The Short Version

This is a two-stage checklist. You — the instructional coach — complete your items and submit. The certification team is emailed a secure link, completes the rest, and a final PDF is generated and emailed back to you automatically. You do not need to follow up.

Five states are supported — Alabama, Arizona, Indiana, Michigan, and North Carolina — each with its own requirements. You only see the states assigned to your account.

Your Items (Stage 1)

Everything else is grayed out and tagged ADVISOR — the certification team completes those. Leave them alone. Your items are:

1. 1
   Section 1 — Coursework: all three items.
2. 2
   Section 2 — #TEACH Assessments: all items shown (the Mentor Assessment appears only in states that require it).
3. 4
   Section 4 — one item: the final coaching conversation recorded in the CRM system. The item sits at a different position depending on the state; the system finds it either way. The resident-portal confirmation at the end of Section 4 is completed by the certification team.

The Resident Portal Confirmation (Required)

Section 4 ends with “All requirements are checked off in the resident portal” (Advisor) — this is completed by the certification team at Stage 2. Checking it confirms the resident view in the Resident Portal shows every item except Federal Background checked; if not, the certification team pauses and informs the coach and resident before completing the checklist.

You cannot continue past the checklist step until this box is checked. That is intentional. If the resident is still missing requirements, do not move forward — click 💾 Save Draft, then contact the resident about what is outstanding. Come back and finish once they have cleared it.

Where to Send It

Each state has its own certification team address. They are listed under the Send Completed Form To field on Step 1 — click one to fill the field:

Alabama — alcertifications@trainingeducators.com
Arizona — azcertifications@trainingeducators.com
Indiana — incertifications@trainingeducators.com
Michigan — micertifications@trainingeducators.com
North Carolina — nccertifications@trainingeducators.com

The app checks this for you: if you pick a certification address that belongs to a different state than the checklist, you will get an error and cannot continue until it matches. You can still send to any other address — a school advisor or district contact — without restriction. A copy always goes to your coach email, and you can add CC recipients on Step 1.

Step by Step

1. 1
   Resident Info — Name and Student ID are required; the Student ID is what lets you save and resume a draft. The recipient email is optional here — you can set it on the Review step instead.
2. 2
   Checklist — Check your items. Save Draft at any point.
3. 3
   Documents — Attach any documents in your possession: transcripts, evaluations, certifications, test scores. This assists the certification team, who will also confirm the documents are in the CRM.
4. 4
   Review & Submit — Confirm the Send to address. With an address entered the button reads ✓ Submit & Send. Left blank it reads 💾 Save for Admin Team and files the checklist instead of emailing it.
5. 5
   Done — When the certification team finishes Stage 2, the completed PDF lands in your inbox.

Drafts

Click Save Draft on the checklist step at any time — this is the right move whenever a resident still has outstanding requirements. Drafts are tied to the Student ID and kept until submitted.

The draft list stays collapsed at login so you can start fresh. Click 📋 View Saved Drafts (it shows your count) to reopen one. You see only your own drafts; admins see everyone's and can open and finish a draft on your behalf if you are unavailable.

Indiana — Designations & License Pathway

Indiana checklists include a Resident Designations & License Pathway card above Section 1. Designations (select all that apply): PELE (Professional Educator License Extension), Additional Endorsement, Dual Licensure, Student Teaching, and Regular Content License Approval. The license pathway (select one) — 4A 2-Year IPL (min 10 weeks teaching), 4B 5-Year PL (2 full academic years; only 1 year under an Emergency Permit can count), or 4C Student Teaching (10 weeks) — determines the Section 4 teaching requirement and is printed with the designations on the advisor email and final PDF.

Saving for the Admin Team

Submit with Send to left blank and nothing is emailed — the checklist is filed as a draft for the admin team with your checked items preserved, and you'll see a 📋 Saved for the admin team confirmation.

🔵 Michigan Transition Residents — Special Workflow

Michigan checklists follow a three-step handoff. Each role completes only their own items — no duplicate checklists, no rechecking.

1. Coach. Complete your items (Sections 1, 2, and your Section 4 items), then submit with every email field left blank. The checklist files under 🔵 Michigan Transition Residents in the Admin Portal's Open Drafts tab. Do not enter the certification team's address yourself.

2. Transition Coordinator. Open the draft from the Admin Portal (📂 Open). Check the two teaching-time items in Section 4 — 3 full academic years and 600 hours with 50 per endorsement area — then click ✓ Send to MI Certification Team. The recipient is locked to micertifications@trainingeducators.com, and the checklist cannot be sent until both teaching-time items are checked. Saving partway is fine — the draft stays in the Michigan Transition group until you send it.

3. Certification Team. Receives the secure completion link by email with the coach's and coordinator's items already checked. They complete the remaining items and submit; the final PDF is emailed back automatically.

Reprinting a Completed Checklist

On Step 1, click 🖨️ Reprint Completed to see the fully completed checklists you submitted. Click Print on any one for a clean, print-ready copy, then use your browser's Print / Save as PDF. Admins can reprint any completed checklist from the Admin Portal.

What the Certification Team Receives

Stage 1 email: your completed items for reference, a secure Advisor, Complete Your Portion button (valid 30 days), and your uploaded documents attached. The email states plainly that the link is for the advisor — coaches receive a copy for their records but should not click the button, as your sections are already complete.

Stage 2 email back to you: the fully completed checklist plus a PDF attachment, with the certification team CC'd.

Every submission and document is stored permanently in a secure repository, accessible from the Admin Panel regardless of staff changes.

Signing In

Your session lasts 8 hours, so the app will often open straight to the checklist without asking you to sign in again. To get back to the sign-in screen, click Sign Out in the top-right corner.

New coaches use Request Access on the sign-in screen; an admin approves the account and you'll be emailed when it's active. Forgot your password? Use the link on the sign-in form.

Admin Portal (/admin)

• Submissions — all submissions with live status (⏳ Awaiting Advisor or ✓ Complete), Excel export, stored documents, reprint, and direct Stage 2 completion.

• 📥 Import Legacy (admins) — upload previously completed checklists (.docx, .doc, or .pdf), individually or in bulk. Each becomes an ⏳ Awaiting Advisor submission with the coach items checked — advisor items are left for the certification team to complete via Stage 2 in the Admin Portal — with no emails sent and no workflow started by the import itself. Review the detected name, optional Student ID, and state before importing; the original document is stored with the record.

• Open Drafts — open any saved draft with 📂 Open. Drafts in the 🔵 Michigan Transition Residents group open with the recipient locked to the Michigan Certification Team — check the two teaching-time items and send.

• Coaches — approve accounts, edit state assignments, grant admin access, suspend accounts.