SA Processing Lactation Requests for NSTAs

User: specialarrangements@aswb.org

Password: “ASWBesl2022!”

1. Sending a “Bulk List” of requests in DocuSign is no longer necessary as on 12/7/23. The candidate can request the link by submitting a request on this webpage. The link will automatically be sent to them. Lactation arrangements - Association of Social Work Boards (aswb.org)

2. Downloading DocuSign requests:

   1. Once signed in, click on the “Manage” tab at the top of the page.

   2. Then click “Sent” on the left side of the page.

   3. Click on “FILTERS” at the top right of the page next to the search engine.

      1. Select “Complete” in the “Status” dropdown.

      2. Select “Last 30 days” in the “Date” dropdown.

   4. Find the documents that you need to download from the last one you pulled, and click on the down arrow next to “DOWNLOAD” on the right. Once you hit that arrow, you will see other options, select “Print”

   5. You will then see this window:

      Open

      

   6. Save to C:\Users\klacy\OneDrive - ASWB\Special Arrangements - General\SCANS\2023\Received 2023

      1. Name folder: Last name, First initial, State, LI

      2. Name file in folder: Last name, First initial. App. Date

   7. Once you have downloaded all the DocuSigns for that day, place the total in the “Tracking and Trending” Excel under “Received through DS”

      1. Location: OneDrive - ASWB\Special Arrangements - General\Quarterly Reports\Tracking and Trending Data

1.Check Database (crcSpecialExams) for the following: You will find the candidate by using the SSN/SIN on the application or by their date of birth (DOB), last name and first name. (If there is no record of the candidate, continue with processing the request by adding in the candidate in the system if all information is present on the request—See “Adding Approval” step 1 below)

• Prior registrations/exams taken.

  • If the candidate is already registered, testing arrangements cannot be added to an existing appointment.

• Existing Nonstandard Testing Arrangements approval

  • If there are current testing arrangements check to see if the current request is for different arrangements or a different board than already approved for.

    • If the candidate has additional DX’s notify the appropriate coordinator for them to take this request to add with the other approval.

Open

1. In the Special Arrangements program (crcSpecialExams) you will find the candidate by using their SSN/SIN, Name, or Date of Birth.

• If you cannot find the candidate by their SSN/SIN, Name, or DOB, you must add them to the database before you can enter the testing arrangements.

  • Enter the candidate’s SSN/SIN, DOB, first name, last name, and the state/jurisdiction where they are seeking licensure.

    • If the candidate did not provide their SSN/SIN you will need to contact them (via phone) to obtain it. Once receiving this information, you will need to enter full name, SSN, DOB, JUR into Special Exams and then click on “Add New Candidate” at the top left of the screen and proceed to the next step

2.To process the request.

1. Select “List Existing Approvals” and “Add New”

2. Enter the state/jurisdiction under “Appr Juris.”

3. Enter the Approval Date as the date that the arrangement was approved either by you or the board.

4. Expiration Date is entered as one year from the date that we enter the approval

5. Click “ADA” under “SE Type”

   1. Enter “Lactating Individual- Pumping” for a breast pumping request

6. Click on the down arrow under Special Arrangements then Add the standard 5 approvals for breast pumping (**it will always be the same 5 for each approval).

   1. Access to locker

   2. Access to lactation space

   3. Bottled Water

   4. 1 Hour

   5. Frequent/Extended Breaks

• Continue until all the approved arrangements have been added.

7. Add notes to the Internal Memo section if necessary.

• Add “needs board approval” (example “needs TX approval”) if they do not have an open approval.

• Add other notes as appropriate to cue you regarding which template to use and what information to communicate to the candidate in your letter.

8. Save the approval to the Application file as the cover sheet

9.You will move the application to OneDrive - ASWB\Special Arrangements - General\SCANS\2023\Notify 2023 folder so you can send the determination letter email the next business day. It takes an overnight cycle for data to be added to the candidate’s record so that the candidate can register with testing arrangements.

1. Using the appropriate template OneDrive - ASWB\Special Arrangements - General\Approval Letters\Template, notify the candidate when requesting more documentation:

2. After you have pulled up the appropriate template letter you will need to add the candidate’s name as listed on the request for nonstandard testing arrangements, the state they were approved and the arrangements they were approved for. Also check that the date is correct.

• The approved arrangements will be on the cover sheet that you saved to the candidate’s file.

• Add notes as appropriate. Anything that was asked for that is not being approved should be addressed.

• If the candidate has already registered, check IntelliVue to determine if they have a scheduled testing appointment. In the “ADA Approved already registered” template—add the existing appointment date in the “Next Steps” section that reviews the candidate has to cancel this existing appointment to add the arrangements to their request.

3. Once you have completed the correct template you will then save it as a pdf in the candidate’s file and name the file Candidate last name, first initial, determination letter, and the month and day you intend to email it (example: Johnson, J determination letter 11.23)

4. Attach the letter to the candidate in a HD ticket that is formatted as follows.

• The subject line should say “ASWB Nonstandard Testing Arrangements”

• The body of the email should address the candidate by the name on the application and have the appropriate canned response.

5. After you have emailed the candidate, you will then move the file:

• If the candidate was approved for testing arrangements, you will move the file from the “Notify” folder to the “Complete” folder OneDrive - ASWB\Special Arrangements - General\SCANS\2023\Completed 2023

1.Check Database (crcSpecialExams) for the following: You will find the candidate by using the SSN/SIN on the application or by their date of birth (DOB), last name and first name. (If there is no record of the candidate, continue with processing the request by adding in the candidate in the system if all information is present on the request—See “Adding Approval” step 1 below)

• Prior registrations/exams taken.

  • If the candidate is already registered, testing arrangements cannot be added to an existing appointment.

• Existing Nonstandard Testing Arrangements approval

  • If there are current testing arrangements check to see if the current request is for different arrangements or a different board than already approved for.

    • If the candidate has additional DX’s notify the appropriate coordinator for them to take this request to add with the other approval.

2. Email Pearson VUE for the Implementation Plan

   1. You will then email Pearson VUE for an Implementation Plan for breast feeding as they have to research test centers near the candidate to make sure there is an appropriate space for the candidate.

      1. You will email “Global Accommodations” PV EM and CC SPA’s

      2. Subject line is the “candidate’s last name, Auth number”

      3. EM should contain the candidate’s full name, exam category, zip code, breastfeeding request, and the arrangements being requested for an IP.

         1. Access locker

         2. Bottled water

         3. Extra 1 hour

         4. Frequent breaks

         5. NMA

      4. Once you send the EM, color code it for you.

      5. Then move the candidate’s file to the Pending folder (OneDrive - ASWB\Special Arrangements - General\SCANS\2023\Pending 2023)

3. Once you receive the IP back from PV, make sure the candidate’s ID and name is correct, along with the correct arrangements. For Breastfeeding, PV approves the following:

   1. Access locker

   2. Bottled water

   3. Extra 1 hour

   4. Frequent breaks

   5. NMA

   6. Other- tester will be nursing an infant…

4. If the IP looks good, save the IP to the candidate’s file.

5. Email PV back that you approve the IP. Move EM to “Pearson VUE” folder in SA2 email box.

6. And then you can process the candidate’s request.

4.To process the request.

1. Select “List Existing Approvals” and “Add New”

2. Enter the state/jurisdiction under “Appr Juris.”

3. Enter the Approval Date as the date that the arrangement was approved either by you or the board.

4. Expiration Date is entered as one year from the date that we enter the approval

5. Click “ADA” under “SE Type”

   1. Enter “Lactating Individual- Breastfeeding” for a breastfeeding request

6. Click on the down arrow under Special Arrangements then Add the standard 5 approvals for breast pumping (**it will always be the same 5 for each approval).

   1. Access locker

   2. Bottled water

   3. Extra 1 hour

   4. Frequent breaks

   5. NMA

   6. Other- tester will be nursing an infant….

• Continue until all the approved arrangements have been added.

7. Add notes to the Internal Memo section if necessary.

• Add “needs board approval” (example “needs TX approval”) if they do not have an open approval.

• Add other notes as appropriate to cue you regarding which template to use and what information to communicate to the candidate in your letter.

8. Save the approval to the Application file as the cover sheet

9.You will move the application to OneDrive - ASWB\Special Arrangements - General\SCANS\2023\Notify 2023 folder so you can send the determination letter email the next business day. It takes an overnight cycle for data to be added to the candidate’s record so that the candidate can register with testing arrangements.

1. Using the appropriate template OneDrive - ASWB\Special Arrangements - General\Approval Letters\Template, notify the candidate when requesting more documentation:

2. After you have pulled up the appropriate template letter you will need to add the candidate’s name as listed on the request for nonstandard testing arrangements, the state they were approved and the arrangements they were approved for. Also check that the date is correct.

• The approved arrangements will be on the cover sheet that you saved to the candidate’s file.

• Add notes as appropriate. Anything that was asked for that is not being approved should be addressed.

• If the candidate has already registered, check IntelliVue to determine if they have a scheduled testing appointment. In the “ADA Approved already registered” template—add the existing appointment date in the “Next Steps” section that reviews the candidate has to cancel this existing appointment to add the arrangements to their request.

3. Once you have completed the correct template you will then save it as a pdf in the candidate’s file and name the file Candidate last name, first initial, determination letter, and the month and day you intend to email it (example: Johnson, J determination letter 11.23)

4. Attach the letter to the candidate in a HD ticket that is formatted as follows.

• The subject line should say “ASWB Nonstandard Testing Arrangements”

• The body of the email should address the candidate by the name on the application and have the appropriate canned response.

5. After you have emailed the candidate, you will then move the file:

• If the candidate was approved for testing arrangements, you will move the file from the “Notify” folder to the “Complete” folder OneDrive - ASWB\Special Arrangements - General\SCANS\2023\Completed 2023