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External Classes - Student
Home Page > My Record > External Classes
The External Classes section is where Students (Employees) can go to make requests for training classes that are not offered by the organization or in house. Security permissions for this section of the Student Home Page is determined in the Security > Home Page setup.
What is displayed in this section?
How do I add an external class request?
How do I complete an external class?
How do I see the details of a class?
What else do I need to know about external class?
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The Instruction bar at the top of the page is collapsible. This message is used to help understand what actions can happen from this section of the system or any other messages that need to be displayed. If you understand the instructions/messages and do not wish to see them anymore, you can collapse this section, freeing up some space on the page.
The columns of information displayed in the 'External Classes' section is to help you identify each external class record listed. To track each course request, look to the Status column. To see only the requests for the current year, check the Show current year only checkbox.
| Column Name |
What the Information Is |
Actions Available |
| Request Date |
The column indicates the date the external class was requested. |
The column is sortable by clicking on the 'Request Date' link. Additionally, you can sort by ascending/descending order. |
| Provider |
The column indicates who is providing the external class. |
The column is sortable by clicking on the 'Provider' link. Additionally, you can sort by ascending/descending order. |
| Class Name |
The external class name is displayed here. |
The column is sortable by clicking on the 'Name' link. Additionally, you can sort by ascending/descending order. |
| Date |
The column displays the start date when the external training class starts. |
The column is sortable by clicking on the 'Date' link. Additionally, you can sort by ascending/descending order. |
| For Requirement |
The column displays the outstanding requirement that the external training class satisfies is there is one. |
This column is sortable by clicking on the 'For Requirement' link. Additionally, you can sort by ascending/descending order. |
| Status |
This is the overall status of where the student is with the external class request for the training class entered. |
There are few statuses you can see here:
- Pending Approval - This status is the initial status for external class approval requests. It kicks off the approval process.
- In Progress - This status is what the request gets when the external class request has been approved. It will remain at this status until you have the information to complete the class.
- Complete - Once you enter the information to indicate that it is complete, this is the final status for the training class.
- Approval Denied - If the approval for the external class is not approved, this is the status you will see.
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Before adding an external class request, it is important to understand your organization's guidelines for what is needed for consideration of the request and what is needed to show completion to get credit. Once you understand the guidelines and what is needed, click the 'Add new record' link at the top left-hand side of the table. There are up to three (3) tabs of information to fill in as need by the organization.
- General Tab - This is where the majority of the information needed for the external class request is added. This tab is standard in Cyber Train meaning that your organization cannot change, delete or add fields to this tab.
- Miscellaneous Tab - If your organization has specific/custom fields needed to be filled in that is not covered by the standard fields in the General Tab, you will need to fill out information here.
- Attachments Tab - This is the tab where you will need to download/attach all supporting documentation for the external class request (training class information, how grading will work, receipt for payment, etc...) Acceptable attachment file types are: .doc, .pdf, .jpg, and .png.
Here is an example of what an external class request could look like:
| Column Name |
What the Information Is |
Actions Available |
| Request Date |
Defaults in Today's Date as the request date. It can be changed as needed. |
N/A |
| Class Name |
Enter the name of the training class you want the external class read in this field. |
N/A |
| Provider |
Enter the name of the vendor, college and/or company who is providing this training class. |
N/A |
| Start Date |
Enter the date the training class is scheduled to start. |
N/A |
| End Date |
Enter the date the training class is scheduled to end. |
N/A |
| Cost |
Enter the amount this training class costs. |
N/A |
| Related To |
This Requirement/Credential field is to help the approvers to know if this request is related to your job or not. |
If this field is left BLANK, nothing happens. If 'Requirement' or 'Credential' is selected, the page refreshes so that the next field 'Name' can be updated accordingly. |
| Name |
This drop-down field displays either all the eligible outstanding requirements or eligible credentials to the student if the 'Related To' field has a value in it. |
N/A |
| Reason |
This open text field is where you can enter any addition information you want the approvers to consider when approving your external class request. This is also a great place to enter information if your request is not job related. |
N/A |
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Before completing the training class information, be sure you know what your organization is looking for to give you credit for the training class, especially if you are getting reimbursement for the external class. Typically, the instructions in this area helps you to understand what is needed but it is good to know the guidelines too.
When you are ready, click the 'In Progress' hyperlink in the 'Status' column to complete the training class.
- Complete Date - This date is defaulted in upon clicking the 'In Progress' hyperlink. If it needs to be changed, you can.
- Grade - Enter the correct grade as given by the instructor for the class.
- Miscellaneous Tab - Enter the information here as needed.
- Attachment Tab - Enter the attachments needed by your organization to give you credit for the class.
Upon completion of the Complete Date and Grade you will conclude the external class training record.
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If you want to see more information about a class request, click on thePencil icon to the left of the class name in the table. The Pencil icon is an edit icon and it opens a Read-Only view of the class request.
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This section creates approval messages in the Messages section for your manager and/or training administrator located in the left-hand menu bar of the Home Page. You will not see this in your view but each request you make will start an approval process.
Additionally, if the Alerts feature setup for reminder external class requests, automated reminder emails might be sent out to your manager, and/or training administrator should they not have approved the request within a timely manner.
See also
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