Purpose Statement

The certification management feature allows administrators and supervisors to maintain accurate, up-to-date records of personnel certifications within First Due. This functionality ensures compliance tracking, renewal monitoring, and comprehensive documentation of all required credentials for Fire/EMS personnel.

Background Information

Certification tracking is critical for maintaining operational readiness and regulatory compliance in Fire/EMS departments. This feature provides centralized management of all personnel certifications, including EMT credentials, CPR certifications, HAZMAT training, driver certifications, and specialized training completions. The system maintains detailed logs of certification updates and supports attachment storage for official documentation.

Required Permissions

Personnel Records

• Edit personnel
• Create personnel
• Delete personnel
• Read Own Personnel
  

Video

Step-by-Step Guide

Navigating to Certifications

1. Navigate to Personnel > Personnel List
   

1. View all personnel in the department from this screen
2. Select the pencil icon to the right of the personnel member you want to update
   

1. Select the Certifications submenu from the list that appears on the left side of the screen
   

Adding New Certifications

1. Select "New Certifications" from the top of the screen
   

1. A pop-up window will appear with the following fields:
   • Certification
   • Issued Date
   • Expiration Date
     
   • User Certification ID 
     
   • Description
   • Attachments
     

Selecting Certification Type

1. Choose from existing certifications currently listed under the Training Module, or
   

1. Add a new certification type by selecting the plus sign (+)
2. When adding a new certification type, additional fields appear:
   • Certification ID - Can be a short code (e.g., FF1) or the ID listed on the certification
   • Certification Type
     

Note: Adding a new certification in the Personnel Record will automatically add the certification to the Training Module.

Setting Dates

1. Enter the Issued Date of the certification
2. Enter the Expiration Date, or
3. For certifications with no expiration date (e.g., NIMS training), select the "no end date" checkbox
   

Note: The "Required" indicator will still appear next to expiration date, but it is no longer required when "no end date" is checked.

Adding Attachments

1. Click the section below "Attachments" to browse for files on your computer, or
2. Drag and drop the file directly into the attachment box
   

Saving New Certifications

1. Select "Save" after entering all required information
2. Verify the green confirmation box appears confirming the certification was saved
3. Confirm the certification appears in the certification list

Viewing Existing Certifications

1. Select the eye icon to the right of any certification
   

1. Review the certification log that appears in the pop-up window
2. View all historical updates, showing previous Issued Dates and Expiration Dates
3. Delete individual log entries by selecting the trashcan icon if needed
4. Confirm deletion when prompted
   

Editing Existing Certifications

1. Select the pencil icon to the right of the certification you want to edit
   

1. Update the fields that need modification in the pop-up window
2. Select "Save" to confirm changes
   

Deleting Certifications

Single Deletion

1. Select the trashcan icon to the right of the certification
2. Confirm deletion in the pop-up window by selecting "Delete"
   

Bulk Deletion

1. Select the checkboxes to the left of the certifications you want to delete
2. Select the trashcan icon at the top of the checkbox column
3. Confirm deletion of selected records by selecting "Delete"
   

Best Practices

• Regularly review and update certification expiration dates to ensure compliance
• Attach official certification documents when available for verification purposes
• Use consistent certification naming conventions across the department
• Set up renewal reminders well in advance of expiration dates
• Maintain detailed logs by avoiding unnecessary deletion of historical records
• Verify certification requirements with your department's training officer before adding new certification types
• Use bulk operations when updating multiple certifications to improve efficiency

Troubleshooting & FAQs

Q: Why can't I see the Certifications submenu? A: Ensure you have proper Personnel Management permissions and have selected the pencil icon to edit the personnel record first.

Q: What happens when I add a new certification type? A: New certification types added through Personnel Records automatically appear in the Training Module for future use across all personnel.

Q: Can I recover deleted certification logs? A: Deleted certification logs cannot be recovered. Consider the historical value before deleting any log entries.

Q: Why does the expiration date still show as required when I check "no end date"? A: This is a display issue - the field is no longer actually required when "no end date" is selected, despite the visual indicator.

Q: What file types can I attach to certifications? A: The system accepts common file formats including PDF, JPG, PNG, and DOC files for certification documentation.