Welcome! Thank you for making your community a happier

Mental Health First Aid Instructor Portal Guide Revision Date: 02/06/2018 - v.1 1

Welcome! Thank you for making your community a happier, healthier, safer place for all by being a Mental Health First Aid Instructor.

This document is a how-to guide with step-by-step instructions to help you manage your courses and participants, find courses to co-teach and enter your course data based on the recent enhancements we’ve made. Look here first for answers that can help you get started.

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Table of Contents 1. Mental Health First Aid Instructor Portal: Quick Start Guide 3 2. Register for Your Mental Health First Aid Instructor Account 4 3. Complete Your Instructor Profile 5 4. Overview of Instructor Portal Home Page 6 5. How to: Add a Course 10 - Step-by-Step: How to Manually Add a Course 10 6. How to: Add Participants to Your Course 15 - Step-by-Step: How to Add a Single Participant 15 - Step-by-Step: How to “Bulk Add” Participants to Your Course 19 7. How to: Edit Course Information 21 8. How to: Upload Course Resources for Participants 22 9. How to: Cancel a Course 23 10. How to: Instruct Participants to Register for a Course Via the New First Aider Portal – ELECTRONIC EVALUATIONS ONLY 25 11. How to: Administer and Manage Electronic Course Evaluations 27 12. How to: Enter Paper Evaluation Information 29 13. The First Aider Portal – A Brief Overview 30


1. Mental Health First Aid Instructor Portal: Quick Start Guide On February 20, 2018, we made some updates to the Instructor Portal to simplify your course

administration tasks. Use this quick start guide to quickly locate information in the manual to help you plan and complete your courses.

START HERE

Past course or upcoming course?

Paper or electronic evaluations used?

Using paper or electronic

evaluations?

PAPER See p. 42 of

manual: How to Enter Paper Evaluation

Information

ELECTRONIC

Did the participant

already take the evaluation?

NO Participants can still take electronic evaluations using links sent to them before the 2/20 updates. Instructors can re-send emails to participants

if needed.

END

YES

PAPE

ELECTRONIC

See p. 42 of manual: How to

Enter Paper Evaluation

Information

Are your participants

already added to your class in the

Portal?

YES NO

See p. 40 of manual:

NOTE: Participants must register in First Aider Portal with the same email you registered them with in

the Instructor Portal.

See p. 40 of manual: How to

Instruct Participants -

Online Evaluation and Course


2. Register for Your Mental Health First Aid Instructor Account Step 1: If you have not already registered to gain access to the Instructor Portal, click the blue Register tab on the Instructor Portal Home Page, fill out the registration form and press the yellow Register button.

Note: If you already have a Mental Health First Aid Instructor Account, simply enter your existing credentials.

Passwords: Must be at least 8 characters. Passwords must contain characters from at least three of the following four classes: uppercase, lowercase, numeric digit, and special characters (e.g. @, #, $, %, !, etc.). Step 2: Press the yellow Click Here to Continue to the Instructor Portal button to access the Instructor Portal Home Page


3. Complete Your Instructor Profile Before you reach the Instructor Portal Home Page, we request that you complete your Instructor Profile information. As you click on each option in the left column of the screen, a form will load the into the right column of the screen with the fields you will need to complete for each of the seven Profile sections.

Note: Photo images should measure 144 pixels wide x 144 pixels deep. Be sure to press the yellow Save button at the bottom of each form to save your information.


4. Overview of Instructor Portal Home Page Here’s an overview of the key features of the Instructor Portal Home Page.

Order Materials Directs to the Mental Health First Aid USA Web Store. Mental Health First Aid USA products are sold exclusively to certified instructors for use in teaching and promoting the program in local communities.

Need Help Access the program’s Frequently Asked Questions (FAQs), User Guide and contact information for the Instructor Concierge, who can provide support for Certified Instructors.

My Profile Access the tools that allow you to view and manage your profile, change your password and log out of the Instructor Portal.

Instructor Hub Access all the tools that allow you to manage your courses and participants, find courses around the USA, enter your course data and view your certifications.

Roles Discover role descriptions and resources available for both Youth Certified Mental Health First Aid Instructors and Adult Certified Mental Health First Aid Instructors.


Resources Access the Portal Guide, FAQs, Marketing Materials, Funding Resources, Instructor Policy Handbook, Mental Health First Aid Research, Curriculum, Tutorial Videos and Webinars

News & Events Access the latest news and events, subscribe to the Mental Health First Aid Monthly newsletter and view the latest posts from the Mental Health First Aid Blog.

About Us Access Mental Health First Aid USA program and contact information.

Switch Instructor If you are a coordinator, you will see a yellow button in the right corner called SWITCH INSTRUCTOR. You may switch to view and act on behalf of the various Instructors you help coordinate.


New Portal Guide Access the Portal Guide and instructional videos about how to use the Portal.

Instructor Applications Submit an online application to be considered for a Mental Health First Aid Instructor certification.

Manage Your Courses Access the tools that allow you to manage your courses and participants, find courses around the USA, enter your course data and view your certifications.

Purchase Manuals and Course Supplies Access the Mental Health First Aid USA Web Store. Mental Health First Aid USA products are sold exclusively to certified instructors for use in teaching and promoting the program.

Upcoming Events Access the latest news and events, subscribe to the Mental Health First Aid Monthly newsletter and view the latest posts from the Mental Health First Aid Blog.


Contact Us for Help Access the program’s Frequently Asked Questions (FAQs), User Guide and contact information for the Instructor Concierge, who can provide support for Certified Instructors, at [email protected].



5. How to: Add a Course Step-by-Step: How to Manually Add a Course Step 1: From the blue Instructor Portal navigation bar, select Instructor Hub > Manage Courses. Step 2: Press the yellow Add a Course button on the right side of the screen.

NOTE: Form fields that are required to successfully create a course are marked with a red asterisk . Step 3: Complete the Basic Information fields located in the left column of the screen:

Instructor 1 Field: Your name will automatically

appear here.

Co-Facilitator Field: Enter the name of your co-facilitator if you are

co-teaching the course. This field is linked to our instructor records. You will only be able to select the name of an accredited instructor.

Looking for a co-facilitator Field: If you

do not yet have a co-facilitator for this course but you would like one, please select the “I am looking for a co-facilitator” checkbox. This will display in the Find a First Aider Course search results.


Course Type: Choose one of the options from

the dropdown menu:

NOTE: Only course types for which you are currently certified will appear.

Cost Per Participant: Enter the cost each class participant will

pay. If the course is free, enter 0.

Audience Selection Box: Choose one of

these options:

Max # Participants: Enter the number of

participants that can be accommodated. There should be no more than 30 participants per course.

Module Type Selection Box: Choose one of these options:


Funding Source: Choose one of these options:

Course Schedule: Enter the start and end dates of your class. Be sure to set

the start and end times as well.

--------------------------------------

NOTE: Allow eight hours for instruction not including breaks and lunch. Approved options for scheduling include one 8-hour day, two 4-hour days and four 2-hour days.

--------------------------------------

If your class will be offered more than once, schedule the additional dates by using the Add Another Day tool.

Advertise Your Course: Select the checkbox if you

would like Mental Health First Aid to advertise your course on their website. NOTE: Uncheck the box if you don't want your course to appear in public search results. REASON: Registration might be restricted to a specific group and not open to the public.


Step 4: Complete the Venue Information fields located in the middle column of the screen:

Venue Name: Enter the name of the facility

where the class will be held.

Street 1: Enter street address of the venue. Street 2: Enter the classroom or suite number. City: Enter the name of the city. State: Enter the name of the state. Zip Code: Enter the zip code.

Venue Notes: Enter additional information students will need to find

the venue or specific directions on how to access the classroom. NOTE: Please take care to enter accurate location information. This will ensure that our MHFA course map functionality on our website will be able to show participants the exact location of the course.

Paper Evaluations: If you are planning on using paper evaluations rather

than directing students to fill out electronic evaluations, please check this box.


Step 5: Complete the Contact Information fields located in the right column of the screen:

Registration Link: Select the checkbox if

you want to include a registration link on the Course Registration detail page.

Registration Information: Enter the information that a

participant would need to know to register for the course.

Contact Email: Enter a valid contact email for the person coordinating

logistics of your course.

Contact Phone: Enter a valid contact phone

number for the person coordinating logistics of your course.

What method do you want registrants to use to contact you?

Course Status: Indicates whether your

course has been submitted or not.

Course is Full: Select the checkbox if the course is already full.

Save Course or Cancel Changes: Press the yellow Save Course

button to save the course information or press the yellow Cancel Changes button to not save the form information.


6. How to: Add Participants to Your Course To add a list of participants to your course, you have two options. You can add a single participant via a web-based form or you can bulk add up to 10 participants at a time via a web-based form. NOTE: The minimum number of participants in a course is 5 and the maximum number is 30. We recommend 15-25 participants as an ideal class size. Step-by-Step: How to Add a Single Participant Step 1: From the blue Instructor Portal navigation bar, select Instructor Hub > Manage Courses > My Upcoming Courses tab. Your course listing should appear here.

NOTE: Make note of the Course ID number. You will need to provide this to your class participants when they register for your course. Step 2: Click the blue button with the white arrow that appears in the far right of your course listing. This triggers a dropdown list of actions you can take when managing your course.


Here are the actions you can take:

Step 3: Select the Add Participants option.


Step 4: Enter the following information in the form fields on the left side of the screen:

Participant’s First Name:

Enter the participant’s first name.

Participant’s Last Name: Enter the

participant’s last name.

Participant’s Email Address:

Enter the participant’s email address.

Participant’s Phone: Enter

the participant’s phone number.


Step 5: In the right column of the screen, press the search icon to look up and select the participant’s organization. Note that this field is not required.

Step 6: If the participant’s organization does not exist in the lookup list, press the black circle with the white plus sign so you can add the participant’s organization information.

Step 7: To save the participant’s info, press the yellow Save button.


To save the participant’s info, then add an additional participant, press the yellow Save and New button.

Step-by-Step: How to “Bulk Add” Participants to Your Course Step 1: From the blue Instructor Portal navigation bar, select Instructor Hub > Manage Courses > My Upcoming Courses tab. Your course listing should be listed here. Step 2: Click the blue button with the white arrow that appears in the right corner of your course listing. Select the option Bulk Add Participants from the dropdown list.


Step 2: The Bulk Add Participants form allows you to add up to ten (10) participants at a time:

NOTE: If you are entering a new organization (one not already listed in the database), you will need to use the Add Single Participant process (page 15). Step 3: When you have entered the participants’ information, press the yellow Save button to associate these participants with your course.


7. How to: Edit Course Information Step 1: From the blue Instructor Portal navigation bar, select Instructor Hub > Manage Courses > My Upcoming Courses tab. Your course listing should appear here. Step 2: Click the blue button with the white arrow that appears in the far right of your course listing. Select the option Edit Course Information from the dropdown list.

Step 3: Make your changes to the course information and press the yellow Save Course button to save the course information. If you make edits, then decide you don’t want to implement them, press the yellow Cancel Changes button.


8. How to: Upload Course Resources for Participants Step 1: From the blue Instructor Portal navigation bar, select Instructor Hub > Manage Courses > My Upcoming Courses tab. Your course listing should appear here. Step 2: Click the blue button with the white arrow that appears in the far right of your course listing. Select the option Edit Course Information from the dropdown list. Step 3: To upload resources for the participants to download for class, click the yellow Add Resource button at the bottom right side of the screen.

NOTE: All files must be in PDF format with a file size no larger than 500 KB. Step 3: To upload resources for the participants to download for class, click the Browse button at the bottom right side of the screen, find the PDF file on your computer, press the Open button. Click the yellow Upload button.


Step 4: After the PDF file is uploaded, you will be redirected to the Course Overview page. Scroll to the bottom of the screen. Your PDF should be listed under Course Resources.

9. How to: Cancel a Course

Step 1: From the blue Instructor Portal navigation bar, select Instructor Hub > Manage Courses > My Upcoming Courses tab. Your course listing should appear here. Step 2: Click the blue button with the white arrow that appears in the far right of your course listing. Select the option Cancel a Class from the dropdown list.


Step 3: Click the My Cancelled Courses tab.

Your cancelled course should appear in the list. NOTE: Should you change your mind and need to re-activate the course, click the blue button with the white arrow that appears in the far right of your course listing. Select the option Copy Course from the dropdown list.

Your course information will be copied to the My Upcoming Courses section for your review and edits. Note that you will need to re-add participant information to your copied course.


10. How to: Instruct Participants to Register for a Course Via the New First Aider Portal – ELECTRONIC EVALUATIONS ONLY

If you are using the electronic evaluation, your course participants must register using the First Aider Portal in order to access the evaluation after your course. Step 1: From the blue Instructor Portal navigation bar, select Instructor Hub > Manage Courses > My Upcoming Courses tab. Your course listing should appear here. Step 2: Click the blue button with the white arrow that appears in the far right of your course listing. Select the option Send Registration Link to Participants from the dropdown list.

Note: Please ensure your popup blocker is turned off. Step 2: The registration invitation will populate in the body of the email message. It will also include the First Aider Portal registration link. Here is a sample message: -------------------------------------------------------------------------------------------------------------------------------

Dear Course Participant,

We are thrilled to have you join our Mental Health First Aid course on 02/09/2018! To register

for the course, please visit


https://portal.mentalhealthfirstaid.org/firstaiders/signin?returnUrl=firstaiders and enter your

Course ID 00083991. Once your registration is complete, you will receive a confirmation

notification on the portal.

If you have any questions, don’t hesitate to reach out to me directly or

[email protected].

We look forward to seeing you soon!

Instructor Name ------------------------------------------------------------------------------------------------------------------------------- Step 3: Copy this email text and send it to your participants using the email address you used to add them to your course. This email WILL NOT automatically be sent to participants.

https://portal.mentalhealthfirstaid.org/firstaiders/signin?returnUrl=firstaiders



11. How to: Administer and Manage Electronic Course Evaluations and Certificates

After you have taught your course, you need to update participants with their course results. Courses that have already occurred prior to today's date are visible in the My Incomplete Courses tab.

Step 1: From the blue Instructor Portal navigation bar, select Instructor Hub > Manage Courses > My Upcoming Courses tab. Your course listing should appear here. Step 2: Click the blue button with the white arrow that appears in the far right of your course listing. Select the option Manage Participants from the dropdown list.


Step 3: Choose one of the three options available for each participant: a) mark as absent b) mark as failed c) mark as passed

Step 4 - PASSED: Once you mark a participant as “passed,” an email message with a link to register on the new First Aider Portal will be sent to the participant. Once they register and complete the evaluation on the First Aider Portal, they will be able to access their certificate.

Link to First Aider Portal Eval


STEP 4 – FAILED: Once you mark a participant as “failed,” they will receive an email alerting them that they did not pass with a link to register on the new First Aider Portal. Once they register and complete their evaluation on the First Aider Portal, they will be able to access their certificate of participation (different from the completion certificate).

12. How to Enter Paper Evaluation Information

If you have administered paper evaluations, follow the steps below to enter the evaluations on behalf of your participants. Step 1: From the blue Instructor Portal navigation bar, select Instructor Hub > Manage Courses > My Incomplete Courses tab. Your course listing should appear here. Step 2: Click the white button with the blue arrow that appears in the far right of your course listing. Select Manage Participants. Step 3: Scroll down to view your participant list. Click the white button with the blue arrow to the far right of each participant and marked them Passed, Failed or Absent. Step 4: Once you have marked each participant Passed, Failed or Absent, click the white button with the blue arrow to the far right of each participant, and select “Complete Evaluation.” Step 5: Once you have entered all evaluation information, your participants will receive an email with their certificate attached. NOTE: You can also complete evaluations for participants listed in My Complete Courses using the same process.

Link to First Aider Portal Eval


13. The First Aider Portal – A Brief Overview If you are using electronic evaluations, your course participants will need to use the new First Aider Portal. Here is what your participants will experience on the First Aider Portal Step 1: The participant will need to create an account so he/she/they can complete the registration process and access their electronic evaluation and certificate after the course. This step can either be done prior to the class by sending your participants registration information via email (page 25-26), or after the class when they receive their pass/fail email (page 28-29). Step 3: Participant should click the blue Register tab. The student should fill in the email address and create a password. Click the yellow Register button to create the account.


Step 4: On the next screen, the participant should click the yellow Click here to continue to the First Aider Portal button.

Step 5: The student should complete his/her/their profile:

In the left column there are button links to the seven profile sections that need to be completed.


NOTE: As the participant clicks on each of the buttons in the left column, the information that needs to be completed will appear in the main column to the right. EXAMPLE: When the Your Basic Information button is pressed, this information will appear. Form fields that are required are marked with a red asterisk .

Step 6: Complete all information required in the Profile tab.


Step-by-Step: How the Participant Can Complete the Electronic Evaluation Once the instructor (through the Instructor Portal) has updated the participant’s status as Passed, Failed or Absent, the participant will receive an email with instructions on how to complete the electronic evaluation. Sample Email: ------------------------------------------------------------------------------------------------------------------------------- Dear First Aider, Congratulations on successfully completing your Mental Health First Aid course and passing your quiz on 2/1/2018. You join a network of more than 1 million Mental Health First Aiders making an impact in communities across the country. Former First Lady Michelle Obama stated that Mental Health First Aid “really gives you the skills you need to identify and ultimately help – someone in need.” You are now a part of this movement. As a Mental Health First Aider, you are now prepared to recognize the signs of distress and how to support someone living with a mental health or substance use challenge. Mental Health First Aid doesn’t teach you to be a therapist, but it does teach you how you can provide initial help until appropriate professional resources are available. Every person trained is an advocate who can step in and make a difference in someone’s life. Thank you for making a difference. Welcome to the Mental Health First Aid family!

Please take a few minutes to fill out the Course Evaluation to help us improve future courses. To take the evaluation, click the link below, register for a First Aider account using this email address and click to “My Evaluations.” https://portal.mentalhealthfirstaid.org/firstaiders/my-evaluations/ Once the course evaluation is completed, you will be able to download your certificate. Kind Wishes,

Betsy Schwartz Vice President of Public Education & Strategic Initiatives

---------------------------------------------------------------------------------------------------------- The participant can also access the electronic evaluation directly through their account on the First Aider Portal.

https://portal.mentalhealthfirstaid.org/firstaiders/my-evaluations/


Step 1: The participant will log into the First Aider Portal using the credentials they registered with and select the My Courses tab in the Navigation Bar.

Step 2: On the next screen, they will select Take Evaluation from the Actions dropdown on the far right of your Course listing:

Step 3: The participant will complete the evaluation and press the yellow Finish button.


Electronic Evaluation Form participants will complete NOTE: Both the electronic and paper evaluation forms have been updated to include gender inclusive language and more consistent evaluation questions across the Youth and Adult versions.

(continued next page)


(continued next page)



Step-by-Step: How the Participant Can Access the Certificate of Completion Once the participant has completed the electronic evaluation, he/she/they will be re-directed to a screen with a link to his/her/their certificate of completion.


The participant can also re-download his/her/their certificate at any time by logging back into the First Aider Portal. Step 1: Select the My Certificates tab from the blue Navigation Bar in the First Aider Portal

Step 2: Select the yellow View Certificate button on the right side of the course listing.

Step 3: When the dialog box pops up, save the certificate to your computer.

NOTE: Participants who filled out paper evaluations will receive their certificate attached to their pass/fail email (page 29).

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Welcome! Thank you for making your community a happier