Employee Education
One record per qualification a man holds: the degree or diploma, the level, the institution, the dates and the result. It is what a position's minimum qualification is checked against, and it is the list a promotion panel reads.
What it is for
A qualification is one of the three things a promotion or a transfer is argued on, with experience and skills. Holding it as structured records rather than a line in a remarks field is what lets HR answer a question like which of our supervisors has a textile engineering degree without opening fifty files.
Each record is one qualification: what it is, what level it sits at, where he studied it, when he started and finished, and what he scored. The result is two fields, a number and the scale it is out of, because a 3.42 means nothing without the 4.00 next to it and a 72 means nothing without the 100.
A qualification being studied now is recorded with In Progress ticked and no end date. That is how a man doing an evening MBA appears on the list before he finishes.
The same records appear on the education tab of Employee Basic Information.
Every field, in plain words
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Employee | Whose qualification this is | EMP-0427 Imran Qureshi | Required. Pick him from the list |
| Education | The qualification itself | BSC-TEX BSc Textile Engineering | Required. Pick it from Education |
| Major | The subject or specialisation | Spinning Technology | Required |
| Education Level | What level the qualification sits at | BACH Bachelor | Required. Pick it from Education Level. This is what a position's minimum qualification compares against |
| Institution | Where he studied | NTU-FSD National Textile University Faisalabad | Required. Pick it from Institution |
Dates
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Start Date | When he started | 01-Sep-2009 | Required |
| End Date | When he finished | 30-Jun-2013 | Leave it empty while the qualification is still in progress |
| Duration | How long the programme runs | 4 | |
| Duration Type | The unit of the duration | Year | Day, Month, Year |
| In Progress | He is still studying it | Unticked for a completed degree | Tick it for an evening or distance programme under way |
Grade Point Average
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Average | The result he achieved | 3.42 | |
| Scale | What the result is out of | 4.00 | Always fill it. A result without its scale cannot be compared |
Credit
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Credits Completed | How many credits have been passed | 136 | Useful for a programme in progress |
| Credit Hour Basis | How credits are counted | Semester |
How to configure it
- Set up Education, Education Level and Institution first. All three are picked, not typed.
- Open this screen, create a record and pick the employee.
- Pick the qualification, the level, the major and the institution from the certificate the joiner brought.
- Enter the start and end dates, and the duration with its unit.
- Enter the result and the scale it is out of.
- For a qualification under way, tick In Progress, leave the end date empty and enter the credits completed so far.
- Save, and repeat for each qualification, usually matriculation, intermediate and then the degree.
Scenarios
A supervisor is doing an evening MBA
One record with In Progress ticked, no end date, and the credits completed updated as he goes. When he graduates, untick In Progress and enter the end date and the final result.
We need to know who meets the minimum qualification for a supervisor position
The comparison is on Education Level, which is why it is a picked list and not free text. Set the minimum level on the Position and the levels recorded here are what it is checked against. A degree recorded with no level cannot be compared.
A joiner's result is a percentage and another's is a CGPA
Both work. Enter 72 with a scale of 100 for the first and 3.42 with a scale of 4.00 for the second. Without the scale the two numbers look like one is twenty times the other.
The same degree was entered twice
The second save is refused. A qualification is identified by the employee, the qualification and the level together, so the same degree cannot be entered twice. Edit the existing record.
What it is connected to
- Education, Education Level and Institution supply the lists.
- Position holds the qualification a job requires, and the Education Level here is what that is compared against.
- Employee Basic Information shows the same records on its education tab.
- Employee Certification and Employee Courses hold the shorter qualifications: certificates that expire, and courses taken.
- Recruitment Applicant is where education is first captured, before hiring.
If something looks wrong
- "It says it cannot be duplicate" - the same qualification at the same level already exists for this employee.
- "A man with a degree is not matching the position requirement" - the Education Level on his record is empty or wrong. The match is on level, not on the qualification name.
- "The results look wrong when compared" - a scale is missing on one of the records. The number alone means nothing.
- "A qualification in progress shows no end date" - that is correct. Leave it empty and tick In Progress until he finishes.