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 August 15, 2018 Certification

Certifications

  • The Certifications feature will allow the creation of certifications by assigning Content or Learning Tracks to the certification and from there assigning the certification to a UserGroup.
  • The Certification has the following features, Assigned Period, Certified Period and Optional Grace Period.
  • Note: Certifications and Certificates are not the same in the LMS and the two should not be confused.

 

Creating Certifications

  • To make a Certification click on the Certifications button from the Admin Navigation menu.
  • A new tab labeled Certifications will open offering the following options:
    • Add Certification – Opens the New Certification window.
    • Delete – Removes the selected Certification from the LMS.
    • Search By Name – Allows the Certifications to be searched by their name
    • Clear Filter – Clears the Certification Search bar.

 

Click the Add Certification button, when the new window opens you will see four tabs:

  • Certification Information – Allows you to set up the certification.
  • Content – Allows you to assign content to the certification.
  • Learning Tracks – Allows you to assign Learning Tracks to the certification.
  • Ownership – Allows you set ownership of the Certification.

 

The Certification Information tab should be selected by default if it’s not selected click on it to select it.

You will be able to set the following information from this tab:

  • Name
  • Assigned Period
  • Certified Period
  • Optional Grace Period

Name – This field will allow you to set the name of the certification, you can type whatever is appropriate to name your Certification.

 

Assigned Period

The assigned period allows you to set a due date for when the certification should be completed by and it will also show this to the student in their interface from the Certification button.

  • Completion Type:
    • None
      • Definition: No due date
    • From Assignment Date
      • Definition: This will allow a specified number of days the certification is due from when it is assigned to the user in the user group. The certification will remain completed indefinitely unless an expiration date or days have been set. Once the certification expires the same number of days will be reapplied to the certificate indicating when it is due again.
    • Due On Specific Date
      • Definition: This will allow a specific due date to be set, this has no relation to when the content is assigned to the user in the user group, if a user is added to a user group after the due date of this certification, then it will be past due for that user until they complete it.
      • Date Type
        • Definition: This setting will only appear if the Completion Type is set to Due On Specific Date, this will allow the specified date to be selected as a One-Time due date or an Annual due date.
          • One-Time Date
            • Will notify the user only once when the certification is due.
          • Annual Date
            • Will notify the user yearly based on the selected calendar date when the content is due.
  • Completion Date/Days
    • This setting will change to read either Date or Days depending on the Completion Type Selected. It here where the number of days or a calendar date is set.
  • Warning Period
    • Definition: This will allow a set number of days to be selected prior to the due date to notify and warn the user that the certification due date is approaching.

 

Certified Period

The certified period allows for the expiration of the certification to be selected. 

  • Expiration Type:
    • None
      • Definition: No due date
    • Days
      • Definition: This will allow a specified number of days to be selected until the certification expires based on when it was last completed. The certification will remain expired until the user takes and completes it again, afterward the same number of days will be reapplied to indicate when the certification will expire again.
    • Date
      • Definition: This will allow a specific date to be set for when the certification will expire. This system is flexible and will not prevent an expiration date being set sooner before the Assigned Period, but the intended use is that the Certified Period expiration date should be set to a date later than the Assigned Period due date.
        • Date Type
          • Definition: This setting will only appear if the Expiration Type is set to Date, this will allow a specified date to be selected as a One-Time due date or an Annual due date.
            • One-Time Expiration on the above date
              • Will notify the user only once when the certification expires.
            • Expire every year on the above date
              • Will notify the user yearly based on the selected calendar date when the certification expires.
  • Expiration Date/ Days
    • This setting will change to read either Date or Days depending on the Expiration Type Selected. It here where the number of days or a calendar date is set.
  • Warning Period
    • Definition: This will allow a set number of days to be selected prior to the due date to notify and warn the user that the certification is due date is approaching.

 

Optional Grace Period

The Optional Grace Period will allow a grace period email to be sent to the user after the certification expires and the user has received an updated completion of the content assigned to the certification.

  • Recertification Days
    • Definition: This allows the number of days to be selected for the Grace Period after the Certification Period has ended (After the certification expires).
  • Warning Period
    • Definition: This allows the number of days to be selected for a notification to be sent out to the user to notify them that their grace period will be ending shortly.

 

Note: The system does not enforce these settings or lock users out from retaking content items assigned to a certification. These are notification and status update systems only and are designed to remind and indicate to users to renew their certification.

After you have gone through the prior four settings, you must then either assign a single piece of Content or a Learning Track to the Certification before you can save it to the LMS.

After successfully saving then you have successfully created a Certification in the LMS.

 

Assigning Certifications

  • Certifications can only be assigned to User Groups. Unless a user is part of that User Group the Certification has been assigned to. The user will not appear in the Certification reports.
  • Locate the User Group you want to assign the Certification to and double-click it to open it.
  • Use the Left and Right scroll arrows to scroll the tabs of the Edit User Group window until you see the tab that reads Assigned Certifications.
  • From the Assigned Certifications tab you will see two sections:
    • All Certifications
    • Selected Certifications
  • All Certifications will allow you to assign any created Certifications to the User Group by clicking the checkbox next to the name of the Certification.
  • Selected Certifications will indicate which Certifications are currently assigned to the User Group and this will grow as more Certifications have their boxes check marked.
  • When a Certification is assigned to a User Group, the Content Items or Learning Tracks that are assigned to the Certification will automatically be assigned to the Users in the User Group, you do not need to manually assign the same Content Items or Learning Tracks to the User Group in any other tabs from the User Group Edit window.
  • Note: It may take the system a few minutes to update the Assignment Cache before the content appears to users on the User interface.

 

Certification Notifications

  • When a Certification expires an email will be sent to the Users assigned to the User Group that Certification is associated with.
  • Users will also have a Certification button added to the interface on the left in NovusII. This is a NovusII feature only.
  • When a User clicks the Certifications button on the left side a new menu will open showing the certifications the User has assigned to them.
  • Each Certification will have two colored indicators next to its name:
    • Red – will indicate Incomplete.
    • Green – will indicate the number of days until expiration.
  • A User can also click on these Certification items and the system will automatically go to that training item to allow them to launch it and re-take it as needed.

 

Remove Existing Record Pop Up

  • There is a pop notification that will show up for any Content Item that is assigned to a Certification that has not yet expired, warning Users before retaking the training stating the following:

“This content is part of the certification "Name of Certification" which expires on 2/15/19. If you proceed to launch, your existing record will be removed and you will have to complete it again.

Launch anyway? 

Note: You may need to allow popup windows for this site.”

Certifications Report

  • The Certifications Report will allow you to run a report on the following:
    • Single Certification
    • User
    • User Group
  • You can run this report as an Online Format or Spreadsheet.
 
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