Once you have added a participant to Gazelle, you can add a training account for them. Training and support accounts allow Gazelle to work with the accounting system to track the use of funds. Training accounts track funds used specifically for classes and other types of training, while support accounts track funds that provide supplies or other types of support, like bus passes or gas cards.
This tutorial describes how to add a training account.
A training account can only be created for an existing participant. If your participant has not been added to Gazelle, begin by adding a participant. Each participant can have only one open training account at a time. If your participant has an open account and you want to add a new one, you must close the existing one first. If your participant needs supplies rather than training, you may need to add a support account instead.
From the View Participant page, choose Add Training Account at the top or bottom of the page. It can be found in both places. The Add Training Account page will open.
Description is not a required field. You may wish to use this field to add more detail about the training program selected. For example, you may want to specify that a nursing training program will specialize in Intensive Care and/or Trauma Care.
Change the Case Manager, if desired. Gazelle will designate you as the case manager by default, unless another case manager is selected. To change the case manager, click Select, which will bring you to the Select Case Manager page. Click Select to the left of the case manager you wish to select. This will change the case manager and the Add Training Account page will open again.
Hint: To search for a particular case manager, fund source, program, or provider, use the Filter on the Select Case Manager, Select Fund Source, Select Program, or Select Provider page. Enter a part or all of the last name, fund source, program, or provider you are looking for and click Filter. To include all case managers, fund sources, programs, or providers, clear the text field and click Filter.
Hint: In selecting case managers, fund sources, programs, and providers, you must pick from those available on the dropdown list. New case managers, fund sources, programs, and providers can only be added by your Gazelle system administrator.
Choose a fund source by clicking Select, which will open the Select Fund Source page. Click Select to the left of the fund you wish to select. This will select the fund and return you to the Add Training Account page.
Choose a program by clicking Select, which will open the Select Program page. Click Select to the left of the program you wish to select. This will select the program and return you to the Add Training Account page.
Choose a provider by clicking Select, which will open the Select provider page. Click Select to the left of the provider you wish to select. This will select the provider and return you to the Add Training Account page.
Hint: You can select the provider before the program if you like. If you choose the provider first, your choice of programs will be limited to ones offered by that particular provider. Click the Clear provider button to show a complete list of available providers.
Choose the start and end dates for the program. The Start Date must be before the program's final enrollment date and the Anticipated End Date must be after the Start Date. The program's final enrollment date is displayed on the Select Program page. Enter a date by clicking on the Calendar. A calendar will pop up. Click on the appropriate date to select it. You can also type the date in the Start or Anticipated End Date field, using a valid date format (for example, 11/05/2005).
Denote whether or not the participant has Self-enrolled in the program by clicking the appropriate Yes or No button. In other words, has the participant already signed him or herself up for the training program selected?
Select whichever type of self-funding applies (NA, Pell, Other Federal Funds or Personal) from the Self Funding Kind dropdown list. A participant may already have secured some other form of financial aid such as a Pell grant. If the participant has not received any other funding, choose NA.
Hint: To cancel the creation of a training account, click Cancel at any time before you save and the View Participant page will open.
When you are finished, click Save, located at both the bottom and the top of the page. If something is wrong you will receive an error message in red at the top of the page. For example, you may have forgotten to enter an Anticipated End Date, which is a required field. Correct the problem on the page below and click Save again in order to proceed.
Hint: If the selected fund source does not have enough funds to support the selected program you will get an error message and be unable to add the training account. If this happens you must choose another fund source, choose a less expensive program, or contact your Gazelle administrator for assistance.
Congratulations. You have added a training account for your participant. The View Account page will open.