FLORIDA DEPARTMENT OF EDUCATION
JIM HORNE
Commissioner of Education
STATE BOARD OF EDUCATION
F. PHILIP HANDY,
Chairman
T. WILLARD FAIR,
Vice Chairman
Members
SALLY BRADSHAW
LINDA J. EADS, ED.D.
CHARLES PATRICK GARCÍA
JULIA L. JOHNSON
WILLIAM L. PROCTOR, PH.D.
May 23, 2003
TO:
School District Superintendents
School District Certification Contacts
FROM:
Beverly
Gregory
SUBJECT:
Bureau of Educator Certification Improvement Updates
This memorandum is sent to relate exciting update information about the technology system and
process improvements in the Bureau of Educator Certification. As you know, the Bureau has a
comprehensive multi-phase project underway to greatly improve the services and timeliness of
the services provided to you, our partners, and to all customers and applicants. Hopefully, it is
already evident to you the improvements that have been completed and implemented. Many of
these changes are the direct result of the information that you have provided and the needs that
you as users of the system helped to identify. The target date for full completion of all
improvements culminating in a major reengineering of the system is December 31, 2003.
Your continued support and cooperation are greatly appreciated. It is hoped that you will begin
to see even greater improved services during the next several months.
/bg
BEVERLY GREGORY
Chief, Bureau of Educator Certification
325 W. GAINES STREET • SUITE 201 • TALLAHASSEE, FL 32399-0400 • (850) 488-6159 • www.fldoe.org
Bureau Systems Improvement Updates
Increased Bureau Staffing
An evaluation of work volume and allocated staffing indicated the need for additional
positions. Commissioner Horne and Dr. Larry Wood, the Chief Operating Officer, have
approved the transfer of two Program Specialist positions into the evaluation section.
Also, on a temporary basis, to help address the current backlog, 4 OPS Program
Specialists have been authorized through December 31, 2003. It is hoped these
additional positions will help greatly reduce the processing time for complete
applications.
Florida Teacher Certification Examination Scores
Passing scores earned July 1, 2002, and thereafter on the Florida Teacher Certification
Examinations (FTCE) tests: subject area tests, general knowledge test, and the
professional education test, are now transmitted electronically to the Bureau of Educator
Certification in Tallahassee. It is no longer required that an official hard copy score
report be submitted to Tallahassee for scores earned after July 1, 2002. However, it is
necessary that official score reports be submitted for all certification scores earned prior
to July 1, 2002.
Viewing Outgoing Bureau Correspondence on Database
Six school districts have been participating in a pilot project for viewing outgoing
correspondence from the Bureau. The districts are: Miami-Dade, Orange, Lee, Leon,
Seminole, and Duval. The initial results and comments are very positive. It is
anticipated by the end of June when software upgrades have been completed and capacity
has been increased for image retrieval, that additional districts will be granted access.
There is a phase-in schedule for granting access to all districts by end of summer. Stay
tuned for further contact regarding your district’s opportunity for access.
On-line Application Upgrades
Approval has been granted for acceptance of application fee payment by credit card for
on-line applicants. The final authorization steps are being completed and the technical
programming changes are underway. The target date is summer 2003.
Electronic Submission of Forms
Work is also underway for receipt of fingerprint reports electronically via the FDLE for
instructional employees in school districts. In addition, system changes are being
implemented for transmission of other required forms submitted by school districts
including issue requests. The target date for completion is June 30, 2003.
Web Page Upgrades
The Bureau web page is being redesigned for clarity and simplification of information
and navigation. A component will be added that will provide a real-time online secure
application interface for applicants to verify the status of an application and certificate(s).
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Request for District Assistance:
Complete Applications
One of the most critical components of the success of the redesign of the system and
greater operations efficiency is the receipt of complete application forms and packages
from applicants. The recycling of applications over and over as each item is received
greatly reduces efficiency and adds many delays in making an eligibility decision.
Therefore, the most important reminder that we have for you is: complete applications
reduce processing time by eliminating rework and rescheduling. We can process more
files and faster whenever files are complete.
Please help us here in the Bureau receive complete applications via the on-line process or
hard copies submitted through your office. Please remind applicants to provide copies of
out-of-state certificates and official transcripts at the time of application. Applicants need
to be told of the negative consequences of not getting all required information and
documents in to this office. The negative consequence is delays in processing and a
much longer time line for eligibility determination and certificate issuance.
Priority Processing
As explained in detail at the fall FASPA meeting and provided later in the slides sent by
electronic mail to you, we ask that you help identify all district employees and applicants
in the hiring process for which certificates are needed.
As a reminder, priority
processing for complete applications will be given upon request as follows:
1. Automatic
Priority
Completed applications are processed in less than 30 days of receipt of the cleared
fingerprint report and issue request form or release of a hold from PPS/EPC.
2.
Email Jean Morgan – Send SS# and Request Priority Processing
•
Files that were not complete when fingerprint reports and issue requests were
received but now, after you have reviewed the database, all required documents
have been received.
•
Complete applications for additions for teachers who are out-of-field or must
meet NCLB requirements.
•
Complete applications for Educational Leadership for administrator pool
candidates.
•
Any other priority need for a certificate or information for your employees.
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