Overview
CTEIS has a new way of submitting New Program Applications (NPA). For a district user to enter a new application, the CEPD Administrators need to coordinate with their Fiscal Agency Level 5 Administrators to grant the Data Entry user the New Programs Application data entry role for high school. The CEPD Administrator and Data Entry users are the district users of the New Programs process. OCTE Consultants and the 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 CIP Self Review documents for more detail on each section. Classification of Instructional Program (CIP) Self-Review
Accessing the New Program Application 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 data entry role.
- Under the actions panel, select the New Program Application HS (High School) button.
- Starting with Section 1, Program Information, please enter all required information.
- Select a program type, CIP Code and Building from the drop-down menu.
- The application contact information is automatically generated with the building selection. You may enter alternate information if necessary, in the spaces provided.
Example 1: Select an application type.
Example 2: Enter in program information using the drop-down menus.
Example 3: Enter alternate Information if necessary, in the fields provided.
Creating and Completing a High School New Programs Application:
- Click Create Application. A new program application is created, and the Application ID label shows a unique number to identify your application. Your application status is now “Open.“
- In the NPA Section, the statuses for the sections that require documentation will be listed as “Open”
- Update and/ or upload 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 4: Using the NPA Section to navigate, select each section and enter information and upload appropriate documents.
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 MDE ACA Work Experience
- C02 Professional Development (PD)
- C03- Program Advisory Committee
- C04 Safety Training
- C05 Work Based Learning
- 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 – Program Advisory 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 5: Upload documentation
Key Points to remember about the High School 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 Resp column reflects whose ownership the application is currently in. The ownership indicators are Data Entry, CEPD, New Programs Admin, or Consultant.
New Program Application Fields Explanation:
- State-Approved Program: A program type within CTEIS that allows a district to apply for an existing State-Approved CIP Code.
- EMC State-Approved Program: A program type within CTEIS in which an approved EMC (Early Middle College) may apply for an existing State-Approved CIP Code.
State- Approved and EMC State-Approved New Program Application Explanation:
- The screens for the State-Approved and the EMC State-Approved programs are very similar. To select the State-Approved CIP Code, begin to type the CIP Code number or name into the CIP Code text box. The system will begin to autocomplete with programs that match your entry. Enter the building in which the program will be held in the same manner.
- When you have entered all your information, click the Save Changes button to create the application. If you are updating the application, be sure to click the Save Changes button after any changes to ensure your changes are saved.
State- Approved and EMC State- Approved New Program Application Fields Explanation:
- Program Type: State-Approved or EMC State-Approved.
- CIP Code: Enter your CIP Code or Program Name and select from the prompted entries.
- Building: Enter the Building number or the Building name and select from the prompted entries.
- Application ID: The Application ID is created by the system when the new program application information is initially entered and saved.
- Contact Info. and Alternate Info: Your contact information appears here. You may enter any other alternate contact information in the Alternate Info. section.
- Fiscal Agency Superintendent: Fiscal Agency Superintendent’s information will be automatically populated based on the Building you have selected.
- Building Contact Info: Enter the Title, Name, Address, and Phone/Fax/Email information for your Building. If this is a contracted building, enter the contracted building information.
- Program Comments: Enter any relevant comments about the application. These comments will be saved to the application Log when you click the Mark Complete button. You can review your comments in the Application Log section by reviewing the Application Log from the side menu.
Contracted Buildings:
For contracted buildings, select “00000” or “Contracted” in the building drop-down menu and then select the appropriate district supporting the program. You must enter Contracted Building Contact Information in the space provided.
Example 6: Enter Contracted Building Contact Information (if applicable)
Example 7: 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 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, 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
- The 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.
Example 8: Include comments in the application log.
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.
Complete the Full 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 sections, 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 9: Select an application to view or edit.
Example 10: Print application overview for your records.
