Direct Access displays information on organizations in a series of tabs:

Details

 

 

Organization ID

This is a unique identifier assigned to your organization by the ITA. Official ITA forms will ask for this ID number, and it can be used to quickly identify your organization when speaking to ITA Customer Service

Organization Type

Organizations in Direct Access can be of type Sponsor, Training Provider, School District or Industry Training Organization (ITO). Individuals registered as a Contact to an organization will have a specific level of access depending on the type. If an individual is registered as a contact to multiple organizations, and/or to organizations of different type, their access privileges will be the sum of all their organizational Contact relationships.

Organization Name

This is the organization’s official legal name, or DBA (doing business as) alias. If the organization name has changed, one of the company Contacts must notify ITA Customer Service in writing to update the file with the new name.

Contacts

This tab lists an organization’s Contacts – individuals who may log-on to Direct Access and act in the organization’s behalf and view information that the organization is privy to. An organization must have just one Primary Contact designated at all times, and may have any number of Secondary contacts. Only the Primary Contact may change organization details, add or remove Secondary Contacts (or designate a new Primary Contact) and all correspondence (mail or email) will be addressed to the Primary Contact’s attention. Primary and Secondary Contacts have the same ability to view files or enter results.

 

 

PRIMARY CONTACT RESPONSIBILITIES

 

1. The primary contact is responsible for insuring that the organization and its staff are aware of and comply with the terms of the information sharing agreement with the ITA, and their responsibilities under the Freedom of Information and Protection of Privacy act (FOIPPA)
2. In discussions with individuals outside their organization, the must comply with the ITA Information Sharing and Caller Authentication Protocols
3. Before adding new individuals as organization contacts, they are responsible for insuring that these individuals understand their responsibilities under 1. and 2.
4. When contacts leave the organization or when their job responsibilities no longer include the training or administration of apprentices, the primary contact must promptly remove them from the list of contacts.

Adding Contacts

Any individuals a Primary Contact wishes to add as Secondary Contacts must have an active account set-up beforehand. This is presently done by submitting Add-Remove Staff Form.  With general availability  of Direct Access Release 2, the new contact will visit  www.itadirectaccess.ca, create a new account, and verify their email address; they will then be given an Individual ID number which they will provide to the Primary Contact.  The Primary Contact must navigate to their organization’s Contacts tab and click ‘Add Contact’, at which point they will be prompted for the new contact’s Individual ID.  Secondary Contacts can only be added if their Individual ID number is known –for privacy reasons searching by name is not permitted.

Designating a new Primary Contact

The Primary Contact may transfer the Primary Contact role to one of the Secondary Contacts. To do so, the Primary Contact must navigate to their organization’s Contacts tab, un-tick the ‘Primary’ checkbox beside their name, tick the checkbox next to one of the Secondary Contacts, then press ‘Save’. As soon as ‘Save’ is pressed, the former Primary Contact immediately becomes a Secondary Contact, and all special administrative rights for the organization are no longer available to the former Primary, including:

•  Changing organization info such as address and phone numbers
•  Adding or removing Contacts
•  All letter mail will be sent to the new Primary

Apprentices

The Apprentices tab appears on organizations that have registered apprentices. All apprentices who have been sponsored by the organization are shown here, including completed and deregistered apprenticeships. Apprentices who have transferred to another sponsoring employer will not be listed here. Clicking on an apprentice’s program name brings up their transcript. Clicking on an individual’s ID number brings up their personal info.