Fulbright Distinguished Awards in Teaching Program Partner Organization Application Manual. Institute of International Education

Transcription

1 Fulbright Distinguished Awards in Teaching Program Partner Organization Application Manual Institute of International Education

2 Contents International Application...3 Overview...3 Login for Applicants...3 Registration (Creating a Login)...4 Application - Application is Password Protected...5 Application - Basic Information...5 Application Current Employment...6 Application - Teaching Schedule...7 Application - Previous Employment...8 Application - Professional Preparation...9 Application Grants History...9 Application International Experience Application Language Proficiency Application English Test Scores Application Family and Dependent Travel Application Application Questions Application Inquiry Project Proposal Application - Leave Authorization Application - References File Upload Review and Submission References Change Password Partner Organization Module Application Management Search International Applicant Search U.S. Applicant Reports Daily Count Report Contact Information Report Page 1 of 34

3 Diversity Report Data Dump Report Statistical Report Reference Report Application Status Report Administration Batch Status Change Add/Edit Panelist Create Panel Panel Assignment Panel Bulk Reviewer Ratings Send s Change Password Sample Application Resend Password Print Application Section Frequently Asked Questions Page 2 of 34

4 International Application Overview The Fulbright Distinguished Awards in Teaching (DA) Program uses a web-based application through which applicants can apply online for the DA Program. U.S. and international applicants will submit personal, work and educational references using the new online system. Those providing a reference can submit their approval through the online reference update form or download a reference form to mail back to the international partner organization (Commission, Embassy/Consulate, Ministry of Education). IIE personnel can also submit approvals and other supporting forms through this application module. Teachers may access the online application system here (click the link). The full application website address is: Name=vYJwMycQKACbFx37ZCl1TTkE6nFuoS4sNyfie1Wr5Ue1PVWz0HTDH8BhyDznA4uQIM046j+QEUtTyjLAmhzz KlXTMZX60kzJYCFjgesweV7hwlqTW62mh9ORoXulpF/uWyyc8REKGnlbQdJoqGezuRrlO7f2A2+qBmxplXNSmcI= Please note that there is a separate application website for international partner organizations (PO) only. We call this site the PO module. Using this site, PO users can submit applications on behalf of international applicants, view the assigned applications, upload requested documents and view predefined reports. You may access the international partner organization system site here: More details about using the PO module is available in this manual beginning on page 20. International applicants who are submitting an application themselves would not use this website but the website listed in the second paragraph on this page (here). Login for Applicants New Users Re-applicants Returning Users Forgot Password link Figure 1.1 a. Figure 1.1 shows the Create New Application link, which new applicants will click on to start the application process. Each applicant must register on the site before beginning an application. b. The applicant should use his/her address as the login ID for registration. c. International applications will be password protected before an international applicant can access the application. Page 3 of 34

5 d. The password for the international applicants will be provided by the PO to each applicant. Please do not publish this password publicly on a website or other public forum. e. Re-applicants who applied in using the online application should use the Reapply link to register for the application. Re-applicants should use the same and password from their previous application. f. Once logged in, re-applicant information will load from the previous application. Re-applicants can update their information. Certain sections, such as References and Leave Authorization, will be blank and need to be filled out again. g. For registered applicants who are returning to the application site to continue an application, they can enter their address and password and advance directly to the application entry / update screen. h. There is a Forgot Password link on the page to retrieve a lost or forgotten password. If the Forgot Password link is selected, an automated with a temporary password will be ed to the login ID account with a hyperlink so the applicant can enter a temporary password and submit a new password before starting an application. i. A printable, blank application will be available. j. Application instructions will be available through the program homepage ( Applicants may access a PDF copy of the application through the application site. Registration (Creating a Login) Figure 1.2 Page 4 of 34

6 a. Figure 1.2 is the registration page where the applicant must choose his/her citizenship, country of residence, name, state, subject area and program source. b. The applicant also needs to specify his/her address. c. Fields with a red asterisk are required for registration. Completing this page will forward the applicant to the Basic Information page and the system sends a welcome to the applicant automatically with password confirmation. d. As soon as an applicant has completed the registration page, the application is considered to be in the Pending Process Status and Active Action status. e. The international application is password protected. International applicants will be asked for a second password after they hit Register or Register and Continue. POs must provide international applicants with the password. Application - Application is Password Protected a. Figure 1.3 is the message international applicants will receive upon registration. b. POs must provide all international applicants with the set password. c. International application password is: DAFY15INTLAPP d. Partner Organizations may request to have the password removed, however the application will be open during the same timeline as the U.S. application; September through February. It will be the responsibility of the individual partner organization to monitor the international applications. Figure 1.3 Application - Basic Information Side Bar Navigation Figure 1.4 Page 5 of 34

7 a. Figure 1.4 shows the Basic Information page, which has fields for details like Name, Address, etc. b. Since the applicant already provided some of these details in the Registration page, some of the fields in this page will be auto-filled. c. Fields with a red asterisk are required for application submission. d. Completing this page will forward the applicants to the Current Employment page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time by clicking on the side bar to the left. e. The applicants will be able to edit the pre-filled information from the registration data if necessary. Application Current Employment Figure 1.5 a. Figure 1.5, Current Employment, contains the fields for entering applicant's school details, data and contact information. b. Completing this page will forward applicants to the Teaching Schedule page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Page 6 of 34

8 Application - Teaching Schedule Figure 1.6 a. Figure 1.6, Teaching Schedule, contains the fields for entering the applicant daily work schedule and general work assignments. b. Fields with a red asterisk are required for application submission. c. The provided details will be listed in a grid below. d. Completing this page will forward the applicants to the Previous Employment page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Page 7 of 34

9 Application - Previous Employment Figure 1.7 a. Figure 1.7, Previous Employment, contains the fields for entering the applicant s previous employment details. b. Fields with a red asterisk are required for application submission. c. The provided details will be listed in a grid. d. Completing this page will forward the applicants to the Professional Preparation page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Page 8 of 34

10 Application - Professional Preparation Figure 1.8 a. Figure 1.8, Professional Preparation, contains two sections: Educational Background and Activities and Awards. These sections contain the fields for entering applicant education details as well as responses to questions about honors and awards received, extracurricular activities, etc. b. Fields with a red asterisk are required for application submission. c. The provided details for the Educational Background section will appear in a grid. d. Completing this page will forward the applicants to the Grants History page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Application Grants History Figure 1.9 Page 9 of 34

11 a. Figure 1.9, Grants History, contains the fields for entering previous experiences with Fulbright and other programs. b. Completing this page will forward applicants to the International Experience page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Application International Experience Figure 1.10 a. Figure 1.10, International Experience, contains the fields for entering the applicant's language proficiency details. b. Completing this page will forward applicants to the Language Proficiency page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Application Language Proficiency Figure 1.11 Page 10 of 34

12 a. Figure 1.11, Language Proficiency, contains the fields for entering the applicant's language proficiency details. b. Completing this page will forward applicants to the English Test Scores page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Application English Test Scores Figure 1.12 a. Figure 1.12, English Test Scores, contains the fields for entering an applicant s English language proficiency details. Applicants may submit up to three scores. Applicants must save each set of entries before entering additional sets of information. b. The provided details will be listed in a grid. e. Completing this page will forward the applicants to the Family and Dependent Travel page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Application Family and Dependent Travel Figure 1.13 a. Figure 1.13, Family and Dependent Travel, contains the fields for entering applicant's accompanying dependent details. This section is optional and should only be filled out if an applicant plans to bring family members with them on the DA Program. b. Completing this page will forward applicants to the Application Questions page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Page 11 of 34

13 Application Application Questions Figure 1.14 a. Figure 1.14, Application Questions, allows the applicant to enter detailed answers to the essay questions. b. Completing this page will forward the applicants to Inquiry Project Proposal page. Page 12 of 34

14 Application Inquiry Project Proposal Figure 1.15 c. Figure 1.15, Inquiry Project Proposal, contains the fields that allow the applicant to enter a detailed description of the proposed Inquiry Project. d. Completing this page will forward applicants to the Leave Authorization page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Page 13 of 34

15 Application - Leave Authorization Populated Form Pre-populated personal information Figure 1.16 Figure 1.17 a. The Leave Authorization form must be approved and signed for applicants to be eligible to participate in the program. The form must be signed in hard (paper) copy. The signed form must be returned to the Partner Organization via or in hard copy. The signing official must be authorized to grant a leave of absence and approve the appropriate salary arrangements. Within a public school system, the administrative approval must come from the district level, usually the superintendent. b. Figure 1.16 shows a pre-populated screen with the approver s information such as Name, Title, and contact information. c. When the applicant has filled out all the information, they should click the Print Leave Form button to automatically generate a populated form, see Figure The applicant should print a copy of the form. d. The Administrative Approver returns the completed form to IIE or the PO (PO preferred). IIE or the PO will upload the form into the system. e. Completing this page will forward applicants to the References page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Page 14 of 34

16 Application - References Figure 1.18 Figure 1.19 a. Figure 1.18, References, is a screen that allows applicants to identify three references and type in their information. The applicant enters referee information such as Name, Title, Address and Relationship to Applicant, etc. b. Two references will be general references and one reference will be the immediate supervisor reference. c. Applicants are able to choose from the following three options: Save, Save and Print, and Save and Send . Figure 1.19 is a sample of the PDF that will be generated if the applicant chooses to Save and Print. d. When the applicant clicks Save and Send , the reference information, user name ( address) and password are generated automatically and sent in an automated to the referee, notifying them that they have been asked by the applicant to be a reference. e. The applicant can also log into the application system after sending out reference forms to view the status of the references, i.e., whether the referee has submitted the reference or if it is still outstanding. f. The IIE Administrator is also able to view references submission status. g. Applicants, IIE and POs have the ability to re-send incomplete reference reminders via automated from within the system. h. Applicants will receive confirmations once the reference form is complete and uploaded into the system. i. Hard-copy reference forms can only be uploaded into the application system by the PO. Neither the applicant nor the referee has the capability to upload the reference forms. j. Completing this page will forward applicants to the File Upload page; however, applicants do not need to finish each section in sequential order. They can access any section of the application at any time. Page 15 of 34

17 File Upload Figure 1.20 a. Figure 1.20 is a screen that will allow teachers to upload additional documents to the application if needed, such as a scan of their passport. b. PO users may require teachers to upload additional documents, in addition to those required in the application, if mandated by the partner organization. These fields are available for POs to make their own requests. Page 16 of 34

18 Review and Submission Submit Online Application Check Application Preview Application List of Application Submission Errors Printable Copy of Application Figure 1.21 Figure 1.22 a. The applicant can submit their application for the selected Program Application Cycle through the Review and Submission section. This does not include references and administrative approval forms. The applicant must submit their references and administrative approval forms within those specific sections of the application system. b. Upon completion of all sections of the application, the applicant clicks on Check Application to review the application in full. If any incomplete sections or errors are detected, a detailed report (Application Submission Errors) will be generated for review. The applicant may run this report as many times as necessary before submission. c. Certain fields in the application are mandatory and marked with a red asterisk. The applicant cannot submit the application unless all mandatory fields are completed. An error list will be generated when an applicant tries to submit an incomplete application specifically noting all fields that must be completed prior to submission (see Figure 1.21). Page 17 of 34

19 d. If the application is complete and no errors are detected, a message will be generated encouraging them to review the text of their application one more time. e. Applicants can also review the text of their application by clicking Preview Application which will generate a PDF version of their application in full. f. After checking and reviewing their application, the applicant will electronically submit their application by clicking on the button Submit Online Application. g. A confirmation will be sent to the applicant upon submission. h. Once submitted, the applicant will be brought to a page that automatically generates a printable copy of their application (see Figure 1.22). i. Once the application is submitted, the system will not allow the applicant to edit further. If the applicant needs to update the application form, the applicant must inform a program administrator. The program administrator can unlock the application for the applicant. References a. b. Reference Status Admin Approval Status Figure 1.23 a. Figure 1.23 shows a status screen in the application that allows applicants to check on the status of their references, allow applicants to re-send an to their references and allows users to see the status of their Administrative Approval form. b. Arrow a indicates a reference s status Mailed, In Progress, Submitted. An applicant can click on Resend (arrow b ) to resend an automated to the reference. This will remind the reference to submit their form in the event it has not been completed. c. Before contacting the PO, applicants should be encouraged to monitor the status of their references and administrator approval forms through this screen. Page 18 of 34

20 Change Password Figure 1.24 a. Figure 1.24 shows the Change Password section of the application. b. To change a password, the applicant should enter his/her address, old password and new password. This will be possible only after logging into the system. Page 19 of 34

21 Partner Organization Module Application Management Partner Organization Module Figure 2.1 a. The Partner Organization (PO module) website address is b. Figure 2.1 shows the login screen for the PO Module. Partner Organizations will be given their account information, login and password via from an IIE Administrator. c. The Partner Organization user will utilize the PO Module to search current and past international and U.S. applicants based on the input/selection of one or more search criteria such as Last Name, First Name, , Application Cycle, Process Status or Action Status. d. The system enables users to flag applications and do subsequent sorts/searches based on the saved flag value. e. Applicants may be selected for sending bulk s using checkbox functionality. f. The user will have the ability to run a report to print bulk or individual applications by selecting Administration and Print Application Section. g. The system will allow users to save copies of submitted applications as PDFs. h. The system allows the Partner Organization users and IIE Administrators to change statuses to Highly Recommended, Recommended and Non-Recommended based on Review Panel recommendations. Page 20 of 34

22 Search International Applicant Search Function Applicant Link A B Figure 2.2 a. Figure 2.2 is the search function for international applicants. An applicant will be accessible through the link associated with each applicant record from the Search screen. b. For a selected applicant, the page will display only applicant-related data, including status fields. c. Fully submitted or partially submitted applications will be available for view through this page for editing Basic Information only. d. Process Status (Arrow A) Process status indicates where applicants are in the application process. a. Pending Application has been started but not yet submitted. Applicant is able to log into the system and make updates as needed. b. Submitted Application has been submitted by the applicant. Applicant is no longer able to make edits to the application. c. Complete Application is complete when the application has been submitted and reviewed by administration for completion. Completion means that all required application questions have been answered and all required documents have been submitted. The application is able to move to next steps in the application process. d. Panel Application has been submitted, reviewed for eligibility and sent to panels for review. e. Proposed The applicant has gone through the application process and review panel and has been proposed for selection. f. Selected Application has been submitted, reviewed for eligibility, has been recommended by panels, and selected by the Fulbright Foreign Scholarship Board. g. Partner Organization This is for U.S. Applications only. This means the applications have been processed by IIE and are ready for Partner Organizations to review their applications. h. FSB This status is mainly used for running reports for the Fulbright Foreign Scholarship Board (FSB) and will not be used by Partner Organizations. Page 21 of 34

23 e. Action Status (Arrow B) Action status gives a little more information on the status of the application. a. Active Application is still active in whatever stage of the process it currently is in. b. Incomplete Application was not completed during the application cycle and will not be considered further. c. Ineligible Application was complete, but was deemed ineligible by program administrators. d. Withdrawn Applicant was eligible for review, but s/he chose to withdraw. e. Non-recommended Applicant was reviewed but not recommended for the program. f. Alternate Applicant is recommended but there is no current placement for him/her. g. Recommended Applicant was recommended by panelists. h. Non-select U.S. applicant was recommended by the review panel but deemed not suitable by the partner organization after their review of the application. Search U.S. Applicant Search Function Search Results View Application as PDF Figure 2.3 a. Figure 2.3 shows the search function for U.S. applicants. A U.S. application cannot be edited by PO users. b. PO users will have the capability to view all assigned U.S. applications as PDFs. c. U.S. applications are sent to the PO module system by an IIE administrator. Please contact IIE Program Staff should you have questions about the U.S. applications assigned to your organization. Page 22 of 34

24 Reports List of possible reports Search function to narrow or limit reports Figure 2.4 Figure 2.4 shows a list of all reports that can be generated from the system. All reports will be in MS Excel format. For each report, there is a search function to narrow or limit your report. Daily Count Report The Daily Count Report generates a list of applications started by international applicants by country and by U.S. applicants by employment state. Contact Information Report The Contact Information Report generates a list of applicant contact information. It includes program name, application cycle, sub-cycle assigned, process status, action status, prefix, first name, last name, middle name, home address, city, employment state, zip code, home telephone number, cell phone, address, current employer, school district name or number, school address, school city, school state, zip code, work address, work telephone number, school head/principal name, school head/principal title, school head/principal address, password. Diversity Report The Diversity Report generates program name, application cycle, sub-cycle assigned, process status, action status, prefix, first name, last name, middle name, date of birth, gender, country of residence, ethnicity, employment state, length of experience, current position, school level, school type, highest degree earned, degree received date, international travel experience and number of days abroad. Data Dump Report The Data Dump Report generates information for all fields on the online application. Statistical Report The Statistical Report allows users to search by program name, application cycle, process status and action status. For international applicants, this report has the ability to count numbers based on the following fields: country of residence, gender, school type, school level and date of birth. For U.S. applicants, this report has the ability to count numbers based on the following fields: employment state, ethnicity, race, gender, school type, school level, and date of birth. Page 23 of 34

25 Reference Report The Reference Report allows users to track the status of applicants references. Application Status Report The Application Status Report allows users to track applicants completion status based on the percent of required questions on the application which have been completed by the applicant. Administration Batch Status Change Batch Status change Individual Status change Figure 2.5 Update a. In Figure 2.5, which shows the Batch Status Change screen, POs can change the status of the Process Status and Action Status either in batch updates or individually by applicant. Refer to the status descriptions in Figure 2.2 on pages b. To edit a batch of applicants statuses, click the boxes next to each applicant s name. Then use the dropdown menus to select the Process status and Action status for the applicants. When finished, click Apply to Selected and the statuses of the applicants selected will change. In order to save those changes, click Update. c. To edit an individual applicant s status, click the box next to the applicant s name and select the status you wish to update next to the applicant s name. Once the correct status shows in the box, click Update to save the changes. Page 24 of 34

26 Add/Edit Panelist Figure 2.6 a. In order to do pre-evaluations for international applicants, the PO can create their own reviewer panels and can assign the international applicant to them. They will evaluate the assigned applications and will communicate to the PO manually. The PO users can update the recommendations and can upload the rating documents. These rated applicants will be again reviewed by the panels created by the IIE Administrator. b. Figure 2.6, Add/Edit Panel Member, is the screen that allows PO users to create/edit the panel members for a panel. Create Panel Figure 2.7 a. Figure 2.7, Create Panel, shows the screen where a new panel can be created in the system by clicking on the New button. Page 25 of 34

27 b. By clicking on the New button a new page will be opened to add the details of the Panel, see Figure 2.8. Figure 2.8 c. In this screen, the user needs to enter the panel number, panel description, check the active box, and add the members to the panel. d. The PO can also edit the panel details and add/remove the members of an existing panel by clicking Edit on the Create Panel main page (Figure 2.7). Panel Assignment Figure 2.9 a. Figure 2.9, Panel Assignment, shows the screen where the PO can assign the submitted application to an existing review panel. Page 26 of 34

28 b. The PO can filter the application based on the provided search filters. After filtering, check the application to assign, enter the panel number into the textbox, then click the Save button. c. The PO can also do a bulk assignment in this screen. In order to perform a bulk assignment, enter the panel number in the box provided on the top of the grid and check the applications that need to be assigned. Click on the Apply to Selected button. Then click Save. Panel Bulk Figure 2.10 a. Figure 2.10, Panel Bulk s, shows the screen where the PO can send notification to panel reviewers about their login credentials and URL of the online system. They need to access the online system and can review the assigned international applications and will communicate to the PO manually. Page 27 of 34

29 Reviewer Ratings Figure 2.11 a. Once the PO panel reviewers review the assigned international applications, they will communicate to the PO manually. b. In Figure 2.11, Peer Review Ratings, the PO will scan the panel reviewers notes by clicking on the Notes & Recommendations button and uploading them into the system using Figure Reviewers can rate them with the categories of Non-Recommended, Recommended and Highly Recommended. Figure 2.12 Page 28 of 34

30 Send s Search Function Select applicants here Figure 2.13 a. Figure 2.13, Send s, shows the screen that allows PO users to send individual s to selected applicants. b. The system allows the PO user to select the applicants by selecting the checkboxes on the left of the applicant s name. c. When the PO user clicks Send a draft template will pop up and the user will be able to edit the content of the draft before sending. d. PO users can also use the search function to narrow results for individual s. e. Each recipient will receive separate s through a mail merge with the option to personalize the individual s. The example would be Dear Robert Smith not Dear $FullName$ by using the List Tokens in the top left hand side of Figure 2.14 Page 29 of 34

31 Template Function List Tokens (mail merge function) Edit Content Figure 2.14 Change Password This function to Change Password, shown in Figure 2.15, changes the password for the individual Partner Organization user only. Figure 2.15 Sample Application Figure 2.16 shows a sample blank international application for review. A sample application can be found in both the applicant module and the PO module. Applicants may find a copy of a blank application on the login page. Partner organizations may download a blank application under Administration, Sample Application (note: Currently this feature is not yet active. IIE will contact you when the feature is available). Page 30 of 34

32 Figure 2.16 Resend Password Figure 2.17 shows the screen that allows Partner Organization users to resend passwords to international applicants. Figure 2.17 Page 31 of 34

33 Print Application Section As shown in Figure 2.18, Print Application, the PO user can extract different sections of one or multiple applications. After selecting the desired application(s), the user can click on the Generate PDF button. Then a window will pop up with a list of different sections on the applications. The PO can select the required sections and click on the Generate PDF button to generate the selected sections of the selected applications. Figure 2.18 Page 32 of 34

34 Frequently Asked Questions Who should PO users contact with questions? Contact DA Program staff at at the Institute of International Education with questions. Who should international teachers contact with questions? International teachers should contact staff at the partner organization. International teachers should not be given IIE s contact information directly for questions related to the online application. If it is a question that the PO cannot answer, the PO should contact IIE directly. If a teacher has already applied to the program but was not accepted, are they eligible to reapply? Yes, previous applicants are eligible to reapply for the program. All re-applicants must submit a current application form in order to be considered. Re-applicants for the program will be required to fill out an online application and re-submit a Leave Authorization form. Please contact IIE should you have additional questions regarding the re-application process. An applicant cannot login to the online system. How do POs assist them? As a PO user, you have the ability to re-send passwords to international applicants. Navigate to Administration and under that, Resend Password. You will be able to send an automated to the individual which has their login and password information. There is a search functionality that allows users to search by Name, , Process Status and Action Status. Administration Search Resend Password Page 33 of 34

35 A reference cannot login to the online system. How do POs assist them? Tell the reference to copy and paste the password from the automated into the password field on the login screen. The passwords are quite long and the reference may be typing it incorrectly. Also tell the reference they can contact the applicant. The applicant has the ability to resend the reference to their references which contains the web address, login information and password. As a PO user, I am not able to change information in a U.S. application. Why? PO users will only have the capability to view U.S. applications in the system because IIE manages the application process for U.S. applicants. IIE assigns the U.S. applications to the POs for viewing at the appropriate stage of the application review process. You will be able to view their application, but not make any changes. If changes need to be made to a U.S. application, please contact IIE. An applicant contacted the PO indicating the system timed out and their work was lost. Can the PO help recover this information? No. This information cannot be recovered. For security purposes, the application will time out if it is idle for 20 minutes. Tell the applicants to click Save periodically to ensure they do not lose work. Typing on a page is not enough to prevent a time out. The applicant must click Save. I would like to view data from all international applications. How do I obtain this? Each PO can view international applications from their country only. To view these applications, navigate to Reports and then Data Dump Report. In the citizenship field, click International. See below. This will then generate an excel spreadsheet with all international data for all international applicants. PO users have the capability to run this report for International teachers and U.S. teachers. Reports Data Dump Report Choose U.S or International Excel spreadsheet generated from the report Page 34 of 34