Form 3 Application

B ureau of Clinician Recruitment and Service

NELRP Online Application User Guide

BCRS Management Information System Solution (BMISS)

Nursing Education Loan Repayment Program

Online Application User Guide

January 2013

Table of Contents

Introduction: NELRP Online Application User Guide 3

Section 1: Create Account 4

Section 2: Logging In 7

Section 3: Forgot Your Password 8

Section 4: Home Page (Application Status = “Not Started” or “In Progress”) 10

Section 5: Eligibility 14

Section 6: General Information 15

Section 7: Employment 17

Section 8: Employment Verification 26

Section 9: Qualifying Education 30

Section 10: Loan Information 34

Section 11: Supporting Documents 38

Section 12: Self-Certification 40

Section 13: Review & Submit 41

Section 14: Submitted Page 42

Section 15: Application Withdraw 44

Section 16: Edit Application 47

Section 17: Account Settings 49

Section 18: Resolving Issues 50

Section 19: Resolving Issue Flow Chart 52

Introduction: NELRP Online Application User Guide

Goal: The NELRP online application user guide serves as the main tool for the Call Center to answer applicant inquiries. In addition to this user guide, the call center analysts must be familiar with the NELRP Application Program & Guidance, as some of the questions will be program based and are not discussed in this document. The primary intent for this user guide is to focus on the functionality developed for the NELRP online application.

Roles: There are no roles associated with the NELRP online application, as any external user can apply.

Section 1: Create Account

The first step an applicant takes in order to begin the NELRP Online Application is to create an account.

Steps:

1. Applicant navigates to the online application via the web link:

https://programportal.hrsa.gov/extranet/application/

nelrp/login.seam

2. Applicant selects the “Create a NELRP Application Account” link in the bottom left hand section of the page.

• Please note that applicant can get to log in page from NELRP website

The applicant will be prompted to fill in a series of fields in order to create an account. Once the applicant selects “Create,” the system will send an activation email to the email address provided when creating an account.

S teps:

1. Applicant answers each of the required fields.

2. Applicant selects to register for an account with the Nursing Education Loan Repayment Program (NELRP).

3. System re-directs the applicant to the NELRP application “Log in” and prompts the user at the top of their screen that “We have successfully created your account. Please check your email for instructions how to enable your account.” (See Figure 1)

4. Applicant goes to the email address used to create their NELRP application and opens the message.

5. Applicant selects the activation link in the body of the email.

6. System re-directs the applicant to the NELRP application “Log In” page notifying them that their account is enabled.

Business Rules:

• The email address provided by the applicant will serve as their NELRP online application username.

• System cannot create account if applicant email already exists in a previously created account for any program in any application cycle

  • The applicant will get an error message if he/she tries to create a new account with an existing email address

  • Error message will prompt applicant to log in with his/her existing email

• The following information will be auto-populated on the General Information page based on the information entered on the Create Account page:

  • First & Last Name

  • Middle Initial

  • Title

  • Suffix

• A

  1

  pplicants can roll over the tool tip next to the “Password” field for details on password criteria.

• Passwords must have a minimum length of eight characters; shall not contain slang, jargon, or personal information; shall not contain all or part of your username; and must contain: at least one English upper-case character (A-Z), at least one English lower-case character (a-z), at least one numerical digit (0-9), and at least one special character (e.g. @, !, $, %). A character may not be repeated more than once in succession.

• System shall disable ability to create an account after application deadline (2/28/13)

Section 2: Logging In

After an applicant activates their account, they are able to log in. The applicant will enter their email address (username) and password they used when creating their account in order to log in. If the applicant forgets their password, they can reset their password by selecting the “forgot your password?” link; this will be later described in Section 3 (next page).

Steps:

1. Applicant enters their email address and password.

2. Applicant selects .

3. At first log in applicant is re-directed to the “Not started” home page (screen shot displayed in section 4)

Business Rules:

• After selecting the activation link in the email, the system notifies the applicant that their account is activated (this only happens once on the initial log in).

• At first log in applicant is re-directed to the “Not Started” home page which explains the new features of the 2013 NELRP application. Once an applicant begins their application they will not be directed to the NELRP Not Started home page on the next log in.

• After the applicant’s second failed log in attempt, the applicant will be warned that their account will be locked if their next log in attempt is incorrect.

• The applicant’s account will be locked after the third failed log in attempt and they will be required to go through the “Forgot your Password” process or contact the Call Center to unlock their account.

Section 3: Forgot Your Password

If the applicant forgets their password, they will have to select the link and follow these steps in order to reset it:

2

Steps:

1. Applicant selects on the log in page.

2. Applicant enters their email address and selects (see Figure 2).

3. Applicant answers their security question and selects (see Figure 3).

4. System displays confirmation and sends an email to applicant (see Figure 4).

3

4

Steps (continued):

5. Applicant goes into their inbox to access the email sent to unlock their account.

6. Applicant selects Reset Password Link from email.

7. Applicant enters new password and selects (see Figure 5).

8. System updates new password.

9. Applicant is directed to the BCRS portal home page.

10. Applicant selects “Applying for the Nursing Education Loan Repayment Program.”

11. Applicant enters in email address and new password.

Notes:

• Passwords must have a minimum length of eight characters; shall not contain slang, jargon, or personal information; shall not contain all or part of your username; and must contain: at least one English upper-case character (A-Z), at least one English lower-case character (a-z), at least one numerical digit (0-9), and at least one special character (e.g. @, !, $, %). A character may not be repeated more than once in succession.

Section 4: Home Page (Application Status = “Not Started” or “In Progress”)

The Not Started Home Page is the first page the applicant sees on their initial log in. Once an applicant begins their application they will no longer be directed to the Not Started Home Page but will be re-directed to the NELRP In Progress Home Page when logging in.

Steps:

1. Applicant reads through the information displayed on the Not Started Home Page.
   
   

2. Applicant selects .

Business Rules

• The APG, EVF FAQ and Funding Preference definition links will open in a new window when an applicant clicks on the link

• Once an applicant clicks they will no longer be directed to this page when they log in

If the applicant has already started their NELRP online application and logged off, upon logging back in, they are directed to the In Progress Home Page. The In Progress Home Page will now display “In Progress” status, and the applicant will be able to select “Continue” or the desired section by selecting the page name in the table.

S teps:

1. Applicant reads information on status page.

2. Applicant can navigate to a specific section by selecting the link to the desired page name in the table

• The page must have already been completed or is in progress to select a specific section; or

3. If the applicant selects the system will direct the applicant to the first incomplete page

Business Rules:

• The system shall only link to pages that are in a “Complete” or “In Progress” status. The applicant will not be able to jump to a page that is “Not Started.”

• If the applicant selects “Continue,” the system shall direct them to the first incomplete page. For example, if Eligibility is “Complete”, system shall direct applicant to General Information once they log back into the application if they select ”Continue”.

Section 5: Eligibility

The Eligibility page is used to ensure the applicant meets the qualification requirements to apply for a NELRP application. If the applicant is deemed eligible, he/she will be able to continue with the application. If an individual does not pass the initial screening portion of the online application, he/she will not be able to continue with the application.

S teps:

1. Applicant answers all required questions.

2. Applicant selects once they have answered all the eligibility questions.

3. Applicant will be directed to General Information page if they are eligible.

Business Rules:

• System shall require applicant to respond to all questions before they can continue

• If the applicant answers “Yes” to question 3, the system will display two sub-questions, each is required.

  • 

  • If applicant indicates “Yes” for “Do you have an existing service obligation?” they are required to provide supporting documentation on the supporting documents page.

• System shall direct user to ineligible landing page if one or more answer(s) is:

  • Licensed Registered Nurse = No

  • Applicant Citizen or National = No.

  • Existing Service Obligation= Yes

  • Completed before submission = No

  • Uniformed service member = No

  • Applicant Judgment Lien = Yes

  • Applicant Defaulted Federal Debt = Yes

  • Applicant CSF type/School Accreditation = No

  • Minimum working hours/Working full-time = No

NOTE: The ineligible landing page will not give the specific reason that the applicant was deemed ineligible, only several possible reasons for ineligibility from the Eligibility section will be displayed

• If an applicant is logged in with an existing participant username and says no to having an existing service obligation they will get an error message and will not be able to continue with the application until they change their response to “Yes” to having an existing service obligation

Section 6: General Information

The General Information page consists of questions about the applicant’s contact information. The information under Full Name (such as First and Last Name, etc.) is pre-populated from the answers the applicant supplied when creating their account. These fields are editable.

Steps:

1. Applicant answers required fields.

   1. Required fields denoted with an asterisk (*)

2. Applicant selects once they have answered all the required fields.

3. Applicant will be directed to Employment page if all required fields are entered.

   1. If Nurse Faculty is selected applicant will be directed to the Employment School Search

   2. I f any other application type is selected applicant will be directed to the Critical Shortage Facility Search

Business Rules:

• The following fields are populated from answers during the create account process:

  • First Name

  • Last Name

  • Middle Initial

  • Title

  • Suffix

• Applicant will select Application Type

  • If Registered Nurse, Nurse Practitioner, Clinical Nurse Specialist, Nurse Mid Wife or Registered Nurse Anesthetist is selected system will display functional role question which will be required

  • If Nurse Practitioner is selected system will also display main specialty question which will be required

  • If Nurse Faculty is selected system will display tenured question which will be required

    • I f applicant is not tenured system will prompt applicant to input Nurse Faculty appointment dates

      • The faculty appointment must be at least 9 months for applicant to be eligible and continue with the application

• If the applicant selects a Country other than the United States, the State/Province/Region field transforms from a dropdown to a required text field and the Zip/Postal will be optional.

• Only the last 4 numbers of the applicant’s SSN will be displayed after saving the page (xxx-xxx-1245).

• The applicant will not be able to move forward if the SSN they entered exists in another NELRP application account from any application cycle

• Based on the SSN entered, the applicant may receive an error message with an error code

  • The code can be used by DNPH to determine the issue with the SSN

• If applicant selects that one of their phone numbers is non-U.S. number, the field transforms from a U.S. phone format to a text field.

• The applicant Birth Date must be prior to application cycle start date.

• If applicant selects ‘Other’ for how did you hear about Nursing Education Loan Repayment Program system will display text box for applicant to enter information

• Once the applicant proceeds from the General Info page, the account settings will get updated with the appropriate information

  • Applicant home Preferred Mailing Address

  • Applicant Primary Phone Number & Extension

  • Applicant Alternate Phone Number & Extension

• Demographic information is optional

• If applicant is logged in with an existing application account, any basic information that is changed on this page (such as SSN, name, address, etc.) will automatically be updated on all existing accounts

  • Note: this is only for existing application accounts (such as an applicant that has applied to both NELRP and NHSC LRP). This will not update any information on the participant record.

• If an applicant wishes to change his/her application type after completing the Employment Verification section, they must first cancel their Employment Verification if their Employment Verification has been initiated

Section 7: Employment

The Employment Information page asks for the applicant’s current employment information. Depending on the applicant type, either a Critical Shortage Facility will be required for NELRP or a school site will be required for NELRP-NF.

EDIT

Steps NELRP-NF:

1. Applicant selects state in the drop down

2. Applicant chooses a school from the drop down

3. Applicant selects once they have answered all the required fields.

4. Applicant will be moved to Employment Verification section

Steps NELRP-NF: School Not Found:

1. If the applicant cannot find their school they will select “School not Found” in school drop down (see screen shot 6)

2. Applicant enters school information and selects

3. A popup will be displayed giving the applicant the choice of sending the request to program or restarting the search (see screenshot 7)

4. If the applicant sends the request to program they will be returned to Employment School Search Page and language will be displayed indicating that they have sent their school information to Program (see screen shot 8)

5. Applicant will click continue and be directed to Qualifying Education page

Business Rules:

• System shall limit school name field based on state selected

• System shall only provide schools in the school dropdown that:

• Exist in BMISS

• Are Accredited

• Have a status of non-profit/active

• System shall enable option “School Not Found” during entire application cycle which can be selected for any state

• System shall populate the following fields and require user to complete them in order to continue if applicant selects “School not Found”

  • School Name

  • School Address

• System shall require applicant to confirm or cancel program communication upon selecting “Enter School” if applicant does not see their school

• If applicant selects “Restart Search” from the School Not Found Confirmation Pop Up, they will be taken back to the employment search screen

• System shall send communication to Program with the following information if applicant confirms to send communication to Program

  • Applicant first and last name

  • Applicant email/username

  • Applicant school name and address entered by applicant

• System shall put applicant in “In Progress-Employment Not Found” status if applicant sends school information to Program from the School Not Found pop up

• System shall enable Qualified Education page if user is in the “In Progress- Employment Not Found” status

  • The Employment Verification page will not be enabled in this situation

• An analyst has the ability to make an applicant site “Eligible” or “Ineligible” from the Manage Application Documents screen when an applicant is in the “In Progress- Employment Not Found” status

• If an applicant site is made ineligible by an analyst their status will be “Ineligible” and they will be directed to the ineligible landing page after they refresh their screen or log back in (see screen shot on page 22)

• If an applicant is made eligible by an analyst the applicant will receive an email and their school will be added to BMISS

  • The applicant must repeat the steps outlined above to add a site

7

6

8

8

S

9

teps NELRP:

1. Applicant fills out the name and address of their Critical Shortage Facility

2. Applicant selects

3. Verified address appears at the bottom of the page (see figure 9)

4. If address entered is a match applicant selects

• System will display a list of search results within a ½ mile radius of the Google address if user selects “Yes” to Google address match (see figure 10)

1. If address entered is not a match applicant selects

• System will display a list of search results within a 10 mile radius of the Google address if user selects “No” to Google address match (see figure 11)

6. If applicant doesn’t see their site they can expand the search radius

7. Applicant selects site they currently work at by clicking “This is my site”

8. A pplicant clicks

9. Applicant is taken to Employment Verification Page

S teps NELRP: Site Not Found:

1. If applicant does not see their site they will click at the bottom of the search results

2. A popup will be displayed giving the applicant the c

   10

   hoice of sending the request to program or restarting the search (see figure 12)

3. If the applicant sends the request to program they will be returned to Employment Site Search Page and language will be displayed indicating that they have sent their site information to Program (see figure 13)

4. Applicant will click Save and Continue and be directed to Qualifying Education page

Business Rules

• S ystem shall enable Verify Address only when applicant enters all required fields for CSF address

• System shall provide address match from Google to the address entered by user (if possible)

• System shall inform applicant if there is no Google address match for address entered by applicant if address cannot be geocoded to a Google address

• System shall inform applicant to retype address and clear address fields if there is no Google address match for address entered by applicant on the first search attempt

• System shall display Site Not Found pop-up to send site information to Program if there is no Google address match for address entered by applicant on the second or more search attempts

• System shall display a list of search results within a ½ mile radius of the Google address if user selects “Yes” to Google address match

• S ystem shall allow applicant to change the radius of the search results

• System shall display a list of search results within a 10 mile radius of the address the applicant entered if user selects “No” to the Google address match

• S

  11

  ystem shall only provide sites in search results that:

• Exist in BMISS

• Have a HPSA score as of the Jan 1 HPSA Lock

• Have a status of non-profit/active

• System shall direct user to Employment Verification request page if user selects a site from the search results and selects Continue

• System shall enable Continue button only when user selects an option from the search results

• System shall require applicant to confirm or cancel program communication upon selecting “I do not see my site listed” from the search results

• If applicant selects “Restart Search” from the Site Not Found Confirmation Pop Up, they will be taken back to the employment search screen

• System shall send communication to Program with the following information if applicant confirms to send communication to Program

  • Applicant first and last name

  • Applicant email/username

  • Applicant site name and address entered by applicant

• System shall put applicant in “In Progress-Employment Not Found” status if applicant sends site information to Program from the Site Not Found pop up

• System shall enable Qualified Education page if user is in the “In Progress- Employment Not Found” status

• The Employment Verification page will not be enabled in this situation

• An analyst has the ability to make an applicant site “Eligible” or “Ineligible” from the Manage Application Documents screen

• If an applicant site is made ineligible by an analyst their status will be “Ineligible” and they will be directed to the ineligible landing page after they refresh their screen or log back in (see screen shot on page 22)

• If an applicant is made eligible by an analyst the applicant will receive an email and their site will be added to BMISS

  • The applicant must repeat the steps outlined above to add a site

13

12

S teps to remove a Site or School:

1. Applicant navigates to the employment page by clicking the Employment link at the top of the page

2. Applicant clicks “Remove School” or “Remove Site”

3. Once previous site is removed applicant will have to repeat steps to add another site

Business Rule:

• If the applicant has an initiated or completed Employment Verification, they must cancel the Employment Verification before they can remove their site

Section 8: Employment Verification

The electronic Employment Verification is a new section of the online application. Employment sites are now required to answer and upload questions about the applicant’s current employment information online. Applicants will have visibility to the information entered by the sites upon submitting their applications. Based on the answers provided by the Employment Site an applicant can be made ineligible upon submission. If this occurs and the applicant believes it is incorrect, an applicant will be able to edit their application, cancel the existing EV, and re-submit a new one..

S teps:

1. System will populate EV request for site added on Employment page

2. Applicant can click site name to verify that the appropriate address, phone number and point of contact are listed

3. Applicant can enter “Other POC Email” if the applicant does not see their correct POC in the site information or if the site does not have a POC associated with it

4. Applicant clicks

5. Applicant clicks

6. Applicant is taken to the Education section

Business Rules:

• System shall populate an EV request for the site added on the Employment page

• System shall display EV status as Not Started before applicant initiates a EV Request

• System shall enable Cancel button if EV status is “In Progress,” “Complete”, or “Returned-Unverified”

• S ystem shall allow applicant to resend EV if EV status is “Returned-Unverified”

• System shall allow applicant to continue to next section, Qualifying Education, if individual EV Request is in any status.

• S ystem shall send an email to “Other” POC entered by applicant with instructions on how to register a portal account

• If an applicant wishes to change his/her application type (which can be done by navigating back to the General Information page), they must first cancel their Employment Verification if their Employment Verification has been initiated

• If an applicant wishes to remove their site (which can be done by navigating back to the Employment page), they must first cancel their Employment Verification if their Employment Verification has been imitated

Steps to cancel EV

1. Applicant navigates to Employment Verification page using the navigation links at the top of the screen

2. EV status will be displayed and can either be Initiated, Complete or Returned Unverified

3. Applicant selects if they wish to cancel the EV

4. Applicant can re-initiate EV by clicking the button

Business Rules

• If the applicant wants to change Employment Site/School Site they must navigate to the Employment page and remove Employment Site/School after cancelling the EV

• If the applicant would like to change their application type they must navigate back to the Employment page and remove Employment Site/School Site, then navigate to the General Information Page to change their application type after cancelling the EV

• I f an applicant changed their Employment Site/ School Site or their application type the applicant must repeat the steps to add an Employment Site/School Site & initiate an EV

Business Rules

• An applicant may cancel an EV and complete the rest of the application but will not be able to submit their application until the Employment Verification has a status of “Complete”

• System will display at the bottom of the page a table of all EVs that have been cancelled called the “Historical Requests” table

Section 9: Qualifying Education

The Qualified Education page is used to collect information about the applicant’s nursing education information.

S teps:

1. Applicant selects

2. Applicant is directed education details page (see figure 15)

3. Applicant selects the state where the school is located

4. Applicant will select school based on list populated when state was selected

5. Applicant will select whether they received a degree from selected school, transferred from selected school or attended selected school for nursing prerequisites

6. Applicant will enter the date they began and ended their education at selected school

• Date format is mm/yyyy

7. If applicant indicated that they received a degree from the schools, the applicant will select type of nursing degree(s) received and date(s) received from the school

• Date format is mm/yyyy

8. Applicant selects

9. Applicant is taken to the “School Documents” page (see figure 16)

10. Applicant has to upload an Official/Unofficial transcript to continue to the next section

11. Applicant has the option to upload unlimited Additional Supporting Documents

12. After applicant uploads their documents they will select and be directed back to the Qualifying Education landing page (see figure 17) where they will see the school(s) added

13. A

    15

    pplicant can add an additional school or edit existing school information

14. Applicant will select after adding all schools and be directed to the Loan section

Business Rules:

• System shall require user to answer required fields to be able to continue

• System shall limit school name drop down based on state selected

• System shall require user to enter in “Other School” information if “Other” is selected for NELRP School Name

• System shall require user to check at least one :

  • I received a nursing degree from this school

  • I transferred from this school

  • I attended this school for nursing prerequisites

• System shall not allow user to select both:

  • I received a nursing degree from this school

  • I attended this school for nursing prerequisites

• System shall require user to add at least one school with a nursing degree selected to be able to continue to the loan section

• System shall require user to answer “Date Received Degree” and “NELRP/NF Applicant Degree Type” if “I received a nursing degree from this school” is selected

• System shall require that “School Start Date” is after Birth Date

• System shall require that School Start Date is prior to current date

• S ystem shall require that “School Start Date” is before “School End Date”

• S

  16

  
  

  ystem shall require that “School End Date” is on or before “Date Received Degree”

• System shall require that “School End Date” and “Date Received Degree” is on or before the application submission date

  • This check will occur upon submission of the application

• System shall allow user to edit school added by clicking “Edit” in the table and the education details will populate with information entered

• System shall require a transcript for each school added

• System shall provide error message if transcript size is greater than 5MB

• System shall allow unlimited “Additional Supporting Documents” to be uploaded for each school added

• System shall not allow the earliest school start date to be greater than 3 months later than the latest loan date or the latest school end date to be greater than 3 months prior to the earliest loan date if applicant adds or edits a school after at least one loan is added

  • This is only if applicant navigates back to education page after adding at least one loan (or selects to edit application after submitting)

• If an applicant inputs their dates as MM/DD/YYYY the system will default dates to MM/YYYY format

• Education start date and degree received date is defaulted to the first day of the month in the BMISS system

  • For example, if an applicant indicated their education start date is 10/14/2005 and degree received date as 11/11/2009 the BMISS system will interpret it as 10/01/2005 & 11/01/2009 respectively

• E ducation end date is defaulted to the last day of the month in the BMISS system

  • For example, if an applicant indicates their education end date as 10/14/2009 BMISS system will interpret it as 10/31/2009

• A pplicant can enter comments for each school added

17

Section 10: Loan Information

The Loan Information page asks for the applicant’s information regarding the amount of loan repayment they will request from the NELRP. The applicant will need to enter the loan account servicing lender, account number, original amount of loan, current balance and relevant dates of loans for which they are requesting funding for from the NELRP.

S teps:

1. Applicant clicks

2. Applicant is taken to the “Loan Details” Page (see figure 18) .

3. Applicant completes required fields to continue:

• Name of current servicing lender

• Loan account number

• Original date of loan

• Original amount of loan

• Current balance and date

• Type of loan

• Is loan in default

• Is loan under federal judgment

• Was the loan sold

• Is the loan consolidated

4. If the loan is consolidated the applicant will be required to enter the following information:

• How many loans have been consolidated

• The original account number for each loan that was consolidated

• The original date of each loan included in the consolidation

• The original amount of each loan included in the consolidation

5. A pplicant clicks and is directed to Loan Supporting Documents Page (see figure 19)

6. Applicant uploads all Required Loan Supporting documents for their loans

18

7. Applicant clicks and is directed back to the Loan home page

8. Applicant can add another loan, edit an existing loan or click to be directed to the Supporting Documents section

Business Rules:

• System shall require at least one loan to be added to be able to continue

• System shall require fields if applicant selects “Other” for Lending Institution:

  • Lending Institution name

  • Lending Institution phone number & extension

  • Lending Institution fax number

• System shall allow account number to be alpha –numeric and allow special characters to include dashes

• System shall not allow Current Balance As of Date to be prior to Original Date of Loan

• System shall not allow user to enter in a Current Balance As of Date more than 30 days from current date

• Sy

  19

  
  

  stem shall require that Original Date of Loan be:

  • No more than 3 months prior to earliest school start date, If No to Consolidated Loan

  • No more than 3 months after latest School End Date, if No to Consolidated Loan

  • After Loan Consolidated Dates, if Yes to Consolidated Loan

  • Prior to Loan in Default/Loan Judgment Dates, if Yes to Loan in Default or Loan under Judgment

• System shall require user to enter date if Yes to Loan in Judgment

• System shall require user to enter date if Yes to Loan in Default

• System shall require Original Service Lender Name if “Yes” is selected for Loan Sold

• System shall require Consolidated Loan Dates to be :

• No more than 3 months prior to earliest school start date

• No more than 3 months after latest school end date

• Prior to Original Date of Loan

• System shall enable date fields, original amount of loan, and loan account number for the number of loans indicated for number Loans in Consolidation, each is required

• System shall require the user to upload the Perkins Loan Supporting document to submit application if Type of Loan is Perkins

• System shall require user to submit a Consolidated Loan Document, if Yes to Consolidated Loan

• System shall require user to submit the “Required Loan Supporting Document” for each loan

• System shall allow user to continue to next section without uploading all or any required loan documents. Loan page status will be “In Progress” until all required documents have been uploaded for each loan and applicant will not be able to submit a pplication.

• System shall require user to upload the “Required Loan document” for each loan to submit application

Section 11: Supporting Documents

The Supporting Documents page consists of all the required documents that an applicant must submit for the NELRP application. The documentation consists of required documents for NELRP and NELRP-NF applications.

Steps:

1. Applicant selects the type of required document they will upload.

Browse

2. Applicant selects to find the document they wish to upload.

Upload

3. Applicant selects when they select the appropriate document.

4. Applicant repeats these steps for all of the required documents.

5. Applicant clicks on “Authorization to Release Information” and “Authorization to Release Employment Information” to download respective forms

6. Applicant will fill out forms and upload completed form to their computer

7. Applicant will repeat steps to upload “Authorization to Release Information” and “Authorization to Release Employment Information” forms

8. Applicant clicks to proceed

Business Rules:

• System shall display the supporting documents required to submit application for each applicant

• Each uploaded document will be linked for the applicant to view

• System shall allow applicant to upload different types of documents – PDF, jpeg, text, doc

• System shall allow applicant to upload document size up to 5 MB

• System shall reflect a required transcript for each school submitted on Qualified Education Information page

• System shall reflect all loan documents uploaded for each loan

• System shall require the “Existing Service Obligation” document if the applicant answers yes to having an existing service on the Eligibility section

Section 12: Self-Certification

The purpose of the Certification page is for the applicant to confirm the statements regarding debarment, suspension, disqualification and related matters. The applicant also gives authorization to disclose financial information. The applicant will also agree to reading the APG and that all information in the application is true. The applicant must agree to these certifications in order to submit.

Steps:

1. Applicant reads the certification statement.

2. Applicant checks the box that certifies to each statement.

3. Applicant selects .

Business Rules:

• System shall require that the applicant has responded to each certification question to be able to proceed

• System will clear Self Certification page if the applicant proceeds to Review and Submit but then navigates to another section on the application to make any edits

• The applicant must complete the Self-Certification each time after editing

Section 13: Review & Submit

The Review & Submit page is the last page of the application. The Review & Submit page has a table with each section and the status of that section. All sections must be in complete status in order for the applicant to be able to submit the application. The applicant can select the top navigation menu or a particular section’s link in the table to view that page.

Steps:

1. Applicant reviews the application and makes any necessary changes

2. Applicant enters password

3. Applicant selects .

Business Rules:

• Applicant can view and edit any page of the application by clicking on the page name before submitting.

  • Applicant will then need to complete the Self-Certification section again

• Applicant must enter in their correct password in order to submit their application.

• All page statuses except for review and submit must be complete for applicant to submit their application.

• System shall not allow application to be submitted after the application deadline of 2/28/13

• System shall update application status to a submitted status upon submission

Section 14: Submitted Page

After the applicant submits his/her NELRP application, he/she will be directed to the Submitted landing page and the overall application status will change to either “Submitted” or “Submitted – Ineligible.” If any of the responses on the online application deem an applicant ineligible, the status upon submission will be “Submitted – Ineligible.” If the responses submitted deem the applicant eligible the application status will be “Submitted.” On the Submitted landing page the applicant will have the ability to edit or withdraw his/her application. The applicant will have the ability to edit his/her application until the application deadline of 2/28/13. The applicant may withdraw his/her application up until the applicant receives a Confirmation of Interest (COI), if applicable.

B usiness Rules:

• System shall allow applicant to submit but immediately be deemed ineligible internally and externally if: (NOTE: current date=submission date):

• Received degree date from education page is in the future of current date

• Applicant has a BCRS existing service that has an obligation end date in the future of the current date (through SSN check)

• The Employment Verification (EV) submitted by the site Point of Contact (POC) indicated that the applicant does not meet the required work hours per week to be eligible for an award

• The EV submitted by the site's POC indicated that the applicant does not have a current, full, unrestricted, and unencumbered license

• The EV submitted by the site's POC indicated that the applicants employment start date is after his/her submission date

• System shall disable Withdraw when applicant is sent Confirmation of Interest

• System shall update applicant status to “In Progress” upon selecting Edit

• System shall disable Edit when application cycle closes on 2/28/13

• System shall save most recent status once application closes if applicant selects Edit or Withdraw (for example: if applicant edits and never resubmits by application close date, their final status will be in progress)

• System shall allow applicant to select Undo Withdrawal after they have Withdrawn their application if they wish to resubmit after withdrawing

• System shall link the EV submitted by the site on the submitted landing page

• This will be the first time the applicant will see the Employment Verification

• System shall link a copy of submitted application in PDF after application has been submitted

• System shall display “Submitted-Ineligible” Landing Page content if applicant is deemed ineligible upon submission (Edit and Withdraw functionalities should still be enabled until the application deadline)

• All documents uploaded by the applicant will be linked on the Submitted Landing Page

Section 15: Application Withdraw

An applicant has the option to withdraw his/her application after submission. The applicant may withdraw his/her application up until the applicant receives a COI, if that is an applicable. The applicant may resubmit the current application by using the Undo Withdrawal button. However, the applicant must resubmit his/her application by the application deadline to be considered for an award.

S teps:

1. From the Submitted Home Page an applicant will click the button

2. T he applicant will be directed to the “Withdraw Application” confirmation screen

3. The applicant clicks and is directed to the Submitted Home page (see Figure 20)

• Note: The applicant will now have a status of “Withdrawn”

4. On the Submitted Home page the applicant can undo the withdraw by clicking

5. If the applicant clicks he/she will be directed to the In Progress Landing Page

6. The applicant will click from In Progress application and will be directed to the Self Certification Page

7. Applicant will follow steps to complete and submit application

8. T

   20

   
   

   he applicant will read each certification

9. Applicant indicates that he/she agrees by selecting the checkbox.

10. Applicant selects

9. Applicant is directed to the Review and Submit Page

10. Applicant reviews the application.

11. The Applicant enters his/her password

12. Applicant selects and is directed to the Submitted Home Page

Business Rules:

• The ability to withdraw an application will be disabled when the applicant is sent a COI

• If an applicant wishes to re-submit his/her application they must resubmit by the application deadline

• The system will save the most recent status once the application closes if applicant selects withdraw

• An applicant may withdraw his/her application if his/her status is “Submitted” or “Submitted-Ineligible”

Section 16: Edit Application

If an applicant would like to edit his/her application after submission, he/she may do so prior to the application deadline. If an applicant edits his/her application, the applicant must re-submit his/her application by the application deadline. If the applicant does not resubmit his/her application, the applicant will not be considered for an NELRP award.

S teps:

1. The applicant clicks Edit Application

2. The applicant will be directed to the In Progress Landing Page (see figure 21)

3. The applicant navigates to any section to make the necessary edits

4. The applicant clicks Save & Continue at the bottom of the page where edits were made in order to save the edits

5. Once all edits are made and saved the applicant will navigate to the Self- Certification page

6. Applicant will follow steps to complete and resubmit application

B

21

usiness Rules:

• The applicant will not be able to Edit his/her application after the application deadline

• An applicant must resubmit his/her application by the application deadline if they want to be considered for an award

• The applicant will be directed to the In Progress landing page when selecting Edit

• The applicant’s status will be changed to “In-Progress” upon selecting Edit

• All business rules apply on each page if the applicant selects Edit

Section 17: Account Settings

The applicant can change their password, email and security question on the Account Setting page. In addition, the applicant will be able to see their application ID.

Steps to change password or email:

1. Applicant enters new password or email

2. Applicant confirms new password or email

3. Applicant enters current password

4. Applicant clicks to Change Password or Change Email

5. System displays confirmation that password or email has been successfully updated

Steps to change security information:

1. Applicant selects Security Question from the dropdown

2. Applicant enters new Security answer

3. Applicant enters current password in the “Current Password” box

4. Applicant clicks Change Security Information

5. System displays confirmation that security information has been successfully updated.

Business Rules:

• System shall inform user that password/email/security information is now changed upon selecting Save

• System shall inform user that they must log out and log back in upon updating password/email/security information

• System will not create account if email exists in a previously created account

• System will send confirmation to new email if email was updated

Section 18: Resolving Issues

Please follow the instructions to resolve any inquiries a NELRP applicant might have:

1. For Technical Issues:

• When a technical issue is encountered, e.g. Applicant cannot upload supporting documents, the Call Center should log this issue in TTPro with the applicant’s contact information and a description of the problem. At this point, the BMISS HyperCare Support Team would define and resolve the issue as well as notify the Call Center analyst of the resolution.

Logging Issues:

• When logging issues in TTPro

  • Log issues as “CC>NELRP Online App > Eligibility Page”

    • CC refers to call center

    • Whichever page the issue is found on please indicate it after NELRP Online App

      • If the issue occurs on the General Information page please log the issue as “CC>NELRP Online App> General Info Page”

  • Attach a screenshot to the issue (if applicable)

    • Please do not include a screen shot of the whoops error message

    • Have the applicant take a screen shot of the page the problem was found on and attach that to the bug

  • Include the following details in the Description section:

    • Applicant information: Full name, last four of SSN, username, phone number, applicant id, application id

    • The exact Online Application screen the applicant was on when the issue occurred

    • The Web Browser the applicant was using

    • The frequency of the issue

    • Detailed description on how to reproduce the issue

    • The time and date this issue occurred

  • Include the priority and severity of the issue

2. For Program Related Issues:

• If an applicant has a program question, the Call Center will try to answer the problem by referring to the Application and Program Guidance. If the Call Center is unable to answer the question then they must triage the question to the Nursing Education Loan Repayment Program.

Online Application Program Related Issues Contact:

Robin Clinkscale:

[email protected]

Or calls the NELRP Main line: 301-594-4098 

Capturing Applicant Information:

• The following applicant information should be captured and as much detail of the issue as possible:

  • First and Last Name

  • Email Address used to log into the application

  • Last four digits of SSN

  • Section of online application the user was on when they encountered the problem

  • Detailed summary of the problem

  • Supporting Document (If applicable)

Section 19: Resolving Issue Flow Chart

P ROPERTY OF HRSA | BCRS

50