CAP Online Platform

Is it possible to assign more than one CAP manager?

Yes. Sponsoring organizations can assign CM permissions to up to three individuals within the same organization.

Organizations with a Directory Administrator (DA) may do this independently. Organizations without a DA may email EducatorPreparation@mass.gov for assistance.

Please note, this should only be done in cases where candidate numbers or program structures make to difficult for one person to manage all cycles. DESE strongly advises that each CM own a subset of candidates rather than portions of the same cycles to ensure work is not overwritten.

How do I log into the CAP Online Platform?

The CAP Online Platform is accessible via the Education Security Portal.

• Once a cycle is created, the platform will appear under the list of applications for each user.
• If you are a TC and do not yet have an ELAR profile, please begin by creating a profile.
• If you are a PS or SP, ensure that you use your sponsoring organization-specific login credentials. If you log in using your personal credentials, the 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 the username and the email address 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?

If you are a CM or PS

• Enter the username associated with your sponsoring organization Security Portal account
• If you have forgotten your username, please follow the prompts for "Forgot Username."

If you are an SP, you will be assigned a CAP-specific username.

• This username is distinct from your personal ELAR account.
• The CAP-specific username will be emailed to you as part of the cycle creation process.
• If you did not receive this email, contact your CAP manager for assistance.

If you are a TC, your username is the same as what 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 username or password?

Use the "Forgot Password" or "Forgot Username" features using the email associated with your CAP profile.

What should I do if I am having trouble logging in?

If you are having trouble logging in, please contact your CM or the ESP Help Desk.

If you are a CM, you may contact EducatorPreparation@mass.gov for assistance.

Why don't I see my TC's cycle?

CM and PS 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 into our 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 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 using another browser.

How do I start a CAP cycle?

CMs and PSs may start a CAP cycle. To do so, follow the instructions detailed in the User Guides and summarized below.

• Select "Start Cycle" from the left-hand navigation bar.
• Select teacher candidate: Select the TC's program using the drop-down menu (i.e. Teacher, Biology, 8–12, Initial, Baccalaureate) then click the "Search by Program" button. Alternatively, enter the TC's MEPID in the text field and click "Search by MEPID." Then, select the appropriate TC from the list.
• Start date: Type a date into the "Cycle Start Date" field. Then, select "Next" at button of the page.
• Assign program supervisor: By Default, the user creating the cycle is the PS. To switch the PS, select the "Change" button next to the PS's Name. Click on the new PS's name to make a selection. Then, click "Assign" at the bottom of the page.
• Assign supervising practitioner: It is crucial that you assign SPs within the CAP Online Platform. If you add an SP in Directory Administrator, the cycle will break.
  • If the SP is from a public school district, charter district, or collaborative you will be able to search within the system. SP search is a combination search, which requires each field to be selected in the order in which it appears below. Select an "Organization Type" from the drop-down menu (e.g. Charter District, Collaborative, and Public School District). Then, select the correct "Practicum District" (e.g. Cambridge). Finally, enter the SP's MEPID in the text field and select the "Search" button and then "Assign."
  • If the SP is from out-of-state or a private school, you will need to use the text entry fields for the individual's first name, last came, practicum state, practicum district, and practicum school. Once finished, select the "Assign" button of the page.
• Confirm the SP's meets DESE's expectations for the role: Move through the checkboxes on the CAP Form to verify whether the SP meets each of DESE's expectations for the role. If you select "no" for one or more expectation, complete the additional attestations and open response question.
• Select the "Start Cycle" button to open the cycle.

Does the verification of SP qualifications replace the need for a waiver?

No, this section of the CAP Form must be completed for all SPs. It does not replace the need to document deviations from program expectations through the use of a waiver.

Why do I need to attest to the SP's Educator Evaluation rating but not their license and years or experience?

Sponsoring organizations do not need to attest SP licenses and years of experience because DESE is able to access this information in ELAR.

What should I do if a school/district will not share information about one or more of the SP qualifications?

It is expected under FBE 2 of the Program Approval Guidelines that SOs identify, select, and match SPs to candidates using the qualifications set forth in the Guidelines. If a school or district is hesitant to share information with your SO, please share the Letter to PK-12 about Prep Expectations , posted on the DESE website, and communicate with them the importance of the identification, selection, and matching process. If they continue to choose not to disclose information about SPs, please document which qualifications the district refuses to share and how your SO is still able to determine that the SP is a qualified fit.

Why can't I find the TC, PS, or SP I am trying to add to a cycle?

First, verify that you have the correct MEPID. If the MEPID is correct look into the following:

• If you are looking for a TC, confirm they are enrolled in Early ID with the status of "Non-Practicum Completer" and "Enrollment Submitted." Any changes made in Early ID will take 24 hours to show up in the CAP Online Platform. You will need to wait until this takes place to create the new CAP cycle. This lag also applies if you update a candidate's licensure program.
• If you are looking for a PS, they may need an account created in Directory Administration.
• If you are looking for a SP, make sure the organization type, practicum district, and practicum school selected from the dropdown menu are correct.

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

You must double click on the TC or SP name that you have searched to select it and move on 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 24-hour delay between when you enroll a TC in a program at your sponsoring organization and when you can create their CAP cycle in ELAR. This same delay applies if you change a TC's program.

When can I start a CAP cycle?

You can begin to start new cycles for the upcoming program year after September 1st.

Our program requires a split practicum. Should candidates have two CAP cycles?

No, candidates can only have one CAP cycle for each program they are enrolled in.

• After starting a CAP cycle with a single SP, you may add a second SP on the CAP Form. It is important to "Add" rather than "Change" the SP if this is a split practicum.
• All CAP users should work together to ensure they are clear on who is completing each observation and assessment form.

Can I start a new cycle for a TC who completed a practicum but was determined to be Not Ready to Teach?

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

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 CM and PSs. If you have any questions about this role, please reach out to EducatorPreparation@mass.gov .

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

The CM is able to change PSs and SPs in the CAP Form.

• You may switch the PS by using the "Change" button next to the current PS's name at the top of the CAP Form.
• If the SP changes in the middle of a CAP Cycle, you may assign a new SP using the "Change" button in the Supervising Practitioner section of the CAP Form.

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

The CM and PS are able to add SPs in the CAP Form.

• If a TC is in a split practicum, you may add an additional SP using the "Add" button in the Supervising Practitioner section of the CAP Form.
• Make sure to also check off the relevant grade levels for both placements from the "Grade level of Practicum Students" dropdown at the top of the CAP Form.

How do I complete the Early Literacy Observation Form?

The Early Literacy Look-Fors are automatically embedded at the top of Announced Observation 2 for Early Childhood, Elementary, and Moderate Disabilities PK–2/PK–8 candidates.

While DESE recommends that the Early Literacy Observation Form be completed in Announced Observation 2, there may be circumstances where a triad prefers to complete the observation during Announced Observation 1.

• In this case, the triad should complete the Announced Observation 2 Form with the Early Literacy Observation Form first.
• The triad should then complete Announced Observation Form 1 during the second observation.
• The CAP Online Platform does not prevent these forms being completed out of order.

Evidence of the Look-Fors may be collected across more than one observation to allow field supervisors to see all components of a literacy block. However, whether conducted in a single visit or across multiple visits, all evidence of the Look-Fors should be documented within a single Announced Observation Form.

On the Announced Observation 2 form, supervisors will:

• Select the Look-For grade band that aligns with the candidate's practicum placement grade level (PK–3, 4–5, or 6–8). If the candidate is teaching in a setting with students in multiple grades, select the grade band that you believe is the best fit.
• Record notes for the Look-Fors in the required fields at the top of the form.
• Use these notes to inform evidence for I-A-1 Subject Matter Knowledge, II-A-1 High Expectations and Support, and II-B-2 Safe Learning Environment.
• Include early literacy within the overarching Area(s) of Strength and Area(s) for Growth for the observation as relevant.

While there is a space to record notes specific to the Look-Fors, only the synthesized Evidence and Actionable Feedback sections will show up in the Formative and Summative Assessment Forms.

See the Quick Reference Guide — Early Literacy Observation Form for additional details.

Why can't the TC fill out the Self-Assessment form?

The TC will not be able to work on the Self-Assessment Form until her or she has checked off "Complete Rubric" at the end of the Rubric Summary Form.

• This checkbox appears once ratings for all seven Essential Elements are entered.
• If you do not see the checkbox, hit "Back" to check that you have completed all ratings.

Do both the SP and PS need to be present for all observations?

Supervising practitioners must observe the candidate for both Unannounced Observations. Presence of the program supervisor is optional.

Supervising practitioners and program supervisors must observe the candidate for both Announced Observations. Presence of the program supervisor is required.

Why is there a "PS Only" option for the Unannounced Observations?

While the SP is required to participate in all observations, the "PS Only" option is available on all forms for situations in which an out-of-state or private school SP does not have access to the online platform. In these cases, the SP still observes, but the PS may be the person entering information in the forms

Why can't the SP fill out the forms?

If an SP is unable to edit forms, it is likely they are employed at a private school or out-of-state.

• Private school and out-of-state SPs cannot fill out forms due to access and security concerns.
• In this case, the CM and/or PS will need to complete the forms on the SP's behalf.

Why did information from my observation form not save properly?

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

• If you fill out the observation form as either the PS only form or the SP only 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.

Why does it say a form that I completed is incomplete?

This can occur for two reasons.

• First, one or more of the required fields of the form may be incomplete. Please double-check that all required components are finished. These components appear in bold text followed by as asterisk.
• Second, if it is a form that both supervisors are expected to complete, both must check off the "Complete" box. This box will only appear once all required fields are complete.

Why can't the TC view a form?

For any forms that are required to be completed jointly (e.g. Announced Observations 1 and 2, Formative Assessment, and Summative Assessment), both supervisors must mark "Complete" to confirm that they have collaboratively worked on and approved the form. This is also true if you decide to conduct Unannounced Observation 1 or 2 jointly.

• For forms that you complete jointly, both supervisors are able to independently enter evidence and feedback. When you press "Save" at the bottom of the form, the other supervisor will be able to view your work.
• You will then need to have a conversation 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 "Complete" at the bottom of the form. The form becomes visible to the TC at this point.

How do I add a fifth observation?

You may require the addition of a fifth observation form by selecting "Yes" in the dropdown menu next to "Require additional observation?" on the Formative Assessment. You must then upload an additional observation form as tagged evidence.

Is there a character limit for forms?

Yes, the character limit varies by field and is indicated at the bottom of each relevant open response box.

Can I print out forms from the CAP Cycle?

There is no print feature built into the CAP Online Platform, but forms can be printed using your web browser. A list of cycles can be exported or printed from the CM or PS Home Page.

What evidence is required?

As outlined in the 2024 CAP Guidelines:

• The ratings for each Essential Element must be supported by two types of evidence
• For I-A-1, II-A-1, and II-B-2, observations must be used as one of the two sources of evidence
• Each category of evidence (Observations, Measure of Student Learning, Student Feedback, Professional Practice Goal, and Candidate Artifacts) must be used to support the rating for at least one Essential Element

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 navigation bar. You will be able to browse and select files to upload from your computer.

• Only .doc(x), .xls(x), .ppt(x) .pdf, .jpg, .png, .bmp, .gif, .mp3, and .wav formats are allowed.
• Once you have reached 100 MB you will no longer be able to upload files.

To appear on the Formative Assessment and Summative Assessment each file must be tagged to:

• One or more categories of evidence (Observations, Measure of Student Learning, Student Feedback, Professional Practice Goal, or Candidate Artifacts)
• One or more Essential Elements

Why can't I upload evidence?

The maximum size for all evidence is 100 MB. If you exceed this limit, you will not be able to upload any more documents. Files must also be in one of the following formats: doc(x), .xls(x), .ppt(x) .pdf, .jpg, .png, .bmp, .gif, .mp3, .wav.

How do I communicate with the TC, PS, or SP?

You can communicate with the other members of the triad using the envelope 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 and will trigger an email alert.

How do I end a cycle?

Select the appropriate TC's name from the CM or PS home page.

• Scroll down to the "Cycle Status" section
• Select "Do you want to end cycle?"
• Select a reason for ending the cycle (e.g. cycle was created in error) from the dropdown menu
• Select "Save"

The option to select "CAP Completed" will only be available once all required components are complete.

What must be completed in order to end a cycle?

As laid out in detail within the 2024 CAP Guidelines and CAP Handbook, the required cycle components are a completed CAP Form, two Announced and two Unannounced observations, the Formative and Summative Assessments, and the three Three-Way Meetings.

How is the cycle completion year determined?

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, 2025, the CAP Cycle Year would be 2024-25.

My sponsoring organization does not use the CAP Online Platform. How do I submit CAP data to DESE?

Sponsoring organizations that do not use the CAP Online Platform should follow the instructions found in the Quick Reference Guide — CAP Data Retention and Submission . All submissions are due by July 15^th each year.

My sponsoring organization uses the CAP Online Platform. How do I submit CAP data to DESE?

Sponsoring organizations that use the CAP Online Platform for all candidates in all programs do not need to submit any data separately.

Sponsoring organizations that use the system for some candidates or some programs need to follow the instructions above for sponsoring organizations not using the CAP Online Platform for any candidates or programs that are not in the system.

Is it possible to create mock cycles or users to train supervisors?

Unfortunately, we are not able to create a demo cycle or test candidates due to technical limitations of the platform.

Can I access information from closed cycles?

The CM home page includes a list of all current and historical CAP cycles created within the sponsoring organization.

The PS and SP home pages include a list of all current and historical CAP cycles assigned to the supervisor.

You may view the information contained in historical files by clicking on the candidate's name. You will not be able to revise any of the historical information.