Screenshots_NASA STEM Gateway Enhancements (4-20-23)

Screenshots / Enhancements
4/20/2023

TABLE OF CONTENTS
SECTION 1 USER EXPERIENCE NAVIGATING THE COMMUNITY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
SECTION 2 PROFILE CREATION (i.e. STUDENT, EDUCATOR, OTHER) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
SECTION 3 APPLY TO OPENINGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
1. INTERNSHIPS & PATHWAYS APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
2. CHALLENGES APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
3. FELLOWSHIPS & RESEARCH OPPORTUNITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4. EDUCATOR PROFESSIONAL DEVELOPMENT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
5. COLLEGE & PRE-COLLEGE STEM EXPERIENCE GROUP REGISTRATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
6. COLLEGE & PRE-COLLEGE STEM EXPERIENCE INDIVIDUAL APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
7. COLLEGE & PRE-COLLEGE STEM EXPERIENCE APPLY ON BEHALF OF MINOR APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
8. SIGN-UP ONLY APPLICATIONS (ALL RECORD TYPES) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

SECTION 4 ACCEPT/DECLINE OFFERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
SECTION 5 MY INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
SECTION 6 NASA ENGAGES - EXTERNAL USER EXPERIENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
1. NAVIGATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
2. INITIATE & MANAGE REQUESTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

152

SECTION 7 NASA ENGAGES - INTERNAL USER EXPERIENCE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
1. NASA EXPERT PROFILE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
2. NAVIGATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
3. INITIATE & MANAGE REQUESTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

201

4. SELF-REPORT EVENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
5. VIEW, SUGGEST, & APPLY TO OPENINGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233

APPENDIX A SHOW MORE RESULTS PAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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244

SECTION 1
USER EXPERIENCE NAVIGATING THE COMMUNITY

1. PUBLIC LANDING PAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2. PUBLIC HOME VIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
3. PRIVACY STATEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
4. REDUCTION ACT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

3

SECTION 1 - 1. PUBLIC LANDING PAGE

A public Landing Page for all of Gateway has been provided to its users to help ease the navigation process for users. As Gateway grows and additional components are built out, this
landing page will be updated with additional “tiles” to point users to the new areas of the system. This ensures that they only need to bookmark one link. Users will select the Register
in Gateway & Apply to STEM Opportunities to access the Learner Community. The Educator Community of Practice (CoP) tile routes users to the CONNECTS component, which
contains educator resources for those registered educators that apply to and become members of the community. The ENGAGE with a NASA Expert tile routes users to the NASA
ENGAGES component, where internal and external users may request a NASA expert to participate as an expert for a variety of event types.

The Footer links displayed
on this Landing Page will
remain in sync with the
official nasa.gov website.
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SECTION 1 - 2. PUBLIC HOME VIEW

The public website displays the same standard footer within all pages of the site. 
This footer contains direct links to the NASA Privacy statement & Paperwork Reduction Act (PRA) statement.

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SECTION 1 - 3. NASA PRIVACY STATEMENT

 The Privacy link in the footer will direct external users to the NASA Privacy statement for OSTEM.

6

SECTION 1 - 4. PAPERWORK REDUCTION ACT

 The

PRA link in the footer will direct external users to the NASA PRA Statement for OSTEM. 
**CONTROL NUMBER AND EXPIRATION DATE WILL BE UPDATED UPON APPROVAL 

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SECTION 2
PROFILE CREATION (i.e. STUDENT, EDUCATOR, OTHER)
1. SIGN UP OR LOGIN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2. SELECT USER TYPE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3. BASIC INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
4. ACTIVE STUDENT (13 OR UNDER). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
5. ACTIVE STUDENT (14 - 17) - PARENTAL CONSENT REQUEST. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
6. ACTIVE STUDENT (14 - 17) - PARENTAL CONSENT DECISIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
7. ACTIVE STUDENT (14 - 17) - PARENTAL CONSENT NOT APPROVED. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
8. ACTIVE STUDENT (18 OR ABOVE), EDUCATOR, OR OTHER CONFIRMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
9. ACTIVE STUDENT (18 OR ABOVE), EDUCATOR, OR OTHER CONFIRMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
10. PASSWORD CREATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
11. PRIVACY POP-UP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

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SECTION 2
PROFILE CREATION - continued
12. CREATE PROFILE - PERSONAL INFORMATION (MINOR VIEW). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
13. CREATE PROFILE - PERSONAL INFORMATION (ADULT VIEW) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
14. CREATE PROFILE - DEMOGAPHIC INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
15. CREATE PROFILE - DEMOGRAPHIC INFORMATION HELP TEXT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
16. CREATE PROFILE - CITIZENSHIP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
17. CREATE PROFILE - EDUCATION OR AFFILIATE ORGANIZATION (STUDENT VIEW). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
18. CREATE PROFILE - EDUCATION OR AFFILIATE ORGANIZATION (EDUCATOR VIEW) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
19. CREATE PROFILE - EDUCATION OR AFFILIATE ORGANIZATION (OTHER VIEW). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
20. CREATE PROFILE - MEDIA AND SURVEY CONSENT (ADULT VIEW). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
21. REGRISTRATION CONFIRMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

9

SECTION 2 - 1. SIGN UP OR LOGIN

External users will login to their registered account or initiate the sign up process to generate a new account from the same location. They
may click the Sign Up | Login link from the top menu or from the corresponding tile on the home page, which will generate the same login/
sign up page.

New users will click the New
Member link to initiate the
registration workflow.

10

SECTION 2 - 2. SELECT USER TYPE

In the previous version of the system, users
were able to self-identify as either a Student
or Educator through a standard picklist field
with limited help text. STEM Gateway now
allows users to self-identify as a Student,
Educator, or Other. The new Other category
represents members of the general public
who neither fall within the Student or
Educator categories.
STEM Gateway introduced improvements to
the category selection process by providing
detailed descriptions of each user category
to help aid them in making the most accurate
user-type selection.
Users will be routed to the corresponding
registration workflow based on the category
button that they click/select.

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SECTION 2 - 3. BASIC INFORMATION

Before external users can proceed with creating a profile within the system, they are required to provide basic information about themselves. If external users
select the Active Student category in the previous step, then an additional field called Age will appear on this form, where they must select their age range so that
the system can verify their age without collecting PII data. This field will not appear on this step if Educator or Other is selected in the previous step. Required
fields are designated with an asterisk (*).

Previously, the age ranges students could select
included 15 or under, 16-17, and 18 or over. However,
the age ranges have changed to 13 or under, 14-17,
and 18 or over. Changes to the available age ranges
better support the age ranges that do and do not
participate with OSTEM activities with or without
parent involvement.

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SECTION 2 - 4. ACTIVE STUDENT (13 OR UNDER)

If the user selects 13 or under from the Age verification field, they will receive a message that notifies them that
they are too young to participate. At that point, the user is prevented from continuing within the system and no
data relating to the user’s information is stored.

If the external user clicks the hyperlink included in the
message, it will automatically route them to the public
STEM Resources and Opportunities page on nasa.gov.

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SECTION 2 - 5. ACTIVE STUDENT (14 - 17) - PARENTAL CONSENT REQUEST

If the user selects the 14 - 17 from
the Age verification field, they will
be notified that they must first
obtain consent from their parent/
legal guardian before they can
proceed with creating their profile.
They will be required to enter basic
information about their parent/
legal guardian. Required fields
are designated with an asterisk (*).

Once users submit their parent/legal guardian
information, they will receive a confirmation
message to notify them that their parent/legal
guardian will be contacted. A temporary profile
is created with the user’s basic information
collected in the previous step. They are
prevented from proceeding any further in the
workflow until a response is received from the
parent/legal guardian.

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SECTION 2 - 6. ACTIVE STUDENT (14 - 17) - PARENTAL CONSENT DECISIONS
Once the consent request is submitted by the potential registrant, the system will automatically
send that parent/legal guardian an email that notifies them who is attempting to register with a
request that they provide their parental consent decision. A direct link is provided to that parent/
legal guardian, which automatically navigates them to a dedicated consent form specific to that
minor’s registration request. Here, they must provide their consent decision for:
•
•
•
•

Authorization for Application/Activity Participation
Authorization to Receive Text Messages
Authorization for NASA Media Release
Authorization for Survey Participation

The parent/legal guardian is required to provide a consent decision (Yes or No) for each of the above
mentioned sections. The minor can only proceed with registration if the parent/legal guardian
selects/submits Yes within the Authorization for Application/Activity Participation section of the
consent form.

If Yes is selected in the
Authorization to Receive
Text Messages section,
an additional disclaimer
message will be displayed
to notify the parent/legal
guardian that the minor may
incur charges by agreeing
to allow the minor to
receive text messages and
that their decision will not
affect the minor’s chances
of selection.

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SECTION 2 - 7. ACTIVE STUDENT (14 - 17) - PARENTAL CONSENT NOT APPROVED

When the parent/legal guardian selects/submits No to the Authorization for Application/Activity Participation section of the consent form,
the minor is restricted from proceeding any further with their registration. The system notifies both the parent/legal guardian and the
minor of the outcome of the parent consent decision.

The system will display this
confirmation message to the parent/
legal guardian to confirm their
disapproval decision.

The system will automatically
generate an email to the minor
notifying them that they have not
been approved to proceed with
registration. If the minor clicks the
hyperlink included in the message,
it will automatically route them to
the public STEM Resources and
Opportunities page on nasa.gov.

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SECTION 2 - 8. ACTIVE STUDENT (18 OR ABOVE), EDUCATOR, OR OTHER CONFIRMATION

When the parent/legal guardian selects/submits Yes to
the Authorization for Application/Activity Participation
section of the consent form, the minor is approved to
proceed with their registration. The system notifies
both the parent/legal guardian and the minor of the
outcome of the parent consent decision.

The system will display this
confirmation message to
the parent/legal guardian
to confirm their approval
decision.

The
system
will
automatically generate two
emails to the minor. The
first message is to confirm
that their parent/legal
guardian has authorized
their registration request
and serves as anotification
to expect a secondary
email to continue with
registration. The second
email that is generated
contains a direct link that
will automatically direct the
minor to the registration
flow for their account
along with their account
username. The minor will
click this link to continue
on to the next step in the
registration flow to set up a
password.

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SECTION 2 - 9. ACTIVE STUDENT (18 OR ABOVE), EDUCATOR, OR OTHER CONFIRMATION

After a user who has identified themselves as an Active Student (18 or above), an Educator, or Other and submitted their
information within the Basic Information section of the registration flow, the user will receive a confirmation message to
confirm that they could expect an email to continue with the registration process.

The email that is generated contains
a direct link that will automatically
direct the user to the registration
flow for their account along with
their account username. The user
will click this link to continue on to
the next step in the registration flow
to set up a password.

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SECTION 2 - 10. PASSWORD CREATION

When a registrant clicks the direct link from their confirmation email, they are automatically routed to the Password Creation page.

The
system
provides
guidance to the user to
help guide them in setting
up their password in the
required format.
Users can hover on the ‘I’ icon to view help
text pertaining to allowed special characters.

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SECTION 2 - 11. PRIVACY POP-UP

Once users complete the creation of their password, STEM Gateway now displays a popup message that displays a privacy acknowledgement statement.
This enhancement brings the privacy information to the forefront. No information is collected from the user at this step in the workflow.

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SECTION 2 - 12. CREATE PROFILE - PERSONAL INFORMATION (MINOR VIEW)

For those users who have self-identified as an Active Student (14-17) and have received parental consent,
the system will display this version of the Personal Information flow page.

The system will validate the birthdate to ensure
that the registrant’s age falls within the 14 - 17
year old age range if the user self identifies as
an Active Student (14-17).

If the user selects Yes in the Is this a Mobile
Phone field, no additional fields are added to
the form because authorization as to whether
or not the minor can authorize text messages
to be sent to the mobile number are accepted
or declined is determined by the parent/legal
guardian during the parental consent process.

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SECTION 2 - 13. CREATE PROFILE - PERSONAL INFORMATION (ADULT VIEW)

For those users who have self-identified as an Active Student (18 or above), Educator, or Other, the system will display this version of the
Personal Information flow page.

The system will validate the birthdate to ensure
that registrant’s age falls within the 18 year old
or above age range if the user self identifies as
an Active Student (18 or above).

If the user selects Yes in the Is this a Mobile Phone field, an additional field will then be displayed
asking them to determine whether it is OK to send text messages to the individual regarding their
application. If Yes is selected, an additional disclaimer message will be displayed to notify the user
that they may incur charges by agreeing to receive text messages and that their decision will not
affect the their chances of selection.

22

SECTION 2 - 14. CREATE PROFILE - DEMOGAPHIC INFORMATION

A disclaimer message is displayed at the top of this workflow page to notify users that although all fields within this section are required,
they still have the ability to opt out of providing their demographic information by selecting the Do not wish to provide option in any field.
This allows OSTEM to collect and report on data accurately while still providing users with a choice on what data that they want to provide.

23

SECTION 2 - 15. CREATE PROFILE - DEMOGRAPHIC INFORMATION HELP TEXT

Users may view help text by selecting the ‘I’ icon for any applicable field.

24

SECTION 2 - 16. CREATE PROFILE - CITIZENSHIP
Next, users must identify their Citizenship status. Lawful Permanent Resident (LPR) was added as a new picklist value by the request of many Learners. Because
validation rules are now enforced based on the users’ citizenship status, we found that those individuals with an LPR were not able to apply to those activities that only
do not allow US Citizens, even though they are qualified. Because they could not technically claim to be US Citizens, they were forced to choose Non-US Citizens, which
automatically disqualified them from applying. Adding LPR provides Learners with a broader range of options to cover their unique status.

If Non-United States Citizen is selected, an additional Country
of Citizenship field is added where users are required to pick
the country in which their citizenship is associated to from a
standard list of countries.

25

SECTION 2 - 17. CREATE PROFILE - EDUCATION OR AFFILIATE ORGANIZATION (STUDENT VIEW)

Students are required to identify their
primary educational institution that they
currently attend. Learners can search our
database of over 131,000 formal/informal
institutions stored within STEM Gateway.

Students can select the Can’t find my institution checkbox if
they cannot find their institution, which will remove the Academic
Institution search box and replace it with a write-in capability,
where they are required to enter their school’s name and address.
The information is validated by a Data Steward upon submission.

As a Student, once the Applicant Type field
is selected, a Grade Level field then gets
displayed. The picklist values within this
field dynamically change based on the value
selected in the Applicant Type field.

The student can optionally self-identify as a
parent who may choose to register on behalf
of a minor child (13 years old or under) in
addition to their student profile. This checkbox
is only displayed to those students who have
self-identified as 18 years old or above. If the
student is 14-17 years old and has received
parental consent to register, this checkbox is
hidden from view all together.

26

A new Enrollment
Status field has been
added to require
students to identify
whether they are
available for parttime
or
full-time
activities, if selected,
so that programs who
fund full and part
time students can
determine availability
for selections.

SECTION 2 - 18. CREATE PROFILE - EDUCATION OR AFFILIATE ORGANIZATION (EDUCATOR VIEW)
Educators are required to identify their primary educational institution that they are
associated to. Learners can search our database of over 131,000 formal/informal institutions
stored within STEM Gateway.

If the Educator identifies themself as an Informal Educator within the
Applicant Type field, then an additional picklist field is populated,
requiring that they identify the type of informal educator that they are.

The educator can optionally self-identify as a parent who
may choose to register on behalf of a minor child (13 years
old or under) in addition to their student profile.

Users can select the Can’t find my institution checkbox if they cannot find their institution, which will remove
the Academic Institution search box and replace it with a write-in capability, where they are required to enter
their school’s name and address. The information is validated by a Data Steward upon submission.
27

SECTION 2 - 19. CREATE PROFILE - EDUCATION OR AFFILIATE ORGANIZATION (OTHER VIEW)

Because the Other category represents
members of the general public who
are not necessarily affiliated with an
educational institution, this step in the
workflow is optional for those who
self-identified themselves as being
in this category. Users can search
our database of over 131,000 formal/
informal institutions stored within STEM
Gateway.

Users can select the Can’t find my
institution checkbox if they cannot find
their institution, which will remove the
Academic Institution search box and
replace it with a write-in capability, where
they are required to enter their school’s
name and address. The information
is validated by a Data Steward upon
submission.

The other category can optionally
self-identify as a parent who
may choose to register on behalf
of a minor child (13 years old or
under) in addition to their student
profile.

28

SECTION 2 - 20. CREATE PROFILE - MEDIA AND SURVEY CONSENT (ADULT VIEW)

If the user self-identified themselves as a minor (14-17 years old) and has received parental consent to register, that minor will bypass this workflow step all together
because the parent already provided their consent decisions on their behalf within the parent/legal guardian consent form and those decisions cannot be changed within
the system without the involvement of a System Administrator designated by OSTEM. However, those individuals who identified themselves as a Student (18 years old
or above), an Educator, or Other will be routed to this consent form as part of the profile creation process.

Users will be required to
provide a consent decision
of Yes or No for both
Media Release and their
Survey Participation upon
selection.

29

SECTION 2 - 21. REGRISTRATION CONFIRMATION

The system will display a confirmation message to the Learners, making it clear that they are now ready to apply/register for available
opportunities. This step in the workflow does not collect any information.

30

SECTION 3
APPLY TO OPENINGS

1. INTERNSHIPS & PATHWAYS APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
2. CHALLENGES APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
3. FELLOWSHIPS & RESEARCH OPPORTUNITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4. EDUCATOR PROFESSIONAL DEVELOPMENT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
5. COLLEGE & PRE-COLLEGE STEM EXPERIENCE GROUP REGISTRATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
6. COLLEGE & PRE-COLLEGE STEM EXPERIENCE INDIVIDUAL APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
7. COLLEGE & PRE-COLLEGE STEM EXPERIENCE APPLY ON BEHALF OF MINOR APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
8. SIGN-UP ONLY APPLICATIONS (ALL RECORD TYPES) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

31

SECTION 3
APPLY TO OPENINGS

1. INTERNSHIPS & PATHWAYS APPLICATIONS
1A. ELIGIBLE USER TYPE VALIDATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
1B. CITIZENSHIP VALIDATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
1C. AGE LIMIT VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
1D. EXISTING APPLICATION VALIDATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
1E. APPLICATION GUIDE INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
1F. CLONE OR SKIP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
1G. GPA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
1H. EDUCATION OR AFFILIATE ORGANIZATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
1I. EMPLOYMENT HISTORY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

42

1J. OTHER EXPERIENCE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

43

1K. TRANSCRIPTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
1L. RESUME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
1M. SKILLS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

32

SECTION 3
APPLY TO OPENINGS

1. INTERNSHIPS & PATHWAYS APPLICATIONS CONTINUED
1N. LANGUAGES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
1O. INTEREST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
1P. REVIEW & EDIT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
1Q. REVIEW & EDIT EDUCATIONAL HISTORY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
1R. REVIEW & EDIT EMPLOYMENT & OTHER EXPERIENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
1S. REVIEW & EDIT LANGUAGES & SKILLS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
1T. REVIEW & SUBMIT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
1U. SUBMITTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

33

SECTION 3 - 1A. ELIGIBLE USER TYPE VALIDATION

Because not every user type is qualified to apply/register for every Opening type, STEM Gateway has introduced a new validation against the Learner Category that
the user has self-identified as. When the Opening is created on the internal side of the system, the activity owner will identify the eligible applicants by selecting from
the options of: Student; Educator; Student and Educator; or All (All encompasses Students, Educator, or Other).
STEM Gateway has introduced a validation rule that will prevent any learner who does not fall within the identified learner category from needlessly applying to an
opening if they are not qualified to participate. If the current user’s learner category does not fall within the eligible applicant category identified for that Opening, the
system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their learner type to try and circumvent this validation rule.

34

SECTION 3 - 1B. CITIZENSHIP VALIDATION

When each Opening is created on the internal side of STEM Gateway, the activity managers can determine which country/countries of citizenship are allowed to apply/
register for their activity. If the current user’s citizenship is self-identified as being associated to any country other than the country/countries identified on the parent
opening, the system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their country of citizenship to try and circumvent this validation rule.

35

SECTION 3 - 1C. AGE LIMIT VALIDATION

The Internships and Pathways programs only accept applicants who are 16 years of age or above. STEM Gateway has introduced a validation rule that will prevent any
learner who’s birthdate does not fall within sixteen years of the current date from being able to initiate an application. If the current user’s age has been self-identified
as 15 years old or under, the system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their date of birth to try and circumvent this validation rule.

36

SECTION 3 - 1D. EXISTING APPLICATION VALIDATION

STEM Gateway has introduced a validation rule that will prevent a user from initiating a new application record for an opening if one already
exists in the system for the selected activity, regardless of the status of that application.

Users may click the Next button on the
message that is displayed to be routed to
the current application record that already
exists in the system.

Users may then choose to proceed with the
current application as is or they may choose
to withdraw the application, which will then
allow them to re-apply with a brand new
application for that opening.

37

SECTION 3 - 1E. APPLICATION GUIDE INTRODUCTION

The Internships program recently introduced a guided application experience to their workflow to help provide a more step-by-step approach
to the application experience. When a new Internships application is initiated, the first step in the workflow provides some guidance
information about the experience and how users will navigate the workflow. This step in the workflow does not collect any information.

38

SECTION 3 - 1F. CLONE OR SKIP
When a new application is initiated, the system will provide the user with the option to clone one of their five most recently submitted applications for the same record type (Internships
or Pathways). This will copy all the data from the selected application and clone that information into the new application in an editable format. This allows individuals to submit multiple
Internships applications without having to repeatedly re-enter the same information for each submission. If no applications were previously submitted for the related record type, the clone
feature is bypassed all together and the user is routed to a new, blank application record.

The user may choose to skip
the Clone feature and instead
create a blank application record.
Here, the system provides the
full application in an Application
Guide, which helps the user walk
through the application, step-bystep. Instructions are provided
above the guide to help inform the
user on how to use the flow.

If an existing application is selected to be cloned, the user is then routed to a message to notify them that they have the responsibility of reviewing the cloned information to ensure it
is still accurate before they record is submitted. This step in the workflow does not collect any information. When the Next button is selected, the user bypasses the application flow
within the Application Guide all together, and is auto-routed to the Review & Edit step.

39

SECTION 3 - 1G. GPA

The GPA was separated from each Academic History entry. Users are now asked to identify their current GPA one time at the beginning of their application.
If their school does not use GPA, then they can select the checkbox below instead to indicate that fact. One of the two options is required to be completed.

40

SECTION 3 - 1H. EDUCATION OR AFFILIATE ORGANIZATION
Users are required to identify their full educational history, which includes each school they attended, the dates of attendance,
their major/areas of interest, and the highest academic level they achieved per institution. They can search our database
of over 139K+ formal/informal institutions stored within STEM Gateway. Users can identify their Major and Double Major
by searching our database of all standardized academic programs within STEM Gateway, searching by keyword.

Users can select
the Can’t find my
institution checkbox
if they cannot find
their
institution,
which will remove
the
Academic
Institution
search
box and replace
it with a write-in
capability,
where
they are required to
enter their school’s
name and address.
The
information
is validated by a
Data Steward after
submission.

If the user has multiple entries to make, they can select Yes
and click Next after completing the form, which will bring
up a blank copy of this form so that they make an additional
entry. This can be repeated as many times as needed.

NOTE: As the users complete the form and click
Next, academic records and the associated majors
records are generated and associated to the
application within the Educational History tab (above
the chevron). See the Review & Edit Educational
History page for more info.
41

If the user selects the Present checkbox
to indicate their current school, the Date
To field disappears and is replaced with
required fields called Planned Graduation
Month and Planned Graduation Year.
The year field will automatically display
the current year + 10 years into the future.

SECTION 3 - 1I. EMPLOYMENT HISTORY
Users may optionally enter any employment history. Here, they will enter basic information about their Employer, assigned position, and length of employment.

If the user has no employment
history to report, they will select the
I do not have employment history
at this time checkbox instead

NOTE: As the users complete the form and click Next,
employment records are generated and associated to the
application within the Employment & Other Experiences
History tab (above the chevron). See the Review & Edit
Employment & Other Experience page for more info.

If the user has multiple entries to make, they can select Yes and click Next after
completing the form, which will bring up a blank copy of this form so that they
make an additional entry. This can be repeated as many times as needed.
42

SECTION 3 - 1J. OTHER EXPERIENCE

Users may optionally enter any other experience they feel is relevant. Here, they will enter basic information about the type of experience they wish to report, are able to describe
the experience, and provide the length of time that experience occurred.

If the user has no additional experience to report,
they will select the I do not have any “Other
Experience” at this time checkbox instead

If the user has multiple entries to make, they can select Yes
and click Next after completing the form, which will bring up a
blank copy of this form so that they make an additional entry.
This can be repeated as many times as needed.

NOTE: As the users complete the form and click Next,
other experience records are generated and associated to
the application within the Employment & Other Experiences
History tab (above the chevron). See the Review & Edit
Employment & Other Experience page for more info.
43

SECTION 3 - 1K. TRANSCRIPTS
Users are required to upload their most current school transcripts before they may submit their Internships or Pathways application. However, because they can choose
to save, leave, and return to their application at a later time, they are given the ability to choose if they are ready or not to upload their transcripts at this workflow step.

If the user chooses No, they may
skip this step until they are ready
and simply click the Next button.
If the user chooses Yes, they
are then required to upload the
transcripts to the application.

If the user has multiple entries to make, they can select Yes and click Next after
completing the form, which will bring up a blank copy of this form so that they
make an additional entry. This can be repeated as many times as needed.

44

NOTE: As the users add transcripts and
click Next, transcript records are generated
and associated to the application within the
Educational History tab (above the chevron).
See the Review & Edit Educational History
page for more info.

SECTION 3 - 1L. RESUME

Users may optionally upload a Resume to their Internships or Pathways application.

If the user chooses No, they may skip
this step until they are ready and simply
click the Next button.
If the user chooses Yes, they are then
required to upload the transcripts to the
application.

If the user has multiple entries to make, they can select Yes and click Next after
completing the form, which will bring up a blank copy of this form so that they
make an additional entry. This can be repeated as many times as needed.

45

NOTE: As the users submit a Resume and click Next, resume
records are generated and associated to the application
within the Employment & Other Experiences History tab
(above the chevron). See the Review & Edit Employment
& Other Experience page for more info.

SECTION 3 - 1M. SKILLS

Users may optionally identify Skills that they possess that they feel are relevant to the opportunity that they are applying for. The user simply needs to enter a portion of their
skill name, which will automatically search our database of 4K+ records and return all matches for them to choose from. The system will automatically generate a skill record
for each search result that they choose from the list.

To remove a skill, they simply need
to click the X for the item(s) they
want to eliminate.

46

NOTE: As the users submit Skills, skill records are generated
and associated to the application within the Languages
& Skills tab (above the chevron). See the Review & Edit
Languages & Skills page for more info.

SECTION 3 - 1N. LANGUAGES

Languages is another optional step in the workflow, which allows users to identify any foreign languages that they speak. The user simply needs to enter a portion of their language,
which will automatically return all matches for them to choose from. The system will automatically generate a language record for each search result that they choose from the list.

To remove a language, they simply need
to click the X for the item(s) they want to
eliminate.

NOTE: As the users submit Languages, language records
are generated and associated to the application within the
Languages & Skills tab (above the chevron). See the Review
& Edit Languages & Skills page for more info.

47

SECTION 3 - 1O. INTEREST

Users are required to submit a brief essay on why they want a NASA Internship. The character limitation was increased to 1200 characters based on requests from the user
community to allow for a more in-depth submission. Users will also identify how they learned about the opportunity that they are applying for by checking one or multiple options.

48

SECTION 3 - 1P. REVIEW & EDIT
If the user created a new Internships or Pathways application, this would be the next step in the workflow. If users cloned an existing Internships or Pathways application, they would
automatically be routed to this step in the flow once the clone was initiated. Regardless if the application was brand new or cloned, the experience at this point is the same for the
user. Here, the user has an opportunity to review what has been generated for the application and may update any areas before the application is submitted.

All of the content that generated individual
records that are then associated to the
application can be accessed through the
various tabs above the chevron

All remaining text fields are editable
directly from this page

49

SECTION 3 - 1Q. REVIEW & EDIT EDUCATIONAL HISTORY

Users may add, update, or remove the information that was created for this
application. The blue buttons allow users to add new education information and
transcripts. The fields in this view match the experience previously described.

Users may also update their GPA from
this location by clicking the pencil icon
to open the record in edit mode. once
the changes are saved, the Review &
Edit page will reflect the change to
this section.

Users can click the dropdown arrow
to the right of each record view, edit,
or delete the record.
NOTE: Student Majors cannot be
directly deleted by the user from
this view. They may only view. The
Academic History record where the
major was identified on will have to
be updated to add/modify/remove
the major, which will automatically
update the records displayed in the
Student Majors section on save.

50

SECTION 3 - 1R. REVIEW & EDIT EMPLOYMENT & OTHER EXPERIENCE

Users may add, update, or remove the information that was created for this application. The blue buttons allow users to add new employment
information, other related experience, and resumes. The fields in this view match the experience previously described.

Users can click the dropdown
arrow to the right of each record
view, edit, or delete the record.

51

SECTION 3 - 1S. REVIEW & EDIT LANGUAGES & SKILLS

Users may also manage the Skills and Languages that they have identified on their application. They may search and add new entries by
searching by keyword in the appropriate fields.

They can remove any record by
clicking the X for any record

52

SECTION 3 - 1T. REVIEW & SUBMIT

Once they have completed their updates and move forward in the workflow,
a full read-only overview is displayed, giving the users one last opportunity
to review the data prior to submission. They may choose to go back in the
workflow to make any necessary changes or submit the application. No
information is collected from the user on this step.

53

SECTION 3 - 1U. SUBMITTED

Once submitted, they may view a read-only view of the
information that was submitted for their application. Again,
no information is selected at this point.

54

SECTION 3
APPLY TO OPENINGS

2. CHALLENGES APPLICATIONS
2A. ELIGIBLE USER TYPE VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
2B. CITIZENSHIP VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
2C. EXISTING APPLICATION VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
2D. INSTITUTION INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
2E. TEAM INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
2F. TEAM MEMBERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
2G. PROPOSAL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
2H. SUPPORTING DOCUMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
2I. INTEREST. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
2J. REVIEW & SUBMIT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
2K. SUBMITTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

55

SECTION 3 - 2A. ELIGIBLE USER TYPE VALIDATION

Because not every user type is qualified to apply/register for every Opening type, STEM Gateway has introduced a new validation against the Learner Category that
the user has self-identified as. When the Opening is created on the internal side of the system, the activity owner will identify the eligible applicants by selecting from
the options of: Student; Educator; Student and Educator; or All (All encompasses Students, Educator, or Other).
STEM Gateway has introduced a validation rule that will prevent any learner who does not fall within the identified learner category from needlessly applying to an
opening if they are not qualified to participate. If the current user’s learner category does not fall within the eligible applicant category identified for that Opening, the
system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their learner type just to try and circumvent this validation rule.

56

SECTION 3 - 2B. CITIZENSHIP VALIDATION

When each Opening is created on the internal side of STEM Gateway, the activity managers can determine which country/countries of citizenship are allowed to apply/
register for their activity. If the current user’s citizenship is self-identified as being associated to any country other than the country/countries identified on the parent
opening, the system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their country of citizenship just to try and circumvent this validation rule.

57

SECTION 3 - 2C. EXISTING APPLICATION VALIDATION

STEM Gateway has introduced a validation rule that will prevent a user from initiating a new application record for an opening if one already
exists in the system for the selected activity, regardless of the status of that application.

Users may click the Next button on the message that is
displayed to be routed to the current application record
that already exists in the system.

Users may proceed with the current
application as is or they may choose to
withdraw the application, which will then
allow them to re-apply with a brand new
application for that opening.

58

SECTION 3 - 2D. INSTITUTION INFORMATION

Because the each Challenges application is unique to the opportunity and the team submitting the application, once users pass all validation rules, they are routed to a brand
new application flow without the ability to clone from a previous version. First, users are required to identify the Academic Institution that will serve as the Lead for the team.
by searching within our database of over 139K+ formal/informal institutions stored within STEM Gateway

Users can select the
Can’t find my institution
checkbox if they cannot
find their institution, which
will remove the Academic
Institution search box and
replace it with a writein capability, where they
are required to enter their
school’s name and address.
The information is validated
by a Data Steward after
submission.

If the user has one or more Participating institutions to submit, they can select
Yes and click Next after completing the form, which will bring up a blank copy
of this form so that they make an additional entry. This can be repeated as
many times as needed for each Participating institution.

59

SECTION 3 - 2E. TEAM INFORMATION
Users will enter the Team Name and will identify the Name, Email, and Phone Number for the team’s Faculty Advisor and Team Lead

Users may edit and/or delete
the institution(s) identified once
they move past the Institution
Information step and as long as
the application is not moved to
a Submitted state

60

SECTION 3 - 2F. TEAM MEMBERS
Next, users will identify each Team Member who will participate in the activity if the team is selected as a participant.

Users will enter the First Name, Last
Name, and Email for each team
member. they may click the plus sign
to add additional lines. Users will click
the Send Invites button, which will
generate an email notification for each
named team member. This step can be
repeated as many times as needed.
The system will determine if an account
already exists for the Name/Email
combination entered per user and will
send a specific message based on if
they are already registered in Gateway.

If the user does not already exist, the message will instruct them to register
and the system will auto-generate a blank “team member” application and
associate it to this “team lead” application. However, the application will
not move to a submitted state until the registration process is completed.
61

If the user does already exist, the message notify them
that they have been identified as a team member and the
system will automatically generate a blank “team member”
application and associate it to this “team lead” application
in a submitted state.

SECTION 3 - 2G. PROPOSAL

Users are required to submit a proposal before the application is submitted. They may select Yes and upload the proposal on this step. Or they may
select No, and continue on to the next step in the flow. If they choose to upload the proposal at a later date, they can click the New button in the corner
of the Proposals related list, where they will be prompted to upload the file at that time with the same upload feature pictured on the left.

Users can view the team
members
who
were
previously invited in the
Team Member Applications
related list. They may also
continue to invite additional
team members in the Invite
Team Members list above.
The invite experience is the
same as described on the
previous step.
If the user chooses to upload
multiple files, they can click Yes and
a new upload form will be displayed
upon clicking Next.

62

SECTION 3 - 2H. SUPPORTING DOCUMENTS

Users may optionally submit any other supporting documents that they feel should be considered as part of their application. If no documents exist, they may skip this step all together.

Users may upload one
or multiple documents
during this step.

Users may delete the
proposal that was
previously submitted
as
long
as
the
applications has not yet
been submitted. They
may also upload a new
or additional version
of the proposal, which
will present them
with the same upload
function as previously
described.

63

SECTION 3 - 2I. INTEREST

Finally, users will identify how they learned about the opportunity that they are applying for by checking one or multiple options.

Users may delete any
supposrting files that they
uploaded as long as the
application has not yet been
submitted. They may also
upload new documents by
clicking the Add Files button,
which will present them with
the same upload function as
previously described.
64

SECTION 3 - 2J. REVIEW & SUBMIT

Users will have an opportunity to review / update any previously submitted information prior to submittal.

All text fields can be updated
directly from this page
Any external files that were
uploaded can be updated or
replaced by new files prior to
submittal

65

SECTION 3 - 2K. SUBMITTED

Once the application has been moved to a Submitted state, the content within the application is locked from further editing.

The Team Lead who created
the application may continue to
invite Team Members even after
the application is submitted. This
will create a blank application for
each member and associate it to
the lead application.
Once the user has a completed
registration, they will be eligible
to receive an offer if the team has
been selected for the activity.

66

SECTION 3
APPLY TO OPENINGS

3. FELLOWSHIPS & RESEARCH OPPORTUNITIES APPLICATIONS
3A. ELIGIBLE USER TYPE VALIDATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
3B. CITIZENSHIP VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
3C. EXISTING APPLICATION VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
3D. IDENTIFICATION NUMBERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

71

3E. PRIMARY POINT OF CONTACT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
3F. SECONDARY POINT OF CONTACT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
3G. PROPOSAL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
3H. SUPPORTING DOCUMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
3I. INTEREST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
3J. REVIEW & SUBMIT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
3K. SUBMITTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

67

SECTION 3 - 3A. ELIGIBLE USER TYPE VALIDATION

Because not every user type is qualified to apply/register for every Opening type, STEM Gateway has introduced a new validation against the Learner Category that
the user has self-identified as. When the Opening is created on the internal side of the system, the activity owner will identify the eligible applicants by selecting from
the options of: Student; Educator; Student and Educator; or All (All encompasses Students, Educator, or Other).
STEM Gateway has introduced a validation rule that will prevent any learner who does not fall within the identified learner category from needlessly applying to an
opening if they are not qualified to participate. If the current user’s learner category does not fall within the eligible applicant category identified for that Opening, the
system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their learner type just to try and circumvent this validation rule.

68

SECTION 3 - 3B. CITIZENSHIP VALIDATION

When each Opening is created on the internal side of STEM Gateway, the activity managers can determine which country/countries of citizenship are allowed to apply/
register for their activity. If the current user’s citizenship is self-identified as being associated to any country other than the country/countries identified on the parent
opening, the system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their country of citizenship just to try and circumvent this validation rule.

69

SECTION 3 - 3C. EXISTING APPLICATION VALIDATION

STEM Gateway has introduced a validation rule that will prevent a user from initiating a new application record for an opening if one already exists in the
system for the selected activity, regardless of the status of that application.

Users may proceed with the current
application as is or they may choose to
withdraw the application, which will then
allow them to re-apply with a brand new
application for that opening.

Users may click the Next button on the
message that is displayed to be routed to
the current application record that already
exists in the system.

70

SECTION 3 - 3E. IDENTIFICATION NUMBERS

Users are required to enter the SAM Number when filling out a Fellowships or Research Opportunities application, and may optionally enter a DUNS Number and/or Cage Code.

71

SECTION 3 - 3F. PRIMARY POINT OF CONTACT

Users are required to identify the First Name, Last Name, Title, and related Academic Institution for the Primary Point of Contact for the application.

Users can select the Can’t
find my institution checkbox
if they cannot find the
institution, which will remove
the Academic Institution
search box and replace it
with a write-in capability,
where they are required to
enter their school’s name and
address. The information is
validated by a Data Steward
after submission.

If the user has a Secondary Point of Contact to identify, they can select
Yes and click Next after completing the form, which will bring up a
blank copy of this form so that they make an additional entry.

72

SECTION 3 - 3G. SECONDARY POINT OF CONTACT

If a Secondary Point of Contact is identified, then the First Name, Last Name, Title, and related Academic Institution for that POC is required.

Users can select the Can’t find my institution checkbox if they cannot
find the institution, which will remove the Academic Institution search
box and replace it with a write-in capability, where they are required
to enter their school’s name and address. The information is validated
by a Data Steward after submission.

73

SECTION 3 - 3H. PROPOSAL

Users are required to submit a proposal before the application is submitted. They may select Yes and upload the proposal on this step. Or they may select No, and continue
on to the next step in the flow. If they choose to upload the proposal at a later date, they can click the New button in the corner of the Proposals related list, where they will be
prompted to upload the file at that time with the same upload feature pictured on the left.

If the user chooses to upload multiple files, they can
click Yes and a new upload form will be displayed
upon clicking Next.
They may select Yes and upload the proposal on this step.
Or they may select No, and continue on to the next step in
the flow. If they choose to upload the proposal at a later date,
they can click the New button in the corner of the Proposals
related list, where they will be prompted to upload the file at
that time with the same upload feature pictured on the left.

74

SECTION 3 - 3I. SUPPORTING DOCUMENTS

Users may optionally submit any other supporting documents that they feel should be considered as part of their application. If no documents
exist, they may skip this step all together.

Users may delete
the proposal that
was
previously
submitted as long
as the applications
has not yet been
submitted.
They
may also upload a
new or additional
version
of
the
proposal,
which
will present them
with the same
upload
function
as
previously
described.

Users may upload one or multiple
documents during this step

75

SECTION 3 - 3J. INTEREST

Finally, users will identify how they learned about the opportunity that they are applying for by checking one or multiple options.

Users may delete
any
supporting
files
that
they
uploaded as long
as the application
has not yet been
submitted.
They
may also upload
new documents by
clicking the Add
Files button, which
will present them
with
the
same
upload
function
as
previously
described.

76

SECTION 3 - 3K. REVIEW & SUBMIT

Users will have an opportunity to review / update any previously submitted information prior to submittal.

Any external files that were
uploaded can be updated or
replaced by new files prior to
submittal

All text fields can be updated
directly from this page

77

SECTION 3 - 3L. SUBMITTED

Once the application has been moved to a Submitted state, the content within the application is locked from further editing.

78

SECTION 3
APPLY TO OPENINGS

4. EDUCATOR PROFESSIONAL DEVELOPMENT APPLICATIONS
4A. ELIGIBLE USER TYPE VALIDATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
4B. CITIZENSHIP VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
4C. EXISTING APPLICATION VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
4D. CLONE OR SKIP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
4E. BASIC INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
4F. PLANNED IMPLEMENTATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
4G. ESTIMATED REACH. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
4H. INTEREST. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
4I. REVIEW & SUBMIT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
4J. SUBMITTED. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

79

SECTION 3 - 4A. ELIGIBLE USER TYPE VALIDATION

Because not every user type is qualified to apply/register for every Opening type, STEM Gateway has introduced a new validation against the Learner Category that
the user has self-identified as. When the Opening is created on the internal side of the system, the activity owner will identify the eligible applicants by selecting from
the options of: Student; Educator; Student and Educator; or All (All encompasses Students, Educator, or Other).
STEM Gateway has introduced a validation rule that will prevent any learner who does not fall within the identified learner category from needlessly applying to an
opening if they are not qualified to participate. If the current user’s learner category does not fall within the eligible applicant category identified for that Opening, the
system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their learner type just to try and circumvent this validation rule.

80

SECTION 3 - 4B. CITIZENSHIP VALIDATION

When each Opening is created on the internal side of STEM Gateway, the activity managers can determine which country/countries of citizenship are allowed to apply/
register for their activity. If the current user’s citizenship is self-identified as being associated to any country other than the country/countries identified on the parent
opening, the system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their country of citizenship just to try and circumvent this validation rule.

81

SECTION 3 - 4C. EXISTING APPLICATION VALIDATION

STEM Gateway has introduced a validation rule that will prevent a user from initiating a new application record for an opening if one already
exists in the system for the selected activity, regardless of the status of that application.

Users may proceed with the current
application as is or they may choose to
withdraw the application, which will then
allow them to re-apply with a brand new
application for that opening.

Users may click the Next button on the
message that is displayed to be routed to
the current application record that already
exists in the system.

82

SECTION 3 - 4D. CLONE OR SKIP
When a new application is initiated, the system will provide the user with the option to clone one of their five most recently submitted applications for the same record type
(Educator Professional Development). This will copy all the data from the selected application and clone that information into the new application in an editable format. This
allows individuals to submit multiple applications for the same record type without having to repeatedly re-enter the same information for each submission. If no applications
were previously submitted for the related record type, the clone feature is bypassed all together and the user is routed to a new, blank application record.

The user may choose to skip the Clone feature and
instead create a blank application record. If selected,
the user is routed to the full, blank application, as
described starting on the next page.

If an existing application is selected to be cloned, the user is then routed to a message
to notify them that they have the responsibility of reviewing the cloned information to
ensure it is still accurate before they record is submitted. This step in the workflow does
not collect any information. When the Next button is selected, the user bypasses the
application flow all together, and is auto-routed to the Review & Submit step.

83

SECTION 3 - 4E. BASIC INFORMATION

Users are required to select basic information about their experience as an educator. They are able to identify multiple grade levels and subjects that they teach.

If Other is selected, they are required to
enter the unlisted subject(s) they teach.

84

SECTION 4 - 4F. PLANNED IMPLEMENTATION

Users are then required to answer multiple questions regarding their planned implementation of the content they will receive as a participant of the activity, if selected.

If Other is selected, they are required
to enter their planned utilization of
the content.

85

SECTION 4 - 4G. ESTIMATED REACH

Users will enter the estimated number of students they will reach in the enxt year, broken down by grade level. Any grades that do not
apply can be skipped and the system will count them as zero automatically.

86

SECTION 4 - 4H. INTEREST

Finally, users will identify how they learned about the opportunity that they are applying for by checking one or multiple options.

87

SECTION 4 - 4I. REVIEW & SUBMIT
If the user created a new application, this would be the next step in the workflow. If users cloned an existing application, they would automatically be routed to this step in the
flow once the clone was initiated. Regardless if the application was brand new or cloned, the experience at this point is the same for the user. Here, the user has an opportunity
to review what has been generated for the application and may update any areas before the application is submitted.

Because no external records were generated
during the application flow, the application can be
reviewed and updated directly from this one-page
view.

88

SECTION 4 - 4J. SUBMITTED

Once the application has been moved to a Submitted state, the content within the application is locked from further editing.

89

SECTION 3
APPLY TO OPENINGS

5. COLLEGE & PRE-COLLEGE STEM EXPERIENCE GROUP REGISTRATIONS
5A. ELIGIBLE USER TYPE VALIDATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

91

5B. CITIZENSHIP VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
5C. EXISTING APPLICATION VERIFICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
5D. CLONE OR SKIP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
5E. PRIMARY POINT OF CONTACT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
5F. SECONDARY POINT OF CONTACT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
5G. LEAD INSTITUTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
5H. PARTICIPATING INSTITUTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
5I. PLANNED IMPLEMENTATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
5J. PARTICIPANT INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
5K. SUPPORTING DOCUMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
5L. INTEREST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
5M. REVIEW & SUBMIT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
5N. SUBMITTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

90

SECTION 3 - 5A. ELIGIBLE USER TYPE VALIDATION

Because not every user type is qualified to apply/register for every Opening type, STEM Gateway has introduced a new validation against the Learner Category that
the user has self-identified as. When the Opening is created on the internal side of the system, the activity owner will identify the eligible applicants by selecting from
the options of: Student; Educator; Student and Educator; or All (All encompasses Students, Educator, or Other).
STEM Gateway has introduced a validation rule that will prevent any learner who does not fall within the identified learner category from needlessly applying to an
opening if they are not qualified to participate. If the current user’s learner category does not fall within the eligible applicant category identified for that Opening, the
system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their learner type just to try and circumvent this validation rule.

91

SECTION 3 - 5B. CITIZENSHIP VALIDATION

When each Opening is created on the internal side of STEM Gateway, the activity managers can determine which country/countries of citizenship are allowed to apply/
register for their activity. If the current user’s citizenship is self-identified as being associated to any country other than the country/countries identified on the parent
opening, the system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their country of citizenship just to try and circumvent this validation rule.

92

SECTION 3 - 5C. EXISTING APPLICATION VERIFICATION

STEM Gateway has introduced a validation rule that will prevent a user from initiating a new application record for an opening if one
already exists in the system for the selected activity, regardless of the status of that application.

Users may proceed with the current application
as is or they may choose to withdraw the
application, which will then allow them to reapply with a brand new application for that
opening.

Users may click the Next button on the
message that is displayed to be routed to the
current application record that already exists
in the system.

93

SECTION 3 - 5D. CLONE OR SKIP

When a new application is initiated, the system will provide the user with the option to clone one of their five most recently submitted applications for the same record type
(College/Pre-College - Group Registration). This will copy all the data from the selected application and clone that information into the new application in an editable format. This
allows individuals to submit multiple applications for the same record type without having to repeatedly re-enter the same information for each submission. If no applications
were previously submitted for the related record type, the clone feature is bypassed all together and the user is routed to a new, blank application record.

The user may choose to skip the Clone
feature and instead create a blank
application record. If selected, the user
is routed to the full, blank application, as
described starting on the next page.

If an existing application is selected to be cloned, the user is then routed to
a message to notify them that they have the responsibility of reviewing the
cloned information to ensure it is still accurate before they record is submitted.
This step in the workflow does not collect any information. When the Next
button is selected, the user bypasses the application flow all together, and is
auto-routed to the Review & Submit step.
94

SECTION 3 - 5E. PRIMARY POINT OF CONTACT

Users are required to identify the First Name, Last Name, Title, and related Academic Institution for the Primary Point of Contact for the application.

Users can select the Can’t find my
institution checkbox if they cannot find
the institution, which will remove the
Academic Institution search box and
replace it with a write-in capability,
where they are required to enter
their school’s name and address. The
information is validated by a Data
Steward after submission.

If the user has a Secondary Point of Contact to identify,
they can select Yes and click Next after completing the
form, which will bring up a blank copy of this form so that
they make an additional entry.

95

SECTION 3 - 5F. SECONDARY POINT OF CONTACT

If a Secondary Point of Contact is identified, then the First Name, Last Name, Title, and related Academic Institution for that POC is required.

Users can select the Can’t find
my institution checkbox if they
cannot find the institution,
which will remove the Academic
Institution search box and replace
it with a write-in capability, where
they are required to enter their
school’s name and address. The
information is validated by a Data
Steward after submission.

96

SECTION 3 - 5G. LEAD INSTITUTION

Users are required to identify the lead Academic Institution associated to the application.

Users can select the Can’t find
my institution checkbox if they
cannot find the institution,
which will remove the Academic
Institution search box and replace
it with a write-in capability, where
they are required to enter their
institution’s name and address.
The information is validated by a
Data Steward after submission.

If the user has a participating institutions to identify, they can
select Yes and click Next after completing the form, which
will bring up a blank copy of this form so that they make an
additional entry.

97

SECTION 3 - 5H. PARTICIPATING INSTITUTION

If a Participating Institution is selected, then the name of that Academic Institution is required.

Users may edit the
lead institution info
that was previously
submitted as long
as the application
has not yet been
submitted. They
may also identify
an additional lead
institution, which
will present them
with the same
upload function
as
previously
described.

Users can select the Can’t
find my institution checkbox
if they cannot find the
institution, which will remove
the Academic Institution
search box and replace it with
a write-in capability, where
they are required to enter
their institution’s name and
address. The information is
validated by a Data Steward
after submission.

If the user has additional pasrticipating institutions to identify, they can select Yes
and click Next after completing the form, which will bring up a blank copy of this
form so that they make an additional entry.

98

SECTION 3 - 5I. PLANNED IMPLEMENTATION

Users are then required to answer multiple questions regarding their planned implementation of the content they will receive as a participant of the activity, if selected.

Users may edit the
lead / participating
institution info that
was
previously
submitted as long as
the application has not
yet been submitted.
They
may
also
identify an additional
lead or participating
institution, which will
present them with
the same upload
function as previously
described.

If Other is selected, they are required to enter
their planned utilization of the content.

99

SECTION 3 - 5J. PARTICIPANT INFORMATION

Users will enter the estimated number of educators and students they will reach in the enxt year, broken down by educator type and grade level. Any categories that do not
apply can be skipped and the system will count them as zero automatically.

100

SECTION 3 - 5K. SUPPORTING DOCUMENTS

Users may optionally submit any other supporting documents that they feel should be considered as part of their application. If no documents exist, they may skip this step all together.

Users may upload one
or multiple documents
during this step

101

SECTION 3 - 5L. INTEREST

Finally, users will identify how they learned about the opportunity that they are applying for by checking one or multiple options.

Users may delete any
supporting files that
they uploaded as long
as the application has
not yet been submitted.
They may also upload
new documents by
clicking the Add Files
button, which will
present them with the
same upload function
as previously described.

102

SECTION 3 - 5M. REVIEW & SUBMIT

Users will have an opportunity to review / update any previously
submitted information prior to submittal.

103

SECTION 3 - 5N. SUBMITTED

Once the application has been moved to a Submitted state, the content within the application is locked from further editing.

104

SECTION 3
APPLY TO OPENINGS

6. COLLEGE & PRE-COLLEGE STEM EXPERIENCE INDIVIDUAL APPLICATIONS
6A. ELIGIBLE USER TYPE VALIDATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
6B. CITIZENSHIP VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
6C. APPLYING FOR SELF OR MINOR?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
6D. EXISTING APPLICATION VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
6E. CLONE OR SKIP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
6F. GPA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
6G. EDUCATION OR AFFILIATE ORGANIZATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
6H. TRANSCRIPTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
6I. ESSAY QUESTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
6J. INTEREST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
6K. REVIEW & SUBMIT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
6L. SUBMITTED. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

105

SECTION 3 - 6A. ELIGIBLE USER TYPE VALIDATION

Because not every user type is qualified to apply/register for every Opening type, STEM Gateway has introduced a new validation against the Learner Category that
the user has self-identified as. When the Opening is created on the internal side of the system, the activity owner will identify the eligible applicants by selecting from
the options of: Student; Educator; Student and Educator; or All (All encompasses Students, Educator, or Other).
STEM Gateway has introduced a validation rule that will prevent any learner who does not fall within the identified learner category from needlessly applying to an
opening if they are not qualified to participate. If the current user’s learner category does not fall within the eligible applicant category identified for that Opening, the
system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their learner type just to try and circumvent this validation rule.

106

SECTION 3 - 6B. CITIZENSHIP VALIDATION

When each Opening is created on the internal side of STEM Gateway, the activity managers can determine which country/countries of citizenship are allowed to apply/
register for their activity. If the current user’s citizenship is self-identified as being associated to any country other than the country/countries identified on the parent
opening, the system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their country of citizenship just to try and circumvent this validation rule.

107

SECTION 3 - 6C. APPLYING FOR SELF OR MINOR?

NASA STEM Gateway has introduced a new feature that will allow the parents or legal guardians to apply on behalf of their children if they are a minor (13 years old or under). This
step in the workflow will only appear the following conditions are met:
• The Opening the user is applying to has deen identified as an activity that will allow for parents/guardians to apply on behalf of minors (this setting is set by the NASA
employee at the time the opportunity is created)
• The user applying to the activity is 18 years or older and identified themselves as a parent who may register on behalf of their minor children at the time of registration, as
described in the Education or Affiliate Institution section of the registration process

If the user who is applying selects Yes at
this workflow step. they will be required
to enter the First and Last name of the
minor child that they want to apply on
behalf for. The system will auto-populate
the last name of the parent/guardian,
which can be edited if the minor’s last
name differs from the adult. After the
Next button is selected, the user will be
routed to the minor application flow, as
described in the Applying on Behalf of
Minor section of this document.
If the user who is applying selects No
at this step, the user will continue on
with the adult application flow upon
clicking Next, in the described workflow,
beginning on the next page.

108

SECTION 3 - 6D. EXISTING APPLICATION VALIDATION
STEM Gateway has introduced a validation rule that will prevent a user from initiating a new application record for an opening if one already exists in the
system for the selected activity, regardless of the status of that application.

Users may click the Next button on the
message that is displayed to be routed to
the current application record that already
exists in the system.

Users may proceed with the current
application as is or they may choose to
withdraw the application, which will then
allow them to re-apply with a brand new
application for that opening.

109

SECTION 3 - 6E. CLONE OR SKIP
The system will provide the user with the option to clone one of their five most recently submitted applications for the same record type (College/Pre-College - Group Registration).
This will copy all the data from the selected application and clone that information into the new application in an editable format. This allows individuals to submit multiple applications
for the same record type without having to repeatedly re-enter the same information for each submission. If no applications were previously submitted for the related record type,
the clone feature is bypassed all together and the user is routed to a new, blank application record.

If an existing application is
selected to be cloned, the user
is then routed to a message to
notify them that they have the
responsibility of reviewing the
cloned information to ensure
it is still accurate before they
record is submitted. This step
in the workflow does not collect
any information. When the Next
button is selected, the user
bypasses the application flow all
together, and is auto-routed to
the Review & Submit step.

The user may choose to skip the Clone
feature and instead create a blank
application record. If selected, the user
is routed to the full, blank application, as
described starting on the next page.

110

SECTION 3 - 6F. GPA

The GPA was separated from each Academic History entry. Users are now asked to identify their current GPA one time at the beginning of their application. If their school does
not use GPA, then they can select the checkbox below instead to indicate that fact. One of the two options is required to be completed.

111

SECTION 3 - 6G. EDUCATION OR AFFILIATE ORGANIZATION

Users are required to identify their full educational history, which includes each school they attended, the dates of attendance,
their major/areas of interest, and the highest academic level they achieved per institution. They can search our database
of over 139K+ formal/informal institutions stored within STEM Gateway. Users can identify their Major and Double Major
by searching our database of all standardized academic programs within STEM Gateway, searching by keyword.

Users can select
the Can’t find my
institution checkbox
if they cannot find
their
institution,
which will remove
the
Academic
Institution
search
box and replace
it with a write-in
capability,
where
they are required to
enter their school’s
name and address.
The
information
is validated by a
Data Steward after
submission.

If the user has multiple entries to make, they can select Yes
and click Next after completing the form, which will bring
up a blank copy of this form so that they make an additional
entry. This can be repeated as many times as needed.
112

If the user selects the Present checkbox
to indicate their current school, the Date
To field disappears and is replaced with
required fields called Planned Graduation
Month and Planned Graduation Year.
The year field will automatically display
the current year + 10 years into the future.

SECTION 3 - 6H. TRANSCRIPTS

Users are required to upload their most current school transcripts before they may submit their College/Pre-College Individual application. However, because they can
choose to save, leave, and return to their application at a later time, they are given the ability to choose if they are ready or not to upload their transcripts at this workflow step.

If the user chooses No, they may
skip this step until they are ready
and simply click the Next button.
If the user chooses Yes, they
are then required to upload the
transcripts to the application.
Users can click the dropdown
arrow to the right of each
record view, edit, or delete
the record.
NOTE: Student Majors cannot
be directly deleted by the user
from this view. They may only
view. The Academic History
record where the major was
identified on will have to
be updated to add/modify/
remove the major, which
will automatically update
the records displayed in the
Student Majors section on
save.
If the user has multiple entries to make, they can select Yes and click Next after
completing the form, which will bring up a blank copy of this form so that they
make an additional entry. This can be repeated as many times as needed.

113

SECTION 3 - 6I. ESSAY QUESTION

Users are required to submit a brief essay on why they are interested in the NASA experience that they are applying for. This is limited to 300 words or less.

Users can view
or delete the
uploaded transcripts
by clicking the
dropdown arrow for
each uploaded file

114

SECTION 3 - 6J. INTEREST

Finally, users will identify how they learned about the opportunity that they are applying for by checking one or multiple options.

115

SECTION 3 - 6K. REVIEW & SUBMIT
Users will have an opportunity to review / update any previously submitted information prior to submittal.

Users can optionally
uploading any
supporting files
through a standard
upload function by
clicking the Add
Files or the Upload
Files button, anytime
that the record is in
an Incomplete state.
116

SECTION 3 - 6L. SUBMITTED

Once the application has been moved to a Submitted state, the content within the application is locked from further editing.

117

SECTION 3
APPLY TO OPENINGS

7. COLLEGE & PRE-COLLEGE STEM EXPERIENCE APPLY ON BEHALF OF MINORS APPLICATIONS
7A. ELIGIBLE USER TYPE VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
7B. CITIZENSHIP VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
7C. APPLYING FOR SELF OR MINOR? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
7D. GPA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122
7E. EDUCATION OR AFFILIATE ORGANIZATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
7F. ESSAY QUESTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
7G. INTEREST. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
7H. REVIEW & SUBMIT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
7I. SUBMITTED. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

118

SECTION 3 - 7A. ELIGIBLE USER TYPE VALIDATION

Because not every user type is qualified to apply/register for every Opening type, STEM Gateway has introduced a new validation against the Learner Category that
the user has self-identified as. When the Opening is created on the internal side of the system, the activity owner will identify the eligible applicants by selecting from
the options of: Student; Educator; Student and Educator; or All (All encompasses Students, Educator, or Other).
STEM Gateway has introduced a validation rule that will prevent any learner who does not fall within the identified learner category from needlessly applying to an
opening if they are not qualified to participate. If the current user’s learner category does not fall within the eligible applicant category identified for that Opening, the
system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their learner type just to try and circumvent this validation rule.

119

SECTION 3 - 7B. CITIZENSHIP VALIDATION

When each Opening is created on the internal side of STEM Gateway, the activity managers can determine which country/countries of citizenship are allowed to apply/
register for their activity. If the current user’s citizenship is self-identified as being associated to any country other than the country/countries identified on the parent
opening, the system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their country of citizenship just to try and circumvent this validation rule.

120

SECTION 3 - 7C. APPLYING FOR SELF OR MINOR?

NASA STEM Gateway has introduced a new feature that will allow the parents or legal guardians to apply on behalf of their children if they are a minor (13 years old or under). This
step in the workflow will only appear the following conditions are met:
• The Opening the user is applying to has deen identified as an activity that will allow for parents/guardians to apply on behalf of minors (this setting is set by the NASA
employee at the time the opportunity is created)
• The user applying to the activity is 18 years or older and identified themselves as a parent who may register on behalf of their minor children at the time of registration, as
described in the Education or Affiliate Institution section of the registration process

If the user who is applying selects Yes at
this workflow step. they will be required
to enter the First and Last Name of the
minor child that they want to apply on
behalf for. The system will auto-populate
the last name of the parent/guardian,
which can be edited if the minor’s last
name differs from the adult. After the
Next button is selected, the user will be
routed to the minor application flow, as
described beginning on the next page.
If the user who is applying selects No at
this step, the user will continue on with
the adult application flow upon clicking
Next, as described in the College/PreCollege Individual Application section
of this document.

121

SECTION 3 - 7D. GPA

The parent/guardian will identify the minor’s current GPA, if it is applicable. Otherwise, they can select the checkbox below instead to indicate that their school does not use GPA. One
of the two options is required to be completed.

122

SECTION 3 - 7E. EDUCATION OR AFFILIATE ORGANIZATION

The parent or guardian will enter key information regarding the minor, including the school they attend, the date that they started, and their current grade level.

Users can select the Can’t find my institution
checkbox if they cannot find their institution,
which will remove the Academic Institution
search box and replace it with a write-in
capability, where they are required to enter their
school’s name and address. The information is
validated by a Data Steward after submission.

NOTE: Unlike the adult version of this workflow step,
the parent/guardian is only asked to enter the most
current information, so they will not see the option to
loop through this same form again to enter past history.
Instead, when they click Next, they will immediately go
to the next step in the workflow.

123

SECTION 3 - 7.F ESSAY QUESTION

The parent/guardian is required to submit a brief essay on why their minor is interested in the NASA experience that they are applying for. This is limited to 300 words or less.

The parent/guardian can
click the dropdown arrow
to the right of the record
view, edit, or delete it as
long as the application has
not yet been submitted.

124

SECTION 3 - 7G. INTEREST

Finally, parents/guardians will identify how they learned about the opportunity that they are applying for by checking one or multiple options.

125

SECTION 3 - 7H. REVIEW & SUBMIT

The parent/guardian will have an opportunity to review / update any previously submitted information prior to submittal.

126

SECTION 3 - 7I. SUBMITTED

Once the application has been moved to a Submitted state, the content within the application is locked from further editing. because the parent/guardian is the
one who is registered in the ssytem instead of the minor, the application will be associated to the parent’s registered account, containing an indicator for the
internal OSTEM staff that this is a minor application.
The parent may complete this same workflow for each minor child that they wish to apply on behalf of. If applicable, they may also apply to the same opportunity,
except they would follow the adult workflow, as described in the College/Pre-College Individual Application section of this document.

127

SECTION 3
APPLY TO OPENINGS

8. SIGN-UP ONLY APPLICATIONS (ALL RECORD TYPES)
8A. ELIGIBLE USER TYPE VALIDATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
8B. CITIZENSHIP VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
8C. EXISTING APPLICATION VALIDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
8D. SUBMITTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

128

SECTION 3 - 8A. ELIGIBLE USER TYPE VALIDATION

Because not every user type is qualified to apply/register for every Opening type, STEM Gateway has introduced a new validation against the Learner Category that
the user has self-identified as. When the Opening is created on the internal side of the system, the activity owner will identify the eligible applicants by selecting from
the options of: Student; Educator; Student and Educator; or All (All encompasses Students, Educator, or Other).
STEM Gateway has introduced a validation rule that will prevent any learner who does not fall within the identified learner category from needlessly applying to an
opening if they are not qualified to participate. If the current user’s learner category does not fall within the eligible applicant category identified for that Opening, the
system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their learner type just to try and circumvent this validation rule.

129

SECTION 3 - 8B. CITIZENSHIP VALIDATION

When each Opening is created on the internal side of STEM Gateway, the activity managers can determine which country/countries of citizenship are allowed to apply/
register for their activity. If the current user’s citizenship is self-identified as being associated to any country other than the country/countries identified on the parent
opening, the system will display a message informing them that they are not eligible for the opportunity.
The message was intentionally left vague to discourage users from changing their country of citizenship just to try and circumvent this validation rule.

130

SECTION 3 - 8C. EXISTING APPLICATION VALIDATION

STEM Gateway has introduced a validation rule that will prevent a user from initiating a new application record for an opening if one already exists in the system for the selected
activity, regardless of the status of that application.

Users may proceed with the current application as
is or they may choose to withdraw the application,
which will then allow them to re-apply with a brand
new application for that opening.

Users may click the Next button on the
message that is displayed to be routed to
the current application record that already
exists in the system.

131

SECTION 3 - 8D. SUBMITTED

The Sign Up Only application flow does noyt collect any information from the user. After the existing validation rules are passed, they are immediately routed to a Submitted state
in the system and will receive a message that no further action is needed from them. The system generates a blank application within the system on their behalf with this option.

132

SECTION 4
ACCEPT/DECLINE OFFERS

1. ACCESS OFFER LETTER VIA EMAIL NOTIFICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
2. ACCESS OFFER LETTER VIA ‘MY OFFERS’ LIST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
3. OFFER LETTER TEMPLATE - ACCEPT OR DECLINE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
4. OFFER LETTER TEMPLATE - AUTO PARTICIPANT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

133

SECTION 4 - 1. ACCESS OFFER LETTER VIA EMAIL NOTIFICATION

When a candidate is selected for an activity that requires an offer, the user will receive an automated email with a direct link to their offer letter. The
initial email they receive contains the name of the Opening that the offer is being extended against.

Once logged in, they may click the
link within the email to access their
offer letter

Users will first need to log into their
Gateway account to access the offer

134

SECTION 4 - 2. ACCESS OFFER LETTER VIA ‘MY OFFERS’ LIST

Users have the ability to manually navigate to a list of all offers that have been extended to their account, regardless if they receive or check their email. The list will
display the current state of each offer, relevant information about the activity the offer is associated to, and a direct link to the template itself. If the letter is in pending
mode, the template displayed to them will be editable when opened. For those letters that are Expired, Accepted, or Declined, the details will no longer be editable.

135

SECTION 4 - 3. OFFER LETTER TEMPLATE - ACCEPT OR DECLINE

The user will have 7 calendar days to respond to that offer before it is moved to an expired state. They may choose Accept or Decline via the radio button options at the bottom of the letter.

Once they click the Next button,
their response is recorded within
the system.

136

SECTION 4 - 4. OFFER LETTER TEMPLATE - AUTO PARTICIPANT

A new ‘Auto Participant’ selection option has been implemented in STEM Gateway, that allows the internal OSTEM activity managers to not require an offer letter be generated.
These are for activities where the user should automatically become a participant in the system. This option can be applied to any full application workflow or the Sign Up Only
workflow. When users access the offer letter for activities with this option selected, the offer is automatically marked as Accepted and the users see the below message when they
open the letter.

137

SECTION 5 - MY INFORMATION

SECTION 5
MY INFORMATION
1. ACCESSING MY INFORMATION PAGE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
2. MY INFORMATION PAGE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
3. MY PROFILE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
4. MY APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
5. MY DELIVERABLES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
6. MY TRANSCRIPTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
7. MY OFFERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

138

SECTION 5 - 1. ACCESSING MY INFORMATION PAGE

To help users update their profile information and access the records that they generate in the system, Gateway has provided a dedicated My Information page. From the
home page, users may click the My Information tile or the matching link in the top menu. The top menu is displayed anywhere the user navigates within the system. This
page does not collect an data from the user.

139

SECTION 5 - MY INFORMATION PAGE

The My Information page was added to Gateway to provide users with one consolidated location to access all the relevant files and information that they
create and manage in Gateway. This page does not collect an data from the user.

140

SECTION 5 - MY PROFILE

The My Profile page was added to allow users to view and
update all the personal information that they entered when
they registered their profile. All fields, and the related field
validations, match the fields and field requirements they
experienced at the time of registration, as described in the
Profile Creation process. No additional information is collected
during this step.

Users may click the pencil icon next to
any field to open the record in edit mode.
the option to save or cancel their changes
will be displayed to them if they open the
record in an editable format.

141

SECTION 5 - MY APPLICATIONS

The My Applications page was introduced to allow users to access all of the applications they have initiated in the system, where they may track the status and relevant
infromation assoiated to the record. No information is collected from the users from this location.

142

SECTION 5 - MY DELIVERABLES

The My Deliverables page was added to allow Learners to receive and track any outstanding deliverables that the activities may send to them post selection, as part of their
participation with the activity. This page and its related records, do not collect information from the user prior to selection.

143

SECTION 5 - MY TRANSCRIPTS

The My Transcripts page provides users with a consolidated view of all the transcripts that they have uploaded in any application flow that collects that information. This page
does not collect any information from the user.

144

SECTION 5 - MY OFFERS

The My Offers page is where users may access their pending and past offers that have been sent to them when they are selected as a participant on an activity. Users may click on an
pending offer to accept or decline that request, as described on the Accept or Decline offers workflow step. No information is collected from this page.

145

SECTION 6
NASA ENGAGES EXTERNAL USER EXPERIENCE
1. NAVIGATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
2. INITIATE & MANAGE REQUESTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

146

SECTION 6
NASA ENGAGES EXTERNAL USER EXPERIENCE

1. NAVIGATION
1A. UNAUTHENTICATED HOME PAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
1B. LOGIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
1C. AUTHENTICATED HOME PAGE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
1D. AUTHENTICATED HOME PAGE - HISTORY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

147

SECTION 6.1 - A. UNAUTHENTICATED HOME PAGE

The unauthenticated NASA ENGAGES home page provides basic information about NASA ENGAGES and provides external users with the
ability to either create a new account if one does not already exist or login to Gateway directly from this location.

The Login link in the upper
menu and the button within
the body of the page both
link users to the same login
screen. External users will use
either link to login if they were
not previously authenticated
through another area of
Gateway when they access
this section of the platform.

When external users select the
Create an Account button, they
are routed to the Select User
Type step of the User Profile
Registration workflow in the
main section of NASA STEM
Gateway in a separate tab. Once
registered as a Learner, external
users automatically gain access
to NASA ENGAGES.

Footer links match preapproved links from nasa.
gov standard footer. The
Terms and Conditions link
for ENGAGES is described
on the Create new request Terms & Conditions section
of this document.
148

SECTION 6.1 - B. LOGIN

If the external requester already has a Gateway user name and password, they may enter it here to log into ENGAGES.

They may reset their password by clicking the
Forgot Password link, or if they do not have a
registered account, they may click the New to
NASA ENGAGES link, which will route them
to the Select User Type step of the User Profile
Registration workflow in the main NASA STEM
Gateway platform to register as a Learner.

149

SECTION 6.1 - C. AUTHENTICATED HOME PAGE
Once authenticated, the external requester will have access to all of the Request records that they have generated
and interacted with in one location. The My Requests section up top displays the request records that they have
created in the system. The Chatter section down below displays all recent communication that they have sent or
received from within all their requests in a consolidated view.

External requesters can access
and update their Gateway Learner
profile directly from the profile
image in the top menu, as described
on the My Profile section.

External requesters can initiate a
new request by clicking the Launch
link from here.

The My Requests section of
the home page displays the 10
most recent requests that the
external user has submitted.
By default, the home page has the external
user’s open requests displayed, but they
can click the History tab to view their
closed requests.

They may click the View All
link at the bottom of their open
requests, the My Requests
link in the top menu or the
Launch link to view a full list
of all requests that they have
created in the system.

The Home Page contains a consolidated
view of all recent chatter conversations
that have occurred in all of the user’s
records. Each chatter notification contains
a direct link to the request record that the
chatter conversation is assciated to.

150

SECTION 6.1 - D. AUTHENTICATED HOME PAGE - HISTORY

The History tab shows the current user all their requests that have been closed or withdrawn, (i.e. no longer active).

Users can pivot between open and
closed tabs from the home page by
selecting the appropriate tabs
The home page displays up to 10
most recent requests that have been
closed/withdrawn. If they click the
My Requests link in the top menu,
they will also have a history tab,
where they can view the full list of
closed/withdrawn requests.

151

SECTION 6
NASA ENGAGES EXTERNAL USER EXPERIENCE
2. INITIATE & MANAGE REQUESTS
2A. CREATE NEW REQUEST - TERMS & CONDITIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
2B. CREATE NEW REQUEST - INITIATE REQUEST. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
2C. MY REQUEST TAB - CONTACT INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
2D. MY REQUEST TAB - EVENT INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
2D.1 EVENT INFORMATION - PICKLIST VALUES & HELP TEXT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
2E. MY REQUEST TAB - NASA EXPERT INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
2E.1. NASA EXPERT INFORMATION - ADD ROLE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
2E.2. NASA EXPERT INFORMATION - ADD NEW ROLE - TOPIC PICKLIST VALUES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
2E.3. NASA EXPERT INFORMATION - ADD NEW ROLE - REQUESTED AREA OF EXPERTISE PICKLIST VALUES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
2F. MY REQUEST TAB - ADMINISTRATION INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
2G. MY REQUEST TAB - VERIFY INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
2H. NASA EXPERT INFORMATION TAB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
2I. RESOURCES TAB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
2J. CHAT TAB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
2K. EVENT LOGISTICS FORM TAB. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
2K.1. EVENT LOGISTICS FORM TAB - FORM & HELP TEXT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
2K.2. EVENT LOGISTICS FORM TAB - EDIT MODE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
2K.3. EVENT LOGISTICS FORM TAB - SAVED INFO. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
2L. WITHDRAWN REQUESTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
2M. DECLINED / UNFULFILLED REQUESTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

152

SECTION 6.2 - A. CREATE NEW REQUEST - TERMS & CONDITIONS
Each time an external user initiates a new request, they are
prompted with the Terms and Conditions, which they must
click the Agree button at the bottom in order to proceed.

Users may access the same Terms and Conditions on a dedicated page by clicking the
Terms and Conditions link within the footer.

153

SECTION 6.2 - B. CREATE NEW REQUEST - INITIATE REQUEST

When a new request is initiated, external uUsers must first identify a name for the event, which will serve as the link for the request record. Required fields throughout the workflow
are identified with a red asterisk (*).

Help text is provided to help guide
users on what to enter

154

SECTION 6.2 - C. MY REQUEST TAB - CONTACT INFORMATION
The Contact Information page will auto-populate the external user’s information directly from their Learner
profile within Gateway. Users may access their profile to update any inaccurate information and then return
here to see the updated information populated within this section of the record automatically upon refresh.
Tabs at the top of the record contain various information. My
Request is the default tab, and contains the main request
details. All other tabs are populated as the user moves
throughout the workflow.

When the My Request tab is selected, users have the ability
to optionally skip around to the different sections of the
workflow by clicking the appropriate step in the side bar, in
addition to moving through the flow in a linear path that’s
guided by clicking the Continue button.

Users may choose to close with no changes by clicking
Cancel, they may save their changes by clicking the Save
as Draft button, or they may continue to the next step in
the workflow by clicking Continue. These buttons are
consistently available throughout the workflow.

Users can select the Add New button if they cannot find their
institution, which will provide the above write-in capability, where
they are required to enter the name and address. The information is
validated by a Data Steward after submission.
155

SECTION 6.2 - D. MY REQUEST TAB - EVENT INFORMATION
The Event Information page collects the specific details about the event itself,
including the type of event and expected audience, as well as when and where the
event will take place.

If Other is selected within the Request Type field, a new Other Type field is
populated, where users will be required to describe the unlisted type.

The Event/Activity Name field is auto-populated based on what was entered
on the Initiate Request step.

The Start Date field is auto-populated based on what was entered on the
Initiate Request step. When the This is a multi-day event checbox is selected,
a new set of fields called End Date and Event Schedule are then added, which
the user will be required to complete.

IF Virtual or Virtual and In-Person is selected from the Will the event be held
virtually, in-person, or both field, a new field that asks users if they would
accept a virtual NASA expert if one cannot be arranged for in-person is
required to be completed.

IF United States is selected from the Country field, new fields for Street Address,
City, and Zip Code are added, which will be required to be completed.

IF Virtual or Virtual and In-Person is selected from the Will the event be held
virtually, in-person, or both field, a new Event Platform field is added, which
is required to be completed.
156

SECTION 6.2 - D.1 EVENT INFORMATION - PICKLIST VALUES & HELP TEXT

157

SECTION 6.2 - E. MY REQUEST TAB - NASA EXPERT INFORMATION

External users may request multiple NASA Experts to be filled for different role categories, based on the event’s specific needs. They can click the Add New Role button to
walk through a form to request a new role. Once completed, the role request is added to the NASA Expert Information page.

Users can choose
to Edit or Delete
each role entry
that they add, but
a minimum of one
role per request
is required.

158

SECTION 6.2 - E.1 NASA EXPERT INFORMATION - ADD NEW ROLE
The Add Role form collects specific information about what type of NASA Expert is being requested for the
event, how many experts are needed, and when the requested expert(s) would need to be available.

The system will automatically compare the information listed
in this record to the profile information for NASA Experts,
if the external user has specific requests, and will surface
matches to the internal Coordinators who fulfill the role
requests in the system. IF the user selects this checkbox,
the Requested Area of Expertise and Requested School
Background fields will disappear from the form.

Users can select the Add New button if they cannot find their
institution, which will provide the above write-in capability, where
they are required to enter the name and address. The information
is validated by a Data Steward after submission.

159

Users may choose to Close
the form without saving or
click Add Role to add the
new role request to the
main record.

SECTION 6.2 - E.2 NASA EXPERT INFORMATION - ADD NEW ROLE - TOPIC PICKLIST VALUES

Users may choose from one or multiple
topics from this list of picklist values

160

SECTION 6.2 - E.3 NASA EXPERT INFORMATION - ADD NEW ROLE - REQUESTED AREA OF EXPERTISE PICKLIST VALUES

161

SECTION 6.2 - F. MY REQUEST TAB - ADMINISTRATION INFORMATION

The Administration Information section collects administrative related information from the user,
including the date that fulfilment confirmation is needed by. The system provides a warning message
that the preferred minimum is 7 weeks for US and 12 weeks for international requests, but still allows
the user to continue if the requested confirmation date is below the requested timeframe.

External users can click the Upload
Files button to attach any relevant
information. Help text is provided
to help guide users on what type of
information is helpful.

162

SECTION 6.2 - G. MY REQUEST TAB - VERIFY INFORMATION

The Verify Information section provides a summary of the information the user has submitted for
the request. The request can be edited as long as it remains in a Draft state. Once the request
is submitted, the details submitted within the My Request tab can no longer be edited.

Users will click the Submit button to submit the request into
the system. Submitted requests must first be reviewed by
an internal administrator to determine if the request is valid.
If approved, the request will move to the Matching Initiated
state, where the NASA Coordinators will work to find a NASA
Expert to fill the role.
If the request is declined, or if it is unable to be filled, the
request will be closed and the user will be notified, as
described in the Declined /Unfulfilled Requests section.

163

SECTION 6.2 - H. NASA EXPERT INFORMATION TAB

The NASA Expert Information tab provides users with basic information that the registered NASA Expert chooses to share about themself within their profile.

Before a match is made between the request and a
NASA Expert, this tab will remain blank.

Once the request moves to a Match Found state,
the system will automatically populate this tab
with the public-facing profile information that the
NASA Expert chooses to share within their profile.

164

SECTION 6.2 - I. RESOURCES TAB
The Resources tab is intended to provided both standard and custom resources to help support/enhance the user’s experience related to the event.

This tab will be empty untilt the record
moves to a Review Initiated state.

Once the request moves to a Review Initiated state, the system
will automatically populate this tab with a standard set of
resources intended to provide basic information about OSTEM.
The Standard Resources section is populated with the same
information for all requests once the record moves to this state.
The Additional Resources section is optionally populated by
NASA personnel with rich-text knowledge articles that are
managed by NASA. The intention of this section is to provide the
user with addtional resource information that is more specific
to the request type or subject of the event.

165

SECTION 6.2 - J. CHAT TAB

The Chat tab allows external users to initiate a conversation with the Coordinator staff and the NASA Expert(s) once assigned. The chatter function will capture all back-and-forth
correspondence between the requester and all/any NASA personnel.

This tab will be blank on creation

If any chatter messages are submitted by any party, the
conversation will be recorded along with name/role/date/time
stamps for historical tracking.

166

SECTION 6.2 - K. EVENT LOGISTICS FORM TAB

The Event Logistics form is used to collect specific logistical information
about the event that is needed from the requester. To reduce burden on
the requester, this tab will be blank on creation/submittal, and will only
be populated if the request is approved to proceed by NASA personnel
during the Review Initiated stage.
Once the request moves to the Matching Initiated state, the system will
generate an email notification to the requester informing them that they
have an action to begin gathering / populating the logistics information
into the record.

167

SECTION 6.2 - K.1. EVENT LOGISTICS FORM TAB - FORM & HELP TEXT

The requester will be required to provide 5 standard logistics information areas. Help text is provided for each section to help guide users on what type of information is needed.

Users may click any available pencil
icon to open this section in edit mode.
168

SECTION 6.2 - K.2. EVENT LOGISTICS FORM TAB - EDIT MODE

Each field is a rich text editor, providing the rquester with
the ability to enter text with formatting, hyperlinks, and
image to support their statements.

Users may choose to Close the
form without saving or click Save
to add the data to the record.

169

SECTION 6.2 - K.3. EVENT LOGISTICS FORM TAB - SAVED INFO

Once saved, all formatting , links and graphics are displayed.

170

SECTION 6.2 - L. WITHDRAWN REQUESTS
Users can withdraw their own requests, until the request has moved to the Match Found state. After a match has been confirmed, the user will need to contact the NASA Coordinator via
the chat tab to have the request withdrawn on their behalf. When available, they may click the Withdraw button in the upper corner of the request record, where they will be required to
enter a reason for withdrawing. Once they confirm, the request moves to a Request Closed state and an email confirmation is generated and cannot be changed back.

The request will automatically move out of the My Open Requests list
on the home page and will move to the History tab, where the Request
Closed state is displayed.
171

SECTION 6.2 - M. DECLINED / UNFULFILLED REQUESTS

If the NASA Coordinator is either unable fulfill the request wit an expert or if the request is not approved, the system will automatically notify the user via email that the request cannot be
filled. The status of the request automatically moves to a Request Closed state if this occurs. The user can reach out to the Coordinator via the chat for any further questions related to
this request record.

The request will automatically move out of the My Open Requests list
on the home page and will move to the History tab, where the Request
Closed state is displayed.

172

SECTION 7
NASA ENGAGES INTERNAL USER EXPERIENCE
1. NASA EXPERT PROFILE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
2. NAVIGATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
2. INITIATE & MANAGE REQUESTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
3. SELF-REPORT EVENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
4. BROWSE, SUGGEST, & APPLY TO OPENINGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

173

SECTION 7
NASA ENGAGES - INTERNAL USER EXPERIENCE

1. NASA EXPERT PROFILE
1A. ACCESS PROFILE PAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
1B. PROFILE PAGE - INCOMPLETE PROFILE VIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
1B.1. PROFILE PAGE - GENERAL INFORMATION HELP TEXT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
1B.2. PROFILE PAGE - DEMOGRAPHICS INFORMATION HELP TEXT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
1C. EDIT PROFILE PAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
1C.1. EDIT PROFILE PAGE - USER INFORMATION SECTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
1C.2. EDIT PROFILE PAGE - GENERAL INFORMATION SECTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
1C.3. EDIT PROFILE PAGE - QUALIFICATIONS AND EVENT PREFERENCES SECTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
1C.3-1. QUALIFICATIONS AND EVENT PREFERENCES SECTION - PRIMARY & OTHER AREAS OF EXPERTISE PICKLIST VALUES . . . . . . . . . . . . . . . . . . . . . . . . . . 183
1C.3-2. QUALIFICATIONS AND PREFERENCES SECTION - PREFERRED REQUEST TYPE & AUDIENCE TYPE PICKLIST VALUES. . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
1C.3-3. QUALIFICATIONS AND EVENT PREFERENCES SECTION - PREFERRED TOPICS PICKLIST VALUES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
1C.4. EDIT PROFILE PAGE - DEMOGRAPHICS INFORMATION SECTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
1D. PROFILE PAGE - COMPLETED PROFILE VIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

174

SECTION 7.1 - A. ACCESS PROFILE PAGE

NASA employees will be automatically provisioned in the system, granting them access to create new requests and self-report events without any action on their part. However,
in order to be considered as a NASA Expert and matched to requests, the employee must activate their SME profile by completing the required profile information.

The user will right-click
on the profile icon in the
upper right corner of the
main menu and will select
My SME Profile.

175

SECTION 7.1 - B. PROFILE PAGE - INCOMPLETE PROFILE VIEW

This message will be displayed
at the top of the profile page
while the profile record is
incomplete. The system will
automatically select the Active
Engages Profile checkbox once
all required fields are completed
and saved.
The system will
prevent users from selecting
this checkbox at any point if all
required fields are not complete.

The User Information sectionis autopopulated with basic information about the
user from their agency account. All fields,
except for Assigned Center, can be edited.

After the initial auto-selection,
this checkbox can be toggled
on / off at the discretion of the
internal user. This checkbox will
indicate in the system if the user
should be considered an “active
NASA Expert”, and will prevent
them from being selected as a
NASA Expert for a new Event.

The General Information section collects
info to aid coordinators with matching
experts to role requests and collects publicdisplayed information about the expert
when they’ve been matched to a request.

Anytime the checkbox is selected,
this message will disappear
from the Profile page as well as
the Home Page. Anytime the
checkbox is de-selected, the
message will appear in both
places.

The Qualifications and Event Preferences
section collects info to allow the system to
automatically match experts to requests,
based on matching selections between the
two records.

The Demographics Information section
optionally collects demographic data for
annual reporting. This section is hidden
from view on the profile for all roles except
the assigned user.

176

SECTION 7.1 - B.1. PROFILE PAGE - GENERAL INFORMATION HELP TEXT

177

SECTION 7.1 - B.2. PROFILE PAGE - DEMOGRAPHICS INFORMATION HELP TEXT

178

SECTION 7.1 - C. EDIT PROFILE PAGE

Each section of the profile page can be separately edited to allow the
user to easily manage the data within the profile without having to
update all information at once. Users can independently update each
section separately, and may leave and come back to continue editing
at a later date, at their convenience.

179

SECTION 7.1 - C.1. EDIT PROFILE PAGE - USER INFORMATION SECTION

The User Information section is intended to provide the name and basic user information about the expert. All fields, with the exception of the Communication Preferences and Title,
are auto-populated from the internal user’s agency account. All fields, except for Assigned Center, can be edited.

180

SECTION 7.1 - C.2. EDIT PROFILE PAGE - GENERAL INFORMATION SECTION

The General Information section collects basic location information, school background, current mission support, language
skills, and optional background information about themselves. Some information will be used to auto-match the expert to
data collected in the request records and some of the optional datadata is shared on the public-facing expert information tab
on request records if the expert applies to / and is selected for the request.

Users can select the Add New button if they
cannot find their institution, which will provide
the above write-in capability, where they are
required to enter the name and address. The
information is validated by a Data Steward
after submission.
181

SECTION 7.1 - C.3. EDIT PROFILE PAGE - QUALIFICATIONS AND PREFERENCES SECTION

The information collected in the Qualifications and
Preferences section is used to auto-match the expert’s
selected preferences and qualifications to the same picklists
on the request record.
Experts can apply for any available role, but the system
does visually help identify which experts’ data most closely
matches between both records.

182

SECTION 7.1 - C.3-1. QUALIFICATIONS AND PREFERENCES SECTION - PRIMARY & OTHER AREAS OF EXPERTISE PICKLIST VALUES

These picklist values apply to both the Primary
Area of Expertise and the Other Areas of
Expertise fields.

183

SECTION 7.1 - C.3-2. QUALIFICATIONS AND PREFERENCES SECTION - PREFERRED REQUEST TYPE & AUDIENCE TYPE PICKLIST VALUES

Circled items only
appear on Internal
user’s view of the
profile page, request
records, and selfreported events.

184

SECTION 7.1 - C.3-3. QUALIFICATIONS AND PREFERENCES SECTION - PREFERRED TOPICS PICKLIST VALUES

Users may choose from one or multiple topics from this
list of picklist values

185

SECTION 7.1 - C.4. EDIT PROFILE PAGE - DEMOGRAPHICS INFORMATION SECTION

Demographic data is only used to aid in performance reporting and is not visible on the profile page to anyonebut the expert themself. All fields are required, but each field
allows the expert to opt out of providing their demographic data by selecting ‘do not wish to provide’.

186

SECTION 7.1 - D. PROFILE PAGE - COMPLETED PROFILE VIEW

Once the profile page is completed and saved, the message that appeared
at the top of the record is no longer displayed and the Active Engages
Profile checkbox is automatically selected. Experts may choose to
toggle this checkbox on/off at their discretion to be considered as an
expert, but all required fields must be completed in order to activate the
profile status.

187

SECTION 7
NASA ENGAGES - INTERNAL USER EXPERIENCE

2. NAVIGATION
2A. UNAUTHENTICATED HOME PAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
2B. LOGIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
2C. HOME PAGE - INCOMPLETE PROFILE VIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
2D. HOME PAGE - COMPLETED PROFILE VIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
2E. HOME PAGE - MY UPCOMING EVENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
2F. HOME PAGE - MY APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
2G. HOME PAGE - BOOKMARKS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
2H. HOME PAGE - MY EVENTS HISTORY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
2I. HOME PAGE - BROWSE ENGAGEMENT OPENINGS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
2J. HOME PAGE - SUGGESTED ENGAGEMENT OPENINGS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
2K. HOME PAGE - MY OPEN REQUESTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
2L. HOME PAGE - HISTORY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

188

SECTION 7.2 - A. UNAUTHENTICATED HOME PAGE

The unauthenticated NASA ENGAGES home page provides basic information about NASA ENGAGES and provides internal users with the ability to login to
Gateway directly from this location.

The Login link in the upper
menu and the button within
the body of the page both
link users to the same login
screen. Internal users will use
this link to login if they were
not previously authenticated
through another area of
Gateway when they access
this section of the tool.
NASA employees will
NOT create an account
from this page.
The
Create Account function
is only designated for
external users.

Footer links match preapproved links from nasa.
gov standard footer. The
Terms and Conditions link
for ENGAGES is described
on the Create new request
- Terms & Conditions
section of this document.
189

SECTION 7.2 - B. LOGIN

Badged employees will be automatically provisioned in the system, so they simply need to click the NASA Employee Login button and the system will pass them
through the system through the Single Sign On process.

190

SECTION 7.2 - C. HOME PAGE - INCOMPLETE PROFILE VIEW

This message will appear at the
top of the home page for any
authenticated NASA employee
who has not activated their SME
profile, as described in the NASA
Expert Profile section of this
document.

When the profile is inactive,
the system provides users
with multiple buttons/links
to access their SME profile
page. They all lead to the
same profile page.

Active / Inactive users can Create
New Requests for future events, as
described in the Initiate & Manage
Requests section of this document.

Active / Inactive users can
Self-Report Events that
have already occured, as
described in the Self-Report
Events section of this
document.

By default, the home page has the
user’s open requests displayed,
but they can click the History tab to
view their closed requests.

The Home Page contains a
consolidated view of all recent
chatter conversations that have
occurred in all of the user’s records.
Each chatter notification contains
a direct link to the request record
that the chatter conversation is
assciated to.
191

SECTION 7.2 - D. HOME PAGE - COMPLETED PROFILE VIEW

Once the profile is
activated, the internal
users will only be able to
access their SME profile
page from the profile
icon image in the upper
menu.

Once the profile is activated, the message that appeared
at the top of the home page is no longer displayed.
Once active, the My Upcoming Events and Browse
Engagement Openings sections appear.

This section of the home page is displayed regardless if
the user’s profile is active or inactive.

192

SECTION 7.2 - E. HOME PAGE - MY UPCOMING EVENTS

The My Upcoming Events section of the home page is
intended to display all events where the internal user
has been assigned as a NASA Expert on a request
record. The default view will display up to 5 events with
the ability to expand the list to view more.

The My Events link in the upper menu displays the same records as
the home page with matching tabs. However, when accessed from
the menu, users see their complete list of records with no display
limitations and additional columns are included for more visibility of
the records’ metadata at a glance.

Expanded view also provides
more columns and the ability
to print the list view

193

SECTION 7.2 - F. HOME PAGE - MY APPLICATIONS

The My Applications section of the home page is
intended to display all applications where the internal
user has applied to be a NASA Expert on a request
record. The default view will display up to 5 applications
with the ability to expand the list to view more.

The My Events link in the upper menu displays the same records as
the home page with matching tabs. However, when accessed from the
menu, users see their complete list of records with no display limitations
and additional columns are included for more visibility of the records’
metadata at a glance.

Expanded view also provides
more columns and the ability
to print the list view

194

SECTION 7.2 - G. HOME PAGE - BOOKMARKS

The Bookmarks section of the home page is intended to
display all requests records that have been bookmarked
by the current user. The default view will display up to
5 event records with the ability to expand the list to
view more.

The My Events link in the upper menu displays the same records as
the home page with matching tabs. However, when accessed from the
menu, users see their complete list of records with no display limitations
and additional columns are included for more visibility of the records’
metadata at a glance.

Expanded view also provides
more columns and the ability
to print the list view

195

SECTION 7.2 - H. HOME PAGE - MY EVENTS HISTORY

The My Events History section of the home page is
displays past events that I served as a NASA Expert
for, but which have now been closed or withdrawn.
The default view will display up to 5 event records with
the ability to expand the list to view more.

The My Events link in the upper menu displays the same records as
the home page with matching tabs. However, when accessed from the
menu, users see their complete list of records with no display limitations
and additional columns are included for more visibility of the records’
metadata at a glance.

Expanded view also provides
more columns and the ability
to print the list view

196

SECTION 7.2 - I. HOME PAGE - BROWSE ENGAGEMENT OPENINGS
The Browse Engagement Openings link in the upper menu displays
the same records as the home page with matching tabs. However,
when accessed from the menu, users see all active openings with
no display limitations and additional columns are included for more
visibility of the records’ metadata at a glance.

The Browse Engagement Openings section of the
home page displays active Openings that internal users
can apply to as an active NASA Expert. The default
view will display up to 10 openings with the ability to
expand the list to view more.

The system will automatically
compare the event details submitted
by the requester to the profile data
managed by the internal users within
their SME profile page and will
calculate match percentages based
on a pre-determined formula on the
back end to surface full and partial
matches at the top of the openings
list.
Full matches are represented
with double green arrows
Partial matches are represented
with a single turquoise arrow
There is no visual representation
for openings with no matching
data
If users hover their mouse over the
icon, the system displays a text
description of what the visual icon
represents.
Expanded view also
provides more columns
and the ability to print
the list view
197

SECTION 7.2 - J. HOME PAGE - SUGGESTED ENGAGEMENT OPENINGS

The Browse Engagement Openings link in the upper menu displays
the same records as the home page with matching tabs. However,
when accessed from the menu, users see all active openings with
no display limitations and additional columns are included for more
visibility of the records’ metadata at a glance.

The Suggested Engagement Openings section of the
home page displays active Openings that the current
user has been recommended for through the Suggest
a Colleague process in the system. The default view
will display up to 10 openings with the ability to expand
the list to view more.

The system will automatically
compare the event details submitted
by the requester to the profile data
managed by the internal users within
their SME profile page and will
calculate match percentages based
on a pre-determined formula on the
back end to surface full and partial
matches at the top of the openings
list.
Full matches are represented
with double green arrows
Partial matches are represented
with a single turquoise arrow
There is no visual representation
for openings with no matching
data
If users hover their mouse over the
icon, the system displays a text
description of what the visual icon
represents.

Expanded view also
provides more columns
and the ability to print
the list view

198

SECTION 7.2 - K. HOME PAGE - MY OPEN REQUESTS

The My Requests section of the home page displays
all open Requests and Self-Reported Events that the
user has created. The default view will display up to
5 request records with the ability to expand the list to
view more.

The My Requests link in the upper menu displays the same records
as the home page with matching tabs. However, when accessed from
the menu, users see their complete list of records with no display
limitations and additional columns are included for more visibility of
the records’ metadata at a glance.

Expanded view also provides more
columns and the ability to create
a new request directly from this
view
199

SECTION 7.2 - L. HOME PAGE - HISTORY

The History section of the home page displays all
closed and withdrawn Requests and Self-Reported
Events that were created by the user, but are no longer
active. The default view will display up to 5 request
records with the ability to expand the list to view more.

The My Requests link in the upper menu displays the same records
as the home page with matching tabs. However, when accessed from
the menu, users see their complete list of records with no display
limitations and additional columns are included for more visibility of
the records’ metadata at a glance.

Expanded view also
provides more columns
and the ability to create a
new request directly from
this view

200

SECTION 7
NASA ENGAGES - INTERNAL USER EXPERIENCE
3. INITIATE & MANAGE REQUESTS
3A. CREATE NEW REQUEST - INITIATE REQUEST. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
3B. MY REQUEST TAB - CONTACT INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
3B.1 CONTACT INFORMATION - MISSION DIRECTORATE PICKLIST VALUES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
3C. MY REQUEST TAB - EVENT INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
3C.1. EVENT INFORMATION - PICKLIST VALUES & HELP TEXT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
3C.2. EVENT INFORMATION - VIRTUAL VS. IN-PERSON CONDITIONAL FIELDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
3D. MY REQUEST TAB - NASA EXPERT INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
3D.1. NASA EXPERT INFORMATION - ADD ROLE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
3D.2. NASA EXPERT INFORMATION - ADD NEW ROLE - TOPIC PICKLIST VALUES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
3D.3. NASA EXPERT INFORMATION - ADD NEW ROLE - REQUESTED AREA OF EXPERTISE PICKLIST VALUES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
3E. MY REQUEST TAB - ADMIN INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
3F. MY REQUEST TAB - VERIFY INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
3G. NASA EXPERT INFORMATION TAB. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
3H. RESOURCES TAB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
3I. CHAT TAB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
3J. EVENT LOGISTICS FORM TAB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
3J.1. EVENT LOGISTICS FORM TAB - FORM & HELP TEXT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
3J.2. EVENT LOGISTICS FORM TAB - EDIT MODE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
3J.3. EVENT LOGISTICS FORM TAB - SAVED INFO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
3K. WITHDRAWN REQUESTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
3L. DECLINED / UNFULFILLED REQUESTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
201

SECTION 7.3 - A. CREATE NEW REQUEST - INITIATE NEW REQUEST

Users must first identify a name for the event, which will serve as the link for the request record. Required fields throughout the workflow
are identified with a red asterisk (*).

Help text is provided to help guide
users on what to enter

202

SECTION 7.3 - B. MY REQUEST TAB - CONTACT INFORMATION

Tabs at the top of the record contain various information.
My Request is the default tab, and contains the main
request details. All other tabs are populated as the user
moves throughout the workflow.

Because internal users will be provisioned through an internal system, the Contact Information page will
auto-populate the internal user’s information directly from their profile even if they have not fully activated
their NASA Expert profile page. Users may access their profile to update any inaccurate information and
then return here to see the updated information populate within this section of the record automatically.

When the My Request tab is selected, users have
the ability to optionally skip around to the different
sections of the workflow by clicking the appropriate
step in the side bar, in addition to moving through the
flow in addition to the linear path that’s followed by
clicking the Continue button.

If internal users would like to associate the request to
an existing engagement record within Gateway, they
will select the checkbox, which will populate a new
Engagement lookup field.
Here, they can search within the database of Gateway
engagement records by keyword(s). Once the
appropriate record is selected, the system will autopopulate the name of the Engagement Manager who
is named in the record for informational purposes.
Users may choose to close with no changes by clicking
Cancel, they may save their changes by clicking the Save
as Draft button, or they may continue to the next step in
the workflow by clicking Continue. These buttons are
consistently available throughout the workflow.
203

SECTION 7.3 - B.1. CONTACT INFORMATION - MISSION DIRECTORATE PICKLIST VALUES

204

SECTION 7.3 - C. MY REQUEST TAB - EVENT INFORMATION
The Event Information page collects the specific details about the
event itself, including the type of event and expected audience, as
well as when and where the event will take place.

If Other is selected within the Request Type field,
a new Other Type field is populated, where users
will be required to describe the unlisted type.

The Event/Activity Name field is auto-populated based
on what was entered on the Create a New Request step.

The Start Date field is auto-populated based on what
was entered on the Create a New Request step. When
the This is a multi-day event checbox is selected, a new
set of fields called End Date and Event Schedule are
then added, which the user will be required to complete.

Internal users will indicate if the event being requested is
an Employee Resource Group (ERG) event.
205

SECTION 7.3 - C.1. EVENT INFORMATION - PICKLIST VALUES & HELP TEXT

Circled items only
appear on Internal
user’s view of the
request record, and
match the picklist
values
for
the
matching fields on
the Expert profile
page.

206

SECTION 7.3 - C.2. EVENT INFORMATION - VIRTUAL VS. IN-PERSON CONDITIONAL FIELDS
IF Virtual or Virtual and In-Person is selected from the Will the event be held virtually, in-person,
or both field, a new field that asks users if they would accept a virtual NASA expert if one cannot
be arranged for in-person is required to be completed.
IF In-Person or Virtual and In-Person is selected, a new required field that asks users if the event
will take place at a NASA center/facility will be added.

IF Virtual, In-Person, or Virtual and In-Person is selected from the Will the event be held virtually,
in-person, or both field and the event will NOT take place at a NASA facility, internal users are
required to enter the location of the offsite event.
Country, City, and Zip Code are populated for all options. IF United States is selected from the
Country field, a new required field for Street Address is also added and the requirement for zip code
is enforced.

IF In-Person or Virtual and In-Person is selected from the Will the event be held virtually, inperson, or both field and the event will take place at a NASA center/facility, internal users are
required to select the appropriate NASA Center account.
They may choose from a list of existing facility accounts, but if they choose Other from the Facility
field, they will then be required to enter a Building and Room#.

IF Virtual or Virtual and In-Person is selected from the Will the event be held virtually, in-person, or
both field, a new Event Platform field is added, which is required to be completed.

207

SECTION 7.3 - D. MY REQUEST TAB - NASA EXPERT INFORMATION

Internal users may request multiple NASA Experts to be filled for different role categories, based on the event’s specific needs. They can click the Add New Role button to
walk through a form to request a new role. Once completed, the role request is added to the NASA Expert Information page.

Users can choose
to Edit or Delete
each role entry
that they add, but
a minimum of one
role per request
is required.

208

SECTION 7.3 - D.1. NASA EXPERT INFORMATION - ADD ROLE
The Add Role form collects specific information about what type of NASA Expert is being requested for the
event, how many experts are needed, and when the requested expert(s) would need to be available.

The system will automatically compare the information listed in this record to the
profile information for NASA Experts, if the external user has specific requests,
and will surface matches to the internal Coordinators who fulfill the role requests
in the system. IF the user selects this checkbox, the Requested Area of Expertise
and Requested School Background fields will disappear from the form.

Users can select the Add New button if
they cannot find their institution, which
will provide the above write-in capability,
where they are required to enter the name
and address. The information is validated
by a Data Steward after submission.

Users may choose to
Close the form without
saving or click Add
Role to add the new
role request to the main
record.

If internal users already
have one or multiple
employees to serve
as NASA Experts,
they may select this
checkbox and search
for their names in the
database by keyword.
209

SECTION 7.3 - D.2. NASA EXPERT INFORMATION - ADD NEW ROLE - TOPIC PICKLIST VALUES

Users may choose from one or multiple
topics from this list of picklist values

210

SECTION 7.3 - D.3. NASA EXPERT INFORMATION - ADD NEW ROLE - REQUESTED AREA OF EXPERTISE PICKLIST VALUES

211

SECTION 7.3 - E. MY REQUEST TAB - ADMIN INFORMATION

The Administration Information section collects administrative related information from the user,
including the date that fulfilment confirmation is needed by. The system provides a warning message
that the preferred minimum is 7 weeks for US and 12 weeks for international requests, but still allows
the user to continue if the requested confirmation date is below the requested timeframe.

Internal users can click
the Upload Files button
to attach any relevant
information. Help text is
provided to help guide
users on what type of
information is helpful.

212

SECTION 7.3 - F. MY REQUEST TAB - VERIFY INFORMATION

The Verify Information section provides a summary of the information the user has submitted for
the request. The request can be edited as long as it remains in a Draft state. Once the request is
submitted, the details submitted so far can no longer be edited.

Users will click the Submit button to submit the request into
the system. Submitted requests must first be reviewed by
an internal administrator to determine if the request is valid.
If approved, the request will move to the Matching Initiated
state, where the NASA Coordinators will work to find a NASA
Expert to fill the role.
If the request is declined, or if it is unable to be filled, the
request will be closed and the user will be notified, as
described in the Declined /Unfulfilled Requests section.

213

SECTION 7.3 - G. NASA EXPERT INFORMATION TAB

The NASA Expert Information tab provides users with basic information that the registered NASA Expert chooses to share about themself within their profile.

Before a match is made between the request and a
NASA Expert, this tab will remain blank.

Once the request moves to a Match Found state,
the system will automatically populate this tab
with the public-facing profile information that the
NASA Expert chooses to share within their profile.

214

SECTION 7.3 - H. RESOURCES TAB

The Resources tab is intended to provide both standard and custom resources to help support/enhance the user’s experience related to the event.

This tab will be empty untilt the record
moves to a Review Initiated state.

Once the request moves to a Review Initiated state, the system
will automatically populate this tab with a standard set of
resources intended to provide basic information about OSTEM.
The Standard Resources section is populated with the same
information for all requests once the record moves to this state.
The Additional Resources section is optionally populated by
NASA personnel with rich-text knowledge articles that are
managed by NASA. The intention of this section is to provide the
user with addtional resource information that is more specific
to the request type or subject of the event.

215

SECTION 7.3 - I. CHAT TAB

The Chat tab allows external users to initiate a conversation with the Coordinator staff and the NASA Expert(s) once assigned. The chatter function will capture all back-and-forth
correspondence between the requester and all/any NASA personnel.

This tab will be blank on creation

If any chatter messages are submitted by any party, the
conversation will be recorded along with name/role/date/time
stamps for historical tracking.

216

SECTION 7.3 - J. EVENT LOGISTICS FORM TAB

The Event Logistics form is used to collect specific logistical information
about the event that is needed from the requester. To reduce burden on
the requester, this tab will be blank on creation/submittal, and will only
be populated if the request is approved to proceed by NASA personnel
during the Review Initiated stage.
Once the request moves to the Matching Initiated state, the system will
generate an email notification to the requester informing them that they
have an action to begin gathering / populating the logistics information
into the record.

217

SECTION 7.3 - J.1. EVENT LOGISTICS FORM TAB - FORM & HELP TEXT

The requester will be required to provide 5 standard logistics information areas. Help text is provided for each section to help guide users on what type of information is needed.

Users may click any available pencil
icon to open this section in edit mode.

218

SECTION 7.3 - J.2. EVENT LOGISTICS FORM TAB - EDIT MODE

Each field is a rich text editor, providing the rquester with
the ability to enter text with formatting, hyperlinks, and
image to support their statements.

Users may choose to Close the
form without saving or click Save
to add the data to the record.

219

SECTION 7.3 - J.3. EVENT LOGISTICS FORM TAB - SAVED INFO

Once saved, all formatting , links and graphics are displayed.

220

SECTION 7.3 - K. WITHDRAWN REQUESTS
Users can withdraw their own requests, until the request has moved to the Match Found state. After a match has been confirmed found, the user will need to contact the NASA Coordinator
via the chat tab to have the request withdrawn on their behalf. When available, they may click the Withdraw button in the upper corner of the request record, where they will be required to
enter a reason for withdrawing. Once they confirm, the request moves to a Request Closed state and an email confirmation is generated and cannot be changed back.

The request will automatically move out of the My Open Requests list
on the home page and will move to the History tab, where the Request
Closed state is displayed.
221

SECTION 7.3 - L. DECLINED / UNFULFILLED REQUESTS

If the NASA Coordinator is either unable fulfill the request wit an expert or if the request is not approved, the system will automatically notify the user via email that the request cannot be
filled. The status of the request automatically moves to a Request Closed state if this occurs. The user can reach out to the Coordinator via the chat for any further questions related to
this request record.

The request will automatically move out of the My Open Requests list
on the home page and will move to the History tab, where the Request
Closed state is displayed.

222

SECTION 7
NASA ENGAGES - INTERNAL USER EXPERIENCE

4. SELF-REPORT EVENTS
4A. CREATE NEW SELF-REPORT EVENT - TERMS & CONDITIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
4B. CREATE NEW SELF-REPORT EVENT - INITIATE REQUEST. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
4C. SELF-REPORT EVENT TAB - EVENT INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
4C.1. SELF-REPORT EVENT TAB - EVENT INFORMATION - MISSION SUPPORT, AUDIENCE TYPE & REQUEST TYPE PICKLIST VALUES. . . . . . . . . . . . . . . . . . . . . . . 227
4C.2. SELF-REPORT EVENT TAB - EVENT INFORMATION - TOPIC PICKLIST VALUES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
4D. SELF-REPORT EVENT TAB - POST-EVENT SURVEY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
4E. SELF-REPORT EVENT TAB - VERIFY INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
4F. WITHDRAWN SELF-REPORTED EVENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
4G. ACCEPTED / DECLINED SELF-REPORTED EVENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

223

SECTION 7.4 - A. CREATE NEW SELF-REPORT EVENT - TERMS & CONDITIONS

Each time a user initiates a new self-reported event, they are
prompted with the Terms and Conditions, which they must
click the Agree button at the bottom in order to proceed.

Users may access the same Terms and Conditions on a dedicated page by clicking
the Terms and Conditions link within the footer.

224

SECTION 7.4 - B. CREATE NEW SELF-REPORT EVENT - INITIATE REQUEST

Users must first identify a name for the event, which will serve as the link for the request record. Required fields throughout the workflow are identified with a red asterisk (*).

Help text is provided to help guide
users on what to enter

225

SECTION 7.4 - C. SELF-REPORT EVENT TAB - EVENT INFORMATION
The Event Information page collects the specific details about the event itself, including the
type of event it was, the audience type(s), as well as when and where the event took place.

The NASA Mission/Mission
Support Directorate field is only
displayed if Internal was selected
on the Initiate Event step.

Users can select the Add New button if
they cannot find their institution, which
will provide the above write-in capability,
where they are required to enter the
name and address. The information
is validated by a Data Steward after
submission.

If Other is selected within the
Request Type field, a new Other
Type field is populated, where
users will be required to describe
the unlisted type.

The End Date field is populated
IF the This is a multi-day event
checkbox is selected.

226

SECTION 7.4 - C.1. SELF-REPORT EVENT TAB - EVENT INFORMATION - MISSION SUPPORT, AUDIENCE TYPE & REQUEST TYPE PICKLIST VALUES

Circled items only
appear on Internal
user’s view of the
request record, and
match the picklist
values
for
the
matching fields on
the Expert profile
page.

227

SECTION 7.4 - C.1. SELF-REPORT EVENT TAB - EVENT INFORMATION - TOPIC PICKLIST VALUES

Users may choose from one or multiple
topics from this list of picklist values

228

SECTION 7.4 - D. SELF-REPORT EVENT TAB - POST-EVENT SURVEY

The checkbox within this section is not manually editable. The internal user must complete the survey within the Post-Survey Event tab. Once the survey has
been submitted, the checkbox will be selected by the system automatically.

229

SECTION 7.4 - E. SELF-REPORT EVENT TAB - VERIFY INFORMATION

The Verify Information section provides a summary of the information the user has submitted for the event. The event can be edited as long as it remains in a Draft state. Once the
request is submitted, the details submitted so far can no longer be edited.

Users will click the Submit button to submit the
event into the system. Submitted events must first
be reviewed by an internal administrator to determine
if the event type is valid and will move to the Review
Initiated state at that time.
The user will receive notification of the review decision,
as described in the Accepted / Declined Self-Reported
Events section of this document.

230

SECTION 7.4 - F. WITHDRAWN SELF-REPORTED EVENTS
Users can withdraw their own requests, as long as the request remains in the Review Initiated state. Once a request has been closed, the user will need to contact the NASA Coordinator
via the chat tab to have the request withdrawn on their behalf. When available, they may click the Withdraw button in the upper corner of the request record, where they will be required
to enter a reason for withdrawing. Once they confirm, the request moves to a Request Closed state. Because the user is taking the action on a self-created record, no confirmation emails
or in-system notifications are sent.

The request will automatically move out of the My Open
Requests list on the home page and will move to the
History tab, where the Request Closed state is displayed.

231

SECTION 7.4 - G. ACCEPTED / DECLINED SELF-REPORTED EVENTS

Once the Self-Reported Event is submitted, the record is reviewed by NASA personnel to determine
if it is an authorized request to be reported in the system. Once the review is completed, the record
will either be marked as Approved or Declined.
• If Approved, the internal user will receive an email notifying them that the event request was
accepted. The appropriate records will be generated on the internal side to count this individual
as the assigned NASA Expert for the event.
• If Declined, the internal user will receive an email notifying them that the event request was
declined. The NASA Coordinator will follow up with the internal user regarding the reason for
disapproval.
In either scenario, the event record is moved to a Request Closed state. The event will automatically
move out of the My Open Requests list on the home page and will move to the History tab, where
the Request Closed state is displayed.

232

SECTION 7
NASA ENGAGES - INTERNAL USER EXPERIENCE

5. VIEW, SUGGEST, & APPLY TO OPENINGS
5A. VIEW OPENINGS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
5B. SUGGEST OPENINGS TO A COLLEAGUE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
5C. APPLY TO OPENINGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
5C.1. VIEW APPLICATION RECORD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
5D. WAITLISTED APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
5E. ACCEPT/DECLINE PENDING OFFERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
5E.1. EXPIRED OFFERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
5F. NOT SELECTED APPLICATIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
5G. CANCELLATION NOTIFICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
5H. WITHDRAWN APPLICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

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SECTION 7.5 - A. VIEW OPENINGS

Engagement Openings are the role records that NASA
Experts will apply for. They contain a combination of the
Event Information and Role Information submitted by the
record’s requester.

234

SECTION 7.5 - B. SUGGEST OPENINGS TO A COLLEAGUE

Internal users can suggest other colleagues for an opening. Because internal employees are auto-provisioned in the system, they simply need to search for their name and select
it from the database of existing users. The system will automatically generate an email notification to that individual containing key information about the role opening.

The recommended Opening will appear in the Suggested Engagement Openings tab on the
Home Page. Users can see the visual match indicators for suggested openings, as described
on the Suggested Openings page within this document.

235

SECTION 7.5 - C. APPLY TO OPENINGS
To apply as a NASA Expert, the internal user will click the Apply Now button within the Opening, which will display a popup that allows them to optionally
enter any additional/relevant information.

If the expert has already applied the
opening, the system will prevent them
from submitting a duplicate.

Experts can select this checkbox to be waitlisted as a backup,
should a selected expert be unable to fulfill a request. See
the Waitlisted Applications section for details.

The My Applications list view displays the current state of each application
236

SECTION 7.5 - C.1. APPLICATION RECORD

The system uses the information from
the user’s profile record and populates
it within the Application, so there’s no
additonal fields for the internal user to
fill out as part of the application process.

Users may choose
to withdraw their
application
from
consideration at this
stage, as described
in the Withdrawn
Applications section
of this document.

237

SECTION 7.5 - D. WAITLISTED APPLICATIONS

If the inetrnal user indicated that they would like to be waitlisted for an opening that they have applied to (as described in the Apply to Openings section of this document), and if the
Coordinator finds the user to be a good match, the Coordinator will move the application to the Waitlist state, and the user will receive a notification of the change in status. If the
selected NASA Expert is unable to fulfill the obligation, the waitlisted expert will receive an offer notification if selected as the next best backup candidate.

Users may choose
to withdraw their
application
from
consideration at this
stage, as described
in the Withdrawn
Applications section
of this document.

The My Applications list view displays the current state of each application

238

SECTION 7.5 - E. ACCEPT / DECLINE PENDING OFFERS
NASA Experts will receive an
email, as well as an in-system
notification (via the bell icon
in the upper right corner of
the main menu bar), that
informs them that they’ve
been selected and that they
have an action to take.

Pending experts have the option to Decline or Confirm the offer directly within
the application.

Both notification options
will automatically route the
expert to the application
record.

239

SECTION 7.5 - E.1. EXPIRED OFFERS

If the selected NASA Expert does not respond to an offer within 5 calendar days, the application will automatically move to an Offer Expired state. the option to accept or decline the
offer is no longer available. The user can receive a new offer when in this state, if the Coordinator chooses to re-send a new offer to that individual.

Users may choose to
withdraw their application
from consideration at this
stage, as described in the
Withdrawn Applications
section of this document.

In-system notifications are available through the bell
icon in the upper right corner of the main menu bar. The
number of unread notifications will be displayed on the
bell, when applicable. Each notification serves as a link
to the record that the notification is related to.

The My Applications list view displays the current state of each application

240

SECTION 7.5 - F. NOT SELECTED APPLICATIONS

If an individual is not selected to fulfill the role, they will receive a notification to keep them informed either way. The application will be moved to a Not Selected state.

The My Applications list view displays the current state of each application
241

SECTION 7.5 - G. CANCELLATION NOTIFICATIONS

If an event is cancelled prior to a user being able to fulfill their duties as a NASA Expert, the user will receive an email notification that informas them that the event has been
cancelled. The status of the application will move to the Not Selected state in this scenario.

The My Applications list view displays the current state of each application
242

SECTION 7.5 - H. WITHDRAWN APPLICATIONS

Users may choose to withdraw their application from consideration by clicking the Withdraw button within the application, when available, as described in the View, Suggest & Apply
to Openings section of this document. Once an application is withdrawn from the system, it can no longer be considered for an opening. No email or in-system notification is sent to
the user.

The My Applications list view automatically
displays the current state of the withdrawn
application

243

APPENDIX A
ENHANCED ACADEMIC INSTITUTION LOOKUP EXPERIENCE
1. SHOW MORE RESULTS PAGE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

244

APPENDIX A - SHOW MORE RESULTS PAGE

Anywhere that users have the ability to look up to their academic institution within Gateway, the system returns up to five potential results that match the criteria entered. Each
search result entry now displays the street address to help differentiate each school. However, users have always had the ability to click the Show All Results link at the top
of the results, which will route them to the expanded search experience. In the past, the Account Name and City & State columns were only displayed, which sometimes made
it difficult for our users to pick the correct school fromt he list. This experience has been enhanced to provide the School Name, full Address (including Street), as well as any
recorded Aliases (such as school acronymns), Country, Phone, and Website. Users may search for their school against any column displayed in this view.

245