Creating an Education Tracking Class

Classes need to be scheduled for course/competencies so that employees can complete the requirements. Much of the information will be defaulted from the Course/Competency record, such as the classrooms, instructors, resources, reports, etc.

Once a class is set up, it can be replicated to create a copy of the record. Then, any information specific to the replicated class (such as the date) can be changed.

Hint: Run the Course Demand Summary report to determine the number of employees that need to take a specific course/competency and indicate the number of classes that need to be scheduled.

To create a new class, complete the following steps:

1. From the Configuration section>Education Tracking card, select the Class option.
2. Click on the Add button in the left pane.
3. Search for and select the Course/Competency record that the class is being held for.

   The alphanumeric short name or abbreviation for the course being taught through this class.

4. Enter the Start Date and Start Time of the class.

   The starting time of the class, expressed in 24-hour format.

   The calendar date the class was held.

5. The End Time will be automatically filled if there is a value in the Hours field of the related Course/Competency record.

   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.

6. In the Status field, enter the current status of the class, and any Status Comment regarding the status setting.

   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:

   Restricted	The class is scheduled but employees are not able to see or enroll in it.
   Limited	The class is scheduled but does not allow open enrollment. It displays, but employees must see their supervisors if they wish to enroll.
   Pending	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.
   Posted	The class is scheduled and employees have the ability to enroll in the class. It will not be canceled unless a major issue arises.
   Canceled	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.

7. Enter the Minimum Enrollment number for this class.

   The minimum number of employees who should be registered for a class before it will be held. A zero in this field indicates there is no minimum enrollment required.

8. Enter the Education Report Group Code which determines the reports to print out.

   Assigns this class to a specific report group for printing reports.

9. Save the completed record.
10. Open each of the Class section options in the left pane and complete the required information. Click on links below for more information about each of these sections.
    • Attendees
    • Classrooms
    • Instructors
    • Reports
    • Resources
11. Click on the Schedule button to view availability of the instructor, classroom, resources, and attendees.
12. To create another class with all the same information, click on the Replicate button.
13. A message displays asking if the same Attendees should be included. Answer Yes to include the same attendees, No to not include the same attendees.
14. Update any information for this new class (such as the Date and Time) and then click on Save.