COURSE RECORD ADMINISTRATION

1. COURSE RECORD ADMINISTRATION Welcome to the presentation for...

2. Purpose of this presentation: To provide an overview to Authorized Provider instructors on the process of entering Course Records and printing certificates through the American Red Cross Learning Center (LC).

3. So what does this process look like? You will view this Course Record Administration PowerPoint presentation and submit the Verification Form at the end of the presentation. The chapter will process the Verification Form by completing the internal steps necessary for readying the instructor’s LC profile and Authorized Provider’s LC record. 3. The chapter will send an email to the instructor as confirmation that the instructor may be begin entering course records. This email will include: Link to the Learning Center (LC) The instructor’s username and password The “Pikes Peak Chapter Instructor Guide to Entering Course Records and Printing Student Certifications” (a step-by-step guide which will you through entering a course record and printing the certifications) List of Course Titles and Codes for your reference

4. The instructor enters a course record online which submits it to the chapter for approval in the LC. Within 3 business days the chapter will review the course record and will either “approve” if correct and complete or “reject” if incorrect or incomplete. The instructor will receive an email from the LC indicating that the course record has either been approved or rejected. If rejected, the email will include information from the chapter as to why it was rejected and what needs to be corrected. 7. If approved, the instructor can log on to the LC and print the certificates for this course. If rejected, the instructor will need to log on to the LC to make the necessary corrections and resubmit for approval.

5. Optional: The LC will offer you two printing options for certifications. You can print an 8.5x11” size certification (which is a valid, accepted, legally recognized Red Cross certification) or the traditional wallet card size certification. If you wish to print the wallet size certifications, you will need to pick up blank certification cards from our office. There is no charge for these certification cards but only 100 blank certification cards will be issued to an instructor at a time and only after they have turned in their verification form from this presentation. Permission for more will need to be granted by a Health & Safety staff member. There is a fee of $3 to mail them to you. 9. If when you entered the course record you chose a purchase order as payment option the Authorized Provider will receive an invoice from our Denver processing center within two weeks.

6. Who can enter courses online? Any certified Red Cross instructor assigned to an Authorized Provider, who has viewed this presentation and submitted their Verification Form (found at the end of this presentation). Course record data entry requires payment for the administrative fees at time of entry either by a credit card or by a Purchase Order (which indicates to bill the Authorized Provider). If you want to pay the administrative fees for your course with cash or check that you’ve collected from students you will need to submit that course record to us in person with that payment. Or you may enter the course record online using the Purchase Order payment method and then wait to receive your invoice and pay that with the cash and checks that you have collected from course students.

7. What if my Authorized Provider doesn’t use Purchase Orders? No problem! Using the purchase order payment method simply alerts us that you want to be invoiced for the administrative fees. All Authorized Provider organizations in the LC will be set up with a blanket, generic purchase order number that you can select at time of check out. You do not need to know what this number is ahead of time when entering a course record. You will be able to see and select this purchase order number when checking out. We will bill your Authorized Provider accordingly.

8. What if I need the invoice to reference a specific Purchase Order number assigned by my Authorized Provider? No problem! The step by step guide to entering course records that you will receive once you complete this training will explain the process for submitting a specific purchase order number to our chapter to use when entering a course record.

9. Are there any fees associated with this? Yes and no. Authorized Providers will continue to be assessed the Administrative Fee that you’re used to paying. However, this fee will be increasing on April 1, 2011 by $2 per student as previously communicated. There is NO FEE assessed to instructors or Authorized Providers for entering course records online. This is a free service for you. There is NO FEE assessed to instructors or Authorized Providers for printing certifications online. On July 1, 2011 we will implement an additional service charge of $3 per student for course records that are NOT submitted online or for certifications that are NOT printed online by instructors. If after July 1, 2011 you continue to submit course records to the chapter for processing or ask that the chapter print your certifications you will be charged the additional $3 per student.

10. Terms used in the Learning Center Course Record (CR)– the entry that is created when a course that has been taught is entered; this is equal to the paper Course Record and Addendum. Course Record No. – this is a 6-9 digit number that the LC will create for each course record that you enter. Course ID – this is the course code. Offering – this is the class. Order – the record that captures payments. Purchase Order (PO)– these are used to record payments to be invoiced. Organization – Organizations are the structure under which all Red Cross data is tracked. Authorized Providers (AP’s) are recorded as Organizations in the LC. Username– specially assigned “instructor number” that you will use to log on to the LC.

11. What information is needed to enter a course record? Name of Organization (Authorized Provider) Class Title and Code Class End Date Training Site Address and County (or Authorized Provider address and county) Name of Instructor Student First/Last Names

12. What student info is required? Only first and last name is required. Email address and phone number for each student is optional. If you enter an email address for the student, the student will receive online refresher questions (not a re-certification, just quizzes and refresher activities to keep the information “fresh”) and expiration notifications from the Red Cross. For classes where student names are not captured (such as swim lessons), only the total number of students in the class is required.

13. What happens after the course record is submitted online?

14. Payment Options What are the payment options for course fees?   Credit Card- preferred method Purchase Order Using this method will alert the chapter to bill the Authorized Provider for the administrative fees. How are the fees calculated?   Fees are calculated on a per student, per course basis.

15. Certification Print Options 8 ½ x 11 One per student Wallet cards One per component, per student

16. Is the 8.5 x 11 certificate a valid certificate? You bet. Though you may be used to the wallet sized certifications, the new 8.5 x 11 size certification is just as valid, accepted, legal and nationally recognized as the wallet size certification. We encourage you to transition to issuing this certification.

17. But what if I want to keep issuing the wallet size certification? You absolutely can. You’ll need to come to our office to pick up sheets of blank certifications which can be manually fed through your printer when printing certifications. Only 100 blank certification cards will be issued to an instructor at a time and only after they have turned in their verification form from this presentation. Permission for more will need to be granted by a Health & Safety staff member. There is no fee for obtaining these cards if you pick them up in person. There is a fee of $3.00 to mail them to you.

18. Working with course records that you’ve entered in the LC Course records that you’ve entered will remain available to view in the LC after you have entered it. What you can do with it is determined by its status:

19. Things to Remember: You cannot make changes to a course record once it is submitted Setting up a payment method: Credit Card is the easiest and preferred method of payment and no set up is required. Simply enter the credit card information when prompted. A generic purchase order number will be established for each Authorized Provider is you wish to be invoiced. You do not to know this number ahead of time when entering a course record. You will be able to see and select this purchase order number when you’re entering a course record. If you need to establish a specific purchase order number, instructions on how to do so will be in the step-by-step guide you will receive after viewing this presentation. Printing Certificates: After the course record is approved, you will receive an email indicating the certificates are ready to be printed. When you log in and search for that course a link to print certificates will appear next to the course record.

20. Congratulations! You have completed the first step on the path to entering your own course records and printing your certifications.

21. What now?

22. Now… The last slide of this presentation is a Verification Form. You need to complete this form and submit it to us in order to get authorized to enter course records and print certifications. After we review your Verification Form you will receive an email from us with the following information: Link to the Learning Center (LC) The instructor’s username and password The “PPC Instructor Guide to Entering Course Records and Printing Student Certifications” (a step-by-step guide which will you through entering a course record and printing the certifications) List of Course Titles and Codes for your reference Then you can get started!

23. What if I want more training? The step-by-step guide that you will receive will contain information about a free, online, self-paced course thorough the LC called “Course Record Admin” that you are welcome to take. If you need additional assistance, we are happy to help. But please first review the step-by-step guide and take the online LC course.

24. Thank you! Questions can be directed to: In Colorado Springs: Donna Hughes 719-785-2713 healthsafe@pparc.org In Pueblo: Christina Collins 719-561-2614 ccollins@sepparc.org And now, the Verification Form…