Cloud AMS provides you with a way to keep track of your members’ Code of Ethics requirements/designations and whether or not requirements have been met for the current COE Cycle. Education Tracking is an internal process and does not transmit or report Code of Ethics information to any other entity. This article will address Code of Ethics tracking.
Education Tracking records can be manually updated from the member record itself. Do not use this process if you are going to use the Education Tracking Utilities since the utility will revert all of your manual changes. You should either update records manually or by using the utilities but never do both.
Setting Up Education Tracking
Cloud AMS provides a Getting Started guide for Education Tracking. Each button in the Getting Started guide is a shortcut to a form or module in the system. As you complete the steps, a check mark will display and you can easily pick up where you left off if you are called away from the process. To perform each step, simply click the corresponding button.
Step 1 – Create the Education Category
From the Education Requirements Setup Table, press “Ctrl-E” to create a new category.
Your state will appear by default. Press “F5” to zoom and select your category type. For COE tracking, use the “C” code. Category ID is a freeform field and should have a structure that is easily recognizable, such as COEC6 (code of ethics cycle 6). Enter your description. The Term Code controls the method of calculation when using this category. For COE, we will select “F” for Fixed. Enter the date range 01/01/19 thru 12/31/21, which is the period during which members are required to complete Code of Ethics for this cycle.
Next, you will assign Courses to the Category. Any Education Course that qualifies to fulfill COE requirements must be entered in the Category Requirements Form. Click the “Requirements” button and under Category Groups, enter the Required Credits for the Category.
Under Group Required Courses, press “F5” to locate the qualifying course and enter the number of credits your course will fulfill. Mark the Course with “Y” under the Create Tracking field. Repeat this step for any course which qualifies to fulfill Code of Ethics requirements.
Note that Course Setup is very important!
Before adding a Course to a Tracking Category, be sure that it is set up correctly. The Course Type should be set to “ACC” (Accredited). Click on Certification Info and press “F5” to select your state in the State field, then enter the number of Credits the course is worth.
Step 2 – Create Member Tracking
This utility will add the education tracking line on the qualifying member record. Press “F5” to zoom into the Update Option field and select option “2” (By Association/Billing Type). Zoom into the Continuing Ed Type field and select option “C” (Continuing Education Tracking), then select your state. Press “F5” to zoom into the Category field and select your Category for the current cycle, then select your Association ID. In this case, the Category is COEC6 and Association ID is MCAR.
The next step is to zoom into the Billing Type field and use the Multiple Billing Type Selector to select your qualifying Billing Types.
Only Realtor Members should have an Education Tracking line on their member record.
Tracking is created so that the record is in the “P” (Pending) Status with no Completion date. From the Member Information Form, click the “Req. Tracking” icon in the Actions bar to see the tracking record.
Now that members have the education tracking line on their record, it’s time to update the line for all members working toward fulfilling the COE requirements.
Note that Class Setup and Registration Records are important!
Any Class which is assigned to a qualifying course must have a Start Date and End Date in the past in order for Cloud AMS to pick up the registrant when you run the Education Tracking utilities.
Member Registration must have Attended set to “Y” (Yes) and a Grade set to “P” (Passed). The “P” Grade should be set up with a Credit/No Credit value of “CR” (Credit).
Step 3 – Update Member Tracking
Type will be set to “C” (Continuing Education Tracking). Enter your State and select the current Category. The Status will remain “P” (Pending) so that qualifying members in the Pending status are picked up and changed to the Completed status. Leave the Member # and Office # fields set to “All Members” and “All Offices” respectively.
Modify the Start Date “From” and “Thru” fields to reflect your current Tracking Cycle. For example, start with the beginning of the cycle, 01/01/19, and go through the current date. Do not enter a future date the “Thru” field. Skip the other date sections.
Leave the “Set Completion Date to” field as “Last Class Completed Thru” and leave today’s date entered here. Then click the “Update” button.
Once the update has completed, you will be provided a report displaying the members who have been updated from a Pending status to a Completed status.
Step 4 – View Member Tracking
View member Education Tracking any time from the Education Requirements Tracking Form. This form lists your members alphabetically, by name. Locate a member to see whether they have completed their ethics requirements at a glance. Use the radio button to view all members, with or without tracking records. Narrow your selection by clicking the “Only Members with Tracking History” radio button.
Step 5 – Send Certificates
This final step is optional and can be performed if you want to create a mail merge in Microsoft Word to send certificates to members who have completed their COE training.
Use the Education Tracking Merge Form to create a data file so that you can send letters or certificates to the members who have fulfilled the requirements for a category.
Education Tracking Report
Run the Education Tracking Report any time to determine which members have completed their COE education and which members are still pending.
You can run the report for members in the Pending status, Completed status, or both. Always elect to include members without registrations since you want to track all of your Realtor members and not just those who have registered for a class with you.
