CONTINUING EDUCATION PROVIDER

COURSE COMPLETION ROSTER DATA ENTRY

OPERATIONS MANUAL

OPERATIONS MANUAL

OVERVIEW

 

 

BACKGROUND

 

In keeping with the Texas Department of Licensing and Regulation (TDLR) vision, mission and philosophy, TDLR has developed a new computer program for the entry of Continuing Education (CE) course completion documentation to benefit CE providers and licensees.  On-line data entry makes the CE providers’ course completion documentation more efficient: faster, easier, and more accurate. The new program permits providers to sign on through an on-line web page, record licensee numbers, verify licensee names, post course completion rosters, and receive confirmation for these posted rosters.  This system also automatically transfers course completion records to the licensee database, so they can verify their continuing education records sooner.

 

 

USING THE OPERATIONS MANUAL

 

All screens have the same format: the standard TDLR heading, the site name “Continuing Education Completion Reporting Site” in blue, followed by instructions in green.  NOTE: The first screen instructs “Do not use the BACK button at any time while on this site.”  The BACK button refers to the browser button located on the upper left of your screen.  If you click on the BACK button, you will exit the program, delete all the data entered, and you will be required to start over.

 

Please follow the instructions on each screen.  This is especially important when you are entering license numbers.  Be sure to use the TAB key to move from field to field not the ENTER or RETURN key.  If you use the ENTER key instead of the TAB key, you will send the current screen to be verified instead of moving to the next field

 

Double-check your printed student roster entries with those found on the screen. This is the easiest place to make any corrections and to ensure you are issuing CE credit to the right person.  You may wish to validate the student license numbers using the TDLR web site prior to releasing the students from the class.

 

At the end of the process you will click FINISHED.  You will be returned a copy of the roster in the order in which you entered it.  Print this list and check it against your printed student roster.

 

You will receive e-mail confirmation that your roster was posted.  This e-mail will contain provider number, course number, date, roster number with a listing of the licensee numbers and licensee names in license number order.  It is important to keep this e-mail confirmation with your course records.  Furthermore, you may need to refer to the roster number in case of an error or omission. The roster number is required to add a licensee to this course.  The automated e-mail will be sent to the e-mail address on file with TDLR.  If you need to change your e-mail address, please send your request along with your provider name and number to ce@tdlr.texas.gov .

OPERATIONS MANUAL

 

SIGN-ON

 

Enter your provider registration number.

 

Enter your PIN, found on the middle left corner of your TDLR provider registration certificate.

 

Click CONTINUE.

 

 

NEW or EXISTING ROSTER

 

Select Enter a New Roster to enter a new roster. Select Add to an Existing Roster to post additional students to a roster that was previously entered.

 

To add names to a roster that has been previously submitted to TDLR, you will need to enter the roster number located on the confirmation e-mail you received following your roster submittal.   The e-mail confirmation that your roster was posted contains provider number, course number, date, licensee numbers, licensee names, and the roster number. 

 

You will be placed into that roster and you may continue to add additional license numbers by clicking on ADD MORE STUDENTS.  Skip the course information process shown below.

 

 

ENTER THE COURSE INFORMATION

 

Enter the TDLR assigned course number.

 

Click NEXT.

 

Enter the course completion date: MM/DD/YYYY format; use the slashes (example: 05/02/2005).

 

Click the appropriate course Delivery Method.  If the same course is given on the same date using different delivery methods, different locations or in two or more different sessions at the same location, you will enter a separate roster for each.

 

If the delivery method is CLASSROOM, you will be asked to enter the five digit zip code of the location where the course was held.

 

Click VERIFY and double-check your information.

 

 

ENTER THE STUDENT INFORMATION

 

Type the License Number of each student that attended your course beginning with the first field on the page and TAB to continue from field to field.  Please note you should use the TAB key and not the ENTER or RETURN key to move from field to field.  If you notice you have entered a license number incorrectly, you may re-enter the correct license number in place of the incorrect number.

 

Once you have entered all the students in your class (or filled up a page), click VERIFY.  Check to make sure the license numbers you entered match the names of the licensees shown on the screen.  If a name does not match the student that attended your course, edit the license number and click VERIFY again to lookup the new license number entered.  You may check license numbers using the TDLR web site www.tdlr.texas.gov/LicenseSearch/  and enter the appropriate information to inquire on the person in question. If you cannot determine the correct license number for a student, enter zero for that line and click VERIFY. The entry will be removed from the roster. You will need to determine the correct TLDR license number for the student and add it to this roster at another time.

 

Once you have entered all of the student license numbers for this course and verified them click FINISHED. You will be returned a listing of the data you entered in the order you entered it. Print this listing and check it with your roster. If any information is incorrect click MODIFY; if you need to add additional license numbers click ADD MORE STUDENTS; if everything is correct click POST.

 

The posting process may take a few minutes.

 

Once the roster is posted to the TDLR database, you may add additional courses by clicking MORE COURSES or you may SIGN OFF.

 

 

E-MAIL CONFIRMATION

 

You will be notified by e-mail that your roster was accepted and posted to the TDLR database.  Keep this e-mail record with your printed roster. The roster number will be required to make any changes to this roster. This roster may also be required when TDLR audits the provider.