TrainLink Help/TrainLink FAQ

Frequently Asked Questions

Basics | Registration | Cancellation | Training Logistics and Attending Training

Basics

What is TrainLink?

TrainLink is the DHS partner and provider access point for the DHS learning management system. The TrainLink Web site at www.dhs.state.mn.us/TrainLink contains several Learning Centers as well as links to other DHS registration systems. Here you can find class schedules, online learning modules, and the training registration system. TrainLink keeps track of learner participation, including classes completed and certifications earned.

What is a unique key?

Your Unique Key is an identification number that the Learning Centers use to manage your transcript and registrations. If you don’t already have a unique key, you may request one using this form. If you have forgotten your unique key, you may search for it on this page. If you are a DHS employee, your state ID number is also your unique key. If you are a county employee with an X1 number your X1 number is often also your unique key. For all other users, your unique key is provided by request using the form.

Why don’t I see the training area I’m looking for?

Some training groups at DHS use other registration systems. If you don’t see a Learning Center for the area you’re looking for, try the link that says Training News and Information, as you may connect to some of these other training areas, such as Aging, Deaf and Hard of Hearing Services, MHCP Provider Relations and MHCP Ombudsman, from this page.

Why is the Learning Center unavailable?

Weekly, the Learning Centers undergo regular maintenance on Friday mornings from 7:00 am until 8:30 am. Access to the Learning Centers is unavailable at this time. Network maintenance carried out periodically by DHS and/or the Office of Enterprise Technology may also affect connectivity and availability of the system for short periods of time. If the Learning Centers are unavailable, you may alert us by calling 651-431-3008 and leaving a message.

Why can't I get on / log in / run my course?

In order to register or launch classes, you must have a Unique Key. See the above section on Unique Keys for an overview. Problems with Unique Keys are generally a problem of mis-typing. Make sure you type the entire Unique Key, and that you are not substituting O for 0 and/or l for 1.

Each Learning Center allows one and only one browser window to contain it on your workstation. In other words, you may not have the same Learning Center open in two different windows or two different tabs. If you are getting a message that you may only have the Learning Center open in one window, make sure you do not have other windows, or other tabs, showing the Learning Center. It may be simplest to close ALL windows, open a fresh browser session, and navigate to the desired Learning Center.

You may not run Online Training Content in two sessions simultaneously. If you get a message that you are already running a session, switch to that session. If it is on a different workstation or device, close that session if you wish to take the training on this device. Never leave a partially completed training open on a workstation or device to come back to it later. That will prevent you from accessing the course on other devices, and it may cause your session to time out so that no results will be recorded for you, requiring you to retake the course.

Why is TrainLink complicated?

While Web-based systems can be complex, they provide many benefits. TrainLink allows learners to register for classes, complete e-learning modules and print their training record at any time from any computer with Internet access. The system provides an efficient and cost-effective way for DHS to manage training records for hundreds of classes and thousands of learners. TrainLink pulls together training efforts from numerous areas of this large and complex agency and presents them in a single web location for easy access by our partners, providers, and clients. While there is some complexity, we do endeavor to keep the systems as simple as possible.

Registration

Do I really need to register?

Yes, registration ensures there are enough seats and handouts for learners. The system provides individual training records and an automatic e-mail notification system. While some classes may permit in person registration at the session, you can only be assured of a seat by registering in advance.

How do I register?

Can someone register for me?

No. Unique Keys are required for each learner. Just as with any password or security ID, do not share your Unique Key.

Can I register for part of a class?

Do not sign up for training you are unable to complete. You will probably miss vital information and prevent someone from attending the full class. An incomplete may appear on your training transcript. We recommend that you look for a different location or wait until the class is offered again.

What is the waiting list?

The Learning Centers create a waiting list when a class becomes full. The Learning Center moves through the list in order as seats become available, and automatically registers learners in open seats. You will receive an e-mail confirmation if you are moved from the waitlist into an open seat. You may also check on classes for which you are registered or waitlisted by viewing your Transcript on the Learning Center home page.

Is this the right class for me? Is there a prerequisite for this class?

Class Details list the target audience and any prerequisites. TrainLink prohibits registration if a class or e-learning prerequisite has not been met.

Why else can’t I register?

To assure adequate materials and seats, registration is never permitted through TrainLink on the same day of the class. You may receive the message that “This class has a start date of today” or “That class has already started”, even though technically, it may not start for a few hours.

Sometimes, registration closes a few days earlier than the class date, again with the intent of assuring sufficient materials and seats for the registered attendees. If you receive the message that “This class is no longer open for enrollments”, this is probably the reason.

To assure that resources don’t go to waste and that as many learners as possible have the opportunity to attend training, simultaneous registration in multiple classes that overlap on the same dates and times is often not permitted at the discretion of the training host area. If you receive the message that “You cannot register in this class because you are already taking another class at the same time,” this is most likely the reason. You may view Your Training Calendar from the Learning Center home page to determine the cause of the conflict.

Finally, a few classes don’t permit enrollment if you have previously completed or enrolled in the class on a different date. If you receive the message “You cannot register in this class because you have already signed up for or taken it” this is the reason. You may view Your Transcript from the Learning Center home page to determine the cause of the conflict.

In any of these cases, you may contact the Class Contact by phone or email for further clarification, adjustment, or possible exception.

Cancellation

How do I cancel from training?

Can I just switch with someone else from my agency or company?

No, registration is first come, first served and there is often a waiting list. As soon as find that you are unable to attend a class, please cancel your registration. This may allow someone on the waitlist to advance into a seat.

Training Logistics and Attending Training

How do I get class handouts?

Handouts are distributed at some classes and are available before class for others. The Course Content and e-mailed reminders often provide the method used for a particular class. Further info may be available in Training News and Information. Click the link for the correct training area (Health Care, Child Support, etc). If handouts are available in advance, please bring the handouts to class. Trainers may bring extras, but may not bring copies for everyone.

Can I submit questions before attending training?

Yes, click the Contact Us link in the appropriate Learning Center for your questions. Include the class name and date.

Can I request a reasonable accommodation before attending training?

Yes, click the Contact Us link in the appropriate Learning Center for your questions. Include the class name and date as well as your preferred contact method (Phone, e-mail, TTY) for the reply.

Can you add another training site?

Training classes and videoconference sites are often scheduled across the state. Unfortunately, DHS does not have the resources to conduct classes at every requested location. Facilities are scheduled far in advance and it is often not possible to add sites.

Does DHS provide food or lodging?

No. Contact your employer to see if they reimburse employee food or lodging expenses.

Does DHS provide parking or reimburse parking fees?

No; however, depending on the location and the class, free parking may be available. For many classes held at the DHS Training Center at 444 Lafayette Rd in St Paul, you will be provided via e-mail with a print-and-display parking permit for a shuttle-served remote lot. Not all class sessions park in the same lot, so be sure to verify your e-mail reminders for each class to determine where you are expected to park. Do not park in lots for which you don’t have a permit as you may incur a ticket and/or towing fees.

Can DHS recommend a hotel near a training event?

DHS cannot endorse specific products or businesses and does not reserve blocks of hotel rooms or make hotel recommendations. Check Explore Minnesota, Hotels.com, MapQuest, Yahoo! Maps or Google Maps.

What dining is available near the training?

Check with the information desk or your instructor at the training facility. You can also search at MapQuest, Yahoo! Maps or Google Maps.

What type of food is available at DHS central offices in St. Paul?

Both the Elmer L. Andersen Human Services and 444 Lafayette buildings have cafeterias and gift shops that sell meals, sandwiches, beverages and snacks.

As soon as you find that you are unable to attend a class, please cancel your registration.

1. Go to www.dhs.state.mn.us/Trainlink. (Link opens in new window)
2. Select the Learning Center in which you enrolled originally.
3. Select Sign On.
4. Enter your Unique Key and click OK.
5. Select View Your Transcript from the Main Menu.
6. Select the class.
7. Select Cancel from this class.
8. Select Yes when asked, Are you sure you want to cancel from this class?
9. For most class sessions, you will receive an automated e-mail message confirming your cancellation.

NOTE: You may be unable to cancel on the date of the class through the Learning Centers. If you need to cancel on the day of the class and cannot do so through the Learning Center, use the Contact Us link in the Learning Center to request a cancellation and notify us that you are unable to attend.