Add Student

 Cancel Training

 Cancel an Enrollment

 Change Student Password

  Choose a Student

  Class Details

  Classes Offered

 Course Details

  Enroll/Wait List

  Home Page

  Course Request

 Login Screen

 Organization Selection

  Proxy to a Different TC

  Search for a Course

  Select a Course

 Select Students

 Approve Classes

 Student Filter

 Student Filter By Organization

 View Training History

 Register Students for a Self Paced


      Login Screen

Enter your login name and your password in the spaces provided. Both have been assigned to you by your training coordinator. For security purposes, asterisks will appear in place of your password.

You can enter SST as either a student or a training coordinator, depending on your access level. Click on the button that corresponds with your choice after entering your login name and password.

Login Failed…

If either the login name or password that you entered on the previous screen was incorrect, you will not be able to access SST. Click on the Return to Login button to go back to the Login screen and try again. If the login name was valid but the password did not match, you can have the system email your password to you. Click on the Mail Me My Password button to have the password sent to your registered email account. If you continue to have difficulty accessing SST, click on the Send Mail button at the top of the screen to send an email message to the SST system administrator.

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     Home Page for a Student

The Home Page is the main screen of Self Service Training. The Home Page for a student is divided into two sections: View Training History and Perform Training Actions.

On the left side of the screen are five buttons that relate to viewing your past and present training actions. You can view:

On the right side of the screen are buttons that activate functions you can perform in SST. Depending upon your access level, you may choose from the following options. If one or more of these options do not appear, you do not have the proper security to perform the action.

At the top of the screen, there are four small buttons in a row that describe general actions in SST that all students can perform. They are:


     Home Page for a Training Coordinator

The Home Page is the main screen of Self Service Training. The Home Page for a training coordinator is divided into two sections: View Training History and Perform Training Actions.

On the left side of the screen are five buttons that relate to viewing the past and present training actions for students that have been assigned to you. For one student at a time, you can view:

On the right side of the screen are buttons that activate functions of SST. Depending upon security access assigned to you, you can choose from one or more of the following options:

At the top of the screen, there are seven small buttons in a row that describe general actions in SST that all training coordinators can perform. They are:

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     Choose a Student

For training coordinators, this screen lists the name, employee number and job title of each student the coordinator is responsible for. Click on the name of the student whose training history you want to view. You will be taken to the screen that corresponds with whichever part of the training history you chose to view on the Home Page.

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     View Training History

Current Enrollments

This screen shows information about the course(s) you are currently enrolled in. You will see the course name and number, start and end date, location and number of training hours. Click on the Details button to see more information about the course.

You can click on any of the colored buttons above the information grid to see another part of the training history. You can view Wait Lists, Course Requests, Completed Courses, Canceled Enrollments and Curriculum Progress.

No Current Enrollments

If you are not currently enrolled in any classes, a message will appear to tell you this. Click on one of the colored buttons above the message to view another part of your training history. If you are logged in as a training coordinator, you can click on the Return to Choose a Student button to select another student.


Wait Lists

This screen shows information about the course(s) you are waitlisted for. You will see the course name, course number, class start date, class end date, priority and the date you were put on the wait list.

You can click on any of the colored buttons above the information grid to see another part of the training history. You can view Current Enrollments, Course Requests, Completed Courses, Canceled Enrollments and Curriculum Progress.

No Wait Lists

If you are not currently on the wait list for any courses, a message will appear to tell you this. Click on one of the colored buttons above the message to view another part of your training history. If you are logged in as a training coordinator, you can click on the Return to Choose a Student button to select another student.


Course Requests

This screen shows information about the course(s) you have requested. You will see the course name and number, the date you requested the course and the date when you want to take the course. If you have security rights to enroll in a class, you can click on the Select Class button and enroll or wait list yourself for the class.

You can click on any of the colored buttons above the information grid to see another part of the training history. You can view Current Enrollments, Wait Lists, Completed Courses, Canceled Enrollments and Curriculum Progress.

No Course Requests

If you have not requested any courses, a message will appear to tell you this. Click on one of the colored buttons above the message to view another part of your training history. If you are logged in as a training coordinator, you can click on the Return to Choose a Student button to select another student.


Completed Courses

This screen shows information about the course(s) you have completed. You will see the course name, course number, start date, end date, location, completion date, number of training hours, whether you passed and what your final grade was.

You can click on any of the colored buttons above the information grid to see another part of the training history. You can view Current Enrollments, Wait Lists, Course Requests, Canceled Enrollments and Curriculum Progress.

No Completed Courses

If you have not completed any courses, a message will appear to tell you this. Click on one of the colored buttons above the message to view another part of your training history. If you are logged in as a training coordinator, you can click on the Return to Choose a Student button to select another student.


Canceled Enrollments

This screen shows information about the course(s) you have canceled or been canceled from. You will see the course name and number, the date you were canceled from the course, the reason for the cancellation and the person who requested you be canceled.

You can click on any of the colored buttons above the information grid to see another part of the training history. You can view Current Enrollments, Wait Lists, Course Requests, Completed Courses and Curriculum Progress.

No Canceled Enrollments

If you have not canceled from any classes, a message will appear to tell you this. Click on one of the colored buttons above the message to view another part of your training history. If you are logged in as a training coordinator, you can click on the Return to Choose a Student button to select another student.


Curriculum Progress

This screen shows information about the course(s) in your curriculum. You will see the name and sequence number of the curriculum, the course name and number, the completion date and whether you passed. If you have security rights to enroll in a class, you can click on the Select Class button and enroll or wait list yourself for a class in your curriculum.

You can click on any of the colored buttons above the information grid to see another part of your training history. You can view Current Enrollments, Wait Lists, Course Requests, Completed Courses and Canceled Enrollments.

No Current Enrollments

If you are not currently following a curriculum, a message will appear to tell you this. Click on one of the colored buttons above the message to view another part of your training history. If you are logged in as a training coordinator, you can click on the Return to Choose a Student button to select another student.


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     Search for a Course

As a student, you can search for a course using four different criteria: course name, course number, course type or courses requested. Training coordinators can search by course name, number or type.

If you want to search by course name or number, click on the drop-down list and choose a method. Type the text you are looking for and click on the Search Now button. To search by course type, select a type from the drop-down list and click on the List Courses button. Click on Show Me Requested Courses to search for courses you have requested.

You can see all courses in your system by leaving the fields blank and clicking on Search Now. Or, click on the Select all Courses. Click on Search Tips for more information about finding a course.

Tips for Searching for a Course

Finding a course is quick and easy with SST's search function. You can search for part of a word or complete phrases. For example, if you want to search for the class Leadership in the 21st Century, choose Course Name from the drop-down and type Leadership in the field. Then click on Search Now to bring up the list of courses beginning with "Leadership".

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     Select a Course

On this screen, you will see all courses that match the criteria from on the previous screen. You will see the course name, number, category and type. If you want to see more information about a particular course, click on the corresponding Details button. Click on an underlined course name to see the classes offered of that course. You can only select one course at a time.

If the course you are looking for does not appear on this list, click on the Return to Course Search button at the bottom of the screen to choose another course or search method.

No Courses Found That Match Search

If there are no courses in the system that match the criteria you specified, you will receive a message to tell you this. Click on the Return to Course Search button at the bottom of the screen to choose another course or search method.

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     Course Details

This screen shows the details, which cannot be edited, about the course you have chosen. It includes information such as the course name, number and category; delivery method, such as lecture or computer-based; training, credit and CPE hours; objectives, prerequisites and course layout.

Click on Return to Previous to go back to the Select a Course screen and continue the process.

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     Classes Offered

To narrow the search for a specific class by the start or end date, or if you have a particular date in mind to take a class, enter the date or date range. You must enter a month and a year, which can be abbreviated, but you do not have to enter a specific day. Click on Use New Date Range to view the courses in the date range you specified.

This will display a grid that shows the start and end dates, location, status of the class and the number of spaces available in the class. If you want to see more information about a particular class, click on the corresponding Details button. Click on an underlined class start date to enroll or wait list in the class or request the course. You can only select one class at a time.

If you do not have the proper security access, the class start date will not appear underlined. You can still request the course by clicking on the Course Request button at the bottom of the screen.

Error - Invalid Date

If you entered an incorrect date format, you will receive an error message. Click on Return to Classes Offered to return to the previous screen and enter the date again.

You must enter a month and a year, which can be abbreviated, but you do not have to enter a specific day. For example, you can enter Aug. 1998 as the starting date, and all courses beginning after August 1, 1998 will be displayed on the next screen. Or, you could enter August 1, 1998 and receive the same information.

No Classes Available

If there are no classes available in the date range you specified, you will receive a message to tell you this. You have two enrollment options: you can either select another course or document your need to take the course. Click on the button that corresponds with the action you want to perform.

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     Class Details

This screen shows the details, which cannot be edited, about the class you have chosen. It includes information such as the course name, number and category, objectives, prerequisites, course layout and resources, such as instructor(s) and location(s).

Click on Return to Previous to go back to the Classes Offered screen and continue the process.

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     Warning - Classes Do Not Exist for Self-Paced Courses

If you search for classes of a self-paced course, SST will give you a warning screen. This is because classes do not exist for self-paced courses - only internal and external courses have scheduled classes.

On this screen, you have four enrollment options. You can register for the self-paced course, open or begin the self-paced course, document your need to take the course or choose another course. Click on the button that corresponds with the action you want to perform.

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     Select Students

For training coordinators, this screen shows a list of your students. Also on this screen is information about the class, such as the course name and number, class dates and status, location and number of available seats in the class.

The students are listed alphabetically in the grid by last name, with their employee numbers and job titles. Next to each student's name are two checkboxes: Enroll and Wait List. Click in the box that corresponds with the action you want to perform for each student. When you are finished, click on the I am finished selecting students button and SST will enroll, wait list or register the students you checked. To choose another class, click on Select Another Class Offering.

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     Register Students for a Self Paced Course - Select Students

For training coordinators, this screen shows a list of your students. The students are listed alphabetically in the grid by last name, with their employee numbers and job titles. Next to each student's name is a checkbox for Register. Click in the box next to each student you want to register.

Enter the estimated completion date for the course, which will be the same for all students selected. Click on the I am finished selecting students button and SST will register the students you checked. To choose another course or record course requests, click on Select Another Course.

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     Error - Students Cannot be Both Enrolled and Placed on Wait List

Only training coordinators will see this screen, which will appear if you checked both boxes next to a student's name on the Select Students screen. A student cannot be both enrolled and waitlisted for the same class. Click on Return to Select Students to go to the previous screen and fix the enrollment.

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     Error - Students have NOT Met Course Prerequisites

When a training coordinator attempts to enroll students in a class, Self Service Training will check for possible conflicts with their enrollments. Among the situations SST will check for are availability of the class, space in the class and prerequisites.

If students have not met a course prerequisite, a message will appear to tell you which required course(s) they have not taken. If you have access rights, you can override the prerequisites and enroll the students by clicking on the corresponding button. If you want to place the students on the wait list or remove the enrollment request, click on the Return to Select Students button.

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     Error - Enrollment Capacity Has Been Exceeded

When a training coordinator attempts to enroll students in a class, Self Service Training will check for possible conflicts with their enrollments. Among the situations SST will check for are availability of the class, available seats in the class and whether the student has met the course prerequisites.

If the number of students you are enrolling exceeds the number of spaces in the class, you will receive an error message. If you have access rights, you can click on Override Limit to enroll the students. If not, click on the Return to Select Students button and choose which students are NOT to be enrolled. You can place those students on the wait list from that screen.

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     Enroll/Wait List in a Class - Class Information

This screen shows information about the class to verify that it is the one in which you want to enroll. You will see the course name and number, class dates and status, location and number of available seats in the class.

On this screen, you have four enrollment options. You can enroll in the class, waitlist for the class, document your need to take the course or choose another course. Click on the button that corresponds with the action you want to perform.

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     Enrollment Confirmation

When you attempt to enroll yourself in a class, SST will check for possible conflicts with your enrollment. If SST determines that all conditions have been met, such as prerequisites and space availability, you will see this confirmation screen. It shows the course name and number, class dates and location of the course in which you have been enrolled. You and your training coordinator will be sent confirmation emails repeating this information.

Click on Return to Select a Course if you want to enroll or wait list yourself in another class. To perform other actions, click on Return to Home Page.

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     Wait List Confirmation

When you waitlist for a class, SST will check for possible conflicts. If SST determines that you are able to be waitlisted, you will see this confirmation screen. It shows the course name and number, class dates and location of the course for which you have been waitlisted. You will also see the number of students ahead of you on the wait list. You and your training coordinator will be sent confirmation emails repeating this information.

Click on Return to Select a Course if you want to enroll or wait list yourself in another class. To perform other actions, click on Return to Home Page.

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     Self Paced Registration Confirmation

When you attempt to register for a self paced course, SST will check for possible conflicts with your registration. If SST determines that all conditions have been met, you will see this confirmation screen. It shows the course name and number and the estimated completion date of the course for which you have been registered. You and your training coordinator will be sent confirmation emails repeating this information.

Click on Return to Select a Course if you want to enroll, wait list or register yourself for another class. To perform other actions, click on Return to Home Page.

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     Student Confirmations

When you enroll or waitlist your students for a class, SST will check for possible conflicts. If SST determines that the students can be enrolled or waitlisted, you will see this confirmation screen. It shows the course name and number, class dates and location of the course. You will also see the list of students who you successfully enrolled or waitlisted. You and your students will be sent confirmation emails repeating this information.

Click on Return to Select a Course if you want to enroll or wait list students in another class. To perform other actions, click on Return to Home Page.

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     Student Confirmations - Training Coordinator

When you register your students for a self paced course, SST will check for possible conflicts. If SST determines that the students can be registered, you will see this confirmation screen. It shows the course name and number and estimated completion date of the course. You will also see the list of students who you successfully registered. You and your students will be sent confirmation emails repeating this information.

Click on Return to Select a Course if you want to enroll, wait list or register students for another course. To perform other actions, click on Return to Home Page.

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     Enrollment Error Messages

You are already on the wait list for this course

SST will check for possible conflicts before allowing you to waitlist for a course. If SST finds that you are already on the wait list for the course, a message will appear. You cannot waitlist again for the course, but you can document your need to take the course by clicking on the corresponding button.

You are already enrolled in this course

SST will check for possible conflicts before allowing you to enroll in a course. If SST finds that you are already enrolled in the course, a message will appear. You cannot enroll in the course again, but you can document your need to take the course by clicking on the corresponding button.

Error - You have NOT Met Course Prerequisites

When you attempt to enroll in a class, Self Service Training will check for possible conflicts with your enrollment. Among the situations SST will check for are availability of the class, space in the class and prerequisites.

If you have not met a course prerequisite, a message will appear to tell you which required course you have not taken. You can document your need to take the course by returning to the Classes Offered screen. Click on the button that corresponds with the action you want to perform.

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     Course Request

Target Date

If you do not have access to enroll or wait list for a class, you can send a course request to your training coordinator. Requesting a course does not create or schedule the course; it simply tells your training coordinator that you need to take the course.

Enter a target date for completing the course and click on Process This Request. To cancel the course request, click on the corresponding button.

Need to Take Course Has Already been Documented

When you request a course, SST will check for current course requests. If you already have a request filed for the same course, a message will tell you that there is an existing course request. You can change the target date of the existing request and process another course request, or cancel the new request. Canceling the new request will not affect the initial course request.

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     Course Request Confirmation

When you request a course, SST will check for possible conflicts. If SST determines that you have not already requested the course, you will see this confirmation screen. It shows the course name and number and the target date by which you want to complete the course. You and your training coordinator will be sent confirmation emails repeating this information.

Click on Return to Select a Course if you want to document your need to take another course. To perform other actions, click on Return to Home Page.

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     Course Request Confirmation - Training Coordinator

When you request a course for a student, SST will check for possible conflicts. If SST determines that the student has not already requested the course, you will see this confirmation screen. It shows the course name, course number, the target date when you want to complete the course and information about the student you selected. You and the student will be sent confirmation emails repeating this information.

Click on Return to Select a Course if you want to document a student's need to take another course. To perform other actions, click on Return to Home Page.

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     Cancel a Training Action

This screen lists the current enrollments, the self-paced courses for which the student is registered, the classes for which the student is wait listed and the courses the student has requested. Each grid shows information about the training action, such as course name, location and request date. Click on the underlined course name of the action you want to cancel.

If you do not have access to cancel an enrollment or wait list, click on Send Mail to send a request to your training coordinator.

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     Cancel an Enrollment

This screen shows information about the class you are canceling. Choose a cancellation reason from the drop-down list and click on Confirm Cancel Enrollment. If you want to select a different class or return to the previous screen without canceling an enrollment, click on Return to Cancel a Training Action.

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     Cancel a Training Action Confirmation

When you cancel a training action, an email is sent to both the student and the training coordinator. The email usually includes information such as the course name and number, cancellation date and cancellation reason.

Click on Return to Cancel Training Action to repeat the process for another course or class. To perform other actions, click on Return to Home Page.

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     Student Approval - Select Students

For training coordinators, this screen shows your students who are on the wait list for one or more classes. Click on the Approve Classes button to move the student from the wait list on to the enrolled list. Clicking this button will not enroll the student in the class or classes; in the next step, you will be prompted to choose which class or classes a student is approved for.

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     Student Approval - Approve Classes

This screen shows the course name and number, class start and end dates and waitlist date for each class. Click in the Approved checkbox to enroll the student in the corresponding class. Click in the Not Approved checkbox to cancel the student from the wait list. When you have completed this process, click on the I am finished approving classes button and SST will enroll the student or remove the student from the wait list. If you do not mark either checkbox, the student will remain on the wait list.

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     Approval Error Messages

Error - No Classes Selected to Approve or Not Approve

If you have not approved an enrollment or removed a student from the wait list, this message will appear. Click on Return to Approve Classes to return to the previous screen and complete the process. If you would like to perform any other actions, click on Return to Home Page.

Error - Cannot Be Both Approved and Not Approved

If you checked both boxes to approve and not approve an enrollment, this message will appear. Click on Return to Approve Classes to return to the previous screen and complete the process. If you would like to perform any other actions, click on Return to Home Page.

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     Student Approval Confirmations

SST will check for possible conflicts when you attempt to approve an enrollment. If SST determines that all conditions have been met, such as prerequisites and space availability, you will see this confirmation screen. It shows the course name and number, and start and end dates of the enrollment you just approved. You and your student will be sent confirmation emails repeating this information.

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     Change Student Password

To change a student's password, enter the current password in the space provided and tab to the next edit box. Enter the new password then tab to the confirmation box and type the new password again. To ensure the security of a password, asterisks will appear as you type in the password fields. Click on Change Password to save the changes or click on Return to Home Page to cancel the changes and return to the Home Page.

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     Password Change Was Successful

This screen confirms that you have successfully changed the password. Click on Return to Home Page to return to the main menu.

Password Change Failed

If the new password does not match the confirm password, a message will appear. Click on Return to Change Password to try again or click on Return to Home Page to cancel the changes and return to the Home Page.

Training coordinators can click on Return to Choose a Student to change the password of another student.

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     Proxy to a Different Training Coordinator

Training coordinators have the ability to proxy to a different training coordinator. Essentially, you can switch over and perform the actions of a different training coordinator. This ability can only be granted to you in Training Wizard, most likely by the training manager. Whatever security access levels this new coordinator has been assigned will be in effect. You can only proxy to one training coordinator at a time.

To proxy, select a name from the drop-down list and click on Proxy to Different Training Coordinator. To switch back to your training coordinator rights, click on Remove Proxy.

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     Student Filter

Training coordinators have the ability to limit the students which they work with by applying a filter to their student list. Filters apply for both their own list and the list for any Training Coordinator they proxy as. The Student Filter can be based on Name, Employee Number, Job Title, or Organization. The Training Coordinator selects a filtering option and provides a value with which the filtering is to be based.

The Name filter allows you to limit the list based on the First and Last Name of a Student. For example, to limit the list of Students to those with Last Name beginning with the "John", you would select the option button for Name and enter "John" in the Last Name box like this:
    By Last Name:  
You can likewise select Students by EmployeeNumber by entering a portion of the number.

To select Students matching a Job Title, simply select the Job Title option and choose a Job Title from the dropdown.

To select Students by Organization, click on the Organization button. When you choose an Organization level, the filter will select all Students belonging to the chosen Organization, as well as those Students that belong to Organizations below the chosen Organization.

For example, given the following Organization:

  Serendipity Company
     Finance
        Accounting
           Payroll
           Accounts Receivable

Choosing to filter by the Organization name "Accounting" would select students assigned to Accounting, Payroll, and Accounts Receivable.

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     SST - Student Filter By Organization

You can filter the list of Students by the Organization which they belong.

Enter the name of an Organization to select from the Organization structure. SST searches the database for all Organizations which match the name you've entered. If you have not entered a value, SST tells you that one must be provided. SST will not return the entire contents of the Organization structure when an empty value is submitted.

If any Organization records match the name you entered, they will be listed in a table. If you do not find the right Organization, you can search the system again by entering another value and clicking the Search For Organization button.

If the Organization you want is listed in the table, click the Select button to use that record as your filter.
Note: When you pick an Organization to use as a filter, students belonging to the selected Organization and all Organizations under the selected Organization will appear in your list.

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     SST Login Failure

Your web site authentication program has a different value for your email address than the value stored in SST. You must notify the System Administrator of this problem to have access to SST.

If the system option is available, you may be able to add yourself as a new student to the system. If the Add Student button appears on the screen, you can click the button to create a new student record for yourself.
WARNING! If you create a Student record and another record already exists in SST, you will begin to generate duplicate information in the system.

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     SST Login - Additional Information Required

Your email address did not uniquely identify you to Self Service Training. In order to assist you in logging into SST, you must provide your First and Last name. SST will use this information to see if your student record exists in the system.

When the system has searched for a match using the information you entered, a list of possible matches will be shown. If the list contains a match for your student record, you can select this record by clicking on the Student Name hyperlink.

If none of the records matches your information or no records were returned, you can re-enter the name information in case you typed it incorrectly or think your name may be spelled differently.

If the system option is available, you may be able to add yourself as a new student to the system. If the Add Student button appears on the screen, you can click the button to create a new student record for yourself.
WARNING! If you create a Student record and another record already exists in SST, you will begin to generate duplicate information in the system.

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     SST Email Login Failure

The system was unable to uniquely identify you as a student using your email address and first and last name. There are no options available to assist you in logging into the system. You must send an email to your System Administrator indicating that you received this error screen.

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     SST - Add Student

You can add yourself as a new Student to SST. You must take care when using this feature. If you already exist in the system, SST will generate duplicate record information for you.

You must provide information for SST to create your Student record. You must provide the following fields:
           First and Last Name
           Employee Number
           Email Address
           Password

Your Employee Number must be unique to SST. That means no other records can contain the same Employee Number. If you receive an error indicating the Employee Number is already is use, your information probably already exists in SST. You should send an email to your System Adminstrator by clicking on the Send Mail icon indicating this error message.

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     SST - Student Record Created

The system succesfully created your Student record. At this point, you may select to choose an Organization to which you will be assigned. To do this, enter the name of your Organization level and click the Search For Organization button. SST will search all levels of the Organization for matching names.

You can skip this step and log into SST by clicking the Skip This Step button.

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     SST - Organization Selection

SST searches the database for all Organizations which match the name you've entered. If you have not entered a value, SST tells you that one must be provided. SST will not return the entire contents of the Organization structure when an empty value is submitted.

If any Organization records match the name you entered, they will be listed with the matching Organization level name highlighted as a hyperlink. If your Organization record is listed here, click on the hyperlink name which matches your Organization's name. This Organization will be assigned to your student record. SST will then log you into the system.

If no records match, or none of the matching names are correct, or you have entered an incorrect name, search again by entering the correct Organization name and clicking on the Search For Organization button.

You may skip this step at any time by clicking the Skip This Step button. You will be logged into SST.

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