TRAINING PROVIDER PROFILES · Attachment Chapter 5. CalJOBS Data Entry Policies and Procedures...
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Attachment Chapter 5. CalJOBS Data Entry Policies and Procedures Revised February 2019 TRAINING PROVIDER PROFILES I NTRODUCTION AND PURPOSE Training Providers are a part of the Eligible Training Provider List (ETPL) and Youth Service Eligible Provider List (YSEPL)- programs of the San Diego Workforce Partnership designed to provide employment training to eligible adults, dislocated workers, and youth. Training providers included on San Diego’s ETPL and YSEPL are eligible to receive funding through Workforce Innovation and Opportunity Act (WIOA) funds. A potential provider will create an account in CalJOBS to begin the ETPL and/ or YSEPL eligibility process. Instructions on being approved for the ETPL and YSEPL can be found on the SDWP website. The ETPL and YSEPL Policy and Procedures has more detailed information regarding the rules and requirements of maintaining status on the ETPL. This can also be found on the SDWP website. CREATE A PROVIDER A provider must register into CalJOBS before they can manage their institution. Visit caljobs.ca.gov home page and register as a new provider by clicking the Register New User link under the Username field box. On the next screen, scroll down to Option 3 – Create a User Account then click the Provider link to register.
Transcript of TRAINING PROVIDER PROFILES · Attachment Chapter 5. CalJOBS Data Entry Policies and Procedures...
Attachment
Chapter 5. CalJOBS Data Entry Policies and Procedures
Revised February 2019
TRAINING PROVIDER PROFILES
INTRODUCTION AND PURPOSE
Training Providers are a part of the Eligible Training Provider List (ETPL) and Youth Service Eligible Provider List (YSEPL)- programs of the San Diego Workforce Partnership designed to provide employment training to eligible adults, dislocated workers, and youth. Training providers included on San Diego’s ETPL and YSEPL are eligible to receive funding through Workforce Innovation and Opportunity Act (WIOA) funds. A potential provider will create an account in CalJOBS to begin the ETPL and/ or YSEPL eligibility process. Instructions on being approved for the ETPL and YSEPL can be found on the SDWP website. The ETPL and YSEPL Policy and Procedures has more detailed information regarding the rules and requirements of maintaining status on the ETPL. This can also be found on the SDWP website.
CREATE A PROVIDER
A provider must register into CalJOBS before they can manage their institution. Visit caljobs.ca.gov home page and register as a new provider by clicking the Register New User link under the Username field box.
On the next screen, scroll down to Option 3 – Create a User Account then click the Provider link to register.
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Chapter 5. CalJOBS Data Entry Policies and Procedures
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To create a new provider, select the second option.
To register, providers must fill in all the required boxes with the red asterisk (*). Click Next when finished.
CREATE A PROVIDER SCREEN
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CRS PROVIDER INFORMATION SCREEN
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Create a New Provider
SECTION FIELD DESCRIPTION
Login Information *User Name: Enter unique user name at least 3 characters.
*Password: Enter password (8-20 character).
*Confirm Password: Confirm passwords match.
*Security Question: Select a security question from drop-down menu.
*Security Question Response: Hint to help if you have forgotten your password.
Federal Employer ID *Federal Employer ID No: Do not enter dashes e.g. 99900111
Institution Identification *Institution Name: Enter institution name.
Institution Code/ BPA# (if you are a
current provider): Enter institution code, if applicable.
Institution Type: Select intuition type from drop-down menu.
Institution Primary Location *Address 1:
Enter institution primary location address. Address 2
*City: Enter institution primary location city.
*State: Enter institution primary location state.
*Zip: Enter institution primary location zip code.
Contact Information *Title: Enter primary user’s title.
*First Name: Enter primary user’s first name.
*Last Name – (include suffix e.g. Jr,
Sr, PhD, etc): Enter primary user’s last name.
*Contact Phone Number: Enter primary user’s contact number.
Cell Phone: Enter primary user’s cell number.
Contact Fax Phone Number: Enter primary user’s fax number.
Email Address: Enter primary user’s email address.
Preferred Notification Method: Enter primary user’s preferred notification
method.
Institution URL: Enter institution URL.
Provider Information *Status Indicates the status of provider.
*LWIA Region Information here is listed but cannot be modified.
Linked Employer: Use link to add an employer, if applicable.
*Vendor ID This will be generated by the system once
submitted.
*FEID:
The Employer Identification Number (EIN), also
known as the Federal Employer Identification
(FEIN) or the Federal Tax Identification Number,
is a unique nine-digit number assigned by the
Internal Revenue Services (IRS) to business
entities operating in the United States for the
purposes of identification.
*Provider Name 1: Enter the Provider Name.
Provider Name 2: Enter the Provider Name.
*Address 1: Enter the Address and Zip Code of the provider.
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Chapter 5. CalJOBS Data Entry Policies and Procedures
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Create a New Provider
SECTION FIELD DESCRIPTION
Address 2:
By entering the zip code first, the system will
automatically populate the City and State fields. *City:
*State:
*Zip:
URL: Enter the Provider’s website URL.
Type of Business: Select from the drop-down menu.
*This provider is an accredited
postsecondary education institution: Answer Yes or No.
Billing Address Information *Billing Address 1: Enter the Billing Address, City, and Zip Code for
the provider and choose the correct state from a
drop-down menu.
Can select to use Provider’s Main Address link to
populate this section.
Billing Address 2:
*Billing City:
*Billing State:
*Billing Zip:
*Attention: Provide main contact for billing.
Mailing Address Information
*Mailing Address 1: Enter the Mailing Address, City, and Zip Code for
the provider and choose the correct state from a
drop-down menu.
Can select to use Provider’s Main Address or
Billing Address link to populate this section.
Mailing Address 2:
*Mailing City:
*Mailing State:
*Mailing Zip:
*Mailing Attention: Provide main contact for mailing.
CRS Provider Information Institution Name: This section will display institution’s name.
Institution Code: This section will display institution’s code.
WIOA Provider: Answer Yes or No.
*Institution Area: Select from the drop-down menu.
*Institution Type: Select from the drop-down menu.
*Institution Ownership: Select from the drop-down menu.
*Type of Entity: Select from the drop-down menu.
Years in Business: Fill in the appropriate number.
Disabled Access: Answer Yes or No.
ADA Compliant: Answer Yes or No.
*Institution Description: Enter detailed information regarding institution
applying for Provider status.
Agency Code: Click on link to search for code.
*Main Telephone Number: Provide main contact number.
TTD/TTY Telephone Number: Provide specialized contact number.
Financial Aid Telephone Number: Provide appropriate contact number.
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Chapter 5. CalJOBS Data Entry Policies and Procedures
Revised February 2019
Create a New Provider
SECTION FIELD DESCRIPTION
Main Email Address: Provide main contact email address.
Is this a Community College? Answer Yes or No.
*Display online to the public: Answer Yes or No.
*Accreditation: Answer Yes or No.
Accrediting Body: Select from the drop-down menu.
Career Assessment Available: Answer Yes or No.
Career Counseling Available: Answer Yes or No.
Job Placement Assistance
Available: Answer Yes or No.
Tutorial Services Available: Answer Yes or No.
ESL Courses Available: Answer Yes or No.
GED Assistance Available: Answer Yes or No.
Other Additional Services Available: Answer Yes or No.
On-site Child Care Available: Answer Yes or No.
*State Approving Agency
Exemption Certificate on File: Answer Yes or No.
*State Approving Agency Receipt
Letter on File: Answer Yes or No.
*Financial Aid Available: Answer Yes or No.
*Online Registration Available: Answer Yes or No.
Eligible Provider of Youth Workforce
Investment Activities: Answer Yes or No.
Pell Grant Eligible: Answer Yes, No, or Not Applicable.
Approved Apprenticeship: Answer Yes or No.
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SELF SERVICE SECTION
Providers can enter a new training program into their CalJOBS account for SDWP approval as new ones become available. To enter a new program, on your CalJOBS Dashboard, select Manage Institution Programs. Then, select Add Self Service Education Program.
SELF SERVICE SCREEN…
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Self-Service Section
SECTION FIELD DESCRIPTION
General Information *Status The system will default the status to Active.
*CIP Code
Click on “Search for CIP code” link.
CIP stands for Classification of Instructional
Programs. The CIP code selected will be used as
a cross-walk controlling specific O*NET-SOC
occupations that can be related to this course in
later definitions of the program.
*Program/ Service Name:
Enter the program/ service name.
This information must match information you
have listed on your website/ catalog.
Program/ Service Description Enter detailed information about the program/
service.
Program Code The system will automatically generate a
program code once information is saved.
*Green Job Training
Answer Yes or No.
For a description of green jobs, click the “What is
a green job” link.
*This program of study leads to:
Select type of industry-recognized credential/
degree and the following 3 options:
• Employment
• A measurable skills gain leading to a
credential
• A measurable skills gain leading to
employment.
This program leads to a
postsecondary credential or degree: Answer Yes or No.
*WIOA Program: Answer Yes or No.
*Completion Level: Select from the drop-down menu.
*Attain Credential: Select from the drop-down menu.
Other, Specify: If selected other, specify here.
Certification/ License Title: Specify title.
Certification/ License Type: Select the type from the options provided.
Grievance Procedure: Describe provider’s procedure in 1000 characters
or less.
Refund Policy: Describe provider’s refund policy in 800
characters or less.
Date Program First Offered: Select the date when program was first offered.
*Pell Grant Eligible: Answer Yes or No.
Is this program in a partnership with
business? Answer Yes or No.
If so, please describe the
partnership in 800 characters or
less:
If answered Yes, describe the partnership.
Service Information *Duration Indicate length of program.
*Duration Type: Select from the drop-down menu.
*Day or Night Classes: Select from the drop-down menu.
*Weekend Classes: Answer Yes or No
*Mode of Delivery: Select from the options provided.
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Self-Service Section
SECTION FIELD DESCRIPTION
Course Information *Class Time:
Indicate the total Class Time by breaking down
the number of hours the course will last.
Providers can break this down into Lab Time and
Other Time.
Lab Time Indicate Lab Time hours.
Other Time: Indicate Other Time hours.
Weekly Schedule: Enter weekly schedule, i.e. Mon-Fri 9-5pm
*Minimum Class Size: Indicate appropriate number of participants.
*Maximum Class Size: Indicate appropriate number of participants.
Number of Instructors: Indicate number of instructors who will be offering
this course.
Drug/ Alcohol Screening Required: Answer Yes or No.
*Class Frequency: Select from the drop-down menu.
Projected hourly wage after
Program Completion: Indicate projected wage.
*Resources Required: Answer Yes or No.
Accessibility: Select from the options provided, may select
more than one option.
Program Credentials Continuing Education Units (CEU): Indicate the corresponding number, if applicable.
CEU Granting Institution: Indicate institution name.
*Credit earned program: Answer Yes or No.
Number of credits: Indicate corresponding number.
Credit earned duration: Select Semester or Quarter.
*Program Goal: Select from the options provided. Only one can
be selected.
External Approvals *State Approving Agency: Select from the drop-down menu.
State Approving Agency Status: Select from the options provided.
State Approving Agency Approval
Expiration Date: Select the appropriate date.
Other State Approving Agency
Approved Programs: Answer Yes or No.
Department of Education Approved: Answer Yes or No.
Community College Chancellor’s
Office Approved: Answer Yes or No.
Community College ID: Provide the corresponding ID number.
Is this program listed on another
state’s ETPL? Answer Yes or No.
Provider Representative Provider Representative: Enter name of representative.
Provider Representative Title: Enter title of representative.
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Self-Service Section
SECTION FIELD DESCRIPTION Provider Representative Application
signed date: Enter date of application.
These 2 dates will be the same date. Date Received by LWIB:
Qualifications, Prerequisites,
and Equipment
Describe the qualifications of all
instructors in 800 characters or less:
Enter detailed information regarding qualifications
of instructor(s) conducting program.
Target Audience: Enter who is the target audience for this program.
*Describe the minimum entry level
requirements or prerequisites in 800
characters or less:
Enter detailed information about level of
requirements, i.e. GED or if this is an advanced
accounting course, and participants must
complete Accounting 101 first, providers should
indicate that.
*Describe any equipment used in
this program and its adequacy and
availability in 800 characters or less:
Enter detailed information about equipment used
in program, i.e. hard hats and safety glasses.
*Please provide a reasonable
explanation regarding why this is a
new program:
This refers to the program being new on the
ETPL List. For example, you might have offered
this training program 3 years ago, but it was not
listed in San Diego’s ETPL list.
Provide a reasonable explanation why this is a
new program being added to the ETPL list.
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CONTINUED… After selecting Save, you will be taken to a summary of the Self Service Education Program Details just entered. Verify that all data is correct and scroll down to Program Service Curriculum to begin entering the rest of the required information.
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Once the previous sections have been verified, the following sections must be completed before the training program can be submitted for pre-approval:
• Program/ Service Occupations
• Program/ Service Cost Details
• Program/ Service Locations
• Program/ Service Skills
• Program/ Service Application Confirmation
• Program/ Service Review Status
More detailed instructions in filling out each individual section can be found in the attachments to Chapter 5 of SDWP’s Operations Manual.
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