Course Definitions - HRPDUPCD
The Professional Development (PD) Course Definitions (HRPDUPCD) page allows an Administrator to create and manage courses for Professional Development. The following tabs are available to define specific detail related to the course: Course Definition, Class Dates / Times, Course Requisites, Proficiency Goals, Additional Costs, Topic Area, Registration, Evaluation Questions and Miscellaneous.
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The top portion of the page is used as a way of identifying a specific course. All the tabs in this page are linked to this master record. This is first thing that should be defined when creating a new course.
Course Name: Eight-character alpha/numeric field used to identify the course.
Course ID: 20-character non-editable field used to uniquely identify the course. The Course ID is auto generated based upon the NU Common Codes Category/Value of SYNO/PDCID.
Status: Represents the status of the specified course:
IN Inactive: Course is not published and participants cannot register online.
AC Active: Course is active and, depending on course begin and end date, published in the course catalog and open for registration.
CA Cancelled: Course is cancelled.
CC Course attendance, grading, and credit assignments is completed by the instructor.
DO Done: After the course is moved to history (and data possibly integrated with Human Resources, the course is marked as Done. Only the Move to History tool can put the course in status Done.
Title: 60-character field used to label the course.
Instrctr/Faciltr: Represents the instructor/facilitator for the course. The person must be an employee (exist in the HR employee master table) and/or exist in the Person/Entity (PE) Information (PEUPPE) page with a Select Code 1 or Select Code 2 entry of PDINST or PDPART.
Course Definition
The Course Definition page is divided into three tabs: Course Details, Class Dates/Time, and Credits. These tabs are used to capture required additional details for a course.
Course Details
The Course Details page is used to define additional details for the specified course.
Description: 250-character field describes the course.
Start Date: The date that the course will begin.
End Date: The date that the course will end.
Require Evaluation: Determines whether the participants of this course are required to answer evaluation questions at the end of the course before they can print a Certificate of Completion.
Participant to Select Credit Type: Determines whether the participants of this course are required to select a single credit type while registering for the course when multiple credit types are assigned the course.
Min Participants: Five-digit field determines the minimum number of registered participants needed for the course.
Max Participants: Five-digit field determines the maximum number of participants that can register for the course.
Registered Count: Displays the current count of registered participants.
Wait Lists: Displays the current count of wait list participants.
Publish Date: The date that a given course will be open to participants for registration. Participants will not see a course in the online course catalog until the Publish Date.
External Publish Date: This field is applicable for Publish Type: Both and allows a School District to control when to open a given course to External Participation, allowing employees to register first for the period between Publish Date and External Publish Date.
Publish Type: This field determines if a course is open only for Employees, or only for External Participants, or for both. It takes values of Internal (I = employees only), External (E = external participants only) and Both (B = both employees + external participants).
Course Type: This field provides the ability to limit a course by Employee Type. Course Types are defined in the PD Codes (HRPDUPCC) page, Emp Type Mapping tab. When an employee registers for a course, the system uses the Employee Type and Course Type mapping to check if the employee is eligible to take the course.
Location: The location where the course will take place. Locations are defined in PE Information, where Select Code 1 equals PDLCTN.
Room: This field specifies the room where the course will take place within the location. When Rooms are assigned to courses, Professional Development can alert when there are scheduling conflicts. Room codes are defined in PD Codes, Rooms tab.
Allowed to Retake: This checkbox determines whether participants are allowed to retake this course in the event they drop or fail the course.
Allow Wait List: Allow overflow participants to be put on a wait list. If this is not checked, participants will see a Class is Full message upon trying to register for the course.
Schedule: This 60-character field is used to describe the course schedule.
Materials: This 250-character field is used to list the materials that are needed to participate in the course.
Pre-Requisites: This 250-character field is used to list the pre-requisites that are required to participate in the course.
Account #: The account number associated with the Participant Cost.
Employee Cost: Specifies the Cost for an Employee participant. This field is optional (participant billing, online payments, accounts receivable, or payroll deductions functionality is not available and Employee Cost is for tracking purposes only).
External Cost: Specifies the Cost for an External participant. This field is optional (participant billing, online payments, accounts receivable, or payroll deductions functionality is not available and External Cost is for tracking purposes only).
HR Integration Type: This 20-character field is used to specify the integration to HR Module. CRSEUNIT integrates with Course Unit tab and TRAINING integrates with Training tab on the HR Education and Skills (HREMES) page.
Fiscal Year: This eight-character field is used to specify fiscal year in YYYY-YY format. This field is required when HR Integration type is CRSEUNIT.
Seat Hours: This field defines the total seat hours for a course (information for participant).
Term: Select the code that indicates the term in which this course is being offered. Term codes are defined in Non-Entity Specific HR Codes (HRTBHR) page, with a Code ID of TERM_CODE.
Require Grading: This one-character True/False field determines whether or not grading is required for this course.
Grade Type: Six-character field which facilitates to associate grade types for a course. This field is populated based on NU Common Codes, with a Code Category/Value of PDGT/xxxxxx (where x is a grade type).
Class Dates/Times
The Class Dates/Times tab is used to add, remove, or edit the scheduled date and time that a course will be offered. It can also be used to add, remove, or edit the attendance for each scheduled instance of a course. Each row in the top grid represents a scheduled instance of a course. Each row in the bottom grid shows the attendance per scheduled instance of a course.
Date: The scheduled date for the course. Click on the date column and click on the drop-down in order to see a calendar. Valid dates are in between the course Begin and End date defined on the Course Details tab.
Time: The scheduled time for the course. Click on the time column to add/edit a time for a course instance. Time can be entered in different formats. For example 10 or 10a or 10AM is converted to 10:00 AM. Likewise, 2215 or 1015p or 1015PM is converted to 10:15 PM.
Duration (Hours): The duration of the course. This represents the number of hours a class will last from start to finish. Only numeric data can be entered into this field.
Rec's Instructor/Facilitator: Represents the instructor/facilitator for the course. The person must be an employee (exist in the HR employee master table) and/or exist in the PE Information page with a Select Code 1 or Select Code 2 entry of PDINST or PDPART. This field defaults instructor/facilitator defined at course level.
Instructor/Facilitator Name: This field displays the first name and last name of specified instructor for the course or scheduled instance of a course.
Alternate Location: The alternate location of the scheduled course, should the primary location not be suitable or available for the scheduled date and time.
Attendance
Participant ID: This field displays registered active participants for a specified course. The participant name is automatically filled in when a participant ID is selected for an attendance of a course instance.
Comment: This 250-character field is used for general comments about a participant.
Course Credits
The Course Credits tab is used to add, remove, or edit credit types and credits that can be associated with a course being offered. Multiple credit types can be assigned to a course. When on the Course Details tab the Participant to Select Credit Type is not selected, all assigned credits will be granted to the participant upon (successful) completion. When Participant to Select Credit Type is selected, the participant is required, at registration time, to select a single credit type from the assigned list and only a single credit type will be granted upon (successful) completion.
Credit Type: Select the code that indicates the type of credit defined at course level. Credit Types drop-down list shows types defined in Non-Entity Specific HR Codes (HRTBHR), with a Code ID of EDUC_DISCIPLINE.
Credits: Five-digit field representing the amount of credits that the participant will receive when passing the course.
Credit Date: The date the participant will receive the associated credits when passing the course.
Granting Institution: Four-character field used to specify the Credit Granting Institution specified at course level.
Course Reqs
The Course Requirements tab is used to set the courses that a participant has to have completed before registering for the course.
Course Name: This ten-character alpha/numeric field specifies the course name that a participant needs to take before registering for the course. The Course Title is automatically filled in when a course name is specified. This field is not editable from the page.
Prof Goals
The Proficiency Goals tab is used to set the goals that will be met when a participant completes the course.
Proficiency Code: The Proficiency Code that defines the goal that will be met upon course completion. The Proficiency Codes that are available are retrieved from the PD Codes (HRPDUPCC) page, Prof Codes tab. The description associated with the Proficiency Code is displayed next to the code.
Comment: This 250-character field is used to add comments to the requirement that will be met.
Additional Costs
The Additional Costs tab is used to associate additional costs to a specific course. These costs are not participant costs, they are costs associated to the course such as Instructor Costs, etc.
Cost Code: The Cost Code for this additional cost. The Cost Codes that are available are retrieved from the PD Codes page, Cost Codes tab. The associated description is displayed with the Cost Code.
Amount: 16-digit field that represents the cost amount.
Account: The account associated with the additional cost.
Comment: This 250-character field is used to add comments to the additional cost.
Topic Area
The Topic Area tab allows a course to be assigned to multiple categories that describe the general nature of the course. This feature is helpful when multiple classes could be taken to fulfill a specific education, training, or certification requirement. It is also helpful when a single class could be used to fulfill multiple education, training, or certification requirements. These topic areas are user definable in order for the Professional Development subsystem to cater to specific needs.
Topic Area Code: The topic area code represents a short description that identifies a category that the course is associated with. Codes are defined in PD Codes, Topic Area Codes tab. The associated description displays next to the code.
Registration
The registration tab is used by an administrator or instructor to add, edit, or review the participants registered in a given course. This is also where the administrator or instructor can assign the participants their respective grades and credits when the online instructor grading or credit assignments are not used. Each row in the top grid represents registration details of a given participant. Each row in the bottom grid shows the credits assigned for registered participant of a course.
Employee: This checkbox determines whether a registered participant for this course is an employee or non-employee. This read-only field is populated automatically.
Participant ID: The participant identification number is unique to a participant and stored in the PE database. Click the lookup icon in order to search through the PE database for a participant. Alternatively, an employee ID can be entered to select an employee. The participant name is automatically filled in when a participant ID is specified. It is merely for identification purposes when adding or editing participants.
Work Site: This field displays the work site to which a participant is associated. This applies to employees only.
Contact Info: This field displays contact information of a registered participant. Contact details are retrieved from the HR Employee Master (HREMEN) page for an employee, or the PE Information page for a non-employee.
Date: The date when participant is registered for the course. Click in date column and click on the drop-down in order to see a calendar.
Time: The time when participant is registered for the course. Click in the time column to add or edit a time for a participant. Time can be entered in different formats. Example 10 or 10a or 10AM is converted to 10:00 AM. Likewise, 2215 or 1015p or 1015PM is converted to 10:15 PM.
Status: Two-character field reflects the status of a participant. Click on status column and click the drop-down list in order to see the statuses associated with a registered participant:
AC Active: Participant is registered for the course
WL Waiting List: Participant is on the waiting list for the course
DC Dropped Course: Participant dropped the course before the course started
IN Incomplete: Participant dropped the course when the course had already started
HS History: Information is send to history
Attendance: The attendance field is automatically filled in when an Administrator or Instructor marks attendance for the participant. This shows information about attended and total class instances. For example, 2/3 means that the participant attended 2 of the 3 classes for this course.
Grade: Four-character field reflects the performance of a participant post completion of the course. This field is populated based on Grade Type defined at course level.
Credit Type Selected: Four-character field that displays the credit type selected by a registered participant. This field is populated when the Participant to Select Credit Type at the course level is set to True and credit types are assigned to the course.
Attendance: Indicates the number of sessions attended by the participant.
Certificate Print Date: The Certificate Print Date field reflects the date on which the certificate was printed. When a Certificate is printed by the participant, the Certificate Available is automatically unchecked.
Evaluation Complete: Indicates if the participant completed an evaluation.
Comments: This 250-character field is used for notes, special needs, or considerations.
Certificate Eligible: This checkbox determines certificate eligibility for the participant. This field is auto populated based on grade set up and grade assigned for a registered participant (when a grade is set up to be a failing grade, the participant is not eligible for a Certificate of Completion).
Certificate Available: This checkbox determines whether the Certificate of Completion is available to be printed by the participant.
Credits
Credit Type: Four-character field that indicates the type of credit assigned for a participant at course level.
Credits: Five-digit field representing the amount of credits assigned for a registered participant of a course.
Eval Q's
The Evaluation Questions tab is used by an administrator or instructor to add, edit, or review the evaluation questions associated with a given course. This is also where an administrator/instructor can:
Add, edit, or review the participant responses to the questions.
Change the questions associated with a given course.
Change the order of the questions presented to the participant.
The top data grid contains information relating to the specific questions and their presentation order. The bottom grid contains information relating to participant responses to a specific question.
Order: Five-character numeric field that sets the order of the evaluation questions presented to the participant for a given course.
Question: Eight-character field that uniquely identifies a specific question. The drop-down list is populated from the questions defined in the Evaluation Questions tab of the PD Codes page. The question text displays next to the question.
Question Responses
Participant: This field shows registered active participants for a specified course.
Rating: Five-character numeric field used by the participant as a rating value when answering the evaluation question. Used by participant if evaluation response type is defined as numeric.
Yes/No: One-character field used as a Yes/No participant response to the evaluation question. Used by participant if evaluation response type is defined as a Yes/No response.
Response: This 250-character field is used by participant to respond to the specified evaluation question in text format. Used by participant if evaluation response type is defined as free form text.
Misc
Miscellaneous tab is used to define any miscellaneous tracking to be associated with courses. For example, an equipment list can be defined and the instructor or administrator can identify (for each course) equipment that needs to be setup by facility management. These codes are picked from the PD Codes page, Misc tab.
Type: Type code used to identify the miscellaneous type.
Item: Code used to pick the Item associated with selected miscellaneous type.
Description: The item description is automatically filled in when an item is specified for a miscellaneous type.
Comments: This 250-character comments field is used for notes, special needs, or considerations.
Tools
Two tools are provided to ease the data entry process for defining repetitive or similar courses.
Move Course Details
The Move Course Details tool is used to move a course from Current to Prior and set the course status to Done (DO). The instructor (or PD administrator) must have completed attendance, assigned grades/credits to all participants (if required), the course status should be Complete (CC), and the HR Integration Type must be set to something other than <None> or Blank. Additionally, the end date of the course must be prior to the date of running the tool.
Another use of the Move Course Details tool is to integrate this information with the Human Resource module, by moving the participant training/course details to the HR Education and Skills (HREMES) page, Training or Course Units tabs, based on the HR Integration settings on the individual course definition.
In order to select multiple courses to move, use the standard BusinessPlus functionality to search for courses. For example, search by Status = CC and End Date < today’s date>. When the page has returned the courses that meet the criteria, select the Move Course Details tool. A message appears to inform the PD administrator how many courses will be moved to history.
Copy Course
The Copy Course tool allows the user to copy all details in one course to create a new course with a different course name as shown below. Once the user clicks Submit, the new course is created. Initial course status is set to Inactive (IN) and the PD administrator may then adjust for any information changes and set the status as required.