> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# GR Training & CEU Management - Admin Guide

> Module: GR-02 Training & CEU Management Audience: Training Coordinators, Compliance Officers, HR Managers, Administrators Last Updated: 2025-12-13

**Module:** GR-02 Training & CEU Management\
**Audience:** Training Coordinators, Compliance Officers, HR Managers, Administrators\
**Last Updated:** 2025-12-13

***

## Overview

This guide covers training management administration including creating training courses, managing enrollments, recording completions, tracking CEU credits, and monitoring training compliance.

***

## Initial Setup

### Configuring GR Module Settings

1. Navigate to **GR → Settings**
2. Configure the following training options:

| Setting                   | Description                            | Default    |
| ------------------------- | -------------------------------------- | ---------- |
| Enable Training Reminders | Send automatic training reminders      | Yes        |
| Reminder Days             | Days before due date to send reminders | 30, 14, 7  |
| Expiration Reminder Days  | Days before expiration to remind       | 90, 60, 30 |
| Default Training Duration | Default course duration estimate       | 1 hour     |
| Enable AI Assistance      | AI-powered training recommendations    | Yes        |

### Setting Up Training Categories

Training categories are managed via Picklists:

1. Navigate to **Platform → Picklists**
2. Find or create the `gr_training_category` picklist
3. Add categories as needed:
   * Clinical
   * Safety
   * Compliance
   * Professional Development
   * Regulatory
   * Orientation
   * Leadership

### Setting Up Course Types

1. Navigate to **Platform → Picklists**
2. Find or create the `gr_training_type` picklist
3. Add course types:
   * Online
   * In-Person
   * Webinar
   * Self-Paced
   * On-the-Job
   * Blended

***

## Managing Training Courses

### Creating a New Course

1. Navigate to **GR → Training**
2. Click **New Course**
3. Complete the form:

| Field             | Required | Description                                       |
| ----------------- | -------- | ------------------------------------------------- |
| Title             | Yes      | Course name (e.g., "HIPAA Privacy Training 2024") |
| Description       | No       | Course objectives and content summary             |
| Category          | Yes      | Course category from picklist                     |
| Course Type       | Yes      | Delivery method (online, in-person, etc.)         |
| Duration          | No       | Estimated hours to complete                       |
| CEU Credits       | No       | Credits awarded upon completion                   |
| CEU Category      | No       | Credit type (State, Professional, etc.)           |
| Expiration Period | No       | Months until certification expires                |
| Materials         | No       | Upload course documents, videos, etc.             |
| Is Required       | No       | Whether this is mandatory training                |
| Prerequisites     | No       | Courses required before this one                  |

4. Click **Create Course** (saves as Active)

### Course Types Explained

| Type       | Description                     | Completion Method          |
| ---------- | ------------------------------- | -------------------------- |
| Online     | Web-based self-paced modules    | Auto-tracked or quiz       |
| In-Person  | Classroom or hands-on training  | Attendance verification    |
| Webinar    | Live online sessions            | Attendance + optional quiz |
| Self-Paced | Materials for independent study | Self-attestation           |
| On-the-Job | Supervised practical training   | Supervisor sign-off        |
| Blended    | Combination of methods          | Multiple verifications     |

### Course Categories

| Category                 | Typical Courses                                   |
| ------------------------ | ------------------------------------------------- |
| Clinical                 | HIPAA, medication handling, clinical procedures   |
| Safety                   | Fire safety, workplace safety, emergency response |
| Compliance               | Ethics, fraud prevention, regulatory requirements |
| Professional Development | Leadership, communication, time management        |
| Regulatory               | State-mandated training, certification renewals   |
| Orientation              | New employee onboarding                           |
| Leadership               | Management training, supervisor development       |

### Setting CEU Credits

When creating or editing a course:

1. Enter the **CEU Credits** amount (e.g., 2.0)
2. Select the **CEU Category**:
   * State Licensing (for license renewals)
   * Professional Certification (for credentials)
   * Organization Required (internal requirements)
3. Credits are automatically added to employee transcripts upon completion

### Setting Expiration Periods

For training that requires periodic renewal:

1. Enter **Expiration Period** in months
2. When an employee completes the course:
   * Completion date is recorded
   * Expiration date is calculated (completion + period)
   * Reminders are scheduled before expiration

Common expiration periods:

* CPR/First Aid: 24 months
* HIPAA: 12 months
* Annual safety: 12 months

### Uploading Course Materials

1. In the course form, click **Upload Materials**
2. Supported file types: PDF, DOC, DOCX, MP4, etc.
3. Materials are stored securely and accessible to enrolled employees
4. Multiple files can be attached to a single course

### Archiving Courses

When a course is no longer offered:

1. Open the course details
2. Click **Archive**
3. The course is hidden from the library
4. Historical completions are preserved

***

## Training Enrollment

### Enrollment Methods

| Method          | Description                           | Use Case                   |
| --------------- | ------------------------------------- | -------------------------- |
| Individual      | Enroll specific employees             | Targeted training needs    |
| Bulk            | Enroll multiple employees             | New course rollout         |
| Role-Based      | Enroll by job role                    | Role-specific requirements |
| Department      | Enroll by department                  | Team training              |
| Site-Based      | Enroll by location                    | Site-specific training     |
| Auto-Enrollment | Triggered by hire date or role change | Orientation, compliance    |

### Creating an Individual Enrollment

1. Open the course details
2. Click **Enroll Employee** or go to the **Enrollments** tab
3. Select the employee(s)
4. Set the **Due Date** for completion
5. Choose **Required** or **Optional**
6. Click **Create Enrollment**

### Bulk Enrollment

1. From the course details, click **Bulk Enroll**
2. Select enrollment criteria:
   * All employees
   * By role
   * By department
   * By site
   * By date range (hire date, etc.)
3. Set a uniform **Due Date**
4. Click **Create Enrollments**

### Enrollment Status Workflow

```
┌─────────────┐     ┌─────────────┐     ┌───────────┐
│ Not Started │ ──> │ In Progress │ ──> │ Completed │
└─────────────┘     └─────────────┘     └───────────┘
       │                   │
       │                   │
       ▼                   ▼
┌─────────────┐     ┌─────────────┐
│   Overdue   │ ──> │   Overdue   │
└─────────────┘     └─────────────┘
```

| Status      | Description            | Action                      |
| ----------- | ---------------------- | --------------------------- |
| Not Started | Assigned but not begun | Send reminder               |
| In Progress | Employee has started   | Monitor progress            |
| Completed   | Successfully finished  | No action needed            |
| Overdue     | Past due date          | Escalate, extend, or excuse |

### Managing Overdue Training

1. Navigate to **GR → Training** and filter by "Overdue"
2. Review overdue enrollments
3. Options:
   * **Send Reminder**: Notify employee again
   * **Extend Due Date**: Grant additional time
   * **Excuse**: Mark as not required with reason
   * **Escalate**: Notify supervisor/HR

***

## Recording Training Completions

### Completion Verification Methods

| Method              | Description             | When to Use                   |
| ------------------- | ----------------------- | ----------------------------- |
| Self-Report         | Employee marks complete | Low-risk, self-paced training |
| Quiz Score          | Passing score required  | Knowledge verification        |
| Attendance          | Instructor verifies     | In-person or webinar          |
| Supervisor Sign-Off | Manager confirms        | On-the-job training           |
| Certificate Upload  | External verification   | External courses              |

### Recording a Completion (Admin)

1. Open the course details
2. Go to the **Enrollments** tab
3. Find the employee's enrollment
4. Click **Record Completion**
5. Enter:
   * **Completion Date**
   * **Verification Method**
   * **Quiz Score** (if applicable)
   * **Notes** (optional)
6. Click **Save Completion**

### Automatic CEU Credit Calculation

When a completion is recorded:

1. System checks course CEU configuration
2. Creates CEU credit record for employee
3. Sets credit expiration (if course has expiration period)
4. Credit appears on employee's transcript

### Recording External Training

For training completed outside the system:

1. Navigate to employee's training record
2. Click **Add External Training**
3. Enter:
   * Course name
   * Provider/Institution
   * Completion date
   * CEU credits (with documentation)
   * Expiration date (if applicable)
   * Certificate/proof document
4. Click **Save**

***

## CEU Credit Management

### Understanding Credit Categories

| Category                   | Purpose                | Common Uses                      |
| -------------------------- | ---------------------- | -------------------------------- |
| State Licensing            | License renewal        | Social work, counseling, nursing |
| Professional Certification | Credential maintenance | CADC, CASAC, LADC                |
| Organization Required      | Internal compliance    | Annual training requirements     |

### Viewing Employee Transcripts

1. Navigate to **HR → Employees** and select an employee
2. Click the **Training** or **CEU** tab
3. View all credits earned and transcripts
4. Export for license renewals

### Generating Compliance Reports

1. Navigate to **GR → Reports** (or dashboard)
2. Select **Training Compliance Report**
3. Filter by:
   * Date range
   * Department
   * Course
   * Compliance status
4. Export as needed

### Credit Totals by Period

Track credit accumulation for licensing periods:

1. Set the licensing period date range
2. View total credits by category
3. Identify gaps in required credits
4. Generate attestation letters

***

## Tracking Training Compliance

### Training Dashboard

The GR Overview dashboard shows:

* Total active courses
* Pending training assignments
* Overdue training count
* Completion rate percentage
* Upcoming expirations

### Compliance Metrics

| Metric          | Description                              | Target  |
| --------------- | ---------------------------------------- | ------- |
| Completion Rate | % of assigned training completed on time | 95%+    |
| Overdue Rate    | % of training past due                   | \<5%    |
| Expiration Risk | Certifications expiring in 30 days       | Monitor |

### Department Training Status

1. Navigate to training reports
2. Filter by department
3. View:
   * Compliance rate by team
   * Overdue training by employee
   * Upcoming expirations

***

## Recurring Training

### Setting Up Recurring Requirements

For training that must be repeated:

1. Set **Expiration Period** on the course
2. When employees complete:
   * Expiration date is calculated
   * Reminders scheduled before expiration
   * Employee must re-complete when expired

### Expiration Reminders

Automatic reminders are sent at:

* 90 days before expiration
* 60 days before expiration
* 30 days before expiration

### Renewal Workflow

1. Employee receives expiration reminder
2. Training coordinator enrolls in renewal course (or auto-enrollment)
3. Employee completes training
4. New expiration date is calculated

***

## Reporting

### Dashboard Metrics Explained

| Metric           | Calculation                      | Action           |
| ---------------- | -------------------------------- | ---------------- |
| Active Courses   | Count of non-archived courses    | Manage catalog   |
| Pending Training | Enrollments not yet completed    | Monitor progress |
| Overdue Training | Enrollments past due date        | Escalate         |
| Completion Rate  | Completed / Total Enrolled × 100 | Track trends     |
| Expiring Soon    | Completions expiring in 30 days  | Plan renewals    |

### Standard Reports

| Report              | Purpose                            | Frequency |
| ------------------- | ---------------------------------- | --------- |
| Training Compliance | Overall compliance status          | Weekly    |
| Overdue Training    | Employees with past-due training   | Daily     |
| Expiration Report   | Upcoming certification expirations | Monthly   |
| CEU Summary         | Credit totals by employee          | Quarterly |
| Course Completion   | Completion rates by course         | Monthly   |

### Exporting Data

1. Navigate to the relevant list view
2. Apply desired filters
3. Click **Export** to download as CSV or PDF

***

## Notifications & Reminders

### Automatic Notifications

| Event              | Recipients           | Timing                 |
| ------------------ | -------------------- | ---------------------- |
| New Assignment     | Employee             | Immediate              |
| Due Reminder       | Employee             | 30, 14, 7 days before  |
| Overdue            | Employee, Supervisor | After due date         |
| Expiration Warning | Employee             | 90, 60, 30 days before |
| Completion         | Employee             | Immediate              |

### Configuring Reminders

1. Navigate to **GR → Settings**
2. Adjust reminder schedules:
   * Due date reminder days
   * Expiration reminder days
   * Enable/disable specific notifications

### Sending Manual Reminders

1. Select one or more enrollments
2. Click **Send Reminder**
3. Employees receive immediate notification

***

## Troubleshooting

### Employee doesn't see assigned training

1. Check if the course is **Active** (not Archived)
2. Verify the enrollment exists and is assigned to that employee
3. Check the employee's role and department match criteria
4. Review RLS policies if using custom roles

### Training reminders aren't sending

1. Verify **Enable Training Reminders** is on in GR Settings
2. Check that the scheduled job is running
3. Verify employee has valid notification preferences
4. Check edge function logs for errors

### CEU credits not appearing

1. Verify the course has CEU credits configured
2. Check that the completion was recorded (not just enrollment)
3. Verify the CEU credit record was created
4. Check for errors in the completion workflow

### Quiz scores not recording

1. Ensure quiz integration is configured
2. Verify the completion form includes score field
3. Check that the score meets passing threshold
4. Review completion record for stored score

***

## Best Practices

### Course Naming

* Use clear, descriptive titles
* Include year for annual training (e.g., "HIPAA 2024")
* Indicate level if applicable (e.g., "Basic", "Advanced")
* Avoid abbreviations unless standard

### Due Date Recommendations

| Training Type         | Recommended Lead Time     |
| --------------------- | ------------------------- |
| New Hire Orientation  | Within 30 days            |
| Annual Compliance     | 30-60 days notice         |
| Certification Renewal | 90 days before expiration |
| Optional Development  | Flexible                  |

### CEU Documentation

* Always record credit category correctly
* Maintain documentation for external credits
* Keep certificates on file for audits
* Verify credit amounts match official requirements

### Enrollment Timing

* Stagger enrollments to avoid overwhelming employees
* Align with work schedules and busy periods
* Consider combining related training
* Use automation for recurring requirements

### Compliance Monitoring

* Review compliance dashboard weekly
* Address overdue training promptly
* Track trends over time
* Report metrics to leadership monthly

***

## Related Guides

* [Training User Guide](./training-user-guide.md) - For employees
* [Policy Admin Guide](./policy-admin-guide.md) - For policy management
* [GR Documentation Index](index.md) - GR module overview
* [Notifications Guide](../pf/notifications-guide.md) - Platform notifications

***

**Need Help?** Contact your system administrator or refer to the platform documentation.