Program Approval FAQ

Each district/college will have one primary CTE contact who is that district/college’s ‘power user.’ They will be able to set up all of their colleagues’ log-ins and determine what type of access they should have. The power user will have access to all modules within the system; currently only program approval is live, so you will see additional modules released in the coming months. The district/college’s power user will be able to assign whether the users should be able to submit programs, modify programs but not submit, or have read-only access to programs.

New user accounts will receive an automated notification email from a “noreply” address with your log-in information for how to enter Coloradocte.com. Your user name is your work email – hurrah! The first time you log-in might be a little wonky, so please don’t give up.

DO NOT SHARE YOUR LOG-IN PASSWORD. Do you realize that if you share your log-in you are liable for any actions taken by your user account? Think about it, once we have all of the modules housed in the system–if you can access program approvals, Perkins grant funding, CTA funding, etc. through your log-in, then whoever you share the password with will be able to, too!

If you did not receive an automatic notification email with log-in information, you can still go to the website and click the forgot password link to receive a verification code to reset your password.

We’ve also noticed that if your browser has a setting on to “Block third party cookies” then you will have issues with your log-in attempts. So, for initial troubleshooting, do check this setting to make sure it is off. We’ve noticed the site works better in Chrome and Firefox, not as well in Safari.

When you log on (especially for the first time), sometimes you might be directed to a 404 error page. Click on any link (the home link on that error, the CTE logo, or the menu at the top right) and that should take you out of it.

If you are still having issues, you can submit a technical assistance request via this form.

  1. Primary Program Managers can
    • Submit programs for review to Colorado CTE
    • Create new programs for the schools they are associated with in universal contacts
    • Edit all program steps within the application process
  2. Limited Program Managers can
    • Edit existing programs for the schools they are associated with in universal contacts
    • Edit most program steps within the application process
      • They cannot create a Program of Study
  3. Program Read only can
    • View programs, no edit capabilities

When you created the user, did you toggle ‘This user requires a login’ to green?

When you created the user, did you attach them to your district/college? If you forgot to, let us know and we will link them up–then you’ll be able to edit their information/permissions at any time.

Did you assign them a permission? If you weren’t sure what permissions they should be assigned, check out the question above.

Still having issues? Check out some of the log-in fixes above. If all else fails, you can submit issues via this form. Thank you for your patience as we work out the kinks.

Here are two initial orientation webinars—more support resources are listed on the ColoradoCTE Trainings page and will continue to be updated there.

Secondary orientation Recording password: rYarBse5

Postsecondary orientation Recording password: xWnjhBU4

You will be able to submit new programs (middle, secondary, postsecondary) specific to your schools’ level. Postsecondary institutions will also be able to revise or renew their current programs. You’ll see a lot of similarities to the legacy system, but you’ll also see some new features like pre-loaded middle and secondary course lists from which you can select, document uploads within the program approval, and Program of Study ‘friending’!!! We are excited that it has a lot of great features already, but you will certainly find that there will be bugs and some functionality is incomplete. But, we wanted to get this out to you as soon as we thought there was adequate functionality, and we will continue build upon the application in the coming months.

If you have a program-specific question (which course should I use? What should I include in a specific text box? Is this document okay to upload?), please reach out to that program area’s Program Director. Please check our ColoradoCTE.com trainings page for upcoming support sessions that we will continue to roll out.

We recommend that you first address programs that you will be referring to for Perkins spending purposes for the upcoming academic year. If you need more info on courses: Secondary program resources. Middle school program resources. For postsecondary programs, make sure to check on your programs that are expired or will soon be expiring and get those opened for renewal. If you need to reference the old program approval system and cannot log in to it, you can pull up a report that will provide links to the program summary.

You have until April 1, 2021 to enter these programs in the system. If you’re postsecondary, do think about when you need to have your program ready for your catalog.

There is a ‘Refresh’ button at the top right of the screen—this will be your friend if you encounter caching issues. If there are bugs, you can submit issues via this form.

  • We migrated your programs for you. However, please note that as hard as we tried move data over in an accurate manner, there will be some errors since we did a complete rebuild of the database. We apologize for the inconvenience. If you are already planning to complete a revision or renewal for the program, go ahead and fix the error during that process. If you are not, and happen to notice an error in a program, please let us know and we will resolve it.
  • We migrated over more program data rather than less—so you will see some previously archived programs that you haven’t seen in a while. We are still working on building some filters to hide those programs. Thank you for your patience. There is a search box in the center of the screen where you can isolate things like CIP code or specific program states for the time being. There is a cluster or program area filter pop out available along the right side of the screen.
  • You will notice new text box sections in the program approval, due to the integration of Program of Study into the system. This is perhaps our favorite feature of the new set-up! Please fill those in as you open programs for revision or renewal, but if the secondary program is not yet in the system, that can wait. You’ll start receiving some friend requests from secondary programs soon, which you can log in and accept.
  • You may see some bugginess with programs you want to open for revision (they’re currently active) or renewal (either they recently expired or will be expiring within 90 days)—if you do not see a button next to that program record to do so, you can submit to this form and we will open it up.

With the new system, you’ll be receiving auto-generated emails from noreply@cccs.edu. Sometimes a noreply address may drop into your junk folder, so if you aren’t seeing any workflow emails, please whitelist this address.

Please remember to breathe. There will be bugs and edits needed. There will be a learning curve. We have not yet achieved perfection. We are here to provide support. You can do it. We appreciate your patience as we experience an influx of many new program submissions. We have a bug-reporting  form if you need something resolved or would like to let us know something is not working exactly right.

The first program approval you submit will probably be the hardest—once you get familiar with the look and feel of the system, the rest should follow more smoothly.

We have planned for a phased rollout of each module for coloradocte.com. You will receive access to each component as it is ready to be released. At that point you will see a new ‘card’ on your log-in page with that module and we will also email you a notification.

Module Which Site to Use Open/Collection Period
Program Approval Coloradocte.com Open for business
Contact Management Coloradocte.com Open for business
Enrollment/Active Teachers Reporting Ve135.cccs.edu Opens for enrollment and active teachers. Closes July 31, 2020 – secondary enrollment, active teachers. Closes August 31, 2020 – non-system postsecondary enrollment
Perkins FY20 Cte.cccs.edu To complete your final vouchers – Closes August 31, 2020
Perkins FY21 Coloradocte.com Opens mid-June. Victoria will be in touch
CTA 19-20 Academic Year Cta.cccs.edu Opens July 1, 2020. Closes Sept 1, 2020.
CTA 20-21 Academic Year Coloradocte.com Opens July 1, 2021. Closes Sept 1, 2021.

The process will be the same as it has been historically for designating your primary Perkins contact.

Send a letter via e-mail to cte@cccs.edu , on District or College letterhead, with the following contact information:

  • Name of the previous primary contact (this is currently the Perkins contact)
  • Name of the new primary CTE contact
  • Title of the new primary CTE contact
  • School mailing address for the new primary CTE contact
  • School e-mail address for the new primary CTE contact
  • Business phone number and fax number for the new primary CTE contact.
  • Text designating that this user will be the district/institution’s primary contact for Colorado CTE.

The letter must be signed by someone at least one supervisory level above the new primary CTE contact or by the superintendent if the superintendent is taking over as the primary CTE contact. E-mails will continue to go to the old primary contact until this letter is received.

Perkins FAQ

Perkins FAQ

Initially only fiscal agents will be given access to the new system.  Districts that are members of consortia will be given access later in the process.

Each grant recipient’s primary Perkins contact has been designated as such in the new site and should have the appropriate permissions assigned.  Log into www.coloradocte.com and check your access to see if you can see the ‘Grants’ card.  If so, click on it and you’re in!

If not, each district/college/consortium has one primary CTE contact who is that district/college/consortium’s ‘power user.’ That person has the ability to set up all of their colleagues’ log-ins and determine what type of access they should have, including for Perkins. The power user will have access to all modules within the system; currently only program approval universal contacts and grants are live, so you will continue to see additional modules released in the coming months.

At the present time, the district/college/consortium’s power user will be able to assign whether the users should be able to submit sections of the local application, modify the application but not submit, or have read-only access to the grant application.  Grants permissions are assigned in addition to any programs permissions you might have.  Additional permissions will also be released as additional functionality is released.

If you do not already have an account in the new site (www.coloradocte.com), you will need to work with the power user for your organization or contact Victoria (victoria.crownover@cccs.edu) for assistance.

New user accounts will receive an automated notification email from a “noreply” address with your log-in information for how to enter Coloradocte.com. Your user name is your work email – hurrah! The first time you log-in might be a little wonky, so please don’t give up.

DO NOT SHARE YOUR LOG-IN PASSWORD. Do you realize that if you share your log-in you are liable for any actions taken by your user account? Think about it, once we have all of the modules housed in the system–if you can access program approvals, Perkins grant funding, CTA funding, etc. through your log-in, then whoever you share the password with will be able to, too!  Get/give those folks who need access their own permissions!

If you did not receive an automatic notification email with log-in information or do not already have an account for the Colorado CTE Gateway, you can still go to the website and click the forgot password link to receive a verification code to reset your password.

We’ve also noticed that if your browser has a setting on to “Block third party cookies” then you will have issues with your log-in attempts. So, for initial troubleshooting, do check this setting to make sure it is off. We’ve noticed the site works better in Chrome and Firefox, not as well in Safari.

When you log on (especially for the first time), sometimes you might be directed to a 404 error page. Click on any link (the home link on that error, the CTE logo, or the menu at the top right) and that should take you out of it.

If you are still having issues, you can submit a technical assistance request via this form.

  1. Standalone Primary Contact or Consortium Fiscal Agent Contact (depending on participation status)
    1. Edit and submit sections of the local application
    2. Receive emails (i.e. status updates)
  2. Grants Support (Note this functionality will be available in a future release)
    1. Edit most sections of the local application, but not submit

In Universal Contacts, your organization’s power user should designate ONE ‘primary Perkins contact’ per entity by toggling the flag on the permissions page (next to primary program user).  This indicates the ONE person who has overall responsibility for Perkins in your organization.

Join or watch an overview webinar.  Recordings as well as upcoming dates and times will be regularly updated and posted at: http://coloradostateplan.com/administrator/coloradocte-com-trainings/

Start by completing the 4-year strategic plan section of the local application.  This section should be completed prior to the 2-year section because having the big picture in place will help focus your responses in the two-year section.  Within the next week, the annual spending plan portion of the application will also be opened and you may begin working there once you’ve completed the 4-year and 2-year sections.

Live webinars with Q&A will be held on the dates and times posted at: http://coloradostateplan.com/administrator/coloradocte-com-trainings/.  Additionally, recordings from previous sessions will be posted there.

You can absolutely email Victoria.Crownover@cccs.edu or cte@cccs.edu at any time for support; however, there may be a delay in our response as the volume is very high right now.

OR, you can join any open Q&A time noted below at any point during the noted window and stay as long as you like – just click the link to join Victoria’s room in WebEx and while you may have to wait a few minutes to get your specific question answered, Victoria will be logged in and ready for anything (I hope).  By joining WebEx, you can share your screen as needed and get real time assistance.  Dates and times for these open Q&A sessions are:

https://cccs-meetings.webex.com/meet/victoria.crownover

  • Friday 6/12 from 10am-noon
  • Monday 6/15 from 9am – 11am
  • Monday 6/15 from 2pm-3pm
  • Tuesday 6/16 from 9am-10am
  • Wednesday 6/17 from 3-4pm
  • Thursday 6/18 from 9am-11am
  • Monday 6/29 from 9am-11am
  • Tuesday 6/30 from 2pm-4pm

This is an initial release of four-year and two-year strategic plan portions of the Basic Formula Grant local application so that grant recipients may begin completing those two sections as we await the next release, which will include the Annual Spending Plan, then the Assurances, and Signatures portions of the Perkins local application.

No.  It is important to save your work regularly as you go along, especially before navigating away from the page you are on.  However, it should not time you out as quickly as the old site did.

Yes!  The 4-year strategic plan should be completed first and may be submitted so that Victoria may begin reviewing and you can then move on to the 2-year strategic plan questions.

To edit, click the pencil icon toward the right hand side of the page.  The Grants section of the site defaults to the overview summary of the application questions (and responses if they’ve been entered) as you navigate from page to page, so you will always want to look for the pencil icon to edit before submission.

The first question in the 2-year strategic plan is not required this year since Perkins V data is not yet available.

That said, you may either write n/a or provide a very brief explanation as to whether you think your institution is on track or not since many of the indicators are similar to what they were in Perkins IV.

The 2-year strategic plan section is designed to identify any programs that are identified (by CIP) as being related to occupations that are non-traditional for a particular gender.  Under the Non-Traditional Programs Checklist sub-header is an area that may or may not have a list of CTE programs below it.

If there is no list of programs, that means that currently your organization doesn’t have any non-traditional programs approved, so this question would not apply (at this time).

If there is a list of programs, when you click the button to select those non-traditional programs that will be included in activities to prepare students for careers in those occupations, the program(s) selected will have a blue indicator next to them.

There is a ‘Refresh’ button at the top right of the screen—this will be your friend if you encounter caching issues. If there are bugs, you can submit issues via this form.

First take a deep breath.  Then email Victoria.Crownover@cccs.edu and request that your local application be reopened so that you can complete it – just as you would have done in the old site.  We’ll get you taken care of as soon as we can, but you might need to switch gears to another project while you’re waiting.

Initial award estimates will be sent to the primary Perkins contact on file with CCCS for each grant recipient by the middle of June.   Initial award estimates and the Annual Spending Plan portion of the Grants module in the new site are expected to be available at the same time.   While you may be able to see that the Annual Spending Plan is visible in the navigation bar, it might initially show as locked because the four-year and two-year portions of the local application should be submitted first.

In the meantime, you should continue to plan projects for next year based on the current year’s grant award amount as a ballpark figure, knowing what you would add or cut as needed.  Additionally, refer to the local application questions provided in February, which are also available in our State Plan starting on page 67 http://coloradostateplan.com/wp-content/uploads/2020/04/Colorado-Perkins-Plan-Narrative-3-30-2020-final-for-submission.pdf.

Yes.  By law, Perkins spending must link to CTE programs and to the regional needs assessment results.  That does not mean that every CTE program should be given Perkins funds in a given year, however.

Work with your districts, schools/campuses, departments, and teachers to prioritize submission of CTE program approvals (especially at the secondary level) so that those programs critical to a Perkins application project are submitted first.  Keep in mind that to the extent possible, you should be flexible with the submission date of the local application as it is not due until September 30.  HOWEVER, costs may not be obligated (i.e. paying personnel) until the later of July 1 OR when all required sections of the local application have been submitted. This year may be a little easier since CACTE is virtual and that is often the first big thing in local applications.

For assistance with program approval, please visit the FAQs above

Perkins funds may be obligated (aka spending may begin) the LATER of July 1 OR when your complete local application is submitted.  If you can answer “yes” to all of the below items and as the Perkins grant manager, you are comfortable that what is being obligated is allowable, your entity may begin obligating funds.

  • Our Perkins 4-year strategic plan is submitted (and we responded to EVERY question with accurate information);
  • Our Perkins 2-year strategic plan is submitted (and we responded to EVERY question with accurate information);
  • Our Annual Spending Plan is complete, accurate, and has been submitted for review by CCCS;
  • We have submitted the assurances and signatures required;
  • It is July 1, 2020 or later.

Again, all of the above bullets must be true for obligation of funds to commence.  See the Administrators’ Handbook for details about when obligation occurs by type of expense and for additional Perkins related guidance.

Yes.  The new Administrators’ Handbook will be published on www.coloradostateplan.com around July 1 with current guidance for FY2021, which also starts on July 1.

We are sorry for the inconvenience.  If you receive an email unrelated to work you did in the site (i.e. submitting part of the application),  please know any data changes indicated in the text should only apply to our test environment, not to your actual grant application or consortium membership. Our development team is having some struggles keeping emails from going out as they test functionality prior to releasing new stuff to the CO CTE Gateway.  If you are very concerned that there is an issue because something that was working no longer is in the site, please complete the bug form on our FAQ page.  Otherwise, please disregard unexpected grant related CO CTE Gateway emails for the time being.

This 7 minute video link below provides a very clear overview of the local application sections that are required for a local application to be considered ‘substantially approvable’ for FY21 given the current challenges we are all facing in making sure CTE programs are accurate, approved, and that local applications are thoughtfully developed in the short time frame available at this point.   The Word document referenced in the video with the local application questions is attached.  To answer 4-year questions, even if you ultimately submit using Word instead of the site, please reference the Colorado CTE Gateway site and your local application to see the Needs Assessment priorities for your region.

Substantially Approvable/How to submit local application video (no password needed): https://www.loom.com/share/e4bee95c034c430f9d75cf1e5498f9d8

The Annual Spending Plan portion of the site will open soon.  Please watch this 8 minute video (no password needed) for an overview of how to create a project and an expense, regardless of whether CTE programs are accurately populating or not.

Link to video: https://www.loom.com/share/16e1ac95d3fd47a39f609bd095dedadb .  More information and a slightly deeper dive into Annual Spending Plan is also available in the last 15-20 minutes of the recorded overviews of the grants site, which you can access on our FAQ page.

Note that because additional permissions are coming in a future release, I don’t actually know if giving someone permissions will work, or if it might mess up your ability as the primary contact to still edit/submit portions of the application.  We’ll all find out together.  If you still desperately want someone else to have grant permissions:

  1. Make sure the person who needs permissions exists in Universal Contacts and hopefully that they are associated to your institution. If they exist, but are not affiliated to your institution, that’s ok, don’t create them again.
  2. Send an email to Victoria.Crownover@cccs.edu with the name of the individual who needs permissions and note whether they should be able to edit the application or edit AND submit the application and for which grant recipient.  If the request comes from the Primary Perkins contact, we will set up the permission for that additional individual and hope for the best.

We have to prioritize issues right now, so if you can’t use one of the workarounds described in this email, do the bug form.  If you can wait, or work around it, please do so.  We need your help with that.

If, however, you are at a standstill and are stressed about it, please complete this form (https://forms.office.com/Pages/ResponsePage.aspx?id=MEAN1be8sUGF3vdDzL0q6H2L4zbswgBDkv6RxjYEwBZUM1JDQktSOFc5RFNVNzZGNFc4SktFNlU1Qi4u)  and please be very clear about what the issue is that you are experiencing (frequency, how much it impacts your current work, etc.).  It may still take 1-4 days for a response given the backlog we are currently experiencing across the site as a whole.  Thank you for your patience and kindness to our troubleshooting team.

I’m out of the office until 6/29.  However, on 6/29 from 9:00-11:00am, I will be in my virtual meeting room and welcome you all to join me at your convenience (no sign-up required).  We can share screens, troubleshoot, answer questions, and more.  You may have to wait for a minute or two to get in, but I’ll be there!  After those office hours, I will also start doing email catch-up, but that will likely be a slower process.

https://cccs-meetings.webex.com/meet/victoria.crownover

  • Wednesday 7/1 from 10am-12pm
  • Wednesday 7/8 from 1pm-2pm
  • Thursday 7/9 from 3pm-4pm
  • Monday 7/13 from 1pm-3pm
  • Thursday 7/16 from 9am-11am

Overview of Assurances and Signatures portion of the local application (once it’s released in the site)

Here is a quick video overview (no password needed) of the assurances and signatures portion of the site: https://www.loom.com/share/220ef91e4aac490daff53d936f2a83a9

Spoiler – yes we will be able to do digital signatures in this new site!!!!

*We’re not done with the site, yet, so stay tuned for future releases, as well.