Attachment_13A,_CTAS_Users_Information.pdf

Training Support Services

Attachment 13A

CTAS Users Information

CDP Application Processing Coordinator User Guide

Application Processing User Guide_v.2.5 Page 1 of 16

General Overview The Center for Domestic Preparedness (CDP) Training Registration System (TRS) is the provides the framework for processing CDP training applications. The system was designed to improve the training application process by making it more efficient and up-to-date with current use of web-enabled technology and devices. The system adheres to FEMA IT Security guidelines and requires a valid FEMA Student Identification (SID) number and associated password for access and use.

CDP’s TRS works in conjunction with several CTAS applications to allow students to submit and track their applications and to allow CDP Student Services to process applications and share pertinent information across applications.

• Student Features:

o Apply for CDP resident training via the CDP website or promo code.

o Apply for CDP non-resident or indirect training via promo code or onsite “day of” registration via the Roster Management System’s (RMS) “Apply Now” feature.

o Monitor application status via the CDP Student Portal on any web-enabled device.

o Upload required documents as an attachment to a new or existing training application.

o Receive auto-generated emails with application status updates.

• Student Supervisor Features:

o Receive auto-generated approval emails for all resident training applications which require supervisor approval.

• SAA Training POC Features:

o Review, approve, and reject CDP training applications and associated attached documents via the SAA Portal any web-enabled device.

o Monitor application statuses via the SAA Portal any web-enabled device.

o Receive auto-generated notification emails twice a day (if there are pending applications waiting to be approved or rejected). Emails are scheduled for submission at 8:00 a.m. and 1:00 p.m. Central Time.

o If requested, non-resident and indirect training deliveries in their states may require review and approval on the SAA Portal by the SAAs.

• CDP Administrator Features:

o Review applications and attachments, and monitor application statuses via Application

Management (AM) on any web-enabled device.

o Manage SAAs and Tribal Training Officers (TTOs) via SAA Portal on any web-enabled device.

o Create and manage Promo Codes via Promo Code Management app.

o Add required attachments to existing applications in Application Management.

o Approve/reject applications and/or update application status at any point in the process in

AM.

Application Processing User Guide_v.2.5 Page 2 of 16

Getting Started

1. Access and log in TRS at https://cdp.dhs.gov/trs/ using your FEMA SID number and password.

• If you do not have permissions to view, approve and reject applications notify the respective CDP Regional Coordinator to request the permissions.

• If you do not have a FEMA SID number, need to retrieve your FEMA SID number, or reset your password, access the FEMA SID site at https://cdp.dhs.gov/femasid.

• If you need assistance obtaining your FEMA SID number, password, accessing or logging in the FEMA SID site contact the FEMA SID Help Desk (Email: femasidhelp@cdpemail.dhs.gov or Phone: 1-866-291-0696, Mon.-Fri. 7:30 a.m. – 4:30 p.m. Central Standard Time).

• Once you have obtained your FEMA SID number, password and permissions, access and log in TRS at https://cdp.dhs.gov/trs/.

2. Once you have successfully logged in TRS, you will see the following screen. This screen defaults to the “Submitted” tab.

Understanding Application Statuses, Status Tabs, and Notification Emails A typical application will require supervisor, SAA/TTO, and training provider approval. Approval processes may vary slightly based on a student’s jurisdiction and other factors.

The following section defines the application statuses utilized by AM. Students will view all of their submitted, approved, and rejected applications via the CDP Student Portal.

1. Submitted – applications that have been officially submitted by the student.

https://cdp.dhs.gov/trs/ https://cdp.dhs.gov/femasid mailto:femasidhelp@cdpemail.dhs.gov https://cdp.dhs.gov/trs/

Application Processing User Guide_v.2.5 Page 3 of 16

• Students will receive an email notification when the application has been successfully submitted to the next reviewer in the approval process. The email examples below illustrate the approval process for an application requiring supervisor and SAA/TTO approval.

• The email sent to the applicant’s supervisor includes a unique link that allows him/her to view the application and approve or reject it without logging in TRS. Supervisors will have 10 business days to approve an application before it is automatically rejected and returned to the applicant. In most cases, the applicant will be able to re-submit the same application from the My Applications section of the Student Portal.

Application Processing User Guide_v.2.5 Page 4 of 16

• This link will also allow the supervisor to view any other applications awaiting his/her approval. Clicking “This is not my application” will generate a customizable email for the supervisor to notify CDP Student Services.

• Supervisors with approvals pending will receive a daily email reminder.

• The applicant will receive a status change email (if approved) or a rejection email (if rejected).

Application Processing User Guide_v.2.5 Page 5 of 16

• Each supervisor approval/rejection link will remain active for 10 business days. After 10 days, the applicant will receive an auto-generated email informing him/her to contact the supervisor before resubmitting the application.

2. Supervisor Approved – applications that have been routed to a supervisor and then approved by the Supervisor.

• Applications in Supervisor Approved status are ready for SAA/TTO (or Coordinator approval). Unless the application uses a promo code that is set to bypass SAA/TTO approval, supervisor-approved applications will be approved or rejected by SAA/TTOs.

• At this stage, SAA/TTOs may contact students via email or phone to request they add additional attachments to the application prior to approval or rejection.

• When the application is approved or rejected, the applicant will receive a status change email.

• Coordinators will be able to view supervisor-approved applications by selecting the Supervisor Approved status in the application status menu in AM and clicking the button.

3. SAA Approved – applications that were routed to the SAA for approval and approved by that

SAA.

Application Processing User Guide_v.2.5 Page 6 of 16

• Applications under in SAA Approved status have been approved by the SAA and are ready to begin the Coordinator screening and approval process in AM.

• SAA will be able to view pending and approved applications in the SAA Portal. They will also be able to continue to monitor the status of applications beyond this stage by searching by the student’s FEMA SID in the SAA Portal.

• Coordinators will be able to view SAA-approved applications by selecting the SAA-Approved status in the application status menu in AM and clicking the button.

• Coordinators have permission to add attachments to applications, but they may contact students via email or phone to request they add additional attachments to the application via the Student Portal prior to approval or rejection.

• If the application is rejected at any point during this process, the applicant will receive a rejection email.

4. Pre-Approved – the initial status for applications and promo codes that bypass SAA or TTO approval for one of the allowed reasons.

5. TTO Approved – applications that were routed to the Tribal Training Officer (TTO) for approval and approved by that TTO.

• Applications in TTO Approved status are ready to begin the Coordinator screening and approval process in AM.

• TTO will be able to view pending and approved applications in the SAA Portal. They will also be able to continue to monitor the status of applications beyond this stage by searching by the student’s FEMA SID in the SAA Portal.

• Coordinators will be able to view TTO-approved applications by selecting the TTO-Approved status in the application status menu in AM and clicking the button.

• Coordinators have permission to add attachments to applications, but they may contact students via email or phone to request they add additional attachments to the application via the Student Portal prior to approval or rejection.

• If the application is rejected at any point during this process, the applicant will receive a rejection email.

6. Provider Hold – applications that have been held by the training provider pending additional information from the student.

Application Processing User Guide_v.2.5 Page 7 of 16

• Details on needed information should be clearly specified in the comments. Comments will appear to the student on the Student Portal and in emails (when “student can see comments” is checked in AM).

• Students placed in Provider Hold status will be notified that additional information is required to process their application via an autogenerated email on days 1, 6, and 10.

• Provider Hold applications will be automatically deleted after 15 days if the requested information has not been provided.

7. Provider Screened – applications that have been screened by the Training Provider and are ready to be designated for training. This status indicates that all needed application and other information has been provided by the student.

8. Provider Approved – applications that have been designated for specific training by the Training Provider.

9. Provider Registered – applications that have been registered for a specific training event.

• Once the applicant is registered in a class offering, they will receive a training confirmation email.

10. Priority – applications that have been designated Priority for a specific class.

11. Rejected – applications that have been rejected at any point in the approval process.

• Rejected applications can be resubmitted. Resubmitted applications will be signed again by the applicant.

• Rejected applications can be viewed by selecting the Rejected status in the application status menu in AM and clicking the button.

• A manual change from Rejected to another status reinstates the existing signature for the application.

12. Pending Host Approval – the initial status of an application for a Non-Resident and Indirect class.

• Pending Host Approval applications that are pending approval by the host of the training event. These applications will not go through the SAA or TTO approval process, but will move directly from Pending Host Approval status to Provider Registered status.

• This status is currently only used for Non-Resident and Indirect classes.

13. Host Approved – indicates that the Host, Trainer, or Instructor has approved the application.

This status is typically immediately followed by a Provider Registered status. This status is currently only used for Non-Resident and Indirect classes.

14. Security Hold – applications from states that are not Real ID compliant that need to be routed through the Training Provider’s security staff.

Application Processing User Guide_v.2.5 Page 8 of 16

• Currently, all applicants from non-compliant states will be subjected to a National Crime Information Center (NCIC) background check by the CDP Security Office following SAA/TTO approval of their application.

• Coordinators will be able to change the status of applications to Security Hold, but will only be able to view applications in Security Hold status.

• Coordinators will be able to reject applications that have been flagged unapproved by Security.

• When approved by Security, these applications will appear under the Admin Approved tab.

15. Security Declined – applications from states that are not Real ID compliant that did not pass a background check.

• These applications may be viewed by SAA/TTO and Coordinators, and they may be rejected by Coordinators.

16. Security Approved – applications that were routed to Security Hold and then approved by

Training Provider’s security staff.

17. Admin Approved – applications that have been manually approved by an administrator or applications from a state that is not Real ID compliant that have been approved by the CDP Security Office.

• Admin approval can bypass any other approval process.

• Currently used solely for Security Approved Resident training applications.

18. Coordinator Approved – an obsolete status maintained for legacy needs.

• Applications that were manually approved by a coordinator. Coordinator approval could bypass any other approval process.

• No new applications should enter this status.

19. The following statuses exist but do not appear in the Application Management menu:

• Expired - applications submitted over 1 year ago or have been manually expired.

Email NotificationTypes

When an application moves from one stage in the process to another, applicants will receive of the following types notification email.

• Standard Status Change: A quick note notifying the applicant his/her application has moved into a new status.

• Rejection: Rejection emails (at any stage) include details such as who rejected the application and the stage at which the application was rejected. The email also includes a link to log in to the CDP Student Portal to see the comments on why the application was rejected.

• Provider Hold: An email notifying the applicant to log in to the CDP Student Portal to provide additional information required to process the application within 15 days or the application will be automatically rejected. Applicants will receive automated and manual

Application Processing User Guide_v.2.5 Page 9 of 16 email reminders throughout the 15-day period before an automated rejection email notification is sent.

• Final Approval: A final email notifying the applicant the provider has enrolled him/her. It will also contain more details and links to for more information.

Viewing, Approving, and Designating Applications in AM

All status updates and accompanying comments are recorded in the comments along with the user’s ID, date and time stamp. If no status updates are needed, users may enter comments in the comments box and click the Save Comment only button. Users may elect to send emails by checking the Send Email box before clicking the Designate for Class, Designate for Priority, Incomplete, and Reject buttons.

Viewing

1. The default view includes cards for all applications that have the selected status. To open a card to screen or designate the app, click on the student’s name. You may also perform the functions listed on the card directly from the card.

2. The app details view displays information on the full application, other pending applications, and pending training. Screening, designating, and registering the application may be completed from the app card view.

Application Processing User Guide_v.2.5 Page 10 of 16

3. At any time, you can click “show status history” to view the status history of the application or click “add comment” to add a comment without changing the current application status. The status history modal will allow you to edit the status of the application. NOTE: Checking the

Application Processing User Guide_v.2.5 Page 11 of 16

“Send Email” checkbox will send an email to the student which includes the current action taken on the application and the comments entered.

Screening an Application

1. Open the desired application by clicking on the student name.

2. Click the “Screened” button to set the application to Provider Screened status or click

“Incomplete” to set the application to Provider Hold status. NOTE: The and icons in the Pending Training section indicate the student’s registration status for that class. Hover over the icon to see the tool tip.

3. The application can be returned to its previous status by using the “change status” link, if necessary.

Designating a Screened Application

Application Processing User Guide_v.2.5 Page 12 of 16

2. Information on the class offering(s) selected by the student will be displayed in the “Designate this Application for Specific Training” section. The application will display the class the student applied for as the default “checked” class. You may designate the application for another class by entering the desired class number in the “find other training” search box.

3. Click the “Designate for Selected Training” button to designate the application for the selected classes marked by the checkbox. You may also click the “Designate for Priority” button to designate them to Priority for those classes. NOTE: The “Designate for Priority” button will automatically generate a priority email for the student and place it in the queue to be sent manually.

4. The “Incomplete” and “Reject” buttons may also be used. Check the “Send Email” checkbox if you wish to email the comments you have entered before clicking either button.

Application Processing User Guide_v.2.5 Page 13 of 16

Registering

2. Click the “Register” or “Register for Designated Classes” button to register the student in the designated class(es). All applications designated for a specific class (or Priority for that class) will also appear on the roster for that class in Roster Management System (RMS). The applications can be approved or rejected in RMS as well.

3. You may also click “Change Designated Training” to designate the application for a different class. If needed, the “Incomplete” and “Reject” buttons may also be used.

Viewing and Adding Attachments to an Application

Application Management will allow authorized users to view and add attachments to a submitted application at any point in the application process.

Viewing an existing document

1. Open the app details view for the desired application.

Application Processing User Guide_v.2.5 Page 14 of 16

2. The existing documents will appear at the bottom right side of the application.

3. Click on the desired document to open and view the document. You may save the opened document, if needed.

Adding an attachment to a submitted application

1. Open the app details view for the desired application. NOTE: Before adding attachments (training certificates, doctor notes, etc.) to an application:

• Give the file(s) a descriptive name (e.g., “Doctor Note.doc,” “USAR Training.pdf,” “HazMat

Certificate.jpg”).

• Note the location of these files on your computer.

2. If the file you wish to upload is a medical form/document, check the “ This is a Medical/Form/Document” box to restrict access to the document.

Application Processing User Guide_v.2.5 Page 15 of 16

3. Click on the Choose File button and find the file you want to upload from your computer.

Application Processing User Guide_v.2.5 Page 16 of 16

4. Click on the desired file and click the “Open” button.

5. Click the “Upload” button to attach the file to the application.

Who to Contact

• For technical system related issues contact the Help Desk Support Team at support@cdpemail.dhs.gov or 866-213-9699 (Monday – Friday, 7:30 a.m. – 4:30 p.m. Central Standard Time).

mailto:support@cdpemail.dhs.gov

Calendar Management System App User Guide

Calendar Management System User Guide_v.3.6 Page 1 of 13

General Overview The CDP Calendar Management System (CMS) App provides CDP Training and Training Support staff an easy-to-use class scheduling tool for Resident and Non-Resident Training classes.

Getting Started

1. Access and log in to CMS at https://cdp.dhs.gov/shared/calendar using your FEMA SID number and password. You may also log in to CTAS at https://cdp.dhs.gov and access CMS via the CTAS Menu.

2. If you do not have a FEMA SID number, need to retrieve your FEMA SID number or reset your password, access the FEMA SID site at https://cdp.dhs.gov/femasid.

3. If you need assistance with obtaining your FEMA SID number, password, accessing or logging in to the FEMA SID site contact the FEMA SID Help Desk (Email: femasidhelp@cdpemail.dhs.gov or Phone: 1-866-291-0696, Mon.-Fri. 7:30 a.m. – 4:30 p.m. Central Standard Time).

Navigating the Calendar

Filter Menu

1. The default calendar view displays all training types the user has permission to view. The “Filter” drop-down menu allows users to manage the calendar view by Course Acronym, Training Type, Training Provider, and/or Miscellaneous. Users may set these filters to display only the offerings they wish to be displayed on the screen. When filters are enabled, the Filter drop-down will be dark red in color when collapsed. If no filters are enabled, the drop-down will be white in color when collapsed.

• All training types:

https://cdp.dhs.gov/shared/calendar https://cdp.dhs.gov/ https://cdp.dhs.gov/femasid

Calendar Management System User Guide_v.3.6 Page 2 of 13

View, FY, and Training Week Menus

1. The View drop-down menu allows you view the calendar view by training week, quarter, or year.

The currently selected view (Week, Quarter, or Year) will be displayed in the collapsed menu.

NOTE: You will be prompted to select only Resident (including TPM and Other classes), Non- Resident, or Indirect for the Year view.

Calendar Management System User Guide_v.3.6 Page 3 of 13

2. The FY drop-down menu allows you to select the fiscal year of the calendar view. The currently selected view will be displayed in the collapsed menu.

3. The Week drop-down menu allows you manage the calendar view by training week. You may toggle backward or forward one week from the currently displayed week using the and buttons. The currently selected training week will be displayed in the collapsed menu.

NOTE: Calendar weeks that have been released to the public and displayed on the website will be labeled with (visible on the web).

Creating a Draft Class

1. Select Week from the View drop-down menu.

Calendar Management System User Guide_v.3.6 Page 4 of 13

2. Select the week you would like to add a class (or group of classes) to using the FY and Training Week drop-down menus.

3. Click the “ Edit” button. NOTE: The calendar only allows one user to edit a week at a time. A list of active users and their status will be displayed in the “Connected Users” window at the bottom of the screen.

4. Click the “Add Class” button.

5. Choose the desired course.

6. Complete the required class information. Autofilled information is pulled from the Course in CTAS. Be sure to check items such as Train the Trainer, Respiratory Medical Questionnaire, Enforce max fill limit, Auto register, etc. when creating the delivery on the calendar. You must

Calendar Management System User Guide_v.3.6 Page 5 of 13 select MTF or NTF for the max fill limit in order for the numbers to be included in the calendar calculations. NOTE: POC information for Resident Training classes will autofill with the Registar’s information when published. Non-Resident permissions can now be assigned only to published classes.

7. Click the “Save” button to save a draft of the class.

8. You may use the delete function to delete a draft class at any time prior to publishing.

Calendar Management System User Guide_v.3.6 Page 6 of 13

Linking Two or More Draft Classes

CMS allows users to link draft classes together with either a “required” or “optional” parent/child relationship. Classes should always be linked in chronological order starting with the first class in a group of classes you wish to link. “Optional” links may be used to link a parent class to multiple optional classes. Class groupings may include both “required” and “optional” links, as needed.

1. Click “ Edit” on the top menu. You must be in edit mode to complete any of the actions in this section.

2. Click on the desired offering. The “Edit Offering” menu will appear.

3. Click “add.”

4. Click on the class you want to link. The classes will appear on the calendar as “required” links.

Calendar Management System User Guide_v.3.6 Page 7 of 13

5. To change the “required” link to an “optional” link, click on the desired optional class and then click “make optional.”

6. The optional class will move to a new line on the calendar.

7. To change a class link back to a “required” link, click “make required.”

8. Repeat these steps to link additional classes, as needed.

Editing and Publishing a Draft Class or Group of Linked Drafts

1. Locate the desired draft class or group of linked drafts using the FY and Training Week drop-down menus.

NOTE: Publishing a draft class that is linked to one or more drafts will publish all of the linked classes. All required information for all of the linked drafts must be completed before the drafts will be published.

2. Click the “ Edit” button. NOTE: You may view, but not edit or publish, a draft class by clicking the class, then clicking “details.”

3. Click on the desired draft class and then click “details.”

4. Make any necessary changes to the class and click the “Save” button to save your changes without publishing the draft or click the “Publish” button to publish. You will be prompted to complete any missing required fields before publishing.

Calendar Management System User Guide_v.3.6 Page 8 of 13

5. If all of the required fields have been completed on a draft class, a “publish” link will be displayed on the initial class review screen. If no additions or corrections are needed, you may publish the draft directly from this link.

6. You may edit this published class (or publish additional draft classes) following the same process.

Assigning Host and Instructor Permissions Once a class has been published and assigned a class number, hosts and instructor permissions may be added to the offering.

1. Locate the desired class using the FY and Training Week drop-down menus.

2. Click the “ Edit” button.

3. Click on the desired class and then select “details.”

4. Scroll to the bottom of the details to the Permissions section.

5. Enter the FEMA SID and select the Role of the person to assign them permissions.

6. Click the “Save” button.

7. A list of all delegated permissions for this offering will be displayed below the FEMA SID and

Role fields.

Calendar Management System User Guide_v.3.6 Page 9 of 13

Assigning Non-Resident Instructors or Trainers in CMS Trainers are typically assigned when a class is created in the Trainer Portal. If the trainer has been assigned when the class was created in Trainer Portal, his/her name will appear in the Trainers section of the class details. However, it is possible to add a trainer in CMS – if the trainer has the permission to teach the course in his/her Provider Allowed Training on the Trainer Portal. This method will allow Non- Resident classes to be scheduled in CMS and appear in the “My Training Deliveries” section of the trainer. It will also give the scheduled trainer access to the resources for the course.

1. Locate the desired class using the FY and Training Week drop-down menus.

2. Click the “ Edit” button.

3. Click on the desired class and then select “details.”

4. Scroll to the bottom of the details to the Permissions section.

5. Enter the FEMA SID and assign the Instructor role to the trainer.

6. Click the “Save” button.

7. The Trainer will now appear in both the “Permissions” and “Trainers” section.

Entering Class Details (Using Flags, Fill Numbers, and Hashtags)

1. The class details modal utilizes several flags. When a new offering is created, the default values for these flags will be generated from the course. Users may then edit the flags as needed for this offering. These flags and their functions are listed in the table below.

Show on web Displays the class offering on the CDP website. Indicated by a icon.

Train the trainer Train the trainer status is assigned to graduates.

Toxic agent Indicates the class will include COBRATF training.

Is partnership Collaboration between more than one training provider.

Tribal delivery Delivery specific to a tribal nation(s) only.

Mentored Class delivered as non-resident by local instructors.

Federal delivery Delivery specific to a federal employees only.

Auto register Students will be automatically registered when application reaches training provider.

Requires Non-Citizen Verification All non-citizens must undergo a CAPO check to attend this class.

Respiratory Medical Questionnaire Required

Requires the 6-page Respiratory Medical Questionnaire to be completed on the Student Portal.

QA complete Indicates the class is ready to be archived.

Reportable Numbers are reported to TEI RES and NTED Analytics.

Archived Data for class and registrations have been archived and are no longer editable in CTAS.

Has test Indicates that test data averages are recorded in CTAS prior to archival.

Has retest pending Indicates a retest is pending.

Enforce max fill limit Class roster will not let registrations exceed the max fill number.

Calendar Management System User Guide_v.3.6 Page 10 of 13

2. The class details fill numbers are determined by the course. When a new offering is created, the default values for these numbers will be generated from the course. Users may then edit the numbers as needed for this offering.

Optimal fill The optimal fill number of students for the offering.

Target fill The target fill number of students for the offering.

Min fill The minimum fill number of students for the offering.

Max fill The maximum fill number of students for the offering.

Max support The projected maximum number of support personnel to be displayed in the Support column for this class.

Max instructors The projected maximum number of Instructors to be displayed in the Instr column for this class.

(Location) CDP Resident classes may be designated Main Training Facility (MTF), NTF (Noble Training Facility), or Off Campus. Selecting Off Campus will hide all numbers for the class on the calendar.

3. The class details modal utilizes several special hashtags which may be used in the comments field. These hashtags and their functions are listed in the table below.

#central or #ctrl Central region tag (note bubble turns yellow).

#east East region tag (note bubble turns green).

#fpsi Federal Private Sector International tag (note bubble turns red).

#west West region tag (note bubble turns blue).

#nolodging Removes the MTF and NTF counts from the Ldg totals. Must be inserted in the first class of a linked series to function correctly.

Custom tags - #tag(number)

This is a custom hashtag currently used only by Mission Readiness.

This hashtag allows the user to enter a # followed by any text (all one word, only letters) followed by the class day in parentheses. The tag will appear only on the class day designated in parentheses. For example, #RSOI(2) entered in the comments of a DSA class will publish a “RSOI” tag on day 2 of the class. #ORIENT (3) entered in the comments of the same class will publish a “ORIENT” tag on day 3 of the class. NOTE: Day 1 of training is the first day the class appears on the calendar, including travel days.

Currently, a maximum of two custom tags can be displayed on the calendar per day.

Calendar Management System User Guide_v.3.6 Page 11 of 13

Linking Two or More Class Published Class Offerings CMS allows users to link published classes together with either a “required” or “optional” parent/child relationship. Classes should always be linked in chronological order starting with the first class in a group of classes you wish to link. “Optional” links may be used to link a parent class to multiple optional classes. Class groupings may include both “required” and “optional” links, as needed.

1. Click “ Edit” on the top menu. You must be in edit mode to complete any of the actions in this section.

2. Click on the desired offering. The “Edit Offering” menu will appear.

3. Click “add.”

4. Click on the class you want to link. The classes will appear on the calendar as “required” links.

5. To change the “required” link to an “optional” link, click on the desired optional class and then click “make optional.”

6. The optional class will move to a new line on the calendar.

7. To change a class link back to a “required” link, you must break the link and re-link the classes.

To break a link, click on the parent class and then click the “break” link.

8. Repeat these steps to link additional classes, as needed.

9. NOTE: If required, the #nolodging comment in a series of linked classes must be included in the first class of the series in order to function correctly.

Canceling and Deactivating Published Classes

1. To cancel a class:

• Click the “Edit” button.

• Click on the desired class, then click “Cancel class.” The class will be marked canceled.

• If the class has students registered in the class, you will be prompted to “Cancel & move

Students to Priority” or “Cancel & move Students to Admin Withdrawal.”

2. To deactivate a class (only canceled classes can be deleted):

Calendar Management System User Guide_v.3.6 Page 12 of 13

• Click the “Edit” button.

• Click on the desired class, then click “hide.” The class will be marked deactivated and will be hidden from the calendar.

Understanding Calendar Numbers

1. The CMS projected and actual calendar number totals are presented as Projected# (Actual#).

2. The Main Training Facility (MTF) projected total is the sum of the max fill for all Resident, Training Partnership Management (TPM) and Other classes in the MTF column. The actual total is the sum of registrations in the MTF columns.

3. The Noble Training Facility (NTF) projected total is the sum of the max fill for all Resident, Training Partnership Management (TPM) and Other classes in the NTF column. The actual total is the sum of registrations in the NTF columns.

4. The Support projected total is the sum of Max Support for all Resident, Training Partnership Management (TPM) and Other classes in the Support column. The Support actual total is the sum of the actual Support numbers for all Resident, Training Partnership Management (TPM) and Other classes in the Support column. Actual numbers are determined by the support personnel entered in the Support Roster for each class.

5. The Instr (Instructor) total is the sum of Max Instructors for all Resident, Training Partnership Management (TPM) and Other classes in the Instr column. The Instr actual total is the sum of the actual Instr numbers for all Resident, Training Partnership Management (TPM) and Other classes in the Instr column. Actual numbers are determined by the instructor assignments entered in Schedule Editor for each class.

6. The On Campus total is the sum of Max Fill MTF, Max Fill NTF, Max Support, and Max Instructors for all Resident, Training Partnership Management (TPM) and Other classes in the Support column. The actual total is the sum of all MTF registrations, NTF Registrations, Actual Support, and Actual Instructors.

7. The Ldg (Lodging) total is the sum of Max Fill MTF, Max Fill NTF, Max Support, and Max Instructors. The actual total is the sum of MTF registrations, NTF registrations, actual Support, and Actual Instructors.

Printing a Class Roster or Class Schedule

1. Use the Ctrl+P function to print the current view.

Who to Contact

• For CDP training, student services and related administration issues contact the respective CDP

Regional Training Coordinator.

Calendar Management System User Guide_v.3.6 Page 13 of 13

• For technical system related issues contact the Help Desk Support Team at

CDP Student Applicant User Guide

CDP Student Applicant User Guide_v. 5.0 Page 1 of 20

General Overview The Center for Domestic Preparedness (CDP) uses the CDP Training Registration System (TRS) to process training applications. TRS was designed to improve the training application process by making it more efficient and up-to-date with current use of web-enabled technology and devices. The system adheres to FEMA IT Security guidelines and requires a valid FEMA Student Identification (SID) number and associated password for access and use.

CDP’s TRS provides the following features for students:

• Apply for CDP training using a digital signature via the CDP website and the CDP Student Portal.

• Upload required documents as attachments to a new or existing training application.

• Receive auto-generated emails with application status updates.

The CDP Student Portal (https://cdp.dhs.gov/students) provides students a single access point for all CDP training-related needs, such as providing required CDP training account information; retrieving student, class, and travel documents; completing required medical documents; reviewing training histories; retrieving unofficial transcripts; certificate reprints; and other features as they are developed.

The portal provides easy-to-navigate lists of pending TRS applications, upcoming training, and past training. The Student Portal eliminates the need for students to log in to different CDP applications separately.

Detailed application instructions follow on the next page.

https://cdp.dhs.gov/students

CDP Student Applicant User Guide_v. 5.0 Page 2 of 20

Getting Started Before registering for a program at CDP, you must have a FEMA SID. If you have your FEMA SID and password, you may move to the next step.

• If you do not have a FEMA SID number (or if you need to retrieve your FEMA SID number or reset your password), access the FEMA SID site at https://cdp.dhs.gov/femasid) to obtain a FEMA SID before attempting to register for training.

• If you need assistance obtaining your FEMA SID number or password, accessing or logging in the FEMA SID site, contact the FEMA SID Help Desk (Email: femasidhelp@cdpemail.dhs.gov or Phone: 1-866-291-0696, Mon.-Fri. 7:30 a.m. – 4:30 p.m. Central Standard Time).

• If this is your first time attending training at the CDP, log in to the CDP Student Portal (https://cdp.dhs.gov/students) using your FEMA SID and fill in all required fields to complete your CDP account.

• Once you are logged in the CDP Student Portal, you may register for CDP classes.

Registering via the CDP Student Portal

1. Log in to the CDP Student Portal at https://cdp.dhs.gov/students using your FEMA SID number and password.

If You Would Like to Search for Training on the CDP Website…

1. Click on the “ Course Catalog” button to search the for training by program or the “ Training Calendar” button to search by date. You may directly access the CDP website at https://cdp.dhs.gov.

2. Find the class you would like to attend.

3. Click the “Apply” button and follow the prompts.

4. Skip to the “Completing a Student Application” section on Page 7.

https://cdp.dhs.gov/femasid mailto:femasidhelp@cdpemail.dhs.gov https://cdp.dhs.gov/students https://cdp.dhs.gov/

CDP Student Applicant User Guide_v. 5.0 Page 3 of 20

If You Were Issued a Promo Code…

1. A promo code is a number and/or letter combination used to apply for a specific class offering.

Training providers or hosts typically issue promo codes to targeted groups for recruiting purposes and they are not widely distributed.

2. Enter the Promo Code you were issued in the “Have a Promo Code” box and click the “Apply” button. The code you enter must be an exact match to successfully apply.

3. Follow the prompts to begin the application process.

4. Skip to the “Completing a Student Application” section on Page 7. If you receive a red “Promo

Code is not valid at this time” message, you may have entered the code incorrectly or it has expired.

• Check the Promo Code you received to make sure you are entering it exactly as it was issued

(this includes spaces and hyphens). If you received the Promo Code via email, you may copy (Ctrl+c) and paste (Ctrl+v) the Promo Code to avoid data entry errors.

• Contact the person who issued you the Promo Code to confirm you have the correct code and it has not expired.

CDP Student Applicant User Guide_v. 5.0 Page 4 of 20

If You Received an Application Instructions PDF Via Email…

1. Open the PDF attachment and read all of the instructions.

2. Use the Click Here to Apply link to open an application for the class.

3. Skip to the “Completing a Student Application” section on Page 7.

CDP Student Applicant User Guide_v. 5.0 Page 5 of 20

Selecting and Applying for Training on the CDP Website

1. At any time, you may find Resident Training offerings on the CDP Website (www.cdp.dhs.gov) by clicking one of the Find Training links on the home page. (NOTE: If you are using Internet Explorer as your browser, you must have Version 8 or later installed to register online).

2. Search for the course you wish to attend by course name or discipline; from the schedule of upcoming training; or from a view all courses.

http://www.cdp.dhs.gov/

CDP Student Applicant User Guide_v. 5.0 Page 6 of 20

3. Once you have located the course, click the Apply button for the offering you would like to attend.

4. You will begin the online application process.

5. Continue to follow the instructions to complete your application.

CDP Student Applicant User Guide_v. 5.0 Page 7 of 20

Completing a Student Application

1. Confirm that the desired course or promo code appears on your application.

2. Complete Section 1: Applicant Information.

• Use your home address.

• If you are flying, select your Airport of Departure by clicking on the “State” field and selecting your state. You may then select your airport from the drop-down list on the right.

• You may click “Save For Later” at any point on this screen and your application will be saved.

(When you are ready to complete the application, it can be accessed via the CDP Student Portal under Saved Applications. See the “Managing My Applications” section).

3. Complete Section 2: Sponsoring Agency/Position.

• Use the full name of your sponsoring agency.

• Make sure you know your correct jurisdiction. Definitions of the jurisdictions are available at https://cdp.dhs.gov/training/resident. If you submit an application with an incorrect jurisdiction, processing of your application will be delayed. Please confirm your jurisdiction with your sponsoring agency supervisor before submitting your application.

https://cdp.dhs.gov/training/resident

CDP Student Applicant User Guide_v. 5.0 Page 8 of 20

• Your supervisor information must be correct in order to process your application. Your supervisor will have 10 business days to approve your application or it will be returned to you.

o Make sure the email address you provide is the best address to ensure a prompt response.

o Let your supervisor know he/she will be receiving an email requiring approval for training.

CDP Student Applicant User Guide_v. 5.0 Page 9 of 20

4. Complete Section 3: Medical Questions.

• You must check all conditions that apply or check "I have none of these conditions." (If you save or edit an application, you will be required to confirm this section each time prior to submission. NOTE: The medical questions may not appear on certain applications.

• Any “checked” condition will require the student to have a medical screening by a licensed physician certifying the student is in appropriate health to perform tasks in personal protective clothing and respirator systems. High blood pressure (150 over 90) may preclude participation in Toxic Agent Training. A note from the physician will be required to be submitted before the application can be processed.

• Click “Review and Submit Application Now.”

Reviewing and Submitting a Student Application

1. Carefully review your application for accuracy and read the privacy statement. If any changes are needed, click “ Edit Application.” Do not use the “Back” button on your browser or you may lose any unsaved data.

2. Before adding attachments (training certificates, doctor notes, etc.) to your application:

• Give the file(s) a descriptive name (e.g., “Doctor Note.doc,” “USAR Training.pdf,” “HazMat

Certificate.jpg”).

• Note the location of these files on your computer.

• Ensure that all medical notes are current (within 30 days of submission).

CDP Student Applicant User Guide_v. 5.0 Page 10 of 20

(NOTE: If you need to add additional attachments to a submitted application at a later date, or if additional information is requested by the State Administrative Agency (SAA) or Training Provider after you submit your application, do not submit a new application. To add attachments to a submitted application, see the instructions in the “Responding to Training Provider and SAA Requests for Information” section below).

3. To add attachments, click “ Add and View Attachments.”

4. Click “Browse” and find the file you want to upload from your computer. Select the file and click “Open.” If this is a medical form or document, be sure to check the “This is a Medical Form/Document” box. This will ensure the document is visible only to authorized personnel at the training provider. All medical notes must be current within 30 days of submission.

5. Click “Upload.” “File uploaded successfully” should appear at the top of the next screen.

6. If you receive an “Invalid file type error,” make sure the desired file is one of the acceptable file types (PDF, MS Word, and .jpg, .bmp, .tif, .png images).

7. Confirm that all the documents you wish to submit appear under “Existing Documents.” Upload any additional documents, if needed.

8. Click “Review and Submit Application Now.”

• Carefully review your application for accuracy and read the privacy statement. If any changes are needed, click “Edit Application.” Do not use the “Back” button on your browser.

• If your application is complete, check the affirmation statement and add your signature at the bottom.

CDP Student Applicant User Guide_v. 5.0 Page 11 of 20

9. If your application is complete, check the affirmation statement. You must enter your signature and FEMA SID password to digitally sign your application before submission.

10. Click “Submit Application Now.” A confirmation screen should appear.

(NOTE: The next section will show you how to manage your applications on the Student Portal.

For example, additional information may be requested by the SAA or Training Provider after you submit your application. You may attach this information to your submitted application via the Student Portal. You do not need to submit a new application).

CDP Student Applicant User Guide_v. 5.0 Page 12 of 20

11. You will receive an email similar to the one below confirming your submission:

12. If this is your first time attending CDP training, log in to the CDP Student Portal using your FEMA SID account login credentials. You will be prompted to enter any additional information needed to process your application.

Managing Your Applications

1. Access and log in to the CDP Student Portal (https://cdp.dhs.gov/students) using your FEMA SID number and password.

2. The “Apply for Training/View My Applications” page will be your default screen. This page will display your:

• Active applications – applications currently in the approval process. The status of each active application will be displayed, along with any messages or alerts for this application. You may also print a copy of this application and/or add attachments using the respective buttons.

CDP Student Applicant User Guide_v. 5.0 Page 13 of 20

• Saved applications – applications you have created but not submitted. Simply click the “ Edit” button on a saved application to open, edit, and submit this application.

• Rejected applications – submitted applications that have been rejected during the approval process. Many rejected applications can be corrected and resubmitted.

CDP Student Applicant User Guide_v. 5.0 Page 14 of 20

3. To view your upcoming training, click “My Upcoming Training” on the navigation bar. This page will display your upcoming training, as well the class and travel documents for each class.

CDP Student Applicant User Guide_v. 5.0 Page 15 of 20

4. Click “My Personal Data & Documents” for a comprehensive list of documents and personal information you will need to provide.

Editing and Submitting a Saved Application

1. Access and log in to the CDP Student Portal (https://cdp.dhs.gov/students) using your FEMA SID number and password.

2. Click the “ Edit” button for the saved application you would like to edit and submit.

3. If your application is complete, click “ Submit” and follow the prompts. (For step-by-step instructions, refer to Reviewing and Submitting a Student Application above).

4. If need to edit your application, click “ Edit.”

• Make any necessary changes

• Update SECTION 3: MEDICAL QUESTIONS

CDP Student Applicant User Guide_v. 5.0 Page 16 of 20 o You must check all conditions that apply or check "I have none of these conditions." This confirmation is required each time prior to submission.

o Click “Review and Submit Application Now.” (You may also click “Save For Later,” if necessary).

• Follow the prompts to submit your application. (For step-by-step instructions, refer to Reviewing and Submitting a Student Application above).

• The application will now also appear under the Active Applications.

5. If you need to add attachments, click “ Add and View Attachments” and follow the prompts.

(For step-by-step instructions, refer to Reviewing and Submitting a Student Application above).

Responding to Training Provider and SAA Requests for Information

If you receive a request for additional information from the Training Provider or SAA, there is no need to create a new application. Any required information should be added to the application you have already submitted. Failure to attach this information to the correct submitted application will cause your application to be delayed. The following instructions will guide you through the process of locating the correct application and adding an attachment.

1. Before adding attachments (training certificates, doctor notes, etc.) to your application:

• Give the file(s) a descriptive name (e.g., “Doctor Note.doc,” “USAR Training.pdf,” “HazMat

Certificate.jpg”).

• Note the location of these files on your computer.

2. Access and log in to the CDP Student Portal (https://cdp.dhs.gov/students) using your FEMA SID number and password.

3. Scroll through “ My Applications” to locate the desired application.

4. Click the “ Edit” button to open the desired application.

5. Verify the information on your application and click the “Review and Submit Application Now” button.

6. Before you submit the application, click the “ Add and View Attachments” button at the bottom of the page.

CDP Student Applicant User Guide_v. 5.0 Page 17 of 20

7. Click “Browse” and find the…