Annual Data Submission

The Professional Services Division will be conducting virtual office hours to answer ADS related questions. The times and links to access Commission staff during these ADS-specific office hours are provided below. Please contact AnnualDataSystem@ctc.ca.gov if you have questions.

To access the meeting, please select this Microsoft Teams Meeting Link. All future meetings can be accessed below:

Please email annual data submission questions to AnnualDataSystem@ctc.ca.gov.

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ADS Glossary
Preliminary Teaching Programs
Other Preliminary Programs Question Guide
Induction Question Guide
Administrative Services Induction Guide
All Other Programs Question Guide
Pupil Personnel Services CWA

ADS users are individuals who will be creating program decks and entering data for programs. There are five distinct users: 1) Unit Head, 2) Security Delegate, 3) Program Delegate, 4) Institution Staff, and 5) Read Only. All users are required to have a login and password in order to access the ADS. 

How to Create an ADS Account 
This is a two step process. First the user must register an account and confirm account via email. Then the user has to be added to the ADS system by the Unit Head (Dean/Superintendent/Proxy) or Security Delegate. If you registered but did not receive a confirmation email, please check the spam folder. If you registered and confirmed the account via email but still unable to view your institution on the ADS, make sure your institution added you to the system. 

How to Add and Update Contact Information 
Only users with Unit Head Permission (Dean/Superintendent/Proxy) and Security Delegate permission can edit contact information. 

How to Assign and Update User Permissions 
Only users with Unit Head Permission (Dean/Superintendent/Proxy) and Security Delegate permission can edit user permissions. If there is a new Unit Head that needs to be added, please email annualdatasystem@ctc.ca.gov. 

How to Create a Program Deck

How to Print a Report

How to Add Unit Head Proxy (PSA 17-08)

How to Submit a Report

How to Unlock a Report Submitted to the Unit Head

Complete Institution Training Guide

How to Add and Update the Performance Assessment Model (PA) and Program Contacts 
Only users with Unit Head Permission (Dean/Superintendent/Proxy) and Security Delegate permission can edit contact information. 

How to to Add and Update Contacts for an Approved Program
The Commission has created a new feature in the ADS to allow institutions to provide specific contacts for their approved programs. The list of institution program contacts will be accessed by Commission staff, and will be used to communicate with institution program contacts relating to specific educator preparation programs.  

General:

1. I am entering data into the report but am unable to save the report. What is the issue?
   If you encounter issues while saving your report, please ensure you are using whole numbers only, avoiding decimals. If you entered a decimal, remove before selecting save.
   
   
2. Does the annual data submission process replace the biennial report?

   Yes.

3. What is the reporting period for this report?

   Academic year, September 1 through August 31.

4. 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.

5. 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).

6. 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).

7. What is the definition of the pathways?

   Guidance for the Preliminary Teacher Preparation Pathways and the Teacher Induction Pathways .

    

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 and email annualdatasystem@ctc.ca.gov. Staff will give the Unit Head the appropriate permissions.

6. I created an ADS account, why can I not see my institution's data?
   
   Institution data becomes available to users after authorization is granted by the Unit Head. 

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? 

   The ADS will now allow institutions to report on a dual or blended preparation program when an institution identifies sponsoring two of their Commission-approved educator preparation programs in a dual or blended way. The institution Unit Head can select the "Request a Missing Program" button and request a dual program. Please refer to PSA 20-02 for more information regarding dual credential programs. 
   

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.

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

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