Educator Certification System (ECS)

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Educator Certification System(ECS)System DocumentationforInitial Certificate HoldersProfessional Development and CertificateRegistration and RenewalSeptember 1, 2006

ECS System DocumentationIntroduction. 3Access to ECS. 3ECS Summary Screen. 4Professional Development Activity . 5Adding Professional Development Activities. 8Professional Development Exemptions . 17Administrator’s Academies Attended. 17Submitting Statement of Assurance (SOA) . 19Renew Certificate (Only if less than four years of experience). 32Move from an Initial to Standard Certificate. 397/1/2006Page 2

ECS System DocumentationIntroductionThe Illinois State Board of Education’s Online Teacher Information System (OTIS), CertificateRenewal Tracking System (CeRTS) have been merged together to form the new Educator’sCertification System (ECS). ECS is a web-based system that allows educators and districtadministrators access to certification data from ISBE’s Teacher Certification InformationSystem (TCIS).The ECS web site consists of two portals, or doorways to certification data: Districtadministrators and the general public can view certification data that is considered publicinformation; that is issued educator credentials. ECS also allows educators to create privateaccounts and have access to all of their TCIS data, apply for certificates and endorsements,register and renew their certificates, and apply for NCLB HOUSSE HQ status. ECS acceptsonly credit cards as payment for application services.Access to ECSECS can be accessed on any computer with internet access and an internet browser atwww.isbe.net/ECS7/1/2006Page 3

ECS System DocumentationIf you previously had an OTIS account use you OTIS login (email address) and OTIS passwordto login to ECS. If you did not have an OTIS account, but did have a CeRTS account use yourCeRTS login and password. If you had both an OTIS login and a CeRTS login use the OTISlogin. If you did not have an account in either previous system click on the Create New Accountbutton and establish a new ECS account. If you forgot your password you can click on the ResetAccount button.ECS Summary ScreenAll previous OTIS functionality has been transferred to ECS and has not been changed. Youwill find menu items for various services and data viewing on the left and Frequently AskedQuestions and customized links and notes in the remaining portion of the Summary Screen.7/1/2006Page 4

ECS System DocumentationA new menu item has been added for Professional Development. When the ProfessionalDevelopment link is selected the following screen is presented giving you several choices.Professional Development ActivityThe Professional Development Summary Screen allows Educators to select a certificate type andthen Enter/Review Professional Development Activities related to that certificate type. Thisscreen will display all certificates that are held by the educator which require professionaldevelopment to renew. To enter new activities or to review previously entered activities click onthe link Enter/Review Professional Development link below the certificate lists.Once the Enter/Review Professional Development link has been selected the following screenwill appear:7/1/2006Page 5

ECS System DocumentationThis screen is divided into four sections. The top section lists the current certificate type andcycle; and contains the link to enter new professional development activities. This screen willalso allow educators to review professional development activities from previous cyclesbeginning with the current cycle when ECS was implemented.To add a new professional development activity click on the link Add New ProfessionalDevelopment Activity.The next three sections display the professional development activities that the educator hasalready entered and are divided between the three types of activities. There are three options for7/1/2006Page 6

ECS System Documentationmoving from an Initial level teaching certificate to a standard level teaching certificates; 1)Completing a Uniquely Qualifying Activity; 2) Completing Required Coursework; or 3)Continuing Professional Development Units (CPDU). The educator only needs to complete oneoption.Uniquely Qualifying PDAsThe first option for meeting renewal requirements is to complete a Uniquely QualifyingProfessional Development Activity. Uniquely Qualifying PDAs are PDAs that only requirecompleting one activity. Options include:Earning an Advanced Education-Related DegreeCompleting an Approved Induction and Mentoring ProgramCompleting the National Board of Professional Teaching Standards (NBPTS)Certification processEarning an Illinois Subsequent Certificate or EndorsementBecoming Highly Qualified in an Another Teaching AreaFour Semester Hour Course Approved for NBPTS PreparationFour Semester Hour Course Approved for Self-Assessment of Teaching PerformanceThe example below shows completing an Induction and Mentoring program.Required Coursework PDAThe second option for meeting renewal requirements is to complete Required Coursework;options include:Completing 12 Semester Hours of College CourseworkThe example below shows completing eight semester hours in graduate-level coursework.7/1/2006Page 7

ECS System DocumentationCPDU PDAThe third option for meeting renewal requirements is to complete an adequate number ofContinuing Professional Development Units (CPDU); options include:CPDUsThe example below shows earning 4 CPDUs for attending a workshop.Adding Professional Development ActivitiesTo add a professional development activity click on the Add New Professional DevelopmentActivity link.A step by step wizard will walk you through adding your professional development activity. Thefirst step is to confirm your identity.7/1/2006Page 8

ECS System DocumentationThe next step will ask you to select from a list of activity types. Holders of Initial levelcertificates are presented with the following list of professional development activity types.The next step will ask you to enter the type of CPDU activity. The example used here will be aCPDU – Participating at workshops, seminars, conferences, institutes, symposiums.7/1/2006Page 9

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ECS System DocumentationThe next step will present to detailed description of the type of activity and what records youshould retain as evidence. It will also ask you to select the number of hours or CPDUs of theactivity.7/1/2006Page 11

ECS System DocumentationThe next step asks you to enter the beginning and ending date of the activity.The next step, if activity type 12, asks you to select a provider from the list of approvedproviders.7/1/2006Page 12

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ECS System DocumentationThe next step asks you to enter a detailed description of the Activity.7/1/2006Page 14

ECS System DocumentationThis last step asks you to select a subject area if the CPDU is related to a specific subject matter.Once you are finished with the last step you will be taken to the summary screen that shows youractivity has been entered in your file.7/1/2006Page 15

ECS System DocumentationActivities can be added or removed, but not edited. If you made a mistake in your entry click onthe Remove link to the right and re-enter the activity.7/1/2006Page 16

ECS System DocumentationProfessional Development ExemptionsThe Professional Development Exemption Screen allows Educators to select a certificate typeand then Enter/Review Exemptions related to that certificate type. To enter new exemptionrequests or to review previously entered exemption requests click on the link Enter/ReviewExemptions link below the certificate lists. Exemptions are not applicable to Initial certificateholders.Administrator’s Academies AttendedThe Administrator’s Academies Attended section allows you to view the IAAMS Academiesthat you attended. These academies are entered by the Regional Offices of Education and cannotbe added, removed or edited by the administrator.7/1/2006Page 17

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ECS System DocumentationSubmitting Statement of Assurance (SOA)The Statement of Assurance Summary Screen allows Educators to select a certificate type andthen Enter/Review Statements of Assurance related to that certificate type. To submit a newStatement of Assurance or to review a previously submitted Statement of Assurance click on thelink Enter/Review Statement of Assurance link below the certificate lists.The first step asks you to verify your personal information.7/1/2006Page 19

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ECS System DocumentationThe next step asks you to review your certificates for accuracy. If there is a discrepancy note thediscrepancy in the test box.7/1/2006Page 21

ECS System DocumentationThe next step asks you to review your assignment information for the renew cycle. If youworked in more than one district or your status changed during the course of the renewal periodthis employment information should be your assignment during the last semester you worked inthe renewal cycle period. If it is not correct you will be taken to the Profile screen so you cancorrect the data.7/1/2006Page 22

ECS System DocumentationThe next steps ask you to verify your Teacher Service Record (TSR) data for the renewal period.If there are discrepancies you can make those comments in the text box.7/1/2006Page 23

ECS System DocumentationThe next step asks you to review your in and out of state teaching experience.7/1/2006Page 24

ECS System DocumentationThe next step calculates your professional development requirements based upon the length ofyour teaching experience. This screen will inform you on how many professional developmenthours and/or activities you are required to complete for any of the options before submitting yourStatement of Assurance.7/1/2006Page 25

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ECS System DocumentationThe next several steps will ask you to review and verify the professional development activitiesyou entered for each of the three options starting with uniquely qualifying option. You may nothave completed all types, so do not be concerned if the screen shows any activities for thatparticular option.7/1/2006Page 27

ECS System DocumentationThe next step asks you to verify the CPDU activities entered.7/1/2006Page 28

ECS System DocumentationThe next step asks you to verify the coursework activities entered.7/1/2006Page 29

ECS System DocumentationThe next step compares the professional development hours entered to the required professionaldevelopment required of you based upon the length of the renewal period and exemptions on fileand determines if you meet the requirements to submit the Statement of Assurance or not.7/1/2006Page 30

ECS System DocumentationThe final step asks you to electronically sign your Statement of Assurance and attest thateverything entered is true and correct.Once you click on the Submit button you will be taken to the summary screen that shows youyour Statement of Assurance has been received and is pending approval. To view your pendingSOA click on the Submit/Review Statement of Assurance link.7/1/2006Page 31

ECS System DocumentationClick on the View link to view your pending SOA or on the Withdraw link to remove it.Login back into ECS weekly to check on the status of your submitted Statement of Assurance.Once it has been approved you will be able to apply for your Standard level certificate in ECS.If it is not approved you will be able to view the reason why and re-submit it. To view yourSOA click on the VIEW linkRenew Certificate (Only if less than four years of experience)The Renew Certificates Screen allows Educators to review their Statement of Assurance(Request for Verification) status and to register and renew certificates online.Certificates not requiring professional development and approval of a Statement of Assurance torenew will be indicated by the not applicable (N/A) symbol.Certificates requiring professional development and approval of a Statement of Assurance torenew will have their status indicated as either ?, Yes, or No. A ? means that the Statement ofAssurance has not been submitted or is pending; Yes means that it has been approved; and No7/1/2006Page 32

ECS System Documentationmeans it was not approved. Once all levels of approval are Yes you may click on theRegister/Renew Certificates link and proceed with online renewal step by step wizard.As an Initial certificate holder, if you have not yet accumulated four years of teaching experienceyou can renew your Initial certificate until such time you do accumulate four years of teachingexperience. To do this click on the Register/Renew Certificates link.The first step asks you to confirm your identity.7/1/2006Page 33

ECS System DocumentationThe next step asks you to verify your personal information.7/1/2006Page 34

ECS System DocumentationThe next step asks you to select the Region where you wish to register your certificate.7/1/2006Page 35

ECS System DocumentationThe next step asks you to attest that you are not delinquent on child support. (State Law)7/1/2006Page 36

ECS System DocumentationThe next step, when attempting to renew an Initial certificate, will ask you if you haveaccumulated four or more years teaching experience. If you have not, select the No option andproceed with renewing your Initial certificate. I you have accumulated four or more years ofteaching on your Initial certificate you must submit a Statement of Assurance and once approvedapply for your Standard teaching certificate.7/1/2006Page 37

ECS System DocumentationThe next step asks you to enter in your credit card information for payment of registration fees.7/1/2006Page 38

ECS System DocumentationThe last step asks you to confirm the information and electronically sign the application.If your credit card is successfully processed you will receive a confirmation page that yourcertificate has been registered and renewed. You can also view this information by returning tothe Register/Renew screen or the Current Credentials screen.Move from an Initial to Standard CertificateIf you have accumulated four years of teaching experience and have submitted your Statement ofAssurance to be approved to move to a Standard teaching certificate and it has been approvedyou should apply for your Standard teaching certificate instead of attempting to renew yourInitial teaching certificate.7/1/2006Page 39

ECS System DocumentationTo apply for the Standard Teaching Certificate click on the Applications link on the main menu,and then click on the Move From Initial to Standard Application.Follow the multi-step wizard that will lead your through the application process. Once yourstandard certificate has been issued make sure you register the certificate in the ROE where youare teaching.7/1/2006Page 40

ECS System Documentation 7/1/2006 Page 3 Introduction The Illinois State Board of Education’s Online Teacher Information System (OTIS), Certificate Renewal Tracking System (CeRTS) have been merged together to form the new Educator’s Certification System (ECS). ECS is a web-based

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