Attachment_8 _CTAS_User_Guides.pdf

Training Delivery Services

Attachment 8

CTAS User Guides

Calendar Management System App User Guide

Calendar Management System User Guide_v.2.4 Page 1 of 15

General Overview The CDP Calendar Management 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 Calendar Management System at https://cdp.dhs.gov/shared/calendar using your FEMA SID number and password.

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).

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

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Adding a Preset Offering to the Calendar

1. Select the week you would like to add an offering using the “FY:” and “Week:” drop-down menus.

2. Click “ Edit” on the top menu. 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.

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3. Click on the “Select a Preset…” drop-down menu.

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4. Select the desired preset from the menu. Your new offering will be added at the bottom of the list.

5. Click on an offering to access the “Edit Offering” menu. The menu defaults to the “”(Offering Information) tab. The “Edit Offering” menu can be accessed at any time by clicking on the desired offering.

6. You may move the offering up or down in the offering list by clicking on the desired offering and using Ctrl+ to move the selected offering up in the order or Ctrl+ to move it down.

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7. Click the “Save” button to add to the calendar.

8. Users with appropriate permissions may publish the class to CTAS using the “Publish Offering to CTAS” button.

9. You may add additional offerings following the same process or begin to edit this offering using the Edit Offering menu.

Editing a Class Offering

1. Click “ Edit” on the top menu.

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

3. Click the “” (Offering Information) tab.

• Name: You may enter a new name and save this offering without changing the preset.

• Start Day: Select the correct start day.

• Status: If needed, select Canceled or Removed.

• Arrival and Departure: Select the correct Arrival and

Departure Dates (i.e., Arrive, B/B, or TBD). Non-Resident, Indirect, and Online classes only.

• Note: Include any necessary comments. You may use the hashtags provided in the Using Hashtags section to designate the offering as needed.

• Click “Save” (Ctrl+S) to save your changes.

• Click another tab or “ Close” when you have completed your changes.

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4. Click the “”(Classes) tab.

• Class#: Enter the class number. Non-Resident and Indirect

Training classes will use the class number as a promo code.

When the class is published in CTAS, a hyperlink to the class roster will be added to the calendar view.

• Name: A valid class name must be entered.

• Catalog #: The correct catalog number for the class must be entered.

• Training Provider: Select the correct Provider.

• Training Type: Select the correct Training Type (i.e., Resident, Non-Resident, Indirect, Mission Readiness, Partnership, Online, Conference, or Other).

• Click “- More Options -“ to add the appropriate delivery flag to the offering.

• Click “Save” (Ctrl+S) to save your changes.

• Click another tab or “ Close” when you have completed your changes.

• Additional classes may be added to this offering by clicking the “” icon.

5. Click the “” (Add Ons) tab.

• Add a description (e.g., CTF) to the offering.

• Enter the description in the Name field and select the correct Day using the drop-down menu.

• Additional Add Ons may be added to the offering by clicking the “” icon.

• Click “Save” (Ctrl+S) to save your changes.

Calendar Management System User Guide_v.2.4 Page 7 of 15

6. Click the “” (Student Numbers/Fill Rates) tab.

• The Student Numbers and Fill Rates fields will typically be filled from the preset.

• Non-Resident, Indirect, and Online training will only use the Fill Rates.

• In some Non-Resident, Indirect, and Online training classes, Student Numbers and Fill Rates may be edited on the calendar.

• Click “Save” (Ctrl+S) to save your changes. Click “ Close” if you have completed your changes.

7. Click the “” (POC Information) tab.

• NOTE: This icon will not appear for Resident Training classes.

• Complete the Name, FEMA SID, and Email fields. NOTE: A

FEMA SID must be included for each POC who requires access to the roster for this offering.

• Click the ““ icon to add additional contacts (e.g., host staff, instructors). Be sure to include everyone who requires access to the roster for this class.

• Selecting Type “Host” will give host staff permission to approve applications. Selecting Type “Instructor” will give instructors permission to enter class requirements data (i.e., attendance and met requirements checkboxes).

• Click “Save” (Ctrl+S) to save your changes.

• Click another tab or “ Close” when you have completed your changes.

8. Click the “” (Location Information) tab.

• NOTE: This icon will not appear for Resident Training classes.

• Complete the Address, City, State, and Zip fields.

• Non-resident classes must include city and state.

• Click “Save” (Ctrl+S) to save your changes.

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9. To save this offering on the calendar, click the “Save” button. Be sure to save your changes frequently.

10. When the offering is final, users with appropriate permissions may publish the class to CTAS using the “Publish Offering to CTAS” button.

10. To delete this offering from the calendar, click “ Delete Offering” on the “Edit Offering” menu or use the “Delete” key.

Editing, Creating, and Deleting Presets (Admin Only)

1. Click the Options drop-down menu. If you have appropriate permissions, a “Manage Presets” option will appear.

2. Click “Manage Presets.”

3. The Preset Management Menu will be displayed.

4. To edit an existing preset:

• Click on the desired preset to open it for editing.

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• Make any desired changes.

• Click “ Save Preset” to save your changes.

5. To create a new preset:

• Click on “ New Preset.”

• Enter a new, unique name for the offering and enter the offering information. Be sure to follow the appropriate naming convention.

• Click “ Save Preset” to save the new preset.

6. To delete a preset:

• Click on the preset you wish to delete.

• Click “ Delete Preset.”

7. Click “ Back to the Calendar” to return to the Calendar view.

Calendar Management System User Guide_v.2.4 Page 10 of 15

Viewing/Printing a Class Roster or Class Schedule

1. Click on the hyperlink for the desired offering.

2. A selection box will appear. Click the “Class Roster” button to view the class roster or the “Class Schedule” button to view the class schedule.

3. A copy of the class roster (shown below) or class schedule will open in a new browser window.

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4. You may print a copy of the roster or schedule using the application’s print function.

Using the Filter and Other View Features

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 training delivery type. Users may check only the training types they wish to be displayed on the screen. A filter notification message appears on the bottom of the screen. If all of the boxes are unchecked, “Filter: Off” will appear in red at the bottom of the screen.

• All training types:

• Filter Resident Training:

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Options Menu

1. The “Options” drop-down menu allows you to print the calendar, manage presets, publish the calendar to the Web, and manage the information displayed below the weekly offering totals.

• Clicking “Print” will print the current calendar view (i.e., Week, Year, Quarter 1, Quarter 2, Quarter 3, Quarter 4).

• Clicking “Manage Presets” (Admin only) will open the Preset Management Menu (see the Editing, Creating, and Deleting Presets section).

• Clicking “Export to the Web” (Admin only) will publish the current version to the website.

(This feature is currently unavailable).

• Checking the “Show Student Numbers” box will display the projected number of students followed by the actual number registered in parentheses for each offering.

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• Checking the “Show Notes” box will display the contents of the notes field for each offering.

The weekly offering totals will still be displayed.

FY, Week, and View Menus

1. The “FY:” drop-down menu allows you to select the fiscal year of the calendar view.

2. The “Week:” drop-down menu allows you to select the training week of the calendar view.

3. The “View:” drop-down menu allows you manage the calendar view by training week, quarter, or year.

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Using Hashtags The app utilizes several special hashtags which may be used in the notes field. These hashtags and their functions are listed in the table below.

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

#[Class Name]nocert Removes certifications for the class.

#draft Marks the offering as DRAFT.

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

#fed Marks the offering as federal delivery.

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

#nocert Removes all certifications for the offering.

#nolodge Removes lodging numbers automatically pulled from CTAS for classes not using lodging (e.g., Mission Readiness).

#noprint Keeps the offering from being printed.

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

Using Keyboard Shortcuts The app has several convenient keyboard shortcuts, which have been referenced in context throughout this user guide when applicable.

Selects the first offering in the week. If an offering is selected then the offering below it will be selected.

Selects the last offering in the week. If an offering is selected then the offering above it will be selected.

Loads the previous week unless an offering is selected then it will move the selected offering back a day.

loads the next week unless an offering is selected then it will move the selected offering forward a day.

Ctrl+ Moves the selected offering down in order (Allows you to reorder the offerings).

Ctrl+ Moves the selected offering up in order (Allows you to reorder the offerings).

Ctrl+Delete Deletes all the offerings on the week.

Ctrl+S Saves the current week.

Delete Key Deletes the selected offering.

Esc Deselects the selected offering.

F1 Shows the offering information section in the Edit Offering panel.

F2 Shows the Classes section in the Edit Offering Panel.

F3 Shows the Add-ons section in the Edit Offering Panel.

F4 Shows the Student Numbers/Fill Rates section in the Edit Offering Panel.

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.2.4 Page 15 of 15

• 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

Instructor Portal User Guide

Instructor Portal User Guide_v.1.4 Page 1 of 8

Getting Started

1. Access and log in to Instructor Portal at https://cdp.dhs.gov/instructors using your FEMA SID number and password.

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).

4. Once you have obtained your FEMA SID number, password and permissions, access and log in to Instructor Portal at https://cdp.dhs.gov/instructors.

Confirming/Declining Classes and Modules (Instructors/Admins)

1. Click the “My Assignments” tab on the left side of the portal. Your current assignments (pending and confirmed) will appear by class.

https://cdp.dhs.gov/instructors mailto:femasidhelp@cdpemail.dhs.gov https://cdp.dhs.gov/instructors

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2. Click the drop-down arrow for the class you would like to view.

3. You may confirm or decline an assignment by class or by individual module. Clicking the “Confirm Class” or “Decline Class” button will confirm or deny all modules for this class.

4. Your current status (Confirmed, Declined) will appear above the individual buttons for each module.

5. If you have been designated as the lead instructor for a module, “*You are the lead instructor for this module” will appear at the bottom of that assignment.

Viewing/Editing My Availability (Instructors/Admins)

1. Click the “My Availability” tab on the left side of the portal. The current month calendar and date selector menu will appear.

2. You may use the date selector to set availability for a selected date range.

• Select by days, weekdays, or weekends using the drop-down menu.

• Select the desired “from” and “to” dates using the date picker drop-down menu.

• Set the selected dates to Available, Not Available, or Call using the “and set them to” drop-down menu.

• Click the “Update” button.

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3. All of the selected days will be marked accordingly.

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4. You may also click on individual days to toggle between Available, Unavailable, and Call status.

Individual day changes are automatically saved.

Viewing/Printing My Reports (Instructors)

1. Click the “My Reports” tab on the left side of the portal.

2. Select the desired report drop-down menu. (Note: Instructor reports may also be accessed via the CTAS Reports App).

3. Select the desired report drop-down to view options.

• Course by Instructor:

o Enter Start Date and End Date.

o Click the “View Courses” button.

• Instructor Availability:

o Enter Start Date and End Date.

o Click the “Submit Query” button.

• Instructor Schedule:

o Enter Class Number and select Training Type.

o Click the “View Courses” button.

• Student Schedule o Enter Class Number and select Class Type.

o Click the “View Student Schedule” button.

4. Use the PDF viewer’s menu to print or save your report.

Instructor Portal User Guide_v.1.4 Page 5 of 8

Viewing/Printing Reports for Other Instructors (Admins)

1. Click the “My Reports” tab on the left side of the portal.

2. Click the “Reports for Other Instructors” link to access the CTAS Reports menu.

3. Select the desired report from the Instructor Scheduling drop-down menu.

Viewing My Qualifications (Instructors)

1. Click the “My Qualifications” tab on the left side of the portal.

2. Use the scroll bar to navigate the Assigned to Instructor window. To search for a specific qualification, enter all or part of a qualification in the search window and click the “Go” button.

Adding/Editing Instructor Qualifications (Admins)

1. Enter the desired instructor’s FEMA SID in the FEMA SID search at the top of the page and click the “Go” button.

2. Click the “My Qualifications” tab on the left side of the portal.

3. To view the qualifications currently assigned to this instructor, use the scroll bar to navigate the list in the Assigned to Instructor window.

4. To assign new qualifications to this instructor:

• Click “ Add Qualifications.”

• Enter all or part of the qualification name in the Search window and click the “Go” button.

• Select the desired qualification(s) in the Available window by clicking the checkbox beside each qualification you would like to assign to this instructor. You may also click the select all checkbox at the top of the list.

• Select the correct instructor type for each qualification or use the instructor type drop-down at the top of the list to change them all.

• Click the “Add to Instructor” button.

• A green confirmation message will appear at the top of the screen.

5. To edit the instructor type for a qualification:

• Locate the desired qualification in the Available window.

• Use the drop-down menu to select the new type.

• Click the button to save your changes.

6. Click All to clear your search and return to the list of assigned qualifications.

Accessing the Instructor Library

1. Click the “Instructor Library” tab on the left side of the portal.

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2. Open or download the desired Instructor Guide by clicking on the filename.

Updating My Personal Information (Instructors/Admins)

1. Click the Update My Information (Update this Instructor) tab.

• Instructors may add/edit the following instructor information:

o Race o Phone o Email o Job Title o Citizenship o Gender

• Admins may add/edit the following instructor information:

o Instructor Type o Department o Social Security Number o Needs Lodging o Lodging Comments o Training Provider (each training provider button serves as its “Active” button)

• Instructors and Admins may add/edit the following employer information:

o Employer Name o Street Address o City o State o Zip

2. Click the “Save” button to complete your changes.

3. All users may update their FEMA SID profile or change their password by clicking the update my

FEMA SID profile or change my password link.

Adding a New Instructor (Admins)

1. To add a new instructor by name:

• Enter all or part of the instructor’s name in the search box at the top of the page.

• Find the desired instructor in the Search Results.

• Click the desired instructor’s Add Account link to create a new account. Any instructors returned in the search who already have an account will be marked with a .

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2. To add a new instructor by FEMA SID, click the “Add a New Instructor” tab on the left side of the portal.

3. Complete the Instructor and Employer Information fields.

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4. Click the “Add Account” button to complete your changes.

Who to Contact

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

Roster Management System (RMS) User Guide

Roster Management System User Guide_v.1.12 Page 1 of 24

General Overview The Roster Management System (RMS) application provides CDP Training and Training Support staff a simple class management tool for Non-Resident Training (NRT) 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.

Distributing Instructions to Hosts (TRAINING PROVIDER)

1. When you receive notification that your class has been published to the CDP Training Calendar, log in to the CDP Training Calendar at https://cdp.dhs.gov/calendar.

2. Locate the desired class on the training calendar.

3. Confirm that the class number and 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.

4. 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 RMS.

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

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5. Click the class hyperlink to open the roster for this class. When prompted, click the “Class Roster” button.

You may also log in to RMS (https://cdp.dhs.gov/shared/roster) and enter the class number in the “Full Class Number” box and click the “Find Roster” button.

If you choose to type in the class number, it must be entered exactly as it presented on the calendar. RMS will only recognize class numbers in the correct format (spaces and hyphens matter). For example, 158889AL24FFO will not be recognized by RMS, but 15-8889 AL24FFO will.

6. Download the host instructions PDF by clicking on the link provided in the green box.

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

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

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• Registration deadline, if applicable

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

10. Send the email.

Distributing Preregistration Instructions to Students (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.

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 10.

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. Generate a copy of the student instructions PDF by clicking on the link provided in the green box.

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

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• Registration deadline, if applicable

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

10. Send the email.

Approving or Rejecting Student Applications (HOSTS)

1. Hosts will received daily email reminders when they have applications pending review. To approve or reject your applications, access the desired class directly via the calendar, or log in to RMS at https://cdp.dhs.gov/shared/roster.

2. In RMS, enter the full class number and click “Find Roster.” To avoid errors, we recommend you copy and paste the full class number from the host instructions you received from the Training Provider. If you choose to manually enter the class number, it must be entered exactly as it was issued by the Training Provider. RMS will only recognize class numbers that are an exact match (spaces and hyphens matter). For example, 158889AL24FFO and 15-8889 AL24FF0 will not be recognized by the RMS, but 15-8889 AL24FFO will.

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3. The roster for the selected class will appear. If you would like a different class, click the “Select a different class” link.

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4. Click the “ Approve” button for each student you would like to register. These students will be moved to the roster. The student will be moved from Application status to the class roster. A light green confirmation message will appear to confirm the student has been registered in the class.

5. Repeat this process to approve additional applications.

6. Click the “ Reject” button for each student you do not want to register in the class. Enter the reason the application was rejected in the comment box and click the “ Reject” button to remove the application from the list.

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7. Continue to monitor RMS for new applications pending host approval up to and including the class delivery date(s). On the first day of class, the host (or designee) should approve any remaining applications, as well as “day of” registrations. Instructors will only issue certificates to students who have been approved by the host (or designee) in RMS.

8. If there are still students in the Application section (“Pending Host Approval” status) on the first day of class, instructors will check the “Attended” box for each student. Approval and registration is a host function and will not affect the student attendance records entered by instructors.

9. Withdrawn and Priority students will appear in a separate section at the bottom of the roster.

Withdrawing a Class Registration (STUDENT SERVICES)

1. If you need to withdraw a student from the roster, click the “ Change” button in the desired student’s Status column.

2. Select “Administrative Withdraw” from the drop-down menu.

3. Enter a brief comment explaining why the student was withdrawn. Click the “Update” button.

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4. The student will be moved to the Withdrawn and Priority list. Repeat this process to withdraw additional students.

5. If necessary, the student(s) can be added to the roster again:

• Click the “ Change” button in the desired student’s Status column.

• Select “Register” from the drop-down menu.

• Click the “Update” button.

Sending Additional Information to Students (HOSTS)

1. To send an email to all students, click the “Email All Students” link. The email will display the email address attached to your FEMA SID account as the “From:” address.

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2. Add your custom subject line and information in the email body. The class number (highlighted below) will be automatically included in the subject line.

3. Click the “Send” button when you are finished.

Printing Class Rosters (TRAINING PROVIDERS/HOSTS/INSTRUCTORS)

1. In the roster view, click the “ Printable” button.

2. A printable view of the class roster will appear on the screen. The printable view will include any marked checkboxes.

3. Click the “ Print” button to print a copy of the roster.

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Preparing for the Class (INSTRUCTORS)

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

2. Enter the full class number and click “Find Roster.” To avoid errors, we recommend you copy and paste the full class number you received from the Training Provider. If you choose to manually enter the class number, it must be entered exactly as it was issued by the host. RMS will only recognize class numbers that are an exact match (spaces and hyphens matter). For example, 158889AL24FFO and 15-8889 AL24FF0 will not be recognized by RMS, but 15-8889 AL24FFO will.

3. For your convenience, an Instructor Quick Reference Guide is available on each class roster.

Click the Instructor Quick Reference Link inside the green box to download and/or print a copy prior to each class. The Quick References have instructions to help you with class administrative tasks on site and should be considered a supplement to this user guide, not a replacement.

Assisting Students with Onsite Registration (HOSTS/INSTRUCTORS)

1. If students are unable to apply using a personal device, hosts and instructors will use the “Apply

Now” feature on RMS to allow students to register from a host or instructor computer. The “Apply Now” feature is the only application method that students should be allowed to use to apply for the class on a host or instructor computer during onsite (or “day of”) registration.

Registration using RMS should only be conducted on host or instructor computers. Hosts and instructor should never log on to RMS using a student’s computer, tablet, or smartphone.

2. Hosts/Instructors should log in to RMS at https://cdp.dhs.gov/shared/roster.

3. Enter the full class number and click “Find Roster.” To avoid errors, we recommend you copy and paste the full class number you received from the Training Provider. If you choose to manually enter the class number, it must be entered exactly as it was issued by the Host. RMS will only recognize class numbers that are an exact match (spaces and hyphens matter). For example, 158889AL24FFO and 15-8889 AL24FF0 will not be recognized by RMS, but 15-8889 AL24FFO will.

• In order to use the “Apply Now” feature on RMS, students must have a valid FEMA SID and password. If a student needs a FEMA SID number, needs to retrieve a FEMA SID number, or reset a password, he/she will need to access the FEMA SID site (https://cdp.dhs.gov/femasid) before applying. Students must know the answers to their security questions to reset their password via the website.

NOTE: Students will not be able to access the FEMA SID site on the host or instructor computer while the host or instructor is logged in to RMS.

To avoid delays, you may:

o Have these students access the FEMA SID site from another device, if available.

o Allow students who have the required information to apply first. Then, the host or instructor can log out of RMS to allow access to the FEMA SID site.

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

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• Students who need password resets but do not know the answers to their security questions should:

o Call the help desk (866-291-0696) instead of using the “Reset your password” link.

o Inform the help desk they attempting to register for a non-resident class at the training site and need to reset their password but do not know the answers to their security questions.

o Provide their FEMA SID and date of birth.

o Confirm the email address the password reset email should be sent to or provide a new email address they can access at the site.

o NOTE: New passwords WILL NOT be given out over the phone.

4. Click the “Apply Now” button.

5. An onsite application screen will appear. Once this screen is accessed, the host (or designee) or instructor may allow students to apply, one at a time, from this computer.

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6. The student will need to enter his/her FEMA SID and password to open an application.

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7. The student will complete the application, check the affirmation box, and digitally sign by entering his/her name and FEMA SID in the designated fields. Click “Submit Application Now.”

8. After student clicks the “Submit Application Now” button, he/she will be returned to the onsite application screen. An “Application submitted successfully” message will appear in a green box.

9. The next student may apply following the same process.

10. The host or instructor may return to the roster view at any time by using the “ Back to…” link at the top of the page.

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Entering Attendance and Class Requirements (INSTRUCTORS)

1. Instructors are not responsible for approving applications or managing student registration status – only capturing attendance and class requirements.

2. You may have students in the class who are still in “Application” status. Treat these students the same as those who are already on the roster. Instructors will check the “Attended” box for each student as soon as possible – regardless of status.

• Instructor verification of attendance allows Student Services to approve these registrations if the Host is unavailable.

• Host or Student Services approval will move the student from “Application” status to the class roster; it will not change the checkboxes you have marked.

3. Instructors will mark the “Attended” checkbox for every student who attends all or part of the class. Always remember to click the “Save” button after making any attendance updates.

• At the conclusion of the class, instructors will mark the “Met Requirements” checkbox for each student who has successfully completed all class requirements (e.g., attendance, Roster Management System User Guide_v.1.12 Page 16 of 24 tests). If a student’s status changes you may uncheck any box prior to marking the class complete.

4. Click the “Save” button to update the roster’s attendance and requirements status.

Editing Names on Certificates (STUDENT SERVICES)

1. Instructors will only issue certificates to students on the class roster (students who have been approved by the host). Pending host approval, students who are still in Application status when the class is marked complete will be able to download certificates from the Student Portal after the class is graduated (approximately 30 days).

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2. Student Services may change/edit the names on certificates for students registered in the class by clicking the “Change Names on Certificates” link.

3. A new editable class roster will appear. You may highlight and change/edit the Name on Certificate field for each student. Click the “Done” button to save your changes and return to the class roster or click the “Cancel” button to return to the class roster with no changes.

4. All changes will be reflected in the certificates generated by the “Download all:” and individual certificate links on the class roster.

Printing Certificates (INSTRUCTORS/HOSTS/STUDENT SERVICES)

1. Instructors will only issue certificates to students on the class roster (students who have been approved by the host). Pending host approval, students who are still in Application status when the class is marked complete will be able to download certificates from the Student Portal after the class is graduated (approximately 30 days).

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2. You may download and print certificates for any student on the class roster at any time during the class. Individual certificates may be downloaded and printed by clicking the certificate link beside each name or by using the “Download all certificates” buttons.

3. If you print a certificate for a student in advance and the student has not completed all class requirements at the end of the class, do not issue the certificate to the student. Any unissued certificates should be shredded or disposed of properly.

Completing Classes (INSTRUCTORS)

1. When you have finalized all of your class requirement entries (attendance and class requirements checkboxes), click the “Save” button. NOTE: You may still have students who are still in Application status. Ensure that the correct checkboxes are marked for these students before completing the class. The host and Student Services will approve these students and determine their status based on these checkboxes.

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2. Click the “Class Complete” button to finalize the class. Clicking this button will generate an email notifying CDP Student Services the class is complete.

Quality Assurance (CDP STUDENT SERVICES)

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

2. Enter the full class number and click “Find Roster.”

3. Coordinate the approval of any pending applications with the host. Hosts may choose to reject students with pending applications who have neither checkbox marked. If a student with a pending application has only the attended checkbox marked, the host may choose to approve the application and change the status to LOA. Students who have both checkboxes marked may be approved for the class and included in the QA process prior to graduating the class.

4. Once all applications have been reviewed, move to the Class Roster section to review each student’s requirements checkboxes.

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5. Click the “ Change” button to edit each student’s status appropriately based on the requirements checkboxes (e.g., Graduated, LOA-Academic, LOA-Administrative, Administrative Withdrawal).

6. Click “Edit and QA this registration” to compare the Registration Record and Application Record.

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7. Make any necessary corrections. Click “Save and Verify Data Entry” to save and sign off on this QA step.

8. Click the ““ icon to move to the next record or ““ to move to the previous record. Clicking the ““ icon will return to the Class Roster.

9. Each record will indicate the user who verified it by FEMA SID.

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Final QA/Graduating Classes (CDP STUDENT SERVICES)

1. When QA1 has been completed for a class, open the roster for the class. (NOTE: Any paper applications will be entered in CTAS. QA and Graduation for paper applications will also be performed in CTAS).

2. Scroll to Graduate and Complete the Class section at the bottom of the page.

3. Enter the curriculum version taught. Test averages will be added in CTAS at a later date.

4. Click the “Graduate and Complete Class” button. This will:

• Change all students with a status of Registered to a status of graduated.

• Mark the class as complete and lock it down for data entry.

• Generate the appropriate certificates in CTAS and make them available on the Student

Portal.

Additional Class Status Information

1. The Class Roster App also displays the following information as it is entered in the Class Roster and/or CTAS:

• Instructor Schedule Status (e.g., Finalized, Post)

• Archived

• Pre-Test Average

• Post-Test Average

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• Retest Pending

• Federal Delivery

• ICE Delivery

• Partnership Delivery

• Tribal Delivery

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).

CDP Training Applicant Quick Start Guide Before You Apply

1. In order to apply for training, students must have a FEMA SID number.

• If you need a FEMA SID number, go to: https://cdp.dhs.gov/FEMASID/ and click “Register for FEMA

SID” or click “Forgot FEMA SID?” if you have forgotten your FEMA SID.

2. Log in to the CDP Student Portal (https://cdp.dhs.gov/students). Accessing the Student Portal using a

FEMA SID provides a single access point for all CDP students to:

• Apply for training;

• View easy-to-navigate lists of pending applications, upcoming training, and past training;

• Retrieve student, class, and travel documents;

• Complete required medical documents;

• Reprint certificates; and

• Retrieve unofficial transcripts.

If You Need to Search for CDP Training

1. Click on the “ Course Catalog” button to search by Program or the “ Training Calendar” button to search by Date.

2. Find the class you would like to attend.

3. Click the “ Apply Online” button. (If prompted, enter your FEMA SID and password).

4. Fill out the online application.

If You Received a Promo Code or Link

1. On the Student Portal, 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.

2. If you received a registration link for a course via email, click on the link to begin the application process.

Filling Out the Application

1. Carefully complete the application. Your application will not submit if you have omitted required fields.

2. If you submit an application with an incorrect jurisdiction, processing of your application will be delayed.

Please confirm your jurisdiction with your agency supervisor before submitting your application (a definition of each jurisdiction is available at https://cdp.dhs.gov/training/resident).

3. If your application requires a supervisor email, be sure to use a frequently-checked address. Let him/her know they will be receiving a request for approval.

4. You may save at any point and complete later by opening the application from the Student Portal.

What Happens After I Submit My Application?

1. Your application will go through one or more stages of approval and review – depending on the type of training. You will be notified via e-mail when your application begins this progress.

2. You can track your application status on the CDP Student Portal under Active Applications.

Questions?

1. See the TRS Frequently Asked Questions page: https://cdp.dhs.gov/faq.

2. A step-by-step TRS Applicant User Guide is available at http://cdp.dhs.gov/pdf/applicant-user-guide.pdf.

3. For CDP training, student services, and related administrative issues, contact the respective CDP

Regional Training Coordinator.

4. 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).

CDP Training Applicant Quick Start Guide_v.4.1 https://cdp.dhs.gov/FEMASID/ https://cdp.dhs.gov/students https://cdp.dhs.gov/training/resident https://cdp.dhs.gov/faq http://cdp.dhs.gov/pdf/applicant-user-guide.pdf

CDP Student Applicant User Guide

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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.

• Monitor application status via any web-enabled device.

• 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) is the starting point for all CDP training. The Portal 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

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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 Need Specific Instructions for Your Jurisdiction…

1. Click on the “How do I apply for training?” link to access specific instructions for:

• Local, state, tribal, or territorial students;

• Federal students; and

• International and private sector students.

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

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2. Click on the appropriate jurisdiction to view details.

3. If you are uncertain, please confirm your jurisdiction with your sponsoring agency supervisor before submitting your application. Definitions of the jurisdictions are available at https://cdp.dhs.gov/training/resident.

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 Online” button. (If prompted, enter your FEMA SID and password).

4. Skip to the “Completing a Student Application” section on Page 6.

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.

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

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3. An application for the designated class will open.

4. Skip to the “Completing a Student Application” section on Page 6. 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.

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.

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3. Skip to the “Completing a Student Application” section on Page 6.

Selecting Training on the CDP Website

1. At any time, you may search the Resident Training section by Date, Program, Discipline, or Track.

(NOTE: If you are using Internet Explorer as your browser, you must have Version 8 or later installed to register online).

2. Select the course you wish to attend by clicking on the course name.

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3. If the course is available during a week you would like to attend, click the “ Apply Online” button. If you are not already logged in, you will be prompted to enter your FEMA SID and password. Once you have entered your FEMA SID and password, click “ Apply Online.”

4. You will see the registration screen displayed below:

5. Continue to the “Completing a Student Application” section.

Completing a Student Application

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

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2. Select your first, second, and third class date choices, if available. (NOTE: There are no date selections for promo codes).

3. 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).

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4. 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.

• 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…