1. pTRACK and the Recognition Process
This Photo by Unknown Author is licensed under CC BY-SA-NC

2. Application Process What happens to all that data we put in pTrack?
Recognition
Forum Recognition Booklets
Banners
Badges
Reports:
School size, recognition levels, IU’s, Grade levels
These are just some of the things that are generated from the data that’s included in pTrack. We are now using the full pTrack system for recognition, where before, we had people use a google form and then we verified the information in from the “mother ship” to pTrack. Now everything will be verified in pTrack. The entries in pTrack will now be used to print our recognition booklets, banners and badges. So how we see something in pTrack is how it will now be printed on those items.
And we run reports, lots and lots of reports!! We need to have the data in correctly so when we are reviewing data, accuracy matters.

3. Checklist
This checklist has been created to help people remember what’s needed before they get in to apply. Best practice is to make sure that all of the information has been gathered BEFORE entering into pTrack. Not, “enter it now and send it later,” or “enter it now even if it’s incomplete or wrong, we can fix it later…”
Encourage use of the checklist prior to applying to make sure that all information is in and correct

4. Before applying
Check spelling and abbreviations for program, LEA and building names
VS.
Before applying, and following the checklist, one of the first things that should be done, BEFORE applying, is to make sure that the names are spelled, and abbreviated, correctly. This is not something that a TaC can change, so people will need to contact their PaTTAN point of contact to correct any errors. When contacting their PaTTAN point of contact, they should include how it is currently listed in pTrack and what it should be changed to. This should not stop anyone from applying, but it should be corrected early. Don’t wait until April to correct it, it’ll be too late and too much of a crunch at banner/badge printing time.
Remember, how it’s listed in pTrack is how it will appear on banners and badges.

5. Before applying
Check spelling and abbreviations for program, LEA and building names
VS.
Before applying, and following the checklist, one of the first things that should be done, BEFORE applying, is to make sure that the names are spelled, and abbreviated, correctly. This is not something that a TaC can change, so people will need to contact their PaTTAN point of contact to correct any errors. When contacting their PaTTAN point of contact, they should include how it is currently listed in pTrack and what it should be changed to. This should not stop anyone from applying, but it should be corrected early. Don’t wait until April to correct it, it’ll be too late and too much of a crunch at banner/badge printing time.
Remember, how it’s listed in pTrack is how it will appear on banners and badges.

6. Before applying
One team member should be listed in pTrack and designated as the Primary Building Contact
Under staff data, at least one team member should be listed and designated as the primary building contact. We will be using the pTrack messaging system and the primary building contact should be someone who will receive the messages and disseminate the information to the correct people on the team. Make sure that a current is listed for the contact person. More team members may be listed, but it’s not necessary.
If people aren’t sure how to update the staff data, or designate a primary building contact, they can refer to the pTrack user guide, found on the papbs.org site

7. Before applying
Check that all annual data has been submitted, has come from the correct source and is current.
Accurate annual data must be submitted for the application process to happen. Ongoing review of data happens during the application process, so having this updated in pTrack makes the review process go much more smoothly. If participants aren’t sure where the data should come from, if they click on the title of a category, in the data submission box, a description of the data needed is provided. Participants can also check the pTrack user guide and the data is defined in the Annual Data Dictionary.

8. How to apply
After logging into pTrack, go to “Maintain Building Data” and click “Recognition”
After checking the spelling and abbreviations of LEA’s and buildings, you’ve made sure you have one team member designated as the primary contact person and you’ve made sure that all annual data is in, and correct, it’s time to begin the application process. After logging into pTrack, and selecting the organization and building, you navigate to the “maintain Building Data” dashboard, and click on recognition.

9. How to apply Click “add”
This is the screen you’ll see after clicking registration. From here, you’ll click “add” to being the application for that specific building.

10. Use the drop down menus to select the information
How to apply
Use the drop down menus to select the information

11. How to apply After clicking “save” you get a confirmation screen
Wait! Don’t stop! You’re not done yet!

12. How to apply
Click on the blue, highlighted Recognition level to upload the narrative

13. How to apply
After clicking “Upload”, choose the narrative file from your computer, fill in “NARRATIVE” in the description box, and click upload
The narrative should be saved in a document, either word or PDF, that is can be uploaded to the pTrack database. You’ll want to have the document titled with the school name and NARRATIVE somewhere in the file address. You’ll also want to put the word NARRATIVE in the description box before clicking upload.

14. You did it!

15. Keeping pTrack current
If information needs to be updated in pTrack, DON’T WAIT!!! Keep data and uploads current