Training Tasks and Processes > Training Detail Pages > Courses Taken

Courses Taken

The Courses Taken page contains a record for each course the selected employee has already completed or in which the employee is currently enrolled. If an employee completes (or is enrolled in) a class set up in Sage HRMS Train, the course associated with the class is automatically added to the employee’s list of Courses Taken.

If an employee takes a class that was not set up in the Abra Train system, you can add the associated course from the Courses Taken page. For example, Jane Garcia completes a college course called Principles of Management. You do not track this course in Sage HRMS Train, but you want to include it in Jane’s training history. Add the course to your Courses code table, and then add the course to Jane’s Courses Taken page.

The Courses Taken page also enables you to update job information contained in course records.

Click Add to add a new course. The Course Detail page opens and all fields are blank. The Class ID field is blank because the course you are adding does not have an associated class set up in Sage HRMS Train.

Click More to edit a course. When you edit a course, the fields in the Course Detail page are automatically filled in. If you are editing a course for which a class was set up in Sage HRMS Train, you can only edit Reimbursement, Enrollment and Fees information.

Course Detail Page Tabs

The Course Detail page contains the four tabs.

Course Tab

The Course tab contains the following fields. If you are editing a course associated with a class set up in Sage HRMS Train, the course fields originate from the Class Information page. If you are editing an outside course without an associated class in Sage HRMS Train, these fields originate from the Courses code table.

Field Label	Field Description
Course Description	Course description.
Course Code	Course code.
Course Type	Type of course.
Certification	The certification associated with the course, if any. This completed course counts toward the employee’s certification (if the employee has course requirements for this certification).
Credits	Number of credits received by each employee completing the class.
CEU	Number of CEUs received by each employee completing the class.
Course Fee	Fee charged to each employee (or employee organization) that takes the course.
Other Fees	Other fees charged to each employee (or employee organization) that takes the course.
Enrollment Status	Employee’s enrollment status in the course.
Job Requirement	If the course is a job requirement, Sage HRMS Train displays the job title responsible for the requirement. If the course is a job requirement for an entire employer, the employer name is displayed. If the course is not a job requirement, No is displayed. Note: If the employee completed the course when it was not a job requirement, this field will display No even if the course has subsequently been added as a job requirement.
Job Related	Indicates whether the course is related to the employee’s job (Yes or No).
Grade	Grade received upon completion of the course, if any.

Scheduling Tab

The Scheduling tab contains the following fields. If you are editing a course associated with a class set up in Sage HRMS Train, the Total Sessions and Total Hours fields originate from the Class Information page. If you are editing an outside course without an associated class in Sage HRMS Train, these fields originate from the Courses code table.

Field Label	Field Description
Start Date	Date the class starts.
End Date	Date the class ends.
Total Sessions	Total number of times the class meets.
Start Time	Time of day that each session starts.
End Time	Time of day that each session ends.
Total Hours	Total number of hours the class takes to complete.
Instructor	Instructor name.
Location	Training location description.
Days	Select the check boxes to indicate the days of the week that the sessions meet.

Check for Conflicts

To see whether this class conflicts with any others in which the employee is enrolled, click the Check for Conflicts button. If no conflicts are found, Sage HRMS Train notifies you. If conflicts exist, Abra Train displays a report listing the conflicting classes.

When you are finished previewing the report, click the Close button to return to the Course Detail page.

Job and Organization Tab

The Job and Organization tab of the Course Detail page contains the following fields.

Field Label	Field Description
Job Title	Employee’s job title.
Job Code	Employee’s job code. Displayed automatically when you select a job title. Note: If you also have Sage HRMS and job code validation is not enabled for this employee’s employer, you can enter any value in the Job Title and Job Code fields. We recommend, however, that you enable validation; otherwise, you cannot establish job requirements.
Group	Employee’s EEO job group. This field appears only if you are using Sage HRMS.
EEO Class	Employee’s EEO job classification. This field appears only if you are using Sage HRMS.
Organization	Employee’s organization levels. Select from the levels you defined during Enterprise setup.

Updating Job Information

If you change an employee’s job title, job code, or organization levels on the Current Job page, Sage HRMS Train does not automatically update these fields in existing course records. However, you can manually update job information if you want course records to reflect the changes.

When a course is added to an employee’s records (whether by adding the course to the Courses Taken page, adding the employee to the Class Roster or enrolling the employee in the class), the information on the Job and Organization tab is copied from the Current Job page. If the employee’s job information changes, you can update the fields on this tab.

Reimbursement and User Defined Tab

The Reimbursement and User Defined tab of the Course Detail page contains the following fields.

Field Label	Field Description
Course Fee	Fee paid for the course.
Other Fees	Other fees charged for the course.
Grade	Grade employee received upon completion of the course, if any.
Reimbursement Amount	Total amount that the employee was reimbursed for the course.
Date Requested	Date reimbursement for the course was requested.
Approved	Indicates whether reimbursement for the course was approved (Yes or No).
User-Defined Fields	Use the four user-defined fields to record additional information about the course. You can specify titles for user-defined fields by selecting Rules > Training > Training Setup from the menu.