Training Tasks and Processes > Training Detail Pages > Certifications

Certifications

The Certifications page contains information about each certification an employee has received. It also lists certifications required for the employee’s job that might not have been received yet. Certifications required for a specific job are automatically added to the Certifications page of employees with that job.

In order to use certifications effectively, it is important to understand how they are tracked.

Track Receipt of Certifications

Some certifications require completion of a specific course. For example, an employee must take a course called Cardiopulmonary Resuscitation in order to receive CPR certification. When an employee completes the course, their Certifications page will show that they have received CPR certification.

Some certifications require completion of a certain number of courses rather than a specific course. For example, a certification called Executive Development requires completion of three courses. Your employer offers five courses associated with the certification. When an employee completes three of those five courses, their Certifications page will show that they have obtained the Executive Development certification.

Some certifications require completion of a certain number of credits or CEUs (Continuing Education Units) instead of courses. You can track these certifications by indicating how many credits or CEUs each course is worth. For example, a certification called Bank Operations Diploma requires completion of six credits. Your employer offers three courses associated with the certification and each is worth three credits. When an employee completes two of these courses, their Certifications page will show that they have obtained the Bank Operations Diploma certification.

Track Renewal of Certifications

Some certifications must be renewed on a regular basis. A certification may require a specific number of courses, credits, or CEUs for renewal. You can track certification renewals by specifying the renewal period and indicating how many courses, credits or CEUs are required for renewal.

For example, a certification called Hazardous Waste Handling requires completion of six CEUs for renewal and has a renewal period of 12 months. That means an employee who has already received the certification must complete an additional six CEUs every 12 months in order to maintain the certification. If Mary Jones received (or renewed) the Hazardous Waste Handling certification on 1/1/16, every time she completes a course associated with the certification after 1/1/16, the CEUs provided by the course will count toward renewal of the certification and will be tracked on her Certifications page.

To Add a New Certification

Select Training > View/Edit Trainee.
Find a trainee.
From the Training toolbar, select Training > Certifications.
Click Add.
On the Certification tab, select the certification you want to add to the employee. You can select it either by its code or description.
Enter the remaining information, using the following field descriptions.
When you are finished entering information on the Certification, Requirements, and User Defined tabs, click Apply and then OK to save the certification information.

Certification Detail Tabs

There are three tabs on the Certification Detail page.

Certification

The Certification tab contains the following fields.

Field Label	Field Description
Certification Description	Select the certification by its description.
Certification Code	Select the certification by its code.
Job Requirement	If the certification is a job requirement, Sage HRMS Train displays the job title responsible for the requirement. If the certification is a job requirement for the entire employer, the employer name is displayed. If the certification is not a job requirement, No is displayed.
Required	Indicates whether the certification is required for the employee’s job (Yes or No).
Automatic Update	Indicate whether you want Sage HRMS Train to automatically calculate the Originally Received, Last Received, and Expiration dates based on when the employee completes the certification requirements. Select Yes or No.
Originally Received	Date the employee originally received the certification. If you selected Yes in the Automatic Update field, Sage HRMS Train calculates this field automatically. If you selected No for Automatic Update, you can enter any date in this field.
Last Received	Date the employee was most recently certified. If you selected Yes in the Automatic Update field, Sage HRMS Train calculates this field automatically. If you selected No for Automatic Update, you can enter any date in this field, as long as it is no earlier than the Originally Received date.
Renewal Period	Number of months the certification lasts.
Expires	Date the certification expires. Sage HRMS Train automatically calculates this date from the Last Received date and the Renewal Period. If you selected No in the Automatic Update field, you can change this date.
Days Left	Number of days before the certification expires. Sage HRMS Train automatically calculates this date.
Date Required	Date the certification is required. If this certification is a job requirement, Sage HRMS Train automatically fills in this date.

Requirements Tab

The Requirements tab contains the following fields.

Note: The fields marked with an asterisk (*) in the following table originate from the Certification code table.

Field Label	Field Description
Requirements for Initial Certification	Courses: Number of courses required to initially receive the certification. Credits: Number of credits required to initially receive the certification. CEU*: Number of CEUs required to initially receive the certification.
Requirements for Certification Renewal	Courses: Number of courses required to renew the certification. Credits: Number of credits required to renew the certification. CEU*: Number of CEUs required to renew the certification.
Completed Since Last Certification	Courses: Number of courses employee has completed toward the certification since the last received date. Sage HRMS Train automatically updates this when an employee completes a course. Credits: Number of credits employee has completed toward the certification since the last received date. Sage HRMS Train automatically updates this when an employee completes a course. CEU: Number of CEUs employee has completed toward the certification since the last received date. Sage HRMS Train automatically updates this when an employee completes a course.

Field Label

Field Description

Requirements for Initial Certification

Courses*: Number of courses required to initially receive the certification.

Credits*: Number of credits required to initially receive the certification.

CEU*: Number of CEUs required to initially receive the certification.

Requirements for Certification Renewal

Courses*: Number of courses required to renew the certification.

Credits*: Number of credits required to renew the certification.

CEU*: Number of CEUs required to renew the certification.

Completed Since Last Certification

Courses: Number of courses employee has completed toward the certification since the last received date. Sage HRMS Train automatically updates this when an employee completes a course.

Credits: Number of credits employee has completed toward the certification since the last received date. Sage HRMS Train automatically updates this when an employee completes a course.

CEU: Number of CEUs employee has completed toward the certification since the last received date. Sage HRMS Train automatically updates this when an employee completes a course.