CA State – Submit Credit Request - Genius Enterprise Legacy/Custom

*Please note that if you have customized your instance of Genius, your site might operate differently.

The Credit Request feature allows users to request credit for learning activities that are not associated with a course in the system.

This feature can be used to submit credit for various types of professional development activities, such as:

• external courses 
• seminars 
• conferences 
• articles or publications 
• other professional learning activities 

After the request is approved, the training name appears in the user’s transcript as a record. It is not associated with a system course and does not appear as a course enrollment in reports.

Learner Side

To submit a Credit Request as a learner:

Learners can request credit by completing the Credit Request form and uploading proof of completion.

1. Log into the Learner Dashboard and locate the External Training menu on the left (the name may vary based on your organization's settings). 

   

2. Click on the menu to enter the interface. Choose the Request Credit option. 

3. On the page, you will see the Request New Credit button. Any previous requests will also be listed in this area. 

   

4. Click the Request New Credit button to complete the form and submit the request. 
5. Complete the required fields:
   • Completion Date 
   • Course (enter the title of the activity) 
   • Description 
   • Leadership Requirements

          Optional fields may include:

• Contract 
• Amount to be charged 
• Equivalent Course 
• Training Hours Completed 

*Since the activity may not exist in the system, learners can enter any relevant title or name for the activity. 

6. Upload proof of completion (for example, a certificate or documentation). 
7. Click the Submit button to send the request for approval. 

If the request is successfully submitted, the learner will see the request with the status “WAITING_REVIEW”, indicating that it has been sent to the approver for review.

Once the action is taken on the request:

• If the request is approved, the learner will be marked as completed for the request and will receive a confirmation email. The approved credit request will be moved to the Completed External Courses widget on the learner dashboard with the completion date specified during submission. The appropriate status will be displayed in the External Training – Credit Request menu, and the record will appear in the learner’s Transcript. 
• If the request is denied, the learner will receive an email notification stating the decision. 

Administrator Side

Administrators have full access to configure and manage several aspects of the Request Credit module.

1. Customize the Menu Name on the Learner Dashboard

Administrators can rename how the module appears to learners by navigating to: 
Administration > Themes > Front End Pages – Labels 
(label: External Training)

For example, the menu may appear as “External Training,” “Credits,” or any other custom label defined by the organization.

2. Enable or Disable the Module for Learners

The module can be hidden from the learner interface if it is not in use.

To disable it, navigate to: 
Administration > Access Setup > Learner > External Training > Request Credit

Uncheck the corresponding box to remove learner access.

3. Edit Notification Emails

All system emails related to the module can be customized under: 
Administration > Default Templates

Relevant templates include:

• AUTO_CREDIT_REQUEST – Sent to the approver when a request is submitted. 
• AUTO_CREDIT_REQUEST_DENIED – Sent to the learner when the request is denied. 
• AUTO_CREDIT_REQUEST_APPROVED – Sent to the learner when the request is approved. 

4. Manage Requests Through the Reports Interface

Administrators can view and manage all learner submissions in: 
Reports > Requested Credit

Within the report, administrators can:

• Approve or deny requests using the action buttons at the bottom of the report 
• Download submitted certificates for review 
• Filter and export request records in Excel or .csv format 

Access to this report can be granted to other roles (e.g., managers or training office staff) as needed.

How approvers are assigned (Administrator configuration)

Administrators define which roles can approve credit requests through the parameter: 
REQUEST_CREDIT_APPROVER_ROLES

This parameter stores a comma-separated list of role indexes. 
Only users assigned to these roles will receive the notification that a learner has submitted a credit request.

Please note that any user — regardless of role — can approve or deny a request as long as they have access to the Requested Credit report. The parameter only controls who receives the notification and is considered an approver, not who can perform the action. 
The report displays requests based on the affiliation the approver is assigned to.

How to find the role index 

To identify the index of a specific role: 

1. Go to Reports > Query Builder.  
2. Select the report Role Index from the list.  
3. Run the report to view the list of roles and their corresponding indexes.  

Alternatively, running 
select * from roles 
(from the database level, if applicable) will show the same index values. 

Administrators then enter these indexes in the REQUEST_CREDIT_APPROVER_ROLES parameter. 

Approver View

Approvers receive an email notification when a learner submits a credit request. All requests should be reviewed and processed through the report only. The visibility of requests in the report depends on the affiliation the approver oversees. 
 
Approving via Reports

If access to reports has been granted by an administrator, supervisors, or managers can approve requests by navigating to:

Reports > Requested Credit

From this report, approvers can:

• View all submitted credit requests 
• Approve or deny requests using the action buttons 
• Download the attached documentation for verification 

Once approved, the request is moved to the learner’s transcript and appears in the External Courses widget on the learner's dashboard.

Available actions (e.g., approve, deny, download) may vary depending on how the system administrator has configured access for the role.

The system administrator is responsible for assigning access to this report based on organizational requirements.