Organizations

Direct care programs provide care directly to children. To register your early childhood or school age program, create a individual account on the ND Early Childhood Hub, then set up an organizational account with the Early Childhood Workforce Registry. 

Non-direct care organizations are programs such as food programs, public health and college and universities. These organizations work within early childhood but not directly with children.

Training sponsor organizations play a crucial role in helping prepare the early childhood and school age workforce to provide quality care and education. Organizations that wish to provide training are required to create an individual account on the ND Early Childhood Hub, then create an organization account with the Early Childhood Workforce Registry and be approved as a training sponsor before training courses can be submitted.

To learn more about training levels, visit Trainers and Coaches.

Benefits of being a training sponsor

• Offer training that counts for child care licensing.
• Promote your training on the ND Early Childhood Training Calendar.
• Manage training attendance, rosters, and award clock hours. 
• Offer registration through the Registry's online registration feature (contact the Registry for details).

Training Sponsor Frequently Asked Questions

How do I become a training sponsor organization?

• Create a personal account in the ND Early Childhood Hub.
• Create an Organization account. 
  • Under Organization Details, check the Training Sponsor Organization box.
• Complete the rest of the application and Submit.

Registry staff will call to verify your account information before approval.

What are the responsibilities of a training sponsor organization?

• Training Sponsors are responsible for the planning and managing training.  This includes
  • Reading and agreeing to the Training Sponsor Agreement.
  • Submitting training for approval and meeting requirements
  • Managing registration and attendance
  • Using qualified trainers
  • Keeping attendance records
  • Providing support for training questions

What is a Training Sponsor Agreement?

• The training sponsor agreement explains the rules for offering training.  Approval lasts for 24 months. 
  Read the Training Sponsor Agreement completely before you accept it. The Registry reserves the right to remove approval at any time if the terms are not followed.

What if I already have an organization account?

• If you already have an account, contact the Registry for help becoming a training sponsor.

When a course is approved, when will it expire? 

• Approved courses expire three years after the approval date.

• Note: After approval, you must still submit each training event (date, time, and location) for approval.

Health and Human Services (HHS) licensed programs — allows access to employee training records, grant (or other) applications, participation in Bright & Early ND.
Training Sponsors — an organization account is required to submit training, schedule events, and award credit to attendees.
Non-direct care organizations — those who provide support services to children, families, and the early childhood workforce. 

1. Log in to the ND Early Childhood Hub.
2. From your personal account, select either +Organization Account from the menu below your name at the top right or in the left menu below the 3 white lines.
3. Select Create Profile. Tip: Do not enter an organization ID in the lookup.
4. Complete all sections of the form. If you need to enter a license number do not use any spaces or dashes. Example: 12345678A
5. Submit the completed form. A Registry staff will contact you to verify the account information.

Tips:

• Do not enter an Organization ID during setup.
• Your name and email will automatically appear. Add a phone number before continuing.

Program Type and License Information

During setup, you will be asked questions about your organization:

• If you provide direct care or education, you will enter your HHS child care license number or your State Head Start Number
  • Enter the number without spaces or dashes (example: 12345678H)
• If you do not provide direct care, you will select your organization type from a list.
• Training sponsors that do not offer direct care should select No when asked if they provide direct care.

You may also add information about your business.

After you Submit

Once submitted:

• Registry staff will review your information.
• You may be contacted to confirm details.
• You will receive an email when your account is approved.
  
  After approval, you can return to your Individual Account to view your Organization Account at any time.
   

1. Log in to your personal account.
2. To access the organization account use the drop-down menu below your name at the top right or under the 3 white lines on the left.  
3. Click or tap the organization name to go to the organization account. 

1. In the organization account, select the Reports tab.
2. Select the Facility Staff Report
3. Select the employee’s ID number or name to view their training record.
4. Return to the main report from an employee’s training record by selecting the small blue arrow in the top bar, to the left of the Find box.

Use the Employees tab to add and manage staff.

Add employees

Employees can be added in two ways:

• Staff can add your organization from their own account
• You can send an invite to staff

Review employee requests

When a staff member requests to join your organization:

• Review the request
• Approve or deny it

Only approved employees will appear in your active employee list.

View employees

• The list shows your current employees
• Use the drop-down menu to view past employees

Important

• Employees must have a Registry account to be added
• Approving an employee connects them to your organization
• Employees are different from account users
  • Employees are staff
  • Users have access to manage the accoun

1. In the organization account, select the Status tab.
2. Select the Add New button.
3. In the first question, select Change next to HHS License number.
4. Enter the new license number in the box. Enter the number without spaces or dashes: 12345678A.
5. Answer any required questions.
6. Submit the form. Registry staff will contact you to verify the information.

The account is organized under several tabs. The organization ID number and name of the business are at the top of the page. What you see may depend on the type of organization account you have.  If the organization account is connected to an HHS license you will see licensing information.  
 

Status Tab:
The status tab shows:

• HHS license information
  • Licenses update automatically when the number and type remain the same.
  • If your license number or type changes, follow the steps to add a new license number.
• Training Sponsor Agreement dates (if you are a training sponsor).
• If you are not a licensed child care program or a training sponsor, it will say: Not a Licensed Early Care Provider.

Org Details Tab:

Use this tab to:

• Update contact information
• Update communication preferences
• Update addresses

Important:

• System emails are sent to the Account Owner.
• The Account Owner is the person who created the account.
• Only one Account Owner is allowed.

See FAQ question: How do I manage users on my organization account? 

Program Info Tab

Use this tab to:

1. Add any designations, such as National Association for the Education of Young Children (NAEYC) accreditation, can be added here by selecting the +Designation button, choosing a designation from the list, and completing the information. Documentation of the designation will need to be uploaded.
   • To add a designation:
     • Select + Designation
     • Choose from the list
   • Enter the information
   • Upload your file
2. Add program details. Complete the About Us section to enter a program description and information. The information will be displayed for parents who are using the Resource and Referral tool.

Note: Select Edit to make changes.

Employees Tab

Use this tab to view and approve your employees.

• Employees are listed here. 
• Employees can add your organization as their employer from their individual profiles or an invite can be sent from the organization account.  
  • Once the employee appears on the list you will need to review and approve or deny them. 
• Use the drop-down menu to view past employees and return to current employees.

See the FAQ question: How do I add and manage staff?

Coaching Events Tab

This tab shows notes from your coach.

You will see this information if:

• Your organization takes part in HHS quality improvement activities, and
• You are working with a coach

Reports tab

Your organization can view several reports.

• Facility Staff Report:
  • Shows your current employees.
  • You can view their HHS Licensing Training Record.
  • Employees must be verified and have an active Registry membership.
• Training Participation Report:
  • Shows training events your organization sponsored.
  • This report is only available to approved training sponsors.
• Quality Reports:
  • Shows Bright & Early step indicators.

Document Vault

Your organization can upload, store and filter documents here.

• Select the Add Document Button.
• Under Upload Documents, select the +Add Files button.
• Choose your file and select file type.
• Then save and say OK.
• The list of documents will be displayed, select Return

Quality Dashboard

Use the Quality Dashboard in the left menu to:

• Apply for Bright & Early ND.
• Apply for program grants.
• Find and apply for quality improvement programs.

You can register your staff for training through your organization account if the training sponsor uses the Registry’s online registration system.

This includes training from:

• Child Care Aware® ND

• HHS

• CypherWorx

• Pyramid Consortium

Instructions:

1. Log into the ND Early Childhood Hub.

2. In the drop-down menu below your name in the upper right hand corner of your individual profile or below the 3 white lines on the left menu select your organization account

3. In the menu on the left, select Search for Training Events

4. Scroll through the training calendar or use the filters to find training. Select view details to see all the information about the training.

5. On the Event Details page, select Register

6. The Registration page will open. Choose between register myself and register staff.

7. If you choose register staff, your list of verified employees will show.  Check the names of the people you want to register and select the Register Staff button.

8. Complete the information for each staff.

9. On the Registration Summary page you can edit or remove employees from the registration. If needed, complete payment information. Read and accept the Terms and Conditions and select the Complete Registration button. Every person that was registered for the training will receive an email.

For training from other organizations, follow the registration instructions listed in the training details on the ND Early Childhood Training Calendar.

• Manage program information.
• Manage staff and users.
• Track training.
• View reports.
• Upload documents.
• Apply for quality programs and grants.

To manage users, go to the Org Details tab and select Manage Organization Account Users. 

Important

• Only the Account Owner can add or remove users.
• Only approve people who should have full access.
• The top section shows current users.
• The bottom section shows current employees.
• Staff may request access from their own account.
  • The Account Owner can approve or ignore the request.
• Adding a user does not add them as an employee.

What users can do

Account users can:

• View all tabs.
• Edit account information.

Account users cannot:

• Add or remove other users.

Add a user

• Find the employee’s name in the list.
• Select the + (plus) icon next to their name.
• Select Return when finished.

Remove a user

• Find the user in the list.
• Select the trash can icon.

What you see depends on your organization type and access level.

You may not see certain tabs or information if:

• Your account is not connected to an HHS license.
  • Licensing information only appears for licensed child care programs.
• You are not the Account Owner.
  • Only the Account Owner can manage account users.
• Your organization is not an approved training sponsor.
  • Training sponsor information and training reports only appear for approved training sponsors.
• Your organization does not take part in quality improvement activities.
  • Coaching Events and some Quality Dashboard options only appear for programs working with a coach or participating in quality programs.
• An employee has not been approved or does not have an active Registry membership.
  • Employee training records only appear for approved employees with an active account.
• Your organization type does not use that feature.
  • Some tabs and options are only available to certain organization types.

If you think something is missing or incorrect, contact the Registry for help.