Certification Definitions

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

Use this page to manage definitions of certifications for faculty and students.

You need definitions not only for certifications your institution offers, but also for certifications from other institutions so you can have them for the records of transfer students, graduate students, and faculty.

Desktop Location

You can manage the definitions in Desktop, too, on the Certification Definition window.

Database Location

The definitions are stored on the Certification Definition table (certification_def).

When they're selected on the Student Information Details page, Program tab, they're saved in the Degree History table (degree_history.certification_1, degree_history.certification_2, degree_history.certification_3, and degree_history.certification_4).

Permissions Required

The permission required is "Can manage certification definitions". This permission is available in these roles:

Registrar
Registration Module Manager

Where Certification Definitions Are Used

The definitions are used on Manage Student Program page and the Student Information Details page, Program tab, under the Certifications / Concentrations heading. They're available to select in drop-downs when you edit the details page.

In Desktop, the definitions appear in these locations:

Program Definition window
Student Information window, Degree tab, Degree Programs subtab

Fields

Only Code is required.

Code: Up to 5 characters. Appears in drop-downs with Description, but doesn't appear in the field after it's selected.
Description: Up to 50 characters. Appears in drop-downs with Code, and appears in fields after it's selected.
CIP Code: Defined on the CIP Definition window in Desktop (and planned for a future release of J1 Web). Empty by default. For more information on Classification of Instructional Program (CIP) codes, see the CIP Code topic in Desktop.
Internal: If set to Yes, this is a certification available at your school. If set to No, the certification is not available in the Program Definition window in Desktop. Default is No.
Requires English: Default is Yes.
CIP Code Extension: Defined on the Maintain Table Values window, Column name: cip_cde_ext CIP Code Extension for Majors or Certifications. Available to differentiate certifications that share a CIP Code by state or locality for reporting purposes.
Program Type: As defined in Desktop on the Maintain Table Values window, Column Name: prog_type Program Type for Majors or Certifications.
Start Date and End Date set the time range for the certification.
Prior Program Name: If a program name has changed, the prior name may be required for some state reporting purposes.
Perkins Program: Default is No. Yes indicates that certification receives federal funding through the Career and Technical Education program (Perkins Act).
Program Category: Used for Arkansas state reporting. Defined in Desktop on the CIP Program Category Definition window. Empty by default.
Degree Code: Defined on the Degree Definitions page. Empty by default.
TEACH Eligible: Indicates certifications that are eligible for the federal Teacher Education Assistance for College and Higher Education (TEACH) grant. Default is No.
Institutional Division: Departments or schools within your institution. As defined on the Institutional Division Definitions page. Empty by default.
Gainful Employment: For a now defunct federal report, but your school may track whether a certification is classified as a Gainful Employment program. Default is No.
Medical / Dental / Internship / Residency: A detail of Gainful Employment programs. Default is No.
IDD Support Program: For Texas state reporting (CBM0C1). Indicates certifications for students with intellectual and developmental disabilities. Default is No.
Ministry Related: Indicates certifications related to religious occupations. Default is No.

How To

View Certification Definitions

From the Registration Administration hub, click Hub options.
Click Manage Definitions, and select Certification definitions. The Certification Definitions page opens.
To filter the definitions, enter a phrase in the Quick Filters field. To remove a filter, click its Remove icon .
To sort the definitions, click the arrows at the head of the column you want to sort on.
To see all the fields for a definition, click the Expand icon .

Create Certification Definitions

Only the Code is required.

On the Certification Definitions page, click the Create definitions button. The Create Certification Definitions pop-up opens.
Enter a unique Code. Up to 5 characters. Appears in drop-downs with Description, but doesn't appear in the field after it's selected.
Enter a Description. Up to 50 characters. Appears in drop-downs with Code, and appears in fields after it's selected.
Select a CIP Code (Classification of Instructional Program). Not a required field, but CIP codes are required for federal reports, so it can be helpful to associate the certification with its proper CIP code here.
Internal: Indicates a certification that is offered at your institution. If you want this certification to be listed on the Program Definition window in Desktop, set it to Yes. Default is No.
Requires English: Select No if a student can achieve this certification without any English skill. Default is Yes.
Select a CIP code extension if you need to differentiate between certifications sharing a CIP code.
Select a Program Type.
Start Date and End Date: Make sure the Start Date isn't later than the End Date.
Enter the Prior Program Name if the program name has been changed (and if it's required for state reporting).
Perkins Program: Default is No. Select Yes if the course receives federal funding through the Career and Technical Education program (Perkins Act).
Program Category: Select a category if required for Arkansas state reporting.
Degree Code: Select from the drop-down if you want to associate the certification with a degree.
TEACH Eligible: Select Yes if the certification is eligible for the federal Teacher Education Assistance for College and Higher Education (TEACH) grant. Default is No.
Institutional Division: Select a department or school (within your institution) if you want the certification to be associated with it.
Gainful Employment: For a now defunct federal report, but your school may track whether a certification is classified as a Gainful Employment program. Default is No.
Medical/Dental/Internship/Residency: A detail of Gainful Employment programs. Default is No.
IDD Support Program: Select Yes to indicate a certification for for students with intellectual and developmental disabilities. Default is No.
Select yes or no in the Ministry Related drop-down.
Click either Save and create another or Create and close.

Edit a Certification Definition

Click the Edit icon on the row of a definition. The edit pop-up opens.
Edit the available fields as needed. For descriptions of each field, see the Fields section and the Create Certification Definitions section of this topic.
Click the Update button.

Delete Certification Definitions

Select the checkbox next to each definition you want to delete.
Select Delete from the Options drop-down. The Delete Definitions? pop-up opens.
The Delete Definitions? pop-up lists the selected definitions in two categories:
- Ready to Delete: Definitions that can be deleted.
- Unable to Delete: Definitions that can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one or more of the definitions listed under Ready to Delete, click the Remove icon to remove them from the list.
When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.

Download Certification Definitions

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.