The system can assign credits to a registrant in two ways, from the event or the sessions. Assigning credits from the sessions, of course, is only applicable for events with sessions.
Assigning credits to registrants is handled at the event level. So, some can be setup to assign credits from the event, while others can be setup to assign credits from the sessions.
For the purpose of this document the term “event” refers to credits found in Credit Hours on the Name tab and the credit breakdown on the Credits tab (if applicable). The term “sessions” refers to credits found on the Credits sub-tab of the Sessions tab.
Credits assigned from the event
Enter the total CPE credit hours for the event in Credit Hours on the Events file maintenance Name tab.
If your association breaks the credit hours down into categories, enter that information on the Credits tab in Events file maintenance. The example above shows that the 8 total hours the event is eligible for are broken down into 6 hours of Accounting and Auditing and 2 hours of Specialized Knowledge.
When a registration is entered, the credits on the event, at that time, are entered into the event ledger record for that registrant. That includes any categories on the Credits tab.
Note: The event ledger for a registrant can be seen by going to the Event tab of the Names record and highlighting the row for the registration in the grid. The ledger fields are on the two sub-tabs in the lower right. The Credit Hour Information sub-tab shows the credit information.
So, if your society does not break the credit hours down into categories and Credit Hours on the Name tab has 8 total hours, the event ledger for a registrant would show Total Hours of 8.
If your society does break the credit hours down into categories, the event ledger for a registrant in the examples above where the Name tab has 8 total in Credit Hours on the Name tab and a breakdown of 6 hours of Accounting and Auditing and 2 hours of Specialized Knowledge on the Credits tab would show Total Hours of 8 and a credit breakdown of Accounting and Auditing 6, and Specialized Knowledge 2.
Credits assigned from the sessions
To have the credits assigned from the sessions, first go to the Credits tab in Events file maintenance and check the Calculate Sessions box.
Note: The Calculate Sessions check box is only visible if Sessions on the Name tab is set to Yes.
This field is the trigger that tells the system to ignore any credit information setup on the event and to only look at credits setup on the Credits sub-tab of the Sessions tab in Events file maintenance. So when Calculate Sessions is checked any credit information entered on the Credits tab will be ignored.
Second, for each session that is eligible for credits, enter the applicable credit information on the Credits sub-tab of the Sessions tab.
If your association does not break credit hours down into categories, enter the total credits for the session in the first Credit Hours field.
If your association does break the credit hours down into categories, enter the applicable categories and hours for the session in the Credit Category and Credit Hours fields.
When a registration is entered, the credits, at that time, on the session(s) the person registered for are entered into the event ledger record for that registrant. That includes any categories from the session(s) on the Credits sub-tab.
Note: The event ledger for a registrant can be seen by going to the Event tab of the Names record and highlighting the row for the registration in the grid. The ledger fields are on the two sub-tabs in the lower right. The Credit Hour Information sub-tab shows the credit information.
So, from the examples above, if your society does not break credit hours down into categories and the person only registered for session 001 their event ledger would show Total Hours of 2.
If your society does break credit hours down into categories and the person only registered for session 002 their event ledger would show Total Hours of 2 and a credit breakdown of Personal Development 1 and Taxation 1.
If after the initial registration is entered the Session Registration routine is used to modify the session(s) the person is registered in the registrant’s event ledger is updated to reflect the credits from the current session registrations.
The Reconcile Attendance routine will run differently depending on how the credits are setup. When the credits are assigned from the sessions there is no need to review credits on all the registrants because the credits are already assigned by looking at the current session registrations. Note: If assigning credits by sessions, be sure that if a person did not attend a session they were registered for that the session registration for that person is removed using Session Registration. As noted above when the sessions are edited, the registrant’s credits will be updated so they do not receive credits for a session they did not attend.