This newsletter is to provide an update on the upcoming implementation eLicensing Version 2.0. Version 2.0 of the eLicensing system will add TSPC staff functions (the ability to issue a license). Soon after the first phase, the team will work to implement portals for school districts to submit information for sponsored licenses (Restricted, Emergency, LCA, and International Visiting Teacher), and give the programs (universities) access to enter the Program Completion Reports (C-2s).
This implementation will have some major impacts to district interactions with TSPC:
Educator Lookup will be replaced with a Public Search of eLicensing.
Approved district personnel will have access to a Sponsor Portal to request expedited service, indicate that an applicant is hired, view documents received for that applicant, and view the date the background check was completed. Soon after this initial launch, the Sponsor Portal will be enhanced to replace the district letter required for Restricted, Emergency, International Visiting Teacher and LCAs.
Districts will no longer be copied on TSPC correspondence with applicants, but applicants will have greater access to features of their TSPC eLicensing account, including a more clear status of their license, messages and instructions sent to them, documents received, and documents still required.
For those districts utilizing the Data Exchange, through the Sponsor Portal, eLicensing will house an Excel file to be updated at the same time each week and be available for districts to download. The file will include a complete set of licensure data from eLicensing.
Renewal lists will no longer be generated and sent to districts. TSPC will offer a weekly licensure report as a tool for districts to more easily determine renewal dates for their licensed educators.
Timeline of Upcoming Events
April 9: Last day of full operation for the legacy database, “Happy”.
April 10: No licenses issued. Educator Lookup available for historical data through April 16.
April 10 through 16: Data migration – All data from the legacy database will be migrated into eLicensing and tested by TSPC staff. No background checks will be completed and no new licenses will be issued during this time.
April 10 through 30: No C-3 expedite requests or LCA requests can be submitted electronically by the district. No Program Completion Reports (C2s) submitted from the universities.
April 17: eLicensing Version 2.0 deployed to production and becomes the official record of TSPC Licensure. Functions available: educators submit applications and fees, have increased access to their licensure information. TSPC staff will issue licenses and respond to educator questions through eLicensing. The Public Search feature will be provided through eLicensing and will replace Educator Lookup.
April 22: Introduce districts to the Sponsor Portal. Not all features will be deployed with this initial launch. Detailed instructions on sponsoring licenses and requesting expedited service will follow.
May 1: Launch eLicensing’s Program Completion Report.
Q & A
Q: How will districts know that a background clearance has been completed and that the educator can begin work under the 90-day provision?
A: As of April 17, districts will be able to view the status of an application through the Sponsor Portal, including the date a background check was complete. Staff will be working with districts to set up access beginning April 17. Applicants also receive an email as soon as the background check is clear.
Q: Does this change how documents are sent to TSPC?
A: Yes. There are a few documents (e.g. a copy of a license from another state, name change documentation, resume, and test scores) that applicants can upload directly into the system. TSPC Staff will still receive official transcripts directly from the university or college either by mail or electronically. Those will be uploaded to an applicant’s file within two business days of receipt.
Q: Does the district still have to send PEER forms?
A: Yes. Districts will continue to send PEER forms to contact.tspc@oregon.gov. Please remember to include the TSPC Account Number in the subject line of the email.
Q: What about district sponsorship letters?
A: The Sponsor Portal will have limited abilities during this initial implementation, so district will continue to send official letters to support “sponsored” licenses: Emergency, Restricted and LCA requests.
Q: Is there any change to how test scores are processed?
A: These uploads will continue as they do now. Files are received on Fridays, and generally uploaded the following Monday or Tuesday as per the current process.
Q: Where do I direct questions during this transition?
A: Your assigned district contact should be your first point of access. TSPC Staff have been working with the “test” system since early March, but as with all things new, there will be a time of transition and learning.
Q: Can an educator still apply during the same period no licenses will be issued?
A: We expect eLicensing to accept applications through most of this implementation period. But there will likely be a time closer to April 17 when the system is not available. Please watch the TSPC homepage for announcements on eLicensing’s availability.
Q: What will be the official record of licensure as of April 17?
A: The official record of licensure as of April 17 will be the record viewable in Public Search through eLicensing. Educators will be able to print an image of their license by logging into eLicensing, but districts should consider the electronic record as the official record of licensure. Educators will have the option to enter their name as they wish it to appear on their license for purposes of printing the image, but that name may not be their legal name.
Q: Will districts be able to print an image of the license?
A: Districts will not have access to print the license image. Educators must supply that to their districts.
Final Thoughts
The purpose of this launch is twofold: To provide relief from the issues that the legacy database is presenting; and to get us on a path towards more efficient agency operations. While we know it isn’t where we will end up, we do know quite a bit about how it works in its current state. With input from most staff at some point, we have requested essential changes to be completed prior to launch, and created workarounds to handle essential functions. Some of this is simply learning to do things a different way, and where the different way isn’t working, we have a list of “after launch” items to be completed. Districts will have the opportunity to provide input after this initial launch as we work to implement more robust district functionality.
Thank you for your patience and support as we implement this exciting next step in the evolution of eLicensing and the operations of TSPC.
Districts: Please contact your TSPC representative if you have questions about licenses for educators in your district.
Please note: Your TSPC representative’s email address and phone number are exclusively for district use and should not be distributed to educators. Educators must contact TSPC by email or phone, 503-378-3586.
This newsletter is intended to provide general information only.
Please refer to Chapter 584 of the Oregon Administrative Rules for specific rules and regulations governing educator licensure in Oregon.
