The Louisiana Department of Education on July 28 demonstrated a new online application system for teacher preparation providers that will replace the agency’s PDF application workflow, staff said.

The system, integrated into the Louisiana educator portal, will run concurrently with the existing TeachLA Live PDF process for about two weeks. LDOE officials said any remaining PDF applications must be submitted by Aug. 11; beginning Aug. 12 all new certification applications must be started and completed in the new online system.

Lana Hutchinson, deputy director for certification at the Louisiana Department of Education, led the training and live demonstration. She said the portal is intended to centralize preparation, certification and evaluation processes and to reduce routine processing errors. Hutchinson noted that the portal “launched on July 28” and that the agency has built time for question-and-answer sessions while providers and candidates gain access to the new system.

The agency outlined steps both providers and candidates must take to use the portal. Candidates who do not already have a Myla (My Louisiana) single-sign-on account will need to create one; candidates must also have a verified Social Security number and, where required, a cleared criminal background check (fingerprint clearance) before certain application types will be available. Hutchinson said the system prevents candidates from starting provider-specific applications until a fingerprint clearance is on file, which should reduce returned or incomplete submissions.

Preparation providers must request an eScholar staff ID, create or have a Myla account, and request permissions through EdLink Security to be authorized as a preparation-provider representative. Hutchinson cautioned that eScholar is migrating to a new school-year data set and that issuing new staff IDs could take an extra day or two during the transition.

Providers must set a program-specific six-character provider code and give that code to candidates so the candidates can connect to the correct program through the portal. Applicants send connection requests to providers and providers may accept or reject those requests to manage their active candidate lists.

When a provider sends a program packet (for example, resident teacher, practitioner license or initial recommendation) the system will route the application simultaneously to the provider and to the employing HR office. Hutchinson recommended that providers generally wait for HR to complete its portion — placement, mentor and intent-to-employ details — before the provider signs its section, but noted the system will accept provider signatures before HR in cases where partnerships have reliable workflows.

Hutchinson demonstrated provider tools that show application state (started, waiting on HR, submitted, processed), an action-required filter so providers can surface only packages needing their attention, and an export-to-PDF option that produces one file including all attachments and receipts. She also showed that the system will automatically attach payment receipts inside the application record when an applicant or provider completes checkout.

On payments and reimbursements, an unnamed participant asked whether programs that historically paid first-time practitioner fees for candidates could still do so. Hutchinson responded, “You can do that,” and explained there is an option to use prepaid checkout forms and to attach receipts in the application record, though she said bypassing the system’s built-in payment flow is “a little clunky.” She added the workflow is designed so payment occurs at the end of the application to prevent unnecessary charges and to automatically attach the receipt to the application.

The presenter showed a provider catchall upload field on the final section review so providers can add unusual or case-specific documents not requested on the standard forms. She also demonstrated how providers can deactivate candidates who have completed a program (moving them to a program-alumni list) and how providers can reactivate alumni if needed.

Hutchinson said that, during the early rollout, providers should route login and access issues to the teacher certification help center, which will triage problems that may involve Myla, eScholar staff IDs or EdLink permissions. She said the LDOE communications team will post the recorded session and supporting guides (applicant and program-provider guides) on Teach Louisiana and the LDOE website once the videos are cleared for posting.

The training concluded with a brief question-and-answer period; Hutchinson encouraged providers to request permissions and start connecting active candidates so applications can begin flowing through the new portal.