Getting Started with TEYIS

Transcription

1 Getting Started with TEYIS List of Topics What is TEYIS?... 3 I need an account to use TEYIS, how do I request or register a new account?... 3 Where is the link to the TEYIS online Training Course?... 5 Where is the link to the TEYIS system?... 5 What do I need to do to register with Tusla Early Years?... 5 What are the fees for registration?... 6 What documents do I need to upload?... 7 How do I sign-in to TEYIS? I get an error message when I try to sign-in to TEYIS I have forgotten my password for TEYIS When I sign-in to TEYIS I am not seeing the TEYIS homepage I am getting an error screen with a hand on it

2 I am getting a time zone message I am having a problem uploading a document, it says the document is too big There are red error messages on my registration application form (RAF) I am having a problem with paying my registration fee in the Worldpay system I have paid my registration fee but I cannot submit my registration application form Will I get a receipt after I pay my registration fee? How do I print my registration application form (RAF)? What happens after I submit my registration application form (RAF)? I have a non-technical question, who should I contact? I have a technical question on the TEYIS system, who should I contact?

3 What is TEYIS? The Tusla TEYIS Service Portal, is a new system that will support you in creating an online Tusla Registration Application Form (RAF). The Tusla RAF contains 12 sections plus a section on Documents. You will enter registration information in each of the 12 sections and you will also upload a number of evidence documents. The Tusla Service Portal will also support you in navigating to a payment system called 'WorldPay'. It is in the 'Worldpay' system where you will pay your registration fee. When your RAF is completed and your fee payment is successful, the system will then support you in 'submitting' your RAF to the Tusla Early Years Inspection team for processing. I need an account to use TEYIS, how do I request or register a new account? 1. Click on this link. You will see a screen similar to screen 1 below. Screen 1 3

4 2. Click on the Register New Account button. You will see a screen similar to screen 2 below. Screen 2 Enter the business name of your service. Enter a contact phone number. Enter your address. This must not be shared with anyone not authorised to see your Tusla information. 4

5 Select the County that your service is located in. It is very important that you select the county carefully. Click on the Register Account button. Very Important. Please read this note: after you click on the Register Account button, the system will display a message to say that you will receive an shortly. o When will the be sent to you? If you request an account Monday to Friday, it will take one working day for your account to be setup after which an will be sent to you with your TEYIS account username and password. If you request an account on the weekend, your account to be setup on the first working day of the week after which an will be sent to you with your TEYIS account username and password. Where is the link to the TEYIS online Training Course? Here is the online training course link. Where is the link to the TEYIS system? Here is the link. This link will bring you to the Sign-in screen for the TEYIS system. What do I need to do to register with Tusla Early Years? To complete the registration application process online, you will: Create and fill in a registration application form (RAF). 5

6 Upload your evidence documents there are about documents Pay a registration fee Submit your completed RAF to Tusla for review Finally, if there are any issues with your submitted RAF, you will receive an from the Tusla Early Years team Click on the following online training course for detailed information on this process. What are the fees for registration? For further information on how to pay your fee in the TEYIS system, click on the following online training course 6

7 What documents do I need to upload? You may need to upload between 15 and 21 evidence documents into the TEYIS system. Here is a complete list of the documents. It is very important that you upload the correct document as the system cannot determine if the actual content of the document is correct. Type of Document Is this document compulsory? Notes Garda/Police vetting document (for the registered provider) Compulsory One vetting document must be uploaded for the Registered Provider Garda/Police vetting document (for the Person in Charge) May be compulsory - please read the note If you are the Registered Provider and you are also the 'Person in Charge', then you do not need to upload another 'Garda/Police Vetting document. BUT If you are the Registered Provider and you employ a 'Person in Charge', then you must upload another 'Garda/Police Vetting document for the Person in Charge Reference document for Registered Provider Compulsory Two Reference documents must be provided on the RAF for the Registered Provider (RP). 7

8 Reference document for Person in Charge May be compulsory - please read the note If you are the Registered Provider and you are also the 'Person in Charge', then you do not need to upload another 2 Reference documents. BUT If you are the Registered Provider and you employ a 'Person in Charge', then you must upload another two Reference documents for the Person in Charge. Floor Plan Compulsory Floor plan of the interior design of the centre giving details of the dimensions of all rooms intended for children s use, also indicating owner s/staff rooms Outdoor Area Floor Plan Compulsory Plan of any outdoor area available for children s use Fire Safety & Building Regulations Compliance Document Compulsory Any documentation available to show that the premises comply with the requirements of fire safety legislation and relevant building regulations CRO Registration Evidence May be compulsory - please read the note If you are a Registered Company (ie. CRO Number is populated in the RAF), you must upload this document. For example; provide evidence of registration from the Companies Registration Office. 8

9 Passport/Drivers Licence ID Compulsory Proof of identity of the registered provider (copy of passport or driving licence are the only acceptable documents) Passport/Drivers Licence ID May be compulsory - please read the note If you are the Registered Provider and you are also the 'Person in Charge', then you do not need to upload another Passport/Drivers License ID document. BUT If you are the Registered Provider and you employ a 'Person in Charge', then you must upload another Passport/Drivers License ID document for the Person in Charge. Insurance Cover Evidence Compulsory Upload a copy of the Certificate of Insurance or written confirmation of insurance cover Statement of Purpose and Function Compulsory Upload a copy of Statement of Purpose and Function Safety Statement Compulsory Upload a copy of Safety Statement Policy on Managing Behaviour Compulsory Upload a copy of Policy on Managing Behaviour Policy on Administration of Compulsory Upload a copy of Policy on Administration of Medication 9

10 Medication Policy on Infection Control Compulsory Upload a copy of Policy on Infection Control Policy on Safe Sleep Compulsory Upload a copy of Policy on Safe Sleep Planning Permission Certificate May be compulsory - please read the note If you select Yes to the Premises Question on your RAF ('Do the premises have planning permission? ), then it is compulsory for you to upload this document. Planning Supporting Evidence May be compulsory - please read the note Alternatively, if you select No to the Premises Question on your RAF ('Do the premises have planning permission? ), then it is compulsory for you to upload this document. For further information on the documents and how to upload documents in the TEYIS system, click on the following online training course. Important: for a detailed description of each document, please refer to the CHILD CARE ACT 1991 (PRE-SCHOOL SERVICES) REGULATIONS 2015 on the Tusla website 10

11 How do I sign-in to TEYIS? 1. Before you can sign- in to TEYIS, you must have a TEYIS User Account. 2. To sign-in to TEYIS, click on this link. 3. Click the Sign-in button, as shown in screen 1 below. Screen 1 4. A screen similar to Screen 2 will be displayed. 11

12 Screen 2 5. Remember the that you received from the TEYIS Support team? Enter your username (this is an address) and password from this . a. See Screen 2. b. See arrow 1, this is the box that you will enter the address in. You must ONLY enter in the address that the TEYIS support team ed to you this address will end c. See arrow 2, this is the box that you will enter the password in. d. Click on the blue Sign-in button. 12

13 Screen 3 6. When you logon to TEYIS successfully, you will see Screen 4. Screen 4 13

14 I get an error message when I try to sign-in to TEYIS 1. If you see the message (see arrow 1, screen 1), you may have entered your username or password incorrectly, try again. Note the latter part of the address 2. If after following step 1, the system continues to display this red error message, you can send an to onlinesupport@pobal.ie. Alternatively you can call the Pobal Online Support team on Screen 1 14

15 I have forgotten my password for TEYIS If you have forgotten your password for TEYIS, send an to In your please include your Tusla Organisation ID. Alternatively you can call the Pobal Online Support team on

16 When I sign-in to TEYIS I am not seeing the TEYIS homepage Screen 1 1. If you see this screen, click on the x on the top right hand side of your screen (see screen 1, arrow 1 above). Then click on the link to the TEYIS system. 2. If after following step 1, the system continues to display this screen, you can send an to onlinesupport@pobal.ie. Alternatively you can call the Pobal Online Support team on

17 I am getting an error screen with a hand on it 1. If you see this screen, click the back arrow at the top of your screen. Screen 2 2. If after following step 1, the system continues to display this screen, send an to onlinesupport@pobal.ie. Alternatively you can call the Pobal Online Support team on

18 I am getting a time zone message 1. Click on the Set the time zone for your calendar as indicated by the arrow on Screen A screen similar to Screen 2 is displayed. Screen 1 3. Select the appropriate Time zone, as indicated in Screen 2 below. 4. Select the Save button. 5. Sign in to TEYIS again, using this link. 18

19 Screen 2 19

20 I am having a problem uploading a document, it says the document is too big. Before you can upload a document into TEYIS, please check that the size of the document is less than 2mb (this is the same as 2000KB). See picture 1 below, the Outdoor Plan is 17KB. There will be no problem when you upload a document this size into TEYIS. Picture 1 20

21 However if you have a document that is more that 2mb/2000KB, you will need to make the document 'smaller'. What are your options: (i) split the document into a number of documents or (ii) copy and paste your document into a Word document. Is your document a photograph? Photographs are typically very large files (ie. greater than 2000KB) and will not be accepted by the TEYIS system. However, photographs that are tiffs can be converted into smaller files. Click on this website for assistance in converting your photograph files into smaller files. There are red error messages on my registration application form (RAF) The red messages indicate where there is missing information or incorrect information on your RAF. To correct the issue, just click into the red message and the system will bring you to the area of the RAF where the issue is located. See Picture 1. All of the red messages must be resolved before you can 'submit' your RAF to the Tusla team for review. 21

22 Picture 1: system will display red error messages if there is incomplete information on your application When all the validation errors are resolved, the system will display a green message that states that there are no validation errors. You can now pay your registration fee. 22

23 I am having a problem with paying my registration fee in the Worldpay system If you are experiencing an issue with your credit card, the TEYIS support team unfortunately cannot assist you. You must contact your bank with credit card related issues. I have paid my registration fee but I cannot submit my registration application form If you are experiencing this issue, you can call the Pobal Online Support team on or contact the team via on onlinesupport@pobal.ie. In your please include your Tusla Organisation ID and RAF ID. Will I get a receipt after I pay my registration fee? Yes, you will receive an from the payment system. The payment system is called WorldPay. How do I print my registration application form (RAF)? You must first be logged into the TEYIS system. You can print your RAF at any time from the TEYIS system. Click on the button called 'Print RAF' at the top of the screen. See picture 1, arrow 1 below. Note that the system will print the RAF with the information that you have recorded on the RAF at that point in time. 23

24 Picture 1: Print RAF What happens after I submit my registration application form (RAF)? After you submit your RAF, the Tusla team reviews your RAF and uploaded documents. If there is an issue with the information on the RAF or with a document that you uploaded, the Tusla team will send you an . The will describe the issue(s) that the Tusla team found on your RAF and/or evidence documentation. You will reopen your RAF, correct the issue and resend your RAF to Tusla for further review. When the Tusla team approve your RAF and evidence documents, an inspection will be scheduled to visit your service. I have a non-technical question, who should I contact? For non-technical questions you can contact the Tusla Registration Office via on ey.registration@tusla.ie or by phone at

25 I have a technical question on the TEYIS system, who should I contact? If you have a technical question, send an to onlinesupport@pobal.ie. In your , please include your Tusla Organisation ID. Alternatively you can call the Pobal Online Support team on