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					                           Trainer and Training Organization User Manual for
                                                          MERIT
                          (Managed Education and Registry Information Tool)
                                                          merit.del.wa.gov


      The Managed Education and Registry Information Tool (MERIT) is the new online statewide training database
administered by the Department of Early Learning (DEL) for early learning professionals, STARS-approved trainers and training
organizations and DEL staff. MERIT is available 24 hours a day, 7 days a week and tracks STARS-approved training,
employment and educational information. The rules remain in place for required STARS training: the initial 20-hour Basic and
the annual 10-hour Continuing Education requirements.

Below is a list of basic MERIT information:
    Remember that an item with an asterisk * means that it is required. You must enter this information.
    The system will time you out after 30 minutes of in activitity. You will have to log in again if you are timed out.
    Enter dates and times using calendar and clock icons.
    Enter phone numbers using only numerals. The system automatically inserts the correct spacing.
    Use the tab key to move from one field to the next.
    Special boxes highlighted in orange are hints to help you use the features of MERIT with more ease.
    Help icons have useful information that appears when you put your cursor over the icon.


                                                                 1
                                                                           Table of Contents

The MERIT Homepage ..................................................................................................................................................... 3
Signing in to MERIT .......................................................................................................................................................... 4
Changing Your Password.................................................................................................................................................. 6
Changing Your Password Hint .......................................................................................................................................... 7
Resetting Your Password ................................................................................................................................................. 8
Updating Your MERIT Account Information ................................................................................................................... 10
Updating Your Organization Profile ............................................................................................................................... 15
Adding a New Trainer .................................................................................................................................................... 18
Adding a New MERIT Organization Administrator ......................................................................................................... 20
Removing a User from Your Organization’s Profile ........................................................................................................ 22
Changing Your MERIT Organization Administrator......................................................................................................... 23
Creating a New Training ................................................................................................................................................. 24
Creating a Training from an Existing Training ................................................................................................................. 32
Viewing Your Training Calendar ..................................................................................................................................... 35
Listing Attendees and Closing Out Trainings .................................................................................................................. 37
Finding Trainings, Trainers or Training Organizations .................................................................................................... 46
Logging Out.................................................................................................................................................................... 55



                                                                                              2
The MERIT Homepage
Use the following links if you:
   1) need help from MERIT support staff.
   2) want to give feedback or report issues on the MERIT website.
   3) want to search for STARS-approved trainings, trainers or training organizations
   4) want to read frequently asked questions about MERIT.
   5) need STARS forms.


                                  2


                                  3
                                  3


    1




                                                             4       5
                                                             3       3
                                                                 3
 Return to Table of Contents
   Signing in to MERIT
   1) From the MERIT homepage, click on Sign in. The Sign In function is located in 3 different spots.

                        STEP 1
                                                                                                         STEP 1
                                                                                     STEP 1




Return to Table of Contents
                                                               4
Signing in to MERIT (continued)
     1) Enter your username. The e-mail address from your account information page is your username.
     2) Enter your password.
     3) Click Sign in.




                                                                     STEP 2



                                                                    STEP 3




                                                                    STEP 4




Return to Table of Contents
                                                           5
Changing Your Password
You may change your password at any time when you are logged in to your account.

To do this:
   1) Enter a new password that includes all of the required characters. As you enter your password, the listed items in the
      beige colored box will turn green showing you are choosing an acceptable password.
   2) Enter your password again. All the boxes must turn green before you can save your new password.
   3) Click Save.




                                         STEP 1




      STEP 2
                         STEP 3




Return to Table of Contents

                                                               6
Changing Your Password Hint
The first time you sign in to MERIT, you will be directed to change your password hint. The Password Hint and Answer allows
you to reset your password in case you forget it. Remember to choose a question and answer you will easily remember.

To do this:
   1) Choose a password hint from the drop down box. Choose a question that you will always remember how to answer.
   2) Enter your password hint answer.
   3) Click Save.




                                                                 STEP 1


                                                 STEP 2

          STEP 3


Return to Table of Contents



                                                             7
Resetting Your Password
MERIT allows you to reset your password in case you forget it.

To do this:
   1) Enter your username. This will be your e-mail address.
   2) Enter the information from the image. It is not case-sensitive.
   3) Click Continue.




                                                                        Hint: You do not need to
                                                                        call anyone to reset your
                                                                        own password. Keep your
                                                                        username and password
                                                      STEP 2            recorded in a safe, easy-to-
                                                                        access place.
 STEP 1


                        STEP 3



Return to Table of Contents
                                                                 8
Resetting Your Password (continued)
   4) Enter the answer to your password hint question.
   5) Click Submit.




    STEP 4

                       STEP 5




Return to Table of Contents
                                                         9
Updating Your MERIT Account Information
Once you’ve signed in to MERIT, you can manage and update your account information anytime. Both independent trainers
and MERIT organization administrators will update personal information on the Account Information page.

To do this:
   1) Click on the My Profile tab.
   2) Click on Account Information under My Profile.

                        STEP 1




                         STEP 2
                                                                                  Hint: In the future, trainers and
                                                                                  training organizations will begin
                                                                                  their applications for STARS
                                                                                  approval in MERIT. This section of
                                                                                  MERIT will display where the
                                                                                  application is in the review process.




Return to Table of Contents


                                                           10
Updating Your MERIT Account Information (continued)
   3) Update, correct and complete any information that is incorrect or missing by entering it in the boxes or clicking the plus
   sign next to the section heading. Remember that an item with an asterisk * means that it is required.



                                                                       Hint: Your STARS ID number starts with a:
                                                                           2 if you are a trainer, and
                                                                           3 if you are an organization.




                                            STEP 3



                                        Hint: Completing the section with former
                                        names will allow others to search for you under
                                        that name as well.


Return to Table of Contents

                                                               11
Updating Your MERIT Account Information (continued)
   4) Enter the contact information and mailing address.


                                              STEP 4

                                                                Hint: Providers searching for trainers or
                                                                trainings will not see this information. It will
                                                                only be used by DEL to contact you.




Return to Table of Contents
                                                           12
Updating Your MERIT Account Information (continued)
   5) Your educational information will be verified when you reapply as a STARS-approved trainer or organization. You do not
   need to update this information at this time.
   6) Enter your trainer philosophy.




                                            STEP 6


                                                  Hint: Your training philosophy statement is seen by providers who
                                                  want to take your training. The statement should reflect your
                                                  overall values about training, but should address at a minimum:
                                                      Why training is important to you;
                                                      Why training matters for children and adults;
                                                      How your training will help make a difference in the quality
                                                         of care provided by the participants in your training; and
                                                      Your training style and how providers will learn from the
                                                         materials and information you present.



Return to Table of Contents
                                                             13
Updating Your MERIT Account Information (continued)
   7) Select counties where you are willing to offer training(s).
   8) Select the language or languages you are willing offer training(s) in.
   9) Select what type of trainings you will offer. You can be more specific when you set up individual trainings. This provides
   another option for providers when searching MERIT for available trainings.
   10) Click Save.
                                                  Hint: Your training availability (location and language) is used by
                                                  providers who search for trainings. Providers will be able to tell where
                                                  and in which languages you are willing to provide training. You can be
                                                  more specific about this when you set up individual trainings.



                     STEP 7




                                    STEP 8




                               STEP 9
Return to Table of Contents                                                                           STEP 10
                                                                14                                      10
Updating Your Organization Profile
Before entering any trainings in MERIT, please make sure your profile information is up-to-date.

To do this:
   1) Click on Organization Profile under the Training Organization tab.




                                       STEP 1




Return to Table of Contents

                                                              15
Updating Your Organization Profile (continued)
While on this page, you can choose to:
   A. Update, correct and complete any information that is incorrect or missing by entering it in the boxes or clicking the plus
      sign next to the section heading. Remember that an item with an asterisk * means that it is required.
   B. Manage the list of trainers for your organization.
   C. Add or change the MERIT administrator your organization.




      A            B            C




                                                                                    Hint: Providers searching for
                                                                                    trainers or trainings will see
                                                                                    your profile information.




                                                               16
Return to Table of Contents
Updating Your Organization Profile (continued)
Remember to save. A successful save should look like this.




Return to Table of Contents
                                                             17
Adding a New Trainer
   1) Click on Trainers under the Training Organization tab and Organization Profile.
   2) Click on the plus sign or the section heading to add a new trainer.




                                              STEP 1



           STEP 2

   3) Enter the required information. (The username should be a valid e-mail address that the trainer uses to sign in to MERIT.
      It is best to copy his or her username from the Find Trainer result screen.)
   4) Click Save.



                                                        STEP 3



                                                        STEP 4


Return to Table of Contents

                                                              18
Adding a New Trainer (continued)
   When you save your information, your new trainer will appear on the list.




                                                                  Hint: Once you’ve added a
                                                                  trainer, their start date with the
                                                                  organization will show here.




Return to Table of Contents
                                                             19
Adding a New MERIT Organization Administrator
   1) Click on MERIT Administrator under the Training Organization tab and Organization Profile.
   2) Click on the plus sign or the section heading to add a new MERIT organization administrator.




                                            STEP 1



              STEP 2




   3) Enter the required information. (The username should be a valid e-mail address that the individual uses to sign in to
      MERIT.)
   4) Click Save.



                                                      STEP 3




Return to Table of Contents                       STEP 4


                                                               20
Adding a New MERIT Organization Administrator (continued)
   When you save your information, your new organization administrator will appear on the list.




    IMPORTANT: If you want to switch administrative duties from                  Hint: Once you’ve added a
    yourself to another person, you must add the other person here               trainer, their start date with the
    first.                                                                       organization will show here.

    Click here for the section of the manual that takes you through
    the steps to change your MERIT organization administrator.




Return to Table of Contents

                                                             21
Removing a User from Your Organization’s Profile
You may remove a trainer or organization administrator from your organization’s profile by taking the following steps:
   1) Find the individual on your list of organization trainers or MERIT administrators.
   2) Click on the red X to disassociate.
   3) A small box will appear with the question, “Are you sure you want to disassociate this user?”
   4) Click OK for yes, or Cancel for no.




                                                                                                                    STEP 2




                                                                                  STEP 4
Return to Table of Contents
                                                               22
Changing Your MERIT Organization Administrator
The MERIT organization administrator is responsible for ensuring:
      The organization profile is correct and up-to-date.
      Trainings are posted.
      Training completion reports are posted timely.

   1) Click on MERIT Administrator.
   2) Locate the name of the person to whom you want to give administrator rights.
   3) Click on the small box next to his or her name under Primary Contact.



                                             STEP 1



STEP 2                                            STEP 3




   4) When you change the primary contact, MERIT will ask if you would like to change the organization e-mail address,
      which will change the organization username. Click OK to change. Click Cancel to continue without changing the
      information.

                                                                                                   STEP 4


Return to Table of Contents
                                                             23
Creating a New Training
    Whether you are an independent trainer or a MERIT organization administrator, you will create, change, save and
     cancel trainings in the same way.
    Independent trainers can create their own trainings. However, only a MERIT organization administrator can create a
     training on behalf of a trainer who is associated with an organization.

Take the following steps to create a training:
   1) Click on Create New Training under the Training Organization tab.




                                      STEP 1
                         OR STEP 1




Return to Table of Contents
                                                             24
Creating a New Training (continued)
   2) Enter the training information. Remember that an item with an asterisk * means that it is required.
   3) IF you want the class offered to the general public, check the Publically Available? box. IF you are a high school teacher
       or are offering the training only to your employees, click on the box to uncheck it.




                                                 STEP 2                                  Hint: Use the Registration Website
                                                                                         field to list a website address where
                                                                                         providers can register for your
                                                                                         training or where they can find more
                                                                                         information about registration.




                                                                                         Hint: Use this drop-down box to
                                                                                         select a:
                                    STEP 3
                                                                                             new trainer,
                                                                                             one-time guest trainer, or
                                                                                             trainer already established by
                                                                                              your organization.



Return to Table of Contents

                                                               25
Creating a New Training (continued)
   4) Choose a Training Delivery Model from the drop down box.

                                                                    STEP 4



         a) If you choose Online or Self-Paced/Correspondence as the training delivery model, MERIT requires you to put
            start and end dates for the availability of the training and completion deadline.




                                                                                      a

         b) You must enter the physical address where the training will be held if any part of the training is delivered in-
            person.




                                                                             b




Return to Table of Contents
                                                               26
Creating a New Training (continued)
   5) You have three options for setting up the days and times for the in-person training.



 A. If your training is a one-day
    event, select One Day Training.                                                          Hint: Click on the
                                                                                             calendar and clock
                                                                                             icons to make date
                                                                                             and time entries
 B. If the training is scheduled to last
                                                                                             really easy.
    more than one day and the start
    and end times are the same,
    select Multiple Day (Range).




 C. If the same training is scheduled
     to last more than one day and
     the start and end times are
     different, OR the same training
     will be repeated on multiple days
     with either the same or different
     start/end times, select Multiple
     Day (Detailed).


Return to Table of Contents
                                                              27
Creating a New Training (continued)
   6) Select a training type, either Basic Education (20 hours) or Continuing Education (10 hours), and enter the required
      information.




                                                                                   STEP 6




Return to Table of Contents
                                                              28
Creating a New Training (continued)
   7) For Continuing Education (10 hours):
          a) Choose the training category(ies) that are specifically included in the training.
          b) List the number of hours for each category.
          c) Choose the training focus(es) that best represent who the training is about or for. For example, all Administration
             and Professionalism training would be with an “Adult” focus.
          d) Provide a clear and complete description of what your training is about. This information can help providers
             choose when they search for trainings.




                         STEP 7a
                                                                                   STEP 7b




                  STEP 7c



                       STEP 7d

Return to Table of Contents
                                                               29
Creating a New Training (continued)
   8) For Basic Education (20 Hours):
       a) Check the training category box for the type of 20 hour class you are offering.
       b) Choose the training focus(es) that best represent who the training is about or for.
       c) Provide a clear and complete description of what your training is about. This information can help providers choose
          when they search for trainings.




                       STEP 8a



                   STEP 8b



                   STEP 8c




Return to Table of Contents
                                                             30
Creating a New Training (continued)
   9) Select one language that you will use to teach this specific training.

   10) Review your training information and click Save.




                                                   STEP 9




                                                                               STEP 10




Return to Table of Contents
                                                                 31
Creating a Training from an Existing Training
Both independent trainers and the MERIT organization administrator can take a previously saved training and modify it to post
a whole new training. For example, if you set up the “Reading with Babies” training in January and now you want to post it
again as an available training in August, you can do that following these steps:

   1) Use the Create Training drop down box and select From Existing Training.
   2) Enter the previously posted training information.
   3) Click Search.




                                    STEP 1

                                                                              Hint: You don’t need to fill out every field
                                                                              to find the training. Try part of the title
                                                                              or a date range. All your previously
                                                                              posted trainings with the search criteria
          STEP 2                                                              will show up.


                                                                  STEP 3




Return to Table of Contents
                                                             32
Creating a Training from an Existing Training (continued)
   4) Trainings that match your search criteria will show in the list below the search field. Click on the title of the training that
      you want to use as a guide for your new training.




                   STEP 4



Return to Table of Contents


                                                                 33
Creating a Training from an Existing Training (continued)
   5) From this page, change the training details.
   6) When you have finished editing, click Save.




                                                          STEP 6




Return to Table of Contents



                                                     34
Viewing Your Training Calendar
You can view all the trainings you’ve established on a calendar. To do this:
   1) Click on the Training Organization or Trainer tab.
   2) Click on Training Calendar.




                              STEP 2




Return to Table of Contents


                                                               35
Viewing Your Training Calendar (continued)
This screen shows the Monthly calendar view. You can also click on Day or Week for different calendar views.

   3) To view a specific training, click on the training title.
                                                                           Hint: Trainings with titles listed in RED
                                                                           have been cancelled. Trainings with titles
                                                                           listed in BLACK are active. Trainings with
                                                                           titles listed in GREEN have completed the
                                                                           training attendance list.




                                             STEP 3




Return to Table of Contents

                                                                  36
Listing Attendees and Closing Out Trainings
The attendance tracking feature allows you to associate a participant with a completed training and also provides you with
very useful management tools. Whether you are an organization or independent trainer, you can use the same process for
building or completing your attendance list and closing out training.

To do this:
   1) Click on the title of the training from either the list under Recent Completed Trainings or Upcoming Trainings.




                                                                                                         STEP 1


  Hint: To get to trainings older than
  the current or previous month use
  your Training Calendar.

Return to Table of Contents

                                                              37
Listing Attendees and Closing Out Trainings (continued)
   2) This will bring you to the Edit Training Screen. Scroll all the way to the bottom until you see the Manage Attendance List
      section.
   3) Click on Add/Edit under the Manage Attendance List heading.




                                      STEP 3




Return to Table of Contents
                                                              38
Listing Attendees and Closing Out Trainings (continued)
This next screen allows you to see an overview of the training but you cannot change details of the training from here. You can
only record information about attendees.

   4) Click on Click her to add Attendee to Roster.




                       STEP 4




Return to Table of Contents


                                                              39
Listing Attendees and Closing Out Trainings (continued)
You have several options for adding an add attendee to the training list. The first is using their STARS ID number. The second is
with their first and last name. If the STARS ID is available:
   5) Enter the STARS ID in that field
   6) Click Search.




                                                            STEP 5




                                                           STEP 6



   7) If the correct attendee is found, click on Select.
                                                                                      STEP 7




Return to Table of Contents
                                                                     40
Listing Attendees and Closing Out Trainings (continued)
After you select the user, you need to:
   8) Check the appropriate status box (Registered for future trainings, or pass, fail, incomplete, no show for past trainings.
       Marking Pass signals MERIT to update the attendee’s training profile).
   9) Enter the date completed unless the system enters it for you,
   10) Enter the amount paid by the attendee for the training, and
   11) Click Save.




                                               STEP 8




                                                                  STEP 9

 STEP 10
                                                        STEP 11


A successful addition to your attendance list should appear as below.




Return to Table of Contents
                                                                  41
Listing Attendees and Closing Out Trainings (continued)
   12) To continue to add attendees, Click on Add attendee to list and repeat steps 5-11.




If the STARS ID is NOT available, you can:
    A. Search for the attendee using the search feature, or
    B. Create a temporary place-holder in the list until a STARS ID number is received.

   1) Enter search criteria for the attendee. You can use full or partial spellings of first and last names.
   2) Click Search.




                                                                 STEP 1

                 A



                                                                   STEP 2
Return to Table of Contents

                                                                 42
Listing Attendees and Closing Out Trainings (continued)
If your first search does not result in a match for the attendee, you may want to click on Show Search options again and enter
more or less search information to see if a match can be found.

   3) If no match is found after a thorough search, click on the small button next to “No”, indicating this attendee does not
       have a STARS ID number.




                                                    STEP 3




Return to Table of Contents
                                                               43
Listing Attendees and Closing Out Trainings (continued)
   4) Enter the attendee’s information and training status (Registered for future trainings or pass, fail, incomplete, no show
      for past trainings).
   5) Enter the date completed unless the system enters it for you,
   6) List the amount paid by the attendee for the training, and
   7) Click Save.




       B                                                       STEP 4




                                                                    STEP 5

                                                      STEP 6

                                STEP 7




Return to Table of Contents
                                                               44
Listing Attendees and Closing Out Trainings (continued)
You have the ability to make changes to individuals’ information on the attendance list.
   1) To make changes, click on the edit icon for the individual.




                                                                                    STEP 1




Return to Table of Contents
                                                                45
Listing Attendees and Closing Out Trainings (continued)
Clicking edit brings you back to this screen. From here, you can change training status, date completed and amount paid.
   2) If you want to add a STARS ID number to this place-holder attendee, then click on Edit.




                                                                                           STEP 2




Return to Table of Contents


                                                              46
Listing Attendees and Closing Out Trainings (continued)
   3) Enter the STARS ID number, and
   4) Click Search.




                                                STEP 3




                                       STEP 4




Return to Table of Contents
                                          47
Listing Attendees and Closing Out Trainings (continued)
   5) When MERIT returns the correct attendee information with the STARS ID, repeat the steps to complete this attendee
      record.
   6) Enter training status (Registered for future trainings or pass, fail, incomplete, no show for past trainings).
   7) Enter the date completed unless the system enters it for you,
   8) List the amount paid by the attendee for the training, and
   9) Click Save.




Return to Table of Contents

                                                            48
Listing Attendees and Closing Out Trainings (continued)
   1) Once your attendance list is complete with all attendees and their correct information, click on Attendance list is
      complete. This signals MERIT to not remind you that you have incomplete training records.


                                    STEP 1




          Export



You can use your attendance list in many different ways. By clicking Export, MERIT sends the list to Excel which allows you to
print, save and rearrange it. If printed, you can use it as a sign up sheet at your training.




Return to Table of Contents
                                                               49
Finding Trainings, Trainers or Training Organizations
You can search MERIT for STARS-approved trainings, trainers or training organizations without signing in.

To do this:
   1) Click on Search MERIT.
   2) Click on the buttons for Trainings, Trainers or Organizations. For the following example, we’ll use Trainings.




                                                        STEP 1




                                                        STEP 2




Return to Table of Contents
                                                               50
Finding Trainings, Trainers or Training Organizations (continued)
   3) Enter a training title, training type, date range or any other search criteria.
   4) Click on Search.




                                       STEP 3                                           Hint: You can enter information
                                                                                        in only one field, such as: “City”
                                                                                        if you want to search in a
                                                                                        specific area,

                                                                                        OR

                                                                                        You can enter information in
                                                                                        multiple fields, such as: “City”
                                                                                        and “Training Date” if you want
                                                                                        to search in a specific area
                                                                                        during a specific time frame.

                                       STEP 4




Return to Table of Contents
                                                                 51
Finding Trainings, Trainers or Training Organizations (continued)
   5) The search results will provide a complete list of the trainings based on your search criteria. Scroll down the page, or
      use the arrow tabs to move from page to page.
   6) Click on the training title to view the training details.



                                                Hint: If you don’t find the training you were
                                                looking for, click on New Search to edit
                                                your search criteria or start over.

                                                                                                      Hint: If you do not
 STEP 5                                                                                               select a Training
                                                                                                      Delivery Model as
 STEP 6                                                                                               part of your search
                                                                                                      criteria, you will be
                                                                                                      given the option to
                                                                                                      select it here. The
                                                                                                      number of available
                                                                                                      trainings is listed in
                                                                                                      parenthesis.




Return to Table of Contents
                                                               52
Finding Trainings, Trainers or Training Organizations (continued)
   7) This provides you all the training details, including a complete description of the training. You can print this page and
      use it for reference when locating the training or contacting the trainer or training organization.


                                                   STEP 7




Return to Table of Contents
                                                                53
Finding Trainings, Trainers or Training Organizations (continued)
   8) If you would like to search for trainers and training organizations, repeat the same process as in steps 1 – 4. The Trainer
      and Training Organization search screens work the same as the Training search screen.




                                                          STEP 8


                                                                                Hint: You can quickly switch between
                                                                                searching for trainings, trainers or training
                                                                                organizations by clicking the links under
                                                                                Search MERIT.




                                                                                Hint: You don’t need to fill out every item
                                                                                to find a trainer or organization. Try
                                                                                searching with part of a name or the
                                                                                training type. All trainers or
                                                                                organizations with a portion of the search
                                                                                criteria will show up.



Return to Table of Contents
                                                               54
Logging Out
      1.) To log out once you are finished working in MERIT, click Logout. There are two options for logging out.


                                                                  STEP 1



                                                                                                STEP 1




      2.) You will receive a notification upon successfully logging out.




                                       STEP 2




Return to Table of Contents
                                                                55

				
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