Continuing Education Management in MemberClicks allows your organization to set up CE programs and track the progress of the program enrollees. CE Management also allows enrollees of a program to log and track their credits from within their MemberClicks profile.
The continuing education credit tracking portion of MemberClicks is made up of 5 parts. Of these five parts, two are required and the remaining three are for advanced needs:
- Programs - The program is the name of what the end-user is earning credits for.
- Tracks - The tracks are the different areas in which the end-user needs to report credits to complete the program. The end-user will see the tracks.
- Credit Types - The credit type is used for organizing the different credits that can be earned, and the end-user will see this. Credit types also dictate if/when credits expire. In other words, a credit's expiration schedule is determined by the credit type.
- Program Types - The program type is used for organizing the different programs offered and the end-user will not see this.
- Track Categories - The track category is mainly a label used for organizing program tracks and reporting. The end-user does not see this.
Adding a Program
Please note, before you can add your first program, MemberClicks needs to enable the CE feature for your organization.
To add a CE program, from the administrative home, navigate to Components > Continuing Education. To set up the program, the first step is to click the Add Program button on the Certification Programs Page.
On the following page, you can complete the details of the program. The only two required fields are Name and Program Start Date:
1. Name - This is the name of your program, typically the designation or certification earned upon program completion. This is a required field.
2. Description - The program description is used to provide additional information about the program, if necessary
3. Code - The code field can be completed when the administrators have an internal code
4. Admin Email - The email address entered in this field can receive notifications when a new user joins the program or a user completes each of the required tracks
5. Program Type - The program type is typically for more advanced needs, where additional organization of programs is needed
6. Active - If checked, the program is active and it is inactive if unchecked
1. Start Date - This is the date the program begins and is a required field
2. End Date - Use this field if the program being created has an end date
3. Certification Duration Type - The duration type allows you to specify when/if the achieved certification expires. You must choose one of the options below:
a. Date - You can configure all certificants be valid on the same start date and to expire on the same end date
b. Time Period - Certificants can expire after a specified time duration, beginning on the program completion date
c. Life Time - The certification can be valid for life
Eligibility settings control who is allowed to apply for a program. You can assign eligibility by group(s) only, attribute(s) only, or group(s) and attribute(s).
1. Groups - Select the groups from the selection set that will have the ability to apply for this program.
2. Auto Approve Groups - Groups selected here will be auto-enrolled in a program upon application.
3. Attribute Link - You may also select a selection set type attribute to determine eligibility.
4. Link Selections - If you have chosen an Attribute Link, this field will be populated with all selections in the selection set attribute that was selected in the Attribute Link field. Select one or many link selections that will define a user's ability to join a program
1. Certificate Template - MemberClicks offers three stock templates for your program certificants to download once the program is completed. You can also choose None if you would like to distribute the certificates outside of MemberClicks
2. New user notification - Check this box if you want MemberClicks to send a notification to the admin email address when a new user applies to the program
3. Track completion notification - Check this box if you want MemberClicks to send a notification to the admin email address when a user has completed all of the required tracks in a program
4. Auto approve program completion - Check this box if you want MemberClicks to automatically approve enrollees when all of the required tracks are complete.
Continuing education programs are comprised of one or more tracks. A track is a learning area that can be required or optional within the overall program. Every program must have at least one track.
Adding a track
To add a track to a program, navigate to Components > Continuing Education > click the Tracks link for the program to which you want to add a track.
The Program Tracks page will show any tracks which have already been created for this program and the ability to add new tracks. Click the Add Track button to add a new track.
The track creation modal window allows you to define the following fields for the track:
1. Name - The name of the track is the learning area with which users identify. Example track names include Governance, Ethics etc.
2. Description - The description field allows administrators to provide additional information about the track for reference later.
3. Category - A track can be assigned to a category for enhanced organization and reporting. Generally this would only be used in advanced cases. If the track does not have a category, select None. Additional track categories can be created in the advanced settings of the Certification Programs menu.
4. Credit Type - The credit type field is used to associate self-reported credits with specific tracks. Users reporting credits will select the credit type so MemberClicks can automatically apply the credits to the appropriate tracks. You can select the credit type to be the same as the track name, or you can define more specific credit types in the advanced settings of the Certification Program menu. The Credit Type also dictates the expiration schedule for individual credits.
5. Number of Required Credits - Input the minimum number of required credits for the track in this field. The number of required credits field allows MemberClicks to recognize track progress and completion as credits are reported by users and approved by administrators.
6. Required - The required field allows you to define whether the track is an optional or required within the program.
7. User submitted credits are automatically approved - Check this box if credits are automatically approved when users self-report credits. If credits within the track require administrative approval, do not check this box. With or without this box checked, an administrator will need to approve the program completion if the Auto-approve Program Completion Box is checked in the program parameters.
Enabling Continuing Education Management will add a new profile tab in which administrators can see a user's programs, tracks and credits. To view this information, search for a user's profile as normal and when viewing the individual profile, click the View Continuing Education tab.
Click here for more information on the end-user interface of CE Management.
Three sections make up the Programs page of the Continuing Education feature: Completed Programs, Programs and Eligible
1. Completed Programs - This section displays a list of the current user's completed programs, as well as their completion and expiration dates. If a certificate is associated with the completed program, administrators are able to download a copy of the certificate here. Administrators can change the certificate status in this section. For example, an administrator can change the certificate status from Certified to Revoked and he/she is able to add a reason for the new status.
2. Programs - This section displays a list of all programs for which the user has applied or enrolled and not yet completed. The certificate status and the number of approved, pending and remaining credits for each program track are displayed in this section. Administrators are able to edit the certificate status in this section. For example, an administrator may change a certificate status from applied to enrolled when a user first begins a program. Administrators are also able to withdraw a user from a program, as long as that user is in applied/enrolled status.
3. Eligible - This section displays a list of all programs for which the user is eligible to apply, but has not yet applied. Administrators can add a user to the program in this section.
Two sections makes up the Credits page of the Continuing Education feature: Credits and Unassigned Credits
1. Credits - This section displays the details of reported credits and the track type(s) for which each applies. The approved/pending/denied status can also be seen and changed for each credit.
2. Unassigned Credits - This section displays the details of credits that have been reported, but are not associated with any tracks in the currently enrolled programs. When a user enrolls in a program that includes a track for which these credits apply, the unassigned credits will move to the Credits section, allowing users to report credits before being enrolled in a program.
The Add Credit modal window is where administrators can add credits on behalf of a user. The Add Credits window includes the following fields:
1. Name - This is the name of the course or activity in which the credits were earned
2. Credits - This is the number of credits earned in the course or activity
3. Credit Type - This field allows you to select the credit type for the credits. The credit type will be the same as the track name, unless you have specified different credit types in the program advanced settings
4. Date - Users enter the date of the course or activity when the credits were earned here. Credit expiration will be based on the date in this field.
5. Authorization - If there is an authorization code associated with the course completion, it can be entered in this field
Once you have configured a CE program and its tracks, users can begin self-reporting credits.
When a user reports a CE credit, the credit is put into Pending status and it is associated with any track that has a matching credit type. Administrators can approve or deny the credit on a per-track basis by navigating to the user's profile and clicking on the Continuing Education tab > Credits. This page will display the details of the credit and an Actions column in which the administrator can Approve or Deny credits.
If a credit is Unassigned or in Pending status, it can be deleted.
When a user has accumulated the minimum number of credits in a track, the track is complete. If a program has more than one required track, the user must have the minimum number of credits in each required track before the program is complete.
When a user has accumulated the minimum number of credits in each required track, the program administrator can be notified. The program administrator's email address and notification preferences are set in each program's settings. When a user has completed all of the required tracks, the administrator can view that user's CE program details and change the certificate status from Enrolled to Certified. The Certified status will be reflected in the user's profile and the user can download his or her certificate when viewing the completed program's details.
If a user has credits associated with an incomplete program, those credits can expire. A credit's expiration schedule is based on the credit type. Credits can be set to never expire or to expire after a specified time period.
Advanced Search and Mass Change
When the Continuing Education feature is enabled for your organization, new Advanced Search options will be enabled specific to CE programs. The new search options include the ability to search based on Program Type, Program, Track, Status, Status Reason and Credit Type.
To search on CE criteria, navigate to the Advanced Search page and expand the fifth option down, Search by Continuing Education. To start, click the Add Criteria button and choose one of the options. Selecting a criterion will display a list of available filters. For example, selecting Program will display a filter box of all of the Programs available for searching. You may add as many criteria as needed by clicking the Add Criteria button. You can also elect to match all criteria or match any criteria by using the radio button at the bottom of the section
The Continuing Education feature also includes the ability to enroll many users into CE programs or to report credits for many users all at once, after performing a search. Both of these features work very similarly to how mass change works for a user's group or profile status.
To enroll a group of users in a program all at once, search for those users within the Advanced, Simple, Quick or Narrow Search pages. If the search results only include the users who should be enrolled in a program, scroll to the bottom of the search results page and click Enroll in Programs. If the search results include more profiles than those that should be enrolled in the program, you can tag all of the profiles that should, or should not, be part of the program.
In the next page, you can select which set of users to enroll and to which programs the profiles should be enrolled. If you tagged users in the search results, select to enroll all of the search results, all of the tagged profiles or all of the profiles that were not tagged in the top set of radio buttons. In the bottom check-box section, check each of the programs to which the profiles from above should be enrolled. When finished, click Continue, confirm your selections are correct, then click Submit.
Mass change can also be used to report credits to many users at the same time. To report credits on behalf of more than one user at a time, search for those users as mentioned above. At the bottom of the search results page, click Add Credits instead of Enroll In Programs. On the next page, fill in the information for the Name, Credits, Credit Type, Date and Authorization. Please note, you can add more than one set of credits to these users at once by clicking the Add Credits link, just beneath the credit detail fields. When finished, click Continue. On the following page, confirm the information is correct and click Submit. Important: These credits will be in pending status until they are approved or denied by an administrator from with each user's profile.
Certificate Statuses and Reasons
A user's progress within a continuing education program can be assigned one of five statuses for one of seven reasons. The statuses and reasons and detailed below:
- Applied - Users are automatically placed in Applied status when they first join a program
- Enrolled - After a user joins a program, administrators can move them to Enrolled status. Enrolled users will have any available credits assigned to the program tracks in Pending status
- Certified - Users can automatically move to Certified status after all required program tracks are complete or administrators can manually move users to Certified status, depending on the program parameters. If a certificate is associated with the program, it will be available for download when a user is in Certified status
- Revoked - This status is used if a previously certified user has his or her certificate revoked
- Expired - Users are automatically moved to Expired status when the certificate hits its expiration date. Note, the certificate duration and expiration are set when configuring the program. The certificate duration can be lifetime and this is independent of the program expiration date.
- Requirements Met - Used when a user has completed all required program tracks and is in Certified status
- Requirements Not Met - Used when a user is in Enrolled status, but not yet certified
- No Fee Payment - Used when a user has applied or enrolled in a program, but payment has not been received.
- No Longer in Industry - Used when a user has left the program's industry and is no longer certified
- Retired - Used when a user has left the profession due to retirement
Deceased - Used to indicate deceased certificants
Ethics Violation - Used to indicate a certificate has been revoked due to a violation