ACAP Online Application Process Tutorial February 2016 Submissions are now online for accreditation to the ICE 1100 Standard, or ACAP. This brief tutorial will give you an overview of the application preparation and filing process. For narration, click here

ACAP Accreditation Goes Online! To be used for all new and renewal applications Features File library Automated notifications and reminders Guidance for standards Access 24/7 for completion and updates The online system provides enhanced features to assist you with your preparation.

Entering the Portal Log into the website. If you do not have a record in the ICE system, you can create one from the ACAP accreditation, online application page which is shown on the next slide. You are not required to become a member to apply for accreditation.

PLACEHOLDER Show online application portal page – build new for ACAP. Then, go to My account to see next page Here, you will enter the online application through the portal. You may create an account here also if you are new to ICE and do not have a profile in our database.

Click on My Account at the top right to see the following: Your personal information will be shown here To add an application, you will click on My Account at the top right and Add New ACAP Program. Next, you will see a pop-up window to enter the name of the program.

Adding New ACAP Program: Fill out and go to My Programs to start application In this window, you will add the program name and any acronyms you may use, as well as the date of your planned submission, and then hit Submit. This will create a new application, which you may access by going to My Programs. This submission date is tentative, and you may submit your application before or after the anticipated date.

Entering Newly Created Application Once you go to my Programs or Applications, you will see your ACAP application. The button will say Begin the very first time you enter, and then will change to Continue for subsequent visits. You may start and save the application multiple times – it does not have to be submitted until you are ready and should be used as a resource, as it contains guidance to help you to prepare your responses.

General Information and File Library You are now inside the application. It is grouped in sections by each of the eight standards. The first section is comprised of a statement of understanding to be signed by the primary contact for the organization, some general information to provide an overview of your program, and your file library under ACAP documentation.

File Library (Supporting Docs) There will be a list of required and optional documents that must be uploaded here. You can submit the file library once each required document has been uploaded. Note that these documents will then be chosen from the library when you provide the documented evidence for each Essential Element of the Standards below.

Missing Documentation If any documents are missing, you will see an error message. You will not be able to submit the file library until all required documents have been uploaded. Missing Documentation

Completing each section Each section has a blue task bar with a title. The “?” To the right of the title provides general information about the application, and the clipboard to the right of it will let you see an overview of the entire section. Each section collapsed or expands with the “+” or “-” on the top left, and each section contains one standard and its various essential elements. You will review each standard to understand the requirement and to view suggested documentation and guidance as to the intent of the standard. The button will tell you what is required, and the color (orange) means you have to complete the step. Then, you will provide a response to each Essential Element, along with supporting documentation and website links as appropriate. You will see the color of the button change once you have submitted the step.

Essential Elements When you click on Document Compliance, you will get a pop-up window with the Essential Element and empty fields for you to add your brief narrative explanation of how your program complies with that element, up to three supporting documents, and a website link as applicable. You may save your work and come back to finish it later, or you may hit Completed if your response is ready for submission.

Saving or Submitting Response When you hit Completed, your response is saved, and the text and color of the button will change, as seen in the screenshot. You will move through each standard in this manner until all steps are completed and submitted. Note that you can save and return to a step to modify it before submitting. Once submitted, you can use the green arrow to the right of the button to recall a step and edit your response. Saving or Submitting Response

Application Overview You may use the Overview tab at the top and bottom right to get a view of the entire application. The Show All tab will expand the entire application. The Printer-Friendly button opens the application in another tab and will allow you to read through the application easily and to save an electronic copy.

Submission All required sections must be completed before you can submit the application, including a payment. Staff reviews and forwards response for the ACAP Council review, or returns application if incomplete or not properly submitted. Once all steps are complete, the Submit button on the top and bottom Right corner, next to the Overview Tab, will change to Orange. This indicates that all steps have been completed and that you may submit the application for review.

Checking Status Automated e-mails when status is updated Access to online system 24/7 by logging into account Upon approval: notification followed by mailed package with certificate Denial: notification followed by information on appeals process Deferral: notification and submission of responses and additional evidence The online system will send automated emails showing the status of your application. Responses from reviewers will also be sent through the system, including any inquiries or decisions to defer the application pending additional information, clarification, or corrections.

Deferral E-mail notification as well as online status Responses with citations “unlocked” by ICE staff for new responses Access to previous responses and file library Opportunity to submit additional evidence within 90 days. A few weeks after the application is reviewed, you will get an email message with an accreditation decision. You will then log back into the system if the application was deferred and in need of additional documentation or explanation/clarification for one or more standards,. These Essential Elements will once again be Orange and will state “Respond to deferral”. You will go in to see the reviewer comment and update your response. When all responses have been updated, you must resubmit your application.

Contact Us info@credentialingexcellence.org (202)367-1165 www.credentialingexcellence.org/ACAP