Certifications — Create a Certification
TraCorp LMS Quick Reference Guide (QRG)
Audience: Main Admin, Sub Admin, User Group Admin
Overview
This QRG explains how to create a certification. Certifications are used for training that recurs at specific intervals.
Enabled Permissions Required to Complete the Following Steps
· Certifications (User Group Admin, Sub Admin)
Note: Sub Admin and User Group Admin without access to complete these steps should review Permissions with a Main Admin.
Create a Certification
1. From Admin Navigation , click Certifications.
2. Click Add Certification.
3. The New Certification window will open to the Certification Information tab.
a. Enter the Name of the certification that will display to students.
b. Use the Choose Existing Certificate drop-down menu to select a certificate template. Students will be issued a new certificate each time they complete the certification.
c. Identify the Assigned Period for the certification by selecting the Completion Type in the drop-down menu.
i. From Assignment Date assigns the certification to open the assigned period, starting the day it is assigned to the student/user group. When selected, a Completion Days option will display. This sets the number of days from the assigned date that the certification will be due.
ii. Due On Specific Date assigns the certification to be due for all assigned users on a specific calendar date. When selected, two additional options display: Completion Date and Date Type.
1. Completion Date sets the specific date that the certification will be due.
2. Date Type identifies frequency of re-certification.
a. Select One-Time to set the certification to be due only once, on the selected date.
b. Select Annual to set the certification to renew on the same calendar date each year.
iii. Warning Period sets the timing of reminder notifications sent to students prior to the due date of the certification. Enter a comma-separated list of numbers to set the timing of these reminders. For example, if 14,7,1 is entered, students will receive three reminder emails — one each 14 days, 7 days, and 1 day prior to the certification being due.
d. Identify the Certified Period by selecting the Expiration Type in the drop-down menu.
i. When Days is selected, a Completion Date option will display. This sets the number of days from the assigned date that the certification will be due.
ii. When Date is selected, two additional options display: Expiration Date and Date Type.
1. Expiration Date sets a specific date for the certification to expire.
2. Date Type identifies how often the certification expires and, therefore, how often students must complete it.
a. Select One-time expiration on the above date if students need to only complete the certification once.
b. Select Expire every year on the above date if students need to complete the certification annually.
iii. When Expire every year on the above date is selected, an Exemption Days option will display. This sets an exemption period for new users who completed the certification as part of their onboarding, preventing the required repeat of the training within the exemption window.
iv. Warning Period sets the timing of reminder notifications sent to students prior to the expiration of the certification. Enter a comma-separated list of numbers to set the timing of these reminders. For example, if 14,7,1 is entered, students will receive three reminder emails — one each 14 days, 7 days, and 1 day prior to the end of the certified period.
e. Identify the Optional Grace Period for recertification after expiration, if allowed.
i. In Recertification Days, enter the number of days for the grace period. For example, if 7 is entered in the box, the student will have 7 days after the student’s recertification date has lapsed to complete the certification.
ii. Warning Period sets the timing of reminder notifications sent to students during the grace period. Enter a comma-separated list of numbers to set the timing of these reminders. For example, if 3,2,1 is entered, students will receive three reminder emails — one each 3 days, 2 days, and 1 day prior to the end of the grace period.
4. Add content to the certification by selecting the Content and/or Learning Tracks tab.
a. In the Content tab, select from Available Content already in the LMS to assign to the certification. When selected, content will appear in the Assigned Content list below. Note: Once the certification has been assigned to users, Assigned Content is locked and cannot be edited.
b. In the Learning Tracks tab, select from learning tracks already in the LMS to assign to the certification. When selected, learning tracks will appear in the Selected Learning Tracks box below. Note: Once the certification has been assigned to users, the content assigned to that learning track is locked and cannot be edited. Any updates to the learning track will not be reflected in the content of the certification.
5. Add Owners to the certification by selecting the Ownership tab. Click Add Owners and select the sname(s) of User Group Admins to own the content. Sub Admin with Certifications Permissions and all Main Admin have ownership by default.
6. Click Save.
Best Practices
Once users are assigned to a certification, that content, regardless of whether it was assigned individually or through Learning Tracks, can no longer be edited. Any new or updated content or learning tracks to be included in the Certification process will require the creation of a new certification.