Education Management System (EMS) USER GUIDE

Transcription

1 Education Management System (EMS) USER GUIDE NMLS Course Provider Application Process Version 2.5 June, 2015 NMLS State Regulatory Registry, LLC User Guide: Course Provider Application Process (Initial) Page 1

2 NMLS Provider Application Overview We re delighted that you re interested in becoming an approved course provider with the Nationwide Mortgage Licensing System (NMLS). As a course provider, you play an important role in implementing the SAFE Act and assisting state-licensed Mortgage Loan Originators (MLOs) to fulfill their testing and education requirements. This guide is intended to assist you through the application process. While we ve tried to make the application process as easy as possible, we re the first to acknowledge that this online process will be unfamiliar to some users. However, if you follow the steps outlined in this guide, you shouldn t have any problems. And if for any reason you do encounter a problem, technical support is always available at There are three steps associated with submitting an application to NMLS: Step 1: Getting Started Accessing information and preparing your forms Step 2: Going Online Completing the online application and paying the fee Step 3: Uploading Your Files - Uploading Documents in Basecamp PLEASE NOTE THE FOLLOWING FOR SUBMITTING AN APPLICATION - Be through and complete when filling out the forms to include the Instructor and Business Description Document. Vague or missing information will only slow down the application review process. - Ensure you have a copy of your business license, tax id form, or similar document which shows you are authorized to do business. - Carefully review and ensure you understand and agree to the Standards of Conduct for Course Providers. - Submitting an application will require you to log into two different portals at two different times: 1) The EMS to set-up an account profile and pay fees. 2) Upon receipt of invitation from NMLS, login to Basecamp to upload and manage documents. User Guide: Course Provider Application Process (Initial) Page 2

3 Step 1: Accessing Information and Preparing Your Forms Once you ve decided to become an NMLS approved course provider, here s what you need to do: 1. Go online and visit the NMLS Course Provider Resources Page. This area of the NLMS Resource Center has been especially designed to provide you with all the information you ll need to submit an application to become a provider, submit courses for approval, and to access other resources. You may want to bookmark this page, as you ll most likely be referencing this area frequently. Note that this page also provides a link to the Official NMLS Course Provider Newsletter. Please be sure to subscribe to the Newsletter as it serves as our primary way of keeping course providers up-to-date on news and information. 2. On the NMLS Course Provider Resources Page you will find documents detailing all of the processes, policies, and notices associated with being an NMLS approved course provider. Please be sure to familiarize yourself with each of the following types of documents: a. User Guides provide detailed step-by-step instructions about how to complete every NMLS business process. b. Policy Documents provide specific information on NMLS policies pertaining to such things as provider and course approval, course formats, credit banking, marketing standards, etc. c. Functional Specification provides detailed technical information about how course have to be confirmed to satisfy conditions for approval. d. Education Notices - provide guidance about how to satisfy SAFE Act, CFPB or state agency education requirements. 3. Download and complete the Course Provider Application Form. This is a comprehensive form that will probably take an hour or more to complete. You should complete this application prior to going on to Step 2 below. Please be thorough when filling out this form. So that you are not duplicating information when filling out the form, you may reference the Instructor and Business Description Document. Here is what you need to know to complete the Comprehensive Application: a. Section I: Basic Information. For Organization/Company Name, please provide your organization s legal name. If you are doing business as (DBA) you ll use only your DBA name when completing the online form. User Guide: Course Provider Application Process (Initial) Page 3

4 When completing the PDF application provide your legal and DBA name. When completing the online application only provide your DBA name or your company name as you want students to see it. Note: names must be less than 70 characters. A Tax ID/EIN number is required on the application. If you don t have a number, you will not be able to submit an application. For point of contact, list whom you would like us to contact if we have any questions about your application. If your organization has a web site, list every URL(s) that may be used to market an NMLS approved course. Note that web sites are to conform to best practices associated with conducting business online and must include the following: organization s business address phone number(s) contact address a privacy policy refund policy course cancellation and other applicable policies. b. Section II: Organization Type. Tell us what type of organization you are by clicking one of the check boxes. If you re an other please provide the details. c. Section III: Organization Intent. Tell us which type of education courses you intend to teach and in what formats by checking off all that apply. d. Section IV: Organizational and Regulatory Information I. Question 1: Business structure. This is a two part question: please tell us about the organization s business and management structure, to include listing the owners, corporate principles, and/or any investors. The second part of the question request that you list the state which issued the business license and the number of years the organization has been in business. User Guide: Course Provider Application Process (Initial) Page 4

5 II. III. Question 2: Summary of organization changes. Has your organization gone through some significant change(s) over the past five years? Tell us about any name changes; change in ownership, mergers, or acquisitions; or any other significant event that may have occurred. If nothing has changed or you re a new organization, please just list none. Question 3: Other Approving Agencies. List all state or federal accrediting or course approval agencies (including real estate and/or appraisal) which you are currently approved by. Additionally, some states require that schools be approved by the state s post-secondary education agency. If you are doing business in CO, MD, or NV you may need to meet this requirement prior to submitting your application to NMLS. IV. Question 4: Method of Course Delivery: Describe your methods of course delivery to include venue or delivery vehicle. Note that if you deliver online courses, list what learning management system (LMS) you employ and how it will be configured to ensure students meet minimum time requirements and the other requirements as detailed in the NMLS Functional Specification for Online Courses. V. Question 5: Partnerships. Please describe any partnership arrangements in place and/or being considered to either 1) license course content to other organizations; 2) acquire course content from another organization; or 3)referral marketing agreements to sell other courses. Please be sure you re familiar with the NMLS Policy on Business Arrangements, Reselling, and Marketing of NMLS Approved Courses before responding to this question. VI. Question 6: End-of-Course Evaluation Process. Course providers are required to conduct an end-of-course survey process. Describe the process you have in place to ensure that the end-of-course survey is being conducted and that feedback is incorporated to make improvements to courses. e. Section IV: Standard of Conduct Agreement. It is the intent of NMLS to have all Approved Course Providers promote and offer courses in accordance with the highest ethical standards. As such, NMLS approval status is granted with the understanding that Course Providers will abide by the standards of conduct. Violation of any of these provisions could result in sanctions or disciplinary action up to suspension of course approval and/or loss of NMLS approval status as provided by the Administrative Action Guidelines for the Mortgage Testing and Education Board. Please sign the form at the bottom of the application form or your application will not be processed. User Guide: Course Provider Application Process (Initial) Page 5

6 4. Gather additional documents. In addition to the Comprehensive Application, you ll need to upload four additional documents complete the online application process: a. Copy of Course Completion Certificate. This is what the students receive once they have successfully completed one of your courses. Note that this is a mandatory document that must be given to every student after they have completed a course. See Sec of the Functional Specification for details about what information must be on this document. b. Copy of End-of-Course Survey or other assessment/evaluation form. This is the end-of-course survey the student is asked to complete after they have finished one of your courses. c. Instructor and Business Description Document. An outline of this document in MS Word format is available on the course provider section of the NMLS Resource Center. This is the most important document used to evaluate your qualifications to become approved. Please complete it in detail! d. Copy of Business License, Tax ID document or other document that demonstrates you are authorized to conduct business at the business address you have provided. User Guide: Course Provider Application Process (Initial) Page 6

7 Step 2: Completing the Online Application and Paying the Fee Now that you ve completed Step 1 and have your documents ready for uploading, let s move on to Step 2. NMLS has contracted with CyZap Zap Certify to provide certain education services including the course provider application process, course application processing, provider/course renewal, and course completion reporting (banking). Let s get started: 1. Go online and visit the Education Management System. 2. Are you at the right website? Great! (Be sure to bookmark for favorite place this link as you will be visiting it frequently). Below the orange colored login button, you will see a Becoming a Course Provider text. Click the link directly below it to begin creating a user account. 3. On the next screen, you will begin setting-up your new profile. Enter in your Organization s Name and Tax ID number. Once finished, click the orange colored next button to continue to the next page. 4. It is now time to set-up the rest of your user profile. Please take the time to input your basic/contact information for your organization. Note the application details below when completing your profile: Note: Enter your organization s name as you want to appear to students in the NMLS Master Course Catalog. If you are doing business as, enter your DBA name. Note: From the Organization Type drop-down list, choose the organization type that best matches what type of organization you are. If you listed your organization type as other from the drop-down list, type in what type of organization you are. User Guide: Course Provider Application Process (Initial) Page 7

8 Note: Enter the Address of the primary point-of-contact. The profile address is where we will be sending you the confirmation notice that your application has been received and to send the invitation to upload documents into Basecamp. We ll also be using this in case we have questions regarding your application and to send you status updates. Since is our primary form of communication, please ensure you submit a valid Address. 6. Congrats! You have successfully created a profile in the NMLS Education Management System. Please print out the login information given on the screen. It is your temporary username and password. An example is shown below: Username: SRR Password: 49$59@09 User Guide: Course Provider Application Process (Initial) Page 8

9 Now that you have your temporary username and password, you will want to update them in the system. In the left hand corner of your screen, you will see a box with the heading title of Account. The links given below it will allow you to update both your username and password. 7. Did you update your username and password? Great! Now it is time to submit your application to become and NMLS Approved Provider. Please click the orange button labeled Submit your provider approval application. 8. The first question of the application pertains to the type of education you intend to offer as an NMLS provider. NMLS allows providers to teach both pre-licensure and continuing education. Please indicate which type you intend to offer or if you plan to offer both. Also, please indicate the formats in which you plan to deliver the education. 9. The final page of the application process requires you to answer three questions related to licensure and criminal disclosure. Depending on how you answer the questions, you may be required to provide additional information in the Comment box. If you are required to submit a comment, please be truthful and provide as much as detail as possible. User Guide: Course Provider Application Process (Initial) Page 9

10 10. After you have answered the three questions, click the Next button at the bottom right of the page. 11. You will now be presented with the Fee Summary page. Please review the fee summary carefully. All fees in the system are NON-REFUNDABLE. Click the Next button to acknowledge the fees. 12. The next page you will see is the Attestation page. The attestation page contains the NMLS Standard of Conduct Agreement. Please click the NMLS Course Provider Standards of Conduct link. You need to read and thoroughly understand this document before proceeding to the next page. Once you have read the Standards of Conduct, provide an electronic signature and click Next. Important: In e-signing your name, your organization agrees to abide by the NMLS Course Provider Standards of Conduct. User Guide: Course Provider Application Process (Initial) Page 10

11 13. After you click the Next button, the Confirmation screen displays. If you need to edit any of the information you can do so by clicking the Previous button on the bottom of the screen. If the information is accurate, please click Submit Application to proceed. 14. Once you ve clicked the Submit Application button you will be required to pay the application fee. You can pay by credit card or ACH payment. Please select your desired method and enter in the required information. Once completed, click Submit. Important: If you decide to pay with ACH, under bank account type, ALWAYS select personal checking. Do not selective business checking. Business checking with result in an error message and the payment will not be processed. User Guide: Course Provider Application Process (Initial) Page 11

12 15. Can you see the Payment Successful screen? Congrats! You have completed the online application to become an NMLS Approved Course Provider. You should print this page for your records. A confirmation should be arriving in your inbox shortly as a receipt. User Guide: Course Provider Application Process (Initial) Page 12

13 Step 3: Uploading Your Application Files into Basecamp Within 24 hours (Monday Thursday, Please give up to 72 Hours if applying Friday- Sunday) of receiving your application payment confirmation , an invitation on how to create a profile in the Basecamp will be sent via to you. If you have not received an invitation or link to Basecamp within the timeframe listed above, please contact Mike Bray at mbray@csbs.org immediately. The approval process cannot begin until you have uploaded loaded the required documents into Basecamp. 1. To set up your profile, open the invitation and click on the link to get started. 2. Next, create a username and password. 3. Click the Create Account button. 4. Once you have created your account, you are now ready to view your projects and upload the required documentation. 5. In the right corner of your screen, you will see a Your projects Section. Click on the project that pertains to your initial provider application. User Guide: Course Provider Application Process (Initial) Page 13

14 6. You will now be taken to your provider application overview page. Click on the tab labeled Files. 7. Click on the Upload a file button near the top right corner. 8. Choose the browse button to select the appropriate file from your computer. User Guide: Course Provider Application Process (Initial) Page 14

15 Course Provider Documents Required to Be Uploaded into Basecamp NMLS Approved Course Provider Comprehensive Application Form. Course Completion Certificate End-of-Course Survey Instructor and Business Description Document Copy of Business License, Tax ID document or other document that demonstrates you are authorized to conduct business at the business address you have provided. ALERT! The review process cannot begin until you have uploaded the required files listed above. 9. Check the box at the bottom of your screen notifying Rich Madison. You will need to notify NMLS anytime you upload new forms. 10. Once the box is checked, click Upload the files. Congratulations! You have just completed the Course Provider Application Process. User Guide: Course Provider Application Process (Initial) Page 15

16 OK, I submitted my provider application, now what? Good question. Please allow 14 business days from the time of submission for your application to be reviewed and evaluated. Your application will be evaluated based upon the criteria guidelines that are posted on the NMLS Resource Center. If your application is deficient in any way, you will be notified immediately either via a phone call or . Your prompt response to address any deficiency will enable us to more quickly evaluate your application. If you would like to know the status of your application and 14 business days have passed, you can send an inquiry to Mike Bray at mbray@csbs.org. Again, thank you for your interest in becoming an NMLS approved provider. User Guide: Course Provider Application Process (Initial) Page 16