Schools are significant employers, with large permanent, part-time and casual staff numbers. A school of 1500 might have >500 on their payroll, both teaching and non-teaching staff. Each school in each state has compliance requirements to ensure staff are suitably qualified and certified to be on school premises and to undertake their duties.
EdSmart’s Certifications
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Management module enables a school to:
Maintain a list of documents
Capture document details from staff - or the staff add their own
In some cases automatically verify the document
Determine documents required for employment for groups of staff
Schedule automatic re-verification of those required documents
Easily review the compliance of all staff
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EdSmart’s Certifications and Qualifications Management is an additional feature that can be purchased. It is add on feature available for all packages. Please contact the EdSmart Sales team for more information. |
Configuring a School’s Certifications
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To add and maintain a list of documents you will need to access the Certification and Qualification Certifications Configuration page.
There are two types:
Global - these are documents global to all EdSmart schools, for example, an Australian Drivers Licence. Most global documents have online verification available, which means EdSmart will automatically verify the legitimacy of the document when it is added to a User.
My School - the school can configure any number of its own documents. These need to be added manually.
Settings
Qualifications & Certification
Add New
Enter Certification Name e.g. First Aid Certification.
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Managing a User’s Certifications
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(Must have Administrator Role)
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You can view and add new certification to an individual User by selecting:
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A User can manage his/her own certification in the same way by accessing the My Profile page:
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Administrators Dashboard to Monitor Certifications
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The Dashboard gives a consolidated overview of all the documents for Users, and can be filtered to document types, status etc. The top line statistics are shown in the ‘traffic light’ numbers across the top.
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Administrators can add the traffic light numbers to their Dashboard, with a direct link to the Certifications and Qualifications Dashboard.
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Assigning Required Items to User Groups
A key principle of the system is to enable automatic re-verification of documents on a regular frequency to ensure continued compliance.
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Checks can be scheduled weekly or monthly.
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Expiry Reminders
If a User has an expired document or one which has failed verification they are warned via their Dashboard.
An email reminder is sent to Users 60 days prior to the expiry date of their document.
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Capturing Certifications
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from Users via School Forms (Engage Subscription Required)
Up to five Certificate documents can be captured from staff on a Form Template. This field will need to be dragged and dropped in the Form Designer from the list of available field types.
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When the Form Creator fills in the School Form, these fields would update their profile’s Certification and Qualifications.