Sonia online Work internship and placement information Student user guide Last modified: 12/12/2016 Version 1
Contents 1 Purpose... 3 2 What is Sonia Online?... 3 3 Accessing Sonia Online... 3 4 Document check... 6 4.1 View document list... 6 4.2 Checks window explained... 7 4.2.1 Shading... 8 4.2.2 Further information... 9 4.3 Submit a document... 9 4.4 Completing text fields... 10 4.4.1 Reference field... 10 4.4.2 Date field... 11 4.5 Filter documents... 11 4.6 Status types... 12 5 Placements tab... 13 5.1 Outstanding documents... 13 5.2 Placement information... 13 Page 2
1 Purpose The Sonia Online Student User Guide is to assist you, as a student, to be able to submit your pre-requisite placement documents online. 2 What is Sonia Online? Sonia is the university-wide software program which is used to manage your placements and the mandatory documentation associated with your placements. In Sonia Online you are able to upload documents (e.g. vaccination certificates), check when documents expire (e.g. National Police Check), and view and confirm your placement details. 3 Accessing Sonia Online Navigate to mygriffith and choose My Courses. Choose Access my work internship and placement information from the I want to list. (Refer Figure 1) Figure 1 Choose the link from "I want to.." You will leave mygriffith and be taken to Sonia Online where the Sonia landing page will display. (Refer Figure 2) Figure 2 Sonia Online landing page Page 3
Note If your school is not listed, you currently do not need to use Sonia Online for your placement. Contact your Placement Officer or Course Convenor for more information. The school sign-in page will display. (Refer Figure 3.) Figure 3 School sign-in page Note Each school page will look different. Across the top of the page, ensure the role is Student. (Refer Figure 4.) Figure 4 Ensure the role is Student and choose University Sign In. Choose (University Sign In). The School home page within Sonia Online will display. (Refer Figure 5.) Page 4
Figure 5 The school home page within Sonia Online. Note Each school page will look different. Page 5
4 Document check The Checks tab lists all the documentation required for your placement. On this page you can: Identify the required documents Upload required documents See the status of the documents (e.g. complete/rejected) See the expiry dates for documents 4.1 View document list Choose the Checks tab. (Refer Figure 6.) Figure 6 Choose the Checks tab. The list of required documents and their status will display. (Refer Figure 7.) Figure 7 Checks tab displays all require documents. Page 6
4.2 Checks window explained Figure 8 Checks window Number Image Name Description 1 Search Search for document name. 2 Filter Filter to view documents which match the filter criteria. 3 Submit all Submit for all checks. NOT RECOMMENDED 4 Save Save any changes made to the Checks page. 5 Document name Identifies the required certificate. Red triangle displays for mandatory checks. 6 Status Indicates if the check is not complete, submitted, complete, etc. Page 7
Number Image Name Description 7 Attached document name When a document has been attached, the name will display. 8 Text field A text field allows further information to be entered. For example date completed or reference number. This information must be entered before submitting. There are different field requirements for each Check item. 9 Information Click the information icon to see more information about the field. 10 Browse Choose Browse to attach a document. 11 Status comment An explanatory comment may be provided when a document is approved / not approved. 12 Submit Submit any attached documents or data entered (eg expiry date) for approval. 13 Grey shading Indicates documents which are not mandatory or are completed. 14 Red shading Mandatory documents which have not yet been completed. 15 Mandatory This document must be submitted and approved before placement commences. 4.2.1 Shading Any document with red shading identifies mandatory documents which have not yet been approved. (Refer Figure 9.) Figure 9 Red shading indicates that action is required. Grey shading indicates documents which are completed or are not mandatory. (Refer Figure 10.) Page 8
Figure 10 Grey shading indicates that the documents is approved or is not mandatory. 4.2.2 Further information Click (information icon) to display further information. Information about what needs to be entered in the field will display. (Refer Figure 11.) 4.3 Submit a document Choose (Browse). (Refer Figure 12.) Figure 11 The information icon will display further information. Figure 12 Choose Browse to attach the required document. Navigate to the required document. Select the document and attach. Or Drag the required document onto the documents box. (Refer Figure 13.) Figure 13 Drag a document to attach. The attached document will be listed in the documents box. (Refer Figure 14.) Figure 14 The name of the attached document displays. Page 9
Hint If you wish to delete an attached document, choose (Remove). You cannot delete an attached document after the document is submitted. Choose (Submit.) The status will change to Submitted. The attached document will be listed in the documents box. (Refer Figure 15.) Figure 15 The submitted document will be listed. A document CANNOT be deleted once submitted. However, you can attach additional documents. Note Contact the Fit for Placement Office or Placement Officer if you need a document to be deleted. Note You will receive an email when your document has been approved. 4.4 Completing text fields Some documents require you to provide additional information. This information must be completed before submitting the document. Hint If you are uncertain what to enter into the text field, click the icon. 4.4.1 Reference field Reference field may require you to enter the card number (eg QLD Blue Card number). (Refer Figure 16.) Figure 16 The information icon will identify what information to enter in the reference text box. Click in the text box, and enter the required information. Click away from the text box once the text has been entered. Page 10
4.4.2 Date field Click the calendar icon. (Refer Figure 17.) Figure 17 Click the calendar icon to enter a date. Select the required date from the drop-down calendar. (Refer Figure 18.) Figure 18 Select the required date. The date will be entered into the text box. (Refer Figure 19.) Choose Save or Submit. Figure 19 Date entered in text box. Note Information in the text field will not be available to the processing officer until it is submitted. If you submitted a document without the required info and it has not been processed yet, you can still enter the required information. 4.5 Filter documents You can filter the documents by their status. Select the required status from the drop-down list. (Refer Figure 20.) Page 11
Figure 20 Select the required filter. Choose (Filter). Only documents with the selected filter will display. Hint To remove a filter, choose None Selected from the filter list. 4.6 Status types The following statuses may display against your documents. Status Image Description Not complete The document has not been submitted. Submitted Rejected Complete Missing Information Pending Expiry Expired The document has been submitted but has not yet been approved. The document has been submitted and has been rejected. A comment should explain why the document was rejected. Submit an alternative document. Document has been submitted and approved. No further action required. The document has been accepted, but more documentation is required before the check is complete. The document is due to expire and you will need to submit another document before it expires to be able to continue your placement. The document has expired. You must urgently submit a current document to continue your placement. Page 12
5 Placements tab 5.1 Outstanding documents If all mandatory pre-requisite documents have not yet been approved, your placement information will not display. Instead, a list of all outstanding documents will display. (Refer Figure 21.) To submit any document, use the Checks tab. Figure 21 Placements tab 5.2 Placement information Once all mandatory pre-requisite documents have been approved, your placement information will display on the Placements tab. (Refer Figure 22.) Figure 22 Placement information displays if all mandatory documents are approved. Page 13