Joint Certification - Recertification

System Requirements: Cobalt Certification 3.11 or higher

The default Certification functionality is "independent" where users can apply for and hold several Certifications each with their own unique Start Date, End Date, Expiration Date, Cycle Begin Date, and Cycle End Date. Because the Certifications have different dates, the recertification process and CEC cycle process occur independently and users will update each Certification as needed at varying times.

Joint Certification functionality was introduced in Cobalt Certification 3.11. The system can be configured for "joint" certification so that credentials collectively expire and can be renewed all at once. Certifications that are "joint" will receive the same End Date, Expiration Date, Cycle Begin Date, and Cycle End Date.

System Configuration

Configuring a system for Independent or Joint Functionality is something that should not be changed often. Once it is set, it should be left. There should be no flipping back and forth.

To turn on the Joint Certification Functionality, navigate to the Settings record. On the Cobalt Certification Dynamics Form, the “Collective Certification Expiration Behavior” field should be set to Joint. Save changes.

Data Configuration

Once the system is configured for Joint Certification, there is some system data that will need to be configured. The system data will be used on the customer data that is generated during the recertification application process. Once the system data is set, it can be adjusted as needed. However, adjustments might occur on an annual basis and it is not expected that changes would occur that often.

Create a Continuing Certification Application Type record.
1. Only one Continuing Certification Application Type record should exist in the system. This is because the functionality assumes that if you're renewing all Certifications at once, there will only be one Recertification option (with only one recertification term option and only one recertification fee).
2. The Continuing Certification Application Type can be related to an existing Certification Type or it can be related to its own separate Certification Type that is only used for the Recertification process.
3. There should be no other active Continuing Certification Application Types. If you are switching from Independent Certification functionality to Joint Certification functionality, we recommend keeping the existing data in the system so that no records are orphaned by deleting, and instead deactivating the other Continuing Certification Application Types for historical purposes and clean data.
Create a Continuing Certification Fee related to the Continuing Certification Application Type.

Here is an example of how the system data would look if you choose to have a separate Certification Type that is used for recertification only.

Certification Type

Make sure to enter the required fields and set the Grace Period. As needed, add related Continuing Education Category Requirements, etc.

Continuing Certification Application Type

Make sure to enter the required fields and set the Order Source, and Duration. As needed add an Application Form, Terms, CEUs Required, Requirements, etc.

Continuing Certification Fee

Make sure to enter the required fields and set a Product. As needed add Eligibility dates.

Recertification Scenarios and Expected Behavior

Scenario 1: Recertifying On Time

Use Case: A Contact has active Certifications with the matching End Date in the future. They are applying for recertification on time. When renewing jointly, all active Certifications will renew so that they enter a new CEC submission cycle immediately after the original (pre-renewal) Certification End Date.

Expected Behavior:

Start Date = remains unchanged (on each Certification)
End Date = updates based on the duration logic set on the Continuing Certification Application Type (Updated End Dates should match.)
Cycle Start Date = updates to be the Certifications' Previous (prior to renewing) End Date value + 1 day (Updated Cycle Start Dates should match.)
Cycle End Date = updates to match the Certifications' New End Date (Updated Cycle End Dates should match.)
Expiration Date = updates to be the New End Date + grace period logic set on the Continuing Certification Application Type’s related Certification Type (Updated Expiration Dates should match.)

Scenario 2: Recertifying during Grace Period

Use Case: A Contact has active Certifications with the matching End Date in the past but matching Expiration Date in the future. They are applying for recertification during the grace period. When renewing jointly during the grace period, the Certifications will not overlap their CEC submission cycle until after the grace period of the original (pre-renewal) Certification Expiration Date is over.

Expected Behavior:

Start Date = remains unchanged (on each Certification)
End Date = updates based on the duration logic set on the Continuing Certification Application Type (Updated End Dates should match.)
Cycle Start Date = updates to be the Certifications' Previous (prior to renewing) Expiration Date value + 1 day (Updated Cycle Start Dates should match.)
Cycle End Date = updates to match the Certifications' New End Date (Updated Cycle End Dates should match.)
Expiration Date = updates to be the New End Date + grace period logic set on the Continuing Certification Application Type’s related Certification Type (Updated Expiration Dates should match.)

Portal Recertification Process

1. Log onto the Portal

2. In the Certification tile, click the link to apply for recertification.

The link text is configurable.

3. Select the Fee and click Continue.

4. If Terms are configured, agree to the terms and click Continue.

If Terms are not configured, this page will be skipped on the Portal.

5. Depending on data configuration, there may be a couple more pages on the Portal that will display and will need to be completed.

For example, if Continuing Education Category Requirements and CEUs required have been configured, there will be a page to enter CEUs if the required amount has not yet been met.

6. On the application summary page, review the information and then click Add to Cart.

7. Review the items in the Cart and then click Checkout.

8. On the payment information page, select a saved payment profile or enter credit card or ACH information and click Continue.

9. On the payment submission page, review the information and then click Pay Now.

10. Verify the information on the receipt page is correct.

This completes the joint recertification process on the Portal.

Dynamics Recertification Process

When a user starts the Recertification process on the Portal, a Continuing Certification Application in Working Status Reason will be created in Dynamics. If a user saves during the application process, the record will display a Saved Status Reason.

Once the user finishes the application on the Portal and submits their payment, the Continuing Certification Application Status Reason will update to Submitted. Depending on the application Requirements that have been configured, staff may be responsible for reviewing and completing tasks so that the application Requirements are completed.

After all of the application Requirements are Completed, the Continuing Certification Application will deactivate as Completed automatically. Additionally, the Dates on the related Certifications will update accordingly.