Managing Educator Consent Forms – Early Learning Indiana

Warning: Each I-LEAD user needs their own email that isn’t shared with anyone else. I-LEAD accounts aren’t meant to be shared or gifted as they contain personal information & training unique to that user. Failure to follow this rule could result in tangled accounts and incorrect data on consent forms that can't be reversed.

Consent Form Statuses

Provider Admins have the ability to view the status of their staff's consent form on the “Associated Educators” section of their Provider Details page within their I-LEAD account. The status next to the educator’s name indicates the status of their consent form. The “Status Submitted” column indicates when their last consent form was submitted. Consent forms are due exactly a year from the submitted date. To check the expiration of an educator's consent form, you can also click "View Details" to see which locations they submitted a consent form and when each one expires.

*If the Educator does not show a "Yes" under Registered but they are listed on the Associated Educator roster, this is likely an old paper consent form uploaded by the consultant. Please direct them to login to the account they created and use the "I am an Educator" button on their I-LEAD accounts to merge. For those who aren't listed on the Invited Educator section and Associated Educator roster at all, an invite must be sent to the educator to have the educator join the child care facility. Please add the educator to each site they will work at before they accept the invitations and complete their consent form.

Accessing the Associated Educator Roster for a License:

Login to I-LEAD
Scroll down to your Provider section
Click View Details next to the license roster you wish to view
Scroll down to Associated Educators. This roster shows all educators who submitted past consent forms or accepted their invitations for this particular license. To understand the status of each consent forms, please view the status definitions under the image below.

Consent Form Status Definitions:

“Submitted”-Submitted means the consent is in the system, but the processing has not been started. The next step would be for the FBI record to be completed. If it is a new employee then a provisional email will be sent and the consent will be sent to the next two queues for review. If it is an ongoing individual, then no email will be sent but consent will be sent to the next two queues for review. 

“Qualified”-Qualified means all checks have been done and the consent is complete with no issues. To view the expiration for their current consent form, click "View Details" next to the person. The next expiration date for each license will be visible in the Consent Form section at the bottom of the Educator Details page.

“Incomplete”- Incomplete indicates that there is an issue with the FBI fingerprint check or the consent form itself. This status most commonly appears when a consent form was submitted by the educator without including the fingerprint TCN # on the Inkless Transaction Number section. A new consent form can't be submitted from the I-LEAD if this occurs. Instead, provider admins, please contact the Background Checks Department with OECOSL via qualification.review@fssa.in.gov to determine what is needed and submit the missing information on the user's behalf.

“Provisional”- Provisional means that the FBI's check has been completed for a new employee so they can begin working under supervision. The consent will be sent to the other queues for completion.  Any educator with a provisional status can work so long as they're supervised by another Qualified educator who has a current consent form for that year. Once the provisional status changes to "Qualified" on the roster, then the new staff member can monitor children on their own without supervision.

“Disqualified”- Disqualified means an issue has occurred which makes the caregiver ineligible to work in childcare. This could be an incomplete/expired fingerprint, felony arrest, and/or child welfare substantiation. Letters will be sent to the provider and caregiver. Providers, please contact your consultant for guidance. If the disqualification is something that can be disputed, the educator has the opportunity to appeal it through a new consent form. The "Begin Consent Form" button will generate on the educator's account so the individual can redo their consent form. Documentation used to dispute the disqualification status should be uploaded to the "Documentation" section of the new consent form. Please see "Disqualified Consent Forms" for more information.

*Note: An educator listed as ‘N/A’ means the consent form has NOT been completed in the educator’s I-LEAD account. Please check to see if the educator is listed as “Yes” under the ‘Registered’ column. If so, please advise the educator to fill out the consent form in their I-LEAD account. If the educator is listed as ‘No’ under the registered column, the educator may need to accept an invite for your child care program, initiated by the admin and accepted within three days of the invitation. Please invite educators to all sites they work for, as the consent form can fulfill all background screenings for all sites. Remember, when sending an invite, click the last two steps to send a successful invite –‘REVIEW’ and ‘SUBMIT’!

SUBMITTED DATE:

This date shows when the consent form was last submitted.

HIRE DATE and/or STAFF TYPE missing:

Please click on the "update" button in the "action" section to enter the hire date and/or staff type. This will give a staff member access to their consent form if they don't have access to it due to these missing fields.