Texas' Eligible Training Provider System
Initial Eligibility Application Instructions
General Information
Under the Workforce Investment Act (WIA) of 1998, applications for initial eligibility determination are submitted to the Local Workforce Development Board(s) (Board) for the area(s) of the state in which a provider wishes to offer training services. A unique and separate application is required for each program/course. In addition, if applying for a given program/course to be offered at different training locations, a unique and separate application is required for each training location. Questions regarding this, and other local application requirements and procedures, should be directed to the appropriate Board(s). To access the Board Directory, go to:
Information submitted as part of this application may be used to compile Texas’ Statewide List of Certified Training Providers which lists all providers currently certified as eligible to receive WIA training funds. Any/all application items may be displayed on the Internet as part of Texas’ Statewide List of Certified Training Providers.
Automated ETPS
Information regarding access to and use of the automated Eligible Training Provider System (ETPS) is available in the Provider User Guide and throughout the Internet site. The site address is:
General information related to the creation and submission of an Initial Eligibility Application is provided below:
Creating an Application
/ Initial Eligibility Applications are created using a form-based method. Providers also have the option of using a previously saved application as a template.Selecting/Deselecting Items on a Drop-Down List
/ For certain application items, you can select multiple responses from a drop-down list. To select or deselect, hold down the Control (Ctrl) key while clicking on the appropriate response(s).Saving Application Information
/- To continue working on the application: Click the desired 'section' button (i.e., Provider, Program) at the bottom of any application section to save entries and access another application section.
- To close the application: Click the Save button at the bottom of any application section to save entries, close the application record and return to the Training Provider's ETPS Home Page.
Submitting an Application / When you have completed all application sections, go to the Board Requirements section to Submit the application. Review the assurances before clicking on the Submit button. If any of the required items are incomplete, you will receive an error report.
Multi-Board Submission: Initial Eligibility Applications may be submitted to more than one Board simultaneously. Additional information is provided on the Board Selection page of the application.
Review Status / Using the ‘Review Status’ option on the navigation bar, providers can access current status for all application records (excluding deleted Initial Eligibility Applications) as well as the detailed Application Status History page for a specific application record.
Status Notes: Providers are encouraged to regularly check the Application Status History page for programs/courses that are in review at the Board. Providers can view all Status Note entries made by the Board.
The Initial Eligibility Application contains six sections:
- Exemption Status Questionnaire
- Provider Information
- Program Information
- Performance Information
- Board Selection
- Board Requirements
Based on your responses to the Exemption Status Questionnaire, red asterisks (*) are displayed to indicate required entry fields in the Provider, Program and Performance sections.
Information required for the Provider Information section is entered/updated in the Provider Profile. General information about the Provider Profile is provided below, followed by information about each application section.
Provider Profile
In the first section of the Provider Profile, providers can enter or update general information that is applicable to all training programs regardless of Training Location (Physical Address). Saving new information will update all application records, regardless of application status.
Information about specific Training Locations is entered and/or updated in the second section of the Provider Profile.
In both sections of the Provider Profile, red asterisks (*) are displayed to indicate required entry fields.
Provider Profile – General Information:Provider Name / Name under which the institution, organization or individual operates as a provider of training services.
Note: This is the name that will be displayed on the Statewide List of Certified Training Providers and may differ from the provider’s Legal Name.
Legal Name / If different than Provider Name, the legal name of the applying entity.
FICE Code
/ The 6-digit Federal Interagency Commission on Education (FICE) code. If not applicable, leave blank.Federal EIN / Federal tax identification number.
Proprietary School Number / The 5-character Proprietary School Number assigned by the Texas Workforce Commission's Career Schools and Colleges Program (formerly Proprietary Schools Program). If not applicable, leave blank.
Type of Provider / Category type that best describes the applicant. If "Other", specify.
Main Area Code & Phone Number / Main phone number for the institution, organization or individual.
Main E-mail / Primary, general e-mail address for the institution, organization or individual applying.
E-mail Notifications: Providers are encouraged to enter a Main E-mail address which is used to forward messages related to the application process.
Web Page Address / Uniform Resource Locator (URL) for main web page address.
Mailing Address / Primary mailing address for the provider's administrative office including street address or P.O. Box number, city, county, state and ZIP code.
PAS Signatory / Information (read-only) currently on file for the provider representative authorized to sign and certify to all statements in the Provider Assurance Statement or PAS Renewal Form.
Note: To request a change in the PAS Signatory designation, use the online PAS Renewal form.
Administrative Contact / Information (read-only) currently on file for the primary contact for questions regarding the institution, organization or individual that is seeking certification for training programs under the Workforce Investment Act.
Note: To request a change in the Administrative Contact use the online PAS Renewal form.
Additional Authorized Users / List of individuals (read-only) currently authorized to access the provider's secured access view of the automated ETPS.
Note: To request authorization or cancellation of log-on privileges for an individual, a written request from the authorized PAS Signatory must be forwarded by e-mailing or mailing to WIA ETP Unit, Texas Workforce Commission, 101 E. 15th Street, Room 112T, Austin, TX 78778-0001.
Provider Profile – Training Location Information:
Training Location (Physical Address) / The physical address at which the training services will be offered, including street address, city, county, state and ZIP code.
Out of State Providers: City and County – If selecting “Other” on the City or County drop-down list, enter the name in the text field.
Distance Learning: If applications will be submitted for programs that are offered solely via one or more 'distance learning' mode(s) (i.e., instruction in which the majority of the instruction occurs when the student and instructor are not in the same physical setting), the provider's corporate/administrative address should be used as the Training Location.
Exception: New suite/room number at the same street address; contact ETP at to request minor changes to a Training Location record.
Admissions Area Code & Phone Number / Area code and phone number for the Admissions Office or contact (if applicable).
Financial Aid Area Code & Phone Number / Area code and phone number for the Financial Aid Office or contact (if applicable).
Mailing Address
/ If different than Training Location (Physical Address), enter the mailing address including street address or P.O. Box number, city, county, state and ZIP code.Out of State Providers: City and County – If selecting “Other” on the City or County drop-down list, enter the name in the text field.
Administrative Contact / Primary contact for questions regarding the Training Location (Physical Address). Include name, title, area code and phone number, fax area code and number and e-mail address.
Exemption Status Questionnaire
The first section of the Initial Eligibility Application is the Exemption Status Questionnaire. As noted above, based on your responses to the Questionnaire, red asterisks (*) are displayed in the Provider, Program and Performance sections.
This Questionnaire is used only to collect information regarding exemption status. The Board is responsible for verifying a given program’s exemption status based on provider responses. Some application items are not required for exempt program applications.
Title IV Eligibility Status & School Code / If your institution is eligible to receive Federal funds under Title IV of the Higher Education Act of 1965, select “Yes” and enter the 8-digit Federal School Code issued by the U.S. Department of Education, for the location where the training will be offered. If not applicable, select “No” and leave blank.Title IV Eligible Programs: Program Outcome / If your institution is eligible to receive Federal funds under Title IV of the Higher Education Act of 1965, indicate if the program of training services leads to an associate degree, baccalaureate degree, certificate, or other outcome.
Note: For the purpose of establishing initial eligibility, "certificate" is defined as a document or other proof provided by an educational institution or other training provider awarded after successful completion of a course, sequence of courses or program that is a minimum of 144 non-credit clock/contact hours or 9 credit hours in length. [Texas Workforce Commission Rule: 40 TAC § 841.2(2)]
Registered Apprenticeship Status / If the application is for an apprenticeship program that is currently registered (as of the date of application submission) with the U.S. Department of Labor's (DOL) Bureau of Apprenticeship and Training (BAT), select "Yes" and enter the effective date of the registration.
Provider Information
This section contains general information about the provider and the physical location where the training program will be offered. Select the appropriate Training Location from the drop-down list or use the ‘Create/Update Provider Profile’ option to add and/or update information.
Program Information
Program Name
/ Name of the training program or course.CIP Code / The 6-digit Classification of Instructional Program (CIP) code number for the training program or course.
Total Hours of Instruction / Enter contact and credit (if applicable) hours, i.e.:
- Contact Hour [Also referred to as Clock Hour] -- a unit of measure that represents an hour (minimum of 50 minutes in a 60 minute period) of scheduled instruction given to participants. Specify hours of actual seat time for instruction or required lab work (excluding breaks).
- Credit Hour (if applicable) -- a unit of measure representing an hour (50 minutes) of instruction per week over a 15-week period in a semester or trimester system or 10-week period in a quarter system.
Program Status – Student Eligibility for Pell Grant / Indicate if students in the program/course are potentially eligible for Pell Grants.
Governmental Regulation / Indicate if the program is subject to regulation by:
- Texas Higher Education Coordinating Board,
- Texas Workforce Commission's Career Schools and Colleges Program (formerly Proprietary Schools Program), or
- another state governmental entity. [NOTE: Specify regulating state and name of regulating entity.]
- Career Schools Exempt (Where the school is exempted by Career Schools or where the program for a Title IV institution is less than 144 hours.)
Program Category / Category type that best describes the program category for the program/course. If "Other", specify.
Type of Offering / Select the single category type that best describes the offering category for the program/course. If "Other", specify.
Course/Seminar/Workshop: Includes a course, seminar, workshop or series of courses designed to offer participants the opportunity to acquire marketable skills, e.g.:
- Introduction to an occupation or occupational cluster,
- Short course designed to address a portion of the skills and knowledge for a particular occupation, or
- Continuing professional education.
Academic and Employability Knowledge and Skills / Skills gained upon successful completion of the program/course.
Occupation(s) / Occupation(s), by Standard Occupational Classification coding system, in which the academic and employability knowledge and skills identified for this program/course are of primary interest.
Certification/Registration / If the program/course offering is intended to prepare participants for certification or registration, enter the type of certification or registration and the name of the certifying or registering body.
Licensure / If the program/course offering is intended to prepare participants for licensure, enter the type of license and the name of the licensing body.
Detailed Cost Information / Include only amounts required, per participant, of all program participants. At least one entry – Tuition In District/In State – is required. All tuition entries should reflect the total tuition cost, per participant, for the program/course.
Note: For additional information, use the Tips & Terms links.
Program/Course Curriculum / The curriculum outline for the program or course must be submitted to each Board to which you are applying. Enter the planned mail or delivery date or, if available, the Internet address for the program/course detailed curriculum.
Program Completion Criteria / Criteria used to determine successful completion of the program/course.
Note: Per Texas Workforce Commission Rule: 40 TAC § 841.2(6), "Completion" is defined as "finishing a program or course of study and receiving a formal credential (if offered for the given program/course) as currently recognized by the Commission, a designated partner agency or State regulatory board". This includes credentials recognized by a specific employer or industry, as well as industry-endorsed skill standards.
Program Contact / Provider’s primary contact for questions regarding this program/course. Include name, title, area code and phone number, fax area code and number and e-mail address.
Program Web Page Address / If available, the Internet address for the program/course.
Performance Information
Application items are to be based on all individuals participating in the applicable program during the most recent complete 12-month reporting period. If the program has never been offered to any student, regardless of the funding source, prior to the date of application submission, performance reporting is not required. For programs that have been in operation for less than 12 months at time of application submission, data must be submitted for the partial Reporting Period.
New Program Offering / For programs that are new at the time of application submission, enter the date that the program is scheduled to begin.Methodology(ies)
/ Methodology(ies) used to collect and verify the performance information submitted as part of this application, including a description of the criteria for inclusion in the Participant Universe - ALL. Indicate if data is reported for the area of study (i.e., Classification of Instructional Programs (CIP) code grouping) rather than for the specific degree program specialty area.Reporting Period
Participant Universe / Based on the applicant's standard reporting cycle, provide required performance information for the most recent complete 12-month period prior to the date of application submission.
Partial Year Data: As applicable, partial year data should be submitted for programs that have been in operation for less than 12 months at time of application submission.
Total number of individuals actively participating in the program/course during the specified 12-month Reporting Period who were scheduled to complete the program/course during that same 12-month Reporting Period, regardless of the initial enrollment date.
Notes:
1. This number is to be used as the denominator when calculating the
Program Completion Rate and the Entered Employment Rate.
- If partial performance is submitted, the participant universe must be at least one.
- Licensed Career Schools:
-Submission of data collected and reported per the Program's established reporting requirements.
Participant Universe cont’d
Texas Higher Education Coordinating Board Approved Program
Program Completion Rate
Number of Graduates / Supplemental Reporting: If utilizing one of the exceptions outlined above, performance data must be submitted for the Graduate/Leaver universe as defined by the applicable regulatory entity. However, providers have the option of submitting supplemental data. Additional information on supplemental reporting options is posted in the 'Certification Process' navigation option (public view) of the automated ETPS.
Under WIA, the State may accept program-specific performance information consistent with the requirements for eligibility under Title IV of the Higher Education Act of 1965 if such information is substantially similar to the information required by WIA. The Commission will accept the number of graduates and the number of leavers as a proxy for Program Completion Rate for training programs currently approved by the Texas Higher Education Coordinating Board.
For individuals in the Participant Universe, the percentage who completed the program/course during the specified 12-month Reporting Period.
To Calculate: The number of program completers divided by the number in the Participant Universe.
For programs currently approved by the Texas Higher Education Coordinating Board: For the specified 12-month Reporting Period, the number of individuals who were awarded a degree or certificate after successful completion of the Texas Higher Education Coordinating Board approved program.
Number of Leavers
Entered Employment Rate / For programs currently approved by the Texas Higher Education Coordinating Board: For the specified 12-month Reporting Period, the number of individuals who left without completing the Texas Higher Education Coordinating Board approved program and without obtaining a formal credential such as degree or certificate. Includes both those who "dropped out" for a variety of reasons and those who completed certain course(s) with no intention of obtaining a degree or certificate.
For those individuals in the Participant Universe, the percentage who obtained and/or were engaged in unsubsidized employment (i.e., employment performed for wages, salary or pay that is not contingent on a subsidy such as on-the-job training reimbursements to the employer) during the specified 12-month Reporting Period.
Average Hourly Wage at Placement / To Calculate: The number of program participants that obtained and/or were engaged in unsubsidized employment divided by the number in the Participant Universe.
For the program participants who obtained and/or were engaged in unsubsidized employment during the specified 12-month Reporting Period, the average hourly wage.
To Calculate: Total the hourly wage of all program participants that obtained and/or were engaged in unsubsidized employment and divide by the number of program participants that obtained and/or were engaged in unsubsidized employment.
UI Wage Match Reference Number / If the Texas Workforce Commission’s UI Wage Match Service was utilized to obtain data for any of the required performance measures, enter the UI Wage Match Reference Number (5-digit) and submit the documentation provided by the Texas Workforce Commission to the Board(s).
Note: See ‘Certification Process’ in the public section of the automated ETPS site for additional information about the service.
Average Quarterly Wage / The average quarterly wage for employed program participants calculated using unemployment insurance (UI) wage data and/or other data sources. For this measure, the 12-month Reporting Period may vary.
Supplemental Data Submission / If submitting supplemental data for the Participant Universe, select "Yes" and enter your planned mail or delivery date and the number of individuals for which supplemental data will be submitted.
Note: See 'Certification Process' in the public section of the automated ETPS site for additional information about supplemental reporting options.
Board Selection
An Initial Eligibility Application can be submitted to one or more Boards simultaneously. To select a single Board, click on the appropriate name on the Board list. To select (or deselect) more than one Board, hold down the Control (Ctrl) key while clicking on your selections.