Syncing Mentoring Hours to Professional Learning Transcripts: Configuration and User Experience

Overview

Mentoring hours recorded in Coaching and Mentoring can automatically sync to a user’s Professional Learning (PL) transcript. Synced hours appear as transfer credit requests in PL and can either bypass approval or follow your existing approval workflow.

• Ideal for districts using Coaching and Mentoring to track mentor/mentee time and want those hours reflected in PL transcripts.

• Flexible sync frequency: daily, weekly, or monthly aggregation.

• Works with your existing Transfer Credit Manager (TCM) workflows.

Before you begin

• Confirm you have admin access in both Professional Learning and Coaching and Mentoring.

• Decide whether synced hours should bypass approval or follow your existing TCM approval workflow.

• Decide on a sync frequency (daily, weekly, or monthly). Aggregating weekly or monthly typically reduces the number of transcript entries.

Configure in Professional Learning (PL)

Step 1 — Enable Coaching and Mentoring and Credit Requests

1. Navigate to Administration → Configuration Management → General System Configuration.

2. Enable Coaching and Mentoring UI

3. Enable Credit Request Processing

Step 2 — Configure Coaching and Mentoring Credit Integration

1. Go to Professional Learning → Configuration → Transfer Credit Manager → Coaching and Mentoring Credit Integration.

2. Set the following options:

Assign credit to this workflow

Select the Transfer Credit Manager (TCM) workflow to record mentoring hours on user transcripts. Choose one of the two processing options:

• Bypass approval — Records mentoring hours without routing for approval, regardless of the workflow’s normal approval steps.

• Follow existing approval process — Routes mentoring hours through the approval steps defined in the selected workflow.

Sync frequency

• Daily — Each sync creates separate transfer credit entries. Frequent activity can result in many entries under My Professional Learning → My Transcript → Completed Sections.

• Weekly or Monthly — Mentoring hours are aggregated for the period, resulting in fewer transcript records.

Configure in Coaching and Mentoring (CAM)

In Coaching and Mentoring, ensure that syncing of mentoring hours is enabled and aligned with your organization’s process.

• Confirm with your implementation team or administrator that mentoring hour sync to PL is enabled.

• Verify that the Admin Configuration in Coaching and Mentoring is set to share recorded hours with PL.

• Communicate expected sync frequency and workflow behavior to mentors and mentees.

What users will see

• Synced mentoring hours appear as transfer credit requests on the PL transcript.

• Location: My Professional Learning → My Transcript → Completed Sections.

• If your selected workflow includes approvals, users and approvers will see the requests follow the standard approval steps before completion.

• With daily sync, users may see multiple entries over time; with weekly/monthly, entries are aggregated.

Troubleshooting and FAQ

Why don’t mentoring hours appear on the transcript?

• Confirm both Enable Coaching and Mentoring UI and Enable Credit Request Processing are turned on in PL.

• Verify the Coaching and Mentoring Credit Integration page has a selected TCM workflow and a defined sync frequency.

• Allow time for the next scheduled sync (e.g., if set to weekly, hours appear after the weekly run).

How do approvals work for synced hours?

• If you select Bypass approval, mentoring hours are posted to transcripts without approvals.

• If you select Follow existing approval process, requests route through the approvals defined in the chosen TCM workflow.

How do we reduce the number of transcript entries?

• Choose Weekly or Monthly sync frequency to aggregate entries.

Can we change the workflow later?

• Yes. You can update the selected TCM workflow anytime. Future syncs will follow the new configuration.

How do we confirm the sync is working?

• Check recent activity in Coaching and Mentoring and compare against My Professional Learning → My Transcript → Completed Sections after the next scheduled sync.

• Administrators can review TCM entries and approval history in PL to verify routing and completion.

Need help? Contact your PowerSchool representative or your internal PL/CAM admin team for assistance with configuration or workflow design.