1. Verifying Licensure Information and Posting CEUs
Tonya M. Easterwood

2. Welcome

3. Go-To-Webinar Overview of Go-To-Webinar
Before we get started, I want to review a few housekeeping items and let you know how you can participate in today’s Web event.
We’re looking at an example of the Go-To-Webinar Attendee Interface which is made up of two parts. The Viewer Window is where attendees see the presenter’s screen. The Viewer Window can be resized by clicking and dragging the lower right corner. The Control Panel is where attendees can interact with organizers.
Move mouse over the Grab Tab
You should see something that looks like this on your own computer desktop in the upper right corner.
Click 1
Clicking the arrows on the Grab Tab opens and closes the Control Panel.
Click 2
The Audio pane provides audio information. (If the organizer has given attendees a choice) There are two options. You can join audio through your computer; select Use Mic & Speakers.
Click 3
Click Audio Setup to select your computer speaker or headset devices.
Click 4, 5 and 6
You can choose to join audio through your telephone. Select Use Telephone, dial the number listed and enter both the Access Code and Audio PIN when prompted.
Click 7
During (at the end, etc.) the presentation, you have the ability to send questions to our Webinar staff through the Questions pane. Simply type in your question and click send. (Optional) At the end of the presentation we will do a Q&A session to answer as many questions as we have time for.
Click 8
During the presentation we may ask you to answer a question by raising your hand. This option is located on the Grab Tab.
Click 9 and 10
If you prefer to keep your control panel open during the presentation, click View in the top menu and un-check Auto-Hide the Control Panel.

4. Learning Objectives Create Course Templates Assign CEUs
CEU Mass Updates
Renewal List
Reporting
What will the audience be able to do after this training is complete? Briefly describe each objective how the audience will benefit from this presentation.

6. Search & Create New Course Templates

7. Search by course code by typing a value in the Search Value field and clicking the Course Code or Description button.

8. Show only courses allow you to display courses that match the special credit indicator, such as NCLB credits or High Quality Professional Staff Development. Select the indicator you wish to search on and click Go. This search option acts alone and is not limited by any value that might be showing in the Search value field.

9. Search by course code by typing a value in the Search Value field and clicking the Course Code or Description button.

10. Class Code - The class code should be a unique identifier that is only used for one specific renewal credit title. This field was expanded several years ago from the original 6-character (alpha and/or numerical) to an 8-character field.

11. The class code should be a unique identifier that is only used for one specific renewal credit title. This field was expanded several years ago from the original 6-character (alpha and/or numerical) to an 8-character field.

12. Once the Class Code unique identifier is entered this button should be clicked to ensure that the unique identifier entered has not already been assigned to another class. A popup box will appear and let you know if the selected identifier is available.

13. Click OK to proceed with creating the new course template.

14. The source, or the individual that sponsored the class / course, should be entered here. You could include the initial and last name of the presenter or instructor.

15. The actual course title of the class / course should be entered here.

16. Renewal Credits / Semester Hours (CT - 10) - The amount of credit to be awarded should be entered in one of these data fields. If the class is an actual college/university class with semester credit awarded to an individual, by a college / university, then the number of semester hours should be entered instead of Renewal Credit. The HRMS System will multiply the number of Semester hours by 1.5 for inclusion in the individual's Renewal Credit Totals. When a semester hour class is posted this way it is very easy to determine if an employee has successfully completed their Lateral Entry / Provisional License Requirements for the current school year.

17. The License Categories functionality is used to identify which license areas an individual must have on their NC Teaching License in order for the system to allow the awarding of Academic Credit to their Renewal Credit History. Additional information on the operation of this functionality will be explained later in this document.

18. The License Categories functionality is used to identify which license areas an individual must have on their NC Teaching License in order for the system to allow the awarding of Academic Credit to their Renewal Credit History. Additional information on the operation of this functionality will be explained later in this document.

19. Click the red Question Mark for a tool tip.
Enter the amount of the academic credit.
The awarding of Academic Credits is now a requirement for ALL Teachers in grades K-12 and should be a part of any review for license renewal / extension. This new academic rule does not apply to the renewal / extension of licenses for individuals serving in a student support or administrative role. The Academic Credit requirement is effective for requests made to the Division of Licensure after July 1, 2009.
• As a basic rule, an individual course / workshop cannot be counted toward two state-mandated sub-category licensure requirements at the same time (i.e. Reading Methodology and Academic Credit). However the credits can be split between two categories, and this procedure has been incorporated in the HRMS validation process that became effective with this release.
• The validation process in HRMS is based on the Licensure Section's interpretation. Academic Credits can be granted for courses / classes / workshops that pertain to the content, or the methodology of teaching the content, of any teaching license area that is posted on an individual's North Carolina Teaching License.
• An individual will have Academic Credit posted to their Renewal Credit History based on the following procedures:
o The Academic Credit question has been checked as Yes and an Academic Credit amount has been entered on the CEU Template that does not exceed the total amount of Renewal Credit to be awarded.
o One or more License Categories were selected that contain at least one Teaching License Area that is posted to the teacher's NC Teachers License.
o This is a behind-the-scene audit that is performed by the HRMS System for each individual that is assigned to receive Academic Credit for the course.

20. In this area the operator should identify any subcategory credit for which the individual(s) completing the course should receive credit. Once a subcategory has been identified as eligible for receiving credit then the amount of credit, for that subcategory, should be entered. Please remember that an individual cannot receive full credit in more than one state required subcategory (Reading Methodology / Principal Credit / Academic Credit) for a particular course. The full amount however, can be split between two or more subcategories based on the content of the class / course. For additional information on the subcategories and their amount of credit required please see the Licensure Manual or contact the Division of Licensure at DPI.

21. Clicking cancel will close the course template without saving the course template.

22. Click the submit button to finalize creating the NEW COURSE TEMPLATE
Once all of the data fields have been completed the operator should proof the entries to ensure their accuracy and then click the Submit button. This will save the Course Template and allow the operator to have access to assign this course / class to the individual(s) that have submitted the verification of successful completion.
Once complete a success message will populate and you will return to the CEU Management Module

23. Assign CEU Delete/Edit

26. The edit button will allow you to edit or delete the course template
The edit button will allow you to edit or delete the course template. Here we will click the EDIT link

27. Modify the Course Template as needed and submit the form
Modify the Course Template as needed and submit the form. You cannot change the class code. If there is no attendance records associated with the course template, you may delete it.
Cancel
Submit
Delete Course
Here we will click cancel and return to the assign CEUs

28. Assign CEUs by Name
After the Submit button on the CEU Template is clicked, the CEU Template Management screen will refresh. From this screen the Staff Development Clerk or other authorized HRMS operators can assign Renewal Credit to an individual or a group of individuals.

29. Enter the course code in the search value box and click the course code button. This will populate the results.

30. Click the blue icon to populate the assign CEU page

31. The Staff Development Clerk should select the process they want to use for identifying the individual(s) for inclusion for posting of the Renewal Credit to their record.

32. This screen allows you to easily type or paste in a list of names of attendees. The names must be in LAST FIRST MIDDLE format, uppercase, with no punctuation. The values must match the HRMS employee record exactly. You may also use the Find Individual Employee features at the bottom of the screen to choose an employee.
The list of names you type must be validated to determine if the name is found and to ensure the employee has not already been granted credit for the course on the date you specified. Click the Help button for complete details.

33. The Staff Development Clerk should type the last name or the last 4 digits of the SSN into the Name or SSN Box (AC - 3). The HRMS System will then identify the individuals in your HRMS System that match the entered information and display these individuals in the box next to the entered information (AC - 4). The listing includes the Primary Site and the Primary Position Description to assist in identifying the correct employees so the renewal credit will be posted to the correct Renewal Credit History. The Staff Development Clerk should then 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 (AC - 6). This process should be duplicated until all of the names of the employees scheduled to receive credit for the course / class are identified,

34. By double clicking on a name populated in the Employee list it will place it will remove
then the Validate Button (AC - 5) should be clicked. By clicking the Validate Button, the system will check to see if the individual(s) identified (AC - 6) have already received credit for this course number on the same day. If an individual has already received credit for this specific course on this date, the system will identify that individual(s) and not allow the operator to proceed without removal of the identified employee(s). The available employees will be listed in the box beside the Employee List
Special Note - The HRMS System does allow for the same Course to be posted to an employee's Renewal Credit History if a different Course Completion date is used. This allows for the 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.
When you are satisfied with the list of employees who will be granted credit, scroll down and click submit.

35. Now that the list have been finalized and the you have submitted the names to be assign You have one additional chance to review the list before giving credit to the employees. Click the submit button to complete giving the employee credit for the course by name or by SSN.

36. A confirmation page is now populate
A confirmation page is now populate. You now have the option to close the screen and Print. I would suggest you print the confirmation screen and file before closing the confirmation screen.

37. Assign CEUs by Site
The Staff Development clerk should select this option (AC - 2 ) when there is a group of individuals from one work site that are to receive credit for a course.

38. Assign CEU Credit by Site
The Staff Development clerk should select this option (AC - 2 ) when there is a group of individuals from one work site that are to receive credit for a course. Once the “By Site” button

39. The Staff Development Clerk should enter the Site Code in the box (AC - 8) or click on the “Show All Sites” button to find the correct site number. If the “Show All Sites” button is selected, the operator will click on the desired site number in the grid. The site number will then be posted in the site code box.

40. “Show only employees with a position in the following categories” (AC - 10) questions should be selected. Next the Show Employees button should be clicked

41. Here I will select all
for an individual to be included in the group posting of the Renewal Credit their name(s) must be highlighted on the included roster from that site (AC - 15). If a name does not appear in this roster it indicates that the individual may not have an active assignment at this site and the operator will need to post their credit separately. Also at the bottom of the page a list will appear of all individuals that already have this course posted to their record on this particular date (AC - 16).

42. Click the submit button
Click the submit button. On the popup window the SSNs of the employees will be displayed
Click OK on the popup window to continue processing.
Click the SUBMIT button.

43. Now that the list have been finalized and the you have submitted the names to be assign You have one additional chance to review the list before giving credit to the employees. Click the submit button to complete giving the employee credit for the course by name or by SSN.

44. Click the submit button to assign credit for the course.

45. A confirmation page is now populate
A confirmation page is now populate. You now have the option to close the screen and Print. I would suggest you print the confirmation screen and file before closing the confirmation screen.

47. Once you have completed the process for assigning CEUS to employees you will return to the CEU course management home page. You can now process your another course or close the module if you are complete.

48. Mass Updates
The Mass Update function for Reading Methodology Credit can now only be performed for existing renewal credits where no Academic Credit was awarded.
If a particular course / class needs to be updated or corrected this can still be accomplished via the Single Course Mass Update functionality.

49. There are 2 options to access The Mass Update Options
(Single Course and Reading Credit (Methodology) ) are accessed via the Continuing Education Management Console on the Home Page
Continuing Education
CEU Template Management
Mass Update Option

50. For both the Single Course and Reading Credit Mass Updates, the operator should be sure to write down the Unique Course Code as it will be required when the operator starts the Mass Update process.
For the Single Course Mass Update, the operator should make any needed adjustments to the CEU Template before beginning the Mass Update process
We will process a single course 1st.

51. Once the Update Credits Using a Course Template (Mass Update for a Single Course) screen appears the following informational fields should be completed:
Course Code (MU - 3) - The Unique Course Code that corresponds to the course / class to be adjusted should be entered here.
Find Course button (MU - 4) - When the Find Course button is clicked, the system will then display the latest Course Template information for the course / class (MU - 5) that will be used to correct each identified individual's HRMS Renewal History.

52. When the Find Course button (MU - 4) is clicked, a list of all instances where that particular course has been assigned will also be displayed in sequential date order immediately below the course template information.
Note: If the credit values in for a particular course display as dashes, then this is a course that was assigned prior to the implementation of Release 5.5. In those cases, the course credit information originally assigned is not available.
Next the operator will Pick the Course(s) to find Attendees (MU - 6) - The operator should select the corresponding course(s) to be corrected by clicking on the correct checkbox(es).
Once the correct Courses have been identified the operator should click the Find Attendees button (MU - 7).

53. After the Find Attendees button is clicked (MU - 7) a roster of individuals that have credit posted for the specific course will appear in the section labeled Uncheck the Attendees to Exclude from being updated with the Chosen Course Template. Special Note (MU - 8) -The operator should then uncheck the specific individuals whose renewal credit history DOES NOT NEED to be corrected by clicking on their checkbox (MU - 9).
Once all of the individuals to be corrected have been identified the Update Selected Attendees button should be clicked (MU - 10).
Mass Update Credit for a Single Course (continued)
Once the Update Selected Attendees button (MU - 10) is clicked, the system will update each selected individual's CEU history information using the 'Find a Course Template' section at the top of the screen, and an Update Credits Confirmation screen will appear.

54. As is true for the Mass Update for a Single Course, the operator should be sure to write down the Unique Course Code as it will be required as a part of the updating process.
The operator should select the corresponding Alpha or Numerical character (RM - 1) that corresponds to the first character of the unique class code for the course to be updated.
This will return a listing that contains all of the Courses built in your HRMS Continuing Education Console that have a Class Code that begins with the selected Character (RM - 1).

55. When the listing is returned the operator should find the class to be updated by scrolling forward using the navigational arrows (RM - 2) until the correct class is located.
Once the class to be updated is located in the listing (RM - 3), the operator should click on that course and the line will become highlighted (RM - 4) (see next page). The system will display at the bottom of the form a listing of individuals that are identified as having successfully completed the course. The identified employees will also have information that details the amount of, and any type of, credits already awarded for this class (RM - 5).
There is a special note identified with a on the next screen shot that explains that "any classes that have Academic Credit assigned will be excluded from this update process.” These records are excluded because of the complexity of the new rules requiring that an individual cannot receive both Academic Credit and Reading Methods Credit for the same course. But these classes can still be adjusted via the Mass Update for Single Course or via the individual's personal Renewal Credit History accessed from their Demographic Page.

56. When the listing of individuals is returned, Reading Methodology Credit can be awarded to each individual by clicking on the Update Button (RM - 6). Reading Method Credits can also be adjusted for individuals using the 'New Reading Method Credits' field shown above. The Renewal Credits value is defaulted into this field, but that value can be adjusted (if needed) prior to the update.

57. Renewal Lists
The Renewal List can be used to monitor the Renewal Credits of an individual or to identify the individuals that have taken a particular course.

58. By clicking the Renewal List tab (RL - 1) that is located on the Home Page under the Continuing Education

59. Tab will return the Renewal by Class Code / SSN / Description screen that allows the operator to enter the selection criteria that is needed based on the desired information.
By entering the Social Security Number of an active employee (RL - 2) and then clicking the SSN button (RL - 3) the HRMS System will return a view of the employee's complete Continuing Education Employment History. (see below)
This is the same information / view that can be retrieved from the employee's demographic page.
Please note that an approved operator can make an adjustment to an entry from this page by simply clicking on the Edit button (RL - 4) that is associated with the listing to be corrected.

60. When a class is edited (by clicking on the ‘Edit’ button) for a single employee, the new rules for splitting Reading and Academic Credits, and the new validation process for ensuring that the employee has a valid License Area before awarding Academic Credits, are bypassed.
Double-click in the first section on the page to hide or show SSN.
Possible values for Licensure status (in the first section of the form) are:
Active
Expired
Expired and Revoked
Non-Licensed (no current license)
No NC Licensure Data (no data on file for this SSN)
License Areas display even if the Licensure Status is not Active.
CEU Totals:
Current and Future CEU Totals display only if the employee has an established License Renewal period.
Prior CEU Totals display if the employee has a Prior License Renewal period.
Classes where No Credit is awarded are not included in the CEU totals.
When you enter a class code and click the ‘Add to Class’ button, you’ll be prompted to enter the class code, description, credits, and completion date. Default values are based on the course template.
Click on a column heading in the Class History List to sort by that column (first ascending, and then descending).

61. Scroll through to select the course to process.
When a class is edited (by clicking on the ‘Edit’ button) for a single employee, the new rules for splitting Reading and Academic Credits, and the new validation process for ensuring that the employee has a valid License Area before awarding Academic Credits, are bypassed.

62. Double-click in the first section on the page to hide or show SSN.
Possible values for Licensure status (in the first section of the form) are:
Active
Expired
Expired and Revoked
Non-Licensed (no current license)
No NC Licensure Data (no data on file for this SSN)
License Areas display even if the Licensure Status is not Active.
CEU Totals:
Current and Future CEU Totals display only if the employee has an established License Renewal period.
Prior CEU Totals display if the employee has a Prior License Renewal period.
Classes where No Credit is awarded are not included in the CEU totals.
When you enter a class code and click the ‘Add to Class’ button, you’ll be prompted to enter the class code, description, credits, and completion date. Default values are based on the course template.
Click on a column heading in the Class History List to sort by that column (first ascending, and then descending).

63. Select the Class code you would like to remove by highlighting the row
Select the Class code you would like to remove by highlighting the row. Click the remove button (RL - 11) and click ok. The message box displayed below and the user will be asked to confirm that they wish to delete this record. Click on the ‘OK’ button (RL-12) to confirm the Delete request. The Employee History Page will be updated with the change.

64. When clicking the edit button (RL - 13) the class information will open and allow the user to adjust any of the data fields except the class code.

65. Once adjustments have been completed click the validate button (RL - 14). After validation has been completed the submit button will be activated. Click the Submit button (RL - 15) and the Employee History Page will be refreshed to show the adjustments.

66. Reporting

67. HRMS Support Contacts Carla Brown Steven Andrew Tonya Easterwood
Applicant
Steven Andrew
LEA
Tonya Easterwood
Training
Reporting Tool
Leondra Edwards
Jared Winchester
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68. Thanks for joining the webinar!!!