Education Management System (EMS) USER GUIDE Reporting of NMLS Approved Course Completions (Credit Banking)

Transcription

1 Education Management System (EMS) USER GUIDE Reporting of NMLS Approved Course Completions (Credit Banking) Version 2.5 June 2015 Nationwide Multistate Licensing System State Regulatory Registry, LLC web search: NMLS Page 1

2 Special Notice Regarding NMLS ID Numbers All MLO s need to have a unique NMLS ID number in order to have their course completions recorded in NMLS. The ONLY way individuals can be deemed compliant with pre-licensure or continuing education requirements is to have their course completions recorded on their Course Completion Record through NMLS. There are no exceptions to this rule, and the only way to record a course completion is through credit banking. It is very likely you will encounter students who will be confused about the need to have an NMLS ID number, and many students will claim they don t have one or will not know what it is. If you have a student who does not know what their NMLS ID number is you can ask them to take the following steps to retrieve it: Login into NMLS Click on the Composite View tab. Click View Individual on the sub-header row. The number that appears in parentheses after his/her name on the sandbar is his/her NMLS ID number. Note: if you ask an individual to login to NMLS to register for a NMLS ID number, the new number will not be valid until after 6AM EST the following day. This is because the synch process for the NMLS and the NMLS EDUCATION MANAGEMENT System only occurs once a day. ALERT! Please note: as a course provider you will not have access to NMLS or have access to a database to verify or match NMLS ID numbers with names. You are totally dependent on your students to provide you with their correct NMLS ID number. We highly recommend you ask students for their ID number at the start of the course in case the individual needs the remainder of the course time to either retrieve their number or to create a base record in NMLS, which will generate a number. web search: NMLS Page 2

3 NMLS Credit Banking Overview We hope you re reading this document because students have been taking your courses and now you need to report the course completions. If this is the case, congratulations! You have done your part to assist in implementing the SAFE Act. This guide is intended to assist you through the entire process of reporting course completions (also known as credit banking). There are two ways you can report course completions: submit individual completions by completing online forms, or upload a roster via a comma delimited (.csv) file. This guide explains the difference between the two processes and provides step-by-step directions for how to go through the credit banking process. As with all of the other processes discussed in previous User Guides, the NMLS Education Management System (EMS) has some unique characteristics. We ve attempted to make note of these and, as always, this guide will alert you when you have to pay close attention to detail during the credit banking process. If for any reason you encounter a problem during the credit banking process, please Mike Bray at mbray@csbs.org. There are two ways in which you can perform credit banking: Option 1: Manual Entry Course Completion this a manual process by which you can type in NMLS IDs for up to 100 students. This is probably the easiest option if you have a small number of course completions to report. Option 2: Upload File Course Completions this process requires importing information into an Excel spreadsheet in a specific format, saving the file as a.csv file, and then uploading the file into the EMS. While this process requires some initial set-up time, it may be the most efficient way to report a large number of course completions (100 at a time). You will need to have the following information in order to perform credit banking: Item 1:For Course Completion you re going to need your EMS User Name and Password to log in, and then you re going to need the course ID number, the offering ID number, the NMLS ID number, full last name (with correct spelling) of the MLO, and the course completion date in order to perform the credit banking. ALERT! There is no way you can submit or upload a course completion for an individual in NMLS unless the individual who has taken the course has an NMLS ID number. Any individual can generate an NMLS ID by creating a base record (there is no cost involved and they don t need to completing a filing). Creating a base record will generate the NMLS ID number. AND Item 2: A credit card (Visa or MasterCard) or online check (ACH). There is a transaction fee of $1.50 per credit hour per student associated with credit banking. web search: NMLS Page 3

4 PLEASE NOTE THE FOLLOWING RULES FOR CREDIT BANKING Do NOT use the back button on your browser or you will lose previously inputted information and the upload process will fail. Know whether you re going to perform the Submit or Upload process (see above). Have every student s unique NMLS ID number and full last name with correct spelling Have the course ID number, offering number, and course completion date. Credit Banking is to be completed within seven (7) calendar days of the Course Completion date. web search: NMLS Page 4

5 The Manual Course Submission Process This process is for submitting course completions for one student at a time (up to 30 students at a time). 1. Go to the Education Management System. Enter your User Name and Password and click Login. 2. Once inside the EMS, please select the orange credit bank button at the top right of the page. web search: NMLS Page 5

6 3. Choose the method in which you intend to submit the course roster. For this example, we will be uploading all credits via the manual process. Please select the manual radio button and click next at the bottom right of your screen. 4. On the next page, you will see a list of all your active courses available for credit banking. Please select the course in which you intent to upload credits. If you have a long list of active courses, you can type in the course number into the search field. It will find the course and remove any other active courses from the list. Once you have found the correct course, please click the select button on the left side of the course list box web search: NMLS Page 6

7 5. After selecting the proper course, the EMS will automatically generate a list of the course offerings associated with that course. Please select the offering that corresponds to the course roster in which you intend to upload. If you have a large number of offerings, you can type the completion date into the Find in List box. It will eliminate any offerings not associated with that date. Alert! If you cannot find the correct offering in the EMS, please contact Mike Bray at mbray@csbs.org. The system will not allow you to create an offering that occurred in the past. An NMLS administrator will need to create the offering for you. 6. On the credit bank roster page, enter the unique NMLS ID number and the last name of each student who has completed the course. Once you have input the proper NMLS IDs and last names, please click next. IF the instructor has an NMLS ID number and is also getting CE credit for teaching the course, please select the Y from the instructor field drop down list that corresponds with the line in which you input his NMLS ID and last name. Alert! A note about Instructor Credit: Per the SAFE Act, instructor credit may only be awarded 2 CE credit hours for every 1 hour of CE credit taught. Instructor credit may not be awarded for any number hours of PE credit. web search: NMLS Page 7

8 7. On the next screen, verify all of the information that you have entered is correct (double check NMLS ID numbers) then click Submit. Once you click submit, the EMS will send the information to NMLS for data validation. This process can take a few seconds. Please do not attempt to leave the page. ALERT! If you need to revise any student or instructor information, click previous button to return to the Course Completion Page. 8. On the next screen, you will see if the data passed our validation checks. If you do not have any invalid records, please click the Select the Roster for Processing button. If you have invalid records, please select the Edit the roster information button. Alert! If you have a mix of invalid and valid records, you can still proceed with credit banking. Note only valid records will be uploaded into NMLS and you will not be charged fees for the invalid records. You will need to correct them and properly upload them at another time. web search: NMLS Page 8

9 9. On the next page, please select the payment method from the drop down list. NMLS accepts Visa, MasterCard, or ACH. Once you select the payment method, please input the necessary payment information and click Submit. Important: If you decide to pay with ACH, under bank account type, ALWAYS select personal checking. Do not selective business checking. Business checking with result in an error message and the payment will not be processed. ALERT! All payments in the EMS are NON-REFUNDABLE. web search: NMLS Page 9

10 10. Do you see a payment successful screen? Great! You have finished uploading your course completions into NMLS. Be sure to print this page for your records. Also, an confirmation should be sent to your inbox. ALERT! What to do if you give credit to a student for the wrong course or report a student who should not have received credit: If you give credit to the wrong student or report a student who should not have received credits you need to contact NMLS as soon as possible by sending an to mbray@csbs.org. In the e- mail provide as many details as possible to include the student s name, the NMLS ID number, what course they incorrectly received credit for, which course they should be receiving credit for, and any other details. Note that NMLS does not issue refunds for credits for improperly banked credits. web search: NMLS Page 10

11 The Upload File Course Submission Process The Upload File Course Submission Process is recommended for the reporting of a large number of course completions (up to 100 at a time). While this process is convenient, it does require a close attention to detail and you have to create an Excel spreadsheet and submit the file in a specific form. 1. To use this process, you must first prepare an Excel spreadsheet of your course data and then save it as.csv (comma-delimited file). The data for the Excel spreadsheet needs to be entered in columns under the following categories: Column A: Course_Num Colum B: Offering_Num Column C: NMLS_ID Column D: Last_Name (correctly spelled) Column E: Completion_Date Column F: Inst (Only applies to instructors receiving credit for CE Courses) NOTE: The only input in this column would be Y. If the MLO is not receiving instructor credit, please leave blank. Then save the Excel file as a.csv file. web search: NMLS Page 11

12 2. Go to Enter your User Name and Password and click Login. 3. Once logged into the EMS, please select the orange credit bank button at the top right of the page. web search: NMLS Page 12

13 4. Choose the method in which you intend to submit the course roster. For this example, we will be uploading all credits via the upload process. Please select the Upload File radio button and click next at the bottom right of your screen. 5. Select the.csv file from your computer and click next. 6. On the next screen, verify all of the information that you have entered is correct (double check NMLS ID numbers and spelling of last names) then click Submit. Once you click submit, the EMS will send the information to NMLS for validation. This process will take a few seconds. Please do not attempt to leave the page. web search: NMLS Page 13

14 7. On the next screen, you will see if the data passed the validation check. If you do not have any invalid records, please click the Select the Roster for Processing button. If you have invalid records, please select the Edit the roster information button. Alert! If you have a mix of invalid and valid records, you can still proceed with credit banking. Please note that only valid records will be uploaded into NMLS and you will not be charged for the invalid records. You will need correct them and properly upload them at another time. 8. On the next page, please select the payment method from the drop down list. NMLS accepts Visa, Mastercard, or ACH. Once you select the payment method, please input the necessary payment information and click Submit. Important: If you decide to pay with ACH, under bank account type, ALWAYS select personal checking. Do not selective business checking. Business checking with result in an error message and the payment will not be processed. ALERT! All payments in the EMS are NON-REFUNDABLE. web search: NMLS Page 14

15 9. Do you see a payment successful screen? Great! You have finished uploading your course completions into NMLS. Be sure to print this page for your records. Also, an confirmation should be sent to your inbox. web search: NMLS Page 15

16 OK, I uploaded or submitted my course completions, now what? After you have completed the credit banking process, you will receive an confirming the transaction that will serve as your payment receipt. Please retain this confirmation for your records. Once Again, A Special Notice Regarding NMLS ID Numbers and Last Names All MLO s need to have a unique NMLS ID number in order to have their course completions recorded in NMLS. The ONLY way individuals can be deemed compliant with pre-licensure or continuing education requirements is to have their course completions recorded on their Course Completion Record through NMLS. There are no exceptions to this rule, and the only way to record a course completion is through credit banking. It is very likely you will encounter students who will be confused about the need to have an NMLS ID number, and many students will claim they don t have one or will not know what it is. If you have a student who does not know what their NMLS ID number is you can ask them to take the following steps to retrieve it: Login into NMLS Click on the Composite View tab. Click View Individual on the sub-header row. The number that appears in parentheses after his/her name on the sandbar is his/her NMLS ID number. ALERT! Please note: as a course provider you will not have access to NMLS or have access to a database to verify or match NMLS ID numbers with names. You are totally dependent on your students to provide you with their correct NMLS ID number. We highly recommend you ask students for their ID number at the start of the course in case the individual needs the remainder of the course time to either retrieve their number or to create a base record in NMLS, which will generate a number. web search: NMLS Page 16