For Employees:
- Is a BCPSA4 form (Application for Training and Development) required when applying for training and development opportunities?
- How will the training I take be recorded in my personnel file?
- How do I register for a training course listed in the registration system?
- How do I find out if I am registered for a course?
For Vendors:
- How will I access to the learning registration system?
- Can I add the courses my company offers, without going through Learning Services?
- Will Learning Services send me (a course vendor) a class list prior to the start of a course?
- What do I do with my attendance records after a course takes place?
- Where do I get help if I am stuck in the system?
- How do I list a course that is not delivered in a traditional classroom environment?
- What if the person with access to the system changes?
- I provide pre-reading materials and assessments to course participants. How can I do this?
- What reports will be provided by the registration system?
- How can people from other government agencies register for courses (e.g., Pension Corp, BC Ferries, Liquor Distribution Branch, etc.?
Employees:
Q. Is a BCPSA4 form (Application for Training and Development) required when applying for training and development opportunities?
A. The BCPSA4 form is required when applying for training opportunities that are not listed in the Course Registration System.When applying for training offered by an external training vendor and not listed in the catalogue, the employee would complete the BCPSA4 form, obtain their supervisor's approval and follow the Ministry's established process for training approvals. These are courses such as those offered by a post-secondary institution, a private company, conferences, etc.
Q. How will the training I take be recorded in my personnel file?
A. Once a month, information from the registration system is automatically imported into CHIPS (the government human resource system). This is an automatic process, so there is no need for training to be recorded into CHIPS by Ministry staff or for vendors to conduct a data transfer into CHIPS.An exception is external training. These training courses need to be recorded into CHIPS at the local or ministry level.
Q. How do I register for a training course listed in the registration system?
A. To register for a course, you must log in to the system with your employee number and password. After selecting the course and session that you can attend, click the ‘register’ button and the system will prompt you to confirm. Check that you have the right date and course before accepting.Once registered, you’ll receive an email receipt, confirming your registration. Approximately two weeks before the course start date, a confirmation notice is sent to you.
Q. How do I find out if I am registered for a course?
A. Log in to the registration system and go to 'my courses.' A 'confirmed' status tells you that you are confirmed to attend a course. 'Registered' means you have applied but the course and your attendance have not yet been confirmed. Courses may be cancelled if there are insufficient participants.The system records whether you cancel your registration or withdraw from a session. If you need to cancel, you must do so before the course confirmation date, which is listed in the course description. Otherwise, you’re listed as incomplete and your branch may be charged for the cost of the seat, if a replacement participant is not found.
Vendors:
Q. How will I access the learning registration system?
A. When you are contracted to deliver a course on behalf of Learning Services, a course provider system account is set up for you. You must identify your company’s contact for access to the system. This person will be able to add, edit and view information about the courses and sessions you deliver. They will also be responsible for recording attendance in the system.Q. Can I add courses that my company offers, without going through Learning Services?
A. No. All courses and sessions added to the system must have a valid course code and session code. These codes are provided by Learning Services staff and are mandatory prior to entering any course information. In addition, course descriptions must be approved by the Learning Services program consultant prior to being added to the system.Q. Will Learning Services send me (a course vendor) a class list prior to the start of a course?
A. No. You can view course registrations and the course list on-line. Your system account will allow you to print a copy of the class list. It is expected that you would regularly enter the system to monitor registrations for courses you deliver. You can then determine if there is a need for further marketing of the course or session.Q. What do I do with my attendance records after a course takes place?
A. Course attendance is recorded in the system by changing the status on each person's enrolment from 'enrolled' to either 'completed', 'no show', or 'withdrew'. This should be done within 10 days of the end of the course. Signed attendance sheets are forwarded to Learning Services for filing.Q. Where do I get help if I am stuck in the system?
A. For help, send an email to infoBCPSA@bccampus.ca.Q. How do I list a course that is not delivered in a traditional classroom environment?
A. The delivery method should be listed in the designated field in the course description (e.g., classroom, on-line, blended learning, etc).Q. What if the person I designated as having access to the system changes?
A. If the person changes, please notify Learning Services as soon as possible.Q. I provide pre-reading materials and assessments to course participants. How can I do this?
A. Provision of pre-reading and assessments is considered part of the instructor’s role. When you view the class list, you can choose to send an email to all participants. If you are providing these materials electronically, they can be forwarded using this feature.Q. What reports will be provided by the registration system?
A. Reports that will be available are:
- Class list
- Attendance record
- The employee’s training record for the last 15 months (only available to employees).
The registration system only contains approximately two years of course information.Q. How can people from other government agencies register for courses (e.g., Pension Corp, BC Ferries, Liquor Distribution Branch, etc.?
A. People who do not have a BC government employee ID number in CHIPS can view the listing of courses but must contact the course administrator to register. The course cost is charged to their organization. Course providers use the class list to determine who should be billed for course attendance.