Career Texas Training

Texas' Eligible Training Provider System Subsequent Eligibility Application Instructions General Information Under the Workforce Investment Act (WIA) of 1998 applications for initial eligibility determination are submitted to the Local Workforce Development Board(s) (Board) for the area(s) of the state in which a provider wishes to offer training services. A unique and separate application is required for each program/course. In addition, if applying for a given program/course to be offered at different training locations, a unique and separate application is required for each training location. To be considered for subsequent eligibility, the provider's application must be for the identical combination of three essential factors:    Local Workforce Development Area Program Training Location If any/all of these factors is different, a new application for initial eligibility is required. Questions regarding local application requirements and procedures should be directed to the Board in the area in which the provider is applying for consideration to be recertified as an approved training provider under WIA. To access the Board Directory, go to: http://etps.twc.state.tx.us/ETPS/jsp/contactsetps.htm Information submitted as part of this application may be used to compile Texas‟ Statewide List of Certified Training Providers which lists all providers currently certified as eligible to receive WIA funds. Any/all application items may be displayed on the Internet as part of Texas‟ Statewide List of Certified Training Providers. Automated ETPS Information regarding access to and use of the automated Eligible Training Provider System (ETPS) is available in the Provider User Guide and throughout the Internet site. The site address is: http://etps.twc.state.tx.us General information related to the creation and submission of a Subsequent Eligibility Application is provided below: Creating an Application Subsequent Eligibility Applications must be created using the currently certified application record as a template. All Subsequent Eligibility Applications are created using a form-based format. Accessing Records: Application records can be accessed using the „Create Subsequent Application‟ option on the navigation bar. Submission of Subsequent Eligibility Applications is related to the Certification Expiration Date for the currently certified program; thus records are available between 120 days and 61 days prior to that date. E-Mail Notifications: Providers with E-mail addresses on file in the automated ETPS will receive a reminder 120 days and 90 days prior to the Certification Expiration Date for the currently certified program. Providers are encouraged to enter/update the Main E-mail field using the 'Create/Update Provider Profile' navigation option. Page 1 Rev. 6/04 Selecting/Deselecting Items on a Drop-Down List Saving Application Information For certain application items, you can select multiple responses from a drop-down list. To select or deselect, hold down the Control (Ctrl) key while clicking on the appropriate response(s).   To continue working on the application: Click the desired 'section' button (i.e., Provider, Program) at the bottom of any application section to save entries and access another application section. To close the application: Click the Save button at the bottom of any application section to save entries, close the application record and return to the Training Provider's ETPS Home Page. Update/Complete Application: To complete and submit a previously saved Subsequent Eligibility Application, the record must be accessed via „Update/Complete Application‟ rather than „Create Subsequent Application‟ on your navigation bar. Submitting an Application When you have completed all application sections, go to the Board Requirements section to submit the application. Review the assurances before clicking on the Submit button. If any of the required items are incomplete, you will receive an error report. Submission Window: Subsequent Eligibility Applications must be submitted at least 61 days prior to the program’s Certification Expiration Date. If the application has not been completed and submitted by the deadline, a new Initial Eligibility Application must be submitted for certification consideration. Review Status Using the „Review Status‟ option on the navigation bar, providers can access current status for all application records (excluding deleted Initial Eligibility Applications) as well as the detailed Application Status History page for a specific application record. Status Notes: Providers are encouraged to regularly check the Application Status History page for programs/courses that are in review at the Board. Providers can view all Status Note entries made by the Board. The Subsequent Eligibility Application contains four sections:     Provider Information Program Information Performance Information Board Requirements Red asterisks (*) are displayed to indicate required entry fields in the Program and Performance sections. Information required for the Provider Information section is entered/updated in the Provider Profile. General information about the Provider Profile is provided below, followed by information about each application section. Provider Profile In the first section of the Provider Profile, providers can enter or update general information that is applicable to all training programs regardless of Training Location (Physical Address). Saving new information will update all application records, regardless of application status. Information about specific Training Locations is entered and/or updated in the second section of the Provider Profile. In both sections of the Provider Profile, red asterisks ( *) are displayed to indicate required entry fields. Page 2 Rev. 6/04 Provider Profile – General Information: Provider Name Name under which the institution, organization or individual operates as a provider of training services. Note: This is the name that will be displayed on the Statewide List of Certified Training Providers and may differ from the provider‟s Legal Name. Legal Name FICE Code Federal EIN Proprietary School Number If different than Provider Name, the legal name of the applying entity. The 6-digit Federal Interagency Commission on Education (FICE) code. If not applicable, leave blank. Federal tax identification number. The 5-character Proprietary School Number assigned by the Texas Workforce Commission‟s Career Schools and Colleges Program (formerly Proprietary Schools Program). If not applicable, leave blank. Category type that best describes the applicant. If "Other", specify. Main phone number for the institution, organization or individual. Type of Provider Main Area Code & Phone Number Main E-mail Primary, general e-mail address for the institution, organization or individual applying. E-mail Notifications: Providers are encouraged to enter a Main E-mail address, which is used to forward messages related to the application process. Web Page Address Mailing Address PAS Signatory Uniform Resource Locator (URL) for main web page address. Primary mailing address for the provider's administrative office including street address or P.O. Box number, city, county, state and ZIP code. Information (read-only) currently on file for the provider representative authorized to sign and certify to all statements in the Provider Assurance Statement or PAS Renewal Form. Note: To request a change in the PAS Signatory designation, contact the ETPS Help Desk at (866) 256-6333 [Toll Free] or etp.helpdesk@twc.state.tx.us. Administrative Contact Information (read-only) currently on file for the primary contact for questions regarding the institution, organization or individual that is seeking certification for training programs under the Workforce Investment Act. Note: To change the Administrative Contact, a written request from the authorized PAS Signatory must be forwarded by e-mailing etp@twc.state.tx.us or mailing to th WIA ETPS Unit, Texas Workforce Commission, 101 E. 15 Street, Room 104T, Austin, TX 78778-0001. Additional Authorized Users List of individuals (read-only) currently authorized to access the provider's secured access view of the automated ETPS. Note: To request authorization or cancellation of log-on privileges for an individual, a written request from the authorized PAS Signatory must be forwarded by emailing etp@twc.state.tx.us or mailing to WIA ETPS Unit, Texas Workforce th Commission, 101 E. 15 Street, Room 104T, Austin, TX 78778-0001. Page 3 Rev. 6/04 Provider Profile – Training Location Information: Training Location (Physical Address) The physical address at which the training services will be offered, including street address, city, county, state and ZIP code. Out of State Providers: City and County – If selecting “Other” on the City or County drop-down list, enter the name in the text field. Distance Learning: If applications will be submitted for programs that are offered solely via one or more 'distance learning' mode(s) (i.e., instruction in which the majority of the instruction occurs when the student and instructor are not in the same physical setting), the provider's corporate/administrative address should be used as the Training Location. Admissions Area Code & Phone Number Financial Aid Area Code & Phone Number Mailing Address Area code and phone number for the Admissions Office or contact (if applicable). Area code and phone number for the Financial Aid Office or contact (if applicable). If different than Training Location (Physical Address), enter the mailing address including street address or P.O. Box number, city, county, state and ZIP code. Out of State Providers: City and County – If selecting “Other” on the City or County drop-down list, enter the name in the text field. Exception: To request corrections, contact TWC via e-mail at etp@twc.state.tx.us. Administrative Contact Primary contact for questions regarding the Training Location (Physical Address). Include name, title, area code and phone number, fax area code and number and email address. Provider Information This section contains general information about the provider and the physical location where the training program will be offered. Use „Create/Update Provider Profile‟ option to add and/or update information. At the top of the Provider Information section, basic identifying information from the prior year‟s application is displayed. Use this as a reference since under certain circumstances changes can be made to the Program Name, CIP Code and/or Training Location for the Subsequent Eligibility Application. Originally part of the Initial Eligibility Application‟s Exemption Status Questionnaire section, the “Title IV School Code” field is contained in the Subsequent Eligibility Application‟s Provider Information section. Title IV School Code If your institution is currently eligible (as of the date of application submission) to receive Federal funds under Title IV of the Higher Education Act of 1965, enter the 8-digit Federal School Code issued by the U.S. Department of Education. for the location where the training will be offered. If not applicable, leave blank. Program Information Originally part of the Initial Eligibility Application‟s Exemption Status Questionnaire section, the “Registered Apprenticeship Program” fields are contained in the Subsequent Eligibility Application‟s Program Information section. Page 4 Rev. 6/04 Program Name Name of the training program or course. Note: If a change in CIP Code or Program Name is due to a change in program length, content and/or completion criteria that necessitates approval as a new program offering per the guidelines established by the Texas Higher Education Coordinating Board, the Texas Workforce Commission‟s Career Schools and Colleges Program or other applicable regulatory entity, a new Initial Eligibility Application is required. CIP Code The 6-digit Classification of Instructional Program (CIP) code number for the training program or course. Note: If a change in CIP Code or Program Name is due to a change in program length, content and/or completion criteria that necessitates approval as a new program offering per the guidelines established by the Texas Higher Education Coordinating Board, the Texas Workforce Commission‟s Career Schools and Colleges Program or other applicable regulatory entity, a new Initial Eligibility Application is required. Total Hours of Instruction Enter contact and credit (if applicable) hours, i.e.:  Contact Hour [Also referred to as Clock Hour] -- a unit of measure that represents an hour (minimum of 50 minutes in a 60 minute period) of scheduled instruction given to participants. Specify hours of actual seat time for instruction or required lab work (excluding breaks).  Credit Hour (if applicable) -- a unit of measure representing an hour (50 minutes) of instruction per week over a 15-week period in a semester or trimester system or 10-week period in a quarter system. Indicate if students in the program/course are potentially eligible for Pell Grants. Program Status – Student Eligibility for Pell Grant Governmental Regulation Indicate if the program is subject to regulation by:  Texas Higher Education Coordinating Board,  Texas Workforce Commission's Career Schools and Colleges Program (formerly Proprietary Schools Program), or  another state governmental entity. [NOTE: Specify regulating state and name of regulating entity.] If subject to governmental regulation, indicate if the program is currently (i.e., as of the date of application submission) in compliance with all regulatory requirements of the applicable entity. Registered Apprenticeship Status & Date BAT-Registered If the application is for an apprenticeship program that is currently registered (as of the date of application submission) with the U.S. Department of Labor's (DOL) Bureau of Apprenticeship and Training (BAT), select "Yes" and enter the effective date of the registration. Category type that best describes the program category for the program/course. If "Other", specify. Select the single category type that best describes the offering category for the program/course. If "Other", specify. Course/Seminar/Workshop: Includes a course, seminar, workshop or series of courses designed to offer participants the opportunity to acquire marketable skills, e.g.:  Introduction to an occupation or occupational cluster,  Short course designed to address a portion of the skills and knowledge for a particular occupation, or  Continuing professional education. Program Category Type of Offering Occupation(s) Occupations, by Occupational Employment Statistics (OES) Code, in which the identified academic and employability knowledge and skills identified for this program/course are of primary interest. Rev. 6/04 Page 5 Certification/Registration If the program/course offering is intended to prepare participants for certification or registration, enter the type of certification or registration and the name of the certifying or registering body. If the program/course offering is intended to prepare participants for licensure, enter the type of license and the name of the licensing body. Include only amounts required, per participant, of all program participants. At least one entry – Tuition In District/In State – is required. All tuition entries should reflect the total tuition cost, per participant, for the program/course. Note: For additional information, use the Tips & Terms links. Licensure Detailed Cost Information Program/Course Curriculum The curriculum outline for the program or course must be submitted to the Board to which you are applying. Enter the planned mail or delivery date or, if available, the Internet address for the program/course detailed curriculum. Provider‟s primary contact for questions regarding this program/course. Include name, title, area code and phone number, fax area code and number and e-mail address. If available, the Internet address for the program/course. Program Contact Program Web Page Address Performance Information DOL Waiver Extension – Waiver of Performance Reporting Requirements Due to implementation of the U.S. Department of Labor (DOL) waiver extension, subsequent eligibility performance reporting requirements are waived pending WIA reauthorization. The reporting waiver is applicable for the Participant Universe – ALL and the Participant Universe – WIA. Participant Universe – ALL Training providers retain the right to submit ALL performance data for posting on the Statewide List of Certified Training Providers. This information will be posted only if all required information is provided and minimum performance requirements are met or exceeded. If electing not to submit ALL data, the Performance Section should be completed as follows:     Methodology: Enter „DOL Waiver Extension 2004‟. Reporting Period – ALL: Enter the appropriate dates for the standard twelve-month Reporting Period. Participant Universe – ALL: Enter the number zero (0). ALL Performance Measures: Enter the number zero (0) in the applicable fields. Participant Universe – WIA First Subsequent Eligibility Applications: Given the lag for the Participant Universe - WIA (exit-based and post-program), there will be no WIA data (i.e., no individuals in the exit-based or post-program universes) for the first Subsequent Eligibility Application. In this case, selected Performance Section application fields will be prepopulated as outlined below. No additional entries are required in the Participant Universe - WIA fields.  Reporting Period – WIA: The current Certification Effective Date and Certification Expiration Date for the Begin Date and End Date, respectively.  Participant Universe - WIA (exit-based): The number zero (0).  Participant Universe - WIA (post-program): The number zero (0). Page 6 Rev. 6/04 Second and Succeeding Subsequent Eligibility Applications: The WIA section should be completed as follows:  Reporting Period – WIA: The Begin Date will be prepopulated with the current Certification Effective Date. For the End Date, enter the current Certification Expiration Date. [NOTE: See the „Prior Year Application Information‟ box in the Provider section of the application.]  Participant Universe – WIA (exit-based): Enter the number zero (0).  Participant Universe – WIA (post-program): Enter the number zero (0).  WIA Performance Measures: Enter the number zero (0) in the applicable fields. The zeroes entered for the ALL and/or WIA performance measures will not be posted on the Statewide List of Certified Training Providers. Methodology(ies) Methodology(ies) used to collect and verify the performance information submitted as part of this application, including a description of the criteria for inclusion in the Participant Universe – ALL. Indicate if data is reported for the area of study (i.e., Classification of Instructional Programs (CIP) code grouping) rather than for the specific certificate or degree program specialty area. Based on the applicant's standard reporting cycle, provide required performance information for the most recent complete 12-month period prior to the date of application submission. Partial Year Data - First Subsequent Eligibility Application: As applicable, partial year data should be submitted for programs that were 'new' at time of Initial Eligibility Application submission (i.e., never delivered to any student, regardless of the funding source, prior to the date of Initial Eligibility Application submission). Reporting Period - ALL Participant Universe - ALL Number of individuals actively participating in the program/course during the specified 12-month Reporting Period that were scheduled to complete the program/course during that same 12-month Reporting Period, regardless of the initial enrollment date. Note: This number is to be used as the denominator when calculating the Program Completion Rate – ALL and the Entered Employment Rate – ALL. Exceptions: The following exceptions apply to institutions that are currently (i.e., as of the date of application submission) eligible to receive Title IV funds and that are regulated by the Texas Higher Education Coordinating Board (THECB) or the Commission's Career Schools and Colleges Program.  THECB-regulated: Graduate/Leaver universe for the standard 12-month Reporting Period as defined by and for the THECB reporting process for community/technical colleges or public universities, as applicable. Submission of data obtained from the Automated Student and Adult Learner Follow-Up System (ASALFS) operated by the Commission's Labor Market and Career Information (LMCI).  Licensed Career Schools: Graduate/Leaver universe for the standard 12-month Reporting Period as defined by and for the Program's reporting process for licensed career schools. Submission of data collected and reported per the Program's established reporting requirements. Supplemental Reporting: If utilizing one of the exceptions outlined above, performance data must be submitted for the Graduate/Leaver universe as defined by the applicable regulatory entity. However, providers have the option of submitting supplemental data. Additional information on supplemental reporting options is posted in the 'Certification Process' navigation option (public view) of the automated ETPS. Page 7 Rev. 6/04 Texas Higher Education Coordinating Board Approved Program Under WIA, the State may accept program-specific performance information consistent with the requirements for eligibility under Title IV of the Higher Education Act of 1965 if such information is substantially similar to the information required by WIA. The Commission will accept the Program Completion Rate - ALL and/or number of graduates and the number of leavers as a proxy for Program Completion Rate-ALL for training programs currently approved by the Texas Higher Education Coordinating Board. For those individuals in the Participant Universe - ALL, the percentage who completed the program/course during the specified 12-month Reporting Period. To Calculate: The number of program completers divided by the number in the Participant Universe - ALL. Program Completion Rate - ALL Number of Graduates For programs currently approved by the Texas Higher Education Coordinating Board: For the specified 12-month Reporting Period, the number of individuals who were awarded a degree or certificate after successful completion of the Texas Higher Education Coordinating Board approved program. For programs currently approved by the Texas Higher Education Coordinating Board: For the specified 12-month Reporting Period, the number of individuals who left without completing the Texas Higher Education Coordinating Board approved program and obtaining a formal credential such as degree or certificate. Includes both those who "dropped out" for a variety of reasons and those who completed certain course(s) with no intention of obtaining a degree or certificate. For those individuals in the Participant Universe - ALL, the percentage that obtained and/or were engaged in unsubsidized employment (i.e., employment performed for wages, salary or pay that is not contingent on a subsidy such as on-the-job training reimbursements to the employer) during the specified 12-month Reporting Period. To Calculate: The number of program participants that obtained and/or were engaged in unsubsidized employment divided by the number in the Participant Universe - ALL. Number of Leavers Entered Employment Rate - ALL Average Hourly Placement Wage – ALL For the program participants that obtained and/or were engaged in unsubsidized employment during the specified 12-month Reporting Period, the average hourly wage. The Commission will accept Average Hourly Placement Wage - ALL or Average Quarterly Wage - ALL. To Calculate: Total the hourly wage of all program participants that obtained and/or were engaged in unsubsidized employment and divide by the number of program participants that obtained and/or were engaged in unsubsidized employment. UI Wage Match Reference Number Average Quarterly Wage - ALL If the Commission's UI Wage Match Service was utilized to obtain data for any of the required performance measures, enter the UI Wage Match Reference Number (5digit) and submit the documentation provided by the Commission to the Board. The average quarterly wage for employed program participants calculated using unemployment insurance (UI) wage data and/or other data sources. For this measure, the 12-month Reporting Period may vary. If submitting supplemental data for the Participant Universe - ALL, select "Yes" and enter your planned mail or delivery date and the number of individuals for which supplemental data will be submitted. Note: See 'Certification Process' in the public section of the automated ETPS site for additional information about supplemental reporting options. Supplemental Data Submission Board Requirements The Board may require additional information as part of the Subsequent Eligibility Application. All items must be completed before the application can be submitted. If additional documentation must be submitted to the Board, enter your planned mail or delivery date. Page 8 Rev. 6/04