Understanding Credential Assignment, Verification, and Renewal

The credential management functionality involves the process by which you assign, initially verify, and renew qualifications and credentials for employees. The credential management process may vary depending on how system administrators configure credentials, the method you apply to collect credential details and assign credentials to employees, and the procedures you choose to apply when initially verifying and renewing credentials.

Automatically Assigning Credentials to Employees

The automatic assignment method allows you to automatically assign credentials to employees once they initially provide details for their credentials. The automatic assignment method occurs when the credential is automatically assigned as a result of the employee completing a task template or ad hoc task with an employee task form collection that includes the Employee Credentials form. Once employees provide details for their credentials via the Employee Credentials form and the task template or ad hoc task completion process is finalized, the credentials are automatically assigned to the employee and are available for managers to view via the Employee Qualifications and Credentials page on the Manager dashboard.

With this method, managers may only need to review and verify that the credential details employees provide via the Employee Credentials form are accurate, which can help avoid situations where the manager needs to obtain and then manually enter credential details before they can assign the credential to the employee.

Manually Assigning Credentials to Employees

The manual assignment method allows you to manually assign credentials to employees. The manual assignment method occurs when the credential is manually assigned to the employee via the Employee Qualifications and Credentials page from the Manager or Administration dashboard. Once you manually assign and provide details for credentials via the Employee Qualifications and Credentials page, the credential is assigned to the employee and available for managers to view via the Employee Qualifications and Credentials page on the Manager dashboard.

With this method, managers should obtain and manually enter credential details before they can assign the credential to the employee.

Configuring Initial and Renewal Verification Methods for Credentials

Once you assign credentials to employees, you can initially verify the credentials you want to actively monitor within the Pangea system. The initial verification process may differ based on the Initial Verification Type option system administrators choose as they configure credentials. When configuring credentials, system administrators can choose one of the following options as the initial verification type for credentials:

• None - Indicates that you do not want to initially apply a specific verification option for the credential. If you select this option, the credential status for the credential status displays as Active upon assignment by default.
• Initiate New Task Group - Indicates that you want to assign the credential task template when you initially assign the credential. If you select this option, the credential status for the credential displays as Unverified upon manual or automatic assignment via the Employee Qualifications and Credentials page by default. If you select this option but then choose to apply the manual assignment method, managers must manually click the Verify hyperlink from the Qualifications and Credentials page on the Manager dashboard to initially verify the credential by assigning the credential task template to the employee. Conversely, if you select this option but apply the automatic assignment method, the Pangea system is designed to automatically assign the credential task template for initial verification to the employee.
• Use Existing Task Group - Indicates that you want to initially assign and verify the credential using the credential task template. If you select this option, the credential status for the credential status displays as Active upon manual or automatic assignment via the Employee Qualifications and Credentials page by default.
• BG Check- Batch - Indicates that a task template containing a Background Check type task associated with a background check package that includes the Professional Credentials Check product will be initiated for all credentials that use this same verification type and that are associated with the employee as a part of the credential task template. With this option, the credential status for all of the employee's credentials are set to Active once the background check order proceeds to a final grade or status of Pass. However, if any of the employee's credentials that use this same initial verification type receive a final grade or status of Fail, all of the credentials are set to the Rejected credential status.
  
  Additionally, if you select this option, the credential status for the credential status displays as Unverified upon manual or automatic assignment via the Employee Qualifications and Credentials page by default. If you select this option but then choose to apply the manual assignment method, managers must manually click the Verify hyperlink from the Qualifications and Credentials page on the Manager dashboard to initially verify the credential by submitting the background check order. Conversely, if you select this option but apply the automatic assignment method, the Pangea system is designed to automatically submit the background check order for initial verification.

Once you initially verify credentials, you can continuously monitor the status of the credential and assign credential renewal tasks as necessary as the expiration date for the credential approaches. The renewal verification process may differ based on the Renewal Verification Type option system administrators choose as they configure credentials. When configuring credentials, system administrators can choose one of the following options as the renewal verification type for credentials:

• None - Indicates that you do not want to apply a specific renewal method when renewing the credential. If you select this option, the credential status for the credential continually displays as Active, even if you specify an expiration date during the credential assignment or initial verification process and the expiration date is exceeded. You should only select this option for credentials that never expire.
• Initiate New Task Group - Indicates that you want to assign the credential task template during the credential renewal process.
• BG Check - Single - Indicates that you want to submit a background check order via a Background Check type task from the credential task template that is associated with a background check package which includes the Professional Credentials Check product for the individual credential during the credential renewal process. The credential status for the credential is set to Active once the background check order proceeds to a final grade or screening status of Pass. However, if the credential receives a final status of Fail, the credential status is set to Unverified.

Contact your system administrator for assistance with choosing initial and renewal verification type options for credentials.

Automatically or Manually Assigning Credential Renewal Verification Tasks

You can also opt to either automatically or manually assign credential renewal tasks as the expiration date for the credential approaches. The manual approach to the credential renewal task assignment process occurs when you click the Renew hyperlink from the Employee Qualifications and Credentials page via the Manager or Administration dashboard. The automatic approach to the credential renewal task assignment process requires system administrators to configure an automated task profile for credential expiration that uses the task template associated with the credential. When system administrators configure automated task profiles, they can indicate the number of days, in advance of the credential expiration date, to automatically assign tasks from the credential task template. With the automatic approach, you can conveniently automatically assign credential renewal tasks in advance of the expiration date for the credential and effectively avoid exceeding the expiration date without having to manually monitor the expiration date and then manually assign renewal tasks.

Contact your system administrator for assistance with configuring automated task profiles.

Credential Status and Renewal Scenarios by Credential Configuration

The following table provides a summary of credential statuses and renewal scenarios based on the credential assignment method you apply and the initial or renewal verification type system administrators select for credentials:

The Status field in the following table refers to the Status column value on the Employee Qualifications and Credentials page that displays the current credential status for the corresponding credential. The Renewal field in the following table refers to the Renewal column value on the Qualifications and Credentials page, which displays a value of "In Progress" if the credential renewal process is currently active or a Renew or Verify hyperlink if the credential renewal process is not in progress.

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