Introduction to Certifications

Site Managers can create rules for certifications that can be earned automatically once the rules are sasitfied. Certifications can be based on course completion, curricula completion, and test results and you can set expiry dates, assign user groups, and even create your own customized certificates for participants to print out. A default template is provided for certification printouts.

You can manage certification availability using a number of methods including:

This table summarizes the assets that can be used when creating certification rules. 

Asset Type May be Applied to Certifications Certification Based on Pass/Fail Certification Based on Grade Value Certification Can be
Awarded Above Grade Value
Certification Can be
Awarded Below Grade Value
Prova Test Y Y Y Y Y
SCORM Y Y Y Y Y
Module Y Y N Y Y
Questionnaire Y Y N Y N
Reference N N N N N
Wiki N N N N N
Classic Evaluations
(outdated asset)
Y Y Y Y N

Create a Certification

Site Managers can create rules for certifications that can be earned automatically once the rules are satisfied.

callout-info
Important Things to Keep in Mind when Creating Certifications

  • Certification rules cannot be edited once they are saved. This is to prevent affecting the qualification of any participants - current and past. If a certification has changed, you can create a new certification with the updated rules and then deactivate the certification previously used.
  • Individuals can only achieve active certifications linked to their user groups.
  • Inactive earned certifications cannot be earned.
  • Updating SCORM content does not update existing certifications. You will require a new certification to include the revised SCORM package.
  • Assets added to a product after a certification was created will require a new certification to include the asset.
  • Associate imported certifications to an asset that won’t grant the certification unintentionally through other methods, such as an asset that is automatically graded or associated with another certification. Some clients use dedicated, inactive assets for this very reason.

 

Watch instructional video or follow the steps below:

  1. Log in with a Site Manager account.
  2. Select Certification from the Quick Create area of your home page.
    create-a-certification-a
  3. Enter a Name for the certification.
  4. Optionally add Details about the certification. These details are viewable only by other Site Managers.
  5. Select whether this certification is Active or Inactive. Indivuduals can only earn active certifications.
  6. Define the Duration that the certification is valid. The default setting, Never Expires, means that the certification is valid until it is made inactive or removed. You can also opt to define when the certification expires by using the Expires Every field. Certifications that expire do so based on the date that the user earned the certification.create-a-certification-b
  7. Under Create Rule, specify the total number of items that must be achieved for the certification.
  8. Select a Product from the drop-down menu. Only active products show in the menu.
  9. Select an Asset from the drop-down menu. Inactive assets are identified in the menu. If you have selected a SCORM asset, the certification is applied based on the SCORM’s passing requirements, so selecting a SCORM section this is often optional. If the SCORM has multiple SCOs, you may need to select one specifically required for the certification.
  10. Enter the Passing Grade requirement as a percentage or use the No Grade checkbox to create certifications with SCORM assets to consider complete/incomplete instead of a grade.

    The passing grade of a certification usually matches the passing grade of the requirements (such as a test grade). However, there may be circumstances where a certification may require a higher grade.

    • Higher Certification Pass Rates 
      If the certification pass rate is set higher than an asset’s pass rate, then the user may not be eligible for the certification, even if they passed the asset. This may be desired in cases where you require a higher score for certification, such as trainers or experts. 
    • Lower Certification Pass Rates
      If the certification pass rate is set lower than the test, then the user may obtain a certification, even if they failed the asset.Enter the Passing Grade requirement as a percentage or use the No Grade checkbox to create certifications with SCORM assets to consider complete/incomplete instead of a grade.create-a-certification-c
  11. Select Add to accept the rule. Repeat adding assets as required. You can remove added rules, but only before you save them.
  12. Save Rule once all requirements are added. You may create multiple rules.
  13. Assign User Groups. Select individual user groups and then select either Add. Only indivuduals in the selected user groups will be eligible to obtain the certification, even if they have satisfied all requirements.
    Select multiple items by holding down the Ctrl or shift keys or by clicking and dragging with your mouse. You can limit the number of user groups you see by using the campus drop down menu to see only user groups belonging to one campus at a time.
    create-a-certification-d
  14. Save. After saving, you will be brought back to the main certification page where you can create, delete, or edit all of the certifications in the system.
  15. You may wish to update the certification printout as well (see Update Certification Printout).

Update Certification Printout

Site Managers can edit how the certificate looks, even after it has been earned.

certification-printout-a

  1. Log in with a Site Manager account.
  2. Select Certifications under Library in the main navigation menu.
    certification-printout-b
  3. Select Printout next to the applicable certification. In detailed view, this is a button; in list view, it is an icon.
    certification-printout-c
    certification-printout-d
  4. Select the Text Variables tab. Copy the bracketed text and paste it into the printout content editor. After you create a new certification, you will want to ensure that it contains the necessary automatically populated fields. The text variables tab includes all of the dynamic content placeholders that you can use to auto-populate information on the certifications, such as the learners first and last name or the name of the certification.
    certification-printout-text-variablesThere are two types of dynamic placeholders for dates: [[ CertificationIssueDate ]] and [[ CertificationIssueDateFormatted ]]. The issue date has the date and time. The formatted date shows the words and no time.
    certification-printout-e
  5. Make desired changes using the content editor, such as inserting images from the media library or replacing the default template.
  6. Select Save.
  7. Press OK when prompted.

Filter or Search Certifications

Filter

Site Managers filter to help find a specific certification or to narrow down the list. Type in part of the name or see all of the certifications available to a selected Campus and/or User Group.

  1. Log in with a Site Manager account.
  2. Select Certifications under Library in the main navigation menu.
    certification-filter-a
  3. Enter text or use the drop down menus in the Filter menu, and then select Go to apply the filter or Reset to clear selections.
    certification-filter-bIf you cannot see the Filter menu, select the Show Panel Tool. It looks like a left-pointing arrow on the right-hand side of the screen.
    delete-bundles-b

 

Search

Select Search from the Resources menu. Search can display results by certification name and user group.
certification-filter-c

If you cannot see the Search menu, select the Show Panel Tool. It looks like a left-pointing arrow on the right-hand side of the screen.
delete-bundles-b

Award Certifications Manually

While certifications are typically awarded automatically, there may be circumstances where this is not required. Site Managers have three methords available to manage certifications that are not awarded automatically.

Apply a Certification to an Individual

If a user has not met the requirements for a certification or has earned it outside of the typically methods, a Site Manager can issue the certification manually.

  1. Log in with a Site Manager account.
  2. Select Accounts under Users in the main navigation menu.
  3. Open the user’s profile and then select Certifications from the Sections menu. 
    certification-manually-issued-1
  4. Enter a date under the Set Earned Date field. An expiry date will automatically populate if the certification was created with an expiry in the system. You can do this for any unearned certification listed on the user’s profile.
    certification-manually-issued-2
  5. Save.

Award Upon Approval

Follow these steps to award a certification only after a review process or upon approval.

  1. Create a module (see the Modules and References chapter).
  2. Add a completion rule to the module that requires a passing grade (see the Products and Assets chapter).
  3. Create a certification rule that requires the passing of the asset using the same percentage used for the completion rule.
  4. Manually grade the module (this can be done by Site Managers, Campus Admins, Campus Managers, Publishers, and Instructors, depending on system configuration).
  5. Once a passing grade is applied, the certification will be awarded.

Retroactively Apply Certifications to Eligible Users

Site Managers may create (or recreate) a certification after indivuduals have already completed requirements to earn the certification. This solution also covers when a new certification is created to include additional rules. The Check Eligible Users tool capturea the indivuduals who retroactively qualify for a certification.

  1. Log in to Informetica with a Site Manager account.
  2. Select Certifications under Library in the main navigation menu.
    certification-filter-a
  3. Select Check Eligible Users next to the applicable certification. In detailed view, this is a button; in list view, it is an icon.
    certification-check-eligible-1
  4. Choose the indivuduals that require the certification. 
    certification-check-eligible-2
  5. Select a certification date. This selection will apply to all selected indivuduals.
    1. Select Today’s Date to apply the certification based on the current date.
    2. Select Completion Date to apply the certification based on when indivuduals satisfied the certification rules. Expiries will still apply.
  6. Approve. You will see a confirmation screen letting you know that the certification has been applied to the selected indivuduals.

Remove or Expire an Individual's Certification

Site Managers can view all of the certifications an individual has already obtained, is working toward, or is eligible to earn directly from their profile. From the profile, Site Managers can manage an individual's certifications from the individual's profile to expire a certification or remove an earned certification.

Expire an Individual's Certification

  1. Log in with a Site Manager account.
  2. Select Accounts under Users in the main navigation menu.
  3. Open the user’s profile and then select Certifications from the Sections menu. 
    certification-manually-issued-1
  4. Enter the expiry date into the Expires field for the appropriate certification.
    certification-expire-profile
  5. Save.

Remove an Individual's Certification

  1. Log in with a Site Manager account.
  2. Select Accounts under Users in the main navigation menu.
    certifcations-delete
  3. Open the selected individual's profile.
  4. Select Certifications from the Sections menu on the right. 
    certification-manually-issued-1
  5. Select the delete icon next to any active certification that the individual earned.
    certification-remove-profile

Certification Mailing Address

Some clients opt to send a physical copy of a certification to a user. It will be populated from the address information on the user registration if completed, but can also be edited by the Site Manager here. Certification Sent is that date that the certification was physically sent to an individual.

  1. Log in with a Site Manager account.
  2. Select Accounts under Users in the main navigation menu.
  3. Open the user’s profile and then select Certifications from the Sections menu. 
    certification-manually-issued-1
  4. Update the Certification Mailing Address at the bottom of the page.
    certification-mailing-address

Certification vs Certificate

callout-infoCertification vs Certificate
Both Certifications and Certificates are listed on user profiles. What’s the Difference?

  • Certifications are awarded to indivuduals who have completed one or more defined requirements.
  • Certificates are simple proof of completion using system timestamps.

Inactivate Certifications

Site Managers can change the active status of certifications and delete them. Inactivate certifications remain in the system, on reports, and attached to user profiles.

callout-infoInactive certifications can no longer be earned but remain available to individual's who previously earned them. Inactive assets are not visible for selection when creating a certification. If you wish to include rules that point to both an inactive asset and an active asset, then you will need to temporarily activate the older assets so you can select them.

Inactivate a Certification

  1. Log in with a Site Manager account.
  2. Select Certifications under Library in the main navigation menu.
    certification-filter-a
  3. To activate or inactivate a certification in List View, use the drop down menu under Status to make a selection.
    certitifcation-active
  4. To activate a certification in Detailed View, add a check mark in the box next to the word Active.
  5. To deactivate a certification in Detailed View, remove the check mark in the box next to the word Active.
    certitifcation-active-2

Delete Certifications

Site Managers can permanently delete one or more certifications. Delection affects individuals who have already earned the certification.

callout-dangerDeleted certifications are permanently removed from the system, including reports and user profiles. An alternative to deletion is to remove a certification from an individual's profile select this link for instructions.

Delete One Certification

  1. Log in with a Site Manager account.
  2. Select Certifications under Library in the main navigation menu.delete-a
  3. To delete a single certification, select Delete next to the applicable certification. In detailed view, this is a button; in list view, it is an icon. 
  4. Select Yes when prompted to confirm.
    delete-b

    delete-c

Delete Multiple Certifications

  1. Log in with a Site Manager account.
  2. Select Certifications under Library in the main navigation menu.delete-a
  3. Select multiple certifications by clicking within their selection box. Alternatively, you can use the Select All link under the certification options menu on the right and then deselect the certifications that you wish to keep.delete-d
  4. Select the Delete Selected link in the certification options menu on the right.
  5. Select Yes when prompted to confirm.

Certification Requirement Changes

Site Managers can determine the best method below when a certifcation requirements have changed.

Method A
Multiple Active Certifications for the Same Product (s)
Method B
Replacement Certification
Method C
One Certification for Both Upcoming & Previous Users
Deciding Factors: Deciding Factors: Deciding Factors:
  • Indivuduals currently in progress should not be affected.
  • Simple set up for the Site Manager.
  • Reports must be run on multiple certifications.
  • May present a challenge to indivuduals running reports that may not be aware of multiple certifications.
  • Indivuduals may be able to obtain multiple certifications if in associated user groups.
  • Products and assets from the original certification must not be included in certification rules.
  • Indivuduals currently in progress could be affected.
  • Simple set up for the Site Manager.
  • Reports must be run on multiple certifications.
  • May present a challenge to indivuduals running reports that may not be aware of multiple certifications.
  • Indivuduals may only obtain one certification.
  • Products and assets from the original certification must not be included in certification rules.
  • This method is ideal for annually revised certifications.
  • Indivuduals currently in progress could be affected.
  • More complicated set up for the Site Manager.
  • Reports will be run on only one certification.
  • Indivuduals are only able to obtain one certification.
  • Products and assets from the original certification must be included in certification rules.
  • Ask Support to temporarily disable certification email alerts prior to applying the new certification to existing indivuduals, so indivuduals won't receive an email alerting them about a certification that they've already obtained.
Certification Steps: Certification Steps: Certification Steps:
Step 1: Create a new certification. Step 1: Create a new certification. Step 1: Create a new certification.
Step 2: Reference the new products/assets within the rules. Step 2: Reference the new products/assets within the rules. Step 2: Reference both the new and original products/assets within the rules.
Step 3: Do not inactivate original products/assets within the certification rules. Step 3: Inactivate original assets/products within the certification rules. Step 3: Inactivate original products/assets within the
certification rules.
Step 4: Do not inactivate the original certification. Step 4: Inactivate the original certification. Step 4: Delete the original certification.
Step 5: Use the Check Eligible Users tool to apply the certification to all indivuduals who obtained the previous certification.

Update Certification User Groups

Site Managers can change the user groups that are eligible to receive a certification.

  1. Log in with a Site Manager account.
  2. Select Certifications under Library in the main navigation menu.delete-a
  3. Select one or more certifications by clicking within their selection box.
  4. Select Edit User Groups from the Certification Options menu. Once you select this option, any assigned user groups are removed so you can assign new ones.
    certification-user-group-2If you cannot see the Certification Options menu, select the Show Panel Tool. It looks like a left-pointing arrow on the right-hand side of the screen.
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  5. Click to highlight individual user groups and then select either Add or Remove. Select multiple items by holding down the Ctrl or shift keys or by clicking and dragging with your mouse. You can limit the amount of user groups you see by using the campus drop down menu to see only user groups belonging to one campus at a time.
  6. Select Save at the bottom of the create certificate screen. After saving, you will be brought back to the main certification page where you can create, delete, or edit all of the certifications in the system.

 

    How Product Updates Affect Certifications

    Site managers that make modifications to products and assets may affect any associated certifications.  The most common scenarios are described below.

    Changing a SCORM Package
    Certifications that point to a specific SCORM Section (SCO file) are broken when you direct your asset to a new SCORM package.
    If the SCORM has only one SCO file and a grade or other completion component, then you can direct the certification to the asset alone and not worry about creating a new certification each time you update the SCORM package.

    Overwriting a SCORM Package
    Overwriting a SCORM package by uploading it with the exact same name as the original will not require you to update associated certifications.
    You will affect indivuduals currently in progress. Overwriting essentially replaces the original file, so this process is not best practice if you intend to keep earlier versions of the SCORM packages.

    Adding or Inactivating Products and Assets
    Adding a new asset or product that is required for an existing certification requires the creation of a new certification to include rules for the new asset or product.

    callout-infoInactive assets are not visible for selection when creating a certification. If you wish to include rules that point to both an inactive asset and an active asset, then you will need to temporarily activate the older assets so you can select them.

     

    Deleting Products and Assets
    The system will prevent you from deleting a product or asset that is associated with a certification.

    Updating Non-SCORM Assets
    Updating assets that are not SCORM packages should not affect your certifications. This includes adding or removing questions within a test.

    Track Externally Earned Certifications

    Site Managers can keep track of certifications earned off-site or for content that is not offered in the system using the import tool. Alternatively, you can scan a copy of an externally earned certification and attach it to a user’s profile using the Supplemental Training module.

    1. Create the certification with at least one rule pointing to asset that represents the offline content. Many clients opt to attach the certification to a new product created specifically for the certification.
    2. Select all user groups. This ensures that the certification can be applied to anyone’s record, regardless of their groups.
    3. From the Import tool (see the Importing Data chapter), download the user certification excel template, and then populate the template with your own data. 
      certification-import-1
    4. For the imported users to appear on the Check Eligible Users tool, you will need to populate the Asset column on the excel file, since certifications are calculated from completed assets, not products.
    5. Upload the excel file using the user certification import tool.
    6. Select Confirm.

    callout-infoBest Practise for Asset Association 
    Associate the certification to an asset that won’t grant the certification unintentionally through other methods, such as an asset that is automatically graded or is already associated with another certification. Some Site Managers use dedicated, inactive assets for this very reason.

    Certification Resources

    Site Managers may use the Resources menu foradditional options in viewing and interacting with certifications.

    1. Log in with a Site Manager account.
    2. Select Certifications under Library in the main navigation menu.
      certification-printout-b
    3. View the Resources menu. cerrtification-resourcesIf you cannot see the Resources menu, select the Show Panel Tool. It looks like a left-pointing arrow on the right-hand side of the screen.
      delete-bundles-b
      1. Select Users to view a list of all indivuduals who have earned certificates. Filter user list by user group or certification name.
      2. Select Search to list certifications and display search results by name and user group.
      3. Select Sent Certificates if your orgaization sends out physical certifications, use this tool to view a list of eligible indivuduals, and mark certifications that have been sent, and see which certifications have already been sent.
      4. Select Sent Certifications to mark user certifications as sent, as well as view a list of eligible and already sent certifications.

    Certification Sets

    callout-successThis feature is available to Site Managers depending on system configuration.

     

    Site Managers can bundle a group of certifications into a set. A certification set is earned once all of the required certifications in the set are completed. Certification sets are printable just like certifications.  A certification set also shows an individual's progress towards completion. An individual can expand a certification set to see the certifications that are required to complete the set as well as the completion status of each certification.

    The Earned Date of a certification set is the date the individual earned the last certification requirement in the set. The Expiry Date is the earliest date that any one of the required certifications in the set expires. If there are no expiries on the required certifications, then there an expirty date is not shown for the certification set.

    certification-set-page

    Create a Certification Set

    Follow the steps in Create a Bundle in the Bundles and Product Categories chapter.

    Certification Set Reports

    There are two reports dedicated to certification sets. Select the links below to view details.