Licensure Management & Application Online System School System User Guide March/April 2015 Created by: Iron Data with NCDPI/Licensure Section March, 2015 1
School System User Guide NC DPI Online Licensure System Contents Use Case 1: Log in to your online test account and view the main menu.... 3 Use Case 2: Create an initial alternative license application 8 Use Case 3: Create an application for a licensed educator... 18 Example 1 Create application (click one button)... 18 Example 2 create application where more details are required... 19 Post Submission:... 24 Use Case 4: Process an Automated Application... 25 Use Case 5: View an application that you have created... 27 Educator Access to the Online Licensure System... 29 2
Use Case 1: Log in to your online test account and view the main menu. This use case will provide an overview of how to access the main menu and the functionality that is available. 1. Enter the NC DPI online licensure system test URL into your browser: https://votest.licensure.ncpublicschools.gov 2. Log in and change password, if required. 3
3. Main menu for your school system. 4. You have the following options on the Main Menu: Process General Applications: Use to create an application for an educator who is affiliated with the school system (see use case 2 for an example). Note: Not all applications are accessible for all school system user types. Process Automated Applications (LEA and Charters only): Use to create applications in batches during the annual renewal cycle. You may Renew Educator, Recommend SP1 to SP2 (LEA only) or Extend Provisional License (LEA only) for educators who appear on the school system list. 4
Application Search: Use to find and view any application which the school system has created. o You may specify a range of optional criteria to narrow down your search. o Tip: If you only know the last 4 digits of the SSN search using the % symbol e.g. %1234. Search for Educator: Use to view the license details of any educator who is affiliated with the school system. Select optional search criteria and then Search to find an educator. o You may specify a range of optional criteria to narrow down your search, including school. o Tip: If you only know the last 4 digits of the SSN search using the % symbol e.g. %1234. o Select the Educator Name to display the educator s license details. o Select the educator checkbox and Print to print the educator s license certificate. o NOTE: To view the license any educator who is not affiliated with your school system. Select verify a license from the NCDPI Homepage and then search by the educator s name or license number. 5
Maintain Affiliations: Use to view and manage the affiliation of educators with your school systems. o Educators can create an affiliation request which will appear in Pending status until you confirm the request. o Educators are also automatically affiliated by the salary feed. o You may use this screen to un-affiliate educators who are no longer employed. 6
Related Links and Notices: Use to view DPI links and notices. 5. There are also other options which appear at the top of all screens: o Edit Login Information: Select to update your account login information. As other people may be using your test account, please do not change the login information at this time. 7
o Logoff: Select to end your online session and return to log in screen. o Contact Us: Select to send DPI an email message. 8
Use Case 2: Create an initial license application. This use case will provide an overview of how to create an application for an educator who has never previously held an educators license in North Carolina. Note: A similar process applies when applying for Non Licensed HQ verification (applicable to Charter schools only). 1. From the Main Menu select Process General Applications. 2. The Select Application menu appears. Select the Initial Alternative (Lateral, CTE, Provisional, and Emergency Permit) application. 9
3. The application workflow opens. The Introduction application screen is displayed. Read the Application Instructions. Select Next to move through the application screens. You may also use the tabs on the left hand side to navigate to any application screen. Your application will be submitted when you click Next from the final Summary page. 4. Complete the Name and Personal Details screen for the educator. Ensure that you provide an accurate SSN, name and date of birth record. Click Next when complete. 10
5. Complete the Contact Information of the educator. Ensure that you provide contact details for the educator. It must be unique and never used in the system before. Note: Phone Number is required. The educator will be registered for an online account using the email address you provide and their application login instrucutions will be emailed to this address. Therefore please do not use a real educators email address during testing. 6. Complete the Ethnicity and Race information on behalf of the applicant. At least one value must be selected. The applicant will have the option to amend or update this when they process the application. 11
7. Complete work authorization information on behalf of the educator. A value must be selected. If not a US citizen, an expiration date for the work authorization must be entered. The educator will have the option to amend or update this when they process the application. If not a US citizen a copy of proof of work authorization is required to be uploaded with the application. 8. Enter relevant education information on behalf of the educator. Click Save to add the record to the list. When you have added all the records click Next. 12
9. Enter relevant work / experience information on behalf of the educator (optional, but required for certain license types). Click Save to add the record to the list. When you have added all the records click Next. 10. Select the type of license to be issued and provide the start date for that license. Select a value from the drop down menu. Select Next when completed. The educator will not be able to edit this information when they process the application. 13
11. Select the license area(s) being added to the license. Click Save to add the record to the list. When you have added all the records click Next. 12. Affiliate the educator with your school system. Click Save to add the record to the list. When you have added all the records click Next. 14
13. Complete a graduate salary request for the educator (optional). Applicable if the educator meets the requirements for Graduate Pay for the current Fiscal Year. Click Save to add the record to the list. When you have added all the records click Next. 14. Upload any attachments that are required to support the application. Choose the required attachment from the Attachment List drop down menu. Select the Choose File button to find the file on your computer. Add a note about the attachment for DPI (optional). Click Attach to add the record to the list. When you have added all the records click Next. 15
15. Review the Summary page to ensure that the information you have entered is correct. You may select Edit next to each section to return to correct any errors in the application. Select Next to proceed. This will create the application in the online system. 16. The Fee and Summary page is displayed. Select View PDF Summary Report to save or print a PDF of the application content. Select return to the Main Menu when you are ready. 16
Post Submission: The educator will receive an email to their email address with a temporary password. They will be instructed to log in to the online licensure system, complete the statement of applicant (criminal history) questions and pay the nonrefundable processing fee. The application will not be processed by DPI until the educator does this. Note: If you have created a Non License HQ verification application (Charter schools only), the applicant will be required to login to pay the fee, but will not be required to complete any steps in the application. 17
Use Case 3: Create an application for a licensed educator This use case provides an overview of how to create an application for an educator who already has a license and is already affiliated with your school system. Depending on the transaction there are two ways to do this: Example 1 Create application (click one button) The below example is for an Extend SP1 application. Once you have selected the educator, the application can be opened by clicking one button. A similar process applies for applications to Recommend SP1 to SP2 (outside of the renewal cycle) and Validate an Expired SP2 license. 1. Select Process General Applications from the Main Menu and then select Extend SP1. 2. The Educator Search screen opens. Search for an educator using the optional search criteria. Choose and an educator from the list and click the Select button. You may click on the educator s name to view their license details. The educator must meet the requirements for the application you are opening. 3. The Process Applications screen opens. Select Yes to create the application. If an application already exists, or the educator does not meet requirements for the application you are creating (e.g. status or license type) you will not be able to proceed. 18
4. If the application was created, this will be displayed on the screen. Example 2 create application where more details are required The below example is for an Add Non-Core Provisionally application. Once you have selected the educator, the application workflow screens will open and additional application information will need to be provided. A similar process applies for SP1 Non Recommendation, Clear Alternative License, Convert to LAT, Convert to CTE, Add Non-Core Provisionally, and Authorize Graduate Pay applications. 1. Select Process General Applications from the Main Menu and then select Add Non-Core Provisionally. 2. The Educator Search screen opens. Search for an educator using the optional search criteria. Choose and an educator from the list and click the Select button. You may click on the educator s name to view their license details. The educator must meet the requirements for the application you are opening. 19
3. The Process Applications screen opens. Select Yes to create the application. If an application already exists, or the educator does not meet requirements for the application you are creating (e.g. status or license type) you will not be able to proceed. 4. The application workflow opens. The Introduction application screen is displayed. Read the Application Instructions. Select Next to move through the application screens. You may also use the tabs on the left hand side to navigate to any application screen. Your application will be submitted when you click Next from the final Summary page. 20
5. Review the Name and Personal Details screen for the educator. Click Next when complete. 6. Review and the Contact Information of the educator. Update if necessary. Note: this will premanently update the address information for the educator on file with DPI. Ensure that the educator s email address is correct in the live environment do not use your own email address. (Note: Phone number is required.) 21
7. Select the license area(s) being added to the license. Click Save to add the record to the list. When you have added all the records click Next. 8. Upload any attachments that are required to support the application. Choose the required attachment from the Attachment List drop down menu. Select the Choose File button to find the file on your computer. Add a note about the attachment for DPI (optional). Click Attach to add the record to the list. When you have added all the records click Next. 22
9. Review the Summary page to ensure that the information you have entered is correct. You may select Edit next to each section to return to correct any errors in the application. Select Next to proceed. This will create the application in the online system. 10. The Fee and Summary page is displayed. Select View PDF Summary Report to save or print a PDF of the application content. Select return to the Main Menu when you are ready. 23
Post Submission The educator will be sent an email stating that an application has been created on their behalf and asking them to log into their online account, complete the statement of applicant (criminal history) questions and pay the nonrefundable processing fee, if applicable. If they do not yet have an online account they will first be required to register and link their existing license to their account. The application will not be processed by DPI until the educator does this. 24
Use Case 4: Process an Automated Application The use case provides an overview of the Process Automated Application functionality. Educators can be renewed, converted from SP1 to SP2 and Provisional Areas can be extended. A similar process applies for Renew Educator and Extend Provisional License Area. Note that educators with an SP2 license who are due for renewal must be renewed before you can extend a Provisional area. Transactions will be available during the annual renewal cycle. Multiple applications can be approved at once. If the educator meets the requirement, the applications will be automatically approved and do not require additional processing by DPI. Note: For Renew Educator applications, the application will be created in the system at the beginning of the renewal window. The educator will be required to log in to their online account and complete the statement of applicant (criminal history) before the application can be approved by the school system. The below example shows the 8 Recommend SP1 to SP2 application. 1. Select Process Automated Applications from the Main Menu 2. Select the required application: 8 Recommend SP1 to SP2. List will load, please wait for list to generate. If multiple educators are on the list, more than one can be processed at once. 25
3. Select the educator(s) from the list and click submit. 4. The Automated Process Results screen displays. Note that for test purposes, we are outside the date range for the renewal cycle, so applications will not approve during your testing. 26
Use Case 5: View an application that you have created You may view any application created by your school system by selecting Application Search from the Main Menu. This will display the information you submitted, plus any updates which the educator has made to the application (e.g. statement of applicant, attachments). 1. Select Application Search from the Main Menu. 2. The Application Search screen is displayed. You may view the content of an open or closed application by selecting the application number, which is a hyperlink. 27
3. The application screen is displayed, and you may view the application information, including any updates made by the educator. You are not able to resubmit the application. Updates are not saved. 28
Educator Access to the Online Licensure System This provides an overview of how the educator will register, access an application that a school system has created, and the other functionality that is available. Existing license holders should be encouraged to register and access their online account and update their contact information. Note: If you have applied for an initial alternative license for an educator they will be automatically registered and a password emailed to them. They should not manually register. 1. The educator will select the NCDPI Registration link on the log in page. 2. The educator will enter and submit their unique account information. After submitting this information, the educator will receive an email with a temporary password. On first login they will need to change their password. 29
3. After changing their password, the educator will see the onboarding screen, which will guide them through the process of adding their license to their online account. 30
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4. The licensed educator main menu will display. The educator will have a dropdown menu to open a new application. The educator can select Show Details to view their license details and print their license certificate. Existing applications (including those opened by a school system) which require additional work will be displayed on the screen. Existing fee payments that are required will be displayed under Additional Activities. Fees can be bundled so that they only pay the single highest fee when submitting multiple applications at once. 5. The below screenshot shows the applications available to educators. 32
6. The educator can select Show Details to view their license details and print their license certificate. The below screenshot shows the license details screen the educator will see where they can print their certificate. 33