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Course Scheduling

Every course delivered through SFT falls into two categories; the California Fire Service Training & Education System (CFSTES) which has become synonymous with certification, & the Fire Service Training and Education Program (FSTEP) which does not lead towards certification.

For more information, please contact:

Kirsten Fonseca
Ph. (916) 568-2902
SFT.CourseScheduler@fire.ca.gov
NOTE: Closed 12-1 for lunch


FORMS

Course Scheduling

NEW
Digital Return

Word Request Form
Adobe Request Form 

Instructions
Digital Returns Checklist
Course Roster Template (Excel)


HOW TO REQUEST & SCHEDULE A COURSE

  1. Complete the Request for Course Scheduling form (either PDF or MS Word)
  2. Verify that your class criterion meets the prerequisites found in the Course Information & Required Materials manual or Course Plan. This is important because some classes require site accreditation, while other classes may require a student to instructor ratio.
  3. Submit. There are many ways to submit your class request. Choose from either email, U.S. mail, or in-person. Email is preferred since both parties have a record of the request being received.

Approval will not be granted after the fact; approval must be obtained before beginning the class. More information can be found in the SFT Procedures Manual Section 5.1: Course Delivery.

Tips for Scheduling a Course
 Download and use current Requests for Course Scheduling forms; older forms delay your request.
√ Verify that the listed instructor(s) are approved to teach the class. This can be done by looking them up in the online Instructor Database.
 A Senior Instructor cannot also be the Primary Instructor for the delivery of a course.
    *Except for one- and two-squad Confined Space Rescue Technician class deliveries
√ Fill-in the name of the "Training Facility" even if it is the same as the sponsor.
 Do Not complete below the section of the form titled, "For State Fire Training Only"
 Urgent requests must be discussed first with the Course Scheduler. Approval will only be granted on a case by case basis.

Class Changes/Cancellations
Class changes or class cancellations must be emailed to: SFT.CourseScheduler@fire.ca.gov. When emailing to request a change/cancellation please include the class approval number, in addition to the old class information (i.e. dates, instructor, location) as well as the new changes that need to be applied.


RETURNING A COURSE

NEW Digital Returns Process
Beginning January 1, 2019, SFT will no longer utilize the green Scantron forms to collect student roster information. Instead Instructor's will collect student roster information on the SFT spreadsheet template and submit it along with the other required materials listed on the Digital Returns Checklist form through the SFT User Portal.

Course credit will only be awarded to participants being reported with their assigned State Fire Training Identification Number (SFT ID) and the email address related to the SFT account. Instructors are required to return completed courses within fifteen (15) days of the approved course end date. SFT staff will then electronically process the course within fourteen (14) days after which students will receive an email informing them that their diploma(s) are available for printing through their personal SFT user portal account. New student accounts will receive a welcome email with account activation instructions – in some cases this email notification may be flagged as spam; therefore, remind new users to check their spam folder.

NOTE: FSTEP class diplomas will no longer be signed or issued by instructors. As of January 1, 2019, all CFSTES and FSTEP course diplomas will only be issued and made available through the online SFT User Portal.

Legacy (Scantron) Return Process
It is the Primary Instructor's responsibility to complete the Instructor Checklist for each class being returned to SFT and return all required class materials. The returns checklist (listed above) identifies what materials need to be returned upon completion of the class (ex. student roster, completed Scantron forms, etc.). If the Shipping/Receiving clerk receives a class that cannot be processed due to incomplete paperwork, the Primary Instructor will be notified and the class will not be processed until corrected.

NOTE: If a class is cancelled after State Fire Training has shipped the class materials, immediately return the entire shipment to the Shipping/Receiving clerk using a carrier that can track your shipment.


COURSE FEEDBACK

Course Evaluation Form
Class evaluations can now be completed online via the Class Evaluation Form. Students will be required to list the class approval code, instructor name, date and course name therefore it is important to share this information with students prior to the course completion. 

Although class feedback is submitted directly to State Fire Training, Primary and Senior instructors of record may request to review submitted class feedback via the Class Feedback Request form. Requests may take up to 2 weeks to process and will be delivered in PDF format via email. Instructors who wish to see feedback on a regular basis are encouraged to instead provide their own class feedback survey.


OTHER INFORMATION

What is an SFT ID Number
Every new user account in the SFT computerized records management system is issued a unique 8-digit number called an SFT ID number. This SFT ID number is required for reporting course completion information and is also required anytime an applicant applies for certification or an instructor is requesting to teach a course.

SFT no longer accepts or uses full social security numbers – only SFT ID numbers. If you do not know your SFT ID it can be looked up through the Retrieve My SFT ID feature on the Acadis login page or in some cases on the Legacy SFT ID lookup

NOTE: As of April 2017, all CFSTES course completion certificates and certification certificates now include your SFT ID number printed within the bottom right corner. If you have questions, contact the current Manager of Certification and Registration listed on the SFT Contact Information webpage.

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