Registry Training Approval Submission Manual

Palm Beach County Early Childhood Registry
Registry Training Approval Submission Process
Below are directions on how to submit a new training to the Registry and Quality Assurance
for Registry approval (formerly known as a TARF) and how to duplicate an event.
1. Under “Sign In”, click “Individual” and enter your Registry ID (User ID) and password then
click “Sign In”
The below screen will appear. Please read the FERPA statement and check the “I
acknowledge that I have reviewed the Privacy Policy” box and click “Continue.”
Please note, you will not be able to move forward if the box is not checked.
2. Click on “Training Entry”
3. Click on “Courses” tab and click “New Course”
4. Fill in the Course Description with the following and click “save and continue” (please
note, the information below will be visible to all practitioners with the exception of restricted to
approved trainers)
• Title of Course
• Course Type (Beginning Tier1, Intermediate Tier 2, Advanced Tier 3 or Tier 4). Please
note: final determination on the Tier (level) of the training will be done by the Quality
Assurance department.
• Description (what is the course about?)
• Assessment Strategy (how will you assess learning in the course)
• Check box, that course should be restricted to approved trainers
5. Fill in Course Content with the following and click “save and continue” when finished
• Licensing Type (always preschool)
• Total Classroom Hours
• Core Knowledge Area(s) for either ECE Practitioner, Directors, Afterschool, Career
Advisors, Technical Assistance, Trainers or Youth Engagement
6. Fill in the Instructional Plan with the following, click on “Uploaded Documents”, click on
“Upload Queued Files”, select document for each area and click “save and continue” when
finished
• Goal and upload documents
• Child Standards and upload documents
• Workplace Outcomes and upload documents
• Training Objectives and upload documents
• PACES and upload documents, also include Gains Survey, Implementation Plan and
Evaluation
[Type a quote from the document or the summary of an interesting point. You can position the text box anywhere in the
document. Use the Drawing Tools tab to change the formatting of the pull quote text box.]
Don’t forget to upload your Evaluation, Gains
Survey and Implementation Plan.
7. Fill in Additional Course Details with the following and click “save and continue” when
finished
• Target Audience
• Ages Addressed
8. Please review the Course Details, upon review if you notice items that need to be
corrected, please click on the “previous” tab to correct any errors. If the course details are
correct, please review the Terms and Conditions, check the “I agree to the terms and
conditions for Course Approval” and click “Submit for Approval”
9. Once your training has successfully been submitted to the Registry, you will receive the
following message
10. After the Registry has reviewed the training, the Registry Coach will set the training to
“submitted” and you will receive the following email:
Course Submitted
Course ID : 8430
Course Title : Test Training
View Course
*Please note: Once the Course Approval Form and all required paperwork are submitted, the trainer will be
assigned a Quality Assurance Coordinator who will be responsible for ensuring that the training meets all
requirements of the Registry and that the trainer meets the qualifications to instruct the training.
11. As your training moves through the Quality Assurance process, you will receive the
following emails:
A. Course Approval Note
Test Training (8430) - Status Change: In Process
View Course
B. Course Approval Note
Test Training (8430) - Status Change: In Committee
View Course
C. Course Approval Note
Test Training (8430) - Status Change: Revisions Required
View Course
D. Course Approval Note
Test Training (8430) - Status Change: Approved
View Course
*If you have any questions regarding the submission process, please consult the Registry’s Trainer and
Training Approval Process available at www.pbcregistry.org, under Forms
12. If you would like to add an additional Registry Approved Trainer(s) who have your
authorization to teach this course, click on the “Approved Trainers” tab and click “Add
Trainer”
Search by Trainer Registry ID or Name and click on the “search” button
Click on the trainer’s name to add:
Once the Registry has verified that the trainer is eligible to train in the assigned Core
Knowledge Area (CKA), the status will change from “pending” to “approved”
If the trainer is not eligible to train in the Core Knowledge Area of the training that you
submitted, you will receive the following email with the reason for decline.
Trainer Doe,Jane (1) was declined from the approved trainer list of Test Training (8430) . The
reason being:
Does not meet CKA
The Palm Beach County Early Childhood Registry | Institute of Excellence in Early Care and
Education
812 Fern Street, West Palm Beach, FL 33401
Part II: Adding an Event
1. Under “Sign In”, click “Individual” and enter your Registry ID (User ID) and password then
click “Sign In”
2. Click on “Training Entry”
3. Click on “Courses” and “New Event”
4. Choose from the Catalog
5. Choose the training you would like to create an event for, review the Course Notes for
accuracy and click “Next”
6. Fill Trainer and Sponsor Information with the following and click “Next”
• Event Funder
• Training Language
• Administrative Training Sponsor Program, if applicable
If you are not utilizing the SEEK
Scholarship, do not select SEEK, leave this
field blank.
7. Fill Event Entry with the following and click “Next”
• Assessment/Evaluation
• Delivery Methods
8. Enter Location, Date & Time and click “Next”
*If you have any questions the Registry timeline for submission, please consult the Registry’s Trainer and
Training Approval Process available at www.pbcregistry.org, under Forms
9. Enter Event Registration and Fees and click “Save Event
10. You will receive the following message, click “finished” if done or “cancel” to go back
11. Click Update, if you would like this event in public search results
12. Click “Exit Details” or “Duplicate Event” if you would like to add another event