Course Assignments
Only courses directly assigned to the employee are displayed on this screen. The courses assigned to the employee through a curriculum can be viewed on the Education Requirements screen.
- Course requirements can be added directly to an employee through this screen without having to first assign the course to a curriculum.
- Course requirements entered through this screen can be edited or deleted here.
Adding an Employee Course Requirement
To add a Course requirement for this employee, complete the following steps:
- Click on the Add Course button in the left pane. The Course Search screen is displayed.
- After entering values in the selected fields, click on the Search button. The results are listed below the search screen.
- To select one or more record, click the selection box to the left of the record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.
- After selecting records, click the action button for either Assign: Common Data to enter the same values to all selected records, or Assign: Individual Data to add different values to each selected record. Note: For more information on the fields available, see the Employee record>Curriculum screen>Course Assignments section.
- After completing the information, Save the record.
Deleting an Employee Curriculum or Course Assignment
Note: Only Courses and Curriculums assigned to an employee directly through this screen can be deleted here.
To delete a Curriculum or Course requirement for an employee, complete the following steps:
- Check the box on each record to be removed.
- Click on the Delete Selected button in the left pane.
- A message appears verifying the record should be deleted. Click on Yes to continue.
Note: Deleting the Course or Curriculum record removes the record from this screen. A better practice is to expire the course or curriculum assignment by entering an expiration date (unless it was added in error). This leaves the record in the screen while removing the requirement from the employee.
Carry Over Days
The number of days before the expiration date of a course/competency requirement that the employee can take the related class.
For example, if this value is set to 60, the employee can schedule a class up to 60 days in advance of the expiration date. This field is only enabled if the Expiration Category is set to Fixed.
Note: If this value is left at 0, this means the employee cannot take this class until the day it expires. Be sure to enter enough carryover days to allow the employee to attend a class before the expiration date, especially if a particular class is not offered very often.
Course Classification Code
The classification of the course/competency, used to group similar types. When this is entered into the search criteria, it limits the courses displayed to those with the indicated classification.
Note: The values displayed in the Field Look Up Values were previously set up on the Configuration section > Education Tracking card > Course-Competency Classification screen.
Code
The alphanumeric short name or abbreviation for the course/competency.
Description
The label describing the course/competency.
Effective Date
The date the course or curriculum becomes a requirement for this employee.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
End of the Month Expiration
Indicates whether this course requirement expiration is extended to the last day of the expiration month (Yes/No). This functionality is only available when the Rolling First or Rolling Last option is selected in the Expiration Category field.
Expiration Date
The date this course or curriculum is no longer a requirement for this employee, if applicable.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Expiration Type
Indicates the method for determining the employee-level expiration of the course/competency requirement (i.e. Fixed, Rolling First, or Rolling Last).
More About Expiration Type Options
The following are valid Expiration Type options:
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The requirement expiration runs on a fixed cycle - Every year, every 6 month etc. The date of the employee class transactions does not affect the expiration date of the requirement.
- If the Fixed Date is filled in, the course/competency expires for everyone on the same date.
- If the Fixed Date is not filled in, the cycle expiration date depends on employee-specific dates, such as hire date or position effective date, depending on the setting of the Use Hire Date field on the related curriculum.
Indicates whether the requirement Fixed expiration date of the assigned courses will default to the month/day of the employees' hire date rather than to their position effective date (yes/no).
- When this value is set to Yes, the course expiration month/day defaults to the employees' hire date. This ensures the requirement will expire on the employees' anniversary date.
- When this value is set to No, the course expiration month/day defaults to the latest date among the employee hire date, labor distribution begin date, and curriculum content effective date.
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The expiration date is based on the date the employee last completed the class. If there are multiple requirements assigned to a category, the expiration date for the entire category is based on the expiration date of the requirement that expires first.
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The expiration date is based on the date the employee last completed the class. If there are multiple requirements assigned to a category, the expiration date for the entire category is based on the expiration date of the requirement that expires last.
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Fixed Expiration Date
The date when this course/competency expires for all employees, if applicable. This field is only enabled when the Expiration Type is set to Fixed.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Frequency
Time span by which the requirement expiration date should be monitored (Day(s), Week(s), Month(s), Year(s), or Once). If this value is set to Once, the Frequency Value, Expiration Type, Fixed Expiration Date and Carry Over Days fields are disabled.
Frequency Value
The number of Frequency units that can elapse before a course/competency requirement expires. For example, if the Frequency is set to Years and the Frequency Value is 2, this means the requirement expires after two years.
Grace Period
The number of days after expiration of this requirement that the employee is still able to be scheduled. If the requirement has a frequency of Once, this grace period is added to the beginning of the requirement cycle, so employees have X number of days to complete this requirement.
Note: If the frequency of the requirement is anything other than “Once”, this grace period days are never automatically added to the expiration date as it is displayed in the portal. The expiration dates listed are always the true expiration. The Grace Period is taken into consideration when trying to schedule the employee to work after the employee’s eligibility has expired.
If the requirement is a “Once” frequency, there is no end to the person’s eligibility once it has been fulfilled. Therefore, the grace period is applied to the beginning of the cycle. The Eligibility Expiration date displayed for an unfulfilled Once frequency requirement will be the effective date of the requirement plus the number of grace days.
Mandatory
Determines whether the course or competency needs to be completed for the employee to meet educational requirements (Yes/No).
Note: When an education requirement's mandatory flag is set to No, that course/competency is still required for the education record, but it is not required for the employee to be scheduled (even when the Education Requirements Qualification rule is applied in the Selection Style for scheduling).
Number
The unique numeric value for this course/competency. This numeric value is used with input devices, for badging into a class.
