Intern Management System

District Coordinator

Modules

• New District Coordinator Main Page– Create COEs– View TEs– Status/view/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

New District Coordinator Main Page• Select a task or a status list

– Create COE takes you to a blank Intern Information page

– View COEs, View RTTs & View RTIYs gives you a list by intern or resource teacher for your district

COE – Create COE• Step 1 - Intern Information

– 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 name and address– 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 & Go On” to save this information and go to the next step or

click “Save & Exit” to save this page and leave the system

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 district staff assign the role in

the District Role Manager application or contact Michelle Sutherland at KDE to have the role assigned. If KDE assigns the role, you won’t be able to make the assignment until the next day when KDE’s data is copied to EPSB.

– Click “Validate 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 Go On” 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 Committee” again

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 next to that assignment

– To generate the COE, click the “Generate COE” button– To save without generating the COE, click the “Save and Exit”

button to log out or click on the “Index” link at the top to return to the District Coordinator main page

COE – Create COE

• Step 4 – Review COE– Click on the COE to view it

• 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, click the “Submit COE” button– To edit the information for this COE, click the “Edit COE” button– To save this COE and begin work on a new COE, click “Save &

Begin New COE”

COE – View/Edit COE

• COEs are grouped by status– Incomplete (started, 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)

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 and email to the RT with concerns– Submit to EPSB – sends timesheet to EPSB

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