Online Certification Process for Teacher Education Scholarship Programs TESP

1. Online Certification Processfor Teacher Education Scholarship Programs (TESP) May/June 2007

2. 2006 - 07 Process ISAC generated Certification form for each student who applied for TESP Certification forms were mailed to schools to confirm enrollment and eligibility Schools returned completed forms to ISAC ISAC staff entered data into system for rank and awarding ISAC mailed notification letters to students Eligibility information was made available to schools in My Zone after each round of awarding

3. 2007 - 08 Process TESP Certifications available to schools in My Zone Schools complete Certifications online ISAC will mail notification letters to students Eligibility information will be available to schools in My Zone after each round of awarding

4. What’s Different? No more paper certification forms! Will no longer distribute certifications by category All certifications (timely renewal, timely new and untimely) made available online at the same time Built-in edit checks More efficient processing Certifications done in real-time Easy to access, edit and update

5. Accessing Certifications Upon initial launch, only the My Zone administrators at the school will have access to the Certifications Administrators will need to provide View and/or Update capabilities for TESP users ISAC users have View Only access

9. TESP Access Options 1 – Cert View, Award View 2 – Cert View, Award No Access 3 – Cert Update, Award View 4 – Cert Update, Award No Access No Access

10. TESP Certification Screens Student Certifications: List View Filter Student Certification Detail Student Certifications: Reports Outstanding Certifications for IFTC-MTI Outstanding Certifications for IFTC Outstanding Certifications for MTI Completed Certifications for IFTC-MTI Completed Certifications for IFTC Completed Certifications for MTI

11. View Tab Maximum of 100 records per page and minimum of 20 Default is ?? Columns with underlined headings can be sorted Rows will not wrap to the next line; must scroll over to the right for remaining columns Note that student’s name will appear twice if they applied for both programs; will need to certify for each program. View Tab Maximum of 100 records per page and minimum of 20 Default is ?? Columns with underlined headings can be sorted Rows will not wrap to the next line; must scroll over to the right for remaining columns Note that student’s name will appear twice if they applied for both programs; will need to certify for each program.

13. Student Certifications: List Columns Completed Indicator Checked box indicates that Certification has been completed Student Detail Column Provides access to Student Certification Detail screen Social Security Number (SSN) Column This field is populated by the student application Can be sorted in ascending or descending order

14. Student Certifications: List Columns Status If blank, then Certification has not yet been qualified and corrections can still be made online. If one of the following codes is present, updates or corrections must be submitted to School Services: T = Student transferred from school (only viewable to the “from” school) Q = Certification has been qualified D = Certification has been disqualified

15. Student Certifications: List Columns Program Applied Indicates the program the student checked on his/her application If student indicated IFTC and MTI, there will be two Certifications listed, one for each program Can sort this column Application Received Date The date a complete TESP application was received at ISAC Can sort this column

16. Student Certifications: List Columns Applicant Category Timely Renewal (receives first consideration) Timely New Untimely This column cannot be sorted Sort function planned for future enhancements Term This field is populated by the school when completing the Student Certification Detail screen

17. Student Certifications: List Columns Certification Creation Date This field is populated by ISAC It is the date the Certification is released to the school to be viewed and worked on in My Zone Typically, the day after a complete online application has been received by ISAC Certification Completion Date This field is populated by the system based on when the school completes the Student Certification Detail screen Will update each time a Certification is edited

21. Student Certification Detail Fields that cannot be selected or edited by the school: Social Security Name Program Applied Application Receipt Date Program Preference Date of Birth Hard-To-Staff School (HTSS) (IFTC only) Applicant Category Only the type of term options available at your school can be selected

25. Certification Detail Screen:School Certification Clicking on Cancel button closes the Detail screen and no information is stored or saved Clicking on Submit runs an automatic error check If no edit-check errors are present, a prompt to review information again will appear before the data is submitted. Must click on “Submit Certification” to complete the process for each student record Once submitted, a checkmark will appear in the Completed box and the Term information and Certification Completion Date will be populated on the Certification List View screen.

26. Student Certifications: Reports Six standard reports available Can be viewed online and printed Default print is portrait, 8 ½ x 11 paper Can be exported to be saved and/or printed in MS Excel (.xls worksheet) or Adobe Acrobat (.pdf file) Includes a “Find” feature to quickly locate an individual student Results change in real time Use Refresh button periodically

32. Reminders Complete Certifications as soon as possible after they appear in My Zone so students will be considered in any and all rank and awarding cycles. All Certifications available in My Zone must be completed, regardless of whether the student is eligible or ineligible. The only way a student will receive an award notification letter is if his/her Certification is submitted via My Zone. Effective for 2007-08, copies of ineligible student letters will no longer be sent to schools.

33. Reminders Multiple staff at same school can work on different TESP Certifications at the same time. Multiple changes to a Certification in one day will keep the same date and display the last set of modifications. Totals and report results change in real time. Refresh periodically to keep totals and reports current.

34. Reminders Prior to Initial Qualification, schools can make as many changes as needed to Student Certifications. A new Certification Completion Date will display each time a record is updated. Edits and updates can be made online up until the point when a Status Code appears on the Certification List View. To make edits or updates after Status Codes appear, contact School Services: schoolservices@isac.org 866.247.2172

35. Qualification (Status) Codes Blank Indicates a new student certification that needs to be completed by the school remains blank until qualification is done by ISAC T = Transfer Indicates that student has transferred (only appears on the “from” school list) Q = Qualified Certification has been qualified D = Disqualified Certification has been disqualified

36. Transfer Situations When ISAC processes a TESP school transfer request from a student, it will generate: A “T” Status Code for the student’s record on the Certification List for the original school A new Student Certification with a blank Status Code on the Certification List for the new school If initial qualification has been completed by ISAC, the new certification will go through the qualification process as soon as the school completes the certification, and a new status code will be generated the next day. Or, if the certification indicates that the student is ineligible, the Status Code will remain blank until the next rank and awarding takes place.

37. Questions or Comments?