PRINT IT (PDF Desk Reference)

 

Edit/Delete Supplemental Training

This module explains how to edit or delete existing supplemental training line items.

SEE IT (1 Min. 38 Sec. Video Screen Capture)

PRINT IT (PDF Desk Reference)

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Section 3: Access Transcripts

 

Access/Download/Print Transcripts

This module will walk you through viewing, downloading, and/or printing individual learning transcripts.

SEE IT (2 Min. 41 Sec. Video Screen Capture)

PRINT IT (PDF Desk Reference)

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Section 4: Search and Enroll/Withdraw

 

Basic Learning Search

This module will walk you through searching the learning catalog by all or part of the learning number, or by all or part of the learning title.

SEE IT (1 Min. 20 Sec. Video Screen Capture)

PRINT IT (PDF Desk Reference)

To quickly search for a series of learnings, enter any of these series-specific "codes" in your basic search field. (Revised 1/13)

 

Advanced Learning Search

An advanced learning search allows you to locate sessions by a combination of date range, region, population (foster caregiver, worker, supervisor/manager) or classification (topic/subtopic)

SEE IT (2 Min. Video Screen Capture)

PRINT IT (PDF Desk Reference) REVISED 6/13/12

 

Search for Learnings From Competency Catalog (ADDED 6/26/12)

In addition to searching for learning interventions from within the learning catalog, you can also search for learning interventions from within the E-Track Competency Catalog

SEE IT (No Video Yet Available)

PRINT IT (PDF Desk Reference)

 

View Learning Details and Request New Session

SEE IT (2 Min. 15 Sec. Video Screen Capture)

PRINT IT (PDF Desk Reference)

 

Enroll People into Sessions

NOTE: It is recommend that individuals enroll themselves into training through E-Track. If, however, your county continues to manage registrations at the county level, you are required to abide by the Must-Dos for County-Managed Registration. (Added 8/16/12)

Assuming you have read the link in the above paragraph, the module below will walk you through enrolling individuals in open training sessions, including what to do if sessions are full or have restricted registration.

SEE IT (1 Min. Video Screen Capture)

PRINT IT (PDF Desk Reference)

 

View/Printing Session Attendee List (NEW)

This module will walk you through viewing and/or printing the list of attendees for a session.

SEE IT (1 Min. 26 Sec. Video Screen Capture) (Added 6/8/12)

PRINT IT (PDF Desk Reference) (Added 6/8/12)

 

Withdraw People from Sessions

This module will walk you through withdrawing people from training sessions.

SEE IT (1 Min. 1 Sec. Video Screen Capture)

PRINT IT (PDF Desk Reference)

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Section 5: Person Record Issues

 

Adding New Person Records to E-Track

What happens if the person record you're looking for isn't in E-Track? This module will walk you through accessing and completing the form to add a new person record in E-Track. But first you need to make sure the person you're looking for is SUPPOSED to have a record in E-Track. Only supported OCWTP populations have training records in E-Track. Review this document to understand the positions that are included in the OCWTP training population.

Now that you're familiar with who should be in E-Track, the module below will show you how to get your new person/people added:

SEE IT (2 Min. 12 Sec. Video Screen Capture)

PRINT IT (PDF Desk Reference)

 

Editing Existing Person Records in E-Track

What if you notice inaccuracies or missing information in a person's E-Track record? This module will tell you how to edit or append any of the information listed on an individual's personal profile page in E-Track (e.g., name, email, phone, supervisor, position, etc.).

SEE IT (2 Min. 46 Sec. Video Screen Capture)

PRINT IT (PDF Desk Reference)

NOTE: If the error is in a person's actual training history, you'll need to contact your RTC to get that adjusted. See Section 6: Technical Support for more information on contacting your RTC.

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Section 6: Technical Support

 

Problems Logging into E-Track

Be sure that you have carefully followed the "Log In" training piece included in Section 1 above. If you are still unable to log into E-Track, email your full legal name, two-digit birth month, two-digit birth day, and your county agency to e-track@ihs-trainet.com.

 

Missing or Incomplete/Incorrect E-Track Person Records

To add a new individual E-Track person record, see Section 5 Above.

To edit the name, contact info, or supervisor of an existing E-Track person record, see Section 5 Above.

For questions about incorrect or missing TRAINING data in an individual E-Track person record, contact your Regional Training Center:

  • Central Ohio Regional Training Center (CORTC): (614) 278-5906
  • East Central Ohio Regional Training Center (ECORTC): 740/432-2355
  • North Central Ohio Regional Training Center (NCORTC): 216-391-5608
  • Northeast Ohio Regional Training Center (NEORTC): 330-379-1867
  • Northwest Ohio Regional Training Center (NWORTC): 419/213-3506
  • Southeast Ohio Regional Training Center (SEORTC): 740/592-9082
  • Southwest Ohio Regional Training Center (SWORTC): 513-248-1269
  • Western Ohio Regional Training Center (WORTC): 937/427-4540
 

Confusion with Performing Any of the Functions Covered on this Page

Contact your Regional Training Center:

  • Central Ohio Regional Training Center (CORTC): (614) 278-5906
  • East Central Ohio Regional Training Center (ECORTC): 740/432-2355
  • North Central Ohio Regional Training Center (NCORTC): 216-391-5608
  • Northeast Ohio Regional Training Center (NEORTC): 330-379-1867
  • Northwest Ohio Regional Training Center (NWORTC): 419/213-3506
  • Southeast Ohio Regional Training Center (SEORTC): 740/592-9082
  • Southwest Ohio Regional Training Center (SWORTC): 513-248-1269
  • Western Ohio Regional Training Center (WORTC): 937/427-4540

If your Regional Training Center is unable to assist you, they will refer you to one of the E-Track Coordinators at the Institute for Human Services (IHS) for further assistance.

 

System Errors

If your screen locks up (freezes), or you receive a system error, your first step should always be to simply close entirely out of your Internet browser and then re-open your browser and try logging in again. In the majority of cases, this will solve the problem. If that does not work, try rebooting your computer and then re-entering E-Track. If neither of these actions solve the problem, complete the form below and you will receive a response within the day:

System Error Report

 

Quick Links

Here is a quick list of E-Track-related web links (also included in Section 1's "Create E-Track Browser Favorites" module:

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Section 7: Reports

 

Learning Completion Report (NEW!)

SEE IT

PRINT IT (Printable PDF Desk Reference)

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