TIMS User Guide (Approved Educator Preparation Programs)

Contents 1. Getting Started... 4 1.1 Logging In to TIMS... 4 1.2 Accessing TIMS... 6 1.3 TIMS Home Screen... 18 2. Working with Messages...20 2.1 Working With Unassigned Messages... 20 2.2 Working With New Messages... 21 2.3 Working With The Inbox... 24 2.4 Searching Messages... 28 2.5 Composing New Messages... 29 3. Working with Affirmations...32 3.1 Working with New Affirmations... 32 3.2 Working with Affirmations Under Review... 37 3.3 Satellite Campus Affirmations... 39 3.4 Main Campus Affirmations... 40 4. Recommendations...42 4.1 Working with New Recommendations... 42 4.2 Working with Recommendations Under Review... 50 4.3 Satellite Campus Recommendations... 52 4.4 Main Campus Recommendations... 52 5. Affidavits...54 5.1 Working with New Occupational Competency Test Affidavits... 54 5.2 Working with Occupational Competency Test Affidavits Under Review... 60 5.3 Satellite Campus Affirmations... 62 5.4 Main Campus Affirmations... 63 6. Cover Sheet Sample...65 7. Logging Out...68 8. Glossary...69 Page 3 of 71

1. Getting Started Welcome to the Pennsylvania Department of Education s (PDE) new, on line system for administering and managing educator certification. Approved Educator Preparation Programs (referred to in TIMS as IHE) have the very important role of reviewing and affirming applications that have been submitted by Educators hoping to complete the process of becoming certified, obtaining additional certification(s), or updating their credentials. This user guide provides directions to help you navigate TIMS. 1.1 Logging In to TIMS Open the PDE Website by typing the following URL into your browser: http://www.education.state.pa.us/ Click Log In on the top left side of the PDE web page. Page 4 of 71

You will be directed to the Welcome Page for the Commonwealth of Pennsylvania s Enterprise Portal as shown below. Please follow the directions for either Logging In (if you already have a Username and Password) or Registering for a Username and Password (if you do not have one already) Page 5 of 71

Once your login ID and Password are confirmed, the Home screen will be launched once more. 1.2 Accessing TIMS You can access TIMS in three ways. The first is to continue from the Pennsylvania Department of Education home page (www.education.state.pa.us), by selecting the Teacher picture in the middle of the page or you can select Certifications from the left navigation bar. Page 6 of 71

The Educator/Teacher Certification home page will open. Throughout your career as a Pennsylvania educator, this page will be a valuable resource for information; you may want to add it to your list of favorites. To access TIMS, select the TIMS icon in the middle of the page. In addition, the Recent Updates link is a valuable tool to see what has changed and when it has changed. Page 7 of 71

The second is to type into the Internet address bar: PA TIMS.com Both of these methods will take you to the TIMS home page. This web page is easily navigated by use of the tabs across the page. Select the Access TIMS tab. Page 8 of 71

Click the Access TIMS tab will open the following page, which will tell you if you are logged into the Pennsylvania Department of Education website or not. If not logged in, go to the Log In in the left navigation bar and complete the login process. Page 9 of 71

If you are logged in, the system will show that you are logged in. Click here to access the TIMS system. Page 10 of 71

The third method after the screen shows that you are logged in, allows you to scroll to the bottom of the page and click on MY PDE. Page 11 of 71

Scroll to the bottom of the page and click on MY PDE. Page 12 of 71

The menu expands. Page 13 of 71

The menu expands. Click on Applications. Page 14 of 71

Click on Applications. Page 15 of 71

Click on TIMS. The following page will open. Page 16 of 71

Click on the down arrow next to Select and make your selection. Click on the down arrow next to Role and make your selection. (Note: for demonstration purposes, we have selected PSU/Main as the Agency and Certifying Officer as the Role.) Click Login Page 17 of 71

1.3 TIMS Home Screen You will be directed to the TIMS Home Screen (also known as the Dashboard). This screen provides quick access to frequently used commands and is quickly accessed at any point in the system, by clicking on Home. Page 18 of 71

From the Home Screen you may: Work with Messages Work with Affirmations Work with Recommendations Work with Occupational Competency Test Affidavits Perform Searches Logoff Page 19 of 71

2. Working with Messages 2.1 Working With Unassigned Messages To read new messages, click on the underscored number located next to Unassigned New Messages (this number will vary and is representative of the total number of Unassigned New Messages for your Institution. All Unassigned Messages will be returned. To read an Unassigned Message, click on the hyperlink for that message. Page 20 of 71

2.2 Working With New Messages To view new messages, click on the underscored number next to My New Messages. Page 21 of 71

You will then be directed to a screen that shows your new messages. You may read any message by clicking on the underscored text in the Message column. Page 22 of 71

From a message, you may do nothing, Save as Unread or Reply. To Reply to a Message, click Reply. A new screen will open giving you the option to Enter Reply Text Below. Page 23 of 71

When you are satisfied with your message and are ready to send, click Send. Alternatively, you may cancel the message should you decide not to send it. You will see a message at the top of the screen indicating that your message was sent successfully. 2.3 Working With The Inbox To review messages in your Inbox, click on the underscored number located next to My Inbox. You will then be directed to a screen that shows the messages in your Inbox. Page 24 of 71

You may read any message by clicking on the underscored text in the Message column. Page 25 of 71

From a message, you may do nothing, Save as Unread or Reply. To Reply to a Message, click Reply. A new screen will open giving you the option to Enter Reply Text Below. Page 26 of 71

To view your Sent Messages, click on the underscored number next to Sent Messages. 2.4 Searching Messages To Search through your messages, click Search Messages. Page 28 of 71

Type in the criteria you choose, and click Search. Your search results will be returned. 2.5 Composing New Messages To compose a new message, click on the Compose New Message button. Page 29 of 71

A popup will open allowing you to compose a message. You must include the Applicant s PPID, the recipient of the message, and a subject line along with the message test prior to sending. Page 30 of 71

Once your are satisfied with your message, click Send. After clicking Send, you will see the following screen indicating that your message has been sent successfully. You may now find this message under My Sent Messages on the Home Screen Page 31 of 71

3. Working with Affirmations 3.1 Working with New Affirmations To view all applications for which the Review has not yet been started, click on the underscored number next to Review Not Started. All the applications in this category will be returned. Page 32 of 71

You are then asked to choose your name from the drop down menu next to Select Contact Official. When you choose your name, most of the information below is then populated for you. However, you must click on the box next to the affirmation statement and type in your name and the date indicating your affirmation before proceeding. You will then be asked to respond to a series of questions with Yes or No affirming the information submitted on the application. If the response is No, you are asked to explain why. Page 34 of 71

Note that you may add additional comments if desired. You may save your work at any time. When finished click on Submit Response to PDE. Page 35 of 71

You will receive a confirmation message. Click Yes or No. If you click Yes the application will be forwarded to PDE. If you click No you will be redirected back to the Affirmation screen. Note that you may view the Applicant s Profile, the Applicant s Tests on File, and/or the Applicant s Details at any time by clicking on the hyperlinks at the top of the page. Please note that if you click on these links, a new window will open allowing you to view the information. Once finished, you will be unable to click on the Browser Back button to return. You will be required to close the window. Once an Application has been submitted to PDE, you may view it my clicking on the underscored number next to Submitted to PDE from the Home Screen. Page 36 of 71

3.2 Working with Affirmations Under Review To view an Application for which the Review has begun, but that has not yet been submitted to PDE, click on the underscored number next to Under Review on the Home Screen. You will be directed to a listing of all Applications currently in Under Review status. Page 37 of 71

Select the Review hyperlink next to any Application to continue the Review. Alternatively, you may refine your search results by entering search criteria in the fields at the top of the screen and clicking Search. Refer to Section 3.1 for further directions on completing the Affirmations questions for an Application. Page 38 of 71

3.3 Satellite Campus Affirmations If you are a satellite campus for larger Institution, you may not submit Applications directly to PDE. You must submit your Affirmations through the Main Campus following the steps below. From the Home Screen, click on the underscored number for Review Not Started or Under Review. Then follow the steps for responding to the Affirmation questions as noted in Sections 3.1 and 3.2 above. When finished, click on Submit Reponse to Main Campus. You will see a confirmation message. Click Yes or No. Page 39 of 71

If you Click Yes, the Application will be forwarded to the Main Campus for review and submission to PDE. If you select No, you will be returned to the search page. The Application may now be found under Pending Main Campus Review on your Home Screen. 3.4 Main Campus Affirmations To review Applications that have been submitted by a Satellite Campus, click on the underscored number next to Pending Main Campus Review. From the Results page, click on the Review hyperlink. Page 40 of 71

You will then be able to review, comment, and submit Applications that have been submitted by a Satellite Campus. Page 41 of 71

4. Recommendations 4.1 Working with New Recommendations To view all applications for which the Recommendations Review has not yet been started, click on the underscored number next to Review Not Started. All the applications in this category will be returned. Page 42 of 71

You will then be asked to respond to a series of questions with Yes or No affirming the information submitted on the application. If the response is No, you are asked to explain why. Page 45 of 71

Note that you may add additional comments if desired. Page 46 of 71

You may save your work at any time. When finished click on Submit Response to PDE. If you begin review of an application and choose to Save before finishing, you will see the following: Click either Yes or No. Page 47 of 71

When finished with your review, click on Submit the Response to PDE. Page 48 of 71

4.2 Working with Recommendations Under Review To view an Application for Recommendations that have been started and are currently Under Review, but that has not yet been submitted to PDE, click on the underscored number next to Under Review on the Home Screen. You will be directed to a listing of all Applications currently in Under Review status. Page 50 of 71

Select the Review hyperlink next to any Application to continue the Review Alternatively, you may refine your search results by entering search criteria in the fields at the top of the screen and clicking Search. Refer to Section 4.1 for further directions on completing the Recommendations questions for an Application. Page 51 of 71

4.3 Satellite Campus Recommendations If you are a satellite campus for a larger Institution, you may not submit Recommendations directly to PDE. You must submit your Recommendations through the Main Campus following the steps below. From the Home Screen, click on the underscored number for Review Not Started or Under Review. Then follow the steps for responding to the Recommendation questions as noted in Sections 4.1 and 4.2 above. When finished, click on Submit Reponse to Main Campus. 4.4 Main Campus Recommendations To review Applications that have been submitted by a Satellite Campus, click on the underscored number next to Pending Main Campus Review. Page 52 of 71

From the Results page, click on the Review hyperlink. You will then be able to review, comment, affirm, and submit Recommendations that have been submitted by a Satellite Campus. Page 53 of 71

5. Affidavits 5.1 Working with New Occupational Competency Test Affidavits To view all applications for which the Occupational Competency Test Affidavits Review has not yet been started, click on the underscored number next to Review Not Started. All the applications in this category will be returned. Page 54 of 71

Note that you may refine your search within this status by using the search criteria at the top of the page. To begin your review, click on the underscored Review next to any application. OR If you have multiple applicants on the screen you may answer the Occupational Competency Test question using the Select All radio buttons at the bottom of the list and then saving the response. Using the multiple applicant processing option changes all applications from Review Not Started to Under Review status as advised with a confirmation question that appears when you select the SAVE button. Page 55 of 71

The next screen shows information pertinent to the Applicant at the top of the screen. You are then asked to choose your name from the drop down menu next to Select Contact Official. When you choose your name, most of the information below is then populated for you. However, you must click on the box next to the affirmation statement and type in your name and the date indicating your affirmation before proceeding. Page 56 of 71

You will then be asked to respond to question(s) with Yes or No affirming the information submitted on the application. If the response is No, you are asked to explain why. Currently, to verify the subject area to which you are attesting, you must select View Application Details. The application details identify the subject area. Complete the affidavit for the subject area displayed on the application which is being reviewed. Indicate whether the occupational competency assessment has been scheduled or passed as well as the date for which it was scheduled or passed. Note that you may add additional comments if desired. Page 57 of 71

Page 58 of 71

You may save your work at any time. When finished click on Submit Response to PDE. You will receive a confirmation message. Click Yes or No. If you click Yes the application will be forwarded to PDE. If you click No you will be redirected back to the Affidavit screen. Note that you may view the Applicant s Profile, the Applicant s Tests on File, and/or the Applicant s Details at any time by clicking on the hyperlinks at the top of the page. Please note that if you click on these links, a new window will open allowing you to view the information. Once finished, you will be unable to click on the Browser Back button to return. You will be required to close the window. Once an Application has been submitted to PDE, you may view it by clicking on the underscored number next to Submitted to PDE from the Home Screen. Page 59 of 71

5.2 Working with Occupational Competency Test Affidavits Under Review To view an Application for which the Review has begun, but that has not yet been submitted to PDE, click on the underscored number next to Under Review on the Home Screen. You will be directed to a listing of all Applications currently in Under Review status. Page 60 of 71

Select the Review hyperlink next to any Application to continue the Review. Alternatively, you may refine your search results by entering search criteria in the fields at the top of the screen and clicking Search. Refer to Section 5.1 for further directions on completing the Affidavits questions for an Application. Page 61 of 71

5.3 Satellite Campus Affirmations If you are a satellite campus for larger Institution, you may not submit Applications directly to PDE. You must submit your Affirmations through the Main Campus following the steps below. From the Home Screen, click on the underscored number for Review Not Started or Under Review. Then follow the steps for responding to the Affirmation questions as noted in Sections 3.1 and 3.2 above. When finished, click on Submit Reponse to Main Campus. You will see a confirmation message. Click Yes or No. If you Click Yes, the Application will be forwarded to the Main Campus for review and submission to PDE. If you select No, you will be returned to the search page. The Application may now be found under Pending Main Campus Review on your Home Screen. Page 62 of 71

5.4 Main Campus Affirmations To review Applications that have been submitted by a Satellite Campus, click on the underscored number next to Pending Main Campus Review. From the Results page, click on the Review hyperlink. Page 63 of 71

You will then be able to review, comment, and submit Applications that have been submitted by a Satellite Campus. Page 64 of 71

6. Cover Sheet Sample The cover sheet can be printed by the applicant. They will see this popup screen asking them to open or save. If you need the applicant to send you the cover sheet, ask them to save it to a file and then email to you. Page 65 of 71

When the applicant chooses Open. A new window will open with a PDF file as shown below. This file may be saved and emailed to you if necessary. The following are the directions provided to the applicant in the Applicant User Guide. IMPORTANT NOTE: A two page document will open in PDF format. Review BOTH pages of the document as it provides detailed instructions for submitting required documentation. It is important that you read and follow all directions closely as this will help ensure that your application is processed as quickly as possible. Providing the cover sheet, which includes bar codes are used to identify and process your application within TIMS. You may save and print this document from the PDF file. Refer to screenshot of the second page of cover sheet document below. By saving the document to your hard drive you can print the document later or send it electronically to a PK 12 Educational Entity or an Approved Educator Preparation Program if necessary. You will be required to submit it to PDE along with the documentation required. You may return to TIMS and print the cover sheet from your dashboard also. Page 66 of 71

Below is the second page of the cover sheet which provides specific information regarding the requirements for the credential or credential update for which you are applying. The last column Application Requirements identifies the requirements, while the Acceptable Documents column indicates the possible proof items that would demonstrate that you meet the requirements. To facilitate receipt of the documents and document scanning, these items are categorized in first column, Document Category. Below the grid are IMPORTANT instructions on how to submit the documentation to meet the requirements for the credential being requested. Requirements Proof documents Important instructions for document submission Please read all instructions carefully Page 67 of 71

7. Logging Out To Log Out of the TIMS system, Click Logoff from the Home Screen. Page 68 of 71

8. Glossary Act The Public School Code of 1949 (24 P. S. 1 101 27 2702). Approved educator certification program Courses and experiences offered by a preparing institution then reviewed and approved by the Department of Education. Articulation agreement A formal agreement between two higher educational institutions, stating specific policies relating to transfer and recognition of academic achievement to facilitate the successful transfer of students without duplication of course work. Assessment of basic skills Measurement of a candidate s ability to communicate orally and in writing and to demonstrate proficiency in fundamental computational skills. Assessment of general knowledge Measurement of a candidate s knowledge in the fields of literature, mathematics, the sciences and social studies. Assessment of professional knowledge and practice Measurement of a candidate s knowledge of educational theory, principles of human growth and development, educational psychology and other subjects directly related to educational practice and their application/demonstration in school settings. Assessment of subject matter Measurement of a candidate s knowledge of an academic field or discipline to be taught in the public schools of this Commonwealth. Candidate Person seeking certification in any of the areas outlined in this chapter. Certificate Document prepared and issued by the Department indicating that the holder has completed an approved professional preparation program and is qualified to perform specific professional duties. Chief school administrator The Superintendent, intermediate unit Executive Director, AVTS/CTC Vocational Director, Chief School Officer/CEO (charter school) or equivalent private school administrator. Collegiate studies Studies offered at colleges or universities. Commissioned officer District superintendents and assistant district superintendents. Community provider A not for profit or for profit organization that operates prekindergarten programs. Continuing professional education Formal achievement of collegiate or in service credits designed to improve and expand the expertise of professional personnel. Core academic subject Includes reading, language arts, mathematics, science, world languages, social Page 69 of 71

studies, music and art. Day to day substitute permit Permit issued for no longer than 20 consecutive days to fill a position due to the absence of professional certified personnel. Degree granting institution Public college or technical institute which provides a 2 year, postsecondary college parallel, terminal general, terminal technical, out of school youth or adult education program or a combination of these and which is established and operated under the act. Diverse learner Student who because of limited English language proficiency or disabilities may have academic needs that require varied instructional strategies to help the student learn. Educational specialist Professional certified personnel whose primary responsibility is to render professional service other than classroom teaching, such as dental hygienist, home and school visitor, instructional technology specialist, social restoration specialist, nutrition service specialist, elementary counselor, secondary counselor, school nurse and school psychologist. Emergency permit Permit issued to fill a vacancy resulting from resignation, termination, retirement, death or the creation of a new position. Exceptional case permit Permit issued to fill a vacancy due to exceptional conditions. Inclusive setting Placement of a diverse learner in a regular classroom setting. Induction Process where newly employed educators and educational specialists are put under guidance of professional personnel to assist entry into the education profession. Induction plan Description of the induction process developed and submitted by the school entity to the Department for approval which describes how an educator or educational specialist will be introduced to the educator profession under this chapter. Intern certificate Professional certificate that entitles the holder to fill a full time professional teaching position. Invalid certificate Certificate which no longer enables its holder to perform specific professional duties. Long term substitute permit Permit issued for an indeterminate period to fill a position due to the absence of professional certified personnel. Occupational competency credential Document issued by the Occupational Competency Testing Examiners which signifies that the holder possesses knowledge and skill in a technical field at a journeyman level. When the document is presented to a preparing institution or to the Department, it may be registered by the Department on the holder s vocational intern, vocational instructional or instructional certificate, and it enables the holder to teach that occupational specialty. Page 70 of 71

PAsecureID Unique, permanent, anonymous state wide student ID assigned to all students upon their first entry into the Commonwealth public school system. A single, unique PAsecureID remains with an individual student throughout their educational career. PPID Professional Personnel Identification, a unique, permanent identifier provided by the Pennsylvania Department of Education to applicants using the Teacher Information Management System, TIMS. The PPID remains with an educator throughout their educational career. PSPC Professional Standards and Practices Commission A body composed of educators from the fields of basic and higher education, members of the general public and an ex officio member of the Board established by the Professional Educator Discipline Act. Permit Document prepared and issued by the Department indicating that the holder is allowed to serve in lieu of a certified professional for a specified period of time. Prekindergarten Program operated by an early intervention agency, school district or under contract from a school district that is open to children who are 3 years of age and who have completed the program prior to the school district s entry age for kindergarten. Preparing institution College or university that offers a program approved by the Department to prepare professional personnel for employment in public schools. Professional certified personnel Professional employees including educators, supervisors, coordinators and administrators. Professional duties Duties restricted to professional personnel performing the extent of their certificate. Professional Educator Discipline Act 24 P. S. 2070 1a 2070.18a. Satisfactory achievement Acceptable level of performance as determined by the Secretary in consultation with the Board on the Department prescribed assessments required in this chapter. School entity Public schools, school districts, intermediate units, area vocational technical schools, charter schools, cyber schools and independent schools. Term of validity Period of time as specified in which the holder of a certificate is entitled to perform the professional duties for which the certificate was issued. Page 71 of 71