This article answers Frequently asked questions about the enrollment schedule that can be set for your annual training classes (Team: Enrollment options for annual training in a curriculum)
1. How does the scheduler determine the training schedule?
The schedule is based on each caregiver’s annual training due date, which is automatically determined by the enrollment settings selected in the Curriculum tool. The system ensures that all classes are made available at least one month before the due date.
Example:
-
If the annual training due date is February 2nd, the final class will be released on January 1st.
2. Can I use different scheduling settings for each training group?
Yes! Each group has a curriculum assigned, and within you can find the Annual Schedule button, that allows different settings per track.
3. Can I customize the order in which classes are released?
Yes! Use the Reorder Classes feature in the Curriculum Management tool to customize the release sequence.
4. When will Annual classes start releasing for caregivers?
-
For caregivers currently taking initial training: Caregivers must complete their initial training classes first, once completed, Annual enrollments will start the month after they complete their initial training.
-
Example: If a caregiver completes initial training on January 15th, their first annual training class will be released on February 1st.
-
-
For caregivers with overdue annual training: All classes will be released immediately.
-
For caregivers with non-overdue annual training: The first set of classes will be available upon enrollment, with subsequent classes released on the 1st of each following month.
5. Can I set specific due dates for each class?
No. The due date for all classes in the annual training bundle will be the same.
6. Can I schedule seasonal training using the scheduler?
No, the monthly scheduler does not support seasonal or quarterly training. Agencies requiring seasonal training should opt out of the Curriculum tool and manually assign training using the Add Class and Class List features. Note: This removes automation for annual compliance training.
7. How does the scheduler handle shorter timeframes?
If a caregiver's due date is sooner than 12 months, the scheduler will adjust to ensure that all required classes are assigned on time.
Example:
-
Dashboard Settings:
-
Universal due date: September 1st
-
Annual curriculum: 10 classes
-
Scheduler setting: 1 class per month
-
-
Caregiver added on April 5th:
-
April 5th: Class 1 released
-
May 1st: Class 2 released
-
June 1st: Class 3 released
-
July 1st: Class 4 released
-
August 1st: Classes 5-10 released (to meet the September 1st deadline)
-
8. Can I see when a caregiver’s next class will be available?
Yes! Each caregiver’s profile in the CareAcademy dashboard displays the release schedule for their annual training classes. (Note: These release dates become visible only after initial training is completed.)
9. Will caregivers be notified when new classes are available?
Yes! When a new class is released, caregivers receive an automated email and text message.
10. Will caregivers receive training reminders?
-
60 days before the due date: Automated reminders begin.
-
More than 60 days before the due date: When the class becomes available, a single notification is sent.
Important Considerations
-
Existing Users & Training in Progress: Caregivers who started earlier, have ongoing training, or had classes manually removed or waived may see variations in scheduling. The system ensures changes do not disrupt progress or override prior manual adjustments.
-
Manual Adjustments by Admins: If an administrator manually modifies a caregiver’s training schedule, the scheduler will adjust accordingly to prevent conflicts.
-
1st enrollment(s): The first enrollment will occur the same month that the due date is set to. If set every 1 month, the next enrollment(s) happens on the 1st day of the next month:
Example:
- If a global due date is set to 12/31 and a caregiver is up to date, the 1st enrollment(s) will happen on 12/31, and if set to every 1 month, the 2nd enrollment will be scheduled for 01/01
For additional support, contact CareAcademy Support