Overview
CTEIS has an improved way of submitting New Programs Applications (NPA). CEPD Administrators need to coordinate with their Fiscal Agency Level 5 administrators to grant the Data Entry user the Programs role. The CEPD Administrator and Data Entry users are the district users of the New Programs process. The Consultant and New Programs Administrator are the OCTE representatives.
- Data Entry– The Data Entry user is primarily responsible for creating a New Program Application and entering the required information. Data Entry users update and complete each of the sections of the application, indicate the completeness of each section, and then mark the overall application as complete, allowing the CEPD Administrator the opportunity for review.
- CEPD Administrator– The CEPD Administrator can perform the functions of submitting a New Program Application and of Data Entry. To submit a New Program Application, the CEPD Administrator reviews the completed application and the individual’s completed sections. If the CEPD Administrator finds the application to be complete and accurate, they will mark each section as reviewed and then submit the application to the consultant responsible for the program content. If the CEPD Administrator finds issues in any section, they will mark it for revision and then send the application back to the Data Entry user. The CEPD Administrator can, at any time, cancel the application
- Consultant– The Consultant reviews the submitted application. The consultant can review or request modifications for each section back to the CEPD Administrator or forward an approved or denied application to the New Programs Administrator for processing.
- The New Programs Administrator is responsible for the final processing of the application. If it is approved by the Consultant, then a new PSN is generated for the new program. If the application is denied, then the district will be notified with the reasoning.
Basic Workflow
The New Programs process follows a very detailed workflow to ensure the applications are processed promptly. The whole process will
have all status changes logged, with opportunities for comment, to ensure that issues are transparent and easily mitigated. The basic workflow is
diagrammed below:
Users with the Data Entry Role:
- Create a new application and enter the required information for all sections.
- Mark each section as “Complete”
- Mark the overall application as “Complete.” An email is automatically sent to the CEPD Administrator for review.
- Update sections, if required. If the CEPD Administrator needs any section updated, the Data Entry user receives an email to revise the sections. The Data Entry user must update those sections and mark them as “Complete,” and again mark the overall application as “Complete.”
- Reference the CTE Middle School Programs page for more CTE Middle School resources and CIP Self-Review for High School Programs.
How To Access the New Programs Module for Middle and High School:
- Log in to CTEIS at: https://www.cteis.com/ using your MILogin Username and Password.
- Select New Programs from the top menu bar. Please note: You must be granted access to the data entry role.
- Under the actions panel, select the New Program Application MS (Middle School) button or New Program Application HS for High School.
- Staring with Section 1, Program Information, please enter all required contact information.
- Select the Program Type, Career Cluster (Middle School) or CIP Code (High School) and select a building from the drop-down menu.
- After selecting a building, the application contact information section will automatically fill with the contact information of the building selected. You may enter alternate information if necessary.
- After entry and review of application info, click Create Application. A new program application is created, and the Application ID label shows a unique number to identify your application.
- In the NPV Section, the application status is now “Open.“
- Click on each section and update and/or upload any information as required in each section any information as required in each section and then click Save Changes.
- Click Mark Complete once the section is complete. *Note: You are only marking this page as complete and not the overall application. So, while the Current Status is Complete, the application status is still “Open.”
Example 1: Select which application you would like to create
Example 2: Please enter program information
Example 3: Save changes and use the “Next” link to be navigated to the next section.
How to Submit the Additional Required Documents:
To complete the New Program Application process, the following sections of the application, in addition to the application’s details, must be completed, and/or related materials uploaded:
- C01 Program Teacher Certification
- C02 Program Teacher Professional Development
- C03 Program Advisory Committee
- C04 Program Delivery
- C05 Work Based Learning (WBL)
- C06 Student Leadership
- Assurances
The sections will need additional information to be uploaded. The following steps can be used to upload documents for the section C-06 -Student Leadership, and similarly for all the other sections:
- To begin with, ensure your documents are of the smallest size possible. Be sure to read the document on how to compress your files as necessary.
- In the New Programs Application lists, located on the side panel, click C-06 – Student Leadership from the Menu. The C-06 – Student Leadership page appears.
- Upload the appropriate files by using the space provided under the Advisory Committee header. Click the provided space to upload the required document. The File Upload window opens; you can now search for the file to upload.
- Click on the file to select it; the file name appears in the File name box.
- Click the Open button; the window closes, and the path and filename should appear in the file name panel.
- Click the Save Changes button to upload the file to the database. You will know that your file has been uploaded when the file and its identifying number appear on the screen. Note: if you want to upload a different file, instead of the one that you just uploaded, then simply click the in the provided space to locate the desired file and click the Save Changes button at the bottom of the screen. Your new file will replace the original and be uploaded to the database. The file will be renamed to reflect the Application ID and the section the file is being used for.
- Similarly, upload the next file and click Save changes at the bottom of the screen.
- Click the Mark Complete button to indicate that the section is complete, and all the required information has been submitted. The system will create an entry in the Log. The comment section will now show that the page is complete.
- Select another section, from the side Menu, to complete and submit. All the forms have some basic steps to be carried out. The basic steps are:
- Click in the provided panel to upload the required documents.
- Click the appropriate Submit button to upload the documents.
- Select any applicable criteria or options available, using the check boxes.
- Click the relevant Save Changes button to save the information to the database.
- Click the Mark Complete button to indicate that the page is complete and that you have submitted all the required files and information. The system will create an entry in the Log.
Example 4: Upload documentation.
Key Points about the New Programs Application Page:
- Only PDF, Word documents, and Excel Spreadsheets will be permitted.
- 5MB Files will be the upper limit on file sizes.
- If you fail to complete your application by the given date, you may continue to work on it for inclusion in the subsequent processing date.
- To create a request for a new program, click the Create New Application button.
- Once you create an application for a new program, the program and its details appear in the grid. Use the Select link to review a program or to make any changes to the program.
- The Status column reflects the overall status of the application:
- Open – Data Entry user creates a new program application but does not complete it.
- Complete – Data Entry user marks the application as complete, and the application is now awaiting review from the CEPD Administrator.
- Cancel – CEPD Administrator reviews the application and cancels it.
- Returned – CEPD Administrator requires the Data Entry user to update/edit the new program application.
- Submitted – CEPD Administrator has finished their review, and the new program application is now awaiting review from the Consultant.
- Modify – Consultant has returned the application to the CEPD Administrator requesting modifications.
- RevComp Appr. – Consultant has passed the application to the New Program Administrator. This final review will either mark the application for approval or denial.
- Denied – New Program Administrator has processed the rejected application.
- Active – New Program Administrator has processed the approved application and generated a PSN.
- The Role Responsible column reflects whose ownership the application is currently in. The ownership indicators are Data Entry, CEPD, Consultant or New Programs Administrator.
Example 5: To review an existing application, select an application from the grid by selecting the box in the left column next to the Application ID or by clicking the Application Status link. You may also type in the provided column headers.
New Program Applications Grid columns explained:
- Application ID– CTEIS generated number assigned to the application.
- School Type– High School or Middle School.
- Program Type– Regular Program (REG) or Early Middle College (EMC).
- CIP/Cluster Code– CIP Code for HS programs or Cluster for MS programs.
- Program Name– Identified by CIP/Cluster Code.
- Building Name– the building the program is assigned.
- Application Status– The current status of the application (Open, Completed, Returned, or Submitted).
- Role Responsible– the current role the application is assigned. (Data Entry, CEPD Admin, Consultant, or New Programs Administrator).
- Consultant– the assigned Consultants last name.
- Status Date– current status date of the last entry.
New Programs Application Section (NPA)
The NPA panel can be found on the right side of the screen and allows you to easily navigate between different sections of the application.
- The Return to Application List button will return you to the list of all programs.
- Application Details provides you with the base application details.
- Application Pages links allow you to navigate to the different sections of the application, including viewing the log.
- Application Pages Color indicator:
- Yellow – based on the user role and the page status, the page color may be Yellow. For example: Based on the user’s role, if you are a CEPD, and the status of the page, be it New Programs Application, C-06, or Assurance, is “Completed,” then the page color is (Yellow). At this phase of the process, the Data Entry person has completed the page, so it is (Green) for them, but if the CEPD opens up the application, it is (Yellow) for them. If you are a Consultant and the status of the page is (Reviewed), meaning that the CEPD has reviewed the page, the button will appear (Yellow) for the Consultant, but (Green) for the CEPD.
- Green – indicates the form is complete.
- Blue – indicates the form is open and needs to be completed. It is still under your ownership and has not gone through a review.
- Red – indicates the form was returned or denied and may need further information
- Application Status displays the current status of the application. When appropriate, you can also update the application status.
- The Application Status comments area will display the most recent comments made when updating the application status.
Complete the Application
- You may view a created application by selecting the Application ID from the application list and click the View Application button at the bottom of the page.
- To edit an existing “Open” application select the Application ID and select Edit Application.
- The Application Overview screen shows all details and sections of the created application. You may print for your records by selecting “Print This Page” link or download completed documents by clicking on links within the page.
- Once all sections have been marked Complete, you may mark the full application complete.
- The CTEIS system will notify your CEPD Administrator that your application is complete and requests their review. If the CEPD Administrator finds any issues with any of the sections, they may mark one or more section as returned as well as the application and provide a comment as to what the issue was. The data entry person must address any of the returned section then remark them as completed.
- If the CEPD Administrator fully approves the application, they will submit to OCTE for full approval and program creation.
Example 7: Select a New Program Application to view:
Example 8: Enter data and review each section. Mark “Complete.”
CEPD: How to Review or Request Additional Information for a Completed New Program Application
- Select a completed application to review from the Applications grid by searching for the Application ID or by clicking the “Completed” application status in the grid.
- Review each section in the NPA panel. Click the “Complete” status which should be yellow and make the selection of “Revise” if the Data Entry user needs to update that section and enter any comments that may be helpful or if the section is correctly completed, select “Submitted” to close out that section of the application.
- Similarly, go through the remaining sections and mark each section as “Revise” or “Submitted” in the Application Log and include a comment. After going through all the sections, you must now mark the overall application as “Return Application” or “Submit Application” in the Application Log and include a comment.
- Click the “Return” button if one or more sections is marked as “Revise”. You are required to enter comments that can be helpful to the Data Entry user to update the application.
- Clicking on the “Return” button will send the application back to the Data Entry user. An email is sent to the Data Entry user with the comments. Application Status is now “Returned”. Click on the “Submit” button to send the application to the Consultant for review. You are required to enter comments. Application Status is now “Submitted”. The “Submit” button appears only if all the sections are marked as “Submitted”. An email is sent to the Consultant with the comments.
- Cancel: The CEPD Administrator may cancel an application at any time provided a comment is entered indicating the reason for canceling the application. The Application status is now “Cancelled” and cannot be further completed.
Example 9:
New Programs Application Log
The application log will log all status changes along with any comments made. All users of the system can review the log and see the progress, issues, and resolutions during the life of the application. Further, the log can provide access to the comments, instructing the user on what steps need to be taken to remediate issues.
New Program Application Log Fields:
- Date: The date when the entry is made in the log.
- Section: Name of the section that had a status change. This can be both sections and the program application as a whole.
- Event: Indicates the event that triggered the Log update. These can include marking a section complete or a CEPD administrator requested a section to be revised.
- User: Name of the user.
- Comment: Comments entered in the comment box for each section or for the whole application.
Example 10:
