Annual Data Submission

As a component of the accreditation process, Commission-approved institutions are required to annually submit data on their approved educator preparation programs.   Program data will be submitted by level (undergraduate, postgraduate), pathway (i.e., intern, student teaching: traditional) and delivery method (i.e., face to face, online).  The type of questions that are asked in the program report include admission standards, program requirements, candidate demographics and candidate performance.  Data will be collected in the Commission’s Accreditation Data System (ADS).   

For inquiries about the reporting questions, go to the “Reporting Questions” section and click the “Question Guide and Information” link.

 

To access the ADS, click HERE.

 

Timeline of Events

January 7, 2019ADS opens for the 2018-19 academic year. Begin creating user accounts. Institution Unit Head and Program Delegate to review and grant permissions to users. Review and update Institutional Contact Information, including new contacts for Accreditation Fee Contact, CalAPA Contact, TPA Contact, Title II Contact and Accreditation Contact.
January14, 2019 Begin creating Program Report Decks.
March 31, 2019  All Program Report Decks must be created.
 April 1-August 1, 2019 Enter data in the program reports and submit the reports to the institution's Unit Head.
 August 15, 2019Unit Head must submit all reports to CTC. Once the reports have been submitted by the unit head, no additional edits may be made. Please print each report for your records before submitting the reports to the CTC.
 *Per PSA 15-04. Program Sponsors are responsible for updating contact information.

ADS Users

ADS users are individuals who will be creating program decks and entering data for programs. There are four distinct users: 1) Unit Head, 2) Security Delegate, 3) Program Delegate and, 4) Institution Staff. All users are required to have a login and password in order to access the ADS. 

Task

Unit Head

Security Delegate

Program Delegate

Institution Staff

Add New Contacts

YES

YES

NO

NO

Assign Security or Program Delegate

YES

NO

NO

NO

Assign Institution Staff

YES

YES

NO

NO

Create program reports

YES

YES

YES

YES

Enter data, save and submit report to Unit Head

YES

YES

YES

YES

Submit reports to the Commission

YES

NO

YES

NO

Unlock a report submitted to the Unit Head

YES

NO

YES

NO


Frequently Asked Questions

General:

  1. Does the annual data submission process replace the biennial report?

    Yes.

  2. What is the reporting period for this report?

    Academic year, September 1 through August 31.

  3. On the Institution page, what does the “Required Reporting” tab show?

    Displays the list of programs required for the current academic year of data submission.

  4. On the Institution page, what does the 'Active Programs' tab show?

    Displays the list of institution’s active programs.  Not all active programs are required for reporting (i.e., subject matter programs).

  5. On the Institution page, what does the “Not Active Programs” tab show?

    Displays the list of programs that are not active for the institutions (i.e., inactive, withdrawn programs).

  6. What is the definition of the pathways?

    Click here for the pathway guidance document.

     

User Access in the ADS

  1. 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.

  2. What if I forget 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.

  3. Why isn’t my staff listed on my institution’s contacts page? 

    A contact has not been created for the staff.  Click the “Create Contact” button to add the staff with a role.  If the staff will also be using the ADS, ensure that the staff has created an ADS account.

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

    There is no limit on the number of permissions assigned to a user.

  5. What if our institution’s Unit Head is not showing in the 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. This opens in connected mail client."  The information on the new Dean or Superintendent, and staff will give the Unit Head the appropriate permissions.

Reporting in the ADS:

  1. How do I create a report? 

    See user guide, “How to Create a Program Deck”.

  2. Do I need to report any inactive, withdrawn or expired program?

    Institutions are required to submit data for active and inactive programs, as well as, programs that become withdrawn or expired during the reporting period.  Data submission is not required for programs that have been withdrawn or expired prior to the reporting period.  If the status or the end date of the program is incorrect, please send an email to annualdatasystem@ctc.ca.gov.

  3. How do I report candidates in a dual credential program? 

    Currently, the ADS does not support dual credential program reporting.  Count the candidates twice in the appropriate program in which they will earn the credential.

  4. My institution offers a credential only program and a credential plus degree program.  Both types of credential routes have the same level, pathway and delivery method but with different program and or admission requirements.  The system will not let me create a second record with the same level, pathway and delivery method.  How should I report both types of credential routes?  

    Currently, duplicate level, pathway and delivery method records cannot be created in the ADS.  At the institution’s discretion, select one credential route to report on.

  5. Can I save the report? 

    The institution user may save and return to a report.  Please be aware that 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.

  6. How do I print the report(s)? 

    See user guide, “How to Print a Report”.

  7. Why is the “Submit” button not visible on the REPORT SET page? 

    The “Submit” button is only available to the Unit Head and Program Delegate to send all program reports to the Commission.  To enable the button, at least one report (with level, pathway and delivery method) for each required reporting program must be created, and all reports have been submitted to the Unit Head.  Check the report status to find out whether all programs have been submitted to the Unit Head (identified by the green thumbs up icon).

  8. Who is able to unlock a report? 

    The Unit Head or Program Delegate can unlock a report (see user guide, “How to Unlock a Report Submitted to the Unit Head”).

  9. What are the report status options?
  • In Progress: The annual report has been created, but is not complete.
  • Submitted to Unit Head: The annual report has been completed by the user and submitted to the Unit head. Once it has reached this status, it is locked for the user (the report is set to read-only for the Institution Staff and Security Delegate roles) and can only be unlocked by the Unit Head or Program Delegate.
  • Submitted to CTC: The annual report has been submitted to the Commission 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 Commission to unlock the reports.

 

 

Contacts

Questions regarding the ADS or annual reporting requirements, email annualdatasystem@ctc.ca.gov

Questions regarding accreditation reviews, email accreditation@ctc.ca.gov.

Updated January 11, 2019