CAP Online Platform 2.0 Frequently Asked Questions

Please note that the CAP Online Platform undergoes standard maintenance from 5:30pm to 9:30 pm every Thursday.

Key Terms

Candidate Assessment of Performance = CAP
CAP Manager = CM
Teacher Candidate = TC
Program Supervisor = PS
Supervising Practitioner = SP

View All Answers.

Logging In

• How do I log into the CAP Online Platform?

  The CAP Online Platform is accessible via the MA Education Security Portal. Once a cycle is created, the CAP Online Platform will appear under the list of applications for each user. If you are a Teacher Candidate and have not yet created an ELAR profile, please begin by creating a profile.

  If you are logging in as an SP or PS, ensure that you are using your Sponsoring Organization specific login credentials. If you log in using your personal Security Portal credentials, your CAP application will appear to be blank. 

• How do I log in for the first time?

  When logging in for the first time, please use the "Forgot Password" feature with your username and the email associated with your account to set up a password. Additional resources can be found at Education Security Portal (ESP) Help.

• How do I find my username?

  For CMs, PSs, and SPs, your username is the one affiliated with your Sponsoring Organization, and separate from your personal ELAR account. For SPs, your username is specific to CAP and separate from your personal ELAR account. It will be emailed to you as part of the cycle creation process.

  For TCs, your username is the username you use to access ELAR.

  If you have forgotten your username, please follow the prompts for "Forgot Username."

• How do I change or reset my password?

  Please use the "Forgot Password" feature with your username and the email associated with your account to change your password.

• I'm having trouble logging in. What do I do?

  If you are having trouble logging in, please contact your CM. You may also contact the ESP Help Desk. If you are a CM, you may contact Educator Preparation for assistance.

• I logged in but I don't see my TC's cycle. What's going on?

  CMs and PSs have accounts affiliated with their Sponsoring Organizations. SPs receive a CAP specific account when they are added to a TC's cycle. If you are not seeing the TC you are working with in CAP, it is likely that you logged in under your personal ELAR account. Your Sponsoring Organization account, or CAP specific account is separate from your personal ELAR account so that the account may be closed when you are no longer serving in your current role. Please make sure that you have checked your email for your account information prior to logging in. If you log in with the correct name and are still having issues, please log out and try clearing your web browser's cache, opening an incognito browser, or use another browser.

Starting a Cycle

• How do I start a CAP cycle?

  The directions for starting a CAP Cycle are provided in detail in the CAP Online Platform User Guide . Please follow the below instructions to start a CAP cycle:

  1. From the User Home page, select the "Start Cycle" button on the left-hand menu.
  2. Select the program using the drop-down field (i.e. Academic: Teacher, Biology, 8-12, Initial, Baccalaureate) and select "Search By Program" button. Alternatively, enter TC's MEPID in the text field and select "Search by MEPID" button.
  3. From the list, select a TC Name.
  4. Select a "Cycle Start Date" from the date field (e.g. - 02/05/2018).
  5. Then, select the Next button from the bottom right corner of the page.
  6. By Default, the user creating the cycle is the PS.
  7. To change the PS, select the "Change" button next to the PS's Name.
  8. Select the PS Name to make a selection.
  9. Select Assign button at the bottom right corner of the page.
  10. Select an "Organization Type" from the drop-down field (e.g. Charter District, Collaborative, and Public School District).
  11. Then, select "Practicum District" from the drop-down field (e.g. Harvard, if Organization Type is "Public School District").
  12. Then, enter the MEPID in the text field.
  13. Select the Search button. Note: The SP search is a combination search, which requires each field to be selected in the order in which they are mentioned above.
  14. Select the SP Name to make a selection.
  15. Enter the email address in the text entry field.
  16. Alternatively, if the user selects "Organization Type" as "Out-of-State School" and "Private" (Non-Public/Non-Special Ed) Schools, enter values in the text entry fields for the First Name, Last Name, Practicum State, Practicum District and Practicum School of the SP.
  17. Select the Assign button at the bottom right corner of the page.
  18. Select the "Start Cycle" button to begin the cycle.
  
  

• Why can't I find the [TC/PS/SP] I am looking for to add to a cycle?

  First, verify that you have the correct MEPID for the individual. If the individual is a PS, they may need an account created in the DA. If it is a TC, confirm that they are enrolled in Early ID with the status of "Non Practicum Completer" and "Enrollment Submitted". When starting a CAP Cycle and adding the SP, you will be able to select a Charter District, Collaborative, or Public School District, and then next select the SP's Practicum District from the Practicum District drop down menu. Once you enter that information, you will be able to search for the SP and Assign them to the TC. For Private and Out-of-State School placements, you will be able to enter the SP information.

• Why can't I select next when I find the TC/SP that I have searched for?

  You must double click on the TC or SP name that you have searched for to select them in order to move to the next part of the cycle.

• Is there a delay between when I enroll a candidate in ELAR and when I can start their CAP cycle?

  Yes, there is a one day delay between when you enroll a candidate in a program at your Sponsoring Organization and when you can create their cycle in ELAR.

• When can I start a cycle?

  You can begin to start new cycles for the upcoming program year after August 1st of each year. All cycles that are opened between August 1st and August 31st will need a cycle start date in August. Cycles started on September 1st or after can have later start dates.

• Our program requires two practicum placements. Can our candidates have two CAP cycles?

  No. Candidates can only have one CAP cycle for each program they are enrolled in. For candidates who must complete a split practicum, they are still only able to have one CAP cycle. All CAP users should work together to ensure they are clear on who is completing each observation form and assessment form. Cycles should be left open until candidates are ready to be evaluated as Ready to Teach or Not Ready to Teach. Candidates who have their data reported as Ready to Teach either through a data template upload, or through CAP Online Platform cycles will not be able to have a new cycle started for the same educator preparation program. Please refer to the CAP Online Platform 2.0 User Guide to learn more about split practicums.

• I have a candidate who completed a practicum but was determined to be Not Ready to Teach. Can I start a new cycle for them?

  Yes, if a candidate has been determined to be Not Ready to Teach, you are able to start a new cycle for them for the same educator preparation program.

Forms

• How do I complete the Early Literacy Observation Form?

  The Early Literacy Observation Form is completed during Announced Observation 2. Program Supervisors should access the form through this link  (it is not yet integrated into the Online Platform) and use the Look Fors to guide their observation. Supervisors can continue to enter evidence and feedback using the observation form in the platform, with attention to three focus elements: 1.A.1 Subject Matter Knowledge, 1.A.3 Well-Structured Units and Lessons, and 2.E.1 High Expectations.

  For further detail and instructions please review: Quick Reference Guide: Early Literacy Observation Form and CAP .

• Why can't an SP fill out the forms?

  Private school and out-of-state SPs will not be able to fill out the forms on their own. For private school and out-of-state SPs working with TCs, the CM and the PS will need to complete the forms on their behalf due to access and security concerns.

• I completed a form but it still says it is Incomplete. Why?

  This could be one of two reasons. First, all of the required elements of the form may not have been completed. Please double check that everything in bold has been completed. Second, if it is a form that both supervisors are expected to complete, then both supervisors are required to sign off on the form by checking off the complete box, which will only appear once the form is complete.

• Why can't the TC view a form?

  For the observation forms that you complete jointly, both supervisors are able to independently enter their evidence and feedback. When they press "Save" at the bottom of the form, the other supervisor will be able to view their work. You will then need to have a conversation (via email, over the phone, or in person) to calibrate the feedback that will be shared with the TC. Once calibration is complete, both the PS and the SP will need to click ""save" and complete" at the bottom of the observation form. Only when marking "complete" does the form become visible to the candidate. For any forms that are required to be completed jointly (e.g. Announced Observation 1, Formative and Summative), BOTH supervisors must mark complete to confirm that they have collaboratively worked on and approved the form.

• Why can't I fill out my self-assessment form?

  You will not be able to fill out your self-assessment for until you have completed your Rubric Summary. Please see page 30 of the User Guide for instructions on completing the Rubric Summary.

• Is there a character limit for forms?

  The character limit varies by field and is indicated at the bottom of each field.

• Information from my observation form did not save properly, why?

  This is likely because you toggled back and forth between the individual version of the form and the join version of the form.

  If you fill out the observation form as either the individual PS form or the individual SP form, and then change to the joint form that both the SP and PS fill out, it will impact your previously entered evidence. Do not toggle back and forth between who is filling out the form.

• Can I print the forms in the CAP Cycle?

  Forms can be printed using the browser. There is not yet a print feature built for the forms in the Platform. A list of cycles can be exported or printed from the CAP Manager or Program Supervisor Home Page.

Communication

• How do I communicate with the TC/PS/SP?

  You can communicate with the TC/PS/SP using the Message icon at the top right hand of the CAP Form once you are in an individual's CAP cycle. Messages sent through the platform will go to all members of the triad. Messages will trigger an email alert. When you completed forms or are waiting for someone to complete a form, reminders should be sent through the Messaging platform.

Evidence

• How do I upload evidence?

  Once you have selected the TC for whom you want to upload files, choose "Upload Evidence Files" under "Cycle Steps" in the left-hand column to upload files into the online platform. You should then be able to Browse to select files to upload them, and tag the files with the Essential Element that they are related to. Files must be under 50MB in size, and only the following formats are allowed: .doc(x), .xls(x), .ppt(x) .pdf, .jpg, .png, .bmp, .gif, .mp3, .wav.

• How do I add a fifth observation?

  You can require the addition of a fifth observation form by selecting "Yes" in the drop down menu next to "Require additional (Fifth) observation?" on the Formative Assessment form. You must then upload the additional observation. An additional online form will not be provided.

• What evidence is required?

  Please reference the Guidelines for the Candidate Assessment of Performance (CAP) for the required evidence. Below is the table from p.15 of these guidelines. You are required to incorporate these pieces of evidence; however, it is up to the Sponsoring Organization to decide what and how many artifacts are sufficient to provide evidence from each of the required sources of evidence.

  Evidence Required for each Essential Element

  Essential Element	Observations				Measure of Student Learning	Student Feedback	Candidate Artifacts	Professional Practice Goal
  	#1 Announced	#1 Unannounced	#2 Announced	#2 Unannounced
  1.A.4: Well-Structured Lessons	✓	✓			✓
  1.B.2: Adjustments to Practice			✓	✓	✓
  2.A.3: Meeting Diverse needs			✓		✓
  2.B.1: Safe Learning Environment		✓				✓
  2.D.2: High Expectations	✓						✓
  4.A.1: Reflective Practice					✓	✓	✓	✓

• Why can't I upload evidence?

  The maximum size for all evidence is 50 MB. If you exceed 50 MB you will not be able to upload any more documents.

Ending a Cycle

• Cycle completion year

  The cycle completion year is linked to the date of the third three-way meeting. Once that date is set, the CAP cycle completion year will automatically be linked to the school year that the third three-way meeting occurred in. For example, if the third three-way meeting occurred on May 4, 2019, the CAP Cycle Year would be 2018-19.

• How do I end a cycle?

  1. From the Home page of PS or CM, select a TC Name.
  2. Scroll down using the Scroll Bar on the right edge of the screen to the "Cycle Status" section.
  3. Select "Do you want to end cycle?" button.
  4. From the drop-down field select a reason for ending the cycle (e.g. Cycle was created in error).
  5. Select the Save button at the bottom.
  
  

• What must be completed in order to end a cycle?

  As laid out in the CAP Guidelines, the required forms are the CAP form, the four observation forms, the formative and summative assessments, and the three Three-Way Meetings.

Transferring/Adding a PS or SP

• How do I transfer the PS or SP role to a different person?

  The CM is able to change PSs and change or add SPs from the CAP Form. You will be able to assign a different PS by using the "Change" button. As long as a PS has a Security Portal account, you will be able to search for her or him by name or user ID.

  If a TC's SP changes during the CAP Cycle, you will need to assign her or him to a new SP using the "Change" button on the CAP Form. You will then need to follow the directions for assigning a SP in the CAP Online Platform User Guide.

• How do I add a SP in the case of a split practicum (when a candidate has two placements as part of one CAP cycle)?

  Please navigate to the CAP Form page, and under the SP information, look for the option to edit, or add, a SP. If a TC has a split practicum, you will select the "Add Practitioner" button, and then follow the directions for assigning a SP in the CAP Online Platform User Guide.

Reporting

• My Sponsoring Organization is not using the CAP Online Platform. How do I submit CAP data to DESE?

  Sponsoring Organizations that are not using the CAP Online Platform should follow the instructions found in the Quick Reference Guide: CAP Data Retention and Submission using the CAP Data Import Template found in the CAP Online Platform 2.0. Submissions must be completed annually by July 15^th.

• My Sponsoring Organization is using the CAP Online Platform. How do I submit CAP data to DESE?

  Sponsoring Organizations that are fully using the CAP Online Platform for all candidates in all programs do not need to separately submit CAP data. Sponsoring Organizations that are partially using the system need to follow the above instructions for Sponsoring Organizations not using the CAP Online Platform for any candidates or programs that are not in the system. Please refer to the Quick Reference Guide for additional information.

General

• Who do I contact to report technical issues with the platform?

  Please contact your Sponsoring Organization (SO) CAP Manager (CM) to report any issues with the platform.

• How do I learn more about the requirements of CAP?

  Requirements and resources for CAP can be found at the DESE website. These resources include guidelines, a handbook, forms, a rubric, and more for each step in the CAP cycle.

• What is the Directory Administration and what does it have to do with the CAP Online Platform?

  Directory Administration is the system that manages permissions for all of the applications within the Education Security Portal. An organization’s Directory Administrator can edit information in the Directory Administration application about the organization and people in the organization, including assigning a CAP Manager and Program Supervisors. Please reach out to EducatorPreparation@mass.gov  with any questions regarding this role.

For all other questions or inquiries, please contact your designated Sponsoring Organization representative.

Last Updated: September 5, 2024