HRMS Help > Employees > Licensure Forms

User Roles: System Administrator, Licensure Forms
Last Updated: Dec 22, 2023 2:00pm

Table of Contents

Quick Facts
Where to find the Module
Licensure Forms Management Screen (No employee selected)
Contact Setup
Contact Setup (Create)
Contact Setup (Edit)
Contact Setup (Default)
Mass Delete
File Format
Select Employee
Show Saved Forms
Action Requested
Available Licensure Forms

Quick Facts



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Where to find the Module


There are two locations in HRMS where the Licensure Forms module can be selected.
          Image of finding module link in employee page           Image of finding module link in employee demographics
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Licensure Forms Management Screen (No employee selected)


          Sample of licensure forms management screen

The Licensure Forms Management screen has several sections with various buttons available.

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Contact Setup


A Licensure Forms Contact is an individual that is authorized to sign licensure forms for your LEA. With a Licensure Form Contact, an HRMS User may create a licensure form while automatically displaying the name and title of a different person, such as the Superintendent, on the form.

Contacts are associated with HRMS User accounts, and each HRMS User may have only one Contact. All HRMS Users at your LEA may have the same Contact, such as the Superintendent, but each User-Contact relationship must be set up individually.

If the current HRMS User does not have a Contact relationship set up, the User's first and last name will display beneath the signature line for Signature of Superintendent or Designee, or in other areas of the form as appropriate.

For ease of creating new Contact records, you may set one Contact as the default. After you create a default Contact, all new Contact records will inherit values from the default Contact. Setting up a default Contact is optional. Only one Contact can be the default. Setting a Contact as the default has no effect on other existing Contact records or any saved licensure forms. It only facilitates creation of new Contact records.

The name and title of the Contact (or the HRMS User if a Contact has not been set up) are editable directly on the form. This allows you to change the information on an individual form without having to modify the user's contact.

          Sample of Licensure Form Contact Setup screen

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Contact Setup (Create)

  1. Click the "New Contact" button. The "Registered Users" window will appear.
  2. Select the first letter of the last name of the registered HRMS User for whom you wish to create a Contact.
  3. Select the HRMS User from the resulting list. The "Create New Contact" window will open. If a default Contact has been set up previously, the information for the default Contact will display in all fields. If there is no default Contact, all fields will be empty.
  4. Modify any information needed then click Submit.

Click the refresh button (or F5) for the list of existing Contacts to refresh. The list of Contacts is sorted alphabetically by HRMS User name.

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Contact Setup (Edit)

  1. Clicking on the HRMS User name.
  2. Making any desired changes and click Submit.

Click the refresh button (or F5) for the list of existing Contacts to refresh.

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Contact Setup (Default)

  1. When creating or editing a Contact record, select "Yes" beside "Use these values as the default for all new licensure contacts?"

After you submit the form and refresh the list, the record will display "Yes" beside "Default."

To replace existing Contact records with a new default:
  1. Set up your default Contact record.
  2. One by one, Delete and recreate all other existing Contact records.

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Mass Delete


The Mass Delete button displays a form allowing for all saved forms created on or before the date entered to be deleted.

          Image of Licensure Form Mass Delete Screen

If you change you mind, you can Close the window and return to Licensure Forms Management, or you can enter a date on the box and click on the Delete Forms button.

Upon clicking on the Delete Forms button you will receive the prompt below.

          Image of button to confirm mass delete
Click on OK to delete all saved forms created on or before the date entered, or Cancel to close the window.

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File Format


Forms can be pre-populated with data from the HRMS system, or displayed as blank forms in either Abode Acrobat or Microsoft Word format. Only pre-populated forms can be saved in HRMS and that is usually the format you should select.

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Select Employee


For HRMS to automatically populate licensure forms with an employee's information, you must first select the employee. Then you select all of the individual forms you wish to complete for that employee, one at a time, saving each completed form as you go along.

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Show Saved Forms


The Show Saved Forms button displays a list of all the Licensure forms that were created and saved for the Selected Employee. (Note: this does not mean they were sent to DPI for processing, since that requires printing and mailing of the form.)

          Sample of saved forms for an employee
You can Print List, which sends a screen print to the printer, Close and return to the Licensure Forms Management screen, or View a saved form.

You can choose to Delete an individual saved form upon which you will receive the prompt below.

          Image of button to confirm form delete
Click on OK to Delete the individual saved form or Cancel to close the window.

You can also choose to Delete All saved forms, upon which you will receive the prompt below.
          Image of button to confirm all forms delete
Click on OK to Delete all the individual saved forms listed or Cancel to close the window.

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Action Requested


This section allows you to easily narrow down the list of forms displayed in the Available Licensure Forms section. By default, all forms show up in the Available Licensure forms, and when you click on one of the Actions, the list of forms is narrowed.

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Available Licensure Forms


This section shows all available licensure forms. When you select an Action Requested in the table above, the list of available forms is narrowed to match the forms available for the Action Requested.

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