CSEMS Council CTS Registration System – EMS Education Coordinator Guide (Rev. 12/12) Page 1

Consolidated Test Site Registration System

EMS Education Coordinator Guide

Central Shenandoah EMS Council 2312 W. Beverley St. Staunton, VA 24401 540.886.3676 www.csems.vaems.org Revised: December 29, 2012

CSEMS Council CTS Registration System – EMS Education Coordinator Guide (Rev. 12/12) Page 2

The Central Shenandoah EMS Council extends sincere appreciation to regional EMS Education Coordinators for the valuable service provided to our EMS students, agencies and ultimately the sick and injured patients of the region and the state. The purpose of this document is to provide guidance to you and your students as the registration process for Consolidated Test Sites (CTS) is completed. The Council and the CTS staff desire to provide the most effective and efficient registration process as possible. Those goals are best accomplished by using one method for instructors reserve test sites and for the registration of students. The Consolidated Test Site Registration System provides a reliable and straightforward mechanism for test site reservation and student registration. Before using the system, you must register as a user in the registration system and be designated by administration as an instructor. 1. Create an account. Access the CTS Registration System at testing.vaems.org. Click “Click here to

register” to begin the registration process. If you already have an account, skip to Step 5. [See Figure 1 – CTS Registration System Main Page]

Figure 1 – CTS Registration System Main Page

I. Introduction

II. Instructor Registration

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2. Accept Privacy Statement. You will be presented with a Privacy Statement advising that the information collected will be used only by the Virginia Office of EMS and the regional EMS Councils. Click “Next.” [See Figure 2 – Privacy Statement]

Figure 2 – Privacy Statement

3. Complete Sign Up Form. Fill out the form noting that a valid e-mail address is required to

complete the registration process. [See Figure 3 – Sign Up for Your CTS Account]

Figure 3 – Sign Up for Your CTS Account

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4. Validate Account. Once you submit the form, you will need to check your e-mail and click on a link to valid your account. When you click on this link, you will be directed to login to your account. [See Figure 4 – Validate Account]

See Figure 4 – Validate Account

5. Upgrade Account Permissions. When you create an account, your permission level is set to the

basic user level by default. When you log in, you will only see “User Tools” on the left menu [See Figure 5 – Basic User Configuration]. To upgrade your permission level to “Instructor,” contact the CSEMS Council at csems@vaems.org and request your permission level be adjusted to “Instructor.” Once your permission level is adjusted, you will see “Instructor Tools” as well as “User Tools” on the left menu. [See Figure 6 – Instructor Configuration]

Figure 5 – Basic User Configuration

Figure 6 – Instructor Configuration

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CSEMS Council Consolidated Test Site registration is limited to 70 candidates per test site. Reserve your test site dates early in your class planning process. All test site date reservations on done on-line via the CTS Reservation System. Follow these simple steps to reserve you test site date.

Note: It is not possible to reserve a test site until your account permission level is changed to “Instructor.”

1. Log into the CTS Reservation System at testing.vaems.org.

2. Under “Instructor Tools,” click “Submit 3rd Class Report.” [See Figure 7 – Submit 3rd Class Report Link]

Figure 7 – Submit 3rd Class Report Link

III. Reserving a Test Site Date for your Class

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3. Complete New Third Class Report. Complete the form with information about your class. [See Figure 8 – New Third Class Report form]

Note the following with respect to this form:

a. The note “Read only fields are set by your profile” is specific to the telephone numbers. The numbers are not modifiable on this form and can only be changed by updating your profile.

b. Select “Central Shenandoah EMS Council” as the EMS Region. c. When selecting course type, EMT/VEMSES and EMR/VEMSES refer to the new EMT and EMR

programs being conducted under the new Virginia EMS Education Standards (VEMSES). All courses ending after July 1, 2012 are required to have been conducting under the new education standards. These are the selections you need to make for your EMT and EMR classes.

d. Create class reservation code. The check box to create a class reservation code should always be checked. This reservation code may be used to register students for your reserved test site. Student registration will be covered in Section IV. Candidate Registration for Test Sites.

Figure 8 – New Third Class Report form

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4. Confirmation. Following submission of the New Third Class Report, you will receive a confirmation

on the website similar to Figure 9 – New Third Class Report Confirmation. You will also receive an e-mail confirmation with the same information.

Figure 9 – New Third Class Report Confirmation

Reservation code.

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5. Third Class Report Modification. To modify your test site reservation, click “Instructor Tools” on the left menu. On the next page, click “Details” on the appropriate reservation date. You will then be provided with an option to modify the reservation. [See Figure 10 – Third Class Report Modification]

See Figure 10 – Third Class Report Modification 6. Trouble Reserving a Test Site. Each test site is limited to 70 registered candidates. If your

requested class size exceeds the number of available spaces, your reservation will not be accepted. Should this occur, contact the CSEMS Council Consolidated Test Site Coordinator. Contact information for the coordinator can be found at http://www.csems.vaems.org/contact.htm.

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Students that successfully complete your program become candidates for EMS certification. Candidates from your program will need to register for the test site you reserved when you announced your program. There are two methods to register candidates. The registration deadline is ten (10) days prior to the test site date for both methods.

Method 1 – Candidate Registration Using Reservation Code The first method places the responsibility to register for the CTS and to remit the test site fee directly on the candidate. The steps to this process are outlined in a separate document. This document will be made available to the student during your class.

Appendix 1 – Practical Exam Registration Using a Reservation Code

Appendix 2 – Practical Exam Registration Using a Reservation Code (Expanded Version)

Method 2 – Candidate Registration by Instructor The second method permits the instructor to register all students on the CTS Registration System website using an interface similar to a spreadsheet. Follow these steps to register your class.

Note: Before you can register your class, you must submit a third class report as outlined in Section III. Reserving a Test Site Date for your Class.

1. Log into the CTS Reservation System at testing.vaems.org and click “Instructor Tools.” You will be

directed to the “Instructor Dashboard.”

2. Instructor Dashboard. The instructor dashboard will display all of the reserved test sites, or third class reports, you have submitted [See Figure 11 – Instructor Dashboard]. Each entry will display the following information.

a. Course Number b. Level c. Submitted On d. Anticipated Test Site e. Size In addition, three links are available for you to view the details of your reservation and manage your students.

a. Details b. Register Class c. Register Student

IV. Candidate Registration for Test Sites

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See Figure 11 – Instructor Dashboard

3. View Class Reservation Details. Click on the “Details” link on the Instructor Dashboard to see

details about a particular class reservation.

4. Register Students. Click on the “Register Class” link on the Instructor Dashboard to register you entire class for the reserved test site. The first time you visit this page, there will not be any student entries.

a. To enter a student, click “New Row.” [See Figure 12 – Class Registration Page]

[See Figure 12 – Class Registration Page]

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b. After clicking “New Row,” the following row will appear. Click “Edit.”

c. The row will become editable.

d. Enter the requested information for each student. When finished, click “Update.”

e. The green check mark indicates the student has been successfully entered. Click “New Row” to enter another student.

f. Repeats steps a–e to enter each additional student on your class roster.

Note: Do not click the “Submit Class Registration” button until you have finished entering your entire class roster.

As you make entries for each of your students, the system automatically saves each entry when you click “Update.” You can log out and return at a later time to continue making entries in your class roster. If you need to edit a student you have entered, click “Edit” beside the student.

5. Submit Class Registration. When you have finished making all student entries, click the “Submit

Class Registration” button to register your students [See Figure 13 – Submit Class Registration]. Once you submit your class roster, you will not be able to register the class again as a whole. Any additional registrations will need to be completed individually.

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After you submit your class roster, the system will display the roster of students registered. Print this roster for your records. Each student your register will also receive a confirmation message advising them they have been registered for the Consolidated Test Site.

See Figure 13 – Submit Class Registration

6. Student Registration Following Submission of a Class Roster. Once you submit your class roster,

you will not be able to register the class again as a whole. Any additional registrations will need to be completed individually. To do so, click “Instructor Tools” on the menu then click “Register Student” on the Third Class Report for your course number. You will be directed through the registration menus as a candidate would in Method 1 of Section IV.

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Test site fees for all Virginia Consolidated Test Sites are as follows:

Initial Practical Examination: $50

Retest Practical Examination: $25

Written Examination: No charge

Payment will be accepted from either the student or the instructor in accordance with the following guidelines.

Payment must be received prior to the test date. It is the candidate’s responsibility to ensure that the payment has been received by the CSEMS Council prior to the test, regardless of the party making payment.

Payment WILL NOT be accepted at the test site.

Candidates WILL NOT be admitted to the test site if the registration fee has not been paid.

A $10 fee will be charged for no-shows. Candidates that need to cancel a registration should call the CSEMS Council office (540-886-3676 between 9:00 AM and 5:00 PM, Monday - Friday, except holidays) no less than ten (10) days prior to the test site to avoid the no-show fee.

Two payment options are available for remittance of test site fees:

Credit Card (candidates WITH a user account). Candidates with a user account on the CTS Registration System completing an individual registration will be provided with an option to pay by credit card on-line at the conclusion of the registration process. For

Credit Card (candidates WITHOUT a user account). Candidates without a user account on the CTS Registration System or instructors may call the CSEMS Council at 540-886-3676 and pay by credit card.

Check, Money Order or Cash. Payment may be made by check, money order or cash directly to the CSEMS Council. If you remit payment by mail, please include a printed copy of your on-line confirmation with your payment so the fees can be credited to the proper person/registration code. The test site fee is payable to:

Central Shenandoah EMS Council 2312 W. Beverley St. Staunton, VA 24401 Attn: CTS Registration

If you have any questions concerning remittance of the test site fees, please contact the CSEMS Council at 540-886-3676.

V. Remittance of Registration Fees