Most late renewals aren't caused by a single event error. Instead, the training certificate has been saved in an old inbox somewhere, a reminder date is tied to the wrong date, or the worker mistakenly believes completing a training course will automatically update all licensing information for that worker. Using a single calendar that is supported by properly organized files and occasional verification of status to ensure that everything is on track helps to ensure that security professionals have all of the training information that they need to do their jobs in an effective manner.
Start with one renewal control date
All renewal dates should be placed on one calendar. If someone holds licenses singly, a personal phone calendar may be the best way to keep track. But if someone holds licenses as a supervisor or administrator of others, then a workplace calendar is better to keep track of the various dates for all in their charge.
Note on calendar date to control the renewal: Date shown on license, approval, training records and correspondence such as notices of completion, letters of approval etc. Include the name of the person the document belongs to, credential or training to be fulfilled, and action to complete.
For each training item or credential(s) being tracked, record the control date that identifies what needs to be done (and when it needs to be done) – i.e. do not record the date that you intend to start preparation, just the date that the related requirement needs to be completed by (e.g. "renewal application due" vs. "refresher course completed" for a completed class).
Additionally, record where the information came from. You can use the name of the document, the date it was issued, or a note as to where you found the official information to verify the date at a later time.
Separate completion dates from expiration dates
Similar types of dates can be found in training records, for example the date of enrollment, completion, and the date when the issued certificate was received, and the date of expiration or renewal of a license or registration. Only one of these dates should be entered on the calendar. The rest of the dates are secondary and should be entered as well, often with additional comments, for example "certificate received".
First enter the final expiration or renewal date (the control date) and then all the dates leading up to it. For example, all dates for a course that an individual has completed (e.g. date enrolled, date completed, date issued) would be entered first followed by the final expiration date for that individual's license and then the dates for any other training required for other licenses held by that individual. Note that completion of a course for one requirement does not automatically update all licensing records for that individual.
Be sure to distinguish between dates of completion of training and expiration dates of certificates, licenses, etc. For example, a course completed many months ago may still be "valid through" a future date. A document that states "renew by" is another example of a different administrative event. Check the current instructions from the relevant licensing authority or training administrator. These can change while you are studying for example.
It is better to list an uncertain date with a question that needs to be answered than to switch over to an estimated month for that date and lose track of it.
Attach the right records to each entry
Your control dates on your calendar should always point to the corresponding records for verification purposes. Depending on the type of control date and requirement, a completion certificate, a receipt, an application confirmation, an email correspondence, a license copy or a notice from the relevant licensing authority or training administrator may be required as support.
Make sure that file names for the documents that you have added to the calendar events are clear enough so that you will be able to find them later, i.e. several months later. This may include the name of the person for whom the document was prepared as well as the title of the training and the date of the completion or of the issue of the document. Do not keep the only copy of critical security information in your inbox!
The location for storage of documents for security purposes is for securing the information. Typically this is private to the individual. Shared folders on workplace servers are not a good solution as access can usually not be removed after the individual has left the workplace.
There is no need to include sensitive information on the calendar that is already included in the attached file. Keeping the calendar note brief will ensure that all of the necessary information is recorded on the calendar without the risk of inadvertently distributing private information to others.
Use reminders as preparation windows
In addition to an on-the-day reminder it's far better to spread out the reminder to prepare for the event a number of days beforehand. How long before depends on the task at hand, i.e. checking out the current requirement for renewal, ringing up to book a training course, or writing and submitting the documentation for renewal.
Label your reminders with actions to complete rather than warnings to open and read. This will help you to keep track of what needs to happen rather than just being reminded of an upcoming event. For example, "Check current renewal instructions for [State/Program/etc.]" is a better reminder than "license soon". Save the certificate and verify that you have received it in a reminder as well. This way you can clearly see the actions that need to take place for completion.
The same holds true for the calendar: Avoid overfilling it with repeat messages that the user will disregard after a while. Opt instead for a small number of well-timed messages, each with a clear action associated with them.
Although having annual reminders to monitor the date of when training must be completed will help with planning, these reminders must also be updated should the renewal date change for whatever reason. This is especially true should the license holder's credentials change in any way whilst still within their original renewal date.
Verify after training is completed
Verification of the information on a calendar of completed training against licenses for same individuals will highlight many administrative errors. All certificates, completion records etc. should be checked against name, training title, completion date and any other identifying information on the relevant licensing records and where incorrect noted and verified with relevant course provider/administrator.
In order to ensure that all relevant documents were properly submitted, save a copy of the document that was submitted as well as the evidence of completion. Note that an email sent to a party (i.e. evidence of submission) does not necessarily mean that the relevant licensing authority's records have been updated. Verify the date of update in a later reminder event.
Even if the calendar gives a different date than what the official portal, notification or administrator states (such as a different renewal date for a license), use the official current date for the renewal actions and note any differences with how they were resolved and mark old version as superseded.
Review the calendar before responsibilities change
For instance, review the renewal calendar of security records when an employee changes jobs, gets promoted, leaves a job, or is assigned to monitor the security records of other employees. Determine who owns and maintains the calendar, who has access to the relevant documents and set up notifications for events such as leaving a job.
Regularly review your calendar prior to an employee changing jobs or moving on to new responsibilities, as well as prior to them taking on responsibility for another's training. Verify upcoming training dates and all related information against current licenses, completed training and official requirements and documentation.
Remember the calendar is an administrative aid to organize and track the renewal dates and keep the related records up-to-date. The calendar does not make any decisions on the requirements of the laws or licensing authorities. It only tracks and supports the administration of licenses and records based on the current official information.