Certifications Management

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 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

Configuring a School’s Certifications

To add and maintain a list of documents you will need to access the Certifications Configuration page.

There are two types:

1. 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.

2. My School - the school can configure any number of its own documents. These need to be added manually.

   1. Settings

   2. Qualifications & Certification

   3. Add New

   4. Enter Certification Name e.g. First Aid Certification.

Open

Managing a User’s Certifications (Must have Administrator Role)

Open

You can view and add new certification to an individual User by selecting:

1. User List

2. Select a User

3. Certifications Tab

4. Add New to add a new certification

5. Select Document from the list of Documents created.

6. Enter the Document Number & Expiry Date

7. Save.

For Global Documents, this will take a few moments to be verified as it will be verified automatically online. For School Documents, you will have to manually update the Verification Status.

A User can manage his/her own certification in the same way by accessing the My Profile page:

Administrators Dashboard to Monitor Certifications

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.

1. Select Users from Navigation Panel or Settings

2. Select Certifications/Qualifications

3. This will provide you with an overview of certifications held by each user and their relevant status.

Administrators can add the traffic light numbers to their Dashboard, with a direct link to the Certifications Dashboard.

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.

This is achieved by assigning documents to a User Group and setting the desired re-verification frequency for each document.

Checks can be scheduled weekly or monthly.

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.

Capturing Certifications 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.

Use the edit icon to select the type of Documentation you would like to request in this field.

When the Form Creator fills in the School Form, these fields would update their profile’s Certification.