Welcome To The Intern Management System (IMS)

1. Welcome To The Intern Management System (IMS) New District KTIP Coordinator Training

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5. Modules • New District Coordinator Main Page • Create COEs • View TEs • Review, check status and submit RTTs and RTIYs • Confirmation of Employment (COE) • Create, edit and view COEs • View Teacher Educator assignments • Resource Teacher Timesheet (RTT) • Review, check status and submit timesheets to EPSB • Record of Teacher Internship Year (RTIY) • Review, check status and submit Final Report to EPSB

6. COE – Create COE • Step 1 - Intern Information • Click on “Create COE” • Enter SSN of the intern and click “Get Intern Info” • An error will appear if the SSN is not in the database or the intern does not have the proper credentials. • If the intern is found with the proper credentials, the intern’s name and address information will be populated automatically. • Review & Update intern’s demographic information • Select the school to which the intern will be assigned • Your district is pre-selected and the school list is based upon your district • The school you select will determine the available principals for the committee • Select the semester of internship • Aug-May will be pre-selected • Enter the beginning date of the internship • Format must be MM/DD/YYYY • Click “Save and Continue” to save this information and go to the next step or click “Save & Exit” to save this page and leave the system

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10. COE – Create COE • Step 2 – Assign Committee • Enter the SSN of the resource teacher for this internship. • The resource teacher must have KTIP training. • Select the principal for this internship from the dropdown list. • The principal list is generated by the school you selected on the Intern Information page. • If the principal you want to assign isn’t listed, have your LEAD coordinator, human resource director/designee assign the role in the District Role Manager application. • Click “Validate and Assign Committee” • This will check to see if the Resource Teacher is trained and create the committee assignment. • If the committee is valid, the members will be displayed with their role. • If you have the assignments you want, click “Save and Continue” to go to the next step or “Save and Exit” to leave the system. • If you want to assign different committee members, simply enter new committee members and click “Validate and Assign Committee” again. • Review data for accuracy • Click “Save and Continue”

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13. COE – Create COE • Step 3 – Job Information • Enter job information by selecting from the drop down menus • New feature – select Teacher or Speech Pathologist from the list • Click the “Insert Above Data” button to make the job assignment • To add another assignment, repeat this process. All assignments will be listed in a table beneath the “Insert Above Data” button • To remove an assignment, click the “Remove” link under the LEAD Course Information: • To edit an assignment, click the “Edit” link under the LEAD Course Information: • If you have the assignment you want, click “Save and Continue” to go to the next step or “Save and Exit” to leave the system

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16. COE – Create COE • Step 4 – Review COE • Click on the COE to view • The COE will open Adobe Reader in a new window. To return to the Review COE page, simply close the COE window • You must have Adobe Reader installed to view the COE. If the COE does not open, contact your technology support staff to verify you have a current version of Adobe Reader configured to work with your web browser • To submit the COE to EPSB for approval, click the “Submit to EPSB for Approval” button • You will receive the message “The COE has been submitted to EPSB for Approval”

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19. COE – View/Edit COE • COEs are grouped by status • Incomplete (started by district, but not submitted to EPSB) • Pending (submitted to EPSB, but not approved) • Approved (approved by EPSB) • Denied (denied by EPSB) • Resigned (approved, but then resigned)

21. RTT - Status • Resource Teachers listed alphabetically with status indicated • Where available, click a function: • View – opens the timesheet in a new window • Reject – returns timesheet to RT for edits and generates an email to the RT with concerns • Submit to EPSB – sends timesheet to EPSB

22. RTIY - Status • Select an intern • View status of each report • Where available, click a function: • View – opens the report in a new window • Submit to EPSB – submits interim or final report to EPSB

23. Professional Learning and Assessment (PLA) KTIP Contacts Sherri Henley – sherri.henley@ky.gov Sharon Salsman – sharon.salsman@ky.gov Phone: (502)-564-4606 Toll free: 1-888-598-7667 www.epsb.ky.gov