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Viewing and Updating Qualifications and Credentials

The Employee Qualifications and Credentials page allows managers to review the qualifications and credentials that are currently assigned to each employee for which they are responsible, assign or remove qualifications and credentials, manually initiate tasks for qualifications and credentials as necessary, and update settings of assigned credentials.

Qualifications can help to both determine and certify the eligibility and abilities of employees to ensure that they meet the criteria for a particular position, such as a CDL qualification for a commercial driver position or a state insurance license for an insurance provider position. Qualifications are made up of one or more credentials where a credential consists of a tangible license, document, file, certification, permit, etc. that provides proof of eligibility towards the overall qualification.

The credential management functionality may differ based on how your business or organization prefers to configure credentials, collect credential details and assign credentials to employees, and the method to apply when initially verifying and renewing credentials. Refer to the Understanding Credential Assignment, Verification, and Renewal topic for more information on this functionality.

In most cases, renewal tasks are automatically assigned to the employee based on the number of days before the credential expiration trigger for the automated task profile, which greatly reduces the need for managers to have to manually assign credential renewal tasks. However, if renewal tasks are not currently assigned for an expiring credential, if an expiration date was not previously set for a credential, or if the manager needs to proactively initiate the renewal task assignment process prior to the automatic task assignment date configured for the automated task profile, managers can manually assign credential renewal tasks as necessary.

Once the employee marks the task associated with the credential as complete and the manager accepts the completed task, the credential displays as active on the Employee Qualifications and Credentials page. Contact your system administrator for assistance with setting up automated credential renewal tasks.

You cannot renew credentials for an employee if there are any pending or incomplete Background Check tasks assigned to the employee.
ClosedEmployee Qualifications and Credentials Fields

 

* - indicates a required field
Field Definition
Displaying

Hyperlinks you can select to toggle between viewing both qualifications and credentials for the employee or just credentials. Options are:

  • Qualification View- Select to refresh the Employee Qualifications and Credentials page to display both qualifications and credentials for the employee in the Qualification View list.
  • Credential View - Select to refresh the Employee Qualifications and Credentials page to display only credentials for the employee in the Credential View list.

The Displaying hyperlink that is selected by default when you initially open the Employee Qualifications and Credentials page is based on the QCViewDefault Metadata setting. Contact your system administrator for assistance with updating the default view for the Employee Qualifications and Credentials page.
Assign Qualification/Credential

Drop-down field used to the select the qualification or credential you want to assign to the employee. The hyperlink you choose for the Displaying field indicates whether the available options for this field consist of qualifications or individual credentials.

 

You cannot assign the same qualification to an employee more than once. Additionally, when assigning credentials to employees, if you need to assign a credential that is already currently assigned to the employee, you must use the Edit Employee Credential section to provide unique values for the previously assigned credential before you can assign the new credential.
Assign Button used to assign the currently selected qualification or credential in the Assign Qualification / Credential drop-down field to the employee.
Show Active Checkbox used to filter the Qualification View list to only display actively assigned qualifications for the employee.
Show Inactive Checkbox used to filter the Qualification View list to only display qualifications that are assigned but no longer active based on the employee's credentials.
Show Attained but not Assigned Checkbox used to filter the Qualification View list to only display qualifications for which the employee is eligible, but that have not yet been assigned to the employee.
Qualification Displays the name of the qualification.
Status

Displays the status of the qualification. Options are:

  • Active - Indicates that the qualification is active and has been assigned to the employee based on their current credentials. Qualifications with this status display with a Delete hyperlink.
  • Inactive - Indicates that the qualification is no longer active for the employee based on the current credential status of the credentials that comprise the qualification. Qualifications with this status display with a Delete hyperlink.
  • Attained but not Assigned - Indicates that the employee is eligible for the qualification based on their current credentials, but the qualification has not yet been assigned to the employee. Qualifications with this status display with an Assign hyperlink.
Assign Hyperlink used to assign the corresponding unassigned qualification in the Qualification View list to the employee.
Delete Hyperlink used to unassign the corresponding qualification in the Qualification View list from the employee's record. If you unassign the qualification for an employee, it is important to note that you do not remove any currently assigned credentials that comprise the qualification from the employee's record. When you delete the qualification, you effectively unassign only the association between the qualification and the employee's record.
Credential Displays the name of the credential.
State Displays the two-letter abbreviation for the state code associated with the credential.
License No. Displays the license number associated with the credential.
Board Type Displays the medical board type associated with the credential.
Start Displays the date by which the credential is set to become valid.
Expiration Displays the date by which the credential is set to expire. If an expiration date does not display for the credential, this indicates that the credential is set to never expire.
Status

Displays one of the following as the current credential status of the credential:

  • Unverified - Indicates that the credential has been assigned to the employee but has not yet been initially verified by the employee. You can click the Verify hyperlink to initially assign credential renewal tasks to the employee or manager in order to verify the credential as an active credential.
  • Active - Indicates that the credential is active, has been initially verified by the employee, and either does not include an expiration date or includes an expiration date that occurs in the future.
  • Expired - Indicates that the credential is being actively monitored but that the date for completing renewal tasks has exceeded the credential expiration date. If the credential expiration date has been exceeded, the credential status displays as Expired until credential renewal tasks from the task template associated with the credential are successfully closed.
  • Terminated - Indicates that the credential has been terminated and is no longer associated with the employee. You cannot update the status of a terminated credential or click the Renew hyperlink to manually assign credential renewal tasks for the credential.
  • Rejected - Indicates that the credential has been rejected due to failing a background check. When background check orders for Background Check type renewal tasks progress to receive a final grade of Fail, the corresponding task displays with a Closed task status, any subsequent tasks from the credential task template display with a Canceled task status, and the credential status displays as Rejected during the credential renewal process. You must either click the Renew or Verify hyperlink to re-initiate the credential renewal process, or manually terminate the credentials for the employee if credentials display with a Rejected status.
  • Unassigned - Indicates that the qualification which includes the credential has been assigned to the employee, but the individual credential has not yet been assigned to the employee. The Unassigned credential status only displays for unassigned credentials in the Qualification View list. You can click the Assign hyperlink to assign the credential to the employee.

You cannot modify the currently selected status for the credential via the Status field.
Assign Hyperlink used to manually assign the corresponding unassigned credential in the Qualification View list to the employee. Once you manually assign the credential, you should click the Credential View hyperlink and then click the Edit hyperlink to apply or update details for the credential.
Renew Hyperlink used to assign credential renewal tasks to the employee for the corresponding credential in the Qualification View list.
View Hyperlink used to view details via the Employee Credential Details section for the corresponding credential in the Credential View list.
Edit Hyperlink used to modify details via the Edit Employee Credential section for the corresponding credential in the Credential View list. If the initial or renewal verification of the credential involves a background check order and the Renewal column currently displays a value of In Progress, you should not attempt to edit credential details until the background check process is complete.
Renewal

Displays one of the following hyperlinks you can click to manually initially verify or renew the corresponding credential in the Credential View list:

  • Verify - Hyperlink used to assign credential renewal tasks to the employee or manager in order to initially verify the credential as an active credential. The Verify hyperlink displays if system administrators configure the credential to require initial verification via a credential renewal task template.
  • Renew - Hyperlink used to assign credential renewal tasks to the employee.

The Verify and Renew hyperlinks are not available if renewal tasks are currently in process for the credential. If renewal tasks are in process for the credential, an In Progress hyperlink displays in place of the Verify or Renew hyperlink within the Renewal column. Similarly, if the renewal process is not applicable, such as with credentials that are not set to expire, the Renewal column displays a value of "Not applicable". If the initial or renewal verification of the credential involves a background check order and the In Progress hyperlink displays, you should not attempt to edit credential details until the background check process is complete.
Show/Hide Terminated Credentials Hyperlink used to toggle showing or hiding previously terminated credentials for the employee. The Show / Hide Terminated Credentials hyperlink only displays if you click the Credential View hyperlink for the Displaying field.
Employee Credential Details

Section that displays the following fields you can use to view information for the employee credential:

 

Field Definition
Credential Displays the name of the credential.
Status

Displays one of the following as the current credential status of the credential:

  • Unverified - Indicates that the credential has been assigned to the employee but has not yet been initially verified by the employee. You can click the Renew hyperlink to initially assign credential renewal tasks to the employee or manager in order to verify the credential as an active credential.
  • Active - Indicates that the credential is active, has been initially verified by the employee, and either does not include an expiration date or includes an expiration date that occurs in the future.
  • Expired - Indicates that the credential is being actively monitored but that the date for completing renewal tasks has exceeded the credential expiration date. If the credential expiration date has been exceeded, the credential status displays as Expired until credential renewal tasks from the task template associated with the credential are successfully closed.
  • Terminated - Indicates that the credential has been terminated and is no longer associated with the employee. You cannot update the status of a terminated credential or click the Renew hyperlink to manually assign credential renewal tasks for the credential.
  • Rejected - Indicates that the credential has been rejected due to failing a background check. When background check orders for Background Check type renewal tasks progress to receive a final grade of Fail, the corresponding task displays with a Closed task status, any subsequent tasks from the credential task template display with a Canceled task status, and the credential status displays as Rejected during the credential renewal process. You must either click the Verify or Renew hyperlink to re-initiate the credential verification process or manually terminate the credentials for the employee if credentials display with a Rejected status.

You cannot modify the currently selected status for the credential via the Status field.
State Displays the two-letter abbreviation for the state code associated with the credential.
License Number Displays the license number associated with the credential.
Board Type Displays the medical board type associated with the credential.
Start Date Displays the date by which the credential is set to become valid.
Expiration Date Displays the date by which the credential is set to expire. If an expiration date does not display for the credential, this indicates that the credential is set to never expire.
Custom Attributes

Displays custom attribute fields for the credential. When you assign and update qualifications and credentials for employees, the Edit Employee Credential section of the Employee Qualifications and Credentials page may include additional custom attribute fields. The additional fields that display are based on the Employee Credential Custom Attributes form. Contact your system administrator for assistance with updating the Employee Credential Custom Attributes form.

Back to Credential List Button used to return to the initial Qualifications and Credentials page.
Edit Button used to modify the credential via the Edit Employee Credential section.
Renewal History / Active Renewal

Sections that includes the following fields which provide information from the credential renewal process for the credential:

 

Field Definition
Date Started The start date for the initial verification or renewal process.
Date Completed The end date for the initial verification or renewal process.
Verification Status

The current status of the initial verification or renewal process. Options are:

  • Workflow In Progress - Indicates that the verification or renewal process is active.
  • Verified - Indicates that the credential was verified and confirmed via the verification or renewal process.
  • Cancelled - Indicates that the verification or renewal process was canceled due to a terminated credential or background check failure.
  • Verification Order Pending - Indicates that the background check for the verification or renewal process is pending completion.
  • Verification Ordered - Indicates that the background check order for the verification or renewal process is in progress.
  • Verification Order - Pass - Indicates that the background check order for the verification or renewal process received a Pass screening status, or grade.
  • Verification Order - Fail - Indicates that the background check order for the verification or renewal process received a Fail screening status, or grade.
  • Verification Could Not be Ordered - Indicates that the background check order for the verification or renewal process could not be placed. Under these circumstances, you should contact your system administrator for assistance with the background check order.
Verification Source

The source, or mode, by which the initial verification or renewal process was initiated. Options are:

  • Manual Renewal - Indicates that the credential renewal process was manually initiated by a manager or other system user.
  • Auto Renewal - Indicates that the credential renewal process was automatically initiated based on the expiration date of the credential.
  • Initial Verification - Indicates that the credential is being initially verified.
Verification Type Indicates the type of verification for the initial verification or renewal process. When configuring credentials, system administrators can indicate the type of verification to apply when initially verifying or renewing credentials. Contact your system administrator for assistance with updating the verification type for credentials.
Verification Check Displays the current screening status, or grade, for the credential if the initial verification or renewal process involves ordering a background check to certify the credential. You can click the screening status column hyperlink to view details for the credential renewal background check report.

 

The Renewal History or Active Renewal section only displays within the Employee Credential Details section as you view details for a credential. The Active Renewal section displays for credentials during the initial verification or renewal process, while the Renewal History section only displays once the verification or renewal process is complete.
Active Renewal Tasks

Section that includes the following fields which provide details for the renewal tasks associated with the credential:

 

Field Definition
Task Displays the name of the renewal task.
Status

Displays the status associated with the renewal task. Options are:

  • Open - Indicates that the task is open and currently assigned for the task assignee to mark as complete.
  • Completed - Indicates that the task assignee has marked the task as complete and is awaiting review by the task reviewer.
  • Closed - Indicates that the task assignee has marked the task as complete and the task reviewer has reviewed and accepted the task.
  • Canceled - Indicates that the task was canceled and the task is no longer active within the task completion process.
  • Unassigned - Indicates that the task is currently awaiting assignment. In most cases, task records for which this status displays are associated with an automated task profile that system administrators configure to assign tasks based on a future date or event, such as credential expiration.
  • Rejected - Indicates that the background check order associated with a credential renewal task for the credential has received a failing grade. When the screening status of the background check order for a Background Check type credential renewal task progresses to receive a final Fail grade, the status for the corresponding credential displays as Rejected. Under these circumstances, you must either terminate the credential for the employee or attempt to reverify the credential in order to remove the Rejected status.
Assigned To Displays the name of the task assignee, or the employee responsible for completing the renewal task.
Review By Displays the name of the task reviewer, or the employee or manager responsible for reviewing and then rejecting or accepting the renewal task.
Assigned Displays the date by which the renewal task was assigned to the task assignee.
Due Displays the due date for the renewal task.
Completed Displays the date by which the task assignee marked the renewal task as complete.
Reviewed Displays the date by which the task reviewer reviewed and then accepted or rejected the renewal task.
Credential Change History

Section that displays the following fields you can use to review the renewal and revision history for the corresponding credential.

 

Field Definition
Change Date Displays the date and time that the renewal or revision record was created.
Status

Displays the credential status associated with the renewal or revision record for the credential.
State Displays the state associated with renewal or revision record for the credential.
License No. Displays the license number associated with the renewal or revision record for the credential.
Board Type Displays the medical board type associated with the renewal or revision record for the credential.
Start Displays the start date associated with the renewal or revision record for the credential.
Expiration Displays the expiration date associated with the renewal or revision record for the credential.

 

The Pangea system is designed to only add new records to the renewal and revision history section for changes related to the Status, Start Date, Expiration Date, State Code, Board Type, or License Number fields associated with the corresponding credential. The renewal and revision history section does not include records where you modify the custom attributes fields via the Edit Employee Credentials section.
Edit Employee Credential

Section that displays the following fields you can use to view information for the employee credential:

 

Field Definition
Credential Displays the name of the credential.
Status

Displays one of the following as the current credential status of the credential:

  • Unverified - Indicates that the credential has been assigned to the employee but has not yet been initially verified by the employee. You can click the Renew hyperlink to initially assign credential renewal tasks to the employee or manager in order to verify the credential as an active credential.
  • Active - Indicates that the credential is active, has been initially verified by the employee, and either does not include an expiration date or includes an expiration date that occurs in the future.
  • Expired - Indicates that the credential is being actively monitored but that the date for completing renewal tasks has exceeded the credential expiration date. If the credential expiration date has been exceeded, the credential status displays as Expired until credential renewal tasks from the task template associated with the credential are successfully closed.
  • Terminated - Indicates that the credential has been terminated and is no longer associated with the employee. You cannot update the status of a terminated credential or click the Renew hyperlink to manually assign credential renewal tasks for the credential.
  • Rejected - Indicates that the credential has been rejected due to failing a background check. When background check orders for Background Check type renewal tasks progress to receive a final grade of Fail, the corresponding task displays with a Closed task status, any subsequent tasks from the credential task template display with a Canceled task status, and the credential status displays as Rejected during the credential renewal process. You must either click the Verify or Renew hyperlink to re-initiate the credential verification process or manually terminate the credentials for the employee if credentials display with a Rejected status.

You cannot modify the currently selected status for the credential via the Status field.
State Code Drop-down field used to select the state code to associate with the credential. If the automated task profiles for the renewal task template associated with the credential are set to apply to specific states, you must choose the state for the credential from the State Code drop-down field. Contact your system administrator for assistance with configuring automated task profiles.
License Number Text field used to type the license or other identification number to associate with the credential.
Board Type Drop-down field used to select the medical board type to associate with the credential.
Start Date

Text field used to type the date, in MM/DD/YYYY format, by which the credential becomes valid for the employee's record. You can also click the calendar icon to select the date you want.

 

The date you specify for the Start Date field is used to calculate the date for the Expiration Date field if system administrators define a valid term range for the credential. You must select a Start Date for the credential if you select the Active option when configuring credential detail settings. Contact your system administrator for assistance with configuring term ranges for credentials.

 

Additionally, if you do not specify a start date for the credential when you initially assign the qualification, during the credential renewal process, the Pangea system is designed to automatically insert the date by which the credential renewal process was successfully completed as the Start Date value.
Expiration Date

Text field used to choose the date, in MM/DD/YYYY format, by which the credential expires for the employee's record. If you do not indicate an expiration date for the credential, you can effectively set the credential to never expire. You can also click the Calendar icon to select the date you want.

 

The Expiration Date field displays a default date based on the Start Date you select if system administrators define a valid term range for the credential. Contact your system administrator for assistance with configuring term ranges for credentials.
Custom Attributes

Displays custom attribute fields that you can update for the credential. When you assign and update qualifications and credentials for employees, the Edit Employee Credential section of the Employee Qualifications and Credentials page may include additional custom attribute fields.  The additional fields that display are based on the Employee Credential Custom Attributes form. Contact your system administrator for assistance with updating the Employee Credential Custom Attributes form.
Termination Reason Drop-down field used to select from a list of predefined reason for which you want to terminate the credential. The available Termination Reason options are based on the CredentialTerminationReason premade list. System administrators can modify the available options for the Termination Reason drop-down field by updating the CredentialTerminationReason premade list. Contact your system administrator for assistance with updating the available options for the Termination Reason drop-down field.
Back to Credential List Button used to return to the initial Qualifications and Credentials page.
Save Button used to save your changes to the employee credential details and return to the initial Employee Qualifications and Credentials page.
Terminate Credential Button used to terminate the corresponding credential for the employee.

You can use the Employee Qualifications and Credentials page to do the following:

 

To Manually Assign Qualifications or Credentials

You can also opt to automatically assign credentials to employees by assigning a task to the employee that system administrators configure to use a task form collection attachment and that includes a form that uses the Employee Credentials form type.

The Employee Credentials form allows employees or task assignees to provide details for their credentials. Under these circumstances, once all tasks from the task template are successfully closed, the credentials that employees or task assignees provide information for via the Employee Credentials form are automatically assigned. Contact your system administrator for assistance with this functionality.
  1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays.
  2. From the Employee Qualifications and Credentials page, do one of the following as necessary, depending on whether you want to assign qualifications or credentials to the employee:
  3. Click Assign. A confirmation message displays to confirm whether you want to assign the qualification or credential.
  4. Click OK.

To View Employee Credential Details

  1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays.
  2. From the Employee Qualifications and Credentials page, click the Credential View hyperlink for the Displaying field.
  3. Click the View hyperlink from the Details column of the corresponding employee credential for which you want to view details. The Employee Credential Details section displays.
  4. From the Employee Credential Details section, review details for the credential as necessary.

To Edit Employee Credential Details

If the initial or renewal verification of the credential involves a background check order and the Renewal column on the Employee Qualifications and Credentials page currently displays a value of In Progress, you should not attempt to edit credential details until the background check process is complete.
  1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays.
  2. From the Employee Qualifications and Credentials page, click the Credential View hyperlink for the Displaying field.
  3. Click the Edit column hyperlink for the corresponding employee credential you want to edit. The Edit Employee Credential section displays.
  4. From the Edit Employee Credential section, modify the State, License Number, Board Type, Start Date, Expiration Date, or custom attribute fields as necessary.
  5. Click Save.

To Manually Renew or Verify Credentials

  1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays.
  2. From the Employee Qualifications and Credentials page, click the Credential View hyperlink for the Displaying field.
  3. Do one of the following as necessary, depending on whether you want to initially verify or renew the credential:
  4. Click OK.

To Manually Terminate Credentials

You cannot renew or update the credential status of terminated credentials. In order to reactivate a previously terminated credential, you must reassign the credential to the employee. As a result, you should confirm that the credential needs to be terminated before you continue with the following procedure.

Additionally, if the task assignee indicates that they want to terminate the credential when completing the open task via the Task Details pop-up, the Terminate Credential checkbox displays as selected by default. Under these circumstances, if you accept the completed task, the status of the corresponding credential is Terminated.
  1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays.
  2. From the Employee Qualifications and Credentials page, click the Credential View hyperlink for the Displaying field.
  3. Click the Edit column hyperlink for the corresponding employee credential you want to terminate. The Edit Employee Credential section displays.
  4. Click Terminate Credential. A confirmation message displays to confirm whether you want to terminate the employee credential.
  5. Click OK. The Edit Employee Credential section refreshes to display the Termination Reason drop-down field.
  6. Select a reason for terminating the employee credential from the Termination Reason drop-down field.
  7. Click Save.

To Manually Unassign Qualifications

If you delete the qualification for an employee, it is important to note that you do not remove any currently assigned credentials that comprise the qualification from the employee's record. When you delete the qualification, you effectively unassign only the association between the qualification and the employee's record.
  1. From the Manage Employees tab on the Manager dashboard, click the View hyperlink under the Q/C column for the corresponding employee in the My Employees list. The Employee Qualifications and Credentials page displays.
  2. Click the Qualification View hyperlink for the Displaying field and then do one of the following as necessary to locate the qualification you want to remove:
  3. Click the Delete hyperlink for the qualification you want to remove. A message displays to confirm whether you want to unassign the qualification from the employee's record.
  4. Click OK.

 

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