OHIO DEPARTMENT OF EDUCATION Connected Ohio Records for Educators (CORE) e-signer User Manual

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1 OHIO DEPARTMENT OF EDUCATION Connected Ohio Records for Educators (CORE) e-signer User Manual

2 CONNECTED OHIO RECORDS FOR EDUCATORS e-signer User Manual April 1, 2015 Ohio Department of Education 25 S. Front St. Columbus, OH

3 TABLE OF CONTENTS Accessing the System... 3 CORE Dashboard... 6 How do I request an Educator State ID online?... 8 Enroll as an esigner My Approvals Two-Step Approval Process Manage esigners Search esigner Requests Additional esigner Information

4 Accessing the System Access to the CORE My Educator Profile system is controlled through ODE s Secure Application for Enterprise (SAFE) portal. An end-user must have a SAFE account in order to access the CORE System. Access the main ODE web page by going to Click on the SAFE link (in the menu at the top of the page). The SAFE Sign In page is displayed. Enter your User Name and Password and click Sign In. If you don t yet have a SAFE account, click the Sign Up button and follow the instructions for creating a SAFE account. If you need help, click on the link Safe Sign up help for an instruction manual. 3

5 If the message The user name or password provided is incorrect is displayed, and you have forgotten your user name or password, click the Forgot user name or password link and follow the instructions for having a new password ed to you. After a successful login, the SAFE Menu will be displayed. Note that there are links above the menu for things you can do to change or access information about your SAFE account. These links allow you to: - Change your Name (with a valid Ohio Driver s License) - Update your Address - Update your Home or Office Physical and Mailing Addresses - Update your Phone Number - Change your Password - Request Access to GED/Scholarship/CCIP systems - View the different systems you can request access to - Show your current roles and access The number of systems listed on this menu will vary widely depending on your permissions. To access CORE, click the ODE.CORE (Online Licensure System) link. The main CORE Dashboard will be displayed. 4

6 CORE Dashboard The CORE Dashboard is a new way to navigate the CORE Online Licensure and Resident Educator systems. This easyto-use page will be your home page. Your base from which you can access any of the features in CORE. The items which appear on the dashboard are customized to the individual logging in. For example, if you are an e-signer, you will see the E-Signers box. If not, this area will be blank on your dashboard. If you are a Resident Educator Coordinator, you will see a link to RE Registration in the Important Links box. Dashboard Features: There are handy HELP and HOME icons at the top of the screen. If you click on the help question mark (?) you will see a list of available help sources. If you click on the Home icon, you will be returned to the old CORE apple menu. Some users may need to use this, depending on what functions you are performing in CORE. Each box on the dashboard is either clickable anywhere in the box, or for those boxes with links, you can click on any link in the box. Reminder notices are displayed in the boxes as appropriate. If you have applications that you have not yet submitted and paid for, there will be a reminder in My Account to click on and pay for those applications. If you have credentials expiring which are now renewable, a reminder will be displayed in the My Credentials box. A convenient STATUS box is available which will take you to the My Applications screen where you can check on the status of your application. If you are an E-Signer, you can see if you have any pending applications to sign, without needing to go to the My Approvals screen. 5

7 My Educator Profile The purpose of the My Educator Profile module is to provide a way to streamline the licensure process for educators, signers, and the Office of Licensure. Similar to the Educator Profile lookup, My Educator Profile shows demographic, credential, and financial information; only it is YOUR personal information. When each person signs on, he/she will see only his/her own data. The system is made up of several sections, all under the general heading of My Educator Profile : My Account, My Applications, My Approvals, My Credentials, My Documents, My Financial Transaction History, My Information, Manage E- Signers, and My IPTI Registrations. The My Information section is used to review and edit the demographic information that is on file with the Ohio Department of Education. The My Account section is used for paying licensure fees. Transaction history and current balances can also be reviewed on My Account or My Financial Trans History. The My Applications page is used to apply for a new license, permit, or certificate; or view a list of application requests and the status of each. The My Credentials page is used to view a list of your credentials (active and historical) along with their dates and status. Online renewals, advances, transitions, add an area, and corrections may also be done from this page. My Approvals is for persons with the security role of LPDC Chair/Designee, Superintendent/Designee, Dean College of Education/Designee, or Credential e-signer. This is where a licensure signer will enroll as an electronic signer. After enrolling, the My Approvals screen will display application requests which are waiting for online signature approval. Manage E-Signers is where an organizations licensure signers may remove esigners, or change the preferences of those esigners. My IPTI Registrations is used to electronically register for the IPTI program. My Educator Profile is available to anyone with a SAFE account. My Information The My Information section of the My Educator Profile module is used to maintain the demographic information that is stored in OEDS-R (Ohio Educator Directory Service). When you change or update your information using the CORE system, it will automatically update OEDS-R (and thus your SAFE account). To access the My Information page: 1. Login to the SAFE portal. 2. Click on ODE.CORE link from the SAFE menu. 3. On the main CORE menu, hover over the My Educator Profile apple to bring up the drop down menu, and click on My Information, or just click on the apple next to My Educator Profile. 4. The My Information page is displayed and populated with the information from OEDS-R (Personal Information section). 5. Update any information in the Personal Information section (Address, Phone or ) that is incorrect or has changed. 6. Click Save to save your changes. 6

8 You will be required to have certain demographic information before becoming an e-signer. Please make sure you have your Home (Primary Address), , and Phone Number entered correctly. You will also need to have an Educator State ID. 7

9 How do I request an Educator State ID online? An Educator State Identification (Educator State ID) is one type of common identifier created and assigned by the Ohio Department of Education to identify individual people. The Educator State ID is very helpful when linking person records with unique data records related to that person, such as educator licenses, PRAXIS data, BCI and FBI Background check data, etc. Educator State IDs also help ODE staff identify and reduce the occurrence of duplicate person records in ODE databases. If you are an Ohio licensed educator, or have ever requested educator licensure from ODE, you already have an Educator State ID. To search for your Educator State ID, simply go to the CORE Educator Profile module at this location and search for your information: If you searched the CORE Educator Profile module and an Educator State ID did not appear with your unique record, you can request one through the CORE My Educator Profile module. Here are the steps: 1. First, you ll need a SAFE account. If you do not have a SAFE account, please follow the instructions in this manual, section Safe Login. 2. After you ve created a SAFE account, log into SAFE and select ODE.CORE from the SAFE Portal Menu. 3. Select My Educator Profile from the CORE Portal page. 4. You will first need to enter your full 9-digit social security number. Enter this number without dashes, and click on the Save Changes button. 5. Once your social security is accepted by the system, click on the Apply button to be assigned your Educator State ID. Note: if your social security number is already in the system, you will receive an error message and you most likely have duplicate accounts. 8

10 VERY IMPORTANT: If you are a credentialed educator in the State of Ohio, you already have an Educator State ID and it should display in the Personal Information section. IF you are a credentialed educator in the State of Ohio and the Apply button appears, it is probable you have a duplicate record which requires maintenance in the ODE data system. Please DO NOT click Apply if you are a credentialed educator. Instead, please contact ODE Educator Licensure Customer Support at and the duplicate records will be corrected. 6. After clicking on Apply, answer the questions in the popup box. If you answer any of these Yes, that means you already have an Educator State Id, and you may be prompted to select an account which matches your demographic information. Once you ve answered all the questions correctly, your Educator State ID will be assigned automatically and will populate the Educator State ID: field on the My Information screen: 9

11 Enroll as an esigner This feature allows a valid licensure application signer to enroll in the CORE Online Licensure system. When a signer is Enrolled as an e-signer, he/she will receive an every time an educator has submitted an application online which requires approval from the signer s organization. The signer will then review their inbox, through CORE My Approvals, and either electronically sign (approve), or decline the application. You must have one of the following valid Signer roles in OEDS before enrolling: Superintendent, Superintendent Designee Dean-College of Education, Dean Designee-College of Education Coordinator-LPDC, Coordinator Designee-LPDC Credential e-signer If a member of an ESC is to be responsible for signing applications online, they can be given the role of Credential e-signer for that district in order to do so. To enroll: 1. Sign on to your SAFE account 2. Select the ODE.CORE application 3. If you have the appropriate role in OEDS, the link Enroll as e-signer will appear on your dashboard in the E- Signers box. Click on this link. 4. On the My Approvals screen, you will be asked to enroll as an electronic signer. The following screen will be displayed: Your current OEDS role and organization will be displayed on this screen. Review the instructions on this page and verify the requirements to be an electronic signer. Click on Enroll Me. 10

12 Note: You must have a valid address in the system to enroll as an e-signer, as all messages are sent back and forth via . If you receive the following message: We could not find your Primary Address in OEDS, to send you notifications, please click on "Add Primary Address" button to add address. Then click on the button Add Primary Address. You will be taken to the My Information screen to add an address. Then you may return to My Approvals to enroll. 5. Read the displayed text, and if you agree, click on I Agree. If not, you may click Cancel to not enroll at this time. Congratulations! You are now set up as an e-signer for online new or renewal applications! You should receive an verifying your enrollment. You will now begin receiving notices when applicants use your organization as an Electronic Signer. Please monitor your My Approvals inbox regularly to ensure you are signing applications on a timely basis. Refer to this manual under the My Approvals section for details on signing applications. THANK YOU for enrolling! 11

13 My Approvals The My Approvals module is used to review and approve or decline online applications submitted by applicants. 1. To review your organizations pending applications, either click on the link on your dashboard called E-Sign Applications, or click on the My Educator Profile dropdown menu, and select My Approvals. A list similar to below will be displayed. 2. This page displays the list of applications that have been submitted for your review. To Review, Approve or Decline an application, click anywhere in the row of that application. 12

14 3. Demographic information about the applicant is automatically displayed. If you need to find further information about the applicants credentials, other applications, background checks, etc, click on See more information and the Educator Profile/Credentials screen will be displayed in a separate tab. 4. Important information is highlighted in yellow please pay particular attention to these important fields. 5. The Effective Year chosen by the applicant will be displayed. Some applicants fail to apply for the correct year. As licenses are only effective from July 1 of the chosen Effective Year, this may need to be changed if it is before July 1 and the applicant needs the credential to teach now. If the applicant chose the incorrect year, it may be changed by the esigner. Simply click on the radio button next to the appropriate year. Note: Applicants may apply to RENEW their expiring licenses starting on November 1 of the previous year, provided they have met all of the necessary qualifications. 6. To review, approve or decline an application, click on the dropdown Action. Click on either Review, Approve or Decline. An will be sent to the applicant telling them of your action. If Decline is chosen, comments must be entered in the Notes section. The applicant will not see these comments, but these will be viewable by the Office of Educator Licensure. 7. If you would like to the applicant some information at this time, simply click on the address that is displayed in the demographic section. This is a link and will open your system with an opened to that person. 8. Click on Save. Note: Multiple signers for one organization may all receive applications to be approved in their inbox under My Approvals. Once one person approves or declines an application, it will be removed from all signers inboxes. 13

15 Special Note for Dean Signature Types Only: 9. Dean signature types only may edit the application which the applicant submitted. The following things may be changed: Teaching Fields and Endorsements. They may also change the Effective Year, as described above. To edit an application s areas, first select the application by clicking on it in the list of all pending applications. If you need to change the teaching fields/endorsements that are displayed, click on the button Edit Request Details. 10. The areas selected by the applicant will be highlighted in blue. In the case of an Add Area application, those areas which were on the originally issued credential will be outlined in red. These cannot be changed, as they were already approved and issued. You may change the remaining selected areas by either clicking in the box to select those you need to add, or un-selecting those you need to remove. 11. After completing selection of the areas, you may change the Effective Year if needed, and click on Save Request. The application will be refreshed with your changes. Click in the Action dropdown to Review/Approve/Decline. 14

16 Two-Step Approval Process The Two-Step Approval Process was designed for those organizations which want to implement a two-step process where one person acts as a Reviewer of applications initially, then forwards the application on to an Approver for final approval and electronic signature. This new process will introduce two new levels of signers: Reviewers and Approvers. A Reviewer will be able to look at all pending online applications, verify them, and if eligible, mark them as Reviewed (or Declined ), and pass them along to the Approver. The Approver will see only those online applications which are ready and are marked as Reviewed. The Approver will not see application which the Reviewer has declined. He/she will then be able to approve (sign) or decline them. While any organization type which can sign online applications may utilize this process, they will not need to make any changes to their current approval process if they do not wish to. The system will work as-is with no changes necessary for the majority of signer organizations. The following business rules apply for setting up the Two-Step Approval Process: 1. Any signer organization type may choose to utilize the 2-Step Approval Process. 2. In order to utilize the 2-Step Approval Process, an organization must have at least two esigners. 3. All potential signers must first be Enrolled as esigners before they will appear in Manage esigners. 4. If the 2-Step Approval Process is not used, then all esigners for an organization will have the default settings of Yes Receive Notifications, and every signer s profile will be No Preferences, and each will see all Pending application requests. They will be able to only Approve or Decline these requests. 5. Before giving an esigner the Approver level, someone must first be designated as a Reviewer. 6. An organization cannot have all Reviewers and no Approvers. 7. An organization cannot have all Approvers and no Reviewers. 8. An organization may have a Reviewer and a No Preferences or an Approver. 9. An organization cannot have all esigners with Notification set to No. 10. A Reviewer will see only Pending application requests. An application will not be submitted to OEL for review after the Reviewer has processed it, only after the Approver has processed it. 11. A Reviewer may approve of the request and mark it as Reviewed, or may Decline the request and not send it on. 12. An Approver will see only Reviewed application requests. 15

17 Manage esigners Setting up the Two-Step Approval Process: 1. To set up an organization to utilize the 2-Step Approval Process, click on Manage esigners from the My Educator Profile dropdown menu. (Note: Any valid esigner role in an organization may manage the esigners.) 2. Select the Organization from the dropdown: 3. The esigners for that organization will be listed. If there is only one esigner enrolled, the 2-Step Approval Process cannot be set up. Click on the esigner to be modified. (Note error when there is only one esigner enrolled). 16

18 4. Everyone must be enrolled as an esigner before setting up the 2-Step Approval Process. To do this, each esigner must go to My Approvals, and click on Enroll Me. 5. Return to Manage esigners to set up preferences for the esigners. Click on a signer s name. (Note: the level of No Preferences is the default before any profiles are created. 17

19 6. A Configure esigner box will appear which allows a Signer Level to be selected, and the Notification preference to be set. Reviewer: Can see only Pending applications. Can mark these applications as either Reviewed, or Declined. Does not have the final approval before going to Licensure. Approver: Can see only Reviewed applications. Can mark these applications as either Approved, or Declined. Has the final approval before going to Licensure. No Preferences: Can see any application. Has final approval before going to Licensure. All Levels: Can turn on or off Notifications. 18

20 7. An error message will appear if an Approver is selected without a Reviewer being set up first. 8. First set up a Reviewer and a success message will be displayed. Next the Approver can be set up. 19

21 9. The screen should now look like below, with one Approver and one Reviewer. 10. The system will not allow an organization to set up all Reviewers, or all Approvers. 11. The system will not allow an organization to set up all esigners with an Notification preference of No. This is to avoid an organization not receiving ANY s when online applications are submitted. 20

22 Search esigner Requests 1. On the My Approvals screen, click on the link Search Signature Requests. 2. A search screen is displayed to look up any historical or pending online application requests. The organization is required for the search, along with any combination of the following: Esigner Request Status, Educator First Name, Educator Last Name, Educator State ID. 3. Click on the Search button. The results matching your criteria will be displayed. These results may be sorted by any of the columns simply by clicking on the arrow in the column heading. 4. You may also search the results for a specific application by keying something in the Search in Requests box. 5. To view an application s details, click on the application anywhere in that row. The data displayed is similar to how you view an application under My Approvals. You may not change the status of an application at this point by approving or declining it. You may just review the details. 6. To download (and save and/or print) an applicant s credential, simply click on the download icon next to any Issued credential. 7. If an application status is On Hold it means that the Office of Educator Licensure has reviewed it, and placed it on hold pending something the applicant still need to complete. An is generated 21

23 to the applicant with these instructions. You may also view these comments by hovering your cursor over the App Request Status of On Hold. 8. You may download the results of your search into any office product such as Excel or Access by clicking on the Download Results button. This will create a.csv file with all of the applicant data in columns. 22

24 Additional esigner Information esigner Search: On the Educator Profile/eSigner Data tab anyone with CORE access may look up an esigner by organization, last name, IRN, role, or county. Printing Credentials: Please note that paper licenses will no longer be mailed to educators or school districts. There are several options for you to receive electronic credential files, which consist of a PDF copy of an issued license, certificate or permit: 1. Upon your request, educators may download a copy of any issued credential and provide a copy to the appropriate school or district office. 2. Each e-signer may download a copy of any issued credential that their organization has approved. If the two methods above do not fulfill your needs, an e-signer may specify an address where the system will send a message with an electronic file attachment in PDF format. Click here to enter an address for this function. 23

25 Special Instructions for Changing your Organizations esigners: When esigners are added or leave an organization, you must be very careful to update all systems accordingly so that access to sign licensure applications is granted appropriately. To Add an esigner to a College, University, School District or ESC: 1. Request the OEDS Administrator for your organization to assign the new esigner the correct role in OEDS. This should be one of the following: Superintendent, Superintendent Designee, Credential esigner, Dean College of Education, or Dean Designee College of Education. 2. Once this role is assigned in OEDS, that person may Enroll as an esigner in CORE. To Add an esigner to an LPDC: 1. Someone in the LPDC must first submit a request through the CORE LPDC Module to add this additional person to the LPDC Signer list. If appropriate, delete the person leaving at the same time. 2. After the request is approved by the LPDC Administrator in the Office of Educator Licensure, the new LPDC esigner may Enroll as an esigner in CORE. To Remove an esigner from a College, University, School District or ESC: 1. In CORE, select Manage Esigners and click on the Delete icon to remove this person from the CORE system as an eligible signer for your organization. Any enrolled esigner may do this, but it must be done before the person leaves the organization. If not, he/she will still receive s and be able to view and approve licenses. 2. Request the OEDS Administrator for your organization to remove the role (Superintendent, Superintendent Designee, Credential esigner, Dean College of Education, or Dean Designee College of Education) from the person. Note: sometimes it may be appropriate to keep the role for that individual, if they are just no longer esigning licensure applications, but are remaining on in their capacity at that org. To Remove an esigner from an LPDC: 1. In CORE, select Manage Esigners and click on the Delete icon to remove this person from the CORE system as an eligible signer for your organization. Any enrolled esigner may do this, but it must be done before the person leaves the organization. If not, he/she will still receive s and be able to view and possibly approve licenses. 2. Submit a request through the CORE LPDC Module to delete this person from the LPDC Signer list. If appropriate, add the new person at the same time. 24

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