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41-4 Application overview

May be used to apply for or renew any credential, certificate, or permit type

A separate application form and fee is required for each credential being applied for

Applications with cross outs, white out or scratch outs will not be accepted

Application processing time – 50 business days

Only a complete application will be processed by the Commission

Reference: Title 5, CCR, Section 80002

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41-4 Application overview cont.

Not used for Variable Term Waivers
Paper application fee=$100 (check or money order made out to “Commission on Teacher Credentialing”) Fees vary depend on credential or permit applying for, leaflet CL-659
One check to cover all fees can be used for multiple applications sent in the same envelope

A 41-4 application presentation could send us down the rabbit hole but today our focus is on filling it out.

Rabbit hole:

CTC reject letters due to missing or incomplete items
Receiving CTC letters late
Applications never received
Name on 41-4 does not match CTC website
Pending Additional Evaluation status
Supporting Documents
???????????????????

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File Box

“File Box” is to be completed by a CA employing agency or college that is assisting an educator with an application

A complete file box signifies that the applications supporting materials have been reviewed and verified

Issuance date can be requested up to 3 months prior to CTC receiving the application

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Section 1 – Personal Information

Applicants must complete all required fields marked with an (*)
All applicants must have a SSN or a ITIN to apply for certification
All Former/Maiden names should be listed if the applicant has any
Use a valid email address that you check regularly to receive automated notifications regarding application and credential status
Gender Identity, Sexual Orientation, and Demographic data is voluntary – CTC will not return an application if these fields are not filled out
Any information provided will be kept confidential

Coded Correspondence 19-03

The County and District of employment is not required but if they are noted then they will be CC’d with any communication related to the application

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Section 2 – Application type requested

Use the drop down menu in section 2 to specify if the application is to:

Add a Subject or Authorization to an existing document
Change of Restriction
Request an extension by Appeal
Apply for a new credential or permit
Renew a credential or permit
Upgrade to a clear credential or higher level Child Development permit
If applying for a document or authorization that does not fall within one of the categories you can use other
Examples for Other: Admin remaining years and remove RC code

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Section 3 – Choose Document Type

Applicants should only make one selection in this section
Applications may be rejected if multiple selections are requested (CTC may assume you want to apply for two credentials and a separate application and fee would be needed)
Selections with an (*) can only requested by a CA Local Education Agency (LEA) and the file box must be completed

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Section 4 - Select Authorization/Subject Area(s)

The drop down menu is used to select the authorization or subject area being requested
This section is not used for Substitute Permits or Child Development Permits
If you are requesting more than one subject area it can be listed in the comments section on page 5

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Section 5 – Child Development Permit Renewal Self-Verification

Most Child Development Permits require the holder to verify that they have completed 105 hours of Professional Growth
CD Associate Teacher is the only permit that does not have this requirement – That permit requires 15 semester units to renew

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Section 6 – Professional Fitness Questions (PFQs)

This section pertains to an applicants background and history
Documents pertaining to the “Yes” answer do not need to be provided, if the infraction has already been cleared by DPP

EXAMPLE – Infraction happened in 2017, I renewed my credential in 2018 and provided CTC with the court documents. CTC granted my credential after reviewing the items.

A written explanation must be submitted for any PFQ with a “Yes” answer
Professional Fitness Explanation form OA-EF
Applications assigned to the Division of Professional Practices are not bound by the 50 day statutory processing time

Applicants can contact DPP directly at dppinfo@ctc.ca.gov

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Section 7 – Child Abuse and Neglect Mandated Reporting

All applicants must agree to be a mandated reporter
Applications that are missing a mark will be considered incomplete

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Section 8 – Employing Agency Information

LEA’s looking to employ an applicant on a One-year Nonrenewable credential, Provisional Intern Permit, Short Term Staff Permit, Limited Assignment permit, Emergency permit or Substitute Permit (Except 30-Day, Prospective Substitute, 30-Day CTE) must complete this section. Look for the (*)
These permits are restricted to the LEA

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Section 9 – Oath and Affidavit

Applicants must complete all portions of this section and certify (or declare) under penalty of perjury under the laws of California that all the foregoing statements in this application are true and correct by signing the oath
Common mistakes seen by CTC:

Applicants write in their date of birth instead of the date signed
Applicants write in the country (USA) instead of the county where the application is signed

Applications must be signed in wet ink or use an approved electronic signature CIA 22-01

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Comments/Additional Subject Requests

This section is primarily used to request additional subjects from section 4
Applicants can specify the option or route in which they are applying
Can be used if the application is being sent in with a name change form

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Common Errors

Oath and Affidavit section is not complete or does not have a wet signature or does not have a CTC approved electronic signature

Missing SSN, Individual Tax ID or date of birth

SSN/DOB or name does not match educators record in the Commissions database

Incorrect fee amount

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41-4 Web Form

41-4 Web form – CTC encourages the use of the web form because it will help reduce errors by not allowing applicants to proceed or complete unless all required information is filled out

File Box will show up after it is printed

The application will need to be signed after it is printed

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41-4 Web

Form

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41-4 Web

Form

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41-4 Web

Form

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41-4 Web

Form

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Fingerprints overview

Ed Code sections 44340 and 44341 requires individuals who seek a document from the Commission receive (background) clearance from the Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI)

Individuals who have received fingerprint clearance through other agencies, employers, other states or government agencies are not exempt from this process and must fingerprint for the Commission (Agencies cannot share information)

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Fingerprints overview cont.…

CA residents must use the 41-LS, standard processing time for DOJ can be anywhere from 3-7 days

Out of State/Out of Country residents must use fingerprint cards (FD-258), standard processing time for DOJ can be from 10-12 weeks

Standard refers to DOJ's processing of fingerprint forms once DOJ receives a form 41-LS or FD-258, but may be significantly longer. The Commission does not have control regarding DOJ's processing timeframe.

Applicants who used the Live Scan process may check the status of their fingerprint submission by visiting the DOJ website.

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Fingerprints overview cont.…

New fingerprints are required if all the educator’s documents have been expired for 18 months or longer Coded 12-10

Name, DOB, and SSN under the educators fingerprint results must match the name, DOB and SSN currently listed in the their profile

Fingerprint errors can be caused by the applicant or the fingerprint operator and will delay the issuance of the requested document

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41-LS

Must use LEGAL name at all times

Must be complete

Verify information the Live Scan agent entered is accurate

Supplemental Agency/Employer section is optional

Must submit a copy with paper application

Do not email to CTC

***Unless requested***

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Live Scan Information

Accuracy is important in the prevention of fingerprint delays

If items are entered incorrectly, a new print will be required. CTC cannot correct any issues related to 41-LS errors

All applicant data must match. Legal Name, Application, Fingerprints

If Government ID used at Live Scan differs from current legal name it can cause multiple delays

The applicant should keep a copy of the completed Live Scan

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Fingerprint Card Information

Fingerprint Card form FD-258 must be on the same card stock provided by CTC

Impressions must be rolled by a certified fingerprint roller (Law Enforcement)

Must submit 2 hard cards with fee and application fee

Cannot be folded

SSN must be included for results to load into the CTC database

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Fingerprint Card Information cont.

Fingerprint cards are legal documents and CTC cannot alter, add, or remove any information from them. If data is missing or not legible, the cards will be destroyed
DOJ charges CTC for each card - $49 fee is required

Sections marked with an X are required

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Fingerprint Results Information

Electronically uploaded daily from DOJ into CTC online database

Results are not immediate. Time is needed to review data before any application is processed

A small percentage of data does not upload and must be researched

If the SSN is missing/incorrect or other required information is not submitted correctly, the fingerprints are deemed invalid and another print will be required

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Contacting CTC/Fingerprint Team

Questions regarding fingerprints should be sent to Fingerprints@ctc.ca.gov

When contacting the fingerprint unit, please provide:

Full legal Name
Date of Birth
Last four of SSN
Email address on record with the commission, CTC will not communicate with the educator if the email does not match

CTC will not communicate with an employer, friend, psychic, Credentials Tech, Credentials Specialist, Credentials Analyst, Credentials Manager and the list goes on

They will only communicate with the educator

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Report of Arrest and Prosecution (RAP) Sheets

Subsequent RAP sheets are received from DOJ as long as fingerprints are current

Reviewed By Division of Professional Practices (DPP)

Questions regarding RAP sheets should be sent to DPPInfo@ctc.ca.gov

They will only communicate with the educator

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