Transcript Secondary - Colorado State Plan CTE

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PROGRAM APPROVAL
SECONDARY QUICK START GUIDE
Colorado Community College System
[email protected], 303-595-1613
System Overview
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
One Stop Shopping
All programs at your fingertips.
 One place to see the status of your programs.
 Ability to manage your contact information and
program information.
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Results
Program Approval ownership is back where it belongs
at the local level.
 Less time spent finding the information you need.
 Less time spent calling or emailing CCCS.
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Table of Contents
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User Levels
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S District Level
 S School Level
S District Level
 S School Level
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User Levels Defined
Managing Contacts
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Secondary
Dashboard Tab
Description
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Definitions
FAQ’s
Definitions
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What is an Active Program?
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What is a Pending Request?
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A Program Approval Web Request is considered a pending request if the program is in the process of
being renewed, revised or newly submitted for approval. Once a pending request has been approved
and Entered into Database, or not approved, either Denied or Withdrawn, the program will no longer
show up if the “Pending” option has been chosen.
What is a secondary Contact Type?
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A program is considered an active program once it has been approved by CCCS staff; an active
program can have the program status of Active, New or Conditional.
District level contact is created by selecting CTE Director, or the appropriate administrator as the
contact type. Schools should not be selected for District Level contact.
School level contact is created by selecting one or more schools from the school list.
Hold Ctrl key to select or deselect multiple types or schools.
What is a postsecondary Contact Type?
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A College Level contact is created by selecting CTE Director or VPI as contact type. Departments should
not be selected for College Level contact.
Department level contact is created by selecting one or more departments.
Hold Ctrl key to select or deselect multiple types or departments.
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District User
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Secondary/District Level
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Logging In
Navigating
First things to do
 Create/edit
School
A District Level Primary User (CTE Director or other
designee), who has the authority and capability to:
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Level Users
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Manage all Program Approval requests for the district:
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Create a new Program Approval request for any school
within the district.
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Update all existing Program Approval requests within the
district.
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Delete a Program Approval request if the request has never
been submitted to CCCS.
Manage Program Approval contacts for the district:
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Add, update or delete program approval contacts.
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View list of all CIP codes. It is now possible to look up
existing CIPs in the CCCS database for your district or
college by going to the Approved Programs tab and sorting
by the CIP header before creating a new program.
View list of all CIP codes. It is now possible to look up
existing CIPs in the CCCS database for your district or
college by going to the Approved Programs tab and
sorting by the CIP header before creating a new
program.
School Level User
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Secondary School Level
A School Level program approval contact
has been assigned by their CTE Director or
other designated administrator, the
capability to:
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Manage all Program Approval requests
for assigned school(s):
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Create and/or update Program Approval
requests for any assigned school.
Update personal Program Approval
contact information.
View list of all CIP codes. It is now
possible to look up existing CIPs in the
CCCS database for your district or
college by going to the Approved
Programs tab and sorting by the CIP
header before creating a new program.
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Secondary Managing Contacts
To get to this page you will have to first come to the Contacts Tab on the Dashboard and click on Jill Frank’s
hyperlink. Jill is a CTE Director at this district. Here she can be deleted, overwritten with a new District CTE
Director, or change type to be a CTE Instructor, and then assigned a school(s). Please note that as CTE
Director, no schools are chosen. District Level users are automatically over all schools. The District user can
choose to enable email notification when changes are made to any contact information. The email will
include user name and password and what level and/or school(s) the user has been assigned.
Overview of District Level User Tabs
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District Request
Tab
• Shows all programs at District on a Web Request ID; New Work Area button to create a New Program Approval.
• WEB ID Hyperlink takes you directly to Program Approval. Program will be “read only” unless it is open for revision or renewal.
• School Name: click header to sort by school. Use School List tab to view programs by school.
• Pending Request ONLY checkbox: if checked, shows only those Web Requests currently in process (see header: Current Request
Status).
• The dates in this view are when the program was created, last updated and submitted on its current web request id.
• With the Pending Requests checked, fewer programs show up; some have not been submitted. The District Level User can delete these
requests BEFORE they are submitted. All requests in process can be seen here. User can sort by clicking on any column header.
District Pending
Requests
District Approved
Programs
• Shows User those programs that are in the Approved Programs Database.
• User can:
•choose to show those programs that are ACTIVE only (as opposed to including those that are Closed or Inactive)
•Sort by clicking on any header and/or use Web ID Hyperlink to view or edit program approval. Web request/program approval
may be “read only” if the program is not opened for revision or opened for renewal.
• The current Approval and Expiration dates are shown in this tab.
Overview of District Level User, cont.
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District
Contact Tab
• Shows all contacts associated with District the user level of the contact and which school(s) they
are assigned.
• District level user may update contact information by clicking on any name.
• District level user can ADD New Contact from here.
• List of schools.
• Click on School Name to go to new set of tabs related to that school.
District School • Manage Program approvals for school.
List Tab
Schools
Dashboard
• Shows all Web Requests tied to a School.
• View and update Program Approval via hyperlink, see programs that are in process and
current contacts associated with a school; sort by header and see Pending Requests Only vs all
CTE Programs on a Web Request ID.
• School Tabs follow same logic as District Tabs.
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Back to District
Overview
Back to S Manage
Contacts
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Secondary District Level Dashboard with
District Requests Tab as default
1.
Shows all programs at District on a Web Request ID; New Work Area button to create a New Program Approval.
2.
WEB ID Hyperlink takes you directly to Program Approval. Program will be “read only” unless it is open for revision or renewal.
3.
School Name: click header to sort by school. Use School List tab to view programs by school.
4.
Pending Request ONLY checkbox: if checked, shows only those Web Requests currently in process (see header: Current Request Status).
5.
The dates in this view are when the program was created, last updated and submitted on its current web request id.
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Back to District
Overview
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District Level User Pending Requests checked
With the Pending Requests checked, fewer programs show up; some have not been submitted. The District Level User
can delete these requests BEFORE they are submitted. All requests in process can be seen here. User can sort by
clicking on any column header.
Back to TOC
Back to District
Overview
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District Level Approved Programs Tab
Shows User those programs that are in the Approved Programs Database. User can: choose to show those programs
that are ACTIVE only (as opposed to including those that are Closed or Inactive), Sort by clicking on any header
and/or use Web ID Hyperlink to view or edit program approval. Web request/program approval may be “read
only” if the program is not opened for revision or opened for renewal. The current Approval and Expiration dates are
shown in this tab.
Back to TOC
Back to District
Overview
Back to Secondary
Manage Contacts
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District Level Contacts Tab
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Shows all contacts associated with District the user level of the contact and which school(s) they
are assigned.
District level user may update contact information by clicking on any name.
District level user can ADD New contact from here.
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Back to District
Overview
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District Level School List Tab
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List of schools.
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Click on School Name to go to new set of tabs related to that school.
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Manage program approvals for school.
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Back to District
Overview
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District Level School Dashboard
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Shows all Web Requests tied to a School.
View and update Program Approval via hyperlink, see programs that are in process and current contacts
associated with a school; sort by header and see Pending Requests Only vs all CTE Programs on a Web
Request ID.
3.
School Tabs follow same logic as District Tabs.
1.
Overview of School Level User Tabs
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School Request
Tab
School Approved
Programs
• Shows all programs for School(s) on a Web Request ID; New Work Area button to create a New Program Approval.
• WEB ID Hyperlink takes you directly to Program Approval. Program will be “read only” unless it is open for revision or renewal.
• School Name: where Web Request shows school. Click on header to sort by school if user has multiple schools. Use School List tab to view programs by
school.
• Pending Request ONLY checkbox checked: shows only those Web Requests in process (see header: Current Request Status); this example shows ALL.
• The dates in this view are when the program was created, last updated and submitted on its current web request id.
• Shows User those programs that are in the Approved Programs Database.
• User can:
• choose to show those programs that are ACTIVE only (as opposed to including those that are Closed or Inactive)
• Sort by clicking on any header and/or use Web ID Hyperlink to look at program approval. Web request/program approval may be “read only” if
the program is not opened for revision or opened for renewal.
• The current Approval and Expiration dates are shown in this tab.
• Shows all contacts associated with District, the user level of the contact and which department they are assigned. Only current user’s passwords
available to view.
• School level user may only update their own contact information.
School Contacts
Overview of School Level User, cont.
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• List of District schools with only assigned schools hyperlinked for use.
• Click on School Name to go to new set of tabs related to that school.
School List • Manage Program Approvals by school.
• On this page, Liberty High School’s related program approval
requests are listed. The same logic flows through here as when all
three schools came up initially. To return to the main Dashboard, go to
School
the Return to Dashboard link in the upper left hand corner.
Dashboard
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Back to School Overview
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Secondary School Level Dashboard-Default School
Requests Tab
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Shows all programs for School(s) on a Web Request ID; New Work Area button to create a New Program Approval.
2.
WEB ID Hyperlink takes you directly to Program Approval. Program will be “read only” unless it is open for revision or renewal.
3.
School Name: where Web Request shows school. Click on header to sort by school if user has multiple schools. Use School List tab to view programs by school.
4.
Pending Request ONLY checkbox checked: shows only those Web Requests in process (see header: Current Request Status); this example shows ALL.
5.
The dates in this view are when the program was created, last updated and submitted on its current web request id.
Back to TOC
Back to District Overview
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Secondary School Level Approved Programs Tab
Shows User those programs that are in the Approved Programs Database. User can: choose to show
those programs that are ACTIVE only (as opposed to including those that are Closed or Inactive),
Sort by clicking on any header and/or use Web ID Hyperlink to look at program approval. Web
request/program approval may be “read only” if the program is not opened for revision or opened
for renewal. The current Approval and Expiration dates are shown in this tab.
Back to TOC
Back to District
Overview
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Secondary School District Contacts Tab
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Shows all contacts associated with District, the user level of the contact and which department they are
assigned. Only current user’s passwords available to view.
School level user may only update their own contact information.
Back to TOC
Back to District Overview
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Secondary School List Tab
1.
List of District schools with only assigned schools hyperlinked for use.
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Click on School Name to go to new set of tabs related to that school.
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Manage program approvals by school.
Back to TOC
Back to District Overview
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Secondary by School Dashboard
On this page, Liberty High School related program approval requests are listed. The
same logic flows through here as when all three schools came up initially. To return to
the main Dashboard, go to the Return to Dashboard link in the upper left hand corner.
Frequently Asked Questions
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Q: there are “blanks” under Department header on the
“College Approved Programs” tab. Why can’t I choose a
department here?
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Q: Why is a checkbox grayed out?
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If the program has a Web Request ID, the Department must be
chosen under “College Requests” to avoid conflict in the
database.
Certain features are only available under related tabs.
Q: Can we assign more than one person for a District (S)
or College(PS)?
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Yes.