Dressed for Success: the New CALP Database

Posted:18 April 2017

Author: Cheryl Lovstrom, Community Learning Network

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Recommendations: 1


If you’ve attended any regional meeting this spring, you’ve likely heard a lot about the new and improved CALP Database. CLN Communications Specialist, Odette Lloyd, and the development team at Ignite Web Solutions have been working double time to make the Database even more user friendly. And just last month the latest updates were released, aligning the Database to the 2016-2017 CALP Final Report to Advanced Education.

The new version is so good, in fact, our Grant Managers have given the all clear to print from the Database and insert pages directly into the final report. I don’t know about you, but I sure would have appreciated that gift back when I was compiling end-of-year stats!

Before you get started, here are a few definitions you may find helpful:

Programming Area: this is the reporting category created by AB Advanced Education. Note: there are 3 new program areas in the database: Tutoring in LFL, Tutoring in ELL, and Tutoring in Community Capacity Building. Be sure all of your tutoring sessions are recorded under one of these 3 program areas to ensure the information shows up in the correct boxes on the final report.

Program: this is the header your learning opportunities will fall under. For example, you may wish to group Tutor sessions according to the community they are in. Tutor sessions occurring in the same community may share the Program name “ABL Tutoring – Mytown”. All sessions under this program heading will be grouped and tallied together in the final report.

Learning Opportunity: this is the course, learning activity, tutor session, or information session your learners will register for.

Now that you know the lingo, check out these handy tools we created to help you out:

The Database User Manual (CALP Portal login required) has all the information you need to get going, including step-by-step instructions. Once you’ve logged into the Database be sure to download the User Manual from the Dashboard (aka the home screen). We’ve also created a handy cheat sheet to help you find what you’re looking for. Click here to access the Database Tab List (CALP Portal login required) - a one page visual of all the dropdown menus in the CALP Database.

Like any great new tool in your workshop, the CALP Database requires a bit of setup. We know there are many things you’d rather do than data entry but, if you follow these simple steps in order, the task will go smoothly and you may even find yourself having fun:

1. Make sure all of your programming areas are in place.

Note: All CALP Programming Areas have already been set up for you, so you will only have to add new ones if you are using the Database to track non-CALP-funded programs in your organization.

2. Input your programs.

3. Input any community facilities you will be accessing. This includes your CALP office if you hold classes there.

4. Input your instructors.

5. Input your learning opportunities.

6. Register your learners.

Note: if you input your existing learners into the database now, the registration form will automatically populate for you each time they register in a new learning opportunity.

That’s really all there is to it. And if you ever run into difficulty, Odette and I are just a phone call or an email away. When you’re ready to sign up for your own Database account we can get you started. We are here to help and happy to answer any of your questions:

Odette Lloyd – news@calp.ca  877-485-4926              Cheryl Lovstrom – central@calp.ca  403-598-1863

You may have guessed I’m a pretty big fan of this new and oh-so-improved tracking system, and you are quite right. There’s really only one thing missing; it won’t make my morning coffee. But I have put in a request…

Cheryl Lovstrom
Regional Support Staff, Central
Community Learning Network

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