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Update!

COA File from November 2017

 

This is the training FAQ.

2018-19 ADS Timeline

Timeline of events

December 2018

ADS reporting period for Academic Year 2018-19 opens (ADS office hours listed on Accreditation Technical Assistance website).

December - February 28, 2019*Update Institution Contact information (enter information for new ADS roles including Accreditation Fee Contact, CalAPA Coordinator, Title II Coordinator, and TPA Coordinator) and develop Program Report Deck.
March 1, 2019 All Program Report Decks must be developed.

March 1 - August 14, 2019 

Begin to enter data into the reports.

by August 15, 2019

Submit ADS reports. Upon submission of report(s) to the CTC, program sponsors may not edit the report(s). Please print the report(s) for your records.

*Per PSA 15-04, Program Sponsors are responsible for updating contact information.

ADS Definitions

ADS Definitions

  • Counseled Out: A candidate who was dismissed or withdrew from a program prior to its completion due to the lack of adequate progress. The candidate received advice and guidance regarding the program requirements and on his/her demonstration of the knowledge, skills and abilities required of the credential being sought, but the program determined that the candidate was not making adequate progress (Source: Data Terms Glossary).
  • Completion:  A candidate completed all of the program requirements. This does not mean the candidate has satisfied all the credential requirements, such as passing the RICA examination (Source: Data Terms Glossary).
  • Delivery Method: The manner in which the program is delivered to the candidates and program material is transferred to the candidate.  Some programs are delivered in person, online or in hybrid delivery models (Source: Data Terms Glossary).
  • Dual Credential: Dual credential program models are programs where candidates obtain multiple credentials within a single preparation program. For example, institutions that offer candidates the option to earn both Multiple and Single Subject credentials (and define this option as a dual credential preparation program) or Multiple or Single Subject credentials with an Education Specialist credential (Source: Data Terms Glossary).
  • Pathway: Pathway describes how a candidate will complete the required field experiences, i.e. student teaching (including co-teaching and residency) or intern. At this time institutions are defining their pathways, but it is likely that in the next year or so, after gathering information from institutions,  the Commission may establish criteria for some of the pathways such as residency or co-teaching (Source: Data Terms Glossary).
  • Voluntarily Left: A candidate who did not complete the program requirements and willingly left before the conclusion of the program (Source: Data Terms Glossary).

ADS Pathway Definitions (Guidance)

Click here for the pathway guidance document.

Institutions Sponsoring Teacher Induction Programs

ADS Permission Descriptions

Permissions in the ADS

Unit Head: The Unit Head is responsible for ensuring that data is submitted annually through the ADS.  The Unit Head may delegate permissions to others at the institution and has the ability to create an annual report form for a program, enter data in the annual report form, review the set of annual reports, submit the annual report to the CTC, authorize additional institution users, and give users permission at the institution. Only the Unit Head may delegate to an individual the Security or Program Delegate rolls.

Security Delegate: The Security Delegate may create an annual report form for a program, enter data in the annual report form, submit the annual report to the Unit Head for review and submission, authorize institution users, and give users Institution Staff permission at the institution.

Program Delegate: The Program Delegate may create an annual report form for a program, enter data in the annual report form, submit the annual report to the Unit Head for review and submission, review the full set of annual reports, and submit the reports to the CTC.

Institution Staff: Most institution users will be designated as Institution Staff. The role of Institution Staff allows an individual to create an annual report form for a program, enter data in the annual report form, and submit the report to the Unit Head. 

BIR Team Member: When a BIR Member is assigned to an institution for an accreditation activity, the individual will have access to all reports for that institution.  After the accreditation activity concludes, the individual’s access will be removed by the system.

Program Report Questions

Report questions

What type of questions are asked in the program report?

The type of questions that are asked in the program report include: admission standards, program requirement, candidate demographics and candidate performance.

Does the ADS report replace the biennial report?

Yes.

What is the reporting period for this report?

Academic year, September 1 through August 31.

What if an institution is a Local Education Agency or does not participate in either the semester or quarter system?

Select “N/A”.

What if an institution does not have a minimum GPA requirement?

Enter "0.00".

Where should an institution report add-on credentials?

Count the candidate in both reports separately.

Can CTC clarify the mean GPA?

The mean GPA for the current cohort (new enrollees accepted into the program in 2017-18 academic year).  For example, for post-grad, refer to the candidate’s undergraduate GPA.

Is there a certain standard for full vs. part time regarding expected length of program?

No, the definitions are at the discretion of the institution. This information will be assessed based on the data that is entered. CTC is interested in understanding how long, in months, it is expected to take for candidates to finish the program when enrolled as full time students and how long if the program is also offered in a part time delivery model.

Save and Submit ADS report

Can I save an ADS report?

An ADS user may save and return to a report, however, this is not recommended. Unfortunately, some reports may not save due to the following issues: web browsers, a time-out, or a connectivity problem that occurred at the time that the update was called for.

The Submit button is not visible on the report page.  Why?

The Submit button may not appear if not all of the report questions are answered.  If any reports are not in a status of No Reports CreatedIn Progress or Ready for Submission, you will not be able to click the Submit button to submit the reports to the CTC.

Troubleshooting ADS Issues

'Reporting' tabs and status

What does the 'Required Reporting' tab show?

The 'Required Reporting' tab displays the programs for which the CTC requires reporting.

What information does the 'Active Programs' tab show?

The 'Active Programs' tab displays the institution’s active programs. Not all active programs require reporting - e.g., subject matter programs.

What information does the 'Not Active Programs' tab show?

The 'Not Active Programs' tab displays the programs that are not active for the institution.

What are the report status options?

In Progress: The annual report has been created, but is not completed.

Submitted to Unit Head: The annual report has been completed by the Faculty/Staff and submitted to the Unit head. Once it has reached this status, it is locked for the Faculty/Staff user (the report is set to read-only for the Faculty/Staff role) and can only be unlocked by the Unit Head or Program Delegate.

Submitted to CTC: The annual report has been submitted to the CTC by the Unit Head or Program Delegate. Once it has reached this status, it is locked for the institution.

Late: The annual report was not submitted by the due date. If this occurs, you must contact the California Commission on Teacher Credentialing to request an extension.

 

Create, complete, print or unlock a report

How do I create a report?

From the institution page, click the Report Set button to navigate to the report set page. Initially, the institution will not have any reports. It is the institution’s responsibility to create reports for each of the different ways programs are offered to candidates. From the report set page, create the appropriate report templates for each program. There must be at least one annual report per program. 

The following steps guide you through the creation of a single report in the report set. 1. On the Report Set page, click the Add Report button.

2. In the Add Report form, select the appropriate options from the following drop-downs: Program, Level, Pathway, Delivery Method.

3. Once you select the appropriate options, click Add Report to create the new annual report.

4.  Repeat this process to create additional annual reports, as necessary. After creating annual reports, using the steps above, the newly created annual reports appear within the report set.

How do I complete a report?

All reports must be complete before they can be submitted to the CTC.

1. From the report set page, click the edit pencil in the Action column for the report you want to edit.

2. The annual report has several questions that must be filled out prior to submission.

3. When finished providing the data, there are three buttons at the very bottom of the page. You may choose to either Save, Submit to Unit Head or Cancel.

How do I print the report(s)?

From the report questions page (where all of the report questions are listed), there is a printer icon located at the top right corner of the page.

Who is able to unlock a report?

Those in the Faculty/Staff role cannot unlock a report.  Requests must go through the Unit Head or Security Delegate.

Login Guidance and Help

New ADS Account

Create an Account in the Accreditation Data system (ADS).

Any authorized institution staff may create an account in the ADS. The account will not be active until you click on the link in the email sent by donotreply@ctc.ca.govCheck your spam folder!

You will receive a confirmation email. Click the "Confirmation link" to confirm your email address and complete your account registration.

You will be redirected to a confirmation screen where you can click a link to sign into your account.

Prior to a Unit Head or Security Delegate granting your account institution access, you will see the screen shown below:

What email do I use to create my account?

Use your institutional email to register for an account.

If the individual’s email domain matches an institution’s email pattern, the individual is available to be connected to that institution. The Unit Head or Security Delegate must click on Manage Contacts and then click on “Add Contact to Institution” under all the identified contacts to connect the individual to the institution. ONLY the Unit Head and Security Delegate will see the three blue boxes (Create Contact, Add Contact to Institution, Manage User Permission) under the list of contacts.

What is the link to access the ADS?

https://edprepdata.ctc.ca.gov

ADS Access and Permission

A user is not listed under my institution’s contacts page.

If on the list of individuals on your institution’s Contacts page you do not see someone who says they created an account and clicked on the link to activate the account—Click on ‘Manage Contacts’ and then on ‘Add Contact to Institution’. Search for the individual by entering the first letter of the individual’s name in the User Look up field. Click on ‘Add User’ to connect them to the institution. If you do not find the individual in the User Look Up listing, check with the individual to make sure they have created and activated an account, and if that is the case email accreditation@ctc.ca.gov asking for the individual to be connected to your institution.

How many permissions can an individual have and is there a limit?

An individual may have more than one permission and more than one individual at the institution may be a Program Delegate or a Security Delegate.

What if our institution’s Unit Head is not showing in ADS?

If you have a different unit head than who is showing in the ADS, please have the new Unit Head create an account, email annualdatasystem@ctc.ca.gov the information on the new Dean or Superintendent, and staff will give the Unit Head the appropriate permissions.

Do BIR members have access to ADS?

BIR Members were preloaded in the system. When a BIR member creates an account, staff will be able to assign the BIR member to an institution. While the BIR member is connected to the institution, the BIR member will be able to access data reports for the institution.

Forgot my password

1. From the sign in screen, click the "I forgot my Login or password" link.

2. Enter your email address and click Submit.

3. To reset your password, enter the information required and click the Reset button.

 

Teaching Credentilas

Preliminary General Education - Multiple and Single Subject Teaching Credential

 Preliminary Teacher Preparation [2015]
Important: 
Programs must transition to these standards by 2017. See PSA 15-07 for transition information.
 PDF MS-Word

 TPE Placemat

  • This document has the Teaching Performance Expectations in a placemat layout (11 x 17 paper)
 PDF 

Authorizations to Teach English Learners

Bilingual Authorization [ 2008 ]

  • Narrative Template [MS Word]
PDF
 MS-Word
  •  Narrative Template [MS Word]
 PDF MS-Word

SA-test

CTC Online - Troubleshooting Application and Payment Issues

The drop-down menu will not allow me to select "Yes."

Locate the Document

  1. Scroll down to the heading Renew Your Document.
  2. Locate the document and click on the arrow in the left column to highlight the row.  
    • Use the down arrow in the "Issue Date" column to sort the list with your most current document on top.
    • Use the left or right arrow buttons to display additional documents.
    • Use the scroll bar to view the information displayed to the right of the screen. 

Renewal section

 Select the Document

  1. Click on No and then select Yes from the drop down list. 

    Select Yes
  • If you have more than one eligible document you wish to renew, you must repeat the above steps for each one.

I cannot enter a base credential in the "Pick Base Credential" field.


Only a small number of credential types, like Administrative Services Credentials, have to select a Base Credential in order to renew. Please attempt to complete your renewal without entering information in this field. 

If a credential requires a basic credential and one is not selected, the following message will display:

Base credential required message

  1. Use the pick applet box on the right of the Pick Base Credential box to choose your basic credential from a popup list. 
  • If the basic credential expires on the same date as the dependent credential, you must select to renew both credentials. 
  • For more information on renewing dependent credentials, review the information under the When Should I Renew my Document? item on this page.

NOTE:  Scroll to the far right to view the Pick Base Credential heading.  If the box under the Pick Base Credential heading does not display, click in the area under the Pick Base Credential Heading below the "sort/lock" arrows.  Do not click on the "sort/lock" arrows.

Pick Base Credential box does not display

The field will change colors and the pick applet box will display.

Pick Base Credential field

  1. A pop up window should display showing which documents are eligible to serve as your basic credential. If more than one document is eligible to serve as the basic credential, sort the information by clicking on the up/down arrows in the Document Expiration Date heading.
  2. Click on the small arrow at the left of the row to select the one with the latest expiration date.
  3. Select OK to populate the Pick Base Credential field. 

    Select Base credential window

NOTE: If there is no document listed for you to select when the Pick Base Credential pop-up window displays, then please email the Commission at credentials@ctc.ca.gov for further assistance.

  1. Once you have selected Yes for each document to be renewed (and the base credential has been displayed, if applicable), click Complete to continue.

    App - Renew Complete

My document is not displaying under the renewal section.


Check that the document you are trying to renew is available for online renewal. Are you:
  • Renewing a Clear/Level II credential, Emergency 30-Day Substitute Permit, or Teacher or higher level Child Development Permit?
  • Renewing a document that is within one year of the expiration date?
  • On the Educator Page under the Renew Your Document section?
    • Log into the CTC Online system with your User ID and Password.
    • If you used your name or document number to find your credential record then you are likely on the Public Search page.

If you answered Yes to all of the above questions and are still unable to renew online because your document does not display in the renewals section then contact the Commission via email at credentials@ctc.ca.gov for further assistance. 

"This site can't be reached." - I cannot submit my payment.


When you have completed the application and typed your payment information, the following message may appear when you click Complete Payment:

"This site can't be reached."

Payment site cant be reached

This message can display after Complete Payment has been selected authorizing the charge(s) to the credit or debit card.  It can be caused by the internet browser, the computer's settings, when using a restricted network account (like at a school) or a slow internet connection.

Please try the following:

  • Use a different browser
  • Use a different computer on the same network
  • Use a different network
  • Use a different computer and a different network
  • Try again at a later time

CTC Online - Troubleshooting Login Issues

"Invalid username/password specified." message

The “Invalid username/password specified” error message will display when the User ID and Password are entered incorrectly or the account is locked.   

Check your information

  • Always type your password in.  Do not copy and paste, it will not work.
  • Make sure the CAPS lock is off when typing in your password.
  • To avoid being locked out when the error message displays after your second attempt to login, do not try again.  Please review the information under Forgot Your User ID? and then Forgot Your Password?/Password has expired to recover your User ID and reset your password.   

If your account is locked

  • Accounts are locked after five unsuccessful login attempts.  
  • For security purposes, accounts that are locked after five unsuccessful login attempts cannot be unlocked by Commission staff.
  • If you used Forgot Your Password? and you reset your password or received a temporary emailed password and you still receive this message when trying to login, your account is locked. 
  • When accounts are locked, please wait 24 hours before you attempt to login again.  If you received a temporary emailed password, you must first use the Forgot Your Password? link before attempting to login again.
Invalid username/password specified error message.

 

Page does not display or is inactive

When a page does not load correctly, you may notice the following:

  • A rotating oval may display over a blank page
  • The page does not display properly or completely
  • Not all of the fields with a white background are accessible

Please try the following:

  • Logout and close all browsers.
  • Try again using a different browser.

The rotating circle indicates the page is not loading or in active.

 

I am unable to create my profile

When using the Create Educator Account link, the following message may display:

Unable to create profile message

 This issue can be caused by the User ID.  Please check for the following: 

  • If your User ID begins with a special character, please try using a different character.
  • The User ID cannot end with a period.

 If the User ID meets all the requirements and you continue to receive this message:

  • Please try again using a different internet browser.
  • Please try again later.  The server may be busy.
  • Please see the Contact Us item on this page for additional information.

I cannot reset my Password

If you do not receive an email confirming your password has been changed, please check your email's spam or junk folders.  If the email is not there, please use the following steps:

  1. Click Forgot Your Password? on the CTC Online Login page.
  2. On the next page, click Educator then type your User ID.
  3. Answer your challenge questions to reset the password.
  4. If you do not answer your challenge questions accurately, you will be asked to provide your Social Security Number, Date of Birth and email address associated with your account.

a.  If you are requested to provide an email address, type the email address associated with your account and click Email my temporary password.

  • If you did not receive an error message, please click Continue.
  • If you received an error message, please try again.  Consider trying another active email address that you might have used with your account.
  • If you continue to receive an error message, please call the Certification Division at (916) 322-4974, Option 1 - (M-F 12:30 PM to 4:30 PM).  This issue cannot be resolved by email for security reasons.

b. Check your email inbox and spam or junk folders for an email from donotreply@ctc.ca.gov

  1. If you did not receive an email, please call the Certification Division at (916) 322-4974, Option 1 - (M-F 12:30 PM to 4:30 PM).  This issue cannot be resolved by email for security reasons.

If your account is locked

  • For security purposes, accounts that are locked after five unsuccessful login attempts cannot be unlocked by Commission staff.
  • If you reset your password and the Invalid username/password specified message displays, your account is locked.
  • Review the information under the Invalid username/password specified message item on this page for assistance.

"The selected record has been modified by another user..." message

At any point in the online process, you may get the message stating that 'The selected record has been modified by another user since it was retrieved.  Please continue'

This message will not lock your account.  There is no need for concern as you are modifying the record.

Below are instructions on what to do when this message displays.

  1. The pop-up message displays.  Click OK or CLOSE.  The pop-up message will disappear.

    The selected record has been modified by another user message.
  1. The previous page you were on will display again.  Repeat the last action taken before the pop-up message displayed.
  2. Repeat Steps 1 and 2 until the message no longer displays.

"SSN and DOB Combination does not match, please try again." message

If you receive this message when using Forgot Your User ID? or Forgot Your Password?, you probably do not have a registered User ID, even if you were issued a document/credential or submitted an application prior to February 2017.

Please review the information under Register Using the Create Educator Account link on the Login Help page for additional information.

 

"The information you submitted does not have a match." message

If you receive this message when using Forgot Your User ID?Forgot Your Password? or resetting an expired Password, please try again.

  • Always select Educator when offered a choice.
  • Confirm your User ID before using Forgot Your Password? or resetting an expired Password.

Issues with updating your information?

Please review the information under Update Your Information on the CTC Online - Your Educator Account page for more information.

"You must enter a complete address." message

Below are instructions on what to do when a message to enter a complete address displays after you click Next on your Personal Information page.
  1. Click OK or Close to close the pop-up window.
    Country field missing

  2. Check your address displays a Country.
    Country field missing in address

  3. If a Country is not displayed, click Add or Change Address to add a Country to your address.  The drop down menu will not work until Add or Change Address is clicked.
    Add or Change Address button.  Check the Country is listed.

  4. Type your information in the required fields.
  • You must click Save when you are done before clicking any other button.  Otherwise you will lose all changes made.
    Save button on Add or Change Address section.

  1. Click Next to continue if your address is accurate and the Country information displays.
    Next button on Personal Information and Address page.

Fingerprint Clearance

Please review the information under Check the Status on the CTC Online - Your Educator Account page for more information.

Complete the Online Disclosure, PFQs and Payment

Professional Fitness Questions (PFQs)

Information on Professional Fitness Questions (PFQs)    

  1. Each credential application form 41-4 and online application contain the same six Professional Fitness Questions (PFQ) that require an Applicant to disclose specific misconduct.

a) You will be asked to submit documentation for each “Yes” response such as police and court documents and/or other documents related to your disclosure.  

b) Any “Yes” response will require a detailed explanation.

  1. Warning:

a) Failure to disclose any required information is considered falsification of your application and the Commission may reject or deny your application or take disciplinary action against your credential.   

b) Failure to submit the required documentation will cause a delay in the processing of your application and may result in the denial of your application.  

c) California Code of Regulations, Title 5, Section 80443, sets a maximum processing time of 50 working days for completed applications.  However, applications delayed by a Commission appeal, Division of Professional Practices review, or fingerprint processing are not subject to the 50 day restriction. 

Professional Fitness Questions (PFQs) 

  1. When you begin the Professional Fitness Questions (PFQ) section, you will preview an informational page which contains the PFQ questions and additional requirements.  

a) If you need assistance completing the PFQs, go to the Educator Misconduct page and click on Professional Fitness Questions/Applications.  Review the information in the Applicant Disclosure - Online Application section. 

b) If you have additional questions, please email the Division of Professional Practices staff at DPPInfo@ctc.ca.gov.

  1. Click Next to continue.  You will then be required to answer the Professional Fitness Questions (PFQs).

    PFQ warning and next button
  1. Answer each of the Professional Fitness Questions (PFQs). 
  • When you select "Yes" to a PFQ, you must complete the next page to report all incidents related to that question. 

a) Click New to open the page and type the requested information.

b) Click Save when finished.

c) For each additional incident, repeat steps a) and b).

  1. Click Next to continue to the next page.

Oath and Affidavit

  1. Complete all required fields of the Oath and Affidavit section.

    Oath section complete and submit payment

Payment

  1. Click Submit Payment.

NOTE: Click Submit Payment only once!

For additional information, please view the Payment item below.

Payment

  1. On the next page, click Process Payment to move forward.

    Process Payment button

 

The next screen will confirm the document you selected to renew under the Description heading and the amount to pay.

IMPORTANT:  Review the document(s) listed under the Description heading to verify you have selected the correct document(s).  The application fee is earned upon receipt and is not refundable.  (Reference: Title 5, California Code of Regulations, Section 80487.)

  1. If the correct document(s) are listed, click Continue.
    If there is an error, click Cancel. 

    Confirmation page before continuing with payment

  1. Complete the billing verification information for LexisNexis.  Click Credit Card for Payment Type (you can also use debit card with Visa or MasterCard logo).
  2. Click Continue when the billing address and payment information has been typed.

    Payment billing information
  1. Verify all the payment information displayed is correct, including email address.
  2. Click the Payment Authorization box
  3. Click Complete Payment to continue.

    CAUTION: Do not click Complete Payment more than once!
    After clicking Complete Payment, do not use the Back button in the web browser.  WAIT for the Confirmation (Receipt) page to display.

    NOTE:  The application fee is earned upon receipt and is not refundable.  (Reference: Title 5, California Code of Regulations, Section 80487.)

    Authorize and Complete Payment
  1. On the Confirmation (Receipt) page, use the 1st link provided to obtain a printable receipt for your reference.

    CAUTION: The Confirmation (Receipt) page is no longer available to view or print after it has been closed.

    After printing your receipt, you can return to CTC Online with the 2nd link that displays the text: please click "Here".

    Receipt

  2. The final page displayed provides directions back to the Educator page or to log out of your CTC Online account.

    REMINDER:  If you answered Yes to any of the Personal and Professional Fitness questions, you must send the required supporting materials to the Commission as per the instructions previously provided.

Troubleshooting - Payment

The following message may appear:

"This site can't be reached."

Payment site cant be reached

This message can display after Complete Payment has been selected authorizing the charge(s) to the credit or debit card.  It can be caused by the internet browser, the computer's settings, when using a restricted network account (like at a school) or a slow internet connection.

Please try the following:

  • Use a different browser
  • Use a different computer on the same network
  • Use a different network
  • Use a different computer and a different network
  • Try again at a later time

CTC Online - Login Help - Log in

Log in with Your User ID and Password

If you have not logged into the CTC Online system since February 2017, you probably do not have a registered User ID.  Please see the information under Register using the Create Educator Account link, even if you were issued a document/credential or submitted an application prior to February 2017.

Registered users (new and existing educators) must now login with their User ID and Password.  

To login if you have a registered User ID:

  1. Click the Educator Login button on the Commission's Home page.
  2. Type your registered User ID and Password on the CTC Online Login page
  3. Then click Login.

    CTC Online Login page.

Typing Passwords

  • Type the password in the Password field.  Do not copy and paste the password, it will not work.
  • Make sure the CAPS lock is off.

Troubleshooting - Log In


The following message may appear:

"Invalid username/password specified."
This message will display when the User ID and Password are entered incorrectly or the account is locked.   

  • Review the information under the "Invalid username/password specified" item on the Login Help page for further assistance.

CTC Online - Check Status

Check Your Fingerprint Clearance Status

  1. Log in with your User ID and Password.
  • The Personal Information page displays after the Legal Disclaimer page.
  1. Scroll to the far right of the page to view your fingerprint clearance status.
    Fingerprint status field

Please visit the Fingerprint Information and Fingerprint FAQ pages for information regarding this process.

 

Check Your Application Status

  1. Log in with your User ID and Password.
  • The Application tab displays after the Legal Disclaimer and Personal Information page.
  1. Click the Application tab to view the status of your submitted application(s).
  2. Click the up/down or left/right arrows to view additional records.
  3. The Status column displays the application's current status.
  1. Compare the information under the Date Paid column to the Application Status date posted on the Commission's website.

Application Status and Date Processing comparison

Bold Italic CSS issue

Bold Italic CSS issue

In accordions, this text is bold and this is italic.  This is bold italic

Looks like these issues are in custom.css around line 1044 and 1054 in the .accordion-list-content class.  Not sure if the styles are here for other reasons?  Some of the right-hand navigation menus are accordions as well, but should be in lists rather than P tags.

 

 


CTC Online - View, Print and Email Your Document

Find and View a Document

  1. Log in with your User ID and Password.
  • The Document tab displays after the Legal Disclaimer and Personal Information pages.

Find a Document

  1. Click the Document tab 
  • Use the down arrow in the "Issue Date" column to sort the list with your most current document on top.
  • Use the left or right arrow buttons to display additional documents. 
  • Use the scroll bar to view the information displayed to the right of the screen.

    Document tab arrows and scroll bar

View a Document's details
  1. From the list of documents, click on the hyperlinked Document Number to view its details, including renewal requirements.
    Document tab with hyperlinked document number

  1. Specific renewal requirements associated with your document will be listed under the "Renewal Requirements" heading.  The renewal description will outline what needs to be completed to clear each requirement.
    clear-renewal-req

  2. If all of your document authorizations do not display, please try changing the width of the columns.
  • Place your mouse pointer between the column heading for Authorization Description and Subject Code (or any two column headings.)
  • The mouse pointer changes to double arrows.  Do not click on the heading column or row as the sort/lock option will display.Mouse pointer into double arrows
  • Click the mouse and drag the double arrows to the right or left until the column has changed to the desired width.Drag double arrows to left
  • Review the authorizations.  If all of the authorizations do not fully display, repeat the above steps.

Print a Document's Detail

When viewing a document as described under Find and View a Document, you can print a document's detail.

  1. Use the Print function from your web browser to print the screen with all the document's detail.  Some users may need to right click on the screen to bring up a print menu.  You can also click CTRL + P, or Command + P on macOS, from your keyboard to print the page.

    Firefox users:  the first page of Firefox's Print Preview may be blank.  A document's detail will print on the following pages.
The document 's detail view.

 

  1. Click Back to return to the Document tab.
    Document's detail Back button

Email a Document

When viewing a document as described under Find and View a Document, you can have an unofficial copy of a document suitable for framing sent as an attachment to the email address on file.

TIP:  Verify the email address in your personal profile is the one you are currently using.  If you need to change your email address, please see "Add or Change Your Personal Information".

The document 's detail view.

  1. Click Email Document.
    Email Document button
  • A message confirming that the email has been sent will not display.  
  • Please wait up to 4 hours for the email to appear in your email.  
  • If you do not receive the email, check your SPAM or junk folder.

Below is a sample of the document that will be sent as an attachment.

Emailed unofficial document

  1. Click Back to return to the Document tab.
    Document's detail Back button

Select the Online Application Process

Complete Your Program's Recommendation

Locate the Document

  1. Log in with your User ID and Password.
  2. Continue to the Educator Page, which displays after the Legal Disclaimer and Personal Information pages.
  3. Scroll down to the heading Complete Your Program's Recommendation.
  4. Locate the document your program sponsor or other agency has submitted and click on the arrow in the left column to highlight the row. 

NOTE:  Recommended documents will only display for 90 days.  If the associated application is not paid for within this time frame, it will be purged by the system and the recommending entity must resubmit the document.

If your program sponsor or employer informed you that it has submitted a document but it does not appear on the page, stop here and contact the program sponsor or employer immediately for assistance.

Do not submit a new application in place of a recommendation for a preliminary or clear credential!  

Recommendation section

Review the Document Details

  1. Click on the hyperlinked Document Title to view the details.
  2. Click Back to return to the Educator Page.
  3. Scroll down to the heading Complete Your Programs Recommendation.

Select the Document

  1. Click on No and then select Yes from the drop down list.

    Select Yes

Complete the Application - only when the information is correct

NOTE:  If there is an error on the document submitted, you must return it for correction.  Do not continue with the application process.  Please view the information under Return Application to Authorized Agency item on this page.

  1. Click Complete to continue.

    Complete button to start the application process
  • A survey may be available for completers of Commission-approved programs.  Follow the survey instructions to submit your responses and return to the application page.  Continue to Step 10.
  1. The next page will display the Disclosure and Professional Fitness Questions (PFQs).
  • For additional information on the Disclosure and PFQ pages, please view the Complete the Online Disclosure, PFQs and Payment section on this page.

NOTE: Once the application and payment have been completed, the document will no longer display under the Complete Your Programs Recommendation section. For information on how to check the application's status, view the CTC Online - Your Educator Account and click the Check Your Application Status item.

Return Your Program's Recommendation

If there is an error on the document submitted, you must return it for correction.  Do not continue with the application process.  

Return the Application to Authorized Agency

  1. Log in with your User ID and Password.
  2. Continue to the Educator Page, which displays after the Legal Disclaimer and Personal Information pages.
  3. Scroll down to the heading Complete Your Program's Recommendation.
  4. Locate the document your program sponsor or other agency has submitted and click on the arrow in the left column to highlight the row. 

    Recommendation section

Review the Document Details

  1. Click on the hyperlinked Document Title to view the details.
  2. Click Back to return to the Educator Page.
  3. Scroll down to the heading Complete Your Programs Recommendation.

Select the Document to Return

  1. Click on No and then select Yes from the drop down list.

    Select Yes
  1. Click in the Return Reason box.
  2. Type the reason for its return.
  3. Click Return Application to Authorized Agency to return the document.

    Recommendation Return Reason field and Return Application button

    NOTE: After a document has been returned, it will no longer display on this page until it is resubmitted by the program sponsor or employer.

Renew Your Document

Locate the Document

  1. Log in with your User ID and Password.
  2. Continue to the Educator Page, which displays after the Legal Disclaimer and Personal Information pages.
  3. Scroll down to the heading Renew Your Document.
  4. Locate the document and click on the arrow in the left column to highlight the row.  
    • Use the down arrow in the "Issue Date" column to sort the list with your most current document on top.
    • Use the left or right arrow buttons to display additional documents.
    • Use the scroll bar to view the information displayed to the right of the screen.

Renewal section

Select the Document

  1. Click on No and then select Yes from the drop down list. 

    Select Yes
  • If you have more than one eligible document you wish to renew, you must repeat steps 2-3 for each one.
  • If the document you are seeking to renew is not dependent on holding a valid basic credential (such as an Administrative Services Credential), go directly to Step 8. 

NOTE: If you hold a document eligible for renewal that does not display under the Renew Your Document heading, stop here and send an email to credentials@ctc.ca.gov for assistance.

Picking a Base Credential (for documents such as Administrative Services Credential)

  1. When renewing a dependent credential, you will be required to identify your basic credential. Use the pick applet box on the right of the Pick Base Credential box to choose your basic credential from a popup list. 
  • If the basic credential expires on the same date as the dependent credential, you must select to renew both credentials. 
  • For more information on renewing dependent credentials, view the When Should I Renew my Document? item on this page.

NOTE:  Scroll to the far right to view the Pick Base Credential heading.  If the box under the Pick Base Credential heading does not display, click in the area under the Pick Base Credential Heading below the "sort/lock" arrows.  Do not click on the "sort/lock" arrows.

Pick Base Credential box does not display

The field will change colors and the pick applet box will display.

Pick Base Credential field

  1. A pop up window should display showing which documents are eligible to serve as your basic credential. If more than one document is eligible to serve as the basic credential, sort the information by clicking on the up/down arrows in the Document Expiration Date heading.
  2. Click on the small arrow at the left of the row to select the one with the latest expiration date.
  3. Select OK to populate the Pick Base Credential field. 

    Select Base credential window

  1. Once you have selected Yes for each document to be renewed (and the base credential has been displayed, if applicable), click Complete to continue.

    App - Renew Complete

  1. The next page will display the Disclosure and Professional Fitness Questions (PFQs) page.
  • For additional information on the Disclosure and PFQ pages, please view the Complete the Online Disclosure, PFQs and Payment section below.

NOTE: Once the application and payment have been completed, the document will no longer display under the Renew Your Document section. For information on how to check the application's status, view the CTC Online - Your Educator Account and click the Check Your Application Status item.

Apply for Fingerprint Clearance (COC and ASCC)

The Web Application process is only available at this time for persons who need fingerprint clearance. For information on how to complete applications for new teaching credentials submitted by a Commission-approved program sponsor, please visit the Complete Your Recommendation page. Applicants from outside California seeking their first teaching credential must mail their applications to the Commission using the 41-4 application form. Individuals who must submit fingerprint cards with their application must not use this online process! See Credential Leaflet CL-900 for more information on the COC and Credential Leaflet CL-891 for more information on the ASCC.

Fingerprint Clearance

  1. If not already completed, fill out the CTC-specific Form 41-LS and take 3 copies to a Live Scan station for your fingerprints to be taken.  For additional fingerprint information, please visit the Fingerprint Information page.
  2. Apply for your document using the CTC Online system at the Commission's website (www.ctc.ca.gov).  Select Educator Login to begin.
  • If you have created an Educator Account after February 2017, please login with your User ID and Password.
  • If you have not created an Educator Account, please use the Create Educator Account link.  Note: When an User ID has been created, it cannot be changed. For security purposes, never use your SSN as your User ID.
  • For resources such as step-by-step videos and helpful tips to troubleshoot login issues, please visit the Login Help page.

Apply for a Document

  1. Log in with your User ID and Password.
  2. Continue to the Educator Page, which displays after the Legal Disclaimer and Personal Information pages.
  3. Scroll down to the heading Apply for a Certificate of Clearance or Activity Supervisor Clearance Certificate.
  4. Click on Create New to start.

    Online Web Application section
  1. For the General Application Category, click on the arrow and select Certificate of Clearance/Activity Supervisor Clearance Certificate from the list.
  2. For the Document/Authorization Title, click on the arrow and select either the Activity Supervisor Clearance Certificate or the Certificate of Clearance.

    Pick an Application Category and Authorization Type
  1. Click Next
    NOTE:  There is no longer a checklist to review and print.

    Web Application category and authorization picked.  Click Next.

  2. The next page will display the Disclosure and Professional Fitness Questions (PFQs) page.
  • For additional information on this item, please view the Complete the Online Disclosure, PFQs and Payment section below.

NOTE: Once the application and payment have been completed, the document will no longer display under the Apply For A COC or ASCC section. For information on how to check the application's status, view the CTC Online - Your Educator Account and click the Check Your Application Status item.

Complete a Saved COC or ASCC Application

When an application has been started but payment has not been submitted, it is automatically saved.  When you are ready to submit your application and payment, please select the previously saved document.  Do not use the Create New button.

Locate a Saved COC or ASCC Application

  1. Log in with your User ID and Password.
  2. Continue to the Educator Page, which displays after the Legal Disclaimer and Personal Information pages.
  3. Scroll down to the heading Apply for a Certificate of Clearance or Activity Supervisor Clearance Certificate.

Select the Document

  1. Locate the document and click on the arrow in the left column to highlight the row.
  2. Click on No and then select Yes from the drop down list.

    Select Yes
  1. Click Complete to continue.

    Complete button to start the application process

  2. The next page will display the Disclosure and Professional Fitness Questions (PFQs).
  • For additional information on the Disclosure and PFQ pages, please view the Complete the Online Disclosure, PFQs and Payment section below.

NOTE: Once the application and payment have been completed, the document will no longer display under the Apply For A COC or ASCC section. For information on how to check the application's status, view the CTC Online - Your Educator Account and click the Check Your Application Status item.

CTC Online - Update Your Personal Information

Add or Change Your Personal Information

IMPORTANT: Name changes cannot be made using the CTC Online system.  Submit Form 41-NC to change your name, or request a correction to your Social Security Number, Individual Tax ID Number, or date of birth.

  1. Log in with your User ID and Password.
  • The Personal Information page displays after the Legal Disclaimer page.
    • The top section of the page displays your Personal Information.
  1. Click Add or Change Personal Information to update your personal information.   A profile created by the recommending entity may contain only your name and email address.
    Add or Change Personal Information button.
  1. Type your information in the required fields.  
  • To enter the Last Known County of Employment, click the pick applet on the right of the box to select your County of Employment from a pop-up window. 
  • If you are not currently employed, please enter your current county of residence.
    Last Known County of Employment pick applet.
  1. You must click Save when you are done before clicking the any other button.  Otherwise you will lose all changes made.
    Save button on Personal Information section.
  1. Click Next to continue if the address is accurate and the Country information displays.
  • TIP - If you need to update your mailing address or add the country information, please see "Add or Change Your Address".
    Next button on Personal Information and Address page.

Add or Change Your Address

  1. Log in with your User ID and Password.
  • The Personal Information page displays after the Legal Disclaimer page.
    • The bottom section of the page displays your Address.
  1. Click Add or Change Address to update your mailing address.   
    Add Change Address section
  1. Type your information in the required fields.  
  • You must click Save when you are done before clicking any other button.  Otherwise you will lose all changes made.  
    Save button on Add or Change Address section.
  1. Click Next to continue if your address is accurate and the Country information displays.
    Next button on Personal Information and Address page.

Edit Your Challenge Questions and Answers

  1. Log in with your User ID and Password.
  1. Click the Person icon at the top right corner of the page.
    The Person icon displays at top right corner of page.
  1. Click My Account at the far left.
    My Account link at the far left of the window.
  1. Your current information will display.  Click Edit to change the information.
    Edit button to change Challenge questions and answers.
  1. Click in a box, delete the current text and type the new information.
  • Note:  First and Last Names, and the Birth Date cannot be changed online.  You must submit form 41-NC.  User IDs cannot be changed.
  1. When finished, click Save at the top left of the page.
    Save button for Challenge questions and answers
  1. Leave this page or Logout
  • To continue viewing your information, click the Login tab.
  • To securely logout, click the Person icon at the top right corner of the page and then click Logout.
    Login tab to leave the Edit Change Password page.

Change Your Password

  1. Log in with your User ID and Password
  1. Click the Person icon at the top right corner of the page.
    The Person icon displays at top right corner of page.
  1. Click My Account at the far left.
    My Account link at the far left of the window.
  1. Your current information will display. Click Change Password.
    Change password button
  1. Type your Current Password.
  2. Type your New Password.
  3. Re-type your New Password.
  4. When finished, click Save at the bottom of the page.
    Save button on Change Password page.

Note: You must type your new Password when you log in again.

  1. Leave this page or Logout
  • To continue viewing your information, click the Login tab.
  • To securely logout, click the Person icon at the top right corner of the page and then click Logout.
    Login tab to leave the Edit Change Password page.

 

CTC Online - Contact Us

Contact Us

If you have tried the troubleshooting recommendations on this page and are still having issues using the CTC Online system, please use a different web browser and try again. 

If you need further assistance, please send an email to credentials@ctc.ca.gov with the following information:

  • What you were attempting to do (provide as much detail as possible)
  • The page or location on which you are encountering the issue
  • The type of device you were using
  • The internet browser you were using
  • Include a screenshot of the error message or provide the exact text  
  • Include your full legal name

IMPORTANT:  Never email any part of your Social Security Number.  


CTC Online - Login Help

Log in with Your User ID and Password

If you have not logged into the CTC Online system since February 2017, you probably do not have a registered User ID.  Please see the information under Register using the Create Educator Account link, even if you were issued a document/credential or submitted an application prior to February 2017.

Registered users (new and existing educators) must now login with their User ID and Password.  

To login if you have a registered User ID:

  1. Click the Educator Login button on the Commission's Home page.
  2. Type your registered User ID and Password on the CTC Online Login page
  3. Then click Login.

    CTC Online Login page.

Typing Passwords

  • Type the password in the Password field.  Do not copy and paste the password, it will not work.
  • Make sure the CAPS lock is off.

Troubleshooting - Forgot User ID?

The following messages may appear:

"Invalid username/password specified."
  • This message may display when the User ID and Password are typed incorrectly or the account is locked.
  • Review the information under the Invalid username/password specified item below for assistance.

Forgot Your User ID?

You can retrieve your registered User ID through the Forgot Your User ID? link.

To retrieve your registered User ID:

  1. Click the Educator Login button on the Commission's Home page.
  2. Click Forgot Your User ID? on the CTC Online Login page.

    Forgot Your User ID? link on CTC Online Login page.
  1. On the next page, click Educator.  
  2. Then type the requested information to view your User ID.
  3. If the User ID page displays, make a note of the User ID and keep it secure. 

Troubleshooting - Forgot User ID?

The following messages may appear:

"The information you submitted does not have a match."
  • Click the Back button.  On the next page, click the Cancel button to return to the  CTC Online Login page.  Please try again.  You must click Educator not Authorized Submitter.
"SSN and DOB combination does not match, please try again."
  • If you have not logged into the CTC Online system since February 2017, you probably do not have a registered User ID.  Review the information under the Register using the Create Educator Account link on this page, even if you were issued a document/credential or submitted an application prior to February 2017.


Forgot Your Password? / Password has expired.

There are two options for resetting your password. 

  • Click Forgot Your Password? when you do not remember your password. 
  • Click Reset Password on the Expired Password page.

Forgot Your Password?

  1. Click the Educator Login button on the Commission's Home page.
  2. Click Forgot Your Password? on the CTC Online Login page then go to Step 2.
    Forgot Your Password? link on CTC Online Login page.

Your password has expired.

  1. Click Reset Password on the password has expired page then go to Step 2.
    Expired Password page with Reset Password button.
  1. On the next page, click Educator.
  2. Type the requested information to reset the password.  You may be asked to type the email address associated with your account.  After typing it, please click Email my temporary password.
  3. An email will be sent to the email address associated to your account when it has been successfully reset.  
    • If you do not receive the email, please view the I cannot reset my Password item on this page for additional help.
  4. Return to the CTC Online Login page to login using your registered User ID and new Password. 
    • Please view the Login with your User ID and Password item on this page for additional help.

Troubleshooting - Forgot Your Password?

The following messages may appear:

 

"The information you submitted does not have a match."
  • Click the Back button.  On the next page, click the Cancel button to return to the  CTC Online Login page.  Please try again.  You must click Educator not Authorized Submitter.
  • Confirm your User ID.  Please use the Forgot Your User ID? link and select Educator.

 

"SSN and DOB combination does not match, please try again."
  • If you have not logged into the CTC Online system since February 2017, you probably do not have a registered User ID.  Review the information under the Register using the Create Educator Account link item on this page, even if you were issued a document/credential or submitted an application prior to February 2017.

 

"Invalid username/password specified"
  • For security purposes, accounts that are locked after five unsuccessful login attempts cannot be unlocked by Commission staff.
  • If you reset your password and this message displays, your account is locked.
  • Review the information under the Invalid username/password specified message item on this page for additional help.

Register using the Create Educator Account link

Read this if you have not logged into the CTC Online system since February 2017, you probably do not have a registered User ID.

All users (new and existing educators) must now login with their registered User ID to access their information through the CTC Online system. 

To register your User ID and Password:

  1. Click the Educator Login button on the Commission's Home page.
  2. Click Create Educator Account on the CTC Online Login page. 

    Create Educator Account link on the CTC Online Login page.
  1. Type your Social Security Number and Date of Birth and click OK.  One of three pages described below will display based on the information provided.
  • The Existing user profile cannot be found page will display when the information does not match our records.  You must re-type your Social Security Number and Date of Birth to continue your registration.
    • If this page displays and you have previously submitted an application or were issued a document/credential since February 2017, STOP and call the Certification Division at (916) 322-4974, Option 1 - (M-F 12:30 PM to 4:30 PM).  This issue cannot be resolved by email for security reasons.
  • When there is an existing profile, the User Profile page will display.
    • Note:  The text displayed at the top of the page cannot be changed until you login with your User ID and Password.
      Existing Educator Create User ID

  • The User ID page will display when you are already registered to use the Online system. 
    • Please make note of your User ID and use the Forgot Your Password? link on the CTC Online Login page to access your account.
      • When using the Forgot Your Password? link, select Educator when offered a choice.

       

  • Use the Profile page to register your User ID, Password and Challenge questions and answers.
  • User ID:  Carefully type your User ID.   Once it is created, it cannot be changed. For security purposes, never use your SSN as your User ID.
  • Email address:  You must include a current valid email address as this is how password recovery information and other important correspondence regarding your file will be distributed.
  1. When all of the system requirements are met, the User ID Created page will display confirming your User ID.  Please take note of the User ID and keep it secure. 
  • If this page did not display, the User ID was not created. Please try again.
  1. Click Return to Login.
  1. Login with your registered User ID and Password. 

 

Logout

To securely logout of your account:

  1. Click the Person icon at the top right corner of the page.
    The Person icon displays at top right corner of page.

 

  1. Click Logout.
    Logout link at the far right of the window.

 

  1. The following page confirms you have securely logged out. 
    Click Back to Home to return to the Commission’s web page.
    Back to Home link returns to the Commission's home page.

 

Updated October 02, 2018