PORTAL GUIDE FOR CANADIAN UNIVERSITIES. Canadian Queen Elizabeth II Diamond Jubilee Scholarships

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1 PORTAL GUIDE FOR CANADIAN UNIVERSITIES Canadian Queen Elizabeth II Diamond Jubilee Scholarships First edition May 2018

Portal Guide for Canadian Universities Universities Canada QES program contacts: Program

ca Jeanne Gallagher Manager, International Scholarships Email: jgallagher@univcan.

355 Marie-Eve Bérubé Program Officer, International Scholarships Email: mberube@univcan.

2 Portal Guide for Canadian Universities Universities Canada QES program contacts: Program Jeanne Gallagher Manager, International Scholarships or ext. 355 Marie-Eve Bérubé Program Officer, International Scholarships or ext. 252 Maxime Légaré Désilets Program Support Officer, International Scholarships or ext

3 Table of Contents PREFACE PURPOSE OF THE QES PORTAL... 1 REGISTRATION REGISTERING A NEW ACCOUNT FIRST LOG IN UPDATING YOUR PROFILE... 1 QES LANDING PAGE MY PROJECTS SECTION NAVIGATING WITHIN A PROJECT PAGE... 4 QES LANDING PAGE SCHOLAR FORMS SCHOLAR FORMS SECTION APPROVING SCHOLAR FORMS LOCKED FORMS... 8 AUTOMATED S SCHOLAR S UNIVERSITY COORDINATOR S... 9

4 PREFACE 1.1 Purpose of the QES Portal The QES Portal is where scholars submit their pre-departure forms and narrative reports and where University Coordinators keep track of scholars by project, access all scholar reports, and invite scholars to join the QES Portal. It is the responsibility of University Coordinators to ensure that scholars are registered to the portal and submit their forms on time. We recommend both scholars and university contacts use Chrome or Internet Explorer. The link to the portal is as follows: REGISTRATION 2.1 Registering a New Account To register a new University Coordinator account in the Portal, please QEScholars@univcan.ca with your: First Name Last Name Address Correspondence Language (English or French) QES Project Name(s) Your information will be entered in the portal by a QES Administrator and an will be sent promptly with instructions on how to log in to the QES Portal for the first time and how to set your password. 2.2 First Log in Updating your profile Upon signing in for the first time on the Portal, you will see a banner with instructions on how to update your profile. 1

1 MY PROJECTS SECTION The My Projects section of the QES Portal lists all the QES Projects in which a University Coordinator is involved. Each row represents a single project.

5 To update your profile, click on your name in the upper right corner and select My Profile. Once all the mandatory fields have been completed, click on the Complete Profile button. QES LANDING PAGE From your homepage you can: View the projects in which you are involved View the list of ALL forms of scholars participating in all your QES projects. 3.1 MY PROJECTS SECTION The My Projects section of the QES Portal lists all the QES Projects in which a University Coordinator is involved. Each row represents a single project. Each project has two buttons, Invite Scholars and an open button. Portal. : allows a University Coordinator to invite scholars to register to the QES : opens the Project Page which includes the project proposal as well as additional information pertaining to the specific project. 2

3.1.1 Inviting Scholars Clicking the button opens a window with instructions on how to invite a scholar to register to the QES

button, in the bottom left corner, will add a row to To invite a scholar to the QES project, enter their First Name, Last Name,

Here the information can either be saved for a later invitation or scholars can be invited immediately by clicking.

6 3.1.1 Inviting Scholars Clicking the button opens a window with instructions on how to invite a scholar to register to the QES Portal. In the invitation window clicking the the list of invitations. button, in the bottom left corner, will add a row to To invite a scholar to the QES project, enter their First Name, Last Name, and Address. Here the information can either be saved for a later invitation or scholars can be invited immediately by clicking. Once a scholar has been invited to the project, they will receive an automated with instructions on how to sign up to the QES Portal. It is recommended that scholars use an address other than their university address. When possible, please invite scholars using a non-university address. 3

7 3.1.2 Opening a Project page By clicking the project s Main page. button on the right of a project, you will be redirected to that specific 3.2 Navigating within a Project Page The Project Main Page allows you to view your projects proposal by navigating the tabs across the top of the screen. It also includes a field where universities can view the physical address where QES disbursement cheques are sent, to update this address, please QEScholars@univcan.ca. The project page also contains another button (see above). 4

The navigation bar on the left hand-side of the Project page allows the University Coordinator to view all project contacts associated with a specific project: The navigation bar also allows

8 The navigation bar on the left hand-side of the Project page allows the University Coordinator to view all project contacts associated with a specific project: The navigation bar also allows coordinators to view and manage all the scholars and forms for that specific project. The Forms page includes two navigation buttons which allows the University Coordinator to see their scholars pre-departure forms and scholar narrative reports. QES LANDING PAGE - SCHOLAR FORMS 4.1 Scholar Forms Section The Scholar Forms section of the Portal allows the University Coordinator to view forms for scholars involved in all their QES Projects. The section is tabbed into 4 categories: Forms Awaiting Approval: Pre-departure dorms and scholar narrative reports which have been submitted by the scholar for university approval will appear under this tab. Approved Forms: Pre-departure forms and scholar narrative reports which have been approved by a University Coordinator will appear under this tab. Overdue Forms: Scholar narrative reports which are 7 days past their due date (1 week before the end of scholarship) will be switched to an Overdue Status and appear under this tab. All Forms: All scholars forms, pre-departure forms and scholar narrative reports, will appear under this tab regardless of their status. 5

4.2 Approving Scholar Forms When scholars submit a form, it is automatically forwarded to the project coordinator(s), who will be notified by email that scholar X has submitted his/her form and it is

9 4.2 Approving Scholar Forms When scholars submit a form, it is automatically forwarded to the project coordinator(s), who will be notified by that scholar X has submitted his/her form and it is ready for approval. University coordinators must log into their account, review the scholar s form and either approve it or request changes be made. To view a scholar s form, the University Coordinator must click on the scholar s row in the Forms Awaiting Approval list view of the Scholar Forms on the portal landing page. 6

10 Once open, the scholar s form can be reviewed by clicking across the sections of the navigation bar above the form. When the scholar s form has been reviewed, the University Coordinator clicks on the University Review tab. Before approval, the Coordinator must select the scholar s component. If no changes are required, the form can be approved by clicking the Approve button. When a form requires changes, the University Coordinator enters required changes in the Changes Required textbox, these changes are ed to the scholar when the University Coordinator clicks on the Request Revisions button. 7

screen. Only a single person may interact with a form at a time to avoid system conflicts.

11 4.3 Locked Forms If another University Coordinator or a Scholar is viewing, reviewing or editing a form, the record will be locked, and a banner will appear across the bottom of the screen. Only a single person may interact with a form at a time to avoid system conflicts. Once the person who has locked the record navigates away from the form, the form will unlock automatically. 8

12 AUTOMATED S 5.1 Scholar s Automated s from the Portal will be sent to scholars: Upon scholar invitation; Upon submission of their pre-departure forms; Upon approval of their pre-departure forms; Three weeks prior to the end of their scholarship (based on the dates indicated in the pre-departure form); If their scholar narrative report is overdue, a reminder for 7 days, 14 days, 21 days, and 30 days; If their pre-departure forms or narrative report is requiring changes; Upon approval of their scholar narrative report. 5.2 University Coordinator s Automated s from the Portal will be sent to University Coordinators who have selected Project Coordinator as a university contact type on their profile: Upon university registration; Upon completion of a scholar s pre-departure form, requiring the university to approve or reject the form; If a Scholar s pre-departure form has been in draft status for 14 days and 30 days; Upon submission of a scholar s narrative report, requiring the university to approve or reject the form; If a pre-departure form or scholar narrative report has been submitted and has been pending university approval for 7 days, 14 days, 21 days, and 30 days; If a scholar narrative report is Overdue by 30 days. Should university coordinators or scholars wish to amend their pre-departure form or scholar narrative report once they have been approved, please QES Administration at qescholars@univcan.ca. 9

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