HRMS Help > Continuing Education > Specify a Class Roster
User Roles: Continuing Education Editor, System Administrator
Last Updated: Jan 17, 2024 2:15 pm

About


Specifying a Class Roster is the next-to-last step when Assigning CEU Credits. There are several ways to specify a class roster.

          Image of specify a class roster options

Specifying a Roster By Name or By SSN


  1. Click the By Name or By SSN button on the Assign Continuing Education Class form. The Enter Employee Name List or Enter SSN List form will display (see example below).
  2. Enter the last name or the last 4 digits of the SSN into the Last Name or SSN box. Matching employees will display in the box to the right.
  3. Select the correct employee(s) by clicking on their line of information. The line will become highlighted and their name will appear in the Employee List at the top of the form.
  4. Repeat this process until all of the names of the employees scheduled to receive credit for the course are identified.
  5. Click the Validate button. HRMS will check to see if the individual(s) identified have already received credit for this course number on the same day. You must remove any individuals who have already received credit for this specific course on this date before proceeding. Available employees will be listed in the box beside the Employee List.
  6. Click the Submit button. The Assign Continuing Education Class form will refresh with the selected employees displayed.

          Sample listing built by using employee name

Note: HRMS does allow the same course to be posted to an employee's Renewal Credit History if a different Course Completion date is used. This allows posting of new or additional information on a subject, and it also allows for an individual to retake a course IF prior approval is granted by the current employing school system prior to taking the class.


Specifying a Roster by Site Location


Select this option when you need to assign credits to a group of employees from one work site.

  1. Click the By Site button on the Assign Continuing Education Class form. The Employees by Site form will display (see example below).
  2. Enter the Site Code (or click the Show All Sites button and select the desired site in the grid).
  3. Specify whether or not you want to only return employees with primary assignments.
  4. Select the desired position categories (Licensed, Classified, Substitute, Bus Driver) under Show only employees with a position in the following categories.
  5. Click Show Employees.
  6. Select the desired employees.
  7. Click the Submit button. The Assign Continuing Education Class form will refresh with the selected employees displayed.

          Sample how to build list by using site

          Sample employee listing built by using site

Notes:


If a name does not appear in the Site list, the employee may not have an active assignment at the site. You will need to post their credit separately.

A list of all individuals that already have this course posted to their record on this particular date displays at the bottom of the form.