CTIS Frequently Asked Questions
Upload and Errors
What happens after I upload my training records?
After uploading your training records:
- The system will validate your file and indicate whether it is Ready for Submission or contains Errors or Conflicts.
- If errors are present, download the Error Report, make corrections, and re-upload the file.
- Once successfully submitted, training records are linked to the employee’s UEID.
- Training records will follow the employee across departments as they transfer within the state.
- Departments will only be able to view records for employees currently assigned to their department.
Learner Matching
Why is the system not matching some learners during the Learner Matching upload?
There are a few common reasons why a learner may not successfully match in CTIS during the Learner Identification upload:
-
Name does not match SCO records.
CTIS matches learners based on legal name as recorded by SCO. If your department’s LMS uses nicknames or preferred names, the system will not be able to match the learner. Legal names must be used in the upload template. -
New employees or recent transfers
There may be a delay before employee records are fully available in the system. This occurs because the State Controller’s Office (SCO) must first update the employee’s department assignment. -
Formatting differences (e.g., hyphens or spacing)
Small differences in name formatting can impact matching. Hyphens, spacing, or special characters must align with SCO records. Example: Smith-Jones vs. Smith Jones
Employee Eligibility
Which employees are eligible for CTIS reporting?
CTIS collects training records for:
- Full-time and part-time state employees with a UEID.
- Student workers with a UEID.
CTIS does not collect training records for:
- Contractors
- Individuals without a UEID.
Training Data Submission
How should Cornerstone LMS users report training records with complex or hierarchical structures?
Cornerstone LMS supports a wide range of training types (e.g., Events, Sessions, Curricula, Online Classes, Materials), many of which are part of a hierarchical structure. For example, an Event may contain multiple Sessions, and Materials may include components such as videos, notes, or tests.
When reporting training records to CTIS:
- Select the record that best represents the learner’s completed training experience, rather than submitting every individual component within a hierarchy.
- Focus on the primary delivery method of the training (e.g., Instructor-Led, Online Class, Video, Lunch and Learn, etc.).
- Avoid submitting overly granular records (e.g., individual components like notes or videos that are part of a larger training).
- If the training consists of multiple parts, report the overall training experience as a single record when appropriate.
This approach helps ensure consistency in reporting and avoids duplication across departments using different LMS structures.
What should I enter for “Enrollment Date” if my department does not track it?
Some departments may not track enrollment dates for certain training courses. If an enrollment date is not available:
- The Class start date may be used as the next option.
- The Class Creation Date may be used as an acceptable substitute as well.
When submitting data, use the best available and most consistent date your department can provide.
Primary and Secondary Agency Responsibilities
I am a primary agency that supports one or more secondary/partner agencies. What do I need to know?
In some cases, a primary agency may provide HR and/or training support for one or more secondary agencies. This can include managing employee records, overseeing training systems, or submitting training data on their behalf.
If this applies to your department, you will need to coordinate with your secondary agencies to determine who will be responsible for submitting their training records to CTIS. This helps ensure accurate reporting and prevents duplicate submissions.
CalHR collects this information during onboarding to ensure the system is configured appropriately, including enabling primary agencies to submit training data on behalf of secondary agencies when applicable.
I am a secondary/partner agency supported by a primary agency. What do I need to know?
If your agency receives HR and/or training support from a primary agency, you should coordinate with them to determine who will be responsible for submitting your training records to CTIS.
Depending on your agreement, either your agency or the primary agency may submit your training data. CalHR collects this information during onboarding to ensure the system is configured correctly.
If your agency is responsible for submitting its own data, you will participate in onboarding and receive support directly from the CTIS team. If the primary agency submits on your behalf, they will manage the submission process.
