LPPH November 2008
Below are screen shots of the pages represented by each tab in the Licensed Administrator database. Each screen shot is followed by a brief explanation of the fields found on that page.
To search for a particular record, use the fields located at the bottom of each tabbed page
If a person holds both types of administrator licenses, ensure that the search results in the proper record being displayed. Records for Child Care Administrator Licenses have an ID that starts with C. Records for Child-Placing Agency Administrator Licenses have an ID that starts with D.
The Administrator page, accessible from the first tab, includes fields for entering the applicant’s personal and contact information. The Administrator ID is the unique number assigned to an applicant at the time his or her application is entered into the system. If an applicant holds both a Child Care Administrator’s License and a Child-Placing Agency Administrator’s License, that applicant will have two records and two ID numbers (one for each license).
The New Admin area, in the lower right corner of the page, is used to start a record for a new applicant.
Review and Comments Tab
The Review and Comments page, accessible from the second tab, can be used to enter detailed information not captured elsewhere in the database. This may include name changes for the person, remedial actions, due process regarding remedial actions, or other special circumstances.
The Application page, accessible from the third tab, tracks a person’s application fee and application status. (For more details on entering application information, see 9200 Application for an Administrator’s License.)
Codes - Application Status
The following codes are used to indicate the status of an application:
Pending: The application is incomplete; some required fields have not been filled.
Denied: The applicant does not meet the qualifications for the license.
Complete: The application is complete and the applicant meets the qualifications for the license.
Approved: An applicant’s status automatically changes from Complete to Approved the first time that the end-of-week process runs after the application is deemed Complete. End-of-week generates an exam eligibility letter for the applicant.
Lapsed: If an application remains pending for 12 months, the application lapses.
The Application Level Status is populated automatically by the database; however, staff are encouraged to check the status after any action that would change the status, to ensure that the database updates the field.
The Qualifications/Exam page, accessible from the fourth tab, is the page in which staff enter data regarding an applicant’s qualifications for a license. The exam status updates automatically, based on information entered in the fields under the Application and Examination Detail tabs.
Examination Detail Tab
The Examination Detail page, accessible from the fifth tab, provides fields for recording each applicant’s exam results. When results are received from UTA, staff must enter the exam date, location, and grade under the Examination Detail tab. Do not use the box titled Most Recent Failed Exam Scores. It is part of a system that is no longer in use.
The Certification page, accessible from the sixth tab, shows the current licensing date and the date the license was first issued. The page also shows any special status on the license. The special status codes are described below. All are entered manually, except Lapsed, which the database enters automatically.
(Blank): If a license date appears, but no special action is shown, it means that the administrator is on active status. Otherwise, a blank special status field indicates that the person is not licensed.
Inactive: The administrator has placed his or her license on inactive status.
Emeritus: The administrator has retired from professional residential child-care.
Withdrawn: The administrator has requested in writing to relinquish his or her license.
Probation, Suspended, Revoked: The corresponding remedial action has been initiated against the license.
The Renewal page, accessible from the seventh tab, tracks the administrator’s renewal status. Much of the information on this page is automatically populated by the database. Note that the date shown in the Last Renewal Date field does not necessarily correlate to the administrator’s regular renewal cycle, since the administrator may have renewed late.
Letters and Reports Tab
The Letters and Reports page, accessible from the eighth tab, is primarily used to run reports from the end-of-week process. It is also used annually to purge the database of old records. The purge function is programmed to match the record retention rules. Coordinate any purging with a corresponding purge of paper files (see 9700 Storing and Purging Closed Records for an Administrator’s License. for more details on record purges).
The Search page, accessible from the ninth and final tab, is used to search for a licensed administrator or applicant, when the search at the bottom of the page does not yield a result or when searching for multiple records.