External Training Credit Request Process

All submissions must be accompanied by an email (or scanned signed document) from your supervisor approving the awarding of credit and listing the training title, date(s), and number of hours. This attachment will serve as the only documentation needed for approval.

About HR Policy 0128

The University encourages employees and staff to complete a minimum of 32 hours of job and career-related professional development per calendar year. Employees are encouraged to complete what they need to achieve growth for themselves and their departments.

If you take a job- or career-related course, or attend a conference that is not accessed through K@TE, the UT learning management system, you may submit those training hours for approval for inclusion in your training transcript.  ETC’s must be submitted within the same calendar year as the event. Once the ETC is approved, credits on your K@TE transcript will automatically be added to your IRIS training record within 24 hours.

How to Submit External Training Credit Requests

1. Log into K@TE

2. Click on “UT Faculty and Staff”

3. Use your netID and password

4. Select “Add External Training”

5. Complete the ETC form. You must provide training title, providing institution, date(s), and number of hours.

6. Your supervisor’s approval must be included as an attachment that lists the training title, date(s), and number of hours. This documentation can be in the form of:

• an attached email from your supervisor approving the training for credit

• an attached document listing the training, with the supervisor’s signature

7. To add an attachment from your email

• Select the “File” tab
• Click on “Print
• Change “Printer” to “Adobe PDF”
• To save as a document use the “Print” button and name the file.

8. Up to 15 attachments can be added to an external training. Attachments can be up to 25 MB in size and are limited to ppt, pptx, doc, docs, pdf, jpg, jpeg, jpe, png, txt, gif, xls, xlsx, and rtf file types. If your attachment is too large, you can take a screenshot instead.

9. Click “Submit” and the requested professional development activity will appear on your transcript. (shown in step 6)

10. From your K@TE transcript, click “Marked Complete” next to the requested professional development credit.

11. Confirmation that your request has been received will be displayed as “Status: Pending Completion Approval”

12. External Training Credit Requests are reviewed in the order in which they are received.

• If you have attached proper documentation from your supervisor authorizing your training for HR0128 credit, approval in K@TE should be granted very quickly.
• When the training is approved, it will appear under the “Completed” section of your transcript, and the status will show as “Completed.”
• To view your completed transcript, toggle the transcript drop-down menu from “Active” to “Completed.”

13. Have questions? Please contact Employee and Organizational Development at uteod@tennessee.edu or view our Frequently Asked Questions