Cheval Québec: manage rider certificates

Manage Cheval Québec rider certificates on HorseReg: the exam centre submits the exam transcript and pays, then Cheval Québec checks the submission and imports the results.

1. Gather the information

   Have the establishment, instructor, examiner and candidate details ready; they’re listed under What the exam centre needs, below.

2. Open the form

   Open the online rider certificate exam transcript form and choose to submit a transcript.

3. Sign in and choose your profile

   Sign in to HorseReg. When asked who you’re registering, choose your own profile, as the person responsible for following up on the transcript. Select the option to register.

4. Fill in the required fields

   Enter the establishment, instructor and examiner details.

   

5. Upload the transcript file

   Fill in the transcript file with the candidates’ details, upload it, and confirm the information is accurate.

   

6. Add the issuance fees

   Add the certificate issuance fees to your cart, according to the certificate type.

   

7. Pay

   Go to the cart and pay the issuance fees. Cheval Québec is notified and contacts you if needed.

What the exam centre needs

For the online form:

• the establishment’s name and address
• the instructor or coach’s name and Cheval Québec number
• the examiner’s name and Cheval Québec number
• a phone number

For the transcript file, for each candidate:

• last name and first name
• date of birth
• Cheval Québec number
• certificate type, exam type and exam date

Process a transcript (Cheval Québec)

1. Open the submission

   When a transcript is submitted, the person in charge at Cheval Québec gets an email. Open the submission from the Registrations tab of the transcript form’s Event Dashboard. The submitted details are under Additional Information.

   

2. Check the instructor and examiner

   On the Admin Dashboard, select Memberships → Individual Memberships and search for the instructor and the examiner to check that they’re in good standing.

3. Check the fees

   In the submission, the products section shows how many issuance fees were paid, and the order details confirm the payment.

4. Approve and import

   Once the information is checked and approved, import the training histories, then create the certificate records, as below.

Import the training histories

1. Fill in the template

   Open the course records import template in Google Sheets format or CSV format, and fill in one row per candidate. Unique Person ID is the candidate’s Cheval Québec number, External System Course Type ID is the exam code, Completion Date (YYYY/MM/DD) is the exam date, and Evaluation Passed is Y for a pass or N for a fail. Additional Notes is optional. Copy the values from the transcript file the establishment submitted.

   

   

   

2. Save it as CSV

   The import only accepts a CSV file.

   

3. Upload it

   Open the course records import, choose the file and upload it. The steps are in Import certification course records manually.

   

4. Check the result

   You get a confirmation email when the import is done. The training histories then show in the training history section of each candidate’s profile.

   

   

Training histories automatically validate the evaluation component levels.

Create the certificate records

1. Open the import

   From the Memberships menu, open the import of memberships and certifications, and search for the name of the certificate type you’re importing. The import template for that type opens.

   

   

2. Fill in the candidate columns

   Enter First Name, Last Name, Email and Date of Birth from the transcript, and the certificate type under Membership Type.

   

3. Fill in the certificate columns

   Enter "Oui" under "Examinateur en règle" and under "Validation administrative". "Oui" is case-sensitive. From the online submission, add the evaluating establishment’s name and region, the name and Cheval Québec number of the instructor or coach who prepared the candidate, the examiner’s name and Cheval Québec number, and the shipping option.

   

4. Upload the file

   Upload the completed template. Repeat for each certificate type.

The submission details are also available in Excel format from the transcript form’s report, the list of exam transcript submissions, under the Event Dashboard’s Reports tab.

For help with an import, contact Uplifter Support.

Related: Import certification course records manually · Record course attendance and evaluations · Certification Tracking · Certifications menu