Continuing Education Tracking

Overview

Continuing Education (CE) is an important part of faculty/staff professional development at a school. Many school employees will participate in CE related activities throughout the course of their careers. The Employment Module enables HR to track Continuing Education requests and completed activities through the faculty/staff person record and other related reports.

Each school will have their own Continuing Education requirements for their faculty and staff members. Some schools may simply be interested in tracking the events attended or certificates earned. Other schools may have specific requirements that each faculty and staff member must complete within a certain time frame. Regardless of the process, the CE component of the Employment module may be used for both tracking and record keeping.

An important part of tracking requirements for Continuing Education is the Continuing Education Unit (CEU). The CEU is defined as the unit earned for the Continuing Education event attended or certification/award received. The International Association for Continuing Education and Training provides more information on calculating CEUs. Veracross allows these units to be inputted as free text, meaning they can be recorded in whatever units needed (hours, credits, etc.).

If you wish to use Veracross CE but need a way to easily input the requests and then process them in Veracross, the CE Data Importer type could be a great way to capture requests using a third party such as google forms or office 365 forms, then put the requests into Veracross for the full processing and management workflow.

CE Tab

The CE tab on a faculty/staff record provides basic fields for tracking certification information such as the term and year of the faculty/staff’s certification. Required hours in four central CE categories (General, Academic Area, Literacy, and Technology) can also be recorded as a means of managing the certification areas required by the school.

All CE events or certificates attended or earned are tracked in the input grid on the CE tab. CE records are organized by school year with the number of CEUs earned for the activity totaling per category. This input grid allows administrators and HR staff to view all CE records including requests. Progress towards CE activity is managed using the “Status” field. The status for activities requested or in-progress can be changed to approved, denied, enrolled, or complete. Once a CE activity has been completed, the record may be marked as “Posted,” meaning no further updates are allowed.

Additional CE information such as funding, cost, and time logistics may be recorded on the faculty/staff specific CE record (accessible by clicking on the magnifying glass).

CE Requirement Management

Schools may have certain CE requirements each faculty and staff member must complete within a school year or other specified time periods. CE requirements may be tracked through four general categories: general, academic area, literacy, and technology. Continuing Education Units per category can be entered in each field within the “Required” column for each faculty or staff member. As CE activities are completed for each category, the number of units completed for each category will total in the “Total” column. In order for units to be tracked and totaled they must be entered in their corresponding categories on the Other tab of a CE record or through the input grid located on the faculty/staff detail screen. Units can be allocated to separate CE categories or entered in the generic CEUs earned field.

As CE records are completed, the total CEUs for the particular activity will total in the input grid. To calculate the total CEUs Earned, the status must be “Completed” and the record must be marked posted.

CE Request Management

HR staff may submit requests for Continuing Education for faculty and staff members using the “Add a CE Record/Request” from the Employment Homepage. The status for the record is automatically “Requested,” indicating that this record must be approved by the school before further action can be continued. All CE requests may be viewed from the “CE Requests Awaiting Approval” query located under the Today section on the Employment homepage. Administrators may review the request by selecting the CE detail report magnifying glass. There are seven status options available to indicate the current state of the request:

  1. Requested: default status when the CE request is submitted. The request moves to the “CE Activities Awaiting Approval” query.
  2. Approved: CE request is approved by the school. The request moves to the “CE Activities Awaiting Completion” query.
  3. Denied: CE request is denied by the school.
  4. Enrolled: faculty/staff member is enrolled in CE event. The request moves to the “CE Activities Awaiting Completion” query.
  5. In-Progress: CE request is awaiting school approval. The request moves to the “CE Activities Awaiting Completion” query.
  6. Completed: CE request has been completed by the faculty/staff member.
  7. Withdrew: the faculty/staff member has withdrawn from the CE activity.

Once a request has been completed, HR staff may change the status to “Complete” and post the request to keep continuing education units earned from being updated. CE requests are posted using the “Posted” checkbox on the Other tab.

All completed CE activities will be available as part of the “Faculty/Staff CEU Status Summary” report located under the Reports section on the Employment homepage. This report displays all CE records required and earned for staff and faculty in the current school year. The “Outstanding CEU Requirements” report can also be used in conjunction with the Status Summary report to view all those who have not yet fulfilled their CE requirements. This report calculates how many credits a faculty/staff member still needs from their total credit requirements per category.