Ohio Child Licensing and Quality System (OCLQS) SUTQ Change Rating Registration Process

Transcription

1 Ohio Child Licensing and Quality System (OCLQS) SUTQ Change Rating Registration Process

2 My Program Activities Screen 1.Navigate to this screen by clicking: My Programs on the top of the page and select SUTQ and My Program Activities from the left navigation menu. 2.You will use this grid to access your Change Rating Registration once you have started the registration process. 3.The SUTQ Registration Activities grid will populate with a change registration row. 4.This grid will retain a 5-year history of all registration activities, including; Initial Registration, Change Rating, Renew Rating, Renew and Change Rating, Withdrawn Registrations and Annual Reports.

3 If your program would like to register for a different SUTQ rating, you will be registering for a change rating. 1. Select the Change Rating option from the links on the left side of the screen to begin the Change Registration process. 2. Programs are encouraged to prepare for registration by: Reviewing the SUTQ Guidance Document. Ensuring that your program is eligible to submit a change rating registration. Selecting the desired star rating for your program. Preparing and developing the required written documentation appropriate to the desired star rating. Reviewing the FAQ s. 3. While working on the preparation steps, you may begin the registration process. 4. Click the Next button to start the registration process. 5. Click the Back button to return to the Registration Activity Screen.

4 1. After clicking Next on the Change Rating SUTQ Rating Registration Process screen, you will be directed to the Register for a Change Rating Screen. 2. Select the Create New radio button from the Registration box and select the radio button that corresponds to the star rating that your program is eligible for from the Desired Rating box. 3. By clicking Continue, the system will automatically verify your program s eligibility to register for a change rating. If your program is eligible to register, you will be taken to the Learning and Development domain. 4. Clicking Exit will return you to the Registration Activity Screen. Note: The Copy from Previous radio button will be active only if a prior change registration exists. If the Copy from Previous option is selected, the system will store the desired rating that was previously selected and will copy over all current responses. Both the Registration and Desired Rating options must be selected prior to selecting Continue.

5 If your program is NOT eligible to register for SUTQ, you will receive a message outlining why your program is ineligible to register at this time.

6 Learning and Development Domain Screen 1. If your program IS eligible to register for a change rating, upon clicking Continue on the Register for an Initial Rating screen, you will be directed to the Learning and Development Domain screen. 2. Respond to each item as it applies to your program. Some items may require additional information. If there is a blue hyperlink beneath the list of responses for additional required information, you must click the link to provide supplemental information. 3. The Step Up To Quality Registration Progress Bar at the top of the page will illustrate how much of the registration has been completed. 4. While working on the Learning and Development items, you may do one of the following: Click Save to save the information you ve entered and remain on the current screen. Click another Domain Tab (on the left) to save current responses and proceed to the selected domain. Click Exit to discard any changes and return to the Registration Activity Screen. Note: All items do not need to be complete to save, however, all items must be complete to submit the registration.

7 Additional Required Information 1. Some items within the registration require additional information and may possibly require multiple responses. 2. The response box will appear in the form of a new window. 3. Click all of the appropriate responses as they apply to your program. 4. Once all of the appropriate responses have been selected, click OK to close the window and return to the questionnaire. 5. To leave this screen without saving updates, click Cancel. A hyperlink for additional required information will be listed beneath the list of responses. You will not be permitted to save your responses if the required additional information is not provided.

8 Administrative & Leadership Practices 1. By clicking the Administrative & Leadership Practices link on the left navigation bar, you will be directed to the Administrative & Leadership Practices Domain screen. 2. Respond to each item as it applies to your program. Some items may require additional information. If there is a blue hyperlink beneath the list of responses for additional required information, you must click the link to provide supplemental information. 3. The Step Up To Quality Registration Progress Bar at the top of the page will illustrate how much of the registration has been completed. 4. While working on the Administrative and Leadership Practices items, you may do one of the following: Click Save to save the information you ve entered and remain on the current screen. Click another Domain Tab (on the left) to save current responses and proceed to the selected domain. Click Exit to discard any changes and return to the Registration Activity Screen. Note: All items do not need to be complete to save, however, all items must be complete to submit the registration.

9 Staff Qualifications and Professional Development 1. By clicking the Staff Qualifications & Professional Development link on the left navigation bar, you will be directed to the Staff Qualifications & Professional Development screen. 2. Respond to each item as it applies to your program. Some items may require additional information. If there is a blue hyperlink beneath the list of responses for additional required information, you must click the link to provide supplemental information. 3. The Step Up To Quality Registration Progress Bar at the top of the page will illustrate how much of the registration has been completed. 4. While working on the Staff Qualifications and Professional Development items, you may do one of the following: Click Save to save the information you ve entered and remain on the current screen. Click another Domain Tab (on the left) to save current responses and proceed to the selected domain. Click Exit to discard any changes and return to the Registration Activity Screen. Note: All items do not need to be complete to save, however, all items must be complete to submit the registration.

10 Family and Community Partnerships Domain Screen 1. By clicking the Family and Community Partnerships link on the left navigation bar, you will be directed to the Family and Community Partnerships Domain screen. 2. Respond to each item as it applies to your program. Some items may require additional information. If there is a blue hyperlink beneath the list of responses for additional required information, you must click the link to provide supplemental information. 3. The Step Up To Quality Registration Progress Bar at the top of the page will illustrate how much of the registration has been completed. 4. While working on the Family and Community Partnerships items, you may do one of the following: Click Save to save the information you ve entered and remain on the current screen. Click another Domain Tab (on the left) to save current responses and proceed to the selected domain. Click Exit to discard any changes and return to the Registration Activity Screen. Note: All items do not need to be complete to save, however, all items must be complete to submit the registration.

11 Points 4 & 5 Domain Screen 1. By clicking the Points 4 & 5 domain link on the left navigation bar, you will be directed to the Points 4 & 5 Domain. 2. Respond to each item as it applies to your program. Some items may require additional information. If there is a blue hyperlink beneath the list of responses for additional required information, you must click the link to provide supplemental information. 3. The Step Up To Quality Registration Progress Bar at the top of the page will illustrate how much of the registration has been completed. 4. While working on the Points 4 & 5 domain items, you may do one of the following: Click Save to save the information you ve entered and remain on the current screen. Click another Domain Tab (on the left) to save current responses and proceed to the selected domain. Click Exit to discard any changes and return to the Registration Activity Screen. Note: All items do not need to be complete to save, however, all items must be complete to submit the registration. **The Points 4/5 Domain option will be available only if desired rating 4 or5 was selected on the Register for Change Rating Screen.

12 Required Documentation 1. After clicking the Documentation tab from the left navigation, you will see the Required Documentation List. This will contain a list of supplemental documents that you must upload in order to complete the registration process. 2. Prior to beginning the registration process, the grid will be empty. The grid of registration documents will build based on your responses to the items within the domains as they relate to your program. 3. There will be active hyperlinks under the Status and Comments columns. If the Status is Not Attached, you may click the Not Attached link to attach the documentation. 4. If the status is Approved, the submitted document satisfied the requirement. If the status is Submitted, the consultant/specialist or supervisor is reviewing the document to determine if it meets program standards. 5. You may click View in the comments column to see any reviewer comments regarding your submitted documentation. Preferred file formats for attachments are Adobe Acrobat (.pdf), Microsoft Excel (.xls) or Microsoft Word (.doc).

13 View Summary Screen (My Summary Tab) 1. By clicking on the My Summary tab on the left navigation bar. 2. The system will: Confirm that all items have a response. Confirm that all documents have been attached. Estimate a rating for each completed domain. Calculate additional 4/5 point totals (if applicable). 3. At a glance, you can see the Estimated Star Rating, Additional Points and Overall Estimated Star Rating at the top of the screen. 4. In the grid, you can see an estimated rating for your program for each completed domain and if documentation has been attached. 5. You may print a summary of your registration by clicking the Print Summary button. 6. To submit your registration, click the Submit Registration button.

14 Print Summary Screen 1. The Print Summary Screen provides a.pdf version of the registration document which has not yet been submitted. 2. Please note the Not Submitted watermark will be on all pages. 3. The registration is NOT final until it has been submitted successfully. 4. You may view, save or print the Not Submitted version of the registration document. As long as it has not been submitted, you may still edit it. 5. To close the.pdf document, click the X on the top right of the pop-up window.

15 Signature Screen 1. Select the desired Star Rating from the Confirm your desired rating drop down. 2. Click the check box to certify that you agree to the terms and conditions of submitting this document electronically. 3. The User Submitting This Registration field will be pre-populated based on the user who is logged into the system. 4. The submission date field will be pre-populated with the current date. 5. You will be required to type in your initials (2-5 characters). 6. To submit, click Submit in the bottom right corner. You will be presented with an error message if any of the required fields are incomplete. 7. If you are not ready to submit the registration, click the Return to Registration button to be returned to the registration document. NOTE: Do not click submit if you do not wish to receive this rating. You will not be reviewed for a higher rating. *Only ratings will appear that are less than or equal to the recommended rating on the registration. You will not be rated at a higher rating than you select here.

16 Print Submission PDF Screen 1. The Print Submission PDF Screen provides a PDF form with responses from the submitted registration. 2. You may view the document on the screen, save it to your PC for later viewing or print the document. 3. Since the registration has been submitted, it is a read-only document and is no longer editable. 4. Close the PDF document by clicking the X on the top right of the pop-up window.

17 Submission Confirmation Screen 1. You will see this screen once your registration has been successfully submitted. 2. A confirmation will be forwarded to the displayed address, the primary address for the and all users who have access to SUTQ. 3. Select the Print Registration button to view a.pdf copy of the Registration submitted.

18 View Comments ( View/Add Link) 1. After submitting your registration and returning to the Documents tab from your registration, you may view comments from the reviewer of your documents. 2. After clicking the View link in the Comments column, you will see Comments in a new window. 3. This will contain a 5-year history in a readonly view of comments provided by the consultant/specialist or his/her supervisor as it pertains to the provided documentation and your program. 4. To close the window, click Close at the bottom right of the window.