Online Application Process & File Access

Transcription

1 Online Application Process & File Access NTCI DOT Compliance, Inc. 400 Lafayette Rd. Noblesville, IN (317) Written and Supported by My Office Backbone LLC (918)

2 Table of Contents Contents Welder s Guide to Web Site Log-In and Online Application Process... 1 How to Log-In... 1 Creating a User ID... 1 Online Application Entry... 4 Personal Information... 4 Driver s License Information & Driving Experience... 5 Traffic Violations... 6 Accident Information... 7 Work / Driving Experience... 7 Agreement... 9 Submit Application... 9 Statement of Hours Reviewing and Approving Related Documents Reviewing Documents Forms Contact Us Driver s Guide to Accessing Files Main Menu Driver Events Updating an Event DQ Documents Future Additions... 18

3 Page 1 Welder s Guide to Web Site Log-In and Online Application Process How to Log-In 1. Begin by entering: into your web browser. This should take you to our login screen: If coming from a tablet or cell phone you should be able to save this address on your home screen or add it to your bookmarks. Creating a User ID If this is your first visit to the site, you should click Create Account as shown above. You will see a screen similar to what is shown on the next page. You should complete it with the information requested. If you are not certain of your Cell provider, pick ones you think it might be and click Send Test Text. When your phone receives a text, you will know you picked the right one. Scroll down to answer the security questions on the lower part of the screen. When complete, click Save at the bottom of the screen.

4 Page 2 Upon clicking Save you will be taken back to the original login screen where you should enter the login credentials you just created.

5 Page 3 Login At the login, you should enter your address and the password you created when you created your account. Create Account Used to create an account as described already. Reset Password If you forget your password, you can click Reset Password. You can choose to have your existing password ed to the address on file, or Answer the security questions you gave when creating your account and enter a new password to use. If all went well you should see a screen similar to that shown at right. This will be referred to throughout the remainder of this document as the Main Menu. Online Application Entry To create a new application or resume editing an existing one, you should click Online Application. Application Documents Once an application has been submitted, you can view the application that was generated together with other documents you will need to approve by clicking Application Documents. Forms You can view standard forms by clicking Forms. You should see a list of available forms which you will have an option to either to yourself or print. You will be able to upload them back to our site via the Application Documents button when they are complete. Update Contact Info If you wish to change any of the information you specified when creating your account, you can click Update Contact Info and make the desired changes. Contact Us Click this to obtain our contact information and / or send us a brief . Log Out When finished you will log out of the application by clicking Log Out.

6 Page 4 Online Application Entry The online job application is divided into sections. Each section is listed on the left. You should enter the information on each section and click Next Page to move to the next section. Note: If you click Next Page the current page will automatically be saved and it is not necessary to click Save Page. Save Page is there should you wish to save information on this page and then Return to the Main Menu with plans to finish at a later time. Personal Information Resident Addresses To record your prior addresses, you should click Click to Add Another Address and a form will pop up for entry of that data as shown below: Note: it is necessary at this time for you to re-enter your current address in this manner. A subsequent release will pre-populate this information the first time you click this button.

7 Page 5 If all has gone well the completed Personal Information page will look something like that shown below: To move to License Information, you should click Next Page. Driver s License Information & Driving Experience A completed License Information Section is shown below. Similar to the previous page, you would click Add to add items to the list of licenses held, or license suspensions to be listed.

8 Page 6 Traffic Violations Similar to the foregoing, to add traffic violations, you would click Add and enter the information on the pop up panel. On the Accident pop up you would pick the type of violation from the drop down list by clicking on the down arrow on the right side of the Type of Violation field as shown above. The state would be picked in a similar fashion. If there were no violations, instead of clicking on Add, you should click None and that will be so noted.

9 Page 7 Accident Information Accidents are entered in a similar fashion as shown below. Work / Driving Experience You can authorize us to obtain your work history from your union by specifying Yes as shown below Or you can select No and Add your work history. When work history is obtained from the union, you will be ed and asked to come back into this application to verify that the information is complete and to again Submit Application as will be subsequently described.

10 Page 8 The following shows the entry screen for work experience. Please note that periods of unemployment must also be recorded. As shown below, this is done by checking the box in the upper left of the work experience panel and filling in city/state where you resided at that time as well as the dates of unemployment.

11 Page 9 Agreement The final step in completing the application is to read the agreement on the Agreement section and answer each question listed there. If you did not indicate that you had a CDL license, some of the questions may be greyed out. Upon clicking Next Page a window will pop up similar to that shown below. Submit Application If you wish to come back at a later date/time to complete your application, the application will remain open and editable until the Submit Application button is clicked. The foregoing pop up merely tells you

12 to click Submit Application when you have completed it. You will be reminded upon clicking Submit Application to be sure to complete the Statement of Hours if you have not already done so. Page 10 Upon submitting an application with completed work history, until you have reviewed and approved the.pdf according to the process described below, you can come back and view it, but no changes will be permitted without first contacting NTCI to re-open the application. Statement of Hours The final screen in the process of completing an online application is the Statement of Hours as shown below. This must be completed and saved. While it does not have to be done before submitting the application it is recommended that you do so such that all the necessary documents will be prepared and ready for you to approve as shown in the next section. Upon submitting the application, that button on the left will be disabled. To return to the main menu, you should click Return to Main Menu on the lower left side of the screen.

13 Page 11 Reviewing and Approving Related Documents The next step after submitting the application and returning to the main menu is to click Application Documents. This will list all documents needed to complete your application packet. Add Buttons under the view column will be red if no document for that section exists yet. If you have one, you can click Add and browse to find the file for upload or take a picture of the applicable document. Review If a button says Review that indicates that you must view and approve a document in that section. To view the documents in that section, you click on the Review button. This will be described further on the next page. View If a button says View that indicates that document(s) exist for that item but no approval is required. You may view them by clicking View. The View button will turn Green once the documents in that section have been reviewed and accepted as part of your application. The Road Test Certification Form and Card should be printed and added once the test is completed. The driver qualification file is not complete without these two documents. The test can be administered by anyone who is competent to determine whether the driver is able to operate the commercial motor vehicle and must be of sufficient duration to enable that person to evaluate the driver s ability to handle the commercial motor vehicle as required by of the Federal Motor Carrier Safety Regulations.

14 Page 12 Reviewing Documents If the application was completed (not waiting on work history from the union), then upon clicking Submit, the information on the application was generated into a PDF file. When you click on the review button for a section a screen similar to the following will display. If there are multiple documents in this section, each will be listed on the left side of the screen. Clicking on a particular one will display it on the right. If you are on a cell phone, the documents will appear below the list of documents instead of to the right. Navigation buttons on the top of the document panel The blue back and forward arrows let you advance back or forward in a multi-page document one page at a time. Alternatively, if you know what page you wish to view, you can enter that page # in the box to the left of the Go button, then click Go to advance to that page. These arrows will rotate the page being viewed 90 degrees in either direction. The magnifying glasses enable you to zoom out or zoom in on the page. Clicking this icon will print the current page on your printer. Clicking this icon will the page to your address. This is the better way to get a copy of the document rather than attempting to print each page. When you is ready to approve a document, you should click this button. Once a document has been approved, instead of the foregoing button, you will see

15 Page 13 And on the original screen, the Review button will now show View If you wish to make a change to your application after reviewing the PDF file, you will have to contact ntci to have the application reopened for edit. Forms Similar to viewing Application Documents, the forms button will list blank forms that you can print or to yourself, then Add them back through Application Documents when complete. Contact Us This button will display our contact information and provide space for you to send us a brief question or message. [THIS COMPLETES THE APPLICANT SECTION OF THIS GUIDE]

16 Page 14 Driver s Guide to Accessing Files Main Menu Once accepted as a contractor or driver, what you see when you login will change. Upon logging in, you will see your company or yourself listed at the top, together with the following buttons. Driver Events This is where you will update your records when appropriate. A red button indicates an event is past due and you should have already updated it. Yellow indicates an event is coming up within the next 30 days. DQ Documents This section will list all documents in your Driver Qualification File whether added by you through the application or event process or by others. Forms This section will list forms you may need access to. You may click on a form and print or it to yourself when the need arises. Update Contact Info Click this to update your information such as a new cell phone number. Contact Us Click this to get our contact information and / or send an to us. Driver Events and DQ Documents are described in more detail on the following pages.

17 Page 15 Driver Events Clicking Driver Events from the main menu will display a list of your regularly recurring events similar to that shown on the right. If an event is past due, its due date will show in red. If due within the next 30 days, the date will show in yellow. Updating an Event If you have completed an event, such as a physical and have the paperwork necessary to document that you had the physical, click on the document icon (with paperclip) next to that event. The event will display. Completed / Next Due You need to enter the date the event such as a physical was completed and the date when it will be due again in the appropriate boxes. Attach Supporting Document Depending upon your web browser the button shown at the right may say Browse, may show a camera or may show some other similar icon or wording. If you are on a computer, click it and browse to where the file you wish to upload is stored. If you are on a cell phone, you can likely click it and take a photo of the document with your cell phone s camera. Save Click Save to record completion of the event and have the system automatically schedule the next time this event will be due.

18 Page 16 DQ Documents This is a convenient depository for all of your driver qualification records. The figure on the right shows what you will see when you click DQ Documents on the main menu. Similar to Application Documents, you can click View to see all documents in that section. If the View button is red, that indicates there are no documents in that section at the current time. Unlike Application Documents, documents are not added directly here. Rather they are added through the process of event completions as described on the previous page. Viewing Documents When you click View, the layout of what you see will depend upon whether you are on a cell phone with a small screen or a tablet or computer with a bigger screen. If a small screen, when you click on a document, the document will be shown below the list of documents. If on a larger screen, it will be displayed at the right of the list of documents in that section. Both views are shown below. Tablet / Computer View With this view the list of documents in a section is displayed on the left with the document you click on displayed on the right

19 Page 17 Cell Phone View On a cell phone the list of documents will be on the top portion of the screen, with the selected document displayed on the lower portion of the screen. Note that in both views you get a tool bar that lets you advance between pages, rotate pages, zoom out and zoom in, print the page you are viewing or the document being viewed to yourself. When you zoom in, scroll bars will appear on the right and bottom portions of the image that will let you move around to the portion of the image you wish to read once you have zoomed in to a readable size.

20 Page 18 Future Additions We will be adding additional buttons to the main menu for your use. An addition in the near term will be buttons to let you add vehicles with their own associated events such as PMs and tag renewals and provide buttons to update those events in a fashion similar to the driver events. If you would like to use our site for storage of other documents, let your company know. We can make available a general files area for that purpose at a small additional cost. We hope you will find our app to be a useful tool for maintaining all your safety related records. We welcome suggestions on how to improve our site.