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CTIMS Tips 2.1

Here are a few tips for CTIMS originally posted in our August 2016 Perkins Blog

What’s in a name?
Since the start of 2017 there are a number of ODCTE staff working to provide CTIMS technical assistance in several areas.  Please remember to include the name of your school / institution in your EMAIL subject line so we may provide you with the right staff person for your needs.

CareerTech Regional Coordinators
Partnering with the Perkins Administration office in an even greater capacity than before are the ODCTE Regional Coordinators.  To find the RC for your area, click on this link and scroll down to see their contact information.

FAQs and Training Tutorial Updates
We are working on upgrading our online tutorials to match the revisions and enhancements made to CTIMS over the past six months.  We should have those tutorials ready to post to the Perkins web page toward the end of February (or before).

Getting it in writing
EMAIL is a great way to contact us.  It provides the responses to your questions in writing, allows us to identify and troubleshoot common concerns and problems, and ultimately improve our technical assistance and training opportunities.

Accessing CTIMS through the correct browser
Use Internet Explorer version 11 or higher ONLY.  Not Chrome.  Not Edge.  Not Safari, or AOL, Netscape, Firefox, Sea Monkey, or Opera.  Check with your local IT staff if you need assistance installing or locating Internet Explorer.

So…who am I right NOW?
CTIMS is a single-sign on system.  Some users have more than one CTIMS role, but not all roles have the same privileges.  When accessing any of your CTIMS accounts, choose the correct user role from the drop down list found in the top right corner under your greeting / email address.

Using the print feature
When you are logged in to your CTIMS Worksheet, Agreement, or Invoice, click on the Summary button for the feature (Worksheet, Agreement, Invoice) you are in, then click on the Diskette icon and choose the document type you prefer.  (The Word option provides a good, editable format that you can save to your computer.)

As always, please contact us if we can assist you in any way.



Oklahoma Nontraditional Student Institute Invitation

The Oklahoma Department of Career and Technology Education is partnering with the National Alliance for Partnerships in Equity to present the Oklahoma Nontraditional Student Institute. The institute has been developed as part of the state’s failure to meet or exceed the local levels of performance in relation to the nontraditional core indicators. The institute consist of one-day professional development sessions at regional locations, conference calls/webinars and the two-day Oklahoma Nontraditional Student Summit. 

The regional workshops will introduce participants to the NAPE-developed Explore Nontraditional Careers Toolkit, and the conference calls/webinars will provide opportunities for continued professional development in the toolkit’s implementation. The summit will serve as the culmination of the institute and will bring all participants together to share experiences and learn from each other. The second day of the summit will feature an afternoon session on how sites can implement the strategies they have learned through the institute into their local Carl Perkins applications for FY18.

You are encouraged to send representatives from Rose State College to the institute. The regional workshops are limited to 30 participants at each site. The workshops will be held from 8 a.m. to 3 p.m. ODCTE is covering the cost of registration for sites, and lunch is on your own. 

  • Jan. 26, 2017 – Tulsa Technology Center, Owasso Campus
  • Jan. 27, 2017 – Kiamichi Technology Centers, McAlester Campus 
  • Feb. 16, 2017 – Canadian Valley Technology Center, Chickasha Campus 
  • Feb. 17, 2017 – Northwest Technology Center, Fairview Campus 
  • Feb. 23, 2017 – Moore Norman Technology Center, South Penn Campus 
  • Feb. 24, 2017 – Francis Tuttle Technology Center, Cross Timbers Campus

 The two-day summit will be March 28-29, 2017, at Moore Norman Technology Center, Franklin Road Campus. Participants are expected to participate in one one-day workshop, the conference calls/webinars and the two-day summit.

(You are receiving this notice as a recipient of the Oklahoma CareerTech Carl Perkins Blog. We apologize for any duplicate invitation you may have received.)


CTIMS Tips 2.0

A few things happening on the way to the due date... 

Funding updated in CTIMS

Updated totals for secondary and postsecondary consortia, technology center coops, and those recipients who are new in FY17 are now updated in CTIMS.  All secondary, postsecondary, and technology centers using the funds alone were already updated.  Please let the Perkins Admin staff know if you find a discrepancy in your funding amount.

Contacting the Perkins Admin staff via email 

Please include the name of your school / institution in your email subject line.

Speaking of email

This time of year the Perkins staff receives 2-3 phone calls for every 1 call assisting another recipient. Email is a great way to contact us, and provides the responses to your questions in writing should you need to reference them again. 

Accessing CTIMS through the correct browser

Not Chrome.  Not Edge.  Not Safari, or AOL, Netscape, Firefox, Sea Monkey, or Opera.  Use Internet Explorer version 11 or higher ONLY.

Watching the online tutorials

The full webinar from August 11 is available online.  It’s 70 minutes but you can always fast forward past the information you already know.  Click HERE to access the webinar.

Accessing the Local Performance Data Guidebook

The Guidebook provides you with background information and assistance with how to interpret your local performance data. 

NOTE: We made an update to the Tech Center Adult (postsecondary) worksheet for the FY14 Local Actual Completion data.  The corrected version should be available sometime on Monday, August 29, 2016.

Using MANAGE instead of NEW when returning to your worksheet

If your application is blank but you know you hit Save & Next, check to make sure you're accessing the right worksheet.  Some users have more than one after selecting NEW when returning to their previous work.  We will clear out the blank worksheets once the due date has passed.
As mentioned in the last Perkins Blog, select the correct PROGRAM INITIATIVE (421, 422, 423) that matches your site type (comprehensive schools, tech centers, postsecondary) when creating your worksheet.
  • If you accidentally used an incorrect PROGRAM INITIATIVE, you will need to resubmit the entire application under the correct PROGRAM INITIATIVE during the revisions phase of the application approval, but you are welcome to resubmit the corrected version by August 31. We unable to make that correction for you. 
  • Some users have more than one role, and not all roles have the same privileges. Choose the correct user role from the drop down list, top right corner under your greeting/email address, when accessing your worksheets.

Using the print feature

  • Click on Worksheet Summary at the top of your worksheet.
  • Click on the diskette (save) icon and choose the method you prefer for the document.  (The Word option provides a good, editable format that you can save to your computer.)

Getting ready to submit the application by 11:59:59pm on August 31

Each application must be approved by the Local Coordinator, the Local Finance person, and the Local Superintendent/President to be considered for review.  Please make sure the next person in the approval sequence has completed their CTIMS user authentication process, and let us know if assistance is needed.

As always, please contact us if we can assist you in any way.





FY17 Perkins Application and CTIMS

The due date for the FY17 Perkins application is approaching.

You've watched the video tutorials.

You've done your CTIMS user authentication.

You're still having a few access problems?  Here are some reminders and tips:

FIRST...make sure you're ONLY using Internet Explorer, version 11 or above.   Not sure of your version?  In the top right corner of the screen, click on the gear icon (TOOLS), then select About Internet Explorer.  If your version is anything less than version 11, ask your IT staff to assist you with an upgrade.

SECOND...if you're already using Internet Explorer but are still having access problems, delete your browser history.  In the top right corner of the screen, click on the gear icon (TOOLS), then click on Internet Options.  On the options screen, find the Browsing History area and click on DELETE.  Make sure the following items are checked and then click the Delete button there:
  • Preserve Favorites website data
  • Temporary Internet files and website files
  • Cookie and website data
  • History
  • Form data
Once you are logged in, make very sure you select the CORRECT response in the PROGRAM INITIATIVE drop down box. 
  • A Secondary High School CONSORTIUM must use FLA-CPHSS-423 - CARL PERKINS HIGH SCHOOL SECONDARY - 423
  • A Secondary Tech Center COOP must use FLA-CPTCS-423 - CARL PERKINS TECH CENTER SECONDARY - 423
If the PROGRAM INITIATIVE code is incorrect the application will need to be created again using FLA New Worksheet.

As always, please contact us if we can assist you in any way, and include your school name in the subject line.



Final Carl Perkins Claim Deadline Approaching!!


Please be aware that the following timelines will be enforced for the submission of technology center, comprehensive school, and college/university FY-16 claims for payment:

  • August 15, 2016:  Drop-dead date for submission of FY-16 claims for payment
  • September 15, 2016:  Deadline for final resolution of any needed claim corrections
  • October 15, 2016:  Final date that all payments should be received by schools for claims submitted by above dates.  Please ensure all amounts owed to your school are received by this date as no FY-16 payments will be made beyond October 15, 2016.
Any claims not received by the August 15th deadline will not be processed for payment. DO NOT miss this deadline.

Thank you for your assistance in our fiscal year end process.