Overview
CTEIS has an improved way of submitting New Programs Applications. 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:
How To Access the New Programs Module:
- 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 consultant role.
- Select the submitted application by identifying the Application ID or by viewing the Application status column.
- Under the actions panel, you can either view the application or approve the application by selecting the appropriate link.
- You can View the submitted application. You may also print this page for your records or download documentation by clicking on the uploaded links.
Example 1: Select the application in the grid.
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.
Example 2: View the Submitted application
Approve the Application
- After identifying the submitted application in the grid, in the Actions panel select “Approve Application”.
- Staring with Program Information page, in the Application Log include a comment and if all data is completed correctly, approve that section by selecting the “Approve Section” button. This will mark this section Approved. You must do this for all sections. Once all sections have been reviewed and approved, you may approve the entire application by selecting “Approve Application” This will transfer the application to the New Programs Administrator for review and approval.
Example 3: Approve the application
Example 4: Approve the application overview
Example 5: Select the “Approve Application” Button to Approve the application
Example 6: Application Status saved as Approved and transferred to the New Programs Administrator.
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.
- Once an application for a new program is created, the program and its details appear in the grid. Use the Select link to review a 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, New Programs Admin, or Consultant.
Consultant Access and Review Permissions:
The consultant reviews the New Programs Applications submitted by the CEPD Administrator. New Program applications submitted by the CEPD Administrator have an overall Application Status of “Submitted”. The individual sections of the application have a status of “Submitted”.
The Consultant can:
- Mark a section/sections as “Modify” if any of the sections are not satisfactory.
- Mark the overall application as “Modify”, if any of the sections are marked as “Modify”, to send the New Program Application back to the CEPD Administrator.
- Mark a section/sections as “Approved” if the sections are satisfactory.
- Mark the overall application as “Approved”, if all the sections are marked as “Approved”, to send the New Program Application to the New Program Administrator for further processing.
- Mark a section/sections as “Request Modification Section” if any of the sections cannot be approved.
- Mark the overall application as “Approved”, if any of the sections are marked as “Approved”, to send the New Program Application to the New Program Administrator for further processing.
New Program 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 New Program List 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, C-10, 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.
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.
