MIT - EHS

Maintaining course equivalents and course options

When adding or updating courses within EHSWEB, note that there are two levels of course definition:

As you use the web-based interface for defining courses, you'll need to know the meanings of the various fields within each course or other equivalent and course option.

Definitions of fields for course equivalents

Field nameDescription
Course equiv code This is the code by which the course equivalent will be identified. It can be 1-15 alphanumeric characters. Each course equivalent must have a unique code. An error message will be displayed if you try to create more than one course equivalent with the same code. The code for a course can be changed, as long as the new code is unique.
Name The long name of the course or other equivalent. Can be up to 50 characters.
Short Name A short name of the course or other equivalent, which may be useful for reports where there is limited space on the screen. Up to 20 characters.
Expire days Can be blank, or contain a number of days. This is the number of days after which a person needs to retake the course. If blank, it means that the course does not need to be repeated.
Prerequisites Not implemented yet. In the future, we will allow you to indicate one or more prerequisite course equivalent codes. This will mean that a trainee may be required to complete one or more prerequisite courses before starting a given course. Note that prerequisites will be set at the course or other equivalent level, not at the course option level, but the rules set for a course or other equivalent will apply to all related course options.
Status Active or Inactive. Normally this is set to "Active", meaning the course or other equivalent is currently offered. If you want to phase out a course or other equivalent, so that we still keep track of it for historical reasons, but want to stop offering the course, then set this to "Inactive". Also, note that you cannot delete a course or other equivalent if there are records for active MIT people in the system that refer to it. In this case, the only way to indicate that the course or other equivalent is no longer currently offered is to mark it Inactive.

Definitions of fields for course options

Field nameDescription
Course option code This is the code by which the course option will be identified. It can be 1-15 alphanumeric characters. Each course option must have a unique code. An error message will be displayed if you try to create more than one course option with the same code. The code for a course can be changed, as long as the new code is unique.
Name The long name of the course option. Can be up to 50 characters. When you create a new course option under a given course or other equivalent, this field will automatically be filled in from the name of the course or other equivalent. If there is more than one course option under a given course equivalent, We recommend that you modify each course option name (by adding "web", "live", or some other indication) to differentiate one course option from another.
Short Name A short name for the course option, useful for reporting. Can be up to 20 characters. When you create a new course option under a given course or other equivalent, this field will automatically be filled in from the short name of the course or other equivalent. If there is more than one course option under a given course equivalent, We recommend that you modify each course option short name (by adding "web", " live", or some other indication) to differentiate one course option from another.
External course code This is a different code by which the course is referred in an external system, such as Traincasters. Up to 15 characters.
Expire days Can be blank, or contain a number of days. This is the number of days after which a person needs to retake the course. If blank, the expire days field from the parent course or other equivalent is used.
Is Base Course Y or N (yes or no). If the same course option is used for both a base course and refresher course, then set both fields Is Base Course and Is Refresher Course to 'Y'. Otherwise, use the two fields to indicate which course option and which is used for subsequent refresher sessions.
Is Refresher Course Y or N (yes or no). If the same course option is used for both a base course and refresher course, then set both fields Is Base Course and Is Refresher Course to 'Y'. Otherwise, use the two fields to indicate which course option and which is used for subsequent refresher sessions.
Status Active or Inactive. Normally this is set to "Active", meaning the course option is currently offered. If you want to phase out a course option, so that we still keep track of it for historical reasons, but want to stop offering the course, then set this to "Inactive". Also, note that you cannot delete a course option if there are records for active MIT people in the system that refer to it. In this case, the only way to indicate that the course option is no longer currently offered is to mark it Inactive.