Work Instruction. Purpose Use this procedure to submit your annual offence declaration or to review previous declaration(s).

Transcription

1 icod Offence Declarations Web Application Purpose Use this procedure to submit your annual offence declaration or to review previous declaration(s). Trigger Perform this procedure when so informed by the Human Resources department of the Board. Prerequisites You must be an employee of the Toronto Catholic District School Board to use this application. Employees on a leave of absence are expected to use it too. Menu Path Use the following menu path(s) to begin this task: Run a current browser such as Internet Explorer 6.0 that supports 128-bit encryption. Go to the TCDSB icod website: or click on the icod link on the TCDSB Internet and Intranet websites. Helpful Hints You may use any Internet connected computer to access the icod application. The computer may be at your place of work, at home, or at any Public Library or Internet café. Please use a web browser such as Internet Explorer 6.0 that supports 128-bit encryption to maximize the security of your icod session. To enhance security, the icod application inhibits certain browser features such as Back, Forward, Go To, History, Save As, Send, View and Favourites. icod does not use cookies nor allows local storage of icod User name/id or User Password. For more details, see the FAQ page on the icod website. At the end of your icod session, logout of icod and close the browser. Some icod screens have a? mark link in the top right corner. You may click on this link for screen specific Help. In this user guide, the column titled R/O/C in Field Name Description tables refers to whether the field is Required, Optional or Conditional. Through an initial registration process, you are assigned an icod User Name/ID and allowed to specify a User Password for use in accessing the icod system. The format of the icod User Name/ID is the first 4 letters of your first name followed by the first 4 letters of your surname. A tie-breaker digit may be added to it. Please note that this User name/id and User Password are ONLY for use with the icod application. They have no relationship to your TCDSB network user name and password. Make sure that you note your icod User Name/ID as you will need it to access icod each year for the duration of your employment at the Board. Page 1 / 48

2 Screen Flow xxxx Page 2 / 48

3 Procedure 1. Start the icod Offence Declaration task by using an Internet connected web browser that supports 128-bit encryption (e.g. Internet Explorer 6.0) and going to the TCDSB icod website: You may also click on the icod link on the Board s Internet and Intranet websites. Page 3 / 48

4 icod Home Page 2. Perform one of the following: If Go To You wish to Login to the icod Offence Declaration System Step 3 You wish to access online HELP Step 55 You wish to access Frequently Asked Questions (FAQ) Step 53 You wish to obtain icod contact information Step Click. Page 4 / 48

5 icod Login Screen 4. Perform one of the following: If Then Go To This is the first time that you are using the icod Offence Declaration application You have forgotten your icod User Name/ID or password You know your icod User Name/ID and password Click the New User? link in the Login window to register yourself and obtain an icod User Name / ID that you will use each year to access icod. You will also be able to select a password for use with icod. Click the Forgot Password? link in the Login window to select a new User Password. Enter your icod User Name/ID and User Password in the Login window Step 5 Step 49 Step Click. Page 5 / 48

6 Registration for New User 6. As required, complete/review the following fields: Field Name R/O/C Description First Name R First Name as shown on your Pay Statement. It is not casesensitive but must match the information in the SAP HR system. Example: Ada Wai Man Surname R Surname as it appears on your Pay Statement. It is not casesensitive but must match the information in the SAP HR system. Example: Zupan Employee ID R Your 8-digit SAP Employee # as it appears on your Pay Statement. All leading zeroes must be entered. Example: Year of Birth R 4-digit year of your birth. It must match the information in the SAP HR system. Example: 1935 Page 6 / 48

7 Field Name R/O/C Description Month of Birth R Month of your birth selected from the drop-down list. It must match the information in the SAP HR system. Example: July Day of Birth R 2-digit day of your birth. It must match the information in the SAP HR system. Example: 13 S.I.N. R First six digits of your Social Insurance Number (S.I.N.) this information is only being collected to verify your identity and prevent fraudulent use of your User Name/ID. It must match the information in the SAP HR system. Example: User Password R User defined password for use with the icod assigned User Name/ID to allow you to login into icod any time you wish to do so. It must be at least 6 characters in length, the first character must not be a digit and the password must not be the same character repeated. This field is case-sensitive. Do not share this password with anybody. Example: IMClean Confirmation R This field must match your Password. It is a double check to ensure that you have entered in your User Password correctly. Example: IMClean 1 O The address to which you wish your icod User name/id mailed. It may be your Board address or another personal address. This field may be left blank. Example: Ada.Zupan@tcdsb.org 7. Click. 8. Perform one of the following: If Then Go To You have NOT correctly completed your registration form icod will respond with the message User information not verified. You will have to correct any invalid information and resubmit your registration information. Step 6 You have correctly completed your registration form Congratulations! Step 9 Page 7 / 48

8 Successful Registration Before you proceed, please print the Successful Registration page or record your icod User Name/ID and User Password. You will need to use them to make your annual offence declaration for the duration of your employment at the Board 9. Click. Page 8 / 48

9 icod Welcome Screen 10. Click beside the Offence left-menu item. 11. Click 12. Perform one of the following: You have already made a declaration for the current year If Go To Step 23 You have not made a declaration for the current year as yet Step 13 Page 9 / 48

10 Offence Declaration Main Screen 13. Click to view the legislation behind the offence declaration process. Page 10 / 48

11 Ont Reg 521/01 Page Scroll down to the end of Ont Reg 521/01. Page 11 / 48

12 Ont Reg 521/01 Page Click at the bottom of Ont Reg 521/01 to return to the main declaration screen. Page 12 / 48

13 Offence Declaration Main Screen 15. Click to view the legal agreement behind your use of the icod system. Page 13 / 48

14 icod Terms of Use 1 st Page 15.1 Scroll down to the end of Terms of Use. Page 14 / 48

15 icod Terms of Use Last Page 16. Click at the bottom of Terms of Use to return to the main declaration screen. Page 15 / 48

16 Offence Declaration Main Screen 17. Do you have convictions to declare? If Go To You have no convictions to declare Step 18 You have convictions to declare Step Click.I have no convictions radio button 19. Click to get to the no convictions declaration screen. Page 16 / 48

17 No Convictions Declaration 20. As required, complete/review the following fields: Field Name R/O/C Description Dated at R Name of the municipality or city where you are situated at the moment that you make this offence declaration. Example: Newmarket, Ontario Page 17 / 48

18 21. Perform one of the following: If Then Go To You wish to proceed with your offence declaration with no convictions listed Click to submit your declaration. If you do so, you will not be allowed to update or delete it; to do so you will need to contact the Human Resources department Step 22 You do not wish to proceed with your declaration Click to return to the main declaration screen without making a declaration. Step 17 Page 18 / 48

19 Confirmation of a Successful Declaration Title: icod Offence Declarations Web Application 22. Congratulations! You have successfully submitted your offence declaration. Click to go to the declarations review screen. Page 19 / 48

20 Declarations Review Screen 23. You may now view current and previous declarations, print them, review the relevant legislation or the Terms of Use of the icod web application. 24. Click to see offence declarations made this year and in previous years. Page 20 / 48

21 View Declaration Screen 25. Click if you wish to print a copy of your declaration for your own records. This opens up a new window with a printer-friendly offence declaration form that you can print. Page 21 / 48

22 Printer-friendly Offence Declaration Form Title: icod Offence Declarations Web Application 26. Click in the browser menu to send the declaration form to the printer. 27. Click to close this printer-friendly declaration form window and return to the view declarations screen. Page 22 / 48

23 View Declarations Screen 28. If you wish to Change your icod Password, go to Step Click to end your icod session and return to the icod Login Screen. Page 23 / 48

24 icod Login Screen 30. Click to close the browser session. Go to Step 66. Page 24 / 48

25 Offence Declaration Main Screen 31. Click I have convictions to declare convictions. 32. Click. Page 25 / 48

26 Declare Conviction Screen 33. As required, complete/review the following fields: Field Name R/O/C Description Month R Month of the date of this conviction. Example: February Day R Day of the month of this conviction. Example: 29 Year R Year of the date of this conviction. Example: 2004 Court Location R Address of court that convicted you. Example: Mississauga, Ontario Conviction R Description of the conviction as stated in the court document. Example: Possession of an illegal substance Comment O Any brief comment that you wish to make. Example: The grass I had was for my personal use as a cure for my ailment. Page 26 / 48

27 34. Click to enter the conviction. 35. Do you have more convictions to report? If Go To You have another conviction to report Step 36 You have no further convictions to report Step 40 Page 27 / 48

28 Sign and Add Convictions Screen 36. Click to report your next conviction. Page 28 / 48

29 Enter Conviction Screen 37. As required, complete/review the following fields: Field Name R/O/C Description Month R Month of the date of this conviction. Example: April Day R Day of the month of this conviction. Example: 1 Year R Year of the date of this conviction. Example: 2004 Court Location R Address of court that convicted you. Example: Oshawa, Ontario Conviction R Description of the conviction as stated in the court document. Example: Reckless Driving causing personal injury Comment O Any brief comment that you wish to make. Example: I have given up street racing since the accident. Page 29 / 48

30 38. Click to enter the conviction. Page 30 / 48

31 Sign and Add Convictions Screen 39. Return to Step 35 until you have no further convictions to report. 40. Click to proceed to the declaration screen. Page 31 / 48

32 Offence Declarations - Convictions 40.1 Scroll down to the bottom of the declaration. Page 32 / 48

33 Offence Declarations Convictions (contd.) Title: icod Offence Declarations Web Application 41. As required, complete/review the following fields: Field Name R/O/C Description Dated at R Name of the municipality or city where you are situated at the moment that you make this offence declaration. Example: Toronto, Ontario Comment O Any brief comment that you wish to make. Example: I am truly sorry about these convictions, and have turned a new leaf. 42. If you wish to proceed with your offence declaration with the listed convictions, click to submit your declaration if you do so, you will not be allowed to update or delete your declaration; to do so you will need to contact the Human Resources department. Page 33 / 48

34 43. Perform one of the following: If Then Go To You wish to proceed with your offence declaration with the listed convictions Click to submit your declaration. If you do so, you will not be allowed to update or delete it; to do so you will need to contact the Human Resources department Step 44 You do not wish to proceed with your declaration Click to return to the main declaration screen without making a declaration. Step 17 Page 34 / 48

35 Successful Declaration Screen 44. Congratulations! Your offence declaration has been successfully submitted. Go to Step 22 to review your declaration. 45. Click to submit your offence declaration or review previously submitted declarations. Page 35 / 48

36 icod Login Screen 46. As required, complete/review the following fields: Field Name R/O/C Description User Name / ID R icod system generated User Name/ID that uniquely identifies you within icod. It consists of the first 4 letters of your first name followed by the first 4 letters of your Surname. Tiebreaker digits may be appended to it. Please make note of this User-name/ID as you will need it to login to the icod system for the duration of your employment at the Board. Example: adawzupa User Password R User defined password for use with the icod assigned User Name/ID to allow you to login into icod any time you wish to do so. It must be at least 6 characters in length, the first character must not be a digit and the password must not be the same character repeated. This field is case-sensitive. Do not share this password with anybody. Example: IMClean 47. Click. Page 36 / 48

37 icod Welcome Screen 48. Go to Step 10.to continue with the declaration or review process. 49. Click. Page 37 / 48

38 Forgot User Name or Password Screen Title: icod Offence Declarations Web Application 50. As required, complete/review the following fields: Field Name R/O/C Description First Name R First Name as shown on your Pay Statement. It is not casesensitive but must match the information in the SAP HR system. Example: Ada Wai Man Surname R Surname as it appears on your Pay Statement. It is not casesensitive but must match the information in the SAP HR system. Example: Zupan Employee ID R Your 8-digit SAP Employee # as it appears on your Pay Statement. All leading zeroes must be entered. Example: Year of Birth R 4-digit year of your birth. It must match the information in the SAP HR system. Example: 1935 Page 38 / 48

39 Field Name R/O/C Description Month of Birth R Month of your birth selected from the drop-down list. It must match the information in the SAP HR system. Example: July Day of Birth R 2-digit day of your birth. It must match the information in the SAP HR system. Example: 13 S.I.N. R First six digits of your Social Insurance Number (S.I.N.) this information is only being collected to verify your identity and prevent fraudulent use of your User Name/ID. It must match the information in the SAP HR system. Example: User Password R User defined password for use with the icod assigned User Name/ID to allow you to login into icod any time you wish to do so. It must be at least 6 characters in length, the first character must not be a digit and the password must not be the same character repeated. This field is case-sensitive. Do not share this password with anybody. Example: IMClean Confirmation R This field must match your Password. It is a double check to ensure that you have entered in your User Password correctly. Example: IMClean 1 O The address to which you wish your icod User name/id mailed. It may be your Board address or another personal address. This field may be left blank. Example: ada.zupan@tcdsb.org 51. Click. Page 39 / 48

40 Successful Password Update Notification Title: icod Offence Declarations Web Application 52. Go to Step Click the top-menu item. Page 40 / 48

41 icod FAQ Screen 1 Page 41 / 48

42 icod FAQ Screen Go to Step Click the top-menu item. Page 42 / 48

43 icod Help Screen Click. Page 43 / 48

44 icod Help Screen Go to Step Click. Page 44 / 48

45 icod Contact Information 59. Go to Step Click Page 45 / 48

46 icod Change Password Page 61. As required, complete/review the following fields: Field Name R/O/C Description Old Password R Current password before the change. This field is casesensitive. Example: IMClean New Password R New user defined password for use with the icod assigned User Name/ID to allow you to login into icod any time you wish to do so. It must be at least 6 characters in length, the first character must not be a digit and the password must not be the same character repeated. Do not share this password with anybody. This field is case-sensitive. Example: IveBinGood Confirm Password R This field must match your new Password. It is a double check to ensure that you have entered in your new User Password correctly. Example: IveBinGood Page 46 / 48

47 62. Click. 63. As required, complete/review the following fields: Field Name R/O/C Description New Password R New user defined password for use with the icod assigned User Name/ID to allow you to login into icod any time you wish to do so. It must be at least 6 characters in length, the first character must not be a digit and the password must not be the same character repeated. Do not share this password with anybody. This field is case-sensitive. Example: IveBinGood Confirm Password R This field must match your new Password. It is a double check to ensure that you have entered in your new User Password correctly. Example: IveBinGood 64. Click. Page 47 / 48

48 icod Welcome Screen 65. Go to Step You have completed this task. Result You have completed your offence declaration session. Comments Please make sure that you logoff your icod session and shut down your browser at the end of your icod session. Page 48 / 48