General
The General button opens a screen to configure basic information on a class, including date, time, and status information. Once this screen has been completed, select the section options in the left pane to configure additional information on this class.
When an existing class record is open, a message box is displayed if the configuration is not completed. Any information on prerequisite classes is also displayed.
If available, 
Indicator and/or Parameter tabs open screens to view settings that determine processing rules specific to the open record. Note: For more information, see the Configuration section> System card> Indicators screen and/or Parameters screen.
The Parameter tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.
Parameter options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the parameter options contained on that card.
The parameter naming convention is as follows:
Screen name + "Parameter" + Category Card + Classification + Type + Number
The type of value required for this parameter (e.g. alpha, date, day of week, hour, integer, pay code, rate, time, percent, or premium category).
More About Parameter Types
The following are the valid options for parameter types:
Alpha
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The field will accept any letters, numbers, or characters on the keyboard.
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Date
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The field will accept any properly formatted date. 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.
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DOW
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The field will accept a day of the week. When this type is selected, the days of the week are available in the drop down menu under Default Value.
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Hour
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The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to two places. For example, if 3.5 is entered, the system converts this to 3.50.
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Integer
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The field will accept any positive or negative whole numbers (no decimals).
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Pay Code
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A valid pay code should be entered. There is no validation done when the record is saved.
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Rate
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The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to five places. For example, if 18.2 is entered, the system converts this to 18.20000.
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Time
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The field will accept any properly formatted time value. More About Time Value Fields.
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
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Percent
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The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and two trailing zeros. For example, if 3.5 is entered, the system converts this to 3.50.
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Premium Category
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When this option is selected, the user can select a Default Classification and Default Premium Category Number from the right pane.
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Determines the type of system classification (e.g. Standard, Customer, User-Defined, or Replicated).
Unlike indicators, there are no predefined options to enter into the parameter screen. The value that can be entered is limited by the Type of parameter allowed. For example, if this parameter has a Type of Date, only a date may be entered in the field; if the parameter has a Type of Integer, only numeric values can be entered in the field, etc. Depending on the setting in the Required field on the Parameter screen, a value may be required, or the system may allow this field to remain empty (null).
A Default setting can be created which is the setting automatically assigned when a new record is created. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.
For more information on Parameters, see the documentation under the Configuration section>System card>Parameter screen.
The Indicator tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.
Indicator options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the indicator options contained on that card.
Indicator naming convention is as follows:
Screen name + "Indicator" + Category name + Classification + Number
Determines the type of system classification (e.g. Standard, Customer, User-Defined, or Replicated).
For example, the Standard indicator on the Pay Group screen on the System category card that is listed First, is named Pay Group Indicator System Standard 1.
On the indicator screen, there are predefined options that the user can select from the right pane. There is a Default setting, which is the setting automatically assigned when a new record is created. The Default setting can be changed for the system in the Configuration section>System card>Indicator screen. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.
The Audits tab opens a screen to view an audit trail on additions, edits, and deletions to the open record.
The Audits tab is only available if an edit was made to the open record. It opens a screen to view information on changes made to the record, including the date and time of the change, the application, the classification of the change (insert, update, and delete), including what was changed, and user name of the person making the change.
Click the card arrow to open the record and view the details of the change, including the field that was updated, the original value and the new value.
Note: To view the audits on all records in this screen, click on the Audits button in the left pane. This button is available when the Search screen is open.
The Audits button in the left pane opens a screen to view changes to records in the open page. The audit trail displays information on additions, edits and deletions, including the date and time the change was made, the type of change (inserted, updated, deleted), the description of the change, the name of the person making the change, and the original and new values.
The audit records can be grouped and sorted by one of the following options: application, audit date, audit description, classification, or who modified. To change the sort, click the drop down arrow near the Group By field in the Audit List Actions to open the record, then select the grouping from the list.
Group by Application
Groups the audit records by the application where the changes were made.
Group by Audit Date
Groups all the audits by the date when changes were made.
Group by Audit Description
Groups the audit report by the description of the edits that were made.
Group by Classification
Groups the audit records by whether the record was inserted, updated, or deleted.
Group by Who Modified
Groups the audit records by the user who made the updates.
Class Group Code
The identification code of the class group being searched for. Class groups include multiple classes that need to be scheduled as a single class.
Classroom(s)
The classroom where this class will be held.
Course Code
The alphanumeric short name or abbreviation for the course being taught through this class.
Description
Label describing the education tracking course.
Education Report Group Code
Assigns this class to a specific report group for printing reports.
End Time
The ending time of the class, expressed in 24-hour format. If an hours value was set up for the course, this End Time is automatically calculated when the Start Time value is entered.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Enrollment Method
Setting that determines whether employees are immediately enrolled in a class or an enrollment request is submitted that requires approval by an authorized user.
Enrollment Method Options
The following Enrollment Method options are available:
Immediate
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All employees are immediately enrolled in the class without submitting a request.
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Need
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Employees who have a mandatory requirement for a course (based on education requirements) are immediately enrolled in the class without submitting a request.
Employees who have a non-mandatory requirement for the course or no requirement are submitted as a request to enroll in the class. The request must be approved before the employee is enrolled in the class.
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Request
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All employees are submitted as a request to enroll in the class. The request must be approved before the employee is enrolled in the class.
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Filled
Indicates whether the class roster has reached the maximum capacity allowed in the class (Yes/No).
Inactive Classes
Indicates whether to include classes scheduled after the date the related course/competency requirement has expired (e.g. the default expiration date set up on the Course/Competency configuration screen is earlier than the scheduled class).
Instructor First Name
Search by the first name of one of the instructors assigned to teach this class.
Instructor Last Name
Search by the last name of one of the instructors assigned to teach this class.
Keywords
The Keywords field can be used to save a string of keywords specific to the course.
The Keywords field is comma-delimited, meaning that multiple keywords need to be separated by commas. Keywords are not case sensitive.
Using keywords in your course or class search can help you find the correct course or class more quickly and easily.
For example, on an Orientation course, you may want to add these keywords to the Keywords field: new, employees, hospital, policies, training. Notice all the words are separated by commas.
In this example, searching for courses or classes with these keywords WILL find the Orientation course or its associated classes:
new, employees
New, Employees (because keywords are not case-sensitive)
hospital, policies, train
training, new, employees
Again using this example, searching for courses or classes with these keywords will NOT find the Orientation course or its associated classes:
new employees (because no comma is used)
employee, policy (because policy is not a keyword associated with the course)
Maximum Enrollment
The maximum number of employees who can register for this class. This value is filled by the system, and is determined by the lesser value of the maximum capacity of the related course and the maximum capacity of the classroom(s). If there is no limit to the number of employees that can be enrolled in a class, this field displays "Unlimited".
Minimum Enrollment
The minimum number of employees who should be registered for a class before it will be held. A blank field indicates there is no minimum enrollment required.
Organization Unit
Search for a class based on the organization unit.
Resource
Allows the user to search for classes which use a specific resource.
Start Date
The calendar date the class is scheduled to begin.
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.
Start Time
The starting time of the class, expressed in 24-hour format.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Start Range Begin
The beginning date for the range for your search. The results list classes scheduled between the Start Range Begin and the Start Range End dates. The default is for a two week window starting with today's date but either date can be changed.
The Start Range Begin date can be left blank to display all classes scheduled prior to the entered Start Range End date.
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.
Start Range End
The ending date for the range for your search. The results list classes scheduled between the Start Range Begin and the Start Range End dates. The default is for a two week window starting with today's date but either date can be changed.
The Start Range End date can be left blank to display all classes scheduled after the Start Range Begin date.
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.
Status
The current status standing of the class (i.e. restricted, limited, pending, posted, or canceled).
More About Class Status Codes
The following Class Status options are available:
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The class is scheduled but employees are not able to see or enroll in it.
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The class is scheduled but does not allow open enrollment. It displays, but employees must see their supervisors if they wish to enroll.
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The class is scheduled and employees have the ability to enroll in the class. However, there is still a possibility this class could be canceled.
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The class is scheduled and employees have the ability to enroll in the class. It will not be canceled unless a major issue arises.
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The class was scheduled but has been canceled. The class is no longer visible. Notifications are sent to employees who were enrolled in this class.
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Status Comment
Any comments explaining the status field entry.
Summary
Free-form text field to enter more information, such as a more detailed description of this course.
Total Enrolled
The number of people currently enrolled in this class. This value is automatically entered by the system.
Valid
The system verifies all entered data to determine if there are any warning messages generated by conflicts or missing values with this class. If there are any warning messages, this field is set to "No" by the system. This field is read only, but may be used as a search criterion.
More About Class Validation
The following types of Messages may appear when scheduling a class:
Warning messages
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Indicates that there are unassigned values or conflicts within the class for resources, instructor, location, etc. (See reasons listed below.) These assignments must be completed before the class will be coded as Valid.
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Informational messages
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Indicates that there are conflicts for one or more scheduled employees (e.g. enrolled in another class, unavailability, etc.) or that the enrollment is below minimum requirement. These conflicts do not prevent the class from being coded as Valid.
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If you have a class that is invalid, the reason is displayed in the class edit pages. The following cause a class to be invalid:
- Classroom conflict - class room is assigned to multiple classes that occur at the same time
- Classroom is not assigned
- Classrooms from multiple organization units are assigned
- Classrooms are inactive
- Instructors are not assigned
- Resource conflict - resources are assigned to classes that occur at the same time
- Resources are inactive
- Resource organization unit conflict - resources must be valid for the organization unit associated with the assigned classroom(s).
- Instructor is instructor of another class
- Instructor is enrolled in another class
- Class is scheduled after the course inactive date
Action Buttons
The following Action buttons may be available in the left pane:
Delete
Click on the Delete button to delete the open class record.
Note: A class cannot be deleted until all attendees have been removed from the roster.
Note: For more information, see Deleting a Record.
Replicate
Click on the Replicate button to create another class with all the same attributes as the currently open record. The replicated record can be modified to change the date, time, location, etc.
A message is displayed to determine whether to include the current attendees in this same class as well.
