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Using Training Certifications

12.08.2014

Do you need to track and manage training certifications, but are unsure how to get started? Read on!

What is a certification?

A certification is a credential that is awarded to people that complete a set of requirements and demonstrate a minimum level of knowledge in a given subject. As a training administrator, you establish the requirements and knowledge needed to become certified in a given subject. TrainCaster then keeps track of certifications, including re-certification dates.

How to setup certifications

Certifications are made up of requirements, which can include online courses, third party or synchronous courses, on-the-job training, a specific amount of experience - these are just a few examples. Some of the requirements - like online courses - are easy to setup. You just select the courses from a list and add them to the certification. Setting up other types of requirements - like a specific number of hours on the job - are not quite so intuitive.

To setup these 'other' types of requirements, you use something called a discipline. A discipline is a shareable requirement used to fulfill a certification requirement. These disciplines are 'shareable' because you can use the same discipline requirement in many certifications.

To clarify, let's walk through an example.

We need to setup three grades of certification: Mechanic 1, Mechanic 2, and Mechanic 3. To be certified as a Mechanic 1, you need to complete the online course "Mechanic - Basics" with a grade of 80% or better, and have 100 hours of job experience in mechanical drafting. Mechanic 2 requires "Mechanic - Advanced" with a grade of 80% or better, and have 200 hours of job experience in mechanical drafting. Mechanic 3 requires "Mechanic - Master" with a grade of 80% or better, 500 hours of job experience in mechanical drafting, and a certificate showing completion of a master-level course consisting of at least 8 hours.

First we'll setup the disciplines needed for each certification. Mechanic 1, 2, and 3 each require job experience hours. That is one discipline. Mechanic 3 also requires a certificate showing completion of a master-level course. That is another discipline.

To setup the disciplines:

  1. Click 'Administration', then click 'Certifications'.
  2. Click the 'Manage Disciplines' tab, then click 'Add Discipline'.

  3. Type 'Mechanic Drafting Hours' for the discipline name. The check the Experience Hours box. If you'd like to allow trainees to track their own hours, check the box. In this case, I will allow trainees to track hours. Click 'Add Discipline.'

  4. Now type 'Mechanic Master Level Course' in the discipline name field. This is an experience file - so check the box. Select 'Certificate' as the file type. Click 'Add Discipline'.

  5. Click 'Finished'.

Now we'll setup the certifications.

  1. Click on the 'Manage Certifications' tab, then click 'Add Certification'.
  2. Type 'Mechanic Level 1' as the certification name. Now click 'Add Discipline Mastery'.
  3. Select 'Mechanic Drafting Hours' from the discipline list. Enter 100 for the number of hours, and the certification expires in 5 years. Click 'Add'. Then click 'Done'.

  4. Now we'll add in the course requirement. Click 'Add Curriculum Completion'. Select 'Mechanic - Basics' from the list. Select 'Curriculum Completion' for the requirement. Click 'Add'. Then click 'Done.'

  5. Click 'Add Certification'. You can assign trainees to the certification now, or you can do that later.

The Mechanic Level 1 certification is now setup. Trainees can be assigned to this certification, and automatically tracked.

To setup Mechanic Level 2, follow the steps listed above. In the Experience Hours field, enter 200. Select 'Mechanic - Advanced' for the curriculum completion.

To setup Mechanic Level 3, follow the steps listed above. In the Experience Hours field, enter 500. Select 'Mechanic - Advanced' for the curriculum completion.

For Mechanic Level 3, we need to add the completion certificate requirement.

  1. Click 'Add Discipline Mastery'. Select 'Mechanic Master Level Course' from the list. Click 'Add'. Then click 'Done'

  1. Click 'Add Certification'.

That's it! Certifications are flexible to meet your needs. If you have any questions, or would like additional information about using certifications in your organization, feel free to contact us at support@traincaster.com. Or call us at 1.888.475.3165 - we are happy to help!