Adding
Certificate DetailsNote: The Certificates screen is only available in the Employee File if the school district has the Human Resources module.
From within the Employee File, click the Certificates tab.
To add a certificate to the employee, complete the following:
Click the New Record button.
Enter the two-digit state abbreviation for where the certificate or license was issued in the State field, or click the down-arrow button to select the correct one.
Select the Active field to stipulate the certificate is currently active for the employee. A checkmark will appear in the box if the field is selected. When adding a new certificate for an employee, the Active field is selected by default.
Complete the applicable fields depending on the specific state (click on desired state to jump to specific instructions): Idaho, Illinois, Iowa, Kansas, Missouri, Nebraska, North Dakota, South Dakota, Wyoming, and All Other States.
Enter the education ID number printed on the certificate in the Education ID field. The number can be alphanumeric and up to 15 characters long.
If applicable, enter the requirements needed to renew the certificate in the Renewal Requirements field. The requirements can be up to 1,000 characters long.
If desired, enter any additional information to track for the certificate in the Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
Enter the number printed on the certificate in the Number field. The number can be alphanumeric and up to 15 characters long.
Enter the date the certificate was issued in the Issued field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date the certificate is to be renewed by in the Renewal Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the number of years (up to 2 digits) for which the certificate is valid in the Years Valid field.
If desired, enter the date when the certificate expires in the Expires field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the ID of the grade level for which the certificate is valid in the Valid For field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If desired, enter any additional information to track for the certificate in the Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
If the certificate being entered is the initial (main) license for the employee, select the Primary Certificate field. A checkmark will appear in the box if the field is selected.
Enter the folder number printed on the license in the Folder Number field. The number can be alphanumeric and up to 15 characters long.
Enter the date the license was issued in the License Issue Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the date when the license expires in the Expiration Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If desired, enter any additional information to track for the certificate in the Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
Enter the number printed on the license in the License Number field. The number can be alphanumeric and up to 15 characters long.
Enter the date the license became effective in the Effective field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the date when the license expires in the Expiration field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the requirements needed to renew the license in the Renewal Requirements field. The requirements can be up to 1,000 characters long.
If desired, enter any additional information to track for the certificate in the Comments field. The comment can be up to 1,000 characters long.
If applicable, in the Degree section, select which of the degrees earned by the employee are tied to the license by clicking the box under the Selected column for the appropriate degrees. A checkmark will appear in the box if the degree is selected.
Click the Save button.
Enter the number printed on the certificate in the Certificate Number field. The number can be alphanumeric and up to 15 characters long. This is a required field, and so if the employee has an e-certificate which does not have a certificate number, enter ECERT (as the field cannot be left blank).
If desired, enter any additional information to track for the certificate in the Comments field. The comment can be up to 1,000 characters long.
If applicable, in the Degree section, select which of the degrees earned by the employee are tied to the license by clicking the box under the Selected column for the appropriate degrees. A checkmark will appear in the box if the degree is selected.
Click the Save button.
Enter the number printed on the certificate in the Certificate field. The number can be alphanumeric and up to 15 characters long.
Enter the date the license became effective in the Effective Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the date when the license expires in the Expiration Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter any limitations noted on the certificate in the Limitations field. The limitations can be up to 1,000 characters long.
If applicable, enter the rank associated with the certificate in the Rank field. The rank can be alphanumeric and up to 50 characters long.
If applicable, enter the level for which the certificate is applicable in the Level field. The level can be alphanumeric and up to 50 characters long.
If desired, enter any additional information to track for the certificate in the Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
Enter the level of the license in the License Level field. The level can be alphanumeric and up to 50 characters long.
Enter the title designation for the license in the Title field. The title can be alphanumeric and up to 50 characters long.
Enter the number of years (up to 2 digits) for which the license is valid in the Term field.
Enter the date the license was issued in the Issued field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the date when the license expires in the Expires field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the number printed on the license in the License Number field. The number can be alphanumeric and up to 15 characters long.
If applicable, enter any restrictions noted on the license in the Restrictions field. The restrictions can be up to 1,000 characters long.
If applicable, enter the requirements needed to renew the license in the Re-Education Requirements field. The requirements can be up to 1,000 characters long.
If desired, enter any additional information to track for the certificate in the Comments field. The comment can be up to 1,000 characters long.
If applicable, in the Degree section, select which of the degrees earned by the employee are tied to the license by clicking the box under the Selected column for the appropriate degrees. A checkmark will appear in the box if the degree is selected.
Also, in the Degree section, for each selected degree, enter the ID of the grade level for which the major and minor (if applicable) is valid in the Major Level field and Minor Level field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Click the Save button.
Enter the number printed on the certificate in the Certificate Number field. The number can be alphanumeric and up to 15 characters long.
Enter the date the certificate was issued in the Date Issued field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the date when the certificate expires in the Expiration field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If desired, enter any additional information to track for the certificate in the Comments field. The comment can be up to 1,000 characters long.
If applicable, in the Degree section, select which of the degrees earned by the employee are tied to the certificate by clicking the box under the Selected column for the appropriate degrees. A checkmark will appear in the box if the degree is selected.
Click the Save button.
Enter the date the certificate became effective in the From field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the date when the certificate expires in the To field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the requirements needed to renew the certificate in the Renewal Requirements field. The requirements can be up to 1,000 characters long.
Enter the number printed on the certificate (for example, the employee's social security number) in the Certificate Number field. The number can be alphanumeric and up to 15 characters long. This is a required field; however, if you do not wish to re-enter the employee's social security number since it is already tracked on the Employment screen, enter SSN (as the field cannot be left blank).
If desired, enter any additional information to track for the certificate in the Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
If the certificate being entered is the initial (main) certificate for the employee, select the Primary Certificate field. A checkmark will appear in the box if the field is selected.
If applicable, enter the number printed on the certificate in the Certificate Number field. The number can be alphanumeric and up to 15 characters long.
If applicable, enter the title designation for the certificate in the Certificate Title field. The title can be alphanumeric and up to 50 characters long.
If applicable, enter the level of the certificate in the Certificate Level field. The level can be alphanumeric and up to 50 characters long.
If applicable, enter the ID of the grade level for which the certificate is valid in the Grade Level field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If applicable, enter the date the certificate was issued in the Issue Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date the certificate is to be renewed by in the Renewal Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date when the certificate expires in the Expiration Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the number of years (up to 2 digits) for which the certificate is valid in the Years Valid field.
If applicable, enter any restrictions noted on the certificate in the Restrictions field. The restrictions can be up to 1,000 characters long.
If applicable, enter the requirements needed to renew the certificate in the Renewal Requirements field. The requirements can be up to 1,000 characters long.
If applicable, in the Degree section, select which of the degrees earned by the employee are tied to the certificate by clicking the box under the Selected column for the appropriate degrees. A checkmark will appear in the box if the degree is selected.
Also, in the Degree section, for each selected degree, enter the ID of the grade level for which the major and minor (if applicable) is valid in the Major Level field and Minor Level field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If desired, enter any additional information to track for the certificate in the Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
Click the New Record button that appears at the top of the Certificate Details section.
On the Employee Certificate Endorsements screen, enter the ID of the certificate type for the employee in the Certificate Type ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Then complete the applicable fields depending on the specific state (click on desired state to jump to specific instructions): Idaho, Illinois, Iowa, Kansas, Missouri, Nebraska, North Dakota, South Dakota, Wyoming, and All Other States.
Complete the Endorsements grid (section) for each endorsement listed on the employee's certificate and tied to the specified certificate type by entering the following:
Enter the ID of the endorsement in the Endorsement ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active endorsements appear by default when searching, but the filters can be changed if needed.
The information for the specified endorsement (as defined in the Endorsements File) will display in the Endorsement Type Description, Endorsement Description, Grade Level Description, and Active fields, and cannot be changed.
Note: The Active field is only indicating if the endorsement ID is defined as Active within the Endorsements File, and does not stipulate if the specified endorsement is active or inactive on the employee's certificate.
Enter the date the endorsement became effective in the Effective Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the date the endorsement expires in the Expiration Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
After all the endorsements have been entered for the specified certificate type, click the Save button.
To enter additional certificate types for the particular certificate, click the New Record button located at the bottom of the Employee Certificate Endorsements screen and repeat Step 3 until all certificate types and endorsements have been entered for the employee.
When finished, click the X in the upper right-corner to close the screen.
Complete the Endorsements grid (section) for each endorsement listed on the employee's certificate and tied to the specified certificate type by entering the following:
Enter the ID of the endorsement in the Endorsement ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active endorsements appear by default when searching, but the filters can be changed if needed.
The information for the specified endorsement (as defined in the Endorsements File) will display in the Endorsement Type Description, Endorsement Description, Grade Level Description (if applicable), and Active fields, and cannot be changed.
Note: The Active field is only indicating if the endorsement ID is defined as Active within the Endorsements File, and does not stipulate if the specified endorsement is active or inactive on the employee's certificate.
If applicable, enter the date the endorsement was issued in the Issue Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date the endorsement expires in the Expiration Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
After all the endorsements have been entered for the specified certificate type, click the Save button.
To enter additional certificate types for the particular certificate, click the New Record button located at the bottom of the Employee Certificate Endorsements screen and repeat Step 3 until all certificate types and endorsements have been entered for the employee.
When finished, click the X in the upper right-corner to close the screen.
Complete the Endorsements grid (section) for each endorsement listed on the employee's certificate and tied to the specified certificate type by entering the following:
Enter the ID of the endorsement in the Endorsement ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active endorsements appear by default when searching, but the filters can be changed if needed.
The information for the specified endorsement (as defined in the Endorsements File) will display in the Endorsement Type Description, Endorsement Description, Grade Level Description (if applicable), and Active fields, and cannot be changed.
Note: The Active field is only indicating if the endorsement ID is defined as Active within the Endorsements File, and does not stipulate if the specified endorsement is active or inactive on the employee's certificate.
After all the endorsements have been entered for the specified certificate type, click the Save button.
To enter additional certificate types for the particular certificate, click the New Record button located at the bottom of the Employee Certificate Endorsements screen and repeat Step 3 until all certificate types and endorsements have been entered for the employee.
When finished, click the X in the upper right-corner to close the screen.
Complete the Endorsements grid (section) for each endorsement listed on the employee's certificate and tied to the specified certificate type by entering the following:
Enter the ID of the endorsement in the Endorsement ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active endorsements appear by default when searching, but the filters can be changed if needed.
The information for the specified endorsement (as defined in the Endorsements File) will display in the Endorsement Type Description, Endorsement Description, Grade Level Description (if applicable), and Active fields, and cannot be changed.
Note: The Active field is only indicating if the endorsement ID is defined as Active within the Endorsements File, and does not stipulate if the specified endorsement is active or inactive on the employee's certificate.
If applicable, enter the date the endorsement became effective in the Effective Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
After all the endorsements have been entered for the specified certificate type, click the Save button.
To enter additional certificate types for the particular certificate, click the New Record button located at the bottom of the Employee Certificate Endorsements screen and repeat Step 3 until all certificate types and endorsements have been entered for the employee.
When finished, click the X in the upper right-corner to close the screen.
Enter the date the certificate type expires in the Expiration Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, select the Renewable field to stipulate that the certificate type can be renewed by the employee. A checkmark will appear in the box if the field is selected.
If applicable, select the Lifetime field to stipulate that the certificate type is a lifetime certificate and does not need to be renewed. A checkmark will appear in the box if the field is selected.
Complete the Endorsements grid (section) for each endorsement listed on the employee's certificate and tied to the specified certificate type by entering the following:
Enter the ID of the endorsement in the Endorsement ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active endorsements appear by default when searching, but the filters can be changed if needed.
The information for the specified endorsement (as defined in the Endorsements File) will display in the Endorsement Type Description, Endorsement Description, Grade Level Description, and Active fields, and cannot be changed.
Note: The Active field is only indicating if the endorsement ID is defined as Active within the Endorsements File, and does not stipulate if the specified endorsement is active or inactive on the employee's certificate.
Enter the date the endorsement became effective in the Effective Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
After all the endorsements have been entered for the specified certificate type, click the Save button.
To enter additional certificate types for the particular certificate, click the New Record button located at the bottom of the Employee Certificate Endorsements screen and repeat Step 3 until all certificate types and endorsements have been entered for the employee.
When finished, click the X in the upper right-corner to close the screen.
Complete the Endorsements grid (section) for each endorsement listed on the employee's certificate and tied to the specified certificate type by entering the following:
Enter the ID of the endorsement in the Endorsement ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active endorsements appear by default when searching, but the filters can be changed if needed.
The information for the specified endorsement (as defined in the Endorsements File) will display in the Endorsement Type Description, Endorsement Description, Grade Level Description (if applicable), and Active fields, and cannot be changed.
Note: The Active field is only indicating if the endorsement ID is defined as Active within the Endorsements File, and does not stipulate if the specified endorsement is active or inactive on the employee's certificate.
If applicable, enter the date the endorsement became effective in the Effective Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
After all the endorsements have been entered for the specified certificate type, click the Save button.
To enter additional certificate types for the particular certificate, click the New Record button located at the bottom of the Employee Certificate Endorsements screen and repeat Step 3 until all certificate types and endorsements have been entered for the employee.
When finished, click the X in the upper right-corner to close the screen.
Complete the Endorsements grid (section) for each endorsement listed on the employee's certificate and tied to the specified certificate type by entering the following:
Enter the ID of the endorsement in the Endorsement ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active endorsements appear by default when searching, but the filters can be changed if needed.
The information for the specified endorsement (as defined in the Endorsements File) will display in the Endorsement Type Description, Endorsement (which is the Endorsement Description), Level (which is the Grade Level Description, if applicable), and Active fields, and cannot be changed.
Note: The Active field is only indicating if the endorsement ID is defined as Active within the Endorsements File, and does not stipulate if the specified endorsement is active or inactive on the employee's certificate.
If applicable, enter the number of credits associated with the specified endorsement in the Credits field.
After all the endorsements have been entered for the specified certificate type, click the Save button.
To enter additional certificate types for the particular certificate, click the New Record button located at the bottom of the Employee Certificate Endorsements screen and repeat Step 3 until all certificate types and endorsements have been entered for the employee.
When finished, click the X in the upper right-corner to close the screen.
Complete the Endorsements grid (section) for each endorsement listed on the employee's certificate and tied to the specified certificate type by entering the following:
Enter the ID of the endorsement in the Endorsement ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active endorsements appear by default when searching, but the filters can be changed if needed.
The information for the specified endorsement (as defined in the Endorsements File) will display in the Endorsement Type Description, Grade Level Description (if applicable), Endorsement Description, and Active fields, and cannot be changed.
Note: The Active field is only indicating if the endorsement ID is defined as Active within the Endorsements File, and does not stipulate if the specified endorsement is active or inactive on the employee's certificate.
After all the endorsements have been entered for the specified certificate type, click the Save button.
To enter additional certificate types for the particular certificate, click the New Record button located at the bottom of the Employee Certificate Endorsements screen and repeat Step 3 until all certificate types and endorsements have been entered for the employee.
When finished, click the X in the upper right-corner to close the screen.
Complete the Endorsements grid (section) for each endorsement listed on the employee's certificate and tied to the specified certificate type by entering the following:
Enter the ID of the endorsement in the Endorsement ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active endorsements appear by default when searching, but the filters can be changed if needed.
The information for the specified endorsement (as defined in the Endorsements File) will display in the Endorsement Type Description, Endorsements (which is the Endorsement Description), Grade Level Description (if applicable), and Active fields, and cannot be changed.
Note: The Active field is only indicating if the endorsement ID is defined as Active within the Endorsements File, and does not stipulate if the specified endorsement is active or inactive on the employee's certificate.
After all the endorsements have been entered for the specified certificate type, click the Save button.
To enter additional certificate types for the particular certificate, click the New Record button located at the bottom of the Employee Certificate Endorsements screen and repeat Step 3 until all certificate types and endorsements have been entered for the employee.
When finished, click the X in the upper right-corner to close the screen.
If applicable, enter the ID of the grade level for which the certificate type is valid in the Grade Level ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If applicable, enter the date the certificate type became effective in the Effective Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date the certificate type expires in the Expiration Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, select the Renewable field to stipulate that the certificate type can be renewed by the employee. A checkmark will appear in the box if the field is selected.
If applicable, select the Lifetime field to stipulate that the certificate type is a lifetime certificate and does not need to be renewed. A checkmark will appear in the box if the field is selected.
Complete the Endorsements grid (section) for each endorsement listed on the employee's certificate and tied to the specified certificate type by entering the following:
Enter the ID of the endorsement in the Endorsement ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the active endorsements appear by default when searching, but the filters can be changed if needed.
The information for the specified endorsement (as defined in the Endorsements File) will display in the Endorsement Type Description, Endorsement Description, Grade Level Description (if applicable), and Active fields, and cannot be changed.
Note: The Active field is only indicating if the endorsement ID is defined as Active within the Endorsements File, and does not stipulate if the specified endorsement is active or inactive on the employee's certificate.
If applicable, enter the date the endorsement became effective in the Effective Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the number of credits associated with the specified endorsement in the Credits field.
If applicable, enter the date the endorsement expires in the Expiration Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
After all the endorsements have been entered for the specified certificate type, click the Save button.
To enter additional certificate types for the particular certificate, click the New Record button located at the bottom of the Employee Certificate Endorsements screen and repeat Step 3 until all certificate types and endorsements have been entered for the employee.
When finished, click the X in the upper right-corner to close the screen.
If applicable, repeat Steps 2-3 until all the educational certifications/licensure have been added for the specified employee.
Continue adding the remaining information for the employee if needed.
