Outreach Portal User Guide

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Outreach Prtal User Guide Natinal Resurce Center West Virginia University and Natinal Labr Cllege 3604 Cllins Ferry Rad, P.O. Bx 6615, Mrgantwn, WV 26506-6615 (304) 293-3096 r (800) 626-4748 http://extensin.

1 Outreach Prtal User Guide Natinal Resurce Center West Virginia University and Natinal Labr Cllege 3604 Cllins Ferry Rad, P.O. Bx 6615, Mrgantwn, WV (304) r (800) Revised September 2012

1. What is the Outreach Prtal? The Outreach Prtal is a web based applicatin that allws Authrized Outreach Trainers t request 10- and 30- hur student cmpletin cards electrnically via the Internet.

2 1. What is the Outreach Prtal? The Outreach Prtal is a web based applicatin that allws Authrized Outreach Trainers t request 10- and 30- hur student cmpletin cards electrnically via the Internet. This prtal prvides trainers with a persnal, easy t use interface that uplads curse infrmatin and stres data fr better recrdkeeping. Wh has access t the Outreach Prtal? All Authrized Outreach Trainers that have successfully cmpleted a trainer r update curse (OSHA500, OSHA501, OSHA502, OSHA503, OSHA5400 and OSHA5600). 2. Getting Started 2.1 Hw t lcate the Outreach Prtal Visit in yur web page brwser. In the upper right hand crner enter yur address and passwrd t lgin. First time users must request a passwrd by clicking n the red link belw the lgin buttn. Tip: Fr first time users, a passwrd will need t be requested befre lgging in. Yu will see a hyperlink, request passwrd. Once yu click n the request passwrd link, yu will be asked t enter yur address s a passwrd can be sent directly t yur mailbx.

edits t yur prfile infrmatin. My Prfile lcated at the tp f the screen will give yu the ptin t change yur passwrd and edit yur cntact infrmatin n file.

3 2.2 Main Menu: Basic Page Elements The Outreach Prtal is rganized t allw yu t easily navigate thrugh yur accunt. The menu cnsists f the fllwing: The Main Menu prvides a link t yur Hme page where yu have the ptin t add a prgram reprt, view previus prgram reprts, and make edits t yur prfile infrmatin. My Prfile lcated at the tp f the screen will give yu the ptin t change yur passwrd and edit yur cntact infrmatin n file. Add Outreach Reprt - lcated n the left hand side f the hmepage with a yellw plus sign. This link will get yu started in requesting yur student cmpletin cards by asking relevant questins regarding yur utreach curse taught.

4 Check Submitted Outreach Reprts is lcated n the left hand side directly under the Add Outreach Reprt ptin with a green check mark. This link will allw users t view all utreach curses requested thrugh ur nline prtal and print a summary reprt fr each utreach reprt submitted. View An icn legend is lcated at the tp f the screen with the icns that will be listed under the View clumn. - Will be viewable when a prgram reprt has been submitted and paid fr. - Will be viewable when a prgram reprt has been submitted but payment was declined/vided. - Allws trainers t view a summary f their reprt. - Will be viewable when a prgram reprt has been submitted but a payment has nt been received yet. Trainer can click the blue icn and pay fr their cards. - Will be viewable when an incmplete prgram reprt has been submitted. This als means a payment was nt received

3. Begin Yur Outreach Request After clicking Add Outreach Reprt yu will begin t add yur curse infrmatin,

1 Add Curse Infrmatin Begin inputting the curse infrmatin regarding yur Outreach curse taught - such as type

5 3. Begin Yur Outreach Request After clicking Add Outreach Reprt yu will begin t add yur curse infrmatin, hurs, and student names. 3.1 Add Curse Infrmatin Begin inputting the curse infrmatin regarding yur Outreach curse taught - such as type f training, number f students, curse duratin, training site, curse infrmatin, type f training, and spnsring rganizatin. Once yu have answered everything crrectly, yu will then check the Statement f Certificatin and click Next: Add Tpic Hurs. Tip: If any f the questins were nt answered in accrdance t OSHA requirements and prcedures, yu will see an errr message and will have t reenter any incrrect infrmatin.

6 3.2 Adding Tpic Hurs The Outreach Tpics page will appear and yu will nw be allwed t enter all f yur hurs fr each required, elective, and ptinal tpic. Once yu have cmpleted everything crrectly, click n Next: Add Students. Tip: If any f the hurs were nt in accrdance t OSHA requirements and prcedures, yu will receive a message t cntact yur OSHA Educatin Center fr further instructin.

7 3.3 Adding Student Names Nw that yur curse has been entered alng with the hurs taught, yu are ready t enter the student names. Outreach Cards are delivered t the trainer with the Student Name, Trainer Name, and Curse End Date n the card. Student Names will be printed n the utreach cards as they are typed. Please ensure that names are spelled crrectly and accurately. Tw ptins are available fr inputting student names. Tip: The First Name and Last Name are required fields. The first ptin is t uplad an excel sheet with the student s first name, middle initial, last name and suffix. D nt use titles fr any f the clumns but make sure Clumn A is fr first names, Clumn B fr middle initials, Clumn C fr last names and Clumn D fr suffixes. See example belw. This can be dne by clicking Brwse t lcate the file yu wish t uplad frm yur lcal cmputer. Click Uplad XLSX t uplad file. Tip: The Excel file must have a file extensin f.xlsx, versin The secnd ptin is t manually type each individual name. The applicatin recgnizes the number f students yu entered n the first page and autmatically pulls the crrect number f fields s yu can type each student name as yu wuld like it printed n the cards. After uplading r adding yur student names, the next step will be t verify that all the names entered are spelled crrectly. If everything is crrect, click Submit and yu will be sent t the next page t verify spelling and request cards fr thse students.

3.4 Shipping Address After yur request is cmplete, cnfirm the shipping address. If a shipping address is nt n file, yu will be asked t enter a new shipping address.

Tip: The shipping addresses can be edited nce a reprt has been requested and paid fr as lng as the reprt is nt apprved yet.

8 3.4 Shipping Address After yur request is cmplete, cnfirm the shipping address. If a shipping address is nt n file, yu will be asked t enter a new shipping address. Once this address is entered it will be stred fr future curses. Tip: The shipping addresses can be edited nce a reprt has been requested and paid fr as lng as the reprt is nt apprved yet. G t Check Submitted Outreach Reprts view the reprt yu are wishing t edit and yu will see Edit Shipping next t the address n file. 3.5 Payment After yur shipping address is cnfirmed, yu will be directed t the payment screen. 3.5 Payment Paying fr Cards via Credit Card After yur shipping address is cnfirmed, yu will be directed t the payment screen. Paying fr Cards via Credit Card

Once yu click the ptin t Pay Fr Yur Card Order by Credit Card yu will be given a reprt number as a reference

00 fee will be calculated fr each card request, giving yu the ttal amunt due.

The last step is t authrize yur payment and submit yur transactin.

9 Once yu click the ptin t Pay Fr Yur Card Order by Credit Card yu will be given a reprt number as a reference alng with the number f students entered. A $5.00 fee will be calculated fr each card request, giving yu the ttal amunt due. T cmplete yur rder, chse Click Here T Pay. Enter the required Credit Card infrmatin. The last step is t authrize yur payment and submit yur transactin. Once it is apprved yu will be given a reference number and the amunt charged t yur credit card. Tip: A detailed receipt fr the payment can be printed by chsing Check Submitted Outreach Reprts frm the Main Page, then under the View Clumn click the Entered Reprt Detail view Icn.

Paying fr Cards via Purchase ID If the ptin is available t pay fr yur card rder via a Purchase ID and are ging t use this ptin, click Pay Fr Yur Card Order by Purchase ID.

10 Paying fr Cards via Purchase ID If the ptin is available t pay fr yur card rder via a Purchase ID and are ging t use this ptin, click Pay Fr Yur Card Order by Purchase ID. Please Nte: A Purchase ID is intended fr use by Organizatins / Cmpanies with multiple Outreach Trainers wh purchase Outreach Student Cmpletin Cards via Purchase Order. Please cntact yur OSHA Training Institute Educatin Center fr mre infrmatin regarding the Purchase ID. Yu will be given a reprt number as a reference alng with the number f students entered. A $5.00 fee will be calculated fr each card request, giving yu the ttal amunt due. Yu will als enter yur Purchase ID N. After chsing Click Here t Submit Order the next screen will state Submissin Successful. Tip: A detailed receipt fr the payment can be printed by chsing Check Submitted Outreach Reprts frm the Main Page, then under the View Clumn click the Entered Reprt Detail view Icn.

11 Frequently Asked Questins (FAQs) 1. What types f Outreach Prgram curses are available fr me t request 10-r 30-hur cards? Yu are able t request 10- and 30-hur cards using the Outreach Prtal. Requests fr Disaster Site Wrker Cards will be available sn. 2. Wh is allwed t use the Outreach Prtal? Any Authrized Outreach Trainer will be able t use the Prtal as lng as their trainer card(s) are up t date. 3. What happens if I enter the incrrect hurs fr a specific tpic? If the wrng hurs (hurs that are nt in accrdance t OSHA s requirements r prcedures) are entered in the Prtal after three attempts, the trainer will nt be allwed t prceed with their request and will nt be allwed t request the same type f request until they are cntacted by the Authrizing Training Organizatin. 4. Will I be able t view ALL requests that are submitted thrugh the Outreach Prtal and will this help my recrdkeeping fr audits? All requests submitted thrugh the nline Prtal will be viewable by the Authrized Outreach Trainer with a summary reprt f their request. The summary reprt als includes the student names and the card numbers issued fr each student. Althugh the Prtal was designed t help Trainers with their recrdkeeping, trainers are still respnsible t keep the required class recrds stated in OSHA s requirements. 5. If I use the Outreach Prtal, hw lng will it take t receive my Outreach cards? The Outreach Prtal was designed t make requesting cards easier fr Trainers but als help the OSHA Educatin Center with Administrative wrk as well. With this being said, the Prtal will be able t turnarund cards quicker thrugh the special features added. 6. If I have questins, hw can I get supprt? Yu may cntact yur Authrizing Training Organizatin fr supprt: Call (304) r (800) between the hurs f 8:15 a.m. t 4:45 p.m. (EST), Mnday Friday. OSHAOutreach@mail.wvu.edu.

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