GENERAL  What is the Ohio Professional Registry? The Registry is an online professional development tool for Ohio’s early childhood and afterschool professionals. The Registry allows you to track your experience, education, credentials and training as you advance in your career.  Who should use the Ohio Professional Registry? The Registry has a wide variety of potential uses and is open to anyone whose work supports the early childhood and afterschool fields in the state of Ohio. Signing up is free and easy. Professionals working in a Step Up To Quality rated program must be a part of the Registry. A Registry profile is also required for instructors and trainers in the field who would like special approvals for their training sessions (i.e. Step Up To Quality, ODE Approved PD, or ODH Help Me Grow).  How can I sign up for the Ohio Professional Registry? You may sign up for the Registry on our website: login.occrra.org. Simply click the blue “Create a Profile” button above the login box. Fill in the requested information. The system will send you an email with your Registry login information, and a link you will use to set your own password.  What is the Career Pathways Model? The Career Pathways Model integrates the many ways early childhood and afterschool professionals gain knowledge and skills in their field. The model assigns points for formal education, training, credentials and work experience in early childhood and afterschool settings. The Registry uses the Career Pathways Model to calculate a total score based on the information entered and verified in your Registry profile. The Career Pathways model was revised and updated in 2011.  Who manages the Ohio Professional Registry? The Registry is managed by the Ohio Child Care Resource and Referral Association (OCCRRA). OCCRRA provides staff, development, and other resources for the Registry. OCCRRA’s website also hosts the Registry. More information about OCCRRA can be found at www.occrra.org.

REGISTRY PROFILE  What is an OPIN? Your OPIN is your eight-digit Ohio Professional Identification Number. You are automatically assigned an OPIN when you sign up for your Registry profile. This number is unique to you but contains none of your personal information. Your OPIN is sent to you in your initial welcome email and is displayed at the top of each page of your profile once you are logged in. If you wish, you may use your OPIN instead of your username to log into your profile – the two are interchangeable. The OPIN does not serve as your password.

 What is a Unique ID? The Unique ID was the old system for identifying individual users in the Registry. It has been replaced by the OPIN system. If you are asked to provide your Unique ID, simply provide your OPIN instead.  Who enters information in my Registry profile? Users enter their own information into their Registry profiles. Your Registry profile belongs to you and is for your own professional use and benefit.  How do I enter information in my Registry profile? Log in at login.occrra.org with your username and password. Choose “Registry Profile” from the “Now Viewing” dropdown (located on the blue menu on the left). The blue menu will display different sections of your profile (Basic Education, Advanced Education, Employment, etc.). Click on the section you would like to add to or edit. Each section will have an “Add new record” button. Simply click this button, fill in the information, and click the “Save this record” button. Add a new record for each training you wish to enter, each college you have attended, each place of employment, and so on.  What information should I enter in my Registry profile? How much information you enter in your Registry profile is up to you, and may depend on what you are using the Registry for. If you are trying to add to your Career Pathways score, it is a good idea to make sure you have entered all of your education information, any credentials you currently hold, and a full and accurate employment history. In addition to education, credentials, and employment, professionals in Step Up To Quality programs should be sure their specialized training information from the preceding two years is entered (if you have taken these trainings through the online training registration system, you will not need to manually enter them). You may also enter any other trainings you wish to record in your profile, including health and safety training such as First Aid and CPR. Please note that only trainings for which you have appropriate documentation will be verified, and trainings older than two years will likely take longer to be verified.  What is my Career Pathways level? Your Career Pathways level is shown at the top of your Registry profile page, next to your name. Please keep in mind that the Career Pathways level is based only on your verified points. If much of your information is not yet verified, your Career Pathways level will likely increase as we review your documentation.  How do I print out my profile? A printer-friendly version of your profile is available on your Registry profile page. Simply click the “Print PDF” button just below your personal information. If you are having trouble printing the PDF, make sure you have the most recent version of Adobe Reader downloaded and installed on your computer. To learn more about Adobe Reader or download the most recent version, go to login.occrra.org and click “Having Difficulties?” at the bottom of the page.

TECHNOLOGY  What if I don’t have a computer? If you do not have access to a computer at home or at work, we suggest contacting your local public library. Most libraries have computers with Internet access that you may use for free. If you are unfamiliar with computers, a librarian might also be able to help you get started.  What if I don’t have an email address? There are a wide variety of free, web-based email addresses available. A “web-based” email address means that you should be able to access your email from any computer that is connected to Internet – at home, work, a friend’s house, or the library. Two of the common providers of these email addresses are Google’s Gmail (mail.google.com) or Microsoft’s Hotmail (www.hotmail.com). It should only take a couple of minutes to set up your new email account.  How do I get my login information on the Registry? Once you sign up, a welcome email is sent to the email address you provided. This email contains your OPIN and Registry username, which we assign to you. Below your username will be a link that says “Click here to set your password,” which you must click to complete the creation of your account. When you have done so, enter your chosen password twice and click “Save.” You should now be able to log into your profile.  What should I do if I didn’t get my login email? If you did not receive your login email, please do not attempt to create a new account. Make sure you check your junk mail or spam folders in your email. If you have set your email account to automatically delete spam as soon as you receive it, you will need to change these settings. If you are still having trouble, the “Forgot username/OPIN” link on login.occrra.org will help you retrieve your account and request a new login email be sent to you. The system will show a portion of the email address that it has on file for you. If this address is incorrect or you no longer have access to it, contact Registry staff for further assistance.  What should I do if I forgot my username and/or password? Go to login.occrra.org and click the “Forgot username/OPIN?” or “Forgot password?” link inside the login box. If you have forgotten both, choose “Forgot username/OPIN?” and enter the requested information. The system may ask security questions to allow you reset your password from the website, or it will send you an email allowing you to reset your password.  What should I do if I can’t log in or the system says the username/password I am using are incorrect? If your username and password are not working, try the following:  Double-check your username and password. Passwords must match exactly what was set, including capital and lowercase letters.  Make sure your keyboard’s Caps Lock is not on, and that you are entering your username and password with no errors.  Try resetting your password using the “Forgot password” link on login.occrra.org.

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If you continue to have problems logging in, you may need to clear your cookies or use a different web browser. Click the “Having Difficulties?” link on the very bottom of the page on login.occrra.org for more information.

 I got a pop-up saying I’m using an unsupported browser. What does that mean? This means you are using an Internet browser other than the most recent versions of Internet Explorer, Mozilla Firefox, or Google Chrome. You may experience loss of functionality on our website until downloading a supported browser. Links to the supported browsers appear in the pop-up, or you may click the “Having Difficulties?” link at the bottom of the page for assistance.  What is the recommended Internet browser for use with the Registry? Mozilla Firefox is the recommended Internet browser for use with the Registry website. It is a free browser that is easily available for download. Although Internet Explorer is also supported by the website, Mozilla Firefox users tend to have a better overall experience on our website. To learn more about Mozilla Firefox or to download it, visit www.firefox.com. The link is also available on login.occrra.org, after clicking “Having Difficulties?” on the very bottom of the page.

ONLINE TRAINING REGISTRATION (PDTRACK)  What does the Registry’s training search do? The Registry’s training search allows users to search and sign up for early childhood and afterschool trainings being given across the state, directly from the OCCRRA website.  Where do I go to access trainings? Go to login.occrra.org and click “Search for trainings” next to the login box, or click the orange “Training search” button on the top right side of the page. You will be shown a disclaimer at the beginning of each session, which you will need to agree to. Then you can use the search functions to find the training you’re interested in. You do not need to be logged in to search and view available trainings, but you will need to log in to register for trainings.  What kinds of trainings are available for registration? Trainings sponsored by local resource and referral agencies are available for registration on the website. This includes trainings sponsored by: YWCA Child Care Resource and Referral, Child Care Resource Center, Starting Point, Child Care Connection, COAD Child Care Resource Network, 4C…For Children, Action for Children, and Child Care Choices. Some trainings from multiple state agencies, such as Ohio Department of Job and Family Services, are also available for online registration.  How do I find a specific training on the website? The basic search option is a good place to start. This allows you to search the trainings by date range, title, or county – or some combination of these. You may narrow your search results by searching a smaller date range, or with a specific county selected. You may search without a training title or use a keyword if you don’t know the exact name of the training you are looking for.

 How do I sign up for a training? If you see a training you would like to register for, click the blue “More Information” button on the far right. Double-check the information provided to be sure you are signing up for the training you want. Then click “Register me for this training.” If you are not already signed into your Registry profile, you will be asked for your username and password to complete the registration process. When you are successfully registered, you will receive an on-screen notification as well as a confirmation email.  What should I do if the training I want to take is full? If a training is full, this will be displayed on the results page. If the training has a standby list available, you can put yourself on it by clicking the “More Information” button on the far right, and then click “Training full, join standby list.” You will receive a confirmation email upon joining the standby list. If a space for you opens in this training, you will also be notified by email. If you have questions about the standby list or if a standby list is not available, you may contact the sponsoring agency.  What should I do if the training registration deadline has passed? Sponsoring agencies may enter an online registration deadline for their trainings. If the registration deadline has passed, this information will be highlighted on your results page. You may call the sponsoring agency for details and ask if it is possible to sign up another way. Registry staff at OCCRRA cannot change the registration deadline or sign you up for the training.  How do I cancel my training registration? To cancel your registration for a training, log into your Registry profile, then choose “Training: PDTrack” from the blue menu on the left. This will show all the trainings you are registered for. Click the ST number of the training you wish to cancel, then choose “Click here to cancel your registration.”  Why was I given a number beginning with “ST” for registration? Some trainings may only be open to some registrants. If this is the case, the training will not be displayed publicly and can only accept registrants who have the correct Training ID number. A training ID number will include the letters “ST” and be followed by eight digits (i.e. ST12345678). If you are given a Training ID number by the sponsoring agency, go to the training search page and choose “Register by Training ID” (below the basic and advanced search options. Enter the number you were given, click “Find,” and then click “Register.”  Are the trainings I register for added to my Registry profile? Yes, these trainings will be automatically entered into your Registry profile when you register online. If you track your professional development, this saves you the time needed to enter training information manually.  How will the trainings I register for be verified? These trainings are verified on the Registry by the trainer or sponsoring agency, based on the attendance information. You do not need to send your in-service forms to us for verification. If you have questions about the verification of these trainings, please contact the sponsoring agency.

VERIFICATION  What information needs to be verified? In order to count in your total Career Pathways Level, your education, training, and credential information must be verified by Registry staff. 

How do I submit verification documents? Documents may either be copied and submitted by mail or scanned and submitted as an attachment to an email. In both cases, be sure that each set of documents: o Contains a completed File Submission Cover Sheet (available below the login box on login.occrra.org) o Corresponds to records that have been entered in the professional’s online Registry profile o Is arranged in the following order: Education records; credentials; training records, sorted by date with the most recent date on top and the oldest on the bottom. Mail records to: o OCCRRA – Registry, 2760 Airport Dr. Suite 160, Columbus, OH 43219 o Please do not send originals of your documents – they will not be returned. o Documents should be attached by binder clips or paper clips, not stapled. Email records to: o [email protected] o Please scan and send documents in .tif or .pdf file format if possible. Other file types may be incompatible with our document management system. o If you are submitting documents for more than one professional, please create a separate attachment file for each person. We do not accept faxed documents for verification. The quality of faxed documents is poor, which can negatively affect the speed and accuracy of your verifications, and prevents us from scanning and storing your records for future reference.

 What do I need to submit for verification? Detailed guidelines are available in the “Required Documentation for Verification” PDF, available for download at login.occrra.org. However, the following documents are generally what we request for verification: o For basic education, a copy of a high school diploma or GED o For advanced education, a copy of an official transcript showing coursework and degrees earned (if you have attended multiple institutions, please submit an official transcript from each – transferred hours cannot be counted) o For training information, a copy of a completed ODJFS or ODE in-service form o For credentials, a copy of the face of your credential  How do I know if my information has been verified? When you log in and view your Registry Profile, you should see a summary of your scoring information, showing verified and unverified point totals. Below the scoring section, you will see a list of the information that has been entered in your profile so far, broken down by

categories. On the far right will be icons corresponding to the verification status of each piece of information. The legend for these icons is on the bottom of the page. Registry staff will send an email auto-notification whenever your documents have been reviewed and updated. The email will be sent to the address listed in your profile, so be sure to keep your contact information up-to-date.  Why isn’t my information verified? Often, information is not verified simply because we have not received documents from you or because we have not yet reviewed the documents you sent. If a document you submitted did not meet our requirements, we will inform you in an email. Information that cannot be verified is welcome to stay in your profile as record of your accomplishments, but will not count into your total Career Pathways Level.  Why weren’t my transferred college hours verified? If you have attended multiple institutions, an official transcript from each is necessary for verification of all your credit hours. We only verify coursework and degrees completed at the institution that is issuing the transcript. Because colleges and universities often accept only a fraction of your total credits when transferring, submitting separate transcripts from each school will help you earn the maximum number of points on Career Pathways.  Why were my credit hours verified but not my degree? The transcript you submitted may not have listed the completion of your degree. The official transcript must list the degree awarded and the date of the degree in order for your degree to be verified. The transcript must also list the major field of study in order for that major to be verified. A copy of a diploma is not sufficient to verify an advanced education degree (a diploma is only acceptable at the high school level). If you submit a copy of an official transcript that lacks degree information, we will generally verify your coursework, but your advanced education record will be listed as “No Degree” until we receive an updated transcript.  Why were some of my related coursework records not verified? The related coursework section awards extra points for advanced education coursework that is specifically related to working in the early childhood and afterschool profession. To qualify as “related,” courses must have specific application to the care and education of children age birth through fourteen years, as well as a concentration in one or more of the following approved subject areas: o o o o o o o o o o o

Growth and development of children Assessment and Instructional Methods Content Specific Courses that directly support instruction Children with special needs Developmentally appropriate equipment and classroom arrangement Working with parents and families Nutrition Community health, pediatrics or social services resources for children and families Planning child care, recreational, or educational programs and activities for children Developmentally appropriate child guidance and management techniques Administration of child care, educational and recreational activities

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Ethics and professionalism in child care National child care standards as published by American Academy of Pediatrics

Courses that are more general or address the entire lifespan are typically not considered “related” and would not be eligible for the extra points. If you feel that a course does meet the above criteria, but this is not apparent from the information on your transcript, you may submit a course description and/or course syllabus for review.  What do I do if I have international education documents? International education documents should be evaluated by an international education and credential evaluation service. A copy of this evaluation should be sent to the Registry for verification. For secondary education (e.g. high school level), the evaluation can simply state the equivalency of your education level in the United States. If your program is licensed through the state and your licensing agent has accepted your documents as proof of completion of high school, we can also accept a copy of the employee record chart filled out by the licensing agent. For post-secondary education, the evaluation should list how many quarter/semester hours your coursework is equivalent to in the United States, and what your degree (if any) would be equal to in the United States. There are many credential evaluation services available to choose from. The National Association of Credential Evaluation Services (NACES) monitors the standards and practices of its members, so these member agencies may be a good place to start. A list of NACES members can be found here: http://www.naces.org/members.htm. Some colleges and universities also provide evaluation services. You may contact the registrar’s office of your local college or university to inquire about this possibility.  What is the typical turnaround time for verification? The speed of verification depends on a variety of factors, especially prioritizations set by Step Up To Quality for programs with visits in the upcoming 90 days. For this reason, there is not a standard turnaround time for verification. Not all profile information is necessarily verified at the same time. Education and credential documents are prioritized above training information; the most recent two years of training is prioritized above older trainings.  Who determines the guidelines for verification? Requirements for verification are aligned with state childcare licensing requirements, and are set with guidance from the Registry Advisory Committee.  What is an “accredited” college or university? In order to be verified, the college or university you attended must be accredited by an agency recognized by the United States Department of Education. Accreditation organizations verify that certain standards and practices are being followed at the college or university and help

ensure the equivalency of course credits and degrees awarded at different institutions. Accreditation status is determined using the following resources: o o o o

United States Department of Education, Office of Post Secondary Education http://www.ope.ed.gov/accreditation Council for Higher Education Accreditation - http://www.chea.org/search/search.asp Accrediting Institute for Independent Colleges and Schools - http://www.acics.org/ Distance Education and Training Council - http://www.detc.org/accred.html

STEP UP TO QUALITY  What does the Registry have to do with Step Up To Quality? The Registry partners with the Step Up To Quality program to help verify staff qualifications at Step Up To Quality rated programs. Several benchmarks for Step Up To Quality can be met with a certain Career Pathways level. For more information, visit www.stepuptoquality.org.  Do I have to have a Registry profile if I work for a Step Up To Quality rated program? Administrators, lead, and assistant teachers at Step Up To Quality rated programs (or programs that will be applying for a rating) must have Registry profiles. Please check with your Step Up To Quality Licensing Specialist to determine any specific requirements for your program.  How should I prepare my Registry profile for a Step Up To Quality verification visit? In the months leading up to your program’s Step Up To Quality verification visit, you should make any necessary changes or additions to your profile. It is especially important to make sure your contact information and employment history are up-to-date. Add any new education, training, and credentialing records to your profile, then submit the supporting documentation for us to verify. Education information must be verified in the Registry prior to your Step Up To Quality verification visit. Please contact us if you have questions about your verifications, so that they can be resolved well before your visit.  I am a director. How can I use the Registry to get ready for my Step Up To Quality verification visit? For directors, the DIP (Director Information Portal) is a great tool to use in preparation for a visit. The DIP allows directors to view basic information for all staff members and to edit their hire dates, position titles, and age groups. From the DIP, directors can mark employees who have left the program. The DIP also provides program reports showing the Career Pathways and education levels for all staff, as well as the past two years of specialized training information for each staff member. These are the same reports that the Step Up To Quality Licensing Specialists will review prior to the visit. See the Director Information Portal section for more information about how to apply.

 How long before our Step Up To Quality visit should we send in documents for verification? To ensure that there are no scheduling difficulties in the verification process, it is best to submit verification documents from your program at least four months prior to the date of your expected visit. Education and credential documents should be your first priority when submitting. Documents sent in after your expected visit date will typically be filed until your next annual visit is scheduled.  Where should I direct questions about the Step Up To Quality application, specialized training, PD plans, curriculum, or other Step Up To Quality requirements? For questions about Step Up To Quality requirements, you should visit www.stepuptoquality.org and use the guidance document, “Who to Call” list, and other resources. For further information, contact your Step Up To Quality Licensing Specialist.

DIRECTOR INFORMATION PORTAL  What is the Director Information Portal? If you are the director of a childcare program, the DIP allows you to manage your program’s Registry information from one central, convenient location – your own Registry profile.  What can I do from the Director Information Portal? With the DIP, you can: o See which employees have profiles in the Registry. o Enter termination dates for employees who have left your program. o Edit hire dates, position titles, and age groups so they are accurate and up-to-date. o View and print reports showing staff’s completed Step Up to Quality trainings or ODJFS required trainings such as First Aid, CPR, Communicable Diseases, and Child Abuse Prevention. o Count on the security of your program’s information. Access to the Director Information Portal is password-protected, granted only to the administrator listed on the current license, and must be renewed every six months.  Who can gain access to the Director Information Portal? Only an administrator listed on the ODJFS license for that program can access the Director Information Portal. At this time, the Director Information Portal can only grant access to one administrator at a time from each program. If your center has more than one administrator, you may want to designate one person to manage the DIP.  How do I apply for the Director Information Portal? To apply for the DIP, go to login.occrra.org and click “Apply for the Director Information Portal” in the login box. Then enter your Registry username and password, along with your center license number, and click “Submit.”

 Why did I receive an “Oops!” or error message when I applied for the Director Information Portal? There are a few reasons why your request may have encountered problems. The message will specify one of the following reasons: o You do not have an education record verified in your Registry profile. A verified education record (high school level or college/university) is required to access the DIP. If you have not yet submitted education records, please send us a copy of your high school diploma/GED or a copy of an official transcript from a college or university you attended. Please send it to the attention of “Director Information Portal access.” If you have already submitted your education records but they are not yet verified, please contact the Registry for assistance. o

You have not listed yourself as the administrator of your program in your Employment section. To edit this, log into your Registry profile, go to your Employment section, and make sure you have entered an employment record with your six-digit ODJFS license number, a valid hire date, and no termination date. Then be sure to choose “Administrator” from the job title drop-down menu, and save the change.

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The system could not find your name listed as an administrator in the ODJFS licensing database. This could be because the name in your profile is slightly different from the name on the license, because there is another administrator on the license who shows up first in the ODJFS database, or, if you are a new administrator, because ODJFS has not updated the licensing information yet. Your name will be put into a queue for us to manually approve, which should happen within a day or two. If you are a new administrator, we may ask you to fax us a copy of the new license. Please feel free to contact us with any questions.

 Where do I find the Director Information Portal now that I’ve been approved? Once you are approved, you will access your Director Information Portal by logging in with your username and password on login.occrra.org. Then choose “Director Portal” from the Now Viewing drop-down menu on the left. This will open the landing page of the Director Portal, as well as adding your Director menu options on the left.