Adding credential information for an employee

Shortcut/mask: HRCRCN

Use the Credential Information window to add, update, and track the credentials held by an individual employee.

The Credential information window contains the following tabs:

Complete the following steps to add credential information:

  1. Open the window by typing HRCRCN in the Search field and pressing Enter.
  2. Select Add (+).

  3. Complete the following fields in the Credential Holder panel:

    • SSN: Type the credential holder’s social security number, or select the lookup () to search for it.
    • Name: Displays the name derived from the Credential Holder (HRCRCD) window based on SSN (Last Name, First Name, MI).
    • Employee ID: Displays the employee ID derived from the Credential Holder (HRCRCD) window based on the SSN
    • State Test Date: Displays the state test date derived from Credential Holder (HRCRCD) window based on SSN. This may be an actual date or a time frame.
    • State Test Status: Displays the state test status derived from Credential Holder (HRCRCD) window based on SSN.
    • Credential Status: Displays the credential status derived from Credential Holder (HRCRCD) window based on SSN. Validates to static codes.
    • Cred Holder Notes: Displays the notes about the credential holder derived from Credential Holder (HRCRCD) window based on SSN.

  4. Complete the following fields in the Credential Details panel:

    • Credential Term: Select the credential term. The Credential term is the duration of the credential. (Example: The credential is active for 5 years, is cleared for use indefinitely, etc.) This field validates against Credential Term Codes (HRTBCRTT).
    • Credential Type: Select the credential type. The Credential Type refers to the type or kind of credential (Basic Secondary, Primary Elementary, Administrators, etc.). This field validates against Credential Type Codes (HRTBCRTC).
    • Document #: Type the document number associated with this entry. If there is no document number, type a placeholder value.
    • Replacement Document #: Type a number to identify a replacement document (either the number to replace the value found in the document field, or the number replaced by the value found in the document field based upon the check box below).
    • Replace Doc # with Replacement #: The field indicates whether to load the replacement document number into the document number field upon entry of the record. Select this check box to replace the document number.
    • Effective Begin: Type the date that this credential assignment becomes active, or select the calendar to select it.
    • Effective End: Type the date that this credential assignment ends, or select the calendar to select it.
    • Original Issue Date: Type the date on which the credential was originally issued, or select the calendar to select it.
    • Registration Date: Type the credential registration date.
    • To Clear Requirements: Type the date on which this credential assignment is to be cleared. This free form text field is not a coded value.

  5. Complete the following fields in the Special Information panel:

    • Authorization Code (1-4): Select up to four authorization codes associated with this credential assignment. These values validate against Credential Authorization Codes (HRTBCRAU).
    • Renewal Codes (1-4): Select up to four renewal codes/requirements associated with this credential assignment. These values validate against Credential Renewal Codes (HRTBCRRC).
    • Restricted District (1-2): Select up to two restricted districts associated with this credential assignment. These values validate against District Restriction Codes (HRTBCRDR).
    • Agency Restriction (1- 2): Select up to two restricted agencies associated with this credential assignment. This value validates against Agency Restriction Codes (HRTBCRAR).
    • County Restriction (1-2): Select up to two restricted counties associated with this credential assignment. This value validates against HR Non Entity Specific Codes (HRTBHR), the Code ID is COUNTY_RESTRICTN.
    • Grades: Type the grade considerations/codes/restrictions associated with this credential assignment in this free-form text field.
    • Special Grades: Type the special grade considerations/codes/restrictions associated with this credential assignment in this free-form text field.
    • Notes: Type any notes associated with this credential holder.

  6. Complete the following fields in the General Information panel on the Primary View tab:

    • Board Resolution Date: Type the board approval/consideration date, or select the calendar to select it.
    • TCC Orange Card: Type the Temporary County Certificate code (California only). This is a free form test field, and it is not coded or validated.
    • TCC Expiration Date: Type the Temporary County Certificate expiration date, or select the calendar to select it (California only).
    • Basis: Select the Credential Basis code. This value validates against Credential Basis Codes (HRTBCRBC).

  7. Complete the following fields in the Details panel on the Primary View tab:

    • Action: select the purpose for adding or modifying a record. This field validates against the HR Non Entity Specific Codes (HRTBHR) window , and the Code ID is ACTION_CODE.
    • Subject: Select the subject code value. This value identifies the Major/ Minor/Endorsement codes that may be assigned based on the given credential type. This field validates against the Credential Types Holding (HRTBCRTH) window . A System Use table is created when you make changes on HRTBCRTC.
    • Table type: This value is derived based on the subject code. Unless the subject code is NA (indicating a subject code was not found), this value is SU (major codes) or SA (minor codes). This fields validates against the HR Non Entity Specific Codes (HRTBHR) window, and the Code ID is CREDENTLS_TBL_TP.
    • Code: Select the Major/Minor/Endorsement Code identifying what the credential holder can do with the given Credential term and type. The pick-list filters based on the Credential Type and the Subject Code. This value validates against the Credential Major/Minor Codes (HRTBCRMA) window.
    • Description: The description of the Major/Minor/Endorsement code is automatically retrieved unless the Major/Minor /Endorsement code X. If the Major/Minor/Endorsement code is X, you can type a description. This value is derived from the Credential Major/Minor Codes (HRTBCRMA) window.
    • Grade: Select the grade associated with the Major/Minor/Endorsement line item.

  8. Select the County View tab and complete the following fields in the General Information panel:

    • Term: Select the application term code from the menu. This field validates against the Credential Term Codes (HRTBCRTT) window.
    • 41-4: Type the application for credential authorizing public school service (form 41-4) code (California only).
    • 41CIC: Type the application for character and ID clearance (41CIC) code (California Only).
    • Application Fee: Type the application fee amount.
    • Full/Part Time: Indicate whether the applicant is to work full time or part time.
    • Transfer Code: Type the applicant transfer code.
    • Experience Code: Type the experience code for this applicant.
    • Professional Growth Applies: Type X if the application growth requirement applies to this applicant.
    • Cred Copy Applies: Type X if the credential copy requirement applies to this applicant.
    • Certificate of Clearance Applies: Select this check box if there is a certificate clearance issue.
    • Application Intent Applies: Select this check box if the applicant intent code (CL469 Intent document) applies (CA Only).
    • Commission Lbl (1-4) - Type up to four commission labels associated with this application.
    • Exams (1-4) - Type up to four exams associated with this application. This field validates to HR Non-entity Specific Codes window (HRTBHR) and the code ID is EXAM_CODE.
    • Degree Code (1-2) - Type up to two degree codes associated with the application. This field validates against the HR Non-entity Specific Codes window (HRTBHR) and the code ID is DEGREE_CODE.
  9. Select the County View tab and complete the following fields in the General Information panel:
    • Action: Select an action code to explain the reason for this change (Example: NEW for a the creation of a new record).
    • Subject: Select the county credential subject code from the menu.
    • Table Type: Select the county credential table value from the menu.
    • Code: Select the county credential value from the menu.
    • Description: Type notes about this county credential in this field.
    • Grade: Select a grade code from the menu.

  10. Select Save Changes.

    Result: You have added credential information record for an employee.

 

Related Information: