ETPL Training Provider Instructions CONTENTS...Anytime you change the CIP Code the description will...

Attachment Chapter 5. CalJOBS Data Entry Policies and Procedures

of 21 Revised May 2020

ETPL Training Provider Instructions

CONTENTS

Adding a New Training Program .................................................................................. 2 Education and Training Programs ............................................................................... 4 Curriculum ................................................................................................................... 8 Related and Selected Occupations.............................................................................. 8 Occupational Skills ...................................................................................................... 9 Locations ................................................................................................................... 11 Cost Details ............................................................................................................... 12 Performance .............................................................................................................. 14 Confirmation .............................................................................................................. 15



Adding A New Training Program

When adding a new training program under Provider User Profile, select Manage Institution Programs.

Then, select Add Education or Training Program.



Select the Show Filter Options link to expand the options available to filter through your institution’s programs. Once you have selected your preferred options, select Apply Filter.



Education and Training Programs

Answer this section to add program/service details or modify information for existing program/service.



Continued…

Select No, this is only for registered apprenticeships under the DOL/DAS.



Curriculum

Anwser this section to enter the courses included in the program’s curriculum to assoicate with information that may be used in course catalogs: a Course Code and a Course Title. At least one curriculum item is required when the site is configured to display the Curriculum tab. This section must have all program courses listed in order to be subject for approval.

Related and Selected Occupations

Answer this section to associate with a specific program. • The Occupation Titles listed are those O*NET occupations associated with the CIP code

that you previously selected for this program. • Search for an occupation by clicking Select Occupation From ONET Table.



• Select ALL occupations that are applicable to your program in the Select column. • You can type a more specific name for a course in the Provider Alternate Occupation

Title column, if necessary. • Add the following case note in the comments section:

o The training program is listed on SDWP’s In-Demand(ID) occupation list. OR

o The training program is listed on SDWP’s Higher-In-Demand(HID) occupation list.

After you have entered the information, click the NEXT button to save the entry in the system.

Occupational Skills

Based on the Occupational Skill selected, the Skill Description section will auto populate and you can check off the relevant program skills.

• Select one or more skills to associate to the program/service by clicking those skill’s checkboxes.



Locations

Answer this section to select locations to associate with a provider’s service. Under Select column, mark the location the program will be associated to.



Cost Details

Answer this section to add or modify cost details associated with the program/service you are managing. Edit information in this section by clicking Add Cost Structure. Then select Total CRS Training Cost in the Cost Structure section.

When you select Total CSR Training Costs the system will display fields for tuition/fee, books, tools, other costs and comments for an Individual Training Account(ITA).



Enter specific costs of the program in the Line Item(s) section. Select a specific item and enter the amount.



Performance Answer this section during our Continued Eligibility Review period to enter performance data for individuals enrolled in the program. The Performance tab is used by staff to determine whether the program will continue to be included on the ETPL list.



Confirmation

Answer this section to confirm the training provider is requesting approval for a training program and has agreed to the terms of this system. If anything is missing, you will need to fill in required fields.

After you have entered the information, click the Next button to save the entry in the system. A screen similar to the one below will be displayed.



EDUCATION AND TRAINING PROGRAM SECTION FIELD DESCRIPTION

General Information *Status The system will default the status to Active.

Purpose for adding program

Select Submit for ETPL Approval and accept participants.

Education Program Type The system will default to PS - Approved Provider Training - ITA.

*CIP Code

Search for a CIP code by using the 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. Anytime you change the CIP Code the description will autofill, however, we recommend providers fill in with appropriate description based on your published course catalog.

*Education Program Name

Enter the program/service name. This information must match information you have listed on your website/catalog.

Education Program Description

Enter detailed information about the program/service.

Program Code The system will automatically generate a program code once information is saved.

*This Program of study or training services has the following potential outcome(s)

Select all that apply and the following 4 options: • Employment • A measurable skills gain leading to a credential. • A measurable skills gain leading to employment. • An industry-recognized certificate or certification.

*This program leads to a credential or degree

Select Yes or No.

Name of Associated Credential (New)

Enter the name of associated credential.

*Completion Level Select what the participant receives upon completion of the course from the drop-down menu.

*Attain Credential

Select type of credential/degree. If the option is not among the choices, select Other from the drop-down and then free-form type the credential under Other, Specify.

Other, Specify If you answered Other in the previous section, enter the type of credential here.

Certification/License Title Enter name of the certification/license title. Certification/License Type

Select the certification/license type.

*Green Job Training Select Yes or No. Is this education program in a partnership with business?

Select Yes or No.

Please describe the partnership or plans to develop partnership in 800 characters or less

Enter detailed information about the partnership or planned partnership.

LWDB Submitted Field should autofill to your Local Workforce Development Board. Apprenticeship

*This program is an Apprenticeship

Select No, this is only for registered apprenticeships under DOL/DAS.

Additional Details (New) Financial Aid Available Select all that may apply.

URL of Training Program (New)

Enter a URL linked to the website with your training program’s description. (e.g., http://site.com)



*Program Prerequisites

Select the prerequisites needed to apply for the program from the drop-down menu.

Date Edu. Program First Offered

Select the date the program started on the calendar to next to the text box.

*Please provide a reasonable explanation regarding why this is a new program

This refers to the program being new on ETPL List. For example, you might have been offering this training program 3 years ago, but it was not listed in San Diego’s ETPL. Provide a reasonable explanation why this is a new program being added to the ETPL.

*Minimum Class Size Enter minimum class size. *Maximum Class Size Enter maximum class size. Number of Instructors Enter number of instructors that will be offering the course. Describe the qualifications of all instructions in 800 characters or less

Enter detailed information regarding qualifications of instructor(s) conducting programs.

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 the level requirements, i.e. GED if this is an advanced accounting course and participants must complete Accounting 101 first, providers should indicate that.

Drug/Alcohol Screening Required

Select Yes or No.

Accessibility Select all options that apply. *Resources Required Select Yes or No. *Describe any equipment used in this program and its adequacy and availability in 800 characters or less

Enter detailed description of equipment needed to effectively complete the program.

Grievance Procedure Enter detailed description of Grievance Procedure. Grievance Procedure URL(New)

Provide a URL linked to the website with your program’s grievance procedure.

Refund Policy Provide a detailed description of Refund Policy and submit copy to SDWP. Refund Policy URL (New)

Provide a URL linked to the website with your program’s refund policy.

State Use (1-5)(New) Leave blank, information from provider is not required. Curriculum (New) *Code Enter a code number for the specific instance of the course. *Course Title Enter a title for the specific instance of the course. Occupations Related and Selected

Occupations Select Occupation Title(s) associated with the program. You may enter a more specific name for a course in the Provider Title column, if necessary.

If any selected occupation is not noted as in local bright outlook above, provide evidence that it is in demand

Select ALL occupations that are applicable to your program in the Select colum. You can type a more specific name for a course in the Provider Alternate Occupation Title column, if necessary.

Occupational Skills Selected Occupational Skills

Select one or more skills associated to the program/service by clicking the skills checkboxes.

Completion Expectations (New)

Continuing Education Units(CEU)

Enter the number of units needed to complete the program.

CEU Granting Institution Enter the name of the CEU Granting Institution. *Credit Earned Program Select Yes or No. Number of Credits Enter number of units. Credit Earned Duration Select Semester or Quarter. *Projected Hourly Wage After Program Completion

Enter projected hourly wage after program completion.

Scheduling (New) *Class Time Enter projected hours spent in class. Lab Time Enter projected hours spent in lab.

Other Time Enter any other time associated with completing in the program.



*Class Frequency Select class frequency from drop-down menu. *Reporting Program Length -Clock/Contact Hours

Enter projected length of program in hours.

*Reporting Program Length-Full-time Weeks

Enter projected length of program in weeks.

Report Program Format Select program’s format from the drop-down menu. Duration Duration Title Enter a name for the duration of the program (i.e. Fall/Spring Course

Schedule). Primary Duration The system will check it off by default.

Duration Select duration of the program from the drop-down menu. Schedule Intensity Select Full-time or Part-time. Weekly Schedule Enter the weekly duration of the program. Classes Offered Select all that apply.

Locations Location Name Select all the locations that apply. External Approvals *State Approving Agency Select a State Approving Agency from the drop-down menu. State Approving Agency

Status Select the State Approving Agency’s Status from the drop-down menu.

*State Approving Agency Approval Expiration Date

Select an expiration date from the calendar next to the text box.

*Other State Approving Agency Approved Programs

Select Yes or No.

*Department of Education Approved:

Select Yes or No.

*Community College Chancellor’s Office Approved:

Select Yes or No.

Community College ID If applicable, enter your Community College’s ID. Is the program listed on another state’s ETPL?

Select Yes or No.

Cost Details Total CRS Training Costs

Enter total of Tuition/Fees, Books, Tools, Other costs and/or additional comments.

Line Item(s) (New) Select a Line Item Select a line item from the drop-down menu.

Amount

Enter amount of corresponding line item. Each line item needs to be entered for all costs except tuition (i.e. if the total cost of books listed in Total CRS Training Cost is $60.00, the line item should be the specific cost of each book).

Provider Representative *First Name Enter provider representative’s first name.

*Last Name Enter provider representative’s last name. *Phone Number Enter provider representative’s phone number. *Title Enter provider representative’s title name. Additional information (New)

Enter additional information needed to provide an accurate description.

Performance Performance Year Select a performance year to view associated performance data. Overall Performance Measures Participants Number of participants who enrolled in this program during the performance

year. Exiters Number of participants who finished the program, either unsuccessfully or

successfully, including those who withdrew during the performance year. Completers Number of participants who completed the program successfully. Available for

Employment Number of participants who completed the program successfully who are able to work.

Completers in a Related Number of participants placed in employment in an occupation related to this training.

Average Earnings at Q2 Enter “0.” Average Earnings at Q4 Enter “0.”



Exiters with Unsubsidized Employment at Q2

Enter “0.”

Exiters with Unsubsidized Employment at Q4

Number of participants placed in employment during the performance year.

Median Earnings for Employed Completers at Q2

Enter “0.”

Obtained Credential Number of participants who obtained an industry-recognized certificate/credential/degree during the performance year.

WIOA Performance Measures Participants Number of participants who enrolled in this program during the performance

year. Exiters Number of participants who finished the program, either unsuccessfully or

successfully, including those who withdrew during the performance year. Completers Number of participants who completed the program successfully. Available for

Employment Number of participants who completed the program successfully who are able to work.

Completers in a Related Occupation

Number of participants placed in employment in an occupation related to this training.

Exiters with Unsubsidized Employment at Q2:

Enter “0.”

Exiters with Unsubsidized Employment at Q4:

Number of participants placed in employment during the performance year.

Median Earnings for Employed WIOA Completers at Q2:

Enter “0.”

Obtained Credential Number of participants who obtained an industry-recognized certificate/credential/degree during the performance year.

Common Fields Method Not required. Skill Attainment Rate Not required. Employment Retention

Rate Not required.

Provider Representative Name

Name of the person responsible for the accuracy of the data entered.

Provider Representative Title

Title of the person responsible for the accuracy of the data entered.

Date Signed Enter date performance data was entered. Confirmation

Edu. Program Application Confirmation

Select Yes, I agree to the above statement. Please submit this educational program for WIOA Approval. Select Submit changes for Review and Approval.

ETPL Training Provider Instructions CONTENTS...Anytime you change the CIP Code the description will...

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