Study Abroad Agreement Form. Table of Contents

Transcription

1 Study Abroad Agreement Form Table of Contents Contents ENTERING THE DATA INTO THE FORM... 2 ACCEPTANCE VERIFICATION... 2 PERSONAL INFORMATION... 2 PROGRAM INFORMATION... 2 DEPARTMENT... 2 DOCUMENTATION... 2 ROUTE PATH... 3 TRACKING THE PROGRESS OF YOUR FORM... 3 HOW TO DO A DOCUMENT SEARCH... 3 QUESTIONS... 5

2 Entering the Data into the Form The following are the definitions of the data fields in the form. This will indicate if the field is required and give an explanation of how this data is used. Before filling out the form please read the Submission Agreement and Form Information sections of the edoc. Acceptance Verification Under this section there is a checkbox that the user should check once they attach their acceptance document or confirmation. This field is REQUIRED. Personal Information This is where the user fills out all of their personal information. Every field in this section is REQUIRED. Last Name, First Name, and Middle Name - Used to identify the user. IU Network ID - Used to identify the user. This field is very important because the system will validate your eligibility and corresponding department based on this user ID. An example of this ID is jsmith, as in jsmith@indiana.edu. Program Information Every field in this section is REQUIRED Campus - Indicates which IU campus the user belongs to. This information is used for the routing of the document so it should be entered correctly. There are different offices that need to approve this document for different campuses. Overseas Study Program This helps clarify which program the user is filling out this form for. Sponsor - The study abroad program IU sponsored or Non-IU sponsored. Start Date of Program When does your program start End Date of Program - When does your program end Department Information Department --This will be auto-filled by the system based the IU Network ID. Name of Department Overseeing Scholarship This will be auto-filled by the system. Documentation This simply details how to add notes and attach a document. An attachment is REQUIRED. The user needs to click the save button after they attach a document and note.

3 Route Path The edoc will route to a group under each of the following areas. An approver will need to approve the edoc at each of the 4 stops below, in this order: 1. Student 2. Scholarship Office The group that the user s IU Network ID is matched with. 3. Overseas Study Office Based off of what campus the user selects 4. The Office of the Vice President for Diversity, Equity, and Multicultural Affairs 5. Financial Approval The person responsible for approving the release of funds Tracking the Progress of Your Form You are responsible for tracking the progress of your application. Sometimes a document stalls with an approver, you will want to know this so you can contact that person. How to Do a Document Search Notifications>>Document Search The E-Doc system offers a simple Document Search. You can search by your Network Id (if you are the one who submitted it), the Document Id, and the Date Created. First go to onestart.iu.edu and login using your IU UserID and passphrase. Once you have done that follow the instructions below to search for an edoc.

4 1. Click the Notifications tab. 2. Click Document Search in the Menu on the left 3. Type in at least one criteria you would like to search by 4. Click the search button Your results will be a list of all of the documents that meet the criteria you entered in the search screen. You can also track the progress of your application from the search results screen by clicking the Route Log button. This will be on the right side of the list of the search results The Route Log has: the name of the workgroup that is currently responsible for approving the form in the Actions Taken section the names of the people who have already approved it in the Pending Action Requests section

5 The DocID is circled in red The Route Status is listed at the top section of the route log. This can either be ENROUTE, FINAL, CANCLED, or DISAPPROVED after you have submitted your form. People who have approved it or have acknowledged an FYI are under the section Actions Taken. People who need to take action on an edoc are listed under the Pending Action Requests section such as the group UGS.StudyAbroad.Finance in the above example. To see who belongs to a group, click on the name of the group. It will bring up a new tab as shown below: Questions If you have any technical questions about the edoc or if you believe there is a problem with the form please feel free to contact ugsedocs@indiana.edu.