Teacher Application Workflow

The following is the workflow for the purpose of facilitating the College Credit Plus teacher approval application process. This workflow has multiple points of entry based on a campus’s geographic proximity to the teacher’s secondary school in order to foster community based relationships.

This workflow employs a standard set of documents, requirements and procedures to ensure compliance and accountability. The process maintains the need for faculty input and gives full discretion to the appropriate academic departments over teacher application approvals. The Office of Dual Enrollment Programs will provide continued assessment on the workflow’s effectiveness, actively seeking solutions for improvement as needed.

Workflow Steps:

  1. Teacher submits the College Credit Plus Teacher Application and required supporting documentation to the Office of Dual Enrollment Programs on the Athens campus by the following deadlines in order to be considered as a dual enrollment teacher for the corresponding semester: Fall Semester – March 1st and Spring Semester – December 1st. The application is an online form and required supporting documentation can be uploaded via a document submission tool.

    The online application is located on the Dual Enrollment Programs webpage and is administered by the Ohio University Web Services Team in the Office of Information Technology.

  2. After an online application is submitted, a record is created in OnBase which is administered by the Ohio University Productivity and Solutions Team in the Office of Information Technology. An email is sent to the collegecreditplus@ohio.edu inbox as an alert that a new application has been received.
  3. After submission of the application, the teacher’s record will be moved to “INCOMPLETE” status and an email is sent to the teacher providing them with instructions on how to submit supporting documentation. The application and required supporting documents must be received and validated in order for the application to be reviewed by the appropriate academic department and/or regional campus Dean. Required application documents include:
    1. College Credit Plus Teacher Application
    2. Cover Letter or Personal Statement
    3. Current Resume / CV
    4. College Transcripts, Undergraduate and Graduate
    5. Professional Letter(s) of Recommendation from Current Curriculum Chair or Principal 

College Transcript Policy

For the purpose of teacher approvals, Ohio University will require undergraduate and graduate level transcripts from all previously attended institutions. However, transcripts do not need to be sealed in an envelope and sent directly from the sending institutions. Copies of transcripts and transcripts forwarded from the teacher’s secondary school are acceptable. Note: Official transcripts may be required from teachers who wish to be hired by Ohio University as an adjunct faculty member.

Certain academic departments may require additional documentation above and beyond the materials listed. In those cases, the applicant will be notified and the information will be collected prior to forwarding the application to the academic department for review.

  1. When the application is complete, the record moves to “READY FOR REVIEW” status to be reviewed for requirements. An email is sent to the collegecreditplus@ohio.edu inbox as an alert that the application is complete and ready for review. The Office of Dual Enrollment Programs will conduct an initial review to ensure all minimum documentation has been received and the application is ready to forward on to initiate the review process.
  1. The Office of Dual Enrollment Programs will generate an electronic Teacher Applicant Approval form that will include and a  URL that will allow access to the supporting documentation and the names and email addresses of all required approvers who will need to review the information. The approval form and the URL is electronically shared to start the review process.  The URL link will allow access to the following:
    • College Credit Plus Teacher Application
    • Cover Letter
    • Resume / CV
    • Undergraduate Transcripts
    • College Transcripts
    • Letter(s) of Recommendation
  2. Completed application packets will be initially reviewed by the Office of Dual Enrollment Programs on the Athens campus. The initial review is to determine whether or not the teacher meets the minimum criteria established by ODHE or the Ohio University academic department. If the applicant meets the minimum criteria, one of the following will occur:
    1. If the teacher is requesting to instruct a course in partnership with a regional campus, the Dean of Campus and Community Relations on the regional campus will have the discretion to either approve or deny the teacher’s application. If approved, the application will then move on to the appropriate academic department and college    for review.
    2. If the teacher is requesting to instruct a course in partnership with an Athens campus academic college / department, the application packet will be sent to the appropriate academic department and college on the Athens Campus for evaluation.

In some cases, if the applicant wishes to instruct multiple courses that reside in more than one department, multiple Teacher Applicant Approval forms will need to be distributed. Once an application has been sent out for review, the status of the application will move to “COMPLETE-OUT FOR REVIEW”.

If an approver does not act on the application/approval form within 5 business days of receiving the information, an automated email reminder will be sent out as a prompt. An email notification will also be sent to collegecreditplus@ohio.edu to alert the Office of Dual Enrollment Programs if an approver has not taken any action on the application/approval form within 10 business days of an approver receiving the information as a notification to follow-up.

  1. Upon completion of the review process, if an application is approved, a Teacher Commitment Form is sent via the “Send Commitment Form” action button and the application status changes to “FORM SENT”. The commitment form will ask for the additional bio-demo information required to establish a long-term guest account as well as outline the responsibilities and expectations of a dual enrollment instructor.
  2. After receiving the completed commitment form, the application status will change to “FORM RECEIVED”.
  3. The Office of the University Registrar is provided access to the teacher application and commitment form once it is complete and will be instructed to create a Long Term Ohio Guest Account. A long term guest account will allow for the following:

Long term guests include employees who are not paid through the university's Payroll Department. Privileges can include network access, library access, Exchange email, Blackboard, and other academic/administrative services as appropriate. Accounts are active for up to 1 year, regularly renewable. Renewal notices are not sent automatically. It is the responsibility of the guest and sponsor to keep track of the account expiration date.

  1. The Office of Dual Enrollment Programs will maintain a list of active accounts in the database, including account termination dates and will work with the Office of the University Registrar to renew accounts as necessary.
  2. For each course that a teacher is approved to instruct, a faculty mentor will be assigned by either the regional campus or Athens campus based academic department. The faculty mentor will be responsible for instructional oversight, on-site course observation and will act as a general advisor for the high school teacher. Application decisions and faculty mentor information will be recorded on the Teacher Applicant Approval Form.
  3. All completed teacher applications will have a target approval date of April 1st in order to allow adequate time for course preparation.
  4. The Office of Dual Enrollment Programs will review the decisions and ensure that faculty mentor information and any other required information is recorded.
  5. The teacher(s) will be notified of orientation dates in which they will be trained on how to utilize instructional resources, academic policies and other requirements of the CC+ legislation and will be sent contact information for their faculty mentor as well as additional professional development opportunities offered throughout the academic year.
  6. All teacher application information will be stored in OnBase and the Office of Dual Enrollment Programs will establish a records retention policy and will maintain the documents appropriately.
  7. High school course information will be reported to the Office of the University Registrar two weeks prior to the start of the term by the Office of Dual Enrollment Programs. When preparing this report, the Office of Dual Enrollment will review the enrollment numbers for each high school course. If there are no enrollments, the Assistant Director for Dual Enrollment Programs will reach out to the appropriate campus to ensure all necessary steps for the course have been completed. If no enrollment is expected for the course, the Office of the University Registrar will be notified to cancel the course.
  8. If an application is marked as “rejected” by any of the required approvers, a notification will be sent to the Office of Dual Enrollment Programs as an alert. The Office of Dual Enrollment Programs will reach out to the approver who initiated the rejection decision to provide clarity or additional information, if needed, in an attempt to move forward with the applicant.