Training Provider Questions and Answers

Find the answers to Frequently asked questions about TrainingPro and how Providers can quality as an Eligible Training Provider (ETPL)

Questions and Answers for Training Providers

1. How is Entered Employment/Placement Rate to be measured?

The calculation for the Entered Employment/Placement Rate is derived from data entered by the training provider through TrainingPro. Currently, the Entered Employment/Placement Rate for a course is calculated as the number who entered employment as a percent of the number who completed the course plus the number who dropped out of the course.
            For example: The number who entered employment  = 12, the number who completed the course = 15 and the number who dropped out the course = 2
                                   The result of The Entered Employment/Placement Rate = 12/(15+2) x 100 = 70.59%


Training providers must meet the minimum Entered Employment/Placement Rate as defined in the WIOA ETPL Policy to be approved each year.  The Participant Entered Employment rate for a course is displayed to individuals who review course information through JobQuest.

A course Completion Rate is also calculated from data entered by the training provider in TrainingPro.  The Completion Rate for a course is calculated as the number who completed the course as a percent of the total number who completed plus the number who dropped out. The Participant Completion rate is displayed to individuals who review course information through JobQuest. 
            For example: The number who completed the course = 15 and the number who dropped out the course = 2.
                                  The result of The Complete Rate = 15/(15+2) x 100 = 88.24%

2. Based on the new ETPL requirements in the letter I received, do we need to re-apply?

The providers will need to re-apply through TrainingPro on or after June 1 of each year to have their courses approved through June 30 of the following year. DCS will be notifying these providers beginning in June to ensure that they meet all the requirements for training provider approval as defined in the WIOA ETPL Policy.

3. How do I learn if my most recent approval has expired?

Log into your TrainingPro account and look at your courses table under “Earliest Resubmit Date” on the right side of table.  If the date displayed is on or before the current date, you can re-submit the course.

4. How do I re-submit a course?

Select a course, click the “edit course” button, update course information as necessary and resubmit the course.

5. I recently received a letter from the Department of Career Services regarding updated procedures on the submission of programs on TrainingPro.  Can you clarify the intent of this letter? 

The letter was sent to training providers informing them of updated eligibility requirements for the Eligible Training Provider List (ETPL).  These changes were implemented with the new Workforce Innovation and Opportunity Act and became effective on July 1, 2015.

6. How does this affect my college/institution as a training provider?

The school must be in compliance with the three areas described in the WIOA ETPL Policy based on:
        1. programmatic capacity,  
        2. financial stability, and
        3. course performance.

7. How does compliance verification process work? My school is approved to be on ETPL, but I still cannot enroll my students in classes because my courses are still pending.

Approval is a two tier process.  DCS will determine eligibility of the training provider.  DCS will review applications for ITA, Trade and Section 30 to determine compliance with all requirements. DCS will communicate by email to the Primary Contact identified in TrainingPro as needed during the review process.  Once the Training Provider is approved, individual courses will be reviewed by local workforce boards, DUA Section 30 or Trade as appropriate.  This process may take several weeks depending on the completeness of the application in TrainingPro and findings during the compliance reviews.  .

8. How do I update my school contact(s) and license information?

Log into your TrainingPro
  • Select “edit provider information” button to edit provider information.  To review and update your school license, click “next” button on this screen. Make sure the school license and licensing agency is up to date.
  • Select “edit contact information” to update or add new contact information. Make sure your primary and signatory contacts are active and contain all contact information, mailing and email address. You need to keep one “primary” contact only. If the same contact person is designated for more than one contact type, do not enter “same” in any contact information, but enter name, business title, phone, fax, and email address.

9. I received a notice of non-compliance.  If I do not send the required documents to DCS, what will happen to my provider’s eligibility status?

The training provider will be removed from the ETPL until they provide the requested documentation or they come into compliance.

14. I am not able to provide the documentation that you require within the time period requested, what should I do?

Contact Cholthanee Koerojna at ckoerojna@detma.org or call at 617-626-5702 for guidance.

11. My school is never licensed. What should I do?

Contact Division of Professional Licensure (DPL) and submit the application for licensing determination. Information on licensing for occupational schools is available from DPL at www.mass.gov/dpl/schools.  Access the “Licensure Determination Form” under “Resources” on the right hand side of the page.  Please submit to DPL the completed Licensure Determination form, with its requested attachments, as soon as possible in order to allow sufficient time for DPL to issue a determination.  If licensure is required under M.G.L. c. 112, s. 263, DPL’s licensure process could take up to 90 days.”

12. I received a notice to provide certificate of good standing from DOR to DCS. I understand that is related to taxation. Our school does not sell any merchandise. Is my school subject to this requirement?

Yes. The requested MA Department of Revenue (DOR) Certificate of Good Standing is to certify business standing, i.e., that all tax liabilities have been met, etc.  To receive a DOR certificate of Good Standing, you must contact DOR. DOR will not send your school a certificate without filing an application with DOR. Information is available on the DOR web site at http://www.mass.gov/dor/businesses/programs-and-services/certificate-of-good-standing.html.  After the certificate is received, email a copy of the DOR certificate to ETPL@MassMail.State.MA.  See an example of Certificate of Good Standing on this web page.

13. I have been submitting my courses through the TrainingPro application for course approval for many years. I was never requested to submit any documents to qualify my application. Why am I being requested to provide documents such as certificate of good standing, worker compensation, license, etc.?

Updated eligibility requirements for the Eligible Training Provider List (ETPL) were implemented with the new Workforce Innovation and Opportunity Act and became effective on July 1, 2015.  These are described in WIOA ETPL Policy.  The Department of Career Services is now responsible to approve training providers to be on the ETPL and may request documents to validate that a training provider has met the requirements outlined in the policy.  Local workforce boards still are responsible for approving the courses.

14. I initially applied to be approved for Section 30. Is it too late to apply for ITA as well?

No, a training provider may have their courses considered for ITA, Trade and Section 30 at any time?.

15. I’ve submitted my course for approval and I am concerned because I have students who will begin training soon, can I be assured that my application will be approved in time?

The best thing to do would be to contact Cholthanee Koerojna at ckoerojna@detma.org or call at 617-626-5702 for guidance.  She may be able to provide assistance to expedite the process.

16. My courses are submitted to WTFP program only. Do I need to go through ETPL compliance verification process?  If later I also submit a course to other programs such as Section 30, ITA or Trade, do I need to go through ETPL compliance verification process?

No, if your courses are submitted to WTFP only. Yes, if later you also submit a course to other programs. The ETPL compliance verification applies to training providers submitting courses for ITA, Trade or Section 30

17. I am a state government entity of Massachusetts or out of states. Do I need to go through the compliance verification process?

Publically operated training providers, schools and community colleges need to apply through TrainingPro, but compliance verification is quicker than for other training providers.

18. How do we renew the end of the Fiscal Year (June)?

Training providers will need to reapply through TrainingPro.  TrainingPro will be open for renewal 30 days prior to your current approval end date.

19. Our school has more than one location? How do I enter our school address since the application provides only one address location?

Enter main campus address or create another application for a different location.

20. Our course is offered at more than one location. How do we enter course location address?

Add a course for each location.  You can use the copy course button to get the basic information and then update the address information.  The course approval is done by location so it is important that the course location is specified accurately.

21. Our school is located out of state and offers courses online and/or at our home state location only. Is our school required to be in compliance with Massachusetts requirements?

Your school must be on your home state ETPL to meet requirements to be qualified to be on Massachusetts ETPL. If your school is not on your home state ETPL, your school must demonstrate compliance with the same requirements as a Massachusetts school with the three areas described in the WIOA ETPL Policy based on:
        1. programmatic capacity,
        2. financial stability, and
        3. course performance.

22. Our school is located out of state. We also have physical location and offer course(s) in Massachusetts. Which requirements is our school must be in compliance??

Your school must be in compliance with the three areas described in the WIOA ETPL Policy based on:
        1. programmatic capacity,
        2. financial stability, and
        3. course performance.

23. Our school is located out of state. We do not have employees or a permanent location in Massachusetts, but will send our home state employee to conduct a short training course in Massachusetts. Is our school required to be in compliance with ETPL requirements?

Your school will at minimum be required to file the application with the Massachusetts Department of Professional Licensure (DPL) to determine if your school must be licensed or is exempt from licensing, in which case you must provide a letter from DPL to that fact.  Information on licensing for occupational schools is available from DPL at www.mass.gov/dpl/schools. See question Q15 for more details. Contact Cholthanee Koerojna at ckoerojna@detma.org or call at 617-626-5702 for guidance on any other requirements for your school to be approved.  

24. We are a charity organization. We do not charge students and we are a tax exempted organization. Why are we required to be in compliance with WIOA requirements?

Any training provider regardless of non-profit or profit status who applies for ITA, Section30 or Trade must be in compliance with the three areas described in the WIOA ETPL Policy based on:
        1. programmatic capacity,
        2. financial stability, and
        3. course performance.

25. Did DCS sent me notices too soon? I received notices on non-compliance of License, DUA, DIA, etc… because I have not yet completed my application in TrainingPro. I still need to update my information and enter more course information.

No, The non-compliance has nothing to do with the completion of the TrainingPro application, but it is related to your provider’s business. Once the school entered the application to apply for funding on ITA, Section30 or Trade, DCS processes 1st tier approval by verifying your business entity in programmatic capacity and financial stability. DCS will send notice(s) to providers as soon as possible to allow more time for providers to be in compliance as stated in the notice(s).

26. We are authorized to do business in Massachusetts. We have a business license to operate our business. Why is our school required to have license for training?

The license to perform business is for eligibility to conduct business and all other tax obligation. Massachusetts law requires business to be licensed in many categories of training. Some training may be exempted for from licensing which will be determined by Department of Professional Licensure (DPL). See detail on licensing with DPL in Question 23.

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