Application for Participation in the National Health Service Corps Scholarship Program

Bureau of Health Workforce (BHW)
NHSC SP Online Application User Guide

BHW Management Information System Solution (BMISS)
National Health Service Corps (NHSC)
Scholarship Program (SP)
FY 2017 Online Application User Guide
January 2017

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Bureau of Health Workforce (BHW)
NHSC SP Online Application User Guide

Table of Contents
Introduction: NHSC SP Online Application User Guide

3

Section 1: BHW Portal

4

Section 2: Create Account

5

Section 3: Logging In

8

Section 4: Forgot Your Password

9

Section 5: Home Page

11

Section 6: Assurances

14

Section 7: Eligibility

15

Section 7: General Information

17

Section 8: Background Information

19

Section 9: Degree Information

21

Section 10: Letters of Recommendation

23

Section 11: Supporting Documents

27

Section 12: Self Certification

29

Section 13: Review & Submit

30

Section 14: Submitted Landing Page

31

Section 15: View Your Submitted Application

32

Section 16: Edit Application (Prior to Application Deadline)

34

Section 17: Withdraw Application

36

Section 18: Account Settings

38

Section 19: Emails

39

Section 20: Resolving Issues

42

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NHSC SP Online Application User Guide

Introduction: NHSC SP Online Application User Guide
Purpose: The NHSC SP Online Application user guide serves as the main tool for the Customer Care Center to answer applicant questions
regarding issues applicants have when calling for resolution. In addition to this user guide, the Customer Care Center Analysts must be familiar with
the NHSC SP Application Program & Guidance, as some of the questions will be program based and are not discussed in this user guide. The
primary intent of this user guide is to focus on the functionality developed for the NHSC SP Online Application.
Roles: The application will be filled out by external users. The Customer Care Center Analysts need to understand the functionality to support
external users should they encounter any problems with the application.
Precondition: Applicant has a question regarding the NHSC SP Online Application and contacts the Customer Care Center to resolve an issue.

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Bureau of Health Workforce (BHW)
NHSC SP Online Application User Guide

Section 1: BHW Portal
The BHW Portal allows applicants to navigate to the NHSC SP application. Note: Applicant will skip this page if he/she links directly from the HRSA website.
Steps:
1. Applicant selects “Applying for the NHSC
Scholarship Program.”
2. System displays log in page.
3. Applicant can log in and begin his/her application.

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NHSC SP Online Application User Guide

Section 2: Create Account
The first action an applicant takes for the NHSC SP Online Application is to create an account.
Steps:
1. Applicant navigates to the Online Application via the
weblink: https://programportal.hrsa.gov/extranet/application/n
hscsp
2. Applicant selects the “Create an Account” link in the bottom
left hand section of the page.
Business Rules:
• If an applicant has an existing account for another program,
he/she will be able to log in with those credentials.
• An applicant may not create an application after the
application deadline April 28, 2016, 7:30 PM EST.
• 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 used to create the account. The instructions
for the applicant are detailed in the activation email.

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NHSC SP Online Application User Guide
Steps:
1. Applicant answers each of the required fields.
2. Applicant selects
with the NHSC SP.
•

to register an account

Once an applicant has created an account, he/she
must use the same log in information if he/she
applies to any other scholarship or loan repayment
programs.

3. The system will alert the user at the top of his/her screen
that his/her account is created. The system will also send
an activation email to the applicant’s email address.
4. The email will be from: [email protected] with the subject
“Activate your HRSA account.” The applicant will open the
email and click on the activation link in the body of the
email.
5. The system will re-direct the applicant to the Home page,
notifying him/her that his/her account is activated.
Business Rules:
•

The email address provided by the applicant will serve as
his/her username.

•

The system will not allow the applicant to use an email that
is already linked to an existing participant account.

•

The following information will be auto-populated on the
General Information section of the application:
• First Name
• Last Name
• Middle Initial (if entered by the applicant)
• Title (if entered by the applicant)
• Suffix (if entered by the applicant)
• Applicants can hover over the tool tip next to the Password field for details on password criteria.
•

An applicant must activate his/her account before he/she can log in.
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NHSC SP Online Application User Guide

Section 3: Logging In
After activating an account, the applicant will be able to log in. The applicant will enter his/her email address and password used when creating his/her account. If
the applicant forgets his/her password, he/she can reset his/her password by selecting the “Forgot your password?” link.
Steps:
1. Applicant enters his/her email address and
password.
2. Applicant selects
(Login) and the system
brings him/her to the Not Started Home page.
Business Rules:
•

The applicant will be warned after his/her second
failed log in attempt.

•

The applicant’s account will be locked after the third
failed log in attempt.
o The applicant can select “Forgot your
password?” link to reset his/her account, or;
o Contact the Customer Care Center to have
his/her account unlocked.

•

System will not allow user to create account if
Applicant’s Primary Email is already associated with
a BMI SS participant account.

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Section 4: Forgot Your Password
If the applicant forgets his/her password, he/she will have to select the

(Forgot Password) link and follow the steps below in order to reset it:
Steps:
1. Applicant selects

(forgot your password).

2. Applicant enters his/her email address and selects

(Next) (Figure 1).

3. The Applicant answers his/her security question they selected when they created
his/her account, and selects

(Submit) (Figure 2).

4. System displays confirmation and sends email to applicant (Figure 3).
5. Applicant selects Reset Password Link from email.

1.

2.

6. Applicant enters new password and selects
Password). (Figure 4).

3.
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(Update

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NHSC SP Online Application User Guide

4
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.

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Section 5: Home Page
The Not Started Home page is the first page the applicant will see on his/her initial login. Once the applicant has started his/her application, his/her status will change
to “In Progress” and he/she will be directed to the NHSC LRP “In Progress” Home Page when logging in.
Steps:
1. Applicant reviews information displayed on the Home Page.
2. Applicant

(Start My Application).
Notes:
•

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Applicants are strongly encouraged to read the 2016
Application and Program Guidance document prior to
starting his/her application.

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NHSC SP Online Application User Guide

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If the applicant returns to his/her previously saved application, once he/she logs in, the applicant is directed to the Home page and the application status will display
“In Progress.” The applicant will be able to continue with his/her last saved page or jump to any completed section by selecting the blue link.
Steps:
1.

Applicant reviews information on status page.

2.

Applicant navigates to a specific section by
selecting the page name hyperlinked in the table,
or;

3.

Applicant chooses to continue his/her application
from the last saved page by selecting
(Continue).

Business Rules:
•

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

•

If the applicant selects “Continue,” the system shall
direct him/her to the last “In Progress” page.

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NHSC SP Online Application User Guide

Section 6: Assurances
The Assurances section is the first section of the NHSC SP application. This section informs the applicant of the terms, conditions and obligations associated with
the acceptance of a NHSC scholarship award. An applicant must accept all assurances to proceed to the next section.

Steps:
1. Applicant reads each of the Assurances and clicks

2. Applicant clicks
3. Applicant proceeds to next
section Business Rules:

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•

Applicant must accept all assurances to proceed to
the next section

•

Applicant will be directed to a Not Eligible landing
page if he/she declines one or more Assurances.
(See below.)

Bureau of Health Workforce (BHW)
NHSC SP Online Application User Guide

Section 7: Eligibility
The Eligibility page is used to ensure the applicant meets the qualification requirements to apply for an NHSC SP application. If the applicant is deemed eligible,
he/she will be able to continue with the application. If an individual does not pass the eligibility portion of the online application, he/she will not be able to continue
with the application.
Steps:
1. Applicant answers all required questions.
2. Applicant selects
(Save & Continue)
once they have answered all the required questions.
3. Applicant will be directed to General Information page, if
they are eligible.
4. Applicant will be directed to the In Progress – Ineligible
landing page, if found ineligible.
Business Rules:
•

If applicant answers “Yes” to Question (5), the applicant
will be required to answer two subquestions.

•

If applicant answers “Yes” to Question (5), the applicant
will be required to upload a proof of existing service
document on the supporting document page.

•

If applicant answers “Yes” to Question (8), the applicant
will be required to answer one additional subquestion.

•

If any answers deem the applicant ineligible, the
applicant will be directed to the “Ineligible Landing Page”
upon clicking Save & Continue (see screen shot on next
page)

• If an applicant is directed to the “Ineligible Landing Page”,
he/she may navigate to the Eligibility section to change his/her answers if the applicant feels he/she answered in error
o Please note: The applicant will not be made aware of which combination of answers made he/she ineligible.

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NHSC SP Online Application User Guide

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NHSC SP Online Application User Guide

Section 7: General Information
The General Information page consists of questions regarding the applicant’s contact and background information. Some information (such as First and Last Name,
Middle Initial, etc.) is pre-populated from the answers the applicant entered when creating his/her account.
Steps:
1.

Applicant answers required fields.
• Required fields denoted with an asterisk (*).

2.

Applicant selects
answered all required fields.

3.

Applicant will be directed to the Background Information page upon
selecting Save & Continue if all required fields are complete.

(Save & Continue) once he/she has

Business Rules:
•

The following fields are populated from the create account process
• First Name
• Last Name
• Middle Initial
• Title
• Suffix

•

If the applicant selects a country other than the United States , the
State/Province/Region will update to a text field

•

If the applicant enters an SSN that is tied to another participant portal
account, an error message will display and the applicant will not be
permitted to continue
• Error message will request for the applicant to login with existing
participant portal account

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•

An applicant will receive an error message and will not be
allowed to continue if a current participant is applying and
the SSN does not match the SSN in the participant record
o Error message will request for the applicant to edit the
SSN or contact Customer Care Center to update
participant record.

•

An applicant can edit SSN and re-enter numbers

•

System shall allow applicant to continue if SSN exists within
another application for a different program in the current
cycle and applicant is using the existing account information

•

Note:
o If applicant modifies the SSN number in one
application, it will automatically update the SSN for all
other applications in the same cycle
o To expedite issue resolution, the Customer Care
Center should provide the error code listed in the
error message when entering a log.

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NHSC SP Online Application User Guide

Section 8: Background Information
The Background Information section captures specific information about the applicant, including education information, demographic information and emergency
contact information.
Steps:
1. Applicant completes all required fields.
2. Applicant selects
(Save & Continue) once
he/she has completed all the required fields.
3. Applicant is directed to the Degree Information page.
Business Rules:
•

Required fields are denoted with an asterisk.

•

The applicant is not required to answer demographic information
questions.

•

The applicant’s birth date must be prior to application cycle start
date.

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NHSC SP Online Application User Guide

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NHSC SP Online Application User Guide

Section 9: Degree Information
The Degree Information page collects information about the school for which the applicant is requesting scholarship funding, as well as additional information
regarding the applicant’s education.
Steps:
1. Applicant answers required fields.
• Required fields denoted with an asterisk (*).
2. Applicant will click
and be directed to the
Letters of Recommendation section.
Business Rules:
• The applicant can enter up to (3) decimal places for his/her
GPA.
• If the applicant checks “Non-Standard GPA” the applicant can
enter an alphanumeric GPA.
•

•
•

•

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The
button will allow a school search based
on name, and state.
o If an applicant changes his/her discipline, he/she will
have to re-select his/her school information
o If an applicant’s school or degree is not listed in the
search results, the applicant can submit a “New
School or Degree” request
If an applicant’s school is not listed in the search results, the
applicant can select “Other.”
If an applicant submits a “New School or Degree” request his/her
status will be updated to “In Progress-School Not Found”
o The applicant may continue with the application as
program reviews his/her reques
o An applicant may not submit his/her application if the
Degree Information section is in the “In ProgressSchool not Found” status
o The applicant will be notified when the review of the
“New School or Degree” request is complete
o If the request is approved, the application is
automatically updated with the new school
and/or degree information
If an applicant’s school is not valid, the applicant will be made
ineligible and will be unable to continue with the application.

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NHSC SP Online Application User Guide

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•

School start dates must be between July 1 and
th
September 30 for each academic year.

•

School end dates must be on or before June 30 for
each for each academic year.

•

An applicant must request funding for the first year
he/she is applying.

•

Applicants must request funding for consecutive
years.

st

th

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NHSC SP Online Application User Guide

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NHSC SP Online Application User Guide

Section 10: Letters of Recommendation
An applicant must submit two letters of recommendation with his/her NHSC SP application. The first letter should be from a faculty advisor, department chair or
faculty member who can speak to the applicant’s qualifications. The second letter should be from an individual who is familiar with the applicant’s professional,
community, and/or civic activities, particularly those related to
underserved communities.
Steps:
1. Applicant will enter the title, first name, last name and
email address for each recommender.
2. The applicant will click
each recommender.
3. Applicant will click
to the supporting documents section.

for

and proceed

Business Rules:

•

•

Once an applicant requests a recommendation, the
recommender will receive an email containing a link to
upload the recommendation document.

•

When the recommender clicks the link in the email,
he/she will be directed to the letter of recommendation
upload page (see screenshot on next page).

•

An applicant has the ability to cancel and resend a
requested recommendation.

•

An applicant must have two completed recommendations
in order to submit his/her application.

•

An applicant will receive ann error message if he/she
attempts to initiate a Letter of Recommendation request
using his/her primary or alternate email address.

An applicant will receive an error message if he/she enters the same email address for both the Academic and Non-Academic recommender.

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NHSC SP Online Application User Guide
Letter of Recommendation Request Email:

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NHSC SP Online Application User Guide
Instructions for Uploading a Letter of Recommendation Page:

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NHSC SP Online Application User Guide

Section 11: Supporting Documents
The Supporting Documents page allows the applicant to upload his/her required application documents. Please note that some of the documents displayed on the
Supporting Documents page appear dynamically based on answers provided on the online application.
Steps:
1. Applicant selects the document he/she would like to
upload.
2. Applicant selects Browse (Browse) to find the
document he/she will upload.
3. Applicant selects
document is selected.

(Upload) when appropriate

4. Applicant repeats these steps for all of the required
documents.
5. Applicant clicks
Continue).

(Save and

6. Applicant is directed to the Self Certification Page.
Business Rules:

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•

Applicants are required to upload all documents
displayed on the screen shot.

•

If applicant responded “yes” to having an existing
service obligation, he/she will be prompted to upload
the “Existing Service Obligation/Uniformed Service
Member” document.

•

Template Documents are located above the Upload
Documents table.

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NHSC SP Online Application User Guide
Business Rules, cont:

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•

Applicants are encouraged to upload .PDF documents.

•

System shall allow applicant to upload documents up to 5
MB in size.

Bureau of Health Workforce (BHW)
NHSC SP Online Application User Guide

Section 12: Self Certification
The Self Certification page allows the applicant to certify that he/she has read and agreed to the terms and agreements displayed on the page. The applicant must
agree to all certifications in order to continue.
Steps:
1. Applicant reviews each certification.
2. Applicant indicates that he/she agrees to each
certification by selecting the checkbox.
3. Applicant
Continue).

(Save and

Notes:

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•

System shall require that the applicant has responded
to each certification question in order to proceed.

•

System will clear the Self Certification page if the
applicant proceeds to the Review and Submit page but
then navigates to another section of the application.

Bureau of Health Workforce (BHW)
NHSC SP Online Application User Guide

Section 13: Review & Submit
The Review & Submit page is the last page of the application, which includes a table listing each application section and its corresponding status. All sections must
be complete in order for the applicant to submit the application. The applicant can select the top navigation menu or a page name link in the table to view that
section.
Steps:
1. Applicant reviews the application.
2. The Applicant enters his/her password.
3. Applicant selects

(Submit).

Business Rules:
•

System shall not allow application to be submitted after the
application deadline (05/07/2016).

•

All page statuses except for Review & Submit must be complete for
applicant to submit his/her application.

•

Applicant must enter his/her password in order to submit his/her
application.

•

Upon submission, the applicant will be directed to the submitted
landing page, with links to uploaded documents and a .PDF
version of his/her submitted application.

•

Upon submission, the system will validate the applicant’s SSN to
ensure the following is still true:
o There are no duplicate SSNs for the same program and cycle.
o SSN is not on the black list.
o SSN is not associated with a participant that is defaulted or
waivered.
o If applicant has an existing service obligation, the obligation
end date is in the past (obligation end date must be before
submission date).

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Section 14: Submitted Landing Page
After the applicant submits his/her NHSC SP 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 deemed 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. The
applicant may withdraw his/her application any time prior to receiving a Confirmation of Interest (COI).
Business Rules:
•

An applicant can navigate to the Submitted landing page by clicking the
“Home” button.

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Section 15: View Your Submitted Application
If an applicant would like to view a .PDF version of his/her completed application after submission, he/she may do so by clicking the “View your Submitted
Application” button. An applicant is able to access the “View your Submitted Application” button both before and after the application deadline.

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Section 16: Edit Application (Prior to Application Deadline)
An applicant has the ability to edit his/her application after submission and 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 application status will update to “Not
Submitted at Deadline” when the application closes, and the applicant will not be considered for an NSHC SP award.
Steps:
1. The applicant clicks Edit Application button.
2. System shall display a pop-up when the applicant clicks on
the “edit” application button (see screen shot below).

3. The applicant can choose to “Edit Application” or “Cancel”.
4. If the applicant clicks “Edit Application,” he/she will be
directed to the in progress landing page (see screenshot on
next page).
o

If the applicant clicks “Cancel,” he/she will remain on
the submitted landing page.

5. The applicant can navigate to any section of the application
to make desired edits.
6. Once the applicant has made his/her edits, the applicant
must click Save & Continue at the bottom of the page where edits were made in order for the edits to be saved.
7. Once all edits are complete and saved, the applicant will navigate to the Self Certification page.

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NHSC SP Online Application User Guide
8. Applicant indicates that he/she agrees to all the
certifications by selecting all checkboxes.
9. Applicant
Continue).

(Save and

10. Applicant is directed to the Review & Submit page.
11. Applicant reviews the application.
12. The Applicant enters his/her password.
13. Applicant selects
(Submit) and is directed
to the Submitted landing page.
Business Rules:

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•

The applicant will not be able to edit his/her application
after the application cycle closes.

•

System shall display a pop-up when the applicant clicks
on the “Edit Application” button.

•

Applicant will be directed to the In Progress landing
page if he/she clicks “Edit Application”

•

System shall remain on the Submitted Landing Page if
the applicant clicks “Cancel.”

•

An applicant must resubmit his/her application prior to
the application deadline if he/she wishes to be
considered for an NHSC SP award.

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NHSC SP Online Application User Guide

Section 17: Withdraw Application
An applicant has the option to withdraw his/her application after submission. 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.
Steps:
1. From the Submitted landing page, applicant will click
the

(Withdraw) button.

2. The applicant will be directed to the “Withdraw
Application” screen for confirmation.
3. The applicant clicks
(Withdraw) and is
directed to the Submitted Home page (see screenshot
on next page).
o Note: The applicant’s status will be updated to
“Withdrawn.”

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NHSC SP Online Application User Guide
4. On the Submitted landing page the applicant may undo
his/her withdrawal by clicking
(Undo Withdrawal), if the application deadline has not
passed.
5. If the applicant clicks
(Undo
Withdrawal), he/she will be directed to the In Progress
Landing Page
6. The applicant may make any edits to his/her application
prior to the application deadline.
7. If the applicant makes changes to his/her application,
he/she must re-submit his/her application prior to the
application deadline.
Business Rules:

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•

The ability to withdraw an application will be disabled
if/when the applicant is sent a Confirmation of Interest
(COI).

•

If an applicant wishes to resubmit his/her application,
he/she must resubmit by the application deadline.

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NHSC SP Online Application User Guide

Section 18: Account Settings
An applicant is able to change his/her password, email address and security question on the Account Setting page. In addition, the applicant will be able to view
his/her application ID.
Steps to Reset password:
1.

Applicant creates new password.

2.

Applicant confirms new password.

3.

Applicant enters current password.

4.

Applicant clicks

5.

System displays confirmation that password has been successfully updated.

(Change Password)

Steps to Change Email Address:
1.

Applicant enters a new email address.

2.

Applicant confirms the new email address.

3.

Applicant enters current email address.

4.

Applicant enters current password.

5.

Applicant clicks

6.

A verification email will be sent to the new email address.

7.

Applicant clicks on link in the email to verify his/her new email address.

(Change Email).

Business Rules:

•

•

System shall add validation that username/email address is not in use by another account
when changing.

•

System shall provide functionality for applicant to change security question and answer.

System shall require applicant to log out and log back in upon changing his/her username/email or password.
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Section 19: Emails
There are several emails that are sent out during the application process:
1) When applicant creates an account, the applicant receives the following activation email:

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NHSC SP Online Application User Guide
2) When applicant requests a recommendation, the recommender receives the following email request:

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NHSC SP Online Application User Guide
3) When recommender uploads a letter of recommendation, the applicant receives the following email:

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NHSC SP Online Application User Guide

Section 20: Resolving Issues
Please use the following instructions to resolve any inquires a NHSC SP applicant might have:

1. For Technical Issues:
Production Support Process:
• When a technical issue is encountered, e.g. Applicant cannot upload his/her Resume, the Customer Care Center should log the issue in the
BMISS Issue Tracker. The NHSC SP Application BMISS HyperCare team will monitor the BMISS Issue Tracker to define and resolve the issue.
Once the issue is resolved, the HyperCare team will notify the Customer Care Center Analyst of the resolution.
Capturing Issues:
• It is important to capture and log as much detail as possible. The BMISS HyperCare Support Team will need enough information to recreate the
issue in order to solve the problem. Applicant details should include the following:
o Applicant information:
• Full name
• Last four digits of SSN
• Email address
• Phone number
o The exact NHSC SP Online Application screen the applicant was on when the issue occurred (screenshot if applicable)
o The Web Browser the applicant was using (e.g. Internet Explorer, Firefox, etc.)
o The frequency of the issue (e.g. always, sometimes, etc.)

2. For Program Related Issues:
Division Support Process:
• If an applicant has a program question, the Customer Care Center will try to answer the problem by referring to the Application and Program
Guidance. If the Customer Care Center is unable to answer the question then the Applicant’s question and information are recorded and the
Customer Care Center contacts the appropriate DNHSC Analyst. DNHSC answers the question and the Customer Care Center responds back
to the Applicant.
Online Application Technical Issues Email:
• BMISS HyperCare Support Contact: Ashley Carothers- [email protected] or Christopher Galipo- [email protected]
Capturing Applicant Information:
• The following applicant information should be captured with as much detail of the issue as possible:
o First and Last Name
o Email Address
o Phone Number
o Last four digits of SSN
o Section of Online Application the user was on when they encountered the problem
o Detailed summary of the problem
o Supporting Document (If applicable)
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