CBC-PROC-210 Version 2 last review date: Apr, 2020
How the Qualification system functions
What is a Qualification?
A Qualification is a catch-all term to represent documents such as licenses, inductions, Police checks, insurances etc that are held by a provider, a technician, or other users of the system.
Why are they required?
Collection of Qualification documents is required to ensure that anyone CBC engages or employs has the correct qualifications and insurances, and has passed any inductions that are required by CBC or CBC’s Clients.
Privacy
Qualifications can include private information. Access to the uploaded documents is strictly controlled and available only to the User to whom it applies, and to the CBC Compliance team, who access these documents in the lawful conduct of their positions. For further information, refer to the CBC CMMS Privacy Policy.
Notifications
Many Qualifications expire. To ensure that up to date records are kept, the system will send notifications to Users to advise and remind them when Qualifications are approaching their expiry date, or have passed it and are now expired. Upon receiving such a notification, you should follow this procedure to upload a more recent version.
| STEP | RELATED STATUS |
|---|---|
| A Qualification has been submitted by a User and is awaiting review and acceptance by CBC. For most users, this will be the only status that can be selected. | Proposed |
| The Qualification has been reviewed and accepted by CBC. | Sighted |
| A previously ‘Sighted’ Qualification has passed its expiry date and is now expired. This is an automatic process. | Expired |
| A new version of a specific Qualification has been submitted, superseding the original. This occurs where an expired Qualification has been replaced by a new version. | Superseded |
1.0 Submitting via your User Profile
- This applies to Qualifications for an individual. For Qualifications for a Provider, see 3. Submitting via Provider Settings.
1.1 Navigate to your User Profile, or that of another user.
1.2 Expand the Qualifications panel.
1.3 Review the Required Qualifications table for outstanding items.
- Depending on what is required to be submitted and how it can be accessed, different buttons will be available to either download a form or follow a link to an external site.
1.4 Click the button to launch the Submit Qualification popup form.
1.5 Complete the form with the required details and upload the corresponding document where
necessary.
1.6 Click the ‘Save changes’ button.
1.7 Save your User Profile via the ‘Save’ button in the lower right corner of the User Profile view
- If you know the Qualification type you wish to upload, or if the Qualification isn’t in the Required Qualification list, you can click the ‘Add’ button to select the Qualification Type manually. Follow the rest of the steps above to complete the upload process
Table 2 – Qualification List Buttons
| ICON | PURPOSE |
|---|---|
| Download Form | Downloads the form associated with the |
| Qualification | for you to complete and upload. |
| [Follow Link] | Navigates you to a web link |
| [Upload] | Launches the Submit Qualification form allowing you to enter the details and upload a document. Continue from step 3. The Submit Qualification form. |
| [View] | View the document that has been uploaded |
2.0 Submitting a Qualification via the Qualification List
The Qualification List provides a list of all Qualifications uploaded. It is not available to all Users and will only show Qualifications related to your Parent. It is designed for use by administration staff that manage Qualifications for many Users.
2.1 Navigate to the Qualification List.
2.2 Utilise the filters to find entries you wish to upload Qualifications for.
2.3 Click the button to launch the Submit Qualification form.
2.4 Complete the form and click the save button to commit changes.
2.5 Repeat the process for the any other Qualifications you wish to upload.
3.0 Submitting a Qualification via Provider Settings
- This applies to Qualifications for a Provider. For Qualifications for a user, see 1. Submitting via User Profile.
- Only higher-level Provider users will have access to perform this task.
3.1 Navigate to Provider Settings.
- Navigation Panel > [Provider Name] > Settings
3.2 Expand the ‘Qualifications’ panel
3.3 Click the ‘Add’ button to launch the Submit Qualification form.
3.4 Complete the form and click the save button to commit changes.
3.5 Repeat the process for the any other Qualifications you wish to upload.
4.0 The Submit Qualification form
| FIELD | REQUIRED INPUT |
|---|---|
| Category | The category of the Qualification type. Depending on how you opened the Submit Qualification form, this may be pre-populated. |
| Name | The Qualification Type. Depending on how you opened the Submit Qualification form, this may be pre-populated. |
| Card/License No. | The identification number associated with the Qualification, this could be a card or license number, or some other serial provided by the Issuer. It should be entered where applicable but is not a required field as it is not relevant to many Qualification types. |
| Issuer | The issuer of the Qualification. |
| Date of Issue | The date the Qualification was issued. |
| Expiry Date | The date the Qualification will expire according to the issuer or document. |
| Status | The status of the Qualification. This will default to ‘Proposed’ until it has been reviewed by the CBC Compliance team. |
| File Dropzone | Allows the ‘drag & drop’ of a file to be uploaded. The area can also be clicked to launch a file browser window. |
| Document Name | When a file is uploaded, this will be populated with the filename. |
| Download Form button | Where the Qualification type requires the submission of a form, this button will allow you to download the form you need to complete. |
| Follow Link button | Links to an external web page relevant to the submission of the Qualification, such as the issuers website. |
| Close button | Close the form and discard changes. |
| Save Changes button | Save the changes (you will still need to save the User Profile) |