Education Portal – Users’ Guide

The BGS Scheduler comes with the Education Portal.  The portal allows users to quickly know your requirements, document your skill currencies, sign up for classes, upload copies of cards, and run reports on on your continuing education when it’s time for re-certification.

The Education Portal is broken down into several sections that work together:

  • Con-Ed – Con-Ed is online education.  Users can review the continuing education while on shift.  Documents can be uploaded to the con-ed including powerpoints, excels, pdfs, etc.  Quizzes can also be added to each con-ed.  Users will receive a certificate once all documents have been opened and all quizzes have been passed.
  • Licenses & Advanced Certifications  – ie EMT-P cards, CFRN certification.  License and Advanced Certifications are created by the user and may require the user to upload documentation as proof.
  • Classes – Classes are students in a class with an instructor.  You can sign up for classes online and see who the instructor(s) are, class hours, location etc.  Once the class is completed, the instructor may upload your card to the class or you can upload your card.
  • Skills  – Any requirement that is not a class & not a License/Advanced Certification can be considered a Skill.  Ie PPD, Fit Test, manikin intubation, LP15 competency.  Skills are entered by the user at any time.
  • Other Education – Allow you to record education from outside providers but does not count to requirements.  Other education is only for your documentation of hours for re-certification purposes.
  • Resources – Policies, protocols, job descriptions etc can be uploaded and be readily available to users.
  • Education Documents – Quickly retrieve con-ed certificates, class cards and other documents.  Allows users to see their Con-Ed certificates, Licenses / Advanced Certifications, and Class documents.  Also useful to see which items are missing documentation.

 

The home page shows you very quickly which requirements you are missing and links to help correct these items.

Upcoming Events:  Events or classes that you are currently signed up to attend.

 

Your First Items Expiring:  Your top requirements that are expiring earliest to latest.  If you have completed a License or Class but it has not been approved, this will show in “Pending Verification” column.  Click the item name to search for an upcoming class.

 

My Requirements: You may be assigned one or more user roles (ie Paramedic and Crew Chief).  The Requirements for each user role is listed.  These requirements may contain And/OR conditions.  (ie BTLS OR ITLS).  You can see your current Licenses / Advanced Certifications and Classes.  If you want to sign up for another class, click the link in the Next Available Class column.

Your skills are listed in the lower section.  Click on any skill to document additional skills and see details of prior skills

 

 

To Update Your Licenses / Advanced Certifications:

 

  1. Click on “Education” -> “My Licenses And Advanced Certifications“.
  2. Click “Create New License / Adv Certification“.
  3. Select “License / Advanced Certification Type“.  If the item is not in the list, contact your educator to add.
  4. Enter the “Date Obtained“.
  5. Some Licenses / Advanced Certifications may require you to upload a copy of the license.  If you the copy of license is not required, you can change Upload Document to “No”.  If not, you must upload the copy of the license now.
  6. Click “Create License / Advanced Certification”.  If you have selected to upload the document now, you will be re-directed to the upload section to complete the process.

 

To Update Your Existing Classes:

The scheduler requires that each class be created by an educator.  You can sign up for an upcoming class by clicking “Find Upcoming Classes” from the Home page -> Quick Links section.   Once you have signed up for the class, the instructor will complete the class and scan your card into the class.

 

If the class is not in the scheduler (ie You took a class not at your department or the class was not created in the scheduler already)

  1. Scan the card into your computer or take a picture of the card on your phone.  Must be image or PDF format.
  2. Click “Education” -> “Request Class Reciprocity“.
  3. Click “Create A Class Reciprocity Request“.
  4. Select the file / picture of your card by clicking on the “Drag & Drop files here or click to upload“.
  5. Once the upload completes, the document will load on the right hand side.
  6. Select the “Class Type” from the list.  If the class type is not listed, contact an educator to add the class type.
  7. Enter the “Class Date On Card“.
  8. Enter the “Class Location / Agency“.
  9. Click “Create Class Reciprocity“.
  10. Your request will be added to the verification queue for your educator to review.

 

To Sign Up For A Class:

  1. Click on “Education” -> “Find A Class“.
  2. You can filter the results by using the “Search Type”, “Class Type” and “Max Results” filters.
  3. Click on the class you want to sign up for.
  4. Review the class dates & location.
  5. Click “Sign Me Up For This Class“.

Once you have signed up for the class, the class will show on the home page section “Upcoming Events“. You can cancel your class sign-up by following the same steps as above and click “Cancel Me From This Class“.

Note:  Your agency may require that you cancel your class sign up several days or hours in advance.  The education portal records the time when you sign up and also when you remove yourself from a class.  Classes may have a limited number of seats so cancel your spot as soon as possible to allow others to sign up.

 

To Update Your Skills:

Skills are any requirement that is not a class (ie Instructors and students), and not a License / Advanced Certification.  This can be a true skill (ie Intubation, IV Start etc) or TB Fit test, PPD, etc.

  1. Click on “Education” -> “My Skills“.
  2. Click “Create / Document New Skill“.
  3. Select the “Skill Type” from the dropdown.
  4. Enter the “Skill Performed Date“.
  5. Enter the skill “Quantity“.
  6. Some skills may have attributes (ie Intubation may be Adult, Pediatric, or Neonatal).  If a skill type is listed, select one.  If you need to document an Intubation with Skill Adult and also a Skill Neonatal, then enter each skill separately.
  7. Click “Create Skill“.
  8. Some skills may require your educator to verify the skill.  This will be shown next to the skill name and these skills will be pending until approved.

 

Continuing Education:

The education portal also contains an online con-ed section.  Your educators may post con-ed for you to take when you have down time.  Con-Ed may only be available during a specific date range (ie Monthly con ed).  Once the Con-Ed closes, you will not be able to take the quizzes and complete the section.

  1. Click on “Education” -> “Con-Ed Courses (## Required)“.  Note the number next to the link is the number you have left to complete.
  2. Click on the Con-Ed in the table.
  3. If the Con-Ed contains Files & Links, click on each File or Link and review the information.
  4. Once all files have been viewed, click on “Take Quiz“.
  5. The quiz details will appear and click “Begin Quiz Attempt“.
  6. Once all questions have been answered, click “Complete & Grade Quiz“.
  7. Click “Confirm End Quiz“.
  8. Review the quiz results and click “Return to Con Ed“.
  9. Once all quizzes have be passed, click “View Certificate“.

The certificate can be saved, printed or emailed.  Once the certificate has been generated, it will always be available in “My Education Documents”.

 

My Education Documents:

My Education Documents holds all of your documents for quick access.  If you uploaded a copy of your license card or class card, these will be available here.  If you generated a Con-Ed certificate, these will also be available here.

  1. Click on “Education” -> “My Education Documents”.
  2. Expand the document tree to see the collapsed sections.
  3. Locate the item you want to view and click on the item.
  4. If the item is missing a document, you can create a new License and upload the document, or go back into the completed class and click “Upload Student Card” or go back into the con-ed item and click “View Certificate”.

 

Resources:

The resources section allows your educator to upload resources.  Resources can include policies, protocols, course offerings/flyers, etc.

  1. Click on “Education” -> “Resources“.
  2. Select the resource type from the drop down.
  3. Click on the item to review.

 

 

See Also: Education Portal – Supervisor’s Guide & Setup Instructions

Education Portal – Supervisor’s Guide & Setup Instructions

The BGS Scheduler comes with the Education Portal.  The portal allows users to know their minimum job requirements, maintain their skill currencies, upload copies of cards, and run reports on their continuing education when it’s time for re-certification.

 

The Education Portal is broken down into several sections that work together:

  • Con-Ed – Con-Ed is online education.  Users can review the continuing education while on shift.  Documents can be uploaded to the con-ed including powerpoints, excels, pdfs, etc.  Quizzes can also be added to each con-ed.  Users will receive a certificate once all documents have been opened and all quizzes have been passed.
  • Licenses & Advanced Certifications  – ie EMT-P cards, CFRN certification.  License and Advanced Certifications are created by the user and may require the user to upload documentation as proof.
  • Classes – Students in a class with an instructor.  Con-Ed can be recorded for classes and cards uploaded.  Students can sign up for classes and review class details, and download resources needed for the class.  Once the class instuctor completes the class, the instructor or student can upload documentation (ie cards) as proof.
  • Skills  – Any requirement that is not a class & not a License/Adv Cert can be considered a Skill.  Ie PPD, Fit Test, manakin intubation, LP15 competancy.  Skills are entered by the user at any time.  Skills can be marked as “Requires Verification“.  An example might be a skill called “Live Intubation” where the educator could review the chart.
  • Other Education – Allow users to record education from outside providers but does not count to requirements.  Other education is only for user’s documentation of hours for re-certification purposes.
  • Resources – Policies, protocols, job descriptions etc can be uploaded and be readily available to users.  Resources do include when each user has viewed the resource but can not be required.
  • Education Documents – Quickly retrieve con-ed certificates, class cards and other documents.  Allows users to see their Con-Ed certificates, Licenses / Advanced Certifications, and Class documents.  Also useful to see which items are missing documentation.
  • Verify Items – Education Administrators are able to verify items such as Licenses / Advanced Certifications, Classes, and Skills (marked a Requiring Verification).  This allows educators to know the status of the staff and correct any errors entered.

 

Configuration:

To get started using the Education portal, let’s configure a few items.

Once you have “Sysop” or “Education Admin” permissions, click on “Features” -> “System Configuration

  • Con Ed Certificate Setup – Enter the message that should appear on Every Con-Ed certificate that the online Con-Ed section will issue once user completes a quiz.  This will typically be your Education Institution message.  Your service title will automatically be included on each certificate already.
  • Class Types – Create and edit each Class Type in the portal.  You can create an “ACLS” class type and set the number of years that “ACLS” class is valid for.  You can also configure how may days in advance to turn the user’s profile “Yellow” color, indicating the user needs to obtain a new class.
  • Con-Ed Hours Types  – Each class (and Other Education) can issue continuing education hours to users once completed.  Con-Ed hours can be assigned to each class so that when users run their education reports, all con-ed hours are already in their profile.
  • Licenses / Advanced Certifications – Create and edit each License / Advanced certification for the portal.  You also set the number of years each License / Advanced certification is valid for and if the user is Required to upload a copy of the License / Advanced certification.  You can require that users upload a copy of the card when creating the license also.
  • Resource Types – Resources can be uploaded into the portal.  This will configure the categories that are available.  Ie “Policies”, “Job Descriptions”, “Equipment Documentation”.
  • Skill Types – Skills are any currency that you want to track that is not a “Class”, “License / Advanced Certification”, or “Con-Ed”.  Ie “Static Intubation”, “LP15 checkoff”, “PPD”, “TB Fit Test”, etc.  Skills are entered by the user.  Unlike Licenses/Adv Certifications and Classes, Skills have a quantity and a time frame (ie 3 Every 90 days).
  • User Roles – User roles hold the requirements that are needed for each user.  Requirements for each user role can include Licenses/Advanced Certifications, Classes and Skills.  Users can have multiple user roles (ie Paramedic and Orientation). This allows you to set one set of requirements for all users that “Paramedics” and additional requirements above and beyond for the “Orientation”. Once the user completes orientation, you can remove this user role from the users profile. Another usage could be for “Crew Chiefs”. You only need to create different user roles if the requirements are different for one group to the next.  By editing the user role, you can require that users have one or more Licenses / Advanced certifications, Classes and/or Skills. The users’ profile will be assigned a Green, Yellow, or Red color depending on it each of requirements is met. ie: User Role “Paramedic” must have EMT-P license, ACLS class, BLS class and PPD skill.

 

To begin using the Education portal, you should configure the following items in order:

  1. Add Licenses / Advanced Certifications – Any License or Advanced Certification that users are required to have to work in your service (ie EMT-B, EMT-P, RN).
  2. Add Class Types – Every class that your service requires one or more users to have. This is typically the cookie cutter ACLS, BLS, PALS, etc. You can also include additional classes that users might have in order to have a comprehensive listing of users’ classes.
  3. Add Skill Types -Skills are both actual skills (ie Manakin Intubation) and also the miscellaneous category. This is also a good place to put other requirements such as a PPD test, hearing test, TB mask check, LP15 simulation.
  4. Add Requirements – Add the requirements for each User Role.
  5. Assign Users To Each User Role – Edit each user in your service and assign each user one or more User Roles by editing each user’s profile.

 

User Role Requirements (Advanced) / Grouping Statements:

User roles typically would include all requirements but your service may have several classes that meet the requirement.  The education portal calls this a “Grouping Statement“.  (ie Users must have a trauma course.  This could be either ITLS, or BTLS, or TNCC).  The user needs one of these but not all.  Each requirement will be aliased with a $ and a letter (ie $A or $B).  You are able to make the Requirements using the class alias (ie $A) and the words “AND” and “OR” and parenthesis.

To Create A Grouping Statement:

  1. Click “Features” -> “System Configuration“.
  2. Click “User Roles“.
  3. Select the user role you want to edit.
  4. Add at least two Class Requirements (ie ITLS and BTLS).  If the options you want have not been added, add these through System Configuration -> Class Types.
  5. Click “Advanced – Create Grouping“.
  6. Each class will have a “$” and a Letter assigned.  The first class added is “$A”, second is “$B”.
  7. Click “Auto Generate Grouping” to create the Grouping Statement of “$A AND $B”.  If you have added multiple classes, you will see additional items.
  8. Modify the Grouping Statement to “($A OR $B)”.  This will require the user have EITHER $A class or $B class.  You can extend the statement to any variety of choices.  See examples below.
  9. Click “Update Requirement Grouping” to save changes.

($A AND $B) OR $C       Users must have both $A AND $B  or the users can have only $C.
(($A OR $B OR $C) And $D) OR $E    Users must have $A or $B or $B AND also $D.  If users have $E then this will also pass.
($A AND $B) OR ($C AND $D) OR $E  Users must have either ($A AND $B) or ($C AND $D) Or Just $E.

NOTE:  You must only use the aliases provided and the words “AND” and “OR”.  Do not put any additional information or letters.  Modify the examples listed very carefully. If the scheduler generates an error, let BGS know to correct.

 

Con-Ed:

Continuing Education can be added to the Education portal.  This resource allows you up to upload documents, provide quizzes to users, and generate a certificate of completion.

To create a new Con-Ed:

  1. Click on “Education Admin” -> “Create New Con-Ed“.
  2. Fill out the Education Title, Description, and Optional Certificate Message.
  3. If the Con-Ed will be open to users for a specific date range, (ie monthly coned or a specific set of dates) leave Supplemental Education Un-Checked.  Clicking Supplemental Education will allow the con-ed to be viewed forever.
  4. Enter the Date Education Opens & Closes (if not Supplemental Education).
  5. If the Education is specific to one or more User Roles (ie Paramedics Only, or Orientation Only), click “Select User Roles” to enable only the selected user roles to view the education.
  6. Click “Create Education“.
  7. The page will save and open additional details.
  8. To Con-Ed details or Assign Continuing Education hours to the Con-Ed, click “Edit Continuing Education“.
  9. If a specific user is creating the con-ed, they can be assigned as a “Contributor” by clicking “Edit Contributors” button.  This will show the user as a resource for any questions on the content and also show in the user’s Education Report as an event they taught.
  10. Next, click “Upload File” or “Add Website Link“.
  11. You can attach files up to 20 megabytes to each Con-Ed.  If the attachment is > 20 mb, you will need to create two files.
  12. Once a file is uploaded the file is rename to prevent conflicts.  You can rename the file if desired by clicking the edit icon next to the file.  You can also delete a file by clicking the delete icon next to the file.
  13. To Create a quiz, click “Create A New Quiz“.
  14. The Quiz details will load and click “Edit Quiz Demographics” to edit the quiz title, set the number of attempts allowed, and assign the amount of time a user has for completion.
  15. Enter each question and be sure to select the “# Of Choices” and also mark the correct “Selected Answer“.
  16. As you complete each question, click “Add Question” to save and move to the next question.
  17. Each quiz will automatically randomize the questions and randomize the choices.
  18. Once all questions have been created, click “Return To _____ Con Ed” in the top left.

When a user has viewed all files, and passed all quizzes, they will be able to generate a certificate of completion.  Once a certificate has been generated for the user, the certificate will be always available in the user’s Education Document tree or by re-generating the certificate in the Con Ed page.

If a user fails all of their quiz attempts, you are able to reset their attempts by clicking the trash can icon next to the name in the Quiz Attempts section.

 

Licenses / Advanced Certifications:

Licenses and Advanced Certifications are entered by each user.  The License Types setup allows you to require specific type require the user to upload a copy of their license.  Admin can also create Licenses and Advanced Certification by locating the user’s profile and creating a new License / Advanced Certification user’s profile tab.  Users can not create License types so try to create as many types as needed for your service in the “System Configuration” -> “License / Advanced Certification” types.

 

Classes:

Classes are scheduled education with an instructor.  To create a new class, first ensure you have created the class type in the “System Configuration” -> “Class Types” section.

  1. Click “Education Admin” -> “Create New Class“.
  2. Select the Class Type, Class Start Date, Class Times, and Class Location.
  3. Click “Create Class“.
  4. The class instance will be created and you can now enter the Class Maximum Participants, Allow Users to Self Sign Up and Class Notes.  Self sign up all allow users to sign up for the class.  Most of the time, this will be yes.  However, if the instructor is checking users off when the user is on shift, this may be a time that you do not want users to sign up, but rather have the instructor just add the users once it is completed.
  5. The Class Notes section can be a good reminder about being on time for the class and/or “…the pre-test is required prior to attending…” etc.
  6. Click “Update Class“.
  7. If any files or website links are needed, those can be added from the “Class Files & Links” section.  A good example is a copy of a pre-test.
  8. Assign Instructors to the class by clicking “Assign Instructors“.  This will give the instructor credit in their education report for teaching the class and also allows students to contact the instructor should any issues occur prior to the class.
  9. If you want to assign students to the class, click “Assign Additional Users” link.  If the class is Self-Signup, then users are allowed to sign up on their own from the Education -> Find A Class menu.
  10. When a user signs up or cancels from a class, the time and date is recorded.  Also, if an Admin user signs up a user or cancels a user, this time is also recorded.
  11. A Roster can be printed just prior to teaching the class with the names of all users signed up.
  12. Once the class date has occurred, the button to “Complete Class” will activate.  The class instructor must complete the class to give users credit that both attended and passed the class.
  13. Once the class has been completed, the instructors or the user can upload their cards into the class.  The class will always remain available for users to scan the cards in.  

 

Other Education Components:

The education portal has several other features that may be useful to you

  • Resources  – Resources allows you to upload files for general viewing.  (ie Protocols or Course Information flyers)
  • Other Education – Users are able to document education they obtain outside of you agency.  These do not count towards their User Requirements.
  • Education Document Tree – Quick access to a user’s uploaded copies of Licenses / Advanced Certifications, Classes and certificates generated.
  • Request Class Reciprocity – If a user takes a Class that your service requires, the user can upload a copy of their card in this section.  Once the item is approved, this will create a class for the user in the education portal and the user will now have credit towards their requirements.
  • Back Load Classes – Administrative staff can use the Back Load Classes feature to quickly create classes for one or more users.  This is used only to import existing user classes.

 

See Also:

Education Portal – Users’ Guide