Utah DWS explains step-by-step process to renew programs on eligible training provider list

Sheila Ulrich, the Eligible Training Provider List (ETPL) coordinator for the Utah Department of Workforce Services, described how training providers can renew programs on the state ETPL through jobs.utah.gov, explaining required documents, new mandatory questions and the agency's approval workflow.

Ulrich said providers should sign in at jobs.utah.gov, confirm their school and contact information, and then use the Documents and Programs tabs to check each program's renewal status and upload current licensing documents.

The renewal steps matter because Utah DWS reports multiple years of program data to the U.S. Department of Labor and keeps expired programs off the public ETPL, Ulrich said. She also noted a grant-related detail: "the grant is limited to 24 months," and advised providers to list prerequisites and program length so employment counselors can assess eligibility and duration.

Ulrich gave specific technical and content guidance. She said, "Word documents are not compatible with our system," and instructed providers to upload documents as PDFs or email them to dws_trainingproviders@utah.gov for staff upload. Out-of-date documents remain on file for historical reporting and cannot be deleted, she said.

To find programs ready for renewal, Ulrich said providers should open the Programs tab and filter by "needs renewal." She advised providers to click the classification link (the green/blue program code) so all programs under that classification appear, then select "renew now" for the specific program. The renewal form, she said, "auto populates with the information that you entered last year" and providers should "review each field to ensure accuracy. There are 4 new mandatory questions that went into effect last year."

Ulrich listed key fields to verify: certificate type; mode of instruction (on-site, online or both); the exact industry-recognized certificate, license or degree name; the program name (which she warned must match the provider's catalog or website); program description; and the first class start date (which she said does not need to be updated on renewal).

She cautioned providers to list prerequisites in the form if applicable, explaining the reason: "The grant is limited to 24 months. Employment counselors need to know how long a program and the prerequisites will take." Providers also must update tuition and required fees for a full-time student and enter an estimated cost for books and supplies for the entire program (enter zeros if none). Ulrich told providers to state program length in weeks for a full-time student and indicate the expected clock or contact hours per week.

For renewal-only numeric fields, Ulrich said providers should "enter zeros in all the data fields. For renewal applications only, we will obtain this information for you." The bottom section of the application shows documents previously uploaded for that program; add any new or updated program-specific documents there.

On saving and submitting, Ulrich gave clear instructions: "Do not click save first. It will put your application back in incomplete status." She said providers should complete the form and then click "submit for approval." After submission, a second page may list DWS students who attended the program; she said no action is required for that page. She also warned, "Please do not click cancel. This will delete all previous information entered on the first page." If a provider has saved an incomplete application and needs to finish it later, filter the Programs tab by "incomplete application," open the program by name, complete it and then submit.

If a provider begins an application then determines the program is no longer offered, Ulrich said they may remove the incomplete application via a "remove" link. She noted, however, that the system will not let providers delete programs that previously existed in the database because DWS reports several years of program data to the Department of Labor; expired programs are not shown on the public ETPL.

Ulrich described the agency review workflow: she said she will review each submission and, if she has questions, email the provider. "Once I approve, I send it to a coworker for secondary approval. Once the secondary approval occurs, computer generated email is sent to your school's primary contact," she said.

For technical help creating an account or recovering credentials, Ulrich instructed new or locked users to email dws_trainingproviders@utah.gov; she said she will email a link to create an account or provide username assistance. She closed by repeating the contact option for questions.