Maintain - Update Education

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Distribution

Chief Human Resource Officer

UVA HRMS Records Specialist

UVA HRMS Records Manager

UVA HRMS Specialist

UVA HRMS Faculty/Staff Reviewer

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Date Tracking

IS HRMS
N ® People Enter & Maintain
Decision

1. If the current effective date is the date you wish to use, click on the [No] button. If not, click on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on [OK].

Finding an Existing Person

2. Enter all or part of the person's last name in the Full Name field, using the wildcard character (%) as desired, to restrict your search.

3. Click on the [Find] button.

4. If the person is found in the database compare the first name, last name, social security number, or other known information with that in the database to ensure that it is the correct person.

Schools and Colleges Attended

Note: If you enter a Schools and Colleges record you MUST enter a Qualifications record, also.

5. Click on the [Others...] button.

6. Select Schools and Colleges Attended from the list of values and click on the [OK] button.

7. Complete the following fields.

School or College: Use the list of values to select the name. Enter the most recent school or college first. Do not enter a school or college that does not appear in the list of values. If the school or college is not in the list of values email is-help-staff@virginia.edu with the name of the school, the location/country, and the url for the school cut and pasted in the email, after translating to the English version to have it added to the list.
Start Date: Enter the start date of attendance. If the specific month and day are not known, use September 1 with the years provided.
End Date: Enter the end date of attendance. If the specific month and day are not known, use May 30 with the years provided.
Full time: Leave blank.

8. To enter additional schools and colleges, click on the next blank line record and complete the fields as indicated above. Enter as many schools and colleges and types as you need.

It is also important NOT to copy a School or College (shift F5) from one line to the next. If an employee went to the same educational institution for different degrees, you must always select it again from the List of Values.

9. Save your work.

10. Close the Schools and Colleges Attended form.

Entering Additional School and College Information

You will enter further school and college information in the Qualifications form.

Note: If you enter a Qualifications record you MUST enter a Schools and Colleges record, also.

11. Click on the Others... button.

12. Select Qualifications from the list of values and click on the OK button.

13. If there are existing qualifications, create a new qualifications record by selecting the New Record button (green plus sign) on the toolbar.

14. Complete the following fields on the Qualifications form.

Type: Use the list of values to select type of degree. Enter the most recent degree first. If the degree is not in the list of values, contact the UVa Helpdesk at 924-help to request to have it added to the list.
Start Date: Enter the start date of attendance. Enter the same start date that you entered on the Schools and Colleges form.
Title: Enter the major and minor areas of study.
End Date: Enter the end date of attendance. Enter the same end date that you entered on the Schools and Colleges form.
Status: Enter the status of the degree or studies. (Required)
Awarded Date: Leave blank.
Grade: Enter the number of credit hours. For example, 120 credit hours.
Projected Completion Date: Enter a projected completion date if the degree has yet to be awarded.
Establishment: Use the list of values. This field will automatically populate based upon the dates entered on this form and the Schools and Colleges Attended form.
Group Ranking: Leave blank.
Awarding Body: Leave blank.
Further Information: Leave blank.

15. Click in the Additional Qualification Details flexfield to the right of the Comments field. (School of Medicine only)

16. Complete the following field.

Specialty: Use the list of values to enter the specialty.

17. Click on the [OK] button.

18. Save your work.

19. Close the Qualifications form.

Effective: 11/04/09