Training Portal FAQ

Setting your favourite units to display in Dashboard:

The Dashboard shows each unit that you set as a favourite. To set a favourite, click the Courses menu then choose All Courses which reveals a full list of the units you’re enrolled in. There is a star next to each unit. If the star is full of colour, this means it is a favourite unit (1) (the colour of your star may be different on your device). The units without coloured stars (2) will not appear on the Dashboard as they are not favourites. Simply click on a white star so it becomes filled with colour, and that course becomes a favourite, showing next time you load the Dashboard. To ‘unfavourite’ a unit, simply click on the coloured star so it becomes white again, and it will no longer be shown on your Dashboard. You can also favourite a unit from the Dashboard (see the Using the Move tab below).

ECTARC suggests that students keep the two units that they are working on as favourites on their Dashboard.

Creating a Nickname for each unit:

You can create a nickname for your units on your dashboard cards if it makes it easier for you. For example, you could change ‘CHCPRT001 Identify and respond to children and young people at risk’, to ‘Child Protection’. This will not change what any other student sees, only your own settings.

To do this, click the More Options icon (1) (3 vertical dots inside a coloured circle) and a small window will appear. Type the nickname you’ve chosen into the text box (2), then click Apply (3). You can also choose the colour of the text shown for this unit title.

Using the Move tab

By clicking on the Move tab, you can rearrange the tiles, as well as favourite/unfavourite a unit.

Account – click on the Account icon to access Settings, Notifications, your Profile, and QR Code for mobile login.

Dashboard – click on the Dashboard icon to see your favourite units and an overview of all your activity on the Training Portal. See ‘Using your Dashboard’.

Courses – click on the Courses icon and a list of your current active units will appear.

Calendar – at any time you can add a reminder or event to this calendar. This is your calendar to support your learning.

Inbox – the learning portal has an internal ‘conversation’ messaging system that is like sending an email/message. This is the preferred method for you to contact your Training and Development Officer to ensure the conversation is accessible against your file. Send a message to your Training and Development Officer at any time and they will respond in business hours. See How do I message my trainer?’.

FAQ and Contact Us – click on the FAQ and Contact Us icon for Frequently Asked Questions about the Training Portal, and ECTARC’s contact details.

If you need to speak with an ECTARC Training and Development Officer, please don’t hesitate to call:

• NSW: 02 4223 1111 Monday to Friday 9am to 5pm and Tuesday evenings 5pm to 7pm
• Qld: 07 3290 2966 Monday to Friday 9am to 5pm.

The Unit Menu (1) is on the left of the screen when you are within any of your units. It will allow you to access all unit information, assessments and resources. The Unit Menu can include: Home, Syllabus, Learning Materials, Additional Resources, Assignments, Pages, Marks, Announcements, and Discussions shown and explained below:

• Home – the Home page will provide you with information about how to navigate the Training Portal.
• Syllabus – here you will find introductory information about this unit. Once you have thoroughly read the learning materials (found in the Learning Materials tab) you will be ready to complete your assessment task.
• Learning Materials – here you can access the course learning materials. Please read through these before attempting your assignment. The learning materials have helpful tasks throughout that will guide your learning. Note that some units do not yet have this function.
• Additional Resources – here you will find further links that will assist your learning.
• Assignments – click on the Assignments tab to see the assessment requirements for this unit.
• Pages – on the Pages tab you will find your learning materials and additional resources to supplement your learning. Once in the Pages section, click on View all pages to reveal the resources.
• Marks – You can access your submitted written assessment task here, and your results for this unit of competency.  Please note that the points allocated to each question is for administrative purposes only and does not reflect your overall result.
• Announcements – your Training and Development Officer or another member of the ECTARC team can leave important announcements in this area.  We ask that students regularly review the Announcements section to keep up to date. Please note that at times, an announcement will appear on your Dashboard. To close this announcement, simply click on the X at the top-right of the announcement.
• Discussions – Discussions may be used through your course. It allows for interactive communication between two or more people.  Students can participate in a conversation with an entire course or a specific group that is set up by your Training and Development Officer.

When you change your notification preferences for your account it will apply to all your units; you cannot set up each unit individually. You can set push notifications on Android and iOS devices.

To change the notification preferences for your account, click on Account (1), then Notifications (2).

Each ‘Course Activity’, e.g. announcement, has the same type of notifications available, where you can choose the notification preference. To do this, locate the Course Activity then choose your notification type:

• To receive a notification right away, choose the tick icon (3)
• To receive a daily summary notification, choose the clock icon (4)
• To receive a weekly summary notification, choose the calendar icon (5)
• To receive no notification, click the X icon (6)

You are welcome to add an appropriate profile picture to your account. To do this, click on Account (1), then Profile (2). Click on the pencil icon (3) and a new window will appear.

Click on Choose a Picture (4) and a window will appear for you to choose your profile picture. Once you have chosen your picture, click Save (5).

Enter the unit you are enrolled in and click on Learning Materials (1) from the Unit Menu. This will take you to a new page for you to download the PDF learning materials. Read through the learning materials before attempting your assessment. To find further resources for your learning, click on Additional Resources (2).

Note: All early childhood units have learning materials available on the Training Portal. Other qualifications may have different methods; for example, learning materials may be posted to you.

Select the relevant unit from either your Dashboard (1) or Courses (2):

Once you have entered the relevant unit, click on Assignments (3). Click on Written Assessment (4) to reveal the quiz. The Written Assessment component of the unit is presented as a Quiz. Each question is presented one by one with a box provided for you to type your answer or upload your document into.

• You are able to download/print a full list of assessment questions if necessary. You will find this as a PDF within your assessment task, just before you are asked your first question.
• Read through each question and type your answer into the text box provided. Some questions will require you to upload documents as part of your answers. When you have completed your answer click Next to save.  Please note that you can stop, log off and return to the quiz at any time to complete the quiz (as clicking the Next button saves your work).  When you have completed all questions asked in the Written Assessment, press the Submit Quiz button (5). Note: for further information about your Quiz is saved, see ‘How do I save my work?’.

Your assessment questions are presented to you one by one. When you have answered a question, click Next (1), and your work will be saved – you can see this by checking the time it was last saved (2). You can click on Previous (3), as well as log off and return to the quiz at any time to complete the assessment task questions. Once you have fully completed the assessment task, click on Submit Quiz (4) to submit your work for marking. Do not click Submit Quiz until you have answered every question and it is ready for marking.

Click the compose a new message icon (pencil and paper) (1) to get started. Ensure that when you send a message, you send it to your ECTARC Training and Development Officer only.

Choose the course your question relates to (2).

Click on the contacts button (book with a person on it) (3). A drop down will appear, click on Teachers (4).

Ensure you send your message to your Training and Development Officer (Teacher/Trainer) (5).

For further instruction on using the conversation messaging system please visit: https://community.canvaslms.com/docs/DOC-10574-4212710325.

Your Workplace Supervisor must confirm that you have the knowledge and skills required for certain elements of each unit. This is verified through the Third Party Report. Your Workplace Supervisor must complete and sign all components of the document (they are able to sign this document using a secure digital signature if they choose to do so). The Third Party Report is the second last question of your written assessment task and is to be downloaded as a PDF by clicking the link [Unit code] Third Party Report (1). Once the report is completed by the Workplace Supervisor, please upload the document by clicking Choose a File (2).

It is most likely that you will not need to do anything in this section as in most cases students are observed in a regulated education and care service by an ECTARC Training and Development Officer (TDO). The TDO may observe your skills over multiple Practical Assessment Visits. This may or may not be with your allocated TDO. During this practical assessment you must demonstrate specific skills to meet the unit requirements. Your ECTARC TDO will discuss this with you in more detail.

Note: If your TDO has not instructed you to use this section, you are not required to access it.

In cases where your TDO is unable to visit your service, you are able to have your practical skills assessed using video conferencing.  This can be done through the ECTARC Live platform or a platform of your choice, e.g. Zoom or Microsoft Teams. Please speak to your TDO to schedule in an assessment time. You may also be asked to upload evidence of practical skills (such as a video or photographs).
This can be achieved by clicking on Assignments (1), then Practical Assessment Visit (2). Click on Submit Assignment (3) at the top right-hand corner of the page to upload your file.

Please note that certain units have practical work placement hours that are required to be completed before the unit is deemed competent. These hours can be completed within your practicum. See ‘Do I have practical requirements in my course?’ for more information.

Practicum Requirements for each qualification:

Certificate III in Early Childhood Education and Care – 120 hours including:

• 30 hours – Birth-2 years
• 30 hours – 2-3 years
• 60 hours – 3-5 years

Diploma of Early Childhood Education and Care – 240 hours including:

• 60 hours – Birth-2 years
• 60 hours – 2-3 years
• 60 hours – 3-5 years
• 30 hours – includes a child with additional needs (any age group)
• 30 hours – service management

Certificate IV in School Age Education and Care – 120 hours including:

• 120 hours – 6-12 years

Diploma of School Age Education and Care – 240 hours including:

• 180 hours – 6-12 years
• 30 hours – includes a child with additional needs.

Please note that certain units have practical work placement hours that are required to be completed before the unit is deemed competent. These hours can be completed within your practicum.

If you need to speak with an ECTARC Training and Development Officer, please don’t hesitate to call:

• NSW: 02 4223 1111 Monday to Friday 9am to 5pm and Tuesday evenings 5pm to 7pm
• Qld:  07 3290 2966 Monday to Friday 9am to 5pm.

A small number of units in the Children’s Services qualifications require students to complete simulated assessments relating to a scenario. You may be asked by your ECTARC Training and Development Officer to upload evidence of practical skills such as a video or photographs. This can be achieved by clicking on Assignments (1) then Simulated Assessment (2).

To begin your submission, click Submit Assignment (3) at the top right-hand corner of the page.

A media box will appear for you to record or upload your video for assessment (4). Once you have uploaded the file, click on Submit Assignment (5).

If you need to speak with an ECTARC Training and Development Officer, please don’t hesitate to call:

• NSW: 02 4223 1111 Monday to Friday 9am to 5pm and Tuesday evenings 5pm to 7pm
• Qld: 07 3290 2966 Monday to Friday 9am to 5pm.

When you are ready to access your next unit, you will need to contact your ECTARC Training and Development Officer (TDO) by phone or email to request this. During your course, you are able to have two units open to you at any given time. Having two units open to you means that once you submit one written assessment task, you can immediately move on to the next unit.

Important notes:

• QLD students only – You must attend a training session prior to any units being opened.
• Keep in mind that it is generally easiest for students to always have two units open to them at all times throughout their course so that they always have a unit to work on.
• Any outstanding fees could stop you from having another unit opened to you.
• An assessment task that needs to be resubmitted (needs review by you) is considered an open unit.
• Distance Fee for Service – New units must first be purchased online via the ECTARC Unit Purchasing Portal at https://ectarc.com.au/my-account/. If you wish to pay by cheque or money order, please call the ECTARC office on 02 4223 1111.

1. You will receive a notification by email that your written assessment task has been marked
2. Log in to Canvas
3. Click on the relevant unit, click on Marks (1) then see the Recent Feedback (2) section located on the right-hand side of your screen.
4. Read through your feedback from your ECTARC Training and Development Officer to find the outcome of your mark.

To resubmit your assessment, you are unable to amend your original submission directly, so please follow these steps:

1. You will receive a notification by email that your assessment task has been marked
2. Log in to Canvas, click on the relevant unit, click on Marks (1), or in Recent Feedback (2) on the right-hand side of your screen
3. Read through the comment (3) left by the ECTARC Training and Development Officer so that you know which parts of your assessment need to be resubmitted. These are flagged in red as a summary at the top of the assignment and summarised in the comment section

4. There are two ways to resubmit:

• • Respond directly to your TDO’s comment in the comment box (4).
  • Complete your resubmission in a document, for example Word or Pages, then convert to PDF for attaching. This is often suggested for resubmissions over 4 questions or for a resubmission that includes tables (or similar). To attach this document as your submission, click on Attach File (5) then Choose File (6) to locate your file.

5. Ensure you click Save (7) (this is how your comment will make its way to your TDO).

1. Record your video and save it to your computer or device. Click on Choose a file (1)
2. Locate the file you wish to upload, double click on that file, or click once on the chosen file then click on Open (2)
3. The training portal will work to upload your video (3)
4. Once uploaded, you will see your file in the upload box (4)
5. If you need to delete the video, simply click on the X (5), then upload the correct video following the steps again.

1. Record your video and save it to your computer or device. Try to keep the video concise as the size limitation for a video upload in this area is 500MB
2. Click on Submit Assignment (1)

3. A Media box will appear at the bottom of the page. Click on Record/Upload Media (2)

4. The Record/Upload Media Comment box will appear. Click on Upload Media (3) then Select Video File (4)

5. Locate the file you wish to upload, double click on that file, or click once on the chosen file then click on Open (5)

6. The training portal will work to upload your video (6) then the Record/Upload Media Comment box will close, taking you back to the Media box

7. Click Submit Assignment (7) to complete

8. If your video is too large to upload, there are a number of programs you can use to compress or zip the file. A quick search on your search engine, e.g. Google, can help with this. ECTARC holds no responsibility for any program used for this purpose.

Upload a video:

1. Record your video and save it to your computer or device. Click on Media Comment (1). Try and keep your video succinct. The size limit for a Media Comment is 500MB.
2. Click on Upload Media (2) then Select Video File (3).
3. Locate the file you wish to upload.
4. Click Save (4) (this is how your comment will make its way to your TDO).

Attach a file:

1. Click on Attach File (5) and a new button will appear.
2. Click Choose File (6).
3. Locate the file you wish to upload.
4. Click on Save (7).

If you would like to make your text box bigger, simply drag the small triangle in the bottom right-hand corner of the box down your page (1).

Many of your assessments contain external links to documents.  These include (but are not limited to):

• Third Party Reports
• Permission to Observe forms
• Written Assessment Task questions.

Where these links appear, you will need to click the link to download the document, and save it to a location on your computer (e.g. your desktop).

Once saved, open the document from its saved location, enter your responses, save changes and upload the document in the relevant ‘File Upload’ Question when completed. There are several FAQs that cover uploading documents for further instruction.

Example of a link to assessment task questions:

If you have clicked the Submit Quiz (1) button but you had not finished your assessment task, please call ECTARC to request the unit be reopened to you.

NSW: 02 4223 1111 Monday to Friday 9am to 5pm and Tuesday evenings 5pm to 7pm

Qld:  07 3290 2966 Monday to Friday 9am to 5pm.

It is preferable that PDF is used for uploading documents to the Training Portal.

Apple

Convert a Pages Document to PDF:

When using an Apple device and program such as Pages, please click on the top right-hand corner of your screen (circle with 3 dots) (1), click Export (2) and then choose PDF (3).  This will allow you to save the PDF to your selected location.

Note: If you are using a MacBook, you will need to click on the File tab and choose Export (4).

PC (Personal Computer)

Convert a Microsoft Word Document to PDF:

When using Microsoft Word on a PC, click File, then Save As and there will be a box to choose the title of your document (1). Just under that is the format the document will be saved in (2). Click on PDF (3) to save the document in this format.

Note: If you do not have an active PDF Reader (such as Adobe Acrobat), you will not have this option. In this case, you may be able to find another method via your search engine.

You can access the Student Management Portal for a progression transcript or confirmation of enrolment.

Word documents

1. Click on the Insert tab (1)
2. Click on the Object drop down (2) then click on Text from file (3)
3. A window will appear (4) for you to select the documents to merge/stitch. Select the other document/s you want to merge/stitch this document with (there will be an error if you click on the document you have open). Click Insert, and your documents will merge/stitch.

PDF

Use your search engine to ask the question, ‘How do I merge PDFs?’. You will find instructions from several websites to merge your documents easily, quickly, and for free. It is up to you which website you use, just keep in mind that ECTARC holds no responsibility for any program used for this purpose.

All students will have 14 days access to the ECTARC Training Portal after their course completion date to download content and any completed assessments for future reference. To download completed assessments, go to the relevant unit and click on the ASSIGNMENTS link to view your assessment tasks. Click on the assessment task you wish to copy and then right click on your mouse and choose the PRINT function. Change the destination from your printer to the PDF setting and click SAVE. If you have any questions regarding the saving of your online content, please call 02 4223 1111.