VSW_UserGuide

Available Online

The Vehicle Size and Weight Enforcement User Guide is also available online at
http://vsw.fhwa.dot.gov. Users must first register and/or log in to the Vehicle
Size and Weight Enforcement (VSW) website to view the Guide. (See Chapter 2 for
instructions about how to register and log in to the website.)
After logging in, select the VSW User Guide link provided on the initial page inside
the VSW website. (The Guide is also listed in the left menu bar on each webpage in
the VSW website.)

Select the icon on the following page to view the PDF. (If Adobe Acrobat Reader is
not currently installed on your computer, select the link listed to download it before
attempting to open the Guide.) The Guide will open in a new browser window to
enable you to reference the Guide while working within the VSW website.

Contact the VSW Help Desk by email at [email protected] or
phone at 1-800-977-VSWE (8793) if you have any problems accessing or
viewing the User Guide or the VSW website.

Copyright © 2005 Federal Highway Administration,
Department of Transportation

U.S. Department of Transportation
Federal Highway Administration

Vehicle Size and Weight
Enforcement Website
User’s Guide
Document Version 1.0
Updated 9/23/2005

Vehicle Size and Weight Enforcement Website User Guide

This page is intentionally left blank.

ii

Copyright © FHWA, DOT

Table of Contents

Table of Contents
Chapter 1: Welcome to the Vehicle Size and
Weight Enforcement Website .......................1
Introduction to the VSW Website .......................... 2
About This Guide................................................ 3
Organization of This Guide ............................... 3
Terms and Marks in This Guide ......................... 4

Chapter 2: General Functions for All Users ...7
Registering for a User Account ............................. 8
Logging In....................................................... 10
Logging Out .................................................... 12
Changing Your User Password ............................ 12
Changing Your Expired User Password................. 14
Viewing State Enforcement Plans........................ 15
Viewing Certifications........................................ 17
Viewing a Plan Report ....................................... 20
Viewing a Certification Report ............................ 22
Accessing the Reference Library ......................... 24
Accessing FAQ ................................................. 26
Accessing Related External Sites ........................ 27

Chapter 3: State Office Functions ...............29
Preparing and Submitting a State Enforcement Plan
..................................................................... 30
Preparing and Submitting a Certification .............. 33

Chapter 4: Division Office Functions ...........37
Reviewing a State Enforcement Plan ................... 38
Reviewing a Certification ................................... 42

Chapter 5: Headquarter Office Functions....47
Reviewing a State Enforcement Plan ................... 48
Reviewing a Certification ................................... 51
Managing FAQ ................................................. 55
Managing the Reference Library ......................... 57
Managing Users ............................................... 61
Posting Announcements .................................... 62

Appendix A: User Support...........................65
Troubleshooting Guide ...................................... 65
Contact Information ......................................... 66

Appendix B: Technical Specifications..........67
Copyright © FHWA, DOT

i

Vehicle Size and Weight Enforcement Website User Guide

This page is intentionally left blank.

ii

Copyright © FHWA, DOT

Chapter 1: Welcome to the Vehicle Size and Weight Enforcement Website

Chapter 1

Welcome to the Vehicle Size and
Weight Enforcement Website
This chapter presents an introduction to the Vehicle
Size and Weight Enforcement website and this
Guide. It includes the following two sections:
Introduction to the VSW Website, and
About This Guide
Subsequent chapters provide more detailed
information about how to use specific functions
within the website.

Copyright © FHWA, DOT

1

Vehicle Size and Weight Enforcement Website User Guide

Introduction to the VSW Website
The Vehicle Size and Weight Enforcement (VSW) web
application serves as an automated reporting system
and community website for offices within the Federal
Highway Administration (FHWA) that oversee vehicle
size & weight enforcement and for state agencies
responsible for reporting to FHWA on enforcement
activities. Through this website, the state, FHWA
division, and FHWA headquarter offices share
documentation and communicate within an electronic
forum.
State offices use the VSW website to prepare and
submit annual State Enforcement Plans (SEP) and
Certifications to the division office. Division offices
for each state then access and review these plans
and certifications to approve or reject and include
comments as appropriate for state offices to view
online. The headquarter office then accesses and
reviews all plans and certifications for final approval.
Users within each office (state, division, and
headquarter) are registered with separate types of
user roles, with different capabilities and access to
website functions. With this in mind, the Vehicle Size
and Weight Enforcement Website User’s Guide
(hereafter referred to as the Guide) has been
organized according to user roles. The following
section, “About This Guide,” provides a descriptive
outline of the sections included in this Guide.

2

Copyright © FHWA, DOT

Chapter 1: Welcome to the Vehicle Size and Weight Enforcement Website

About This Guide
The VSW website supports three user roles: state,
FHWA division, and FHWA headquarter. Each user
role allows access to different functions of the
website. This Guide is organized according to
functions available within each user role.

Organization of This Guide
Chapter 1: Welcome to the Vehicle Size and
Weight Enforcement Website
Chapter 1 offers an introduction to the VSW website
and this Guide. It provides a brief summary of the
website’s functionality, describes the sections in this
Guide, and provides a list of terms and marks used
in this Guide.
Chapter 2: General Functions for All Users
Some functions are common to all users (state,
division, and headquarter). Chapter 2 explains how
to perform these common functions that are
available to all users.
Chapter 3: State Office Functions
State office users access the website to perform two
main tasks in addition to general functions:
preparing and submitting SEPs and certifications.
Chapter 3 explains how to perform these functions.
Chapter 4: FHWA Division Office Functions
Division office users access the website to perform
two main tasks in addition to general functions:
reviewing SEPs and certifications. Chapter 4 explains
how to perform these functions.
Chapter 5: FHWA Headquarter Office Functions
Headquarter office users access the website to
perform six main tasks in addition to general
functions: reviewing SEPs and certifications;
managing frequently asked questions (FAQ), the
reference library, and users; and posting
announcements. Chapter 5 explains how to perform
these functions.

Copyright © FHWA, DOT

3

Vehicle Size and Weight Enforcement Website User Guide

Appendix A: User Support
Appendix A provides a troubleshooting guide and
contact information for users who need additional
information or assistance to access or use the VSW
website.
Appendix B: Technical Specifications
Appendix B lists software and hardware
requirements for accessing and performing functions
within the VSW website.

Terms and Marks in This Guide
Some terms (words) and marks (graphics) have
been used in this guide to explain website functions.
Table 1 lists and defines these terms and marks.
Table 1: Terms and Marks in This Guide

Terms and Marks in This Guide
Term or Mark
Explanation

4

Bolded word(s) in text

Type that designate(s) a selection
option (link) within the web page other
than a button.

Button

An illustration that represents a graphic
selection option on the website.

Drop-down menu

Field that includes a list of options to
select from.

Field

Cell (box) used to insert text in a form.

Highlight

An action that involves selecting one or
more words to copy or erase.

Copyright © FHWA, DOT

Chapter 1: Welcome to the Vehicle Size and Weight Enforcement Website

Terms and Marks in This Guide
Term or Mark
Explanation
Italicized word(s) in
text

Type that emphasize(s) important text
in the manual.

Left menu bar

Main list of links that is standard on all
pages.
State and division office users:

Headquarter office users:

Link

Underlined text on the web page that
connects to subsequent pages.

Note

Callout text that presents additional
useful information.

Copyright © FHWA, DOT

5

Vehicle Size and Weight Enforcement Website User Guide

Terms and Marks in This Guide
Term or Mark
Explanation

6

“Quotation” marks
around text

Marks that designate an exact term
used from the website.

Red arrow and ellipse
in screen captures

A symbol that identifies an in-text link
on the website users can select.

Screen capture

An illustration that presents an image
(either a selection or entire screen)
from the website.

Scroll (up/down)

To move up and down in a screen or
menu by positioning the cursor on the
up and down arrows located at the right
side of a screen or menu.

Select

An action that involves clicking text
(usually a link) by pressing the left
mouse button.

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

Chapter 2

General Functions for All Users
The Vehicle Size and Weight Enforcement (VSW)
website is accessible via three user roles, which are
assigned to each user (in state, FHWA division, or
FHWA headquarter office) according to the types of
functions each user needs to perform (according to
the office in which they work). Certain functions are
restricted to the specific user role. These restricted
functions are described in Chapters 3, 4, and 5. This
chapter, however, describes general functions that
are available to all users:
Registering for a User Account,
Logging In and Out,
Changing Your User Password,
Changing Your Expired User Password,
Viewing State Enforcement Plans (SEP),
Viewing Certifications,
Accessing the Reference Library,
Accessing Frequently Asked Questions (FAQ), and
Accessing Related External Sites.
The following pages provide detailed descriptions of
each of these functions.

Copyright © FHWA, DOT

7

Vehicle Size and Weight Enforcement Website User Guide

Registering for a User Account
Users must register for a user account in order to
access the Vehicle Size and Weight Enforcement
website. The following instructions explain how to
register for a user account by creating a username
and password.
Note: Only employees in the Freight Management and
Operations’ state, division, and headquarter offices who submit
or review SEPs and Certifications are eligible to register and
obtain a valid user account. If you qualify according to these
requirements, you may register for an account. If you feel you
meet these requirements, but are unable to register for an
account, contact the VSW Help Desk at
[email protected].

1. Go to the Vehicle Size and Weight Enforcement
website.
a. Type the following uniform resource locator
(URL) in your browser:
http://vsw.fhwa.dot.gov.
2. Register for a new account.
a. Select the register here option.

Note: Underlined text on web pages designates a link.

8

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

b. Complete all fields in the registration form.

Note: Passwords must be at least eight characters, consisting of
uppercase and lowercase letters and a special character. Also,
your password will expire in 90 days; you will need to register a
new password once the 90 days have elapsed. When this
happens, refer to the “Changing Your Expired User Password”
section in this guide.

c. Select Submit

to submit the form,
OR

Select Reset
to clear the form and
re-enter information. (Make sure to select
Submit after re-entering information.)
If your registration request has been
successfully submitted, the following text
will appear:

If your registration request failed to submit
successfully, the following text will appear:

Copyright © FHWA, DOT

9

Vehicle Size and Weight Enforcement Website User Guide

If this screen appears, select the Go back
option to complete the missing information
and re-submit.
3. Confirm the user registration.
a. Access your personal email inbox that
corresponds to the email address you
included in the registration form.
b. Open the confirmation email from
[email protected].
c. Select “Reply.”
d. Select “Send.”
Refer to the following section for instructions about
using your new username and password to access
the website.

Logging In
Once a user account has been created, the user can
log in to the VSW website. The following instructions
explain how to log in to the website using the unique
username and password.
1. Go to the VSW website.
a. Type the following URL in the address line of
your Internet browser:
http://vsw.fhwa.dot.gov.
2. Insert a username and password.

10
10

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

a. Type your username in the “Username” field
and your password in the “Password” field.

3. Select Login.
Note: After six failed login attempts, you will be blocked from
logging in for 30 minutes. You can retry logging in after 30
minutes have elapsed, or contact the VSW Help Desk for
assistance (see Appendix A for contact information).

4. Select Accept
on the “Terms and
Conditions of Use/VSW Rules of Behavior” page to
enter the VSW website.

Copyright © FHWA, DOT

11
11

Vehicle Size and Weight Enforcement Website User Guide

Note: You must agree to the Terms and Conditions of Use and
VSW Rules of Behavior in order to access the VSW website.
This page will appear each time you login to the VSW website.
Therefore, you must agree to abide by these terms and rules
each time you access the website.

Logging Out
Users can logout of the VSW website to end their
user session. The following instructions explain how
to logout.
1. Select Logout in the left menu bar.

Changing Your User Password
After a user account has been created, a user can
change or modify the user password. (All users must
change their user passwords every 90 days.) The
following instructions explain how to change a user
password.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Change your password.
a. Select Change Password in the left menu
bar.

12
12

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

b. Complete all information fields.

3. Select Submit

,
OR

Select Reset
to clear all fields and reenter information. (Make sure to select Submit
after re-entering information.)

Note: All users must change their passwords after 90 days. The
changed password cannot be the same as any of the previous
three passwords.
Users cannot access the VSW website after 90 days if their
user passwords have not been changed.
Refer to the following section “Changing Your Expired User
Password” for information about how to change your password
after 90 days have elapsed.

Copyright © FHWA, DOT

13
13

Vehicle Size and Weight Enforcement Website User Guide

Changing Your Expired User Password
A user’s password expires 90 days from the time it
was registered. Users must register a new password
at the end of the 90 days to continue accessing the
VSW website. The following instructions explain how
to change your expired user password.
1. Go to the VSW website.
a. Login (using your existing password) at
http://vsw.fhwa.dot.gov.
2. Select the change your password now option.

3. Complete all fields on the “Change Password”
page.

4. Select Submit.
5. Select a menu item from the left menu bar to
begin using the VSW website.

14
14

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

Viewing State Enforcement Plans
Users can view a plan once it has been submitted.
(See Chapter 3 for information about submitting a
State Enforcement Plan—a function that is only
available to state users.) The following instructions
explain how to view a plan once it has been
submitted.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select State Forms from the left menu bar.
3. Select the Plan View option from the list of links
below “State Forms.”

Or

(Division and headquarter users)
(State users)

Copyright © FHWA, DOT

15
15

Vehicle Size and Weight Enforcement Website User Guide

4. Choose a plan to view.
a. Select a year from the “Select Year” dropdown menu.

Note: Headquarter users must also select a state from the
“Select State” drop-down menu.

b. Select Continue.
5. View the plan.
a. Select a section of the plan from the
bulleted list to view it.

Note: Division and headquarter office users may see “not
saved” in parentheses next to the bulleted items. This
means that the section has not been reviewed and saved.
See Chapters 4 and 5 for more information about this and
other functions available to division and headquarter office
users.

16
16

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

b. Select the Next Page option on each
subsequent page to view the various
sections in the report,

Note: The Previous Page link allows you to go back to the page
you were viewing last.

OR
Select the Plan View link to return to the section
menu and select each section separately.

Viewing Certifications
Users can view a certification once it has been
submitted. (See Chapter 3 for information about
submitting a certification—a function that is only
available to state users.) The following instructions
explain how to view a certification once it has been
submitted.
1. Go to the Vehicle Size and Weight Enforcement
website.

Copyright © FHWA, DOT

17
17

Vehicle Size and Weight Enforcement Website User Guide

a. Login at http://vsw.fhwa.dot.gov.
2. Select State Forms from the left menu bar.
3. Select the Certification View option from the list
of links below “State Forms.”

Or
(Division and headquarter users)

(State users)

4. Choose a certification to view.
a. Select a year from the “Select Year” dropdown menu.

Note: Headquarter users must also select a state from the
“Select State” drop-down menu.

b. Select Continue.
5. View the certification.

18
18

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

a. Select a section of the report from the
bulleted list to view it.

Note: Division and headquarter office users may see “not
saved” in parentheses next to the bulleted items. This
means that the section has not been reviewed and saved.
See Chapters 4 and 5 for more information about this and
other functions available to division and headquarter office
users.

b. Select the Next Page option on each
subsequent page to view the various
sections in the report,

OR

Copyright © FHWA, DOT

19
19

Vehicle Size and Weight Enforcement Website User Guide

Select the Certification View link to return to
the section menu and select each section
separately.

Viewing a Plan Report
The “Plan Report” option enables all users to view
compiled data from the State Enforcement Plan. The
plan report can be viewed in either an HTML or a
spreadsheet format. The following instructions
explain how to view a plan report.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select State Forms from the left menu bar.
3. Select the Plan Report option from the list under
“State Forms.”

Or
(Division and headquarter users)

(State users)

20
20

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

4. Choose a plan report to view.
a. Select a year from the “Year” scrollingmenu.

Note: Headquarter office users must also select a state
from the “State” scrolling-menu.

b. Select an entry from the “Entry” menu.

Note: Press Ctrl while selecting menu items to select
multiple items.
State and division office users can select more than one
option from the “Year” and “Entry” menus by pressing Ctrl
while selecting options.
Headquarter users can select multiple options from the
“State” menu or multiple options from the “Year” menu and
the “Entry” menu. (Multiple options from the “State” menu
cannot be selected in conjunction with multiple options in
the “Year” and “Entry” menus.)

Copyright © FHWA, DOT

21
21

Vehicle Size and Weight Enforcement Website User Guide

5. Choose a format for the plan report.
a. Select Generate HTML
view the plan report in HTML format,

to

OR
Select Generate
to
Spreadsheet
view the plan report in a spreadsheet
format (using Microsoft Excel).
Note: Select the Back button in your Internet browser to return
to the Plan Report page in the Vehicle Size and Weight
Enforcement website after viewing the HTML or spreadsheet
version of the report.

Viewing a Certification Report
The “Certification Report” option enables all users to
view compiled data from a certification. The
certification report can be viewed in either an HTML
or a spreadsheet format. The following instructions
explain how to view a certification report.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select State Forms from the left menu bar.

22
22

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

3. Select the Certification Report option from the
list under “State Forms.”

Or

(Division and headquarter users)
(State users)

4. Choose a certification report to view.
a. Select a year from the “Year” scrollingmenu.

Note: Headquarter office users must also select a state
from the “State” scrolling-menu.

b. Select an entry from the “Entry” menu.

Copyright © FHWA, DOT

23
23

Vehicle Size and Weight Enforcement Website User Guide

Note: Press Ctrl while selecting menu items to select
multiple items.
State and division office users can select more than one
option from the “Year” and “Entry” menus by pressing Ctrl
while selecting options.
Headquarter users can select multiple options from the
“State” menu or multiple options from the “Year” menu and
the “Entry” menu. (Multiple options from the “State” menu
cannot be selected in conjunction with multiple options in
the “Year” and “Entry” menus.)

6. Choose a format for the certification report.
a. Select Generate HTML
to
view the certification report in HTML format,
OR
Select Generate
Spreadsheet
to
view the certification report in a
spreadsheet format (using Microsoft Excel).
Note: Select the Back button in your Internet browser to
return to the Certification Report page in the Vehicle Size and
Weight Enforcement website after viewing the HTML and
spreadsheet versions of the report.

Accessing the Reference Library
The reference library provides resources for more
information. The following instructions explain how
to access these resources. (See Chapter 5 for more
information about managing the reference library—

24
24

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

an option that is only available to Headquarter office
users.)
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select Reference Library from the left menu
bar.
3. Choose a reference to view.
a. Select a reference link from the list below
“Reference Library.”

b. Select the website address link on the
subsequent page (or select Continue) to
view the reference,

Copyright © FHWA, DOT

25
25

Vehicle Size and Weight Enforcement Website User Guide

Note: This subsequent page (announcing that “You Are
Now Leaving the FHWA Vehicle Size and Weight Web Site”)
only appears after selecting a link that connects to a site
outside of the Vehicle Size and Weight Enforcement
website.

OR
Remain within the Vehicle Size and Weight
Enforcement website by selecting a link from the
left menu bar.
Note: Some references are in PDF format and require Adobe
Acrobat 4.0+ (or higher). If you do not have Adobe Acrobat
4.0+, select the Click here option.

Accessing FAQ
The frequently asked questions (FAQ) page presents
a list of commonly asked questions and answers that
provide general information for users. The following
instructions explain how to view information on this
page.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select FAQ from the left menu bar.

26
26

Copyright © FHWA, DOT

Chapter 2: General Functions for All Users

3. View an FAQ.
a. Select a question from the list below “FAQ”
to view the corresponding answer.

Note: If you would like information about a topic that is not
covered on the FAQ page, select the email address
([email protected]) option and send an email to
request more information.

Accessing Related External Sites
Links to additional related sites are provided at the
bottom of all pages within the Vehicle Size and
Weight Enforcement website. The following
instructions explain how to access these additional
sites.
1. Select a link from the bottom menu bar.

Copyright © FHWA, DOT

27
27

Vehicle Size and Weight Enforcement Website User Guide

This page is intentionally left blank.

28
28

Copyright © FHWA, DOT

Chapter 3: State Office Functions

Chapter 3

State Office Functions
State office users perform two functions within the
VSW website in addition to the general functions
listed in Chapter 2:
Preparing and submitting a State Enforcement
Plan, and
Preparing and submitting a Certification.
The following pages provide instructions for
performing each function.

Copyright © FHWA, DOT

29
29

Vehicle Size and Weight Enforcement Website User Guide

Preparing and Submitting a State
Enforcement Plan
The “Plan Submission” option allows state offices to
prepare and submit State Enforcement Plans (SEPs)
to division offices for review. The following
instructions explain how to prepare and submit a
plan.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select State Forms from the left menu bar.
3. Select the Plan Submission option from the list
of links below “State Forms.”

4. Choose a plan to submit.
a. Select a year from the “Select Year” dropdown menu.

30
30

Copyright © FHWA, DOT

Chapter 3: State Office Functions

b. Select Continue

.

5. Complete and submit the plan.
a. Select a section of the report from the
bulleted list to complete it.

Note: “Saved” is shown in parentheses when a section has
been completed and saved.

b. Complete all of the fields on the page.
i.
Position the cursor in a field.
ii.
Type text in each field,

OR

Copyright © FHWA, DOT

31
31

Vehicle Size and Weight Enforcement Website User Guide

Select Load data from last year to
insert data from the previous year’s plan.

Note: If the current plan is the first plan that has been
submitted through the VSW website, the “Load data from
last year” option will not be available. For example, if the
SEP for 2005 was not submitted through the VSW website,
the “Load data from last year” option will not be available
for the SEP for 2006.

c. Select Save

.

d. Select the Next Page option to continue
with the next section of the report,
OR
Select the Plan Submission link at the top
of the page to return to the Plan Submission
page report sections list.

32
32

Copyright © FHWA, DOT

Chapter 3: State Office Functions

e. Select Add Attachment
on
the Plan Document Attachment page (if an
attachment is necessary).

6. Submit the plan.
a. Select Submit
when all sections of the
plan have been completed.

Preparing and Submitting a Certification
The “Certification Submission” option allows state
offices to prepare and submit certifications to
division offices for review. The following instructions
explain how to submit a certification.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select State Forms from the left menu bar.

Copyright © FHWA, DOT

33
33

Vehicle Size and Weight Enforcement Website User Guide

3. Select the Certification Submission option from
the list of links below “State Forms.”

4. Choose a certification to submit.
a. Select a year from the “Select Year” dropdown menu.

b. Select Continue.
5. Complete and submit the certification.
a. Select a section of the report from the
bulleted list to insert content.

b. Complete all of the fields on the web page.
34
34

Copyright © FHWA, DOT

Chapter 3: State Office Functions

i.
ii.

Position the cursor in a field.
Type text in each field,

OR
Select Load data from last year to insert
data from the previous year’s certification.

Note: If the current certification is the first certification that
has been submitted through the VSW website, the “Load
data from last year” option will not be available. For
example, if the certification for 2005 was not submitted
through the VSW website, the “Load data from last year”
option will not be available for the certification for 2006.

c. Select Save

.

d. Select the Next Page option to continue
with the next section of the report,
OR

Copyright © FHWA, DOT

35
35

Vehicle Size and Weight Enforcement Website User Guide

Select the Certification Submission link
at the top of the page to return to the
report sections list.

e. Select Add Attachment
to
on the Certification Document Attachment
page (if an attachment is necessary).

6. Submit the Certification
a. Select Submit when all sections of the
certification have been completed.

36
36

Copyright © FHWA, DOT

Chapter 4: Division Office Functions

Chapter 4

Division Office Functions
Division office users perform two functions within the
VSW website in addition to the general functions
listed in Chapter 2:
Reviewing a State Enforcement Plan, and
Reviewing a Certification.
The following pages provide instructions for
performing each function.

Copyright © FHWA, DOT

37
37

Vehicle Size and Weight Enforcement Website User Guide

Reviewing a State Enforcement Plan
The “Plan View” option enables division office users
to review plans submitted by their respective state
offices. The reviewed plans are also saved through
the “Plan View” option to enable headquarter office
users to access and review the plans. The following
instructions explain how to review and save a plan.
2. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
3. Select State Forms from the left menu bar.
4. Select the Plan View option from the list under
“State Forms.”

5. Choose a plan to review.
a. Select a year from the “Select Year” dropdown menu.

b. Select Continue.

38
38

Copyright © FHWA, DOT

Chapter 4: Division Office Functions

6. Review and save a plan.
a. Select a section of the plan from the
bulleted list to view it.

Note: “Not saved” is shown in parentheses when a section
has not been reviewed and saved.

b. Read the text in each field.
c. Select “Approved” or “Disapproved” at the
bottom of the page next to comments.
Note: You may need to scroll down to view the approval and
comments section of the web page.

i. Position the cursor over the circle next
to the either “Approved” or
“Disapproved.”
ii. Click once.
d. Provide reasons in the comments field if a
section is disapproved.
i. Position the cursor in the
“Comments:” field and click once.
ii. Type comment text.

Copyright © FHWA, DOT

39
39

Vehicle Size and Weight Enforcement Website User Guide

Note: Only enter comment text if the section is disapproved.
The following message will appear if you try to insert text
when “Approval” has been selected:

e. Select Save

.

f. Select the Next Page option to continue
with the next section,
OR
Select the Plan View link at the top of the
page to return to the plan sections list.

40
40

Copyright © FHWA, DOT

Chapter 4: Division Office Functions

g. Select Notify State
if
sections of the plan were disapproved and
the following screen appears:

OR
h. Select Notify Headquarter
if the entire
plan was approved and the following screen
appears:

A plan submitted by the state office may require
changes before the division office can approve it. In
this case, the division office must re-review the plan
after the state has re-submitted the plan. Follow the
same instructions for reviewing a plan to re-review a
re-submitted plan.

Copyright © FHWA, DOT

41
41

Vehicle Size and Weight Enforcement Website User Guide

Reviewing a Certification
For division office users, the “Certification View”
option is enabled to review plans submitted by their
respective state offices. The certifications are also
saved to allow headquarter office users to access
and review the plans. The following instructions
explain how to review and save a certification.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select State Forms from the left menu bar.
3. Select the Certification View option from the list
under “State Forms.”

4. Choose a certification to review.
a. Select a year from the “Select Year” dropdown menu.

b. Select Continue.
5. Review and save the certification.

42
42

Copyright © FHWA, DOT

Chapter 4: Division Office Functions

a. Select a section of the certification to view
it.

Note: “Not saved” is shown in parentheses when a section
has not been reviewed and saved.

b. Read the text in each field.
c. Select “Approved” or “Disapproved” at the
bottom of the page next to comments.
i. Position the cursor over the circle
next to the either “Approved” or
“Disapproved.”
ii. Click once.
d. Provide reasons in the comments field if a
section is disapproved.
i. Position the cursor in the
“Comments:” field and click once.
ii. Type comment text.

Note: You may need to scroll down to view the approval and
comments section of the web page.

e. Select Save

Copyright © FHWA, DOT

.

43
43

Vehicle Size and Weight Enforcement Website User Guide

f. Select the Next Page option to continue
with the next section,
OR
Select the Certification View link at the
top of the page to return to the certification
sections list.

g. Select Notify State
if
sections of the certification were
disapproved and a screen similar to the
following appears:

OR

44
44

Copyright © FHWA, DOT

Chapter 4: Division Office Functions

Select Notify Headquarter
if the entire
certification was approved and the following
screen appears:

A certification submitted by the state office
may require changes before the division office
can approve it. In this case, the division office
must re-review the certification after the state
has re-submitted it. Follow the same
instructions for reviewing a certification to rereview a re-submitted certification.

Copyright © FHWA, DOT

45
45

Vehicle Size and Weight Enforcement Website User Guide

This page is intentionally left blank.

46
46

Copyright © FHWA, DOT

Chapter 5: Headquarter Office Functions

Chapter 5

Headquarter Office Functions
Headquarter office users perform six functions within
the VSW website in addition to the general functions
listed in Chapter 2:
Reviewing a State Enforcement Plan (SEP),
Reviewing a Certification,
Managing frequently asked questions (FAQ),
Managing the Reference Library,
Managing Users, and
Posting Announcements.
The following pages provide instructions for
performing each function.

Copyright © FHWA, DOT

47
47

Vehicle Size and Weight Enforcement Website User Guide

Reviewing a State Enforcement Plan
The “Plan View” option enables headquarter office
users to review plans submitted by state offices and
approved by division offices. The following
instructions explain how to review and save a plan.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select State Forms from the left menu bar.
3. Select the Plan View option from the list under
“State Forms.”

4. Choose a plan to review.
a. Select a state from the “Select State” dropdown menu.

48
48

Copyright © FHWA, DOT

Chapter 5: Headquarter Office Functions

b. Select a year from the “Select Year” dropdown menu.

c. Select Continue.
5. Review and save a plan.
a. Select a section of the plan from the
bulleted list to view it.

Note: “Not saved” is shown in parentheses when a section
has not been reviewed and saved.

b. Read the text in each field.
c. Select “Approved” or “Disapproved” at the
bottom of the page next to comments.
i. Position the cursor over the circle next
to the either “Approved” or
“Disapproved.”
ii. Click once.

Copyright © FHWA, DOT

49
49

Vehicle Size and Weight Enforcement Website User Guide

d. Provide reasons in the comments field if a
section is disapproved.
i. Position the cursor in the
“Comments:” field and click once.
ii. Type comment text.

Note: You may need to scroll down to view the approval and
comments section of the web page.

e. Select Save

.

f. Select the Next Page option to continue
with the next section,
OR
Select the Plan View link at the top of the
page to return to the plan sections list.

50
50

Copyright © FHWA, DOT

Chapter 5: Headquarter Office Functions

g. Select Notify Division
if
sections of the plan were disapproved and a
screen like the following appears:

OR
Select Notify Division & State
if the entire
plan was approved and the following screen
appears:

Reviewing a Certification
For headquarter office users, the “Certification View”
option is enabled to review certifications submitted
by state offices and approved by division offices. The
following instructions explain how to review and save
a certification.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.

Copyright © FHWA, DOT

51
51

Vehicle Size and Weight Enforcement Website User Guide

2. Select State Forms from the left menu bar.
3. Select the Certification View option from the list
under “State Forms.”

4. Choose a certification to review.
a. Select a state from the “Select State” dropdown menu.

b. Select a year from the “Select Year” dropdown menu.

c. Select Continue.

52
52

Copyright © FHWA, DOT

Chapter 5: Headquarter Office Functions

5. Review and save a certification.
a. Select a section of the certification to view it.

Note: “Not saved” is shown in parentheses when a section
has not been reviewed and saved.

b. Read the text in each field.
c. Select “Approved” or “Disapproved” at the
bottom of the page next to comments.
i. Position the cursor over the circle next
to the either “Approved” or
“Disapproved.”
ii. Click once.
d. Provide reasons in the comments field if a
section is disapproved.
iii. Position the cursor in the
“Comments:” field and click once.
iv. Type comment text.

Note: You may need to scroll down to view the approval and
comments section of the web page.

Copyright © FHWA, DOT

53
53

Vehicle Size and Weight Enforcement Website User Guide

e. Select Save

.

f. Select the Next Page option to continue
with the next section,
OR
Select the Certification View link at the
top of the page to return to the certification
sections list.

g. Select Notify Division
sections of the certification were
disapproved and the following screen
appears:

if

OR

54
54

Copyright © FHWA, DOT

Chapter 5: Headquarter Office Functions

Select Notify Division & State
if the entire
certification was approved and the following
screen appears:

Managing FAQ
The “Manage FAQ” function enables headquarter
office users to provide general information to all
users. (The FAQ function—the list of frequently
asked questions and corresponding answers—is
available for all users through the website.) The
following instructions explain how to edit and post a
question and answer within the “Manage FAQ”
function.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select Manage FAQ from the left menu bar.
3. Edit an existing FAQ.
a. Select View

Copyright © FHWA, DOT

.

55
55

Vehicle Size and Weight Enforcement Website User Guide

b. Position the cursor in the field next to
“Question” and click once (or click three
times to highlight all existing text) to edit
question text.

c. Type changes to the question text.
d. Position the cursor in the field next to
“Answer” and click once (or click three
times to highlight all existing text) to edit
answer text.

e. Type changes to the answer text.
to update the
f. Select Update
recently edited question and answer,
OR
Select Delete
to erase the
question and answer entirely.

56
56

Copyright © FHWA, DOT

Chapter 5: Headquarter Office Functions

Note: If deleting a question and answer entirely, you must also
select OK in the following window:

If you do not want to delete the question and answer, select
Cancel.

4. Post a new question and answer.
a. Position the cursor in the field next to
“Question,” beneath “Add new item.”

b. Type question text.
c. Position the cursor in the field next to
“Answer,” beneath “Add new item.”

d. Select Submit

.

Managing the Reference Library
The “Manage Reference” function enables
headquarter office users to provide additional
resources to all users. (The Reference Library
function—a list of references—is available for all
users through the website.) The following

Copyright © FHWA, DOT

57
57

Vehicle Size and Weight Enforcement Website User Guide

instructions explain how to edit and post a reference
within the “Manage Reference” function.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.

2. Select Manage Reference in the left menu bar.
3. Edit an existing reference.
a. Select View

.

b. Position the cursor in the field next to
“Reference Title” and click once.

c. Type changes to the reference title text.
d. Position the cursor in the field next to
“Document URL” and click once to edit or
change the document URL of (or path to)
the reference document (click three times to
highlight the entire existing URL).

Note: Each reference can only include one document URL.

e. Select Update
made to the reference,

to update changes

OR

58
58

Copyright © FHWA, DOT

Chapter 5: Headquarter Office Functions

Select Delete
reference entirely.

to erase the

Note: If deleting a reference entirely, you must also select
OK in the following window:

If you do not want to delete the reference, select Cancel.

4. Add a new reference.
a. Select Add

.

b. Position the cursor in the field next to “Title”
and click once.

c. Type a reference title.
d. Position the cursor in the field next to
“Document URL” and click once.

e. Post a document (found online or from a
file).
Note: Each reference can only include one document URL
or one uploaded file, not both.

Copyright © FHWA, DOT

59
59

Vehicle Size and Weight Enforcement Website User Guide

i. Type a document URL to post a
document found online as a reference,
OR
ii. Select Browse
document from a file.

to post a

1. Navigate in the “Choose file”
window to the location of the
document file to be posted.
2. Select the file to be posted.

3. Select Open
f. Select Add

.

,
OR

Select Go back to management page. to
exit the “Reference Modification” page
without posting a reference.

60
60

Copyright © FHWA, DOT

Chapter 5: Headquarter Office Functions

Managing Users
The “Manage Users” function enables headquarter
office users to modify user accounts for the Vehicle
Size and Weight Enforcement website. A user
account can be updated (with a newly registered
email, state, or role) or deleted. The following
instructions explain how to use the “Manage User”
function.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.
2. Select Manage User in the left menu bar.
3. Edit user information.
a. Edit a user’s email address.
i. Position the cursor over the email
address to be edited and click once
(or click three times to highlight the
entire address).
ii. Type any changes to the email
address.

in the same
iii. Select Update
row as the user information that has
been edited.
b. Edit a user’s State.
i. Position the cursor over the field to be
edited and click once (or click twice to
highlight the entire field).
ii. Type any changes to the field.

Copyright © FHWA, DOT

61
61

Vehicle Size and Weight Enforcement Website User Guide

iii. Select Update
in the same
row as the user information that has
been edited.
c. Edit a user’s Role.
i. Select an option from the drop-down
menu (head, division, state, or
statelead) according to the
appropriate functions necessary for
the user.
ii. Select Update
in the same
row as the user information that has
been edited.
d. Delete a user completely.
i. Select Delete
in the same row
as the user you would like to remove
entirely.
ii. Select OK
window:

in the following

Note: If you do not want to delete the user, select Cancel.

Posting Announcements
The “Announcements” option allows headquarter
office users to notify all users (state, division, and
other headquarter office users) through web-based
email. The following instructions explain how to use
the announcements function.
1. Go to the Vehicle Size and Weight Enforcement
website.
a. Login at http://vsw.fhwa.dot.gov.

62
62

Copyright © FHWA, DOT

Chapter 5: Headquarter Office Functions

2. Insert a subject.
a. Position the cursor in the field next to
“Subject” and click once.
b. Type a descriptive subject for the message.
3. Include an attachment.
a. Select Browse

.

b. Navigate in the “Choose file” window to the
location of the document file to be posted.
c. Select the file to be posted.

d. Select Open

.

Note: Attachments are optional. Announcements are not required
to include attachments.

4. Insert message text.
a. Position the cursor in the field next to
“Content” and click once.
b. Type message text.
5. Send the message.
a. Select Send

Copyright © FHWA, DOT

.

63
63

Vehicle Size and Weight Enforcement Website User Guide

This page is intentionally left blank.

64
64

Copyright © FHWA, DOT

Appendix A: User Support

Appendix A

User Support
We hope that this Guide will provide useful
instructions for accessing and performing functions
within the Vehicle Size and Weight Enforcement
website. However, if you have any additional
questions or are unable to perform necessary
functions, refer to the following Troubleshooting
Guide for solutions to common problems.

Troubleshooting Guide
Refer to Table 2 for information to help troubleshoot
potential problems accessing or performing functions
on the VSW website. (Topics are listed
alphabetically.)
Table 2: Troubleshooting Topics and Solutions

Topic
Accessing the VSW
website

Suggested Solutions
Have you been blocked from logging in
due to five unsuccessful login attempts? If
so, wait 30 minutes and retry logging in.
If you are still unsuccessful, contact the
VSW Help Desk (see Table 3).
Has it been over 90 days since you
changed your password? If so, refer to
Chapter 2 for information about “Changing
Your Expired User Password.” If this still
does not correct the problem, contact the
VSW Help Desk for assistance.

Changing passwords

Does the password meet the minimum
requirments: eight characters—upper- and
lower-case with at least one special
character?
Is the password different than the
previous three passwords registered with
the VSW system?

Submitting plans and
certifications

Have all sections of the plan/certification
been completed and saved?
Are you designated as a state user? (Only

Copyright © FHWA, DOT

65
65

Vehicle Size and Weight Enforcement Website User Guide

Topic

Suggested Solutions

state users may submit the plan and/or
certification.) If you are unsure, contact
the VSW Help Desk for more information.
Has a division user for your state
registered for a VSW user account? If you
are unsure, contact the division office for
your state. (A division office user must
register to enable the plan and/or
certification to be submitted successfully.
The content of the plan and/or
certification will remain saved on the VSW
website even if the plan and/or
certification has not yet been submitted.)

Contact Information
If the solutions presented in the above
troubleshooting guide are not useful and you
continue to experience problems accessing or
performing functions within the VSW website, please
contact the VSW Help Desk. Contact information is
listed in Table 3. The Help Desk maintains regular
office hours between 8am-4pm (Eastern time)
Monday through Friday. During off hours, contact the
Help Desk via email or leave a voice message and
Help Desk personnel will respond within the following
business day.
Table 3: VSW Help Desk Contact Information

66
66

Phone:

1-800-977-VSWE (8793)

Email:

[email protected]

Copyright © FHWA, DOT

Appendix B: Technical Specifications

Appendix B

Technical Specifications
The VSW website can be accessed by registered users
from any computer with an Internet connection. Refer to
Table 4 for additional information about technical
requirements and specifications.
Table 4: Technical Requirements and Specifications

Technical
Requirements

Specifications

Computer
hardware

A computer with necessary peripheral devices
(monitor and mouse) connected.

Computer
software

With the exception of a functional operating
system and browser (see Internet browser
specification listed next), additional computer
software is not required to view the site.
However, Adobe Acrobat Reader (version 4.0 or
above) is necessary to view some aspects
within the site. Download Adobe Acrobat Reader
for free from:
http://www.adobe.com/products/acrobat/readstep2.html.

Internet
connection

An operational connection to the Internet via a
modem, cable, local-area network (LAN), or
other type of connection.

Internet browser

A functional Internet browser that supports
cascading style sheets (CSS) and JavaScript.
Internet browser options include (but are not
limited to): Internet Explorer, Mozilla, and
Netscape Navigator.

Copyright © FHWA, DOT

67
67

VSW system supported by:

MacroSys Research and Technology
888 17th Street, NW, Suite 312
Washington, DC 20006