# Read a training record: lessons, hours and the ledger

> What each tab of a student's record means, why lessons complete and hours can disagree, and why a requirement can show fewer hours than the student actually flew.

Source: https://www.aerscheduler.com/docs/training/read-a-training-record
Section: Training and curriculum. For: Owners, Admins, Instructors, Students.

A student's record has four tabs. Overview is progress and blockers, Lessons is the syllabus
with each record underneath it, Requirements is the hours, and Ledger is every credit that
built those hours. Lessons and hours are two different measures and are meant to disagree.

**Who can do this:** Owners, Admins, Instructors, Students

Open one from `Training → Students → the student` (web console), or from the person's
page under Training. A student opens their own from
[My training](https://www.aerscheduler.com/docs/training/my-training-for-students).

## The header

Student name, the course and version (for example "Private Pilot · Rev A"), a Part 61 or
Part 141 badge, and a status badge: In training, Graduated, Terminated or Transferred. A
Part 141 record that has been certified also carries a Record certified badge. A record that
is still In training may carry a pace badge as well; a finished one never does.

## Overview: progress, blockers and fees

![Training record, Overview tab](https://www.aerscheduler.com/docs/enrollment-overview.png)

- **Timeline**: each stage of the syllabus as a bar across the months, filled as far as the
  signed lessons go, with the stage check as a diamond (filled once it is passed) and a line
  for today. Everything after today is a forecast, drawn striped: the lessons left, in syllabus
  order, at the student's own pace so far. A student with no lessons yet has no pace, so the
  forecast assumes a lesson a week and says so. Time that went by with nothing flown is left
  empty, which is how a stalled student shows up at a glance.
- **Next up** and **Still needed**: the next lesson in the syllabus, and the requirements not
  met yet, including why hours that fell outside a recency window stopped counting.
- **Checkride readiness**, on a course that names a certificate (private, commercial,
  instrument, flight instructor). See [below](https://www.aerscheduler.com/docs/training/read-a-training-record#checkride-readiness).
- **Not ready to graduate**, a card on Part 141 courses naming the requirements still
  unmet. This is the only place the reason for a disabled Graduate button is written down.
- **Course fee**, if the course had one when they enrolled, with the button to bill it.
- **Endorsements**, the same card that appears on the person's page.

> **Note:** The lessons on the timeline and the requirement bars move independently on purpose. Lessons say how far through
> the syllabus a student is. Requirements say whether they have the flight time to test.
> A student can be on lesson 19 of 21 and still be hours short, and that is exactly the
> question this module exists to answer.

## Checkride readiness

The list an examiner works through before a practical test, filled in from the record:

| Item                                       | Done when                                                                                                                                     |
| ------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------- |
| Syllabus complete                          | Every lesson in the course is complete                                                                                                        |
| Hour requirements met                      | Every FAA minimum is met, counting only hours inside their recency window. A school's own extra requirements do not count here                |
| Knowledge test endorsement                 | The certificate's AC 61-65K endorsement is on file: A.36 private, A.38 commercial, A.42 instrument, A.46 flight instructor                    |
| Practical test endorsement                 | A.37, A.39, A.43 or A.47 is on file                                                                                                           |
| Practical test prerequisites (A.1)         | Signed within the two calendar months before this month (§61.39(a)(6)). An A.1 signed in August is good for a test through the end of October |
| Knowledge test deficiencies reviewed (A.2) | A reminder only: it is needed when the knowledge test report lists missed areas, which AerScheduler does not know                             |

Expired endorsements do not count. The list never blocks anything; it tells you what is
still missing. A student sees the same list on [My training](https://www.aerscheduler.com/docs/training/my-training-for-students).
Calendar months are counted in your organization's time zone.

## Lessons: what each badge means

Every stage and lesson from the version they are enrolled on, with the records made against
each one underneath.

| On a lesson | Means                                                                                   |
| ----------- | --------------------------------------------------------------------------------------- |
| Complete    | The lesson has a signed record graded with a mark the course's scale says completes it. |
| Next up     | The first lesson that is not yet complete. It is a suggestion, not a gate.              |

| On a record      | Means                                                                                                                                    |
| ---------------- | ---------------------------------------------------------------------------------------------------------------------------------------- |
| Grading          | A draft. Editable, and crediting nothing yet.                                                                                            |
| Awaiting student | The instructor has signed it. Hours are already credited. The student has not countersigned. Lessons marked sign-off optional skip this. |
| Signed           | Both signatures are on it, or the lesson does not require a student signature.                                                           |
| Superseded       | It has been amended. Struck through, kept on the record.                                                                                 |
| Correction       | The replacement for a superseded record. It credits nothing until it is signed.                                                          |

![Training record, Lessons tab](https://www.aerscheduler.com/docs/enrollment-lessons.png)

Two things surprise people here, and both are correct:

- A lesson graded with a failing mark is signed, is on the record, and does not move the
  progress bar. The student flies it again.
- A student who flew the same lesson three times before passing counts as one lesson done.
  Lessons are counted, not records.

## Requirements: credited, flown and discounted

One row per requirement, showing credited hours against required hours, with a bar. A row
sourced from your own school rather than from the regulation carries a School badge.

![Training record, Requirements tab](https://www.aerscheduler.com/docs/enrollment-requirements.png)

When the number credited is lower than the hours the student actually flew, an amber line
underneath says why. There are three reasons:

1. Device time above the course's simulator limit for that requirement.
2. Transferred credit above the limit for previous training.
3. Training that has fallen outside the requirement's recency window.

> **Important:** None of these lose anybody's flying. Every hour is still on the ledger. The requirement is
> refusing to count more than the rule allows, and the raw figure is shown beside it as hours
> flown.

A recency window is counted in whole calendar months from the 1st, which is the FAA's
wording. On 5 August with a two month window, training from 1 June still counts.

## Ledger: every credit and reversal

Append-only. One row per credit, with the amount, the requirement it fed, a chip saying where
it came from, and the date the training happened (not the day somebody typed it in). Transferred hours use
the calendar day from the logbook, shown the same way wherever you open the ledger.
Corrections appear as negative rows labelled as reversals, carrying the reason somebody typed
when they amended the record.

![Training record, Ledger tab](https://www.aerscheduler.com/docs/enrollment-ledger.png)

Sources are: a signed lesson, simulator time, transferred training under Part 61,
transferred training under Part 141, a manual credit, and a reversal. Nothing here is ever
edited or deleted. Once an enrollment is graduated, ended or transferred, its ledger is closed and the
Reverse button goes away.

## The pace badge

An advisory badge in the header, based on how long it has been since the student's last
signed lesson. At risk is 30 days. Stalled is 60 days. Hover it for the reason.

A student with no signed lesson yet gets no badge until they have been enrolled 60 days,
because new is not the same as behind.

It never gates anything. It exists to prompt a phone call. For the same information across
the whole school, use the Student progress report.

## Where graduated students go

`Training → Students` (web console) only ever lists people whose enrollment is In
training. Graduated, terminated and transferred students are not on that page and there is no
status filter to bring them back.

You will find them in three other places: the course's own Students tab, the person's page
under Training, and the Student progress report.

## Who is allowed to open a record

| Who                                  | What they get                                                      |
| ------------------------------------ | ------------------------------------------------------------------ |
| The student on the record            | Their own record in full, the same numbers the school sees.        |
| Instructors and admins               | Any training record in the school, in full, with grading controls. |
| A holder of the Auditor grant        | Every record, read only.                                           |
| Everyone else, including dispatchers | Refused.                                                           |

Grading buttons only appear for people who can actually grade. The lifecycle buttons
(Certify record, Graduate, End enrollment) only appear for admins and holders of the Enroll
and graduate grant.