Overview
The purpose of this guide is for you as a Sponsor Admin to feel prepared as you work within Craft's OJL Tracker throughout the year. This guide will serve as a document you can reference at any point to understand what your role is and how to execute your responsibilities and update your program.
What is a Sponsor Admin?
A Sponsor Admin is responsible for ensuring the RAP (Registered Apprentice Program) is distributed to the appropriate learners and evaluators, typically across multiple employers and education providers.
What can a Sponsor Admin do?
A Sponsor Admin can: Create Organizations, create users in those organizations, create RAPs and programs (competencies) to track and view progress across the users in your program.
What will this guide cover?
This guide is meant to be used after the initial program setup. Therefore, the following topics will be covered:
- How to manage your organizational settings and program content
- How to create and manage people tags
- How to edit users in Craft's OJL Tracker
- How to view learner progress
- Craft Education Support Information
Manage Sponsor Organization Settings
As a Sponsor Admin, you may find that you need to alter details of your organization. This includes editing your organization name, edit support contact information and enabling email notifications. Fore more information, please take a look at the article below.
Relevant Article
Managing your program
Managing Program Content
Administrators may modify program elements, including the names of programs, levels, and plans, as well as activity due dates at any time throughout the year as needed.
Relevant Article
Managing People
Managing New Users
Review Organizations
Before adding new users to Craft, navigate to the Organizations page and confirm if the organizations they are associated with have been added to Craft. If they have not, create the organizations your users will be associated with. Please see this article for more information.
Adding a New User
As a sponsor admin, you may need to add additional users into the OJL Tracker when the new year begins. Perhaps you have a new batch of evaluators, or new learners joining your program. Please see this article for a walkthrough on how to add users to Craft.
Assigning learners to programs
Once you have added your new users, you will need to assign your new learners to your program. Please see this article for information on how to complete this process manually and in bulk. We have also provided a video below with a demonstration on how to assign learners manually.
Assigning a new evaluator to a learner
Your new learners will also need to have evaluators assigned to them. This can be done at the same time you are assigning your learners to your program, or at a different date. Please see this article for detailed instructions.
How to invite a new user
Once your new users have been added to Craft, you will need to invite them in order for the user to receive their log in information.
Create and Manage Tags
Tags are a useful tool in keeping your users organized and leveraging your reporting dashboard. This video will review how to create new tags and manage existing tags as a Sponsor Admin.
Relevant Articles
Monitoring Progress
We highly recommend tracking progress towards completion throughout your program. Below, you will find information on how to utilize the OJL Tracker to accomplish this.
Understanding Reports
Craft's OJL Tracker features a variety of reports to track your learners' progress throughout their program. For a detailed walkthrough of each report, please see the article below.
Relevant Articles
Troubleshooting
Log in issues
Occasionally, your users may reach out with issues logging in. To troubleshoot these instances, please see this help center article.
Issues Submitting Assignments
Your learners and evaluators may also report issues submitting or approving activities. In these instances, it is often because there is a requirement set on an activity that has not been met. Please see this article for information regarding activity requirements for learners, and this article for evaluators.
If this does not resolve your issue, please reach out to us at support@crafteducation.com and we would be happy to troubleshoot with you further.
FAQ
What questions should I be able to answer vs what questions should I send to Craft?
The Craft team can assist with any technical issues users run into when using the OJL Tracker.
A few examples are:
- I can’t log in
- When I try to evaluate an activity, it does not work
- I don’t know how to interpret the Dashboard
While the Craft team is always happy to help troubleshoot, there might be some things specific to your program that we are unaware of. These are the questions the sponsor admin will need to answer. Examples include:
Questions from Learners:
- How often do I need to log into the OJL Tracker?
- How often do I need to submit activities?
- Am I required to log time for each activity?
- What should I submit for each activity?
- Do I have to submit something for each activity?
- Do I need to meet with my evaluator?
- How often should I meet with my evaluator?
- Can I wait until the end of the semester to log everything?
- Is there a rubric that will be used when my work is getting graded?
- When do I need to complete this program by?
- Who should I email if I have questions about my program?
Questions from Evaluators:
- How often do I need to meet with my learner
- Is there a rubric I need to follow? How do I grade my learner’s work?
- Do I need to grade each activity? Can I grade them all at the end of the semester?
- Who should I email if I have questions about the program?
If you aren't sure how to answer a question, do not hesitate to loop us in.
If you aren't sure how to answer a question, do not hesitate to loop us in.
Who do I loop in if I need help?
The sponsor admin can reach out directly to Victoria Lawrence, Craft's Customer Success Manager at victoria.lawrence@crafteducation.com.
For all end user issues (learners, evaluators, instructors), please loop in support@crafteducation.com. This will allow our support team to handle and track end users issues more accurately.
Resources
- Craft Help Center
- Support Email: support@crafteducation.com
- Have a reports request? Please fill out our survey.