Attachment_13B,_CTAS_Users_Information.pdf

Training Support Services

Attachment 13B

CTAS Users Information

CTAS Academy Management User Guide

CTAS Academy Management_v.1.2 Page 1 of 1

Getting Started

1. This user guide covers the following modules:

• Academy

2. Log in CTAS at https://cdp.dhs.gov/ctas.

• Log in using your FEMA SID and password. (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 prompted, review and update your account information to match your FEMA SID account information and click the “Save & Log In” button.

Academy

Adding a New Academy

1. Click “Academy” in the CTAS Menu.

2. Click the “ Add” button.

3. Enter all the required and appropriate information.

4. Add a new signature from an existing file by clicking the “Choose File” button.

• Select the desired signature image file.

• Click the “Open” or “OK” button.

• Add a Display Name and Title

• Click the “” to add this signature to the academy.

5. Click the “ Save” button to save the new academy or the “ Cancel” button to return to the Academy menu.

Editing or Deactivating an Existing Academy

1. Click “Academy” in the CTAS Menu.

2. Enter all or part of an academy name.

3. Click the “ Search” button.

4. Click the title of the academy you need to edit.

5. Click the “ Edit” button or click the “” button to deactivate.

6. Edit the information.

7. Click the “ Save” button when your changes are complete or the “ Cancel” button to return to the Academy menu.

https://cdp.dhs.gov/ctas https://cdp.dhs.gov/femasid

CTAS Airlines and Airports User Guide

CTAS Airlines and Airports_v.1.1 Page 1 of 2

• Airlines and Airports

2. Log in CTAS at https://cdp.dhs.gov/ctas.

• Log in using your FEMA SID and password. (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 prompted, review and update your account information to match your FEMA SID account information and click the “Save & Log In” button.

Airlines and Airports

Adding a New Airline

1. Click “Airlines and Airports” in the CTAS Menu.

2. Under Airline Search, click the “ Add” button.

3. Enter the required information.

4. Click the “ Save” button to save the new airline or the “ Cancel” button to return to the

Airlines and Airports menu.

Editing or Deactivating an Existing Airline

1. Click “Airlines and Airports” in the CTAS Menu.

2. Enter any of the following search criteria or leave blank to see all airlines:

• Name

• Airline Code

• Active

3. Click the “ Search” button.

4. Click the airline you need to edit or click the “” button to deactivate.

5. Edit the information.

6. Click the “ Save” button when your changes are complete or the “ Cancel” button to return to the Airlines and Airports menu.

Adding a New Airport

1. Click “Airlines and Airports” in the CTAS Menu.

CTAS Airlines and Airports User Guide

CTAS Airlines and Airports_v.1.1 Page 2 of 2

2. Under Airport Search, click the “ Add” button.

3. Enter the required information.

4. Click the “ Save” button to save the new airline or the “ Cancel” button to return to the

Airlines and Airports menu.

Editing or Deactivating an Existing Airport

1. Click “Airlines and Airports” in the CTAS Menu.

2. Enter any of the following search criteria or leave blank to see all airports:

• Name

• IATA Code

• FAA Code

• ICAO Code

• City

• State

• Country

• Description

3. Click the “ Search” button.

4. Click the airport you need to edit or click the “” button to deactivate.

5. Edit the information.

6. Click the “ Save” button when your changes are complete or the “ Cancel” button to return to the Airlines and Airports menu.

CTAS Class Management User Guide

CTAS Class Management_v.1.3 Page 1 of 3

• Class Management

• Cohort Management

• Event Management

• Graduation

2. Log in CTAS at https://cdp.dhs.gov/ctas.

• Log in using your FEMA SID and password. (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 prompted, review and update your account information to match your FEMA SID account information and click the “Save & Log In” button.

Class Management

Creating a New Class

1. Click “Class Management” in the CTAS Menu.

2. Click the “ Add” button.

3. Enter all the required and appropriate information.

4. Click the “ Save” button to save the new class or the “ Cancel” button to return to the Class

Management menu.

Editing a Class / Entering Test Information / Managing Records

1. Click “Class Management” in the CTAS Menu.

2. Enter any of the following search criteria or leave blank to see all classes:

• Class Number

• Course

• Training Type

• Class Status

3. Click the “ Search” button.

4. Click the title of the class you need to edit.

5. Click the “ Edit” button.

6. Edit the information.

7. Click the “ Save” or “ Save & Return” button when your changes are complete or the “

Cancel” button to return to the Class Management menu.

CTAS Class Management_v.1.3 Page 2 of 3

Cohort Management

Adding a New Cohort

1. Click “Cohort Management” in the CTAS Menu.

2. Click the “ Add” button.

3. Enter all the required and appropriate information.

4. Click the “ Save” button to save the new cohort or the “ Cancel” button to return to the

Cohort Management menu.

Editing an Existing Cohort

1. Click “Cohort Management” in the CTAS Menu.

2. Type all or part of a cohort name in the search box to narrow your search or scroll through the list to find the desired cohort. Click on the cohort link.

3. Edit the cohort details and add classes as needed.

4. Click the “ Save” button to save your changes or the “ Cancel” button to return to the Cohort

Management menu.

Event Management

Adding a New Event

1. Click “Event Management” in the CTAS Menu.

2. Click the “ Add” button.

3. Enter all the required and appropriate information.

4. Click the “ Save” button to save the new event or the “ Cancel” button to return to the Event

Management menu.

Editing an Existing Event

1. Click “Event Management” in the CTAS Menu.

2. Type all or part of an event name in the search box to narrow your search or scroll through the list to find the desired event. Click on the event link.

3. Edit the event details and related classes as needed.

4. Click the “ Save” button to save your changes or the “ Cancel” button to return to the Cohort

Management menu.

Graduation

Graduating a Class

1. Click “Graduation” in the CTAS Menu.

CTAS Class Management_v.1.3 Page 3 of 3

2. Enter any of the following search criteria or leave blank to see all classes:

• Class Number

• Course

• Training Type

3. Click the “ Search” button.

4. Click “Complete” to complete the class and move the students to “Graduated” status.

5. Click “Uncomplete” on a graduated class to un-graduate the class.

CTAS Course Management User Guide

CTAS Course Management_v.1.1 Page 1 of 7

1. This user guide covers the following modules in the CTAS Menu:

• Course Management

• Accreditation

• Accreditation Definition

• Indirect Training Category

• Indirect Training Type

2. Log in CTAS at https://cdp.dhs.gov/ctas.

• Log in using your FEMA SID and password. (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 prompted, review and update your account information to match your FEMA SID account information and click the “Save & Log In” button.

Course Management

Creating a New Course

All course information will be provided from the CDP Curriculum Department via the Official Course Information (OCI) spreadsheet and Program of Instruction (POI). These documents are located on the CDP Insider intranet at https://cdpcurriculum/sites/curriculum/currentclassroommaterials/default.aspx.

1. Click “Course Management” in the CTAS Menu.

2. Click the “ Add” button.

3. Enter all the required and appropriate information as listed in the OCI and POI.

• “Title” is the official title/name of the course. This field is required.

• “Catalog Number” is the course identifier (i.e., “PER-266” is the catalog number for ITC). This field is required.

• “Acronym” is the official abbreviation used for the course (i.e., “ITC” is the acronym for

“Instructor Training Certification). This field is required.

• “Internal Title” is the title of the course referenced internally by CDP.

• “Internal Catalog Number” is the course identifier used internally by CDP.

• “Internal Acronym” is the acronym used internally by CDP.

• “Min Fill” is the minimum number of students allowed for a class delivery.

• “Optimal Fill” is the ideal number of students for a class delivery.

• “Max Fill” is the maximum number of students allowed to participate in a class delivery of the course. This field is required.

• “Major Version” is the first number of the course’s version number (i.e., Course version number is “1.2.3”. The Major Version is “1” for that version number.) This field is required.

https://cdp.dhs.gov/ctas https://cdpcurriculum/sites/curriculum/currentclassroommaterials/default.aspx

CTAS Course Management_v.1.1 Page 2 of 7

• “Default Training Provider” is the agency/organization responsible for delivering the training of the course. This field is required.

• “Curriculum Provider” is the agency/organization that created/provided the course material.

This field is required.

• “Default Instruction Provider” is the agency/organization responsible for providing the instructors for the course. This field is required.

• “Partnership” checkbox should be checked if the curriculum provider and training provider are different than CDP.

• “Competency Level” indicates the expected experience of the students.

• “Course Level” indicates the comprehensive course objective.

• “Contact Hours” is the total hours of duration for the course.

• “Train-The-Trainer” checkbox should be checked if the course is a Train-The-Trainer.

• “Toxic Agent” checkbox should be checked if any part of the course takes place with live agent training at the COBRA.

• “Has Test” checkbox should be checked if a test is required for course completion.

• “Reportable” checkbox should be checked if the course delivery numbers are reported and included in CDP’s training numbers.

• “Respiratory Medical Questionnaire Required” checkbox should be checked if the

Respiratory Medical Questionnaire should be completed by course applicants.

4. Mark the appropriate Accreditation checkboxes based on the course POI.

5. Click the “ Save” button to save the new course or the “ Cancel” button to return to the

Course Management menu.

Editing a Course

1. Click “Course Management” in the CTAS Menu.

2. Enter any of the following search criteria or leave blank to see all courses:

• Course name

• Catalog number

• Active or Inactive

3. Click the “ Search” button.

4. Click the title of the course you need to edit.

5. Edit the information.

6. Click the “ Save” button when your changes are complete or the “ Cancel” button to return to the Course Management menu.

Deactivating an Active Course

1. Click “Course Management” in the CTAS Menu.

2. Enter all or part of the Catalog Number and/or Title and select Active.

• To see all courses, leave this information blank.

3. Click the “ Search” button.

CTAS Course Management_v.1.1 Page 3 of 7

4. Click the “” button (Deactivate) for the course you want to deactivate. You will be prompted to confirm the action before the course is deactivated.

Activating an Inactive Course

1. Click “Course Management” in the CTAS Menu.

2. Enter all or part of the Catalog Number and/or Title and select Inactive.

3. Click the “ Search” button.

4. Click the “” button (Activate) for the course you want to activate. You will be prompted to confirm the action before the course is activated.

Accreditation

Adding an Accreditation to a Course

1. Click “Course Management” in the CTAS Menu.

2. Enter any of the following search criteria or leave blank to see all accreditations:

• Course name

• Catalog number

• Active

3. Click the “ Search” button.

4. Click the title of the course you need to edit.

5. Mark the appropriate Accreditation checkboxes based on the course POI.

6. Click the “ Save” button to save the new course or the “ Cancel” button to return to the

Course Management menu.

Creating a New Course Accreditation

1. Click “Accreditation” in the CTAS Menu.

2. Click the “ Add” button.

3. Complete all the required fields for the new accreditation.

4. Click the “ Save” button to save the new accreditation or the “ Cancel” button to return to the

Accreditation menu.

Editing/Updating an Existing Course Accreditation

1. Click “Accreditation” in the CTAS Menu.

2. Enter any of the following search criteria or leave blank to see all program offerings:

• Accreditation name

• Authorizing agent

• Point of contact

CTAS Course Management_v.1.1 Page 4 of 7

• Active or Inactive

4. Click the name of the accreditation you need to edit.

5. Make the necessary changes.

6. Click the “ Save” button to save your changes or the “ Cancel” button to return to the

Accreditation menu.

Deactivating an Active Course Accreditation

1. Click “Accreditation” in the CTAS Menu.

2. Enter all or part of the accreditation name, authorizing agent, and/or point of contact. Select

Active.

3. Click the “ Search” button.

4. Click the “” (Deactivate) button for the Course Accreditation you want to deactivate.

Activating a Deactivated Course Accreditation

1. Click “Accreditation” in the CTAS Menu.

2. Enter all or part of the accreditation name, authorizing agent, and/or point of contact. Select

Inactive.

3. Click the “ Search” button.

4. Click the “” (Activate) button for the Course Accreditation you want to activate.

Accreditation Definition

Creating/Adding a New Accreditation Definition

1. Click “Accreditation” in the CTAS Menu.

2. Click the “ Add” button.

3. Enter the required information.

7. Click the “ Save” button to save your changes or the “ Cancel” button to return to the

Accreditation Definition menu.

Editing/Updating an Existing Accreditation Definition

1. Click “Accreditation” in the CTAS Menu.

2. Enter any of the following search criteria or leave blank to see all program offerings:

• Name

• Description

• Accreditation

• Default value

• Active

CTAS Course Management_v.1.1 Page 5 of 7

4. Click the name of the definition you need to edit/update.

5. Make the necessary changes.

6. Click the “ Save” button to save your changes or the “ Cancel” button to return to the

Accreditation Definition menu.

Deactivating an Active Accreditation Definition

1. Click “Accreditation” in the CTAS Menu.

2. Enter all or part of the name, description, accreditation, and/or default value. Select Active.

3. Click the “ Search” button.

4. Click the “” (Deactivate) button for the Course Accreditation you want to deactivate.

Activating a Deactivated Accreditation Definition

1. Click “Accreditation” in the CTAS Menu.

2. Enter all or part of the name, description, accreditation, and/or default value. Select Inactive.

3. Click the “ Search” button.

4. Click the “” (Activate) button for the Course Accreditation you want to activate.

Indirect Training Category

Creating/Adding a New Indirect Training Category

1. Click “Indirect Training Category” in the CTAS Menu.

2. Click the “ Add” button.

3. Enter the required information.

4. Click the “ Save” button to save your changes or the “ Cancel” button to return to the Indirect

Training Category menu.

Editing/Updating an Existing Indirect Training Category

1. Click “Indirect Training Category” in the CTAS Menu.

2. Enter any of the following search criteria or leave blank to see all program offerings:

• Name

• Description

• Active

3. Click the “ Search” button.

4. Click the name of the category you need to edit/update.

5. Make the necessary changes.

6. Click the “ Save” button to save your changes or the “ Cancel” button to return to the

Accreditation Definition menu.

CTAS Course Management_v.1.1 Page 6 of 7

Deactivating an Active Indirect Training Category

1. Click “Indirect Training Category” in the CTAS Menu.

2. Enter all or part of the name and/or description. Select Active.

3. Click the “ Search” button.

4. Click the “” (Deactivate) button for the category you want to deactivate.

Activating a Deactivated Indirect Training Category

1. Click “Indirect Training Category” in the CTAS Menu.

2. Enter all or part of the name and/or description. Select Inactive.

3. Click the “ Search” button.

4. Click the “” (Activate) button for the category you want to activate.

Indirect Training Type

Creating/Adding a New Indirect Training Type

1. Click “Indirect Training Type” in the CTAS Menu.

2. Click the “ Add” button.

3. Enter the required information.

4. Click the “ Save” button to save your changes or the “ Cancel” button to return to the Indirect

Training Type menu.

Editing/Updating an Existing Indirect Training Type

1. Click “Indirect Training Type” in the CTAS Menu.

2. Select Active or Inactive. To see all categories, leave this information blank.

3. Click the “ Search” button.

4. Click the name of the category you need to edit/update.

5. Make the necessary changes.

6. Click the “ Save” button to save your changes or the “ Cancel” button to return to the Indirect

Training Type menu.

Deactivating an Active Indirect Training Type

1. Click “Indirect Training Type” in the CTAS Menu.

2. Select Active.

3. Click the “ Search” button.

4. Click the “” (Deactivate) button for the type you want to deactivate.

Activating a Deactivated Indirect Training Type

1. Click “Indirect Training Type” in the CTAS Menu.

CTAS Course Management_v.1.1 Page 7 of 7

2. Select Inactive.

4. Click the “” (Activate) button for the type you want to activate.

CTAS Indirect Trainer Maintenance User Guide

CTAS Indirect Trainer Maintenance_v.1.0 Page 1 of 4

• Indirect Trainer Maintenance

• Training Location

2. Log in CTAS at https://cdp.dhs.gov/ctas.

• Log in using your FEMA SID and password. (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 prompted, review and update your account information to match your FEMA SID account information and click the “Save & Log In” button.

Indirect Trainer Maintenance

Adding a New Trainer

1. Click “ Indirect Trainer Maintenance.”

2. Click the “ Add” button.

CTAS Indirect Trainer Maintenance_v.1.0 Page 2 of 4

3. Enter the new trainer’s FEMA SID and click the “ Search” button.

4. Enter the new trainer’s information.

5. Click the “ Save” button to save the new trainer or the “ Cancel” button to return to the

Indirect Trainer Maintenance menu.

Editing or Deactivating an Existing Trainer

1. Click “ Indirect Trainer Maintenance.”

2. Enter any of the following search criteria or leave blank to see all trainers:

• FEMA SID

• Indirect Type

• Active

• First Name

• Middle Name

• Last Name

• Employer

• Employer State

CTAS Indirect Trainer Maintenance_v.1.0 Page 3 of 4

4. Click the FEMA SID of the trainer you need to edit or click the “” button to deactivate.

5. Edit the information.

6. Click the “ Save” button when your changes are complete or the “ Cancel” button to return to the Indirect Trainer Maintenance menu.

Training Location

Adding a New Training Location

1. Click “ Training Location.”

2. Click the “ Add” button.

6. Enter the new trainer location information.

7. Click the “ Save” button to save the new training location or the “ Cancel” button to return to the Indirect Trainer Maintenance menu.

Editing or Deactivating an Existing Training Location

1. Click “Training Location.”

CTAS Indirect Trainer Maintenance_v.1.0 Page 4 of 4

2. Enter any of the following search criteria or leave blank to see all training locations:

• Name

• City

• State

• Country

• View Inactive

4. Click the name of the training location you need to edit or click the “” button to deactivate.

5. Edit the information.

6. Click the “ Save” button when your changes are complete or the “ Cancel” button to return to the Indirect Trainer Maintenance menu.

FEMA SID Support User Guide

FEMA SID Support User Guide_v.3.5 Page 1 of 9

This document provides instructions on how to obtain and perform FEMA SID site support functions and processes.

Obtaining FEMA SID Site Support Permissions

1. If you do not have a FEMA SID number, create your FEMA SID account and obtain your FEMA

SID number by accessing the FEMA SID site (https://cdp.dhs.gov/femasid).

2. Once you have obtained your FEMA SID number, contact the FEMA SID System Administrator for your respective agency listed below and request support permissions.

• CDP and associated training partners:

o David Hall (david.hall@fema.dhs.gov).

o Mike Aguilar (michael.aguilar@fema.dhs.gov).

• EMI and associated training partners:

o Peter McGuckin (peter.mcguckin@fema.dhs.gov).

o Amy Beard (amy.beard@associates.fema.dhs.gov).

• NETC and associated training partners:

o Smiley White (smiley.white@fema.dhs.gov).

o Jo Ann Boyd (joann.boyd@fema.dhs.gov).

o Steve Drager (steve.drager@fema.dhs.gov)

• NFA and associated training partners:

o Juliann Frantz (juliann.frantz@fema.dhs.gov).

o Joyce Glass (joyce.glass@fema.dhs.gov)

• NTED, NDPC members and associated training partners:

o Sam Phillips (samuel.phillips@fema.dhs.gov)

3. The System Administrator will notify you and the FEMA SID Help Desk (FEMASIDHELP@cdpemail.dhs.gov) of approval.

4. When your support permissions have been assigned, an email notification will be sent to the email address you provided when you created your FEMA SID account.

5. Follow the instructions listed below based on your support level.

mailto:david.hall@fema.dhs.gov mailto:michael.aguilar@fema.dhs.gov mailto:peter.mcguckin@fema.dhs.gov mailto:amy.beard@associates.fema.dhs.gov mailto:smiley.white@fema.dhs.gov mailto:joann.boyd@fema.dhs.gov mailto:steve.drager@fema.dhs.gov mailto:juliann.frantz@fema.dhs.gov mailto:joyce.glass@fema.dhs.gov mailto:samuel.phillips@fema.dhs.gov mailto:FEMASIDHELP@cdpemail.dhs.gov

FEMA SID Support User Guide_v.3.5 Page 2 of 9

Site Support Roles and Permissions Descriptions of the available site support roles and permissions are provided in the following section. To have the appropriate role assigned to an account, an official request including the individual’s name and FEMA SID number must be submitted to FEMASIDHELP@cdpemail.dhs.gov by a FEMA Training Agency’s primary FEMA SID POC. Note: Terminology and permissions are subject to change.

1. System/Help Desk Administrator Support: Permits access to search for accounts, create accounts, edit accounts, merge accounts, activate and deactivate accounts, and reset passwords.

• This permission is assigned to FEMA SID System Administrators and Principal Help Desk staff whose primary responsibility is providing support to the FEMA SID site.

2. Registration Support: Permits access to search for accounts, view and edit account information, create complete and incomplete accounts (i.e. incomplete account does not contain information for all required fields), and submit requests to reset passwords and edit and merge accounts.

• This permission will generally be assigned to representatives from the FEMA Training

Agencies (i.e., CDP, EMI, NETC, NFA, NTED) who have been identified by their respective primary FEMA SID POC. These individuals primary responsibility are related to processing and supporting student registration and enrollment for their respective FEMA Training Agency.

3. Advanced Support: Permits access to search for accounts, view limited account information, create complete accounts, and submit requests to reset passwords, create incomplete accounts, edit accounts, and merge accounts.

• This permission in general will be assigned to representatives from various FEMA Training

Partner and Consortium Member organizations [e.g., CTOS, TEEX, CDP’s Training Academies (NYPD, LAPD)], State Administrative Agency (SAA) Training Point of Contact or “SAAs,” etc.

4. General Support: Permits access to search for accounts, view limited account information, and submit requests to reset passwords and create, edit, and merge accounts.

• This permission in general will be assigned to representatives from various FEMA Training

Partner and Consortium Member organizations [e.g., CTOS, TEEX, CDP’s Training Academies (NYPD, LAPD) etc.], SAAs, etc.

FEMA SID Support User Guide_v.3.5 Page 3 of 9

Searching for a Student (available for all support levels)

1. Click the “Help Desk” tab.

2. Choose the “Search” option.

3. In the “Search” field, enter one or a combination of the following search parameters:

• Student’s name (can be first name, last name, or full name), and/or;

• Student ID Number (If you choose to enter SID number, the other information such as name, DOB, city of birth, state of birth, email and phone number can be left blank) , and/or;

• Complete date of birth in mm/dd/yyyy format (For a more accurate search, please include one of the following: student’s name, SID, city of birth, state of birth, email, or phone number), and/or;

• City of Birth and/or State of Birth (For a more accurate search, please include one of the following: student’s name, SID, DOB, email or phone number), and/or;

• Email address (For a more accurate search, please include one of the following: student’s name, SID, DOB, city of birth, state of birth, or phone number), and/or;

• Phone number (For a more accurate search, please include one of the following: student’s name, SID, DOB, city of birth, state of birth, or email address) and/or one of the previous search parameters.

Submitting Requests for Password Reset, Creating, Merging, and Editing Accounts (available for all support levels)

1. Currently all requests must be submitted via email to FEMASIDHELP@cdpemail.dhs.gov. An automated process is in development.

Creating Accounts and Registering Students (available for System/Help Desk Administrator, Registration, and Advanced support levels)

1. Click the “Help Desk” tab.

2. Choose the “REGISTER” option.

• Under Full Legal Name:

o Enter full legal name: [First Name, Middle Name (optional), Last Name, Suffix (optional), Maiden Name (optional), and Preferred Name (optional)].

• Under Primary Contact Information:

o Enter a proper work email and phone number.

• Under Birth Information:

o Select Date of Birth. Enter full date of birth (including month, day, and full birth year, e.g., 02/10/1990).

o Select Country of Birth. Enter the city of birth.

o Select State of Birth. Enter the state of birth (this field is not available if Country of Birth is not United States).

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3. If you do not have information for all required fields and the account must be created to complete/support specific training operations:

• If you have the Registration or System/Help Desk Administrator role, check one or more of the appropriate “Save this profile…” exception checkboxes as needed.

• If you do not have the Registration or System/Help Desk Administrator role, complete and submit the request to create an account.

4. Once all required information has been entered correctly, click the “Submit” button.

Editing Accounts (available for System/Help Desk and Registration support levels)

1. Click the “Help Desk” tab.

2. Choose the “Search” option.

3. Follow the search instructions listed above.

• Click the FEMA SID number for the student to edit.

• Edit the information as needed.

• Click the Submit button to save changes.

Merging Accounts (available for System/Help Desk Administrator support level)

1. Click the “Help Desk” tab.

2. Choose the “Search” option.

3. Follow the search instructions listed above.

4. Click the “Merge” button that corresponds with the profile to be merged to or click the FEMA

SID number for the student to review the profile and verify it is the profile to be merged to then click the “Merge” button.

5. Click the checkbox of the profile(s) to merge, or search for the profiles and click the checkbox of the appropriate profile(s) to merge, then click the “Merge selected with…” button.

6. Merged accounts are automatically deactivated.

Please note: If there are multiple pages of accounts listed, be sure to click “MERGE SELECTED” before proceeding to the next page.

Activating/Deactivating Accounts (available for System/Help Desk Administrator support level)

1. An account may need to be deactivated because the account holder has retired or is no longer available to participate in training-related events.

2. Click the “Help Desk” tab.

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3. Choose the “Search” option.

4. Follow the search instructions listed above.

• Click the “Deactivate” or “Activate” button to disable or enable the corresponding profile.

• You may also click the FEMA SID number to review and verify the profile. Then click the

“Deactivate” or “Activate” button or “Back to Search” button.

Managing PIV/Password Access (available for System/Help Desk Administrator support level)

1. Click the “Help Desk” tab.

2. Choose the “Search” option.

3. Follow the search instructions listed above.

4. To enable a PIV Only user to access FEMA SID using either their FEMA SID and password or their

PIV card, click the “Allow PIV” button. The user will be designated PIV Allowed.

5. To change a PIV Allowed user back to PIV Only, click the “Require PIV” button.

6. To remove a PIV card association from the account, click the “Remove PIV” button. The user can associate the PIV card with their account again, if needed.

Responding to Student Requests for New Account Numbers (Available for System/Help Desk support level)

1. If a student submits a request for a new FEMA SID number for personal reasons, we will accommodate the request.

2. Note the student’s original FEMA SID number.

3. Create a new FEMA SID account for the student. Note the new FEMA SID number.

4. Merge the old account into the new one.

Resetting Passwords (Available for System/Help Desk support level)

1. Click the “Help Desk” tab.

2. Choose the “Search” option.

3. Follow the search instructions listed above.

• Click the “Send New Password” button of the corresponding profile.

o Or click the FEMA SID number to review the profile and verify it is the profile needing a new password.

• The student will receive an email with the new temporary password included.

Please note: If a student did not include an email in their information when registering, you will not see the “Send New Password” option. The student will need to request a reset from the Help Desk via email at femasidhelpdesk@cdpemail.dhs.gov or the toll free number 866-291- 0696.

mailto:femasidhelpdesk@cdpemail.dhs.gov

FEMA SID Support User Guide_v.3.5 Page 6 of 9

Managing Permissions (Available for System Administrator level)

1. Click the “Help Desk” tab.

2. Click “ Permissions.”

3. Enter the user’s FEMA SID and click the “Manage Permissions” button to manage his/her permissions.

4. Select or de-select the appropriate checkboxes to assign or remove permissions for the selected user:

• Activate accounts – Grants user permission to activate or deactivate a FEMA SID. Merged accounts are automatically deactivated. A deactivated account may be because that account holder has died, retired, or no longer available to participate in training related events.

• Edit profiles – Grants user (with the register students or edit profiles permissions) permission to save the account without all the required information. The absolute minimum is First and Last Name and Date of Birth. Without this permission a user cannot save (edit or create) an account without Birth City, Birth Country, Email Address, and Phone Number.

• Manage application permissions – Grants user permission to assign specific permissions for CDP applications.

• Manage permissions – Grants user permission to manage FEMA SID permissions.

• Manage site notices – Grants user permission to create and/or edit Information and Alert site messages, which are displayed across the top of FEMA SID site screens.

• Merge accounts – Grants user permission to respond to account merge requests by merging the accounts or deleting the request.

• Override profile requirements – Grants user (with the register students or edit profiles permissions) permission to create a new or edit an existing FEMA SID account:

o With missing birth city, state, and/or country;

o With missing work email and/or work phone; or o Even if a potential duplicate is found

• Register duplicate profiles – Grants user permission to register a duplicate account even if a known duplicate account exists.

• Register students – Grants user permission to create an account for someone else. This permission is only available to a small group of users.

• Request merge – Grants user permission to submit a request to merge duplicate accounts into a single account.

• Reset passwords – Grants user permission to send a password reset email to the owner of the FEMA SID account.

• Search – Grants user permission to search for student profiles using a full or partial name, email (even *@domain.com), and/or date of birth.

• Send welcome email – Grants user permission to send the initial email containing the recipients FEMA SID number. Often used in conjunction with the reset password email.

FEMA SID Support User Guide_v.3.5 Page 7 of 9

• Unlock users – Grants user permission to bypass the 30-minute waiting period and manually unlock an account. (If a user fails to log in successfully after 3 attempts within a time window their account will be locked for 30 minutes).

• Verify list – Grants user permission to validate a list of FEMA SID accounts by searching by comma or tab delimited data

• View events – Grants user permission to view the Site Event Logs.

Viewing Application Permissions (Available for System Administrator level)

1. Application permissions are requested by employee supervisors and approved by the COR.

2. Click the “Help Desk” tab.

3. Click “ User Permissions.”

4. Enter the user’s FEMA SID and click the “View Permissions” button.

5. The user’s permissions will be listed by applications. Permissions delegated for specific classes will include the class number in parentheses.

Copying User Permissions (Available for System Administrator level)

1. Application permissions are requested by employee supervisors and approved by the COR.

2. Click the “Help Desk” tab.

3. Click “ Copy User Permissions.”

4. Enter the source FEMA SID (permissions of the user you want to copy) and the destination FEMA

SID (the user you want to receive the copied permissions).

5. Click the “View Permissions” button.

6. Confirm the source and destination permissions are correct.

7. Click the “Yes” button to copy the permissions to the destination FEMA SID or click the “No” button to cancel.

Managing Permissions by Application (Available for System Administrator level)

1. Application permissions are requested by employee supervisors and approved by the COR.

2. Click the “Help Desk” tab.

3. Click “ Application Permissions.”

4. Select the desired application, enter the user’s FEMA SID, and click the “Manage Permissions” button.

5. Select the permissions you wish to add or remove individually or by using the all/none links.

6. Click the “Save Changes” button.

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FEMA SID Support User Guide_v.3.5 Page 9 of 9

Document Change History

2014.11.20 Updated format and version control added. Jeff Brooks

2015.03.17 Added Managing Permissions section with permission definitions. Jeff Brooks

2016.07.21 Added Jeff Brooks

Hold Seats App User Guide

Hold Seats App User Guide_v.1.0 Page 1 of 1

1. Log in the CDP Hold Seats App at https://cdp.dhs.gov/shared/holdseats. You may also access it via the links on Roster Management System(RMS) and Calendar Management System (CMS).

• Log in using your FEMA SID and password. (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 prompted, review and update your account information to match your FEMA SID account information and click the “Save & Log In” button.

Adding Hold Seats to a Class or Linked Classes

1. Select a class from the list or enter a class number or acronym in the search box and click the

“Find Class” button.

2. Click the “ Add Hold Seats” button.

3. Enter the number of seats to hold, select the region, and enter your comments.

4. Click the “Save” button.

https://cdp.dhs.gov/shared/holdseats

Materials Management App User Guide

Materials Management App User Guide_v.1.0 Page 1 of 2

1. Log in CTAS at https://cdp.dhs.gov/ctas.

• Log in using your FEMA SID and password. (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 prompted, review and update your account information to match your FEMA SID account information and click the “Save & Log In” button.

2. Select the Materials Management app from the CTAS Menu.

Adding New Items

1. In the Items column, click the “Item” button.

2. Enter the information in the Name and Description fields.

3. Select the desired Type for the item. Selecting Quantity will require the user to enter the number of this item requested. Selecting Yes or No will require the user to simply request the item (the number of items is predetermined).

4. To add courses to the list:

• Click the “Add Courses” button.

• Check the courses you would like to add to the list. You may use the “Select all” box to select all courses and then uncheck the courses you do not wish to include.

• Click the “Add” button.

5. Click the “Save Item” button.

Editing/Deleting an Existing Item

1. To edit an existing item:

• Click on the item you would like to edit.

• Edit the existing name, description, or type.

• Click the “Save Item” button.

2. To remove an items from a list:

• Click on the item you would like to edit.

• Click the “Remove Lists” button.

• Check the list(s) you would like to remove.

• Click the “Remove” button.

3. To add courses to the list:

• Click the “Add Courses” button.

• Check the courses you would like to add to the list. You may use the “Select all” box to select all courses and then uncheck the courses you do not wish to include.

• Click the “Add” button.

Materials Management App User Guide

Materials Management App User Guide_v.1.0 Page 2 of 2

4. To delete an item:

• Click on the item you would like to delete.

• Click the “Delete Item” button.

Adding a New List

1. In the Lists column, click the “Add List” button.

2. Enter the information in the Name and Description fields.

3. Click the “Save List” button.

4. NOTE: If a course does not have a list associated with it, all deliveries created in the

Instructor/Trainer Portal will display "no materials available" instead of the “Request Materials” button.

Editing/Deleting an Existing List

1. To edit the name and/or description of a list:

• Click on the list you would like to edit.

• Replace the existing name or description.

• Click the “Save List” button.

2. To remove items from a list:

• Click on the list you would like to edit.

• Click the “Remove Items” button.

• Check the item(s) you would like to remove.

• Click the “Remove” button.

3. To remove a course affiliation from a list:

• Click on the list you would like to edit.

• Click the “Remove Courses” button.

• Check the course(s) you would like to remove.

• Click the “Remove” button.

4. To delete a list:

• Click on the list you would like to delete.

• Click the “Delete List” button.

Priority List User Guide

Priority List User Guide_v.1.0 Page 1 of 2

1. Log in the Priority List application at https://cdp.dhs.gov/shared/priority.

• Log in using your FEMA SID and password. (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 prompted, review and update your account information to match your FEMA SID account information and click the “Save & Log In” button.

• The Priority List provides training administration staff a management tool for priority applications. Users can search for priority applications by FEMA SID, name, class number, course acronym, payment required, and created date. Search results can also be filtered by payment required.

Selecting Application Views

1. Priority list has three tabs that display applications by status:

• Priority

• Withdrawn

• Other Statuses (Priority Rescheduled, Priority Expired, Withdrawn Rescheduled, Withdrawn

Expired)

2. Click on the desired status tab to change views.

Searching for a Priority Application

1. Enter one or more of the following search criteria in the Search by field:

• FEMA SID

• Name

• Class number

• Course acronym

2. You may also:

• Select “True” or “False” from the Payment Required menu

• Enter a date range in the Created Date fields

3. Click “ Search.”

4. You may export a .csv file of the currently displayed search results by clicking “ Export Search

Results.”

Editing an Application

1. Find the desired application card and click its “Edit” button.

Priority List User Guide

Priority List User Guide_v.1.0 Page 2 of 2

2. You may add comments and change who can see comments. Click the “Save” button to save your changes.

3. You may manage the registration by clicking “Manage Registration - Change Status or Move to another class .”

Expiring an Application

1. Find the desired application card and click its “Expire” button.

2. Add required comments.

3. Click the “Save” button to expire the application.

Emailing Status Updates to Students

1. To email an individual student, click on the box in the upper right corner of the student’s card.

Click “Email Selected”

2. To email all search results displayed on the screen, click “Email all in search results.”

3. At any time, you may use the “Select all” checkbox to select all applications displayed on the screen. Then, click “Email Selected.”

Promo Code Management User Guide

Promo Code Management User Guide_v.01 Page 1 of 2

1. Log in Promo Code Management at https://cdp.dhs.gov/shared/promocodes.

• Log in using your FEMA SID and password. (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 prompted, review and update your account information to match your FEMA SID account information and click the “Save & Log In” button.

Adding/Editing a New Promo Code

1. To add a new promo code, click the “Add a Promo Code” button. Enter a unique name for the promo code.

2. To edit an existing promo code, click the “Edit” button on the desired code. The promo code name cannot be edited.

3. Complete/edit the desired fields.

• Separate multiple classes in the Referenced Training Offering field with commas, no spaces (e.g., 17R-0001 FFO,17R-0002 HOT-LE).

• The checkboxes determine application content and routing.

o The Medical Questions checkbox will display the basic medical screening questions on the application. The medical questions will also be referenced on the promo code instructions generated by the app.

o The Auto Register checkbox will route applications for this promo code directly to a ProviderRegistered status. NOTE: Use of the Requires Supervisor Approval and/or Requires SAA/TTO Approval in the promo code will add these approvals to the routing.

o The Enforce MaxFill checkbox will enforce the max fill rate for the class entered in Calendar Management System (CMS). Students will receive a “The class for this promo code is full” message once the max fill is reached.

o The Requires Supervisor Approval, Requires SAA/TTO Approval, and Requires Host Approval checkboxes will add these requirements to the default routing requirements.

• The fields in the Fees section will pre-populate the entered values in Roster Management System (RMS) and Support Roster.

• The fields in the Sponsoring Agency, Sponsoring Agency Position, Sponsoring Supervisor and Travel Information sections will prepopulate the entered values on the student’s application. Students will not be able to edit these fields on the application before submission.

4. Click “Save Promo Code” to create the new code.

https://cdp.dhs.gov/shared/promocodes

Promo Code Management User Guide

Promo Code Management User Guide_v.01 Page 2 of 2

Viewing and Distributing an Existing Promo Code

1. Locate the card for the desired promo code (you may use the Filter box at the top right to narrow your search). Click on the promo code name to view the promo code details.

2. The “Copy Link” button will copy the link to your clipboard. You may paste the link in a document or email.

3. The “ Share” button will open an email template in your email client. You may edit the email before sending. The icon on the promo code card view will also perform this action.

4. The “ Print Instructions” button will generate a PDF of the basic student instructions for applying with this promo code.

Roster Management System (RMS) User Guide

Roster Management System User Guide_v.2.3 Page 1 of 12

General Overview The Roster Management System (RMS) application provides CDP Training and Training Support staff a simple class management tool for Resident Training (R), Non-Resident Training (N), Non-Resident Academy (NA) and Indirect Training (I) classes. RMS provides each training host the capability to approve TRS applications and register students for their classes, as well as accommodate late additions.

The app allows the host and instructors to capture class attendance, verify completion of class requirements, and print class certificates. CDP staff will conduct the final quality assurance of the roster by assigning the appropriate designation to each student (i.e., Graduated, LOA-Academic, LOA- Administrative).

Getting Started

1. Log in to RMS at https://cdp.dhs.gov/shared/roster.

• Log in using your FEMA SID and password. (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 prompted, review and update your account information to match your FEMA SID account information and click the “Save & Log In” button.

2. The layout of this user guide follows a chronological process for all users. The respective users are identified in parentheses in each section heading.

Screen views in RMS are permission based. Instructors, hosts, and Student Services have unique features that will not appear to users with different permissions.

3. The current version of this user guide may be downloaded from RMS by using the User Guide link in the user name drop-down menu at the top right of the screen.

Distributing Instructions to Hosts (TRAINING PROVIDERS)

1. When you receive notification that your class has been published to the CDP Calendar

Management System (CMS), log in to the CDP Training Calendar at https://cdp.dhs.gov/calendar. Hosts will be able to access their instructions directly from the class roster. Hosts will only have access to the classes which they are designated to host in CMS.

2. Locate the desired class on the training calendar.

3. Click on the class number and then click on the “details” link to open the class details.

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

Roster Management System User Guide_v.2.3 Page 2 of 12

4. Review to ensure that all class information (e.g., dates, location, host, and instructors) is correct.

If any changes or updates are needed, they should be made before distributing instructions to the host.

5. Any host staff (designees) that will facilitate onsite registration support must be added to the class on the calendar prior to the class delivery to grant them access to the class in RMS.

6. Click the “roster” link to open the roster for this class. You may also log in to RMS (https://cdp.dhs.gov/shared/roster) and enter the class number in the “Enter Class Number” box and click the “Find a class” button.

7. Click on the “Host Instructions” link to download the host instructions PDF.

8. Save a copy of the host instructions PDF to your computer. In order to ensure that the links work correctly, you must attach this PDF file to your email instructions. If you attempt to copy and paste these instructions instead, the links will not work.

9. Create an email to distribute the class information and instructions to the host. Be sure to clearly direct the host to the PDF attachment. The email should include the following class information:

• RMS URL (https://cdp.dhs.gov/shared/roster)

• Course name

• Class number

• Class dates

• Registration deadline, if applicable

10. Attach the host instructions PDF to your email.

NOTE: DO NOT copy and paste these instructions in the text of your email. If you do, the class-specific links in the PDF will not work.

11. Send the email.

Distributing Preregistration Instructions to Students (TRAINING

PROVIDERS, HOSTS)

1. Students should be strongly encouraged to preregister for all training. Preregistration and host approval prior to the class delivery reduces the number of host approvals required on the day of training and saves precious instructional time for the students and instructors.

2. Open the host instructions PDF you received from the Training Provider. These preregistration instructions are class-specific and should never be reused for another class.

https://cdp.dhs.gov/shared/roster

Roster Management System User Guide_v.2.3 Page 3 of 12

NOTE: Onsite or “day of” registration facilitated by hosts and instructors should use the “Apply Now” feature in RMS only. See the “Assisting Students with Onsite (or “Day of”) Registration” instructions on page 6.

3. Copy (Ctrl+c) the class number provided in the host instructions.

4. Log in to the CDP Class Roster App (https://cdp.dhs.gov/shared/roster).

5. Paste (Ctrl+v) the copied class number in the box and click “Find Roster.”

6. Click on the “Student Instructions” link to download the student instructions PDF.

7. Save a copy of the student instructions PDF to your computer.

8. Create an invitation email to distribute class information and instructions to prospective students. Be sure to clearly direct the students to the PDF attachment. At a minimum, the email should include the following class information:

• Course name

• Class number

• Class dates

• Registration deadline, if applicable

9. Attach the student instructions PDF to the host email.

10. Send the email.

Approving or Rejecting Student Applications (TRAINING PROVIDERS, HOSTS)

1. Hosts will received daily email reminders when they have applications pending review.