 | ||
Introduction
Welcome to the user guide designed to assist site admins in managing the Individual Professional Development Plan (IPDP) module, specifically focusing on importing and refreshing ODE (Ohio Department of Education) certifications. This guide will provide you with detailed instructions on how to ensure your IPDP module remains updated with the latest certification data.
A. Problem Statement
Site admins might encounter challenges in keeping the ODE certifications within the IPDP module current, especially if there are frequent updates or changes in certification details. Manually updating each certification can be time-consuming and prone to errors.
B. Solution
To address this issue, the system offers a feature to import and refresh ODE Certifications directly, ensuring that all certification data is up-to-date and accurate. This process involves simple steps within the Certifications section of the IPDP module, which can be easily executed by site admins.
When we first set up your IPDP module, we pull in the most current ODE certifications. If there are any changes/updates, you will need to refresh it.
NOTE: You must be a site admin to be able to do this.
Import/Refresh ODE Certifications
1. Go to Tools > Certifications.
2. Click Import ODE Certifications.
3. In the pop-up, put a checkbox next to Select All and click OK.
NOTE: If you wish to just run on a select few users, put a checkbox next to their names instead of Select All.
The service can take up to 10 minutes to complete. Come back to the page to see the changes.
Edit ODE Certifications
1. Go to Tools > Certifications.
2. Click the Edit icon to the left of the certification to be edited.
3. Edit the Activation or Expiration Date as needed and click Save.
Filtering Certifications
1. You can use the search columns under the headers' names to search for a specific certification.
2. You can also filter by the Expiration From, To, and Department to narrow down your search.
3. You can use the Clear Filters button next to Export to clear all the set filters at once and start over.
C. Best Practices
- Selective Updating: When only a few users’ certifications need updating, use the selective update feature rather than refreshing all certifications, to save time and system resources.
- Verification Post-Update: After conducting an import or refresh, verify a sample of the certifications to ensure the data has been updated correctly.
D. Troubleshooting
- Incorrect Data Post-Refresh: Should the wrong data appear post-update, verify the source of the ODE certifications to ensure the correct data set is being pulled. Re-run the import if necessary.
- Access Issues: If an admin is unable to access the Certifications tools, verify their user permissions are set correctly to allow these actions. Update permissions if needed or contact system support for further assistance.
E. Related Articles
IPDP: Apply Activity Hours to More than One User
IPDP: Add Expenses to IPDP Activity Items
Conclusion
Efficiently managing ODE certifications within the IPDP module is crucial for maintaining the integrity and accuracy of the professional development tracking system. By following the outlined steps and best practices, site admins can ensure that certification data is consistently up-to-date, thereby supporting the ongoing education and compliance of staff members. This guide intends to simplify the process, making it accessible and straightforward for all site admins tasked with this responsibility.