Categories
The Categories button opens a screen to display the categories currently assigned as qualifications for this curriculum. Categories can be added or removed from the curriculum from this screen.
There may be multiple course/categories assigned to a category.
- If the category is a Standard category, employees must complete all of the course/competencies listed to meet the requirements of the category.
- If the category is a Pool category, the employee needs to complete the indicated hours, credits, or number of classes in order to fulfill the requirement of the category--they do not have to complete all courses/competencies listed.
Note: Categories must first be set up on the Categories configuration screen. For more information on the fields available when filtering the list or when adding, editing or viewing a record, see the Configuration section>Education Tracking card>Category screen. Indicators are set up on this screen to determine if the category requirements are Standard or Pool, and whether Pool requirements are fulfilled by number of hours, credits, or classes completed.
Depending on the authorization role of the user, the following actions may be available:
Adding a Category
To add one or more Category default assignments to this curriculum, click on the Add button. The Category 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 Assign: Common Data to assign the same expiration values to fields in all categories, or click on Assign: Individual Data to enter different information for each selected category.
Note: For more information on the fields available when searching for a Category record, see the documentation for the Configuration section>Education Tracking card>Category screen>General section.
Deleting a Category
To delete one or more Category records from the open record, 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: This action removes the selected category records from this record only, it does not delete them from the Category configuration screen.
Filtering the Category List
All Categories currently assigned to this record are displayed on the screen. To limit the number of records displayed, a filter can be applied.
- Click the expand arrow to the right of the Filter Criteria bar and enter the filter criteria.
- When the criteria have been entered, click on the Filter button to apply the filter.
- To remove the filter and display all records, click on the Remove Filter button.
- To view a specific record, click the expand arrow on the record. The Effective Date and Expiration Date can be edited from this screen.
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.
Effective Date
The date the selected category becomes a requirement for the curriculum.
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 category requirement expiration is extended to the last day of the expiration month (Yes/No).
Note: This functionality is only available when the Rolling First or Rolling Last option is selected in the Expiration Category field.
Expiration Date
The date the selected category is no longer a requirement for the curriculum, if applicable. If this requirement is not set to expire, leave this field blank.
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 requirement (i.e. Fixed, Rolling First, or Rolling Last).
More About Expiration Type Options
The following are valid Expiration Type options:
|
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.
|
|
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.
|
|
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.
|
Fixed Expiration Date
The date when this category requirement expires for all employees. The year of expiration is calculated by the system.
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 Category requirement expires. For example, if the Frequency is 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
The setting indicating if it is mandatory that the Category requirement needs to be completed for the employee to be eligible to be scheduled to work (Yes/No).
Note: When an education requirement's mandatory flag is set to No, that category 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).
