iCOD Offence Declarations Web Application · PDF filewhether the field is Required, ... sensitive but must match the information in the SAP HR system. Example: ... iCOD Offence Declarations

Title: iCOD Offence Declarations Web Application Category 1 : Human Resources

Category 2 : iCOD Asian Header

File name: ~ICOD.DOC Reference Number: iCOD01

Version: Draft B Last Modified: 10/20/2004 3:43:00 PM

Work InstructionPage 1 / 48

Work Instruction

iCOD Offence Declarations Web Application

Purpose

Use this procedure to submit your annual offence declaration or to review previous declaration(s).

Trigger

Perform this procedure when so informed by the Human Resources department of the Board.

Prerequisites

You must be an employee of the Toronto Catholic District School Board to use this application. Employees on a leave of absence are expected to use it too.

Menu Path

Use the following menu path(s) to begin this task:

• Run a current browser such as Internet Explorer 6.0 that supports 128-bit encryption.

• Go to the TCDSB iCOD website: https://icod.tcdsb.org or click on the iCOD link on the TCDSB Internet and Intranet websites.

Helpful Hints

• You may use any Internet connected computer to access the iCOD application. The computer may be at your place of work, at home, or at any Public Library or Internet café.

• Please use a web browser such as Internet Explorer 6.0 that supports 128-bit encryption to maximize the security of your iCOD session.

• To enhance security, the iCOD application inhibits certain browser features such as Back, Forward, Go To, History, Save As, Send, View and Favourites. iCOD does not use cookies nor allows local storage of iCOD User name/ID or User Password. For more details, see the FAQ page on the iCOD website. At the end of your iCOD session, logout of iCOD and close the browser.

• Some iCOD screens have a ? mark link in the top right corner. You may click on this link for screen specific Help.

• In this user guide, the column titled R/O/C in Field Name Description tables refers to whether the field is Required, Optional or Conditional.

• Through an initial registration process, you are assigned an iCOD User Name/ID and allowed to specify a User Password for use in accessing the iCOD system. The format of the iCOD User Name/ID is the first 4 letters of your first name followed by the first 4 letters of your surname. A tie-breaker digit may be added to it. Please note that this User name/ID and User Password are ONLY for use with the iCOD application. They have no relationship to your TCDSB network user name and password. Make sure that you note your iCOD User Name/ID as you will need it to access iCOD each year for the duration of your employment at the Board.






Screen Flow

xxxx






Procedure

1. Start the iCOD Offence Declaration task by using an Internet connected web browser that supports 128-bit encryption (e.g. Internet Explorer 6.0) and going to the TCDSB iCOD website: https://icod.tcdsb.org. You may also click on the iCOD link on the Board’s Internet and Intranet websites.






iCOD Home Page

2. Perform one of the following:

If Go To

You wish to Login to the iCOD Offence Declaration System Step 3

You wish to access online HELP Step 55

You wish to access Frequently Asked Questions (FAQ) Step 53

You wish to obtain iCOD contact information Step 58

3. Click .






iCOD Login Screen


If Then Go To

This is the first time that you are using the iCOD Offence Declaration application

Click the New User? link in the Login window to register yourself and obtain an iCOD User Name / ID that you will use each year to access iCOD. You will also be able to select a password for use with iCOD.

Step 5

You have forgotten your iCOD User Name/ID or password

Click the Forgot Password? link in the Login window to select a new User Password.

Step 49

You know your iCOD User Name/ID and password

Enter your iCOD User Name/ID and User Password in the Login window

Step 45

5. Click .






Registration for New User

6. As required, complete/review the following fields:

Field Name R/O/C Description

First Name R First Name as shown on your Pay Statement. It is not case-sensitive but must match the information in the SAP HR system.

Example: Ada Wai Man

Surname R Surname as it appears on your Pay Statement. It is not case-sensitive but must match the information in the SAP HR system.

Example: Zupan

Employee ID R Your 8-digit SAP Employee # as it appears on your Pay Statement. All leading zeroes must be entered.

Example: 00013056

Year of Birth R 4-digit year of your birth. It must match the information in the SAP HR system.

Example: 1935







Month of Birth R Month of your birth selected from the drop-down list. It must match the information in the SAP HR system.

Example: July

Day of Birth R 2-digit day of your birth. It must match the information in the SAP HR system.

Example: 13

S.I.N. R First six digits of your Social Insurance Number (S.I.N.) – this information is only being collected to verify your identity and prevent fraudulent use of your User Name/ID. It must match the information in the SAP HR system.

Example: 455 318

User Password R User defined password for use with the iCOD assigned User Name/ID to allow you to login into iCOD any time you wish to do so. It must be at least 6 characters in length, the first character must not be a digit and the password must not be the same character repeated. This field is case-sensitive. Do not share this password with anybody.

Example: IMClean

Confirmation R This field must match your Password. It is a double check to ensure that you have entered in your User Password correctly. Example: IMClean

E-Mail1 O The e-mail address to which you wish your iCOD User name/ID mailed. It may be your Board e-mail address or another personal e-mail address. This field may be left blank.

Example: [email protected]

7. Click .


If Then Go To

You have NOT correctly completed your registration form

iCOD will respond with the message “User information not verified”. You will have to correct any invalid information and resubmit your registration information.

Step 6

You have correctly completed your registration form

Congratulations! Step 9






Successful Registration

Before you proceed, please print the Successful Registration page or record your iCOD User Name/ID and User Password. You will need to use them to make your annual offence declaration for the duration of your employment at the Board

9. Click .






iCOD Welcome Screen

10. Click beside the Offence left-menu item.

11. Click


If Go To

You have already made a declaration for the current year Step

23

You have not made a declaration for the current year as yet Step 13






Offence Declaration – Main Screen

13. Click to view the legislation behind the offence declaration process.






Ont Reg 521/01 – Page 1

13.1 Scroll down to the end of Ont Reg 521/01.






Ont Reg 521/01 – Page 2

14. Click at the bottom of Ont Reg 521/01 to return to the main declaration screen.







15. Click to view the legal agreement behind your use of the iCOD system.






iCOD Terms of Use – 1st Page

15.1 Scroll down to the end of Terms of Use.






iCOD Terms of Use – Last Page

16. Click at the bottom of Terms of Use to return to the main declaration screen.







17. Do you have convictions to declare?

If Go To

You have no convictions to declare Step 18

You have convictions to declare Step 31

18. Click .I have no convictions … radio button

19. Click to get to the no convictions declaration screen.






No Convictions Declaration



Dated at R Name of the municipality or city where you are situated at the moment that you make this offence declaration.

Example: Newmarket, Ontario







If Then Go To

You wish to proceed with your offence declaration with no convictions listed

Click to submit your declaration. If you do so, you will not be allowed to update or delete it; to do so you will need to contact the Human Resources department

Step 22

You do not wish to proceed with your declaration Click to return to the main

declaration screen without making a declaration.

Step 17






Confirmation of a Successful Declaration

22. Congratulations! You have successfully submitted your offence declaration. Click to go to the declarations review screen.






Declarations Review Screen

23. You may now view current and previous declarations, print them, review the relevant legislation or the Terms of Use of the iCOD web application.

24. Click to see offence declarations made this year and in previous years.






View Declaration Screen

25. Click if you wish to print a copy of your declaration for your own records. This opens up a new window with a printer-friendly offence declaration form that you can print.






Printer-friendly Offence Declaration Form

26. Click in the browser menu to send the declaration form to the printer.

27. Click to close this printer-friendly declaration form window and return to the view declarations screen.






View Declarations Screen

28. If you wish to Change your iCOD Password, go to Step 60

29. Click to end your iCOD session and return to the iCOD Login Screen.






iCOD Login Screen

30. Click to close the browser session. Go to Step 66.







31. Click I have convictions … to declare convictions.

32. Click .






Declare Conviction Screen



Month R Month of the date of this conviction. Example: February

Day R Day of the month of this conviction.

Example: 29

Year R Year of the date of this conviction.

Example: 2004

Court Location R Address of court that convicted you.

Example: Mississauga, Ontario

Conviction R Description of the conviction as stated in the court document.

Example: Possession of an illegal substance

Comment O Any brief comment that you wish to make.

Example: The grass I had was for my personal use as a cure for my ailment.






34. Click to enter the conviction.

35. Do you have more convictions to report?

If Go To

You have another conviction to report Step 36

You have no further convictions to report Step 40






Sign and Add Convictions Screen

36. Click to report your next conviction.






Enter Conviction Screen



Month R Month of the date of this conviction. Example: April

Day R Day of the month of this conviction.

Example: 1

Year R Year of the date of this conviction.

Example: 2004

Court Location R Address of court that convicted you.

Example: Oshawa, Ontario

Conviction R Description of the conviction as stated in the court document.

Example: Reckless Driving causing personal injury


Example: I have given up street racing since the accident.






38. Click to enter the conviction.






Sign and Add Convictions Screen

39. Return to Step 35 until you have no further convictions to report.

40. Click to proceed to the declaration screen.






Offence Declarations - Convictions

40.1 Scroll down to the bottom of the declaration.






Offence Declarations – Convictions (contd.)



Dated at R Name of the municipality or city where you are situated at the moment that you make this offence declaration.

Example: Toronto, Ontario


Example: I am truly sorry about these convictions, and have turned a new leaf.

42. If you wish to proceed with your offence declaration with the listed convictions, click

to submit your declaration – if you do so, you will not be allowed to update or delete your declaration; to do so you will need to contact the Human Resources department.







If Then Go To

You wish to proceed with your offence declaration with the listed convictions

Click to submit your declaration. If you do so, you will not be allowed to update or delete it; to do so you will need to contact the Human Resources department

Step 44

You do not wish to proceed with your declaration Click to return to the main

declaration screen without making a declaration.

Step 17






Successful Declaration Screen

44. Congratulations! Your offence declaration has been successfully submitted. Go to Step 22 to review your declaration.

45. Click to submit your offence declaration or review previously submitted declarations.






iCOD Login Screen



User Name / ID R iCOD system generated User Name/ID that uniquely identifies you within iCOD. It consists of the first 4 letters of your first name followed by the first 4 letters of your Surname. Tie-breaker digits may be appended to it. Please make note of this User-name/ID as you will need it to login to the iCOD system for the duration of your employment at the Board.

Example: adawzupa


Example: IMClean

47. Click .






iCOD Welcome Screen

48. Go to Step 10.to continue with the declaration or review process.

49. Click .






Forgot User Name or Password Screen



First Name R First Name as shown on your Pay Statement. It is not case-sensitive but must match the information in the SAP HR system.

Example: Ada Wai Man

Surname R Surname as it appears on your Pay Statement. It is not case-sensitive but must match the information in the SAP HR system.

Example: Zupan

Employee ID R Your 8-digit SAP Employee # as it appears on your Pay Statement. All leading zeroes must be entered.

Example: 00013056

Year of Birth R 4-digit year of your birth. It must match the information in the SAP HR system.

Example: 1935







Month of Birth R Month of your birth selected from the drop-down list. It must match the information in the SAP HR system.

Example: July

Day of Birth R 2-digit day of your birth. It must match the information in the SAP HR system.

Example: 13

S.I.N. R First six digits of your Social Insurance Number (S.I.N.) – this information is only being collected to verify your identity and prevent fraudulent use of your User Name/ID. It must match the information in the SAP HR system.

Example: 455 318


Example: IMClean

Confirmation R This field must match your Password. It is a double check to ensure that you have entered in your User Password correctly. Example: IMClean

E-Mail1 O The e-mail address to which you wish your iCOD User name/ID mailed. It may be your Board e-mail address or another personal e-mail address. This field may be left blank.

Example: [email protected]

51. Click .






Successful Password Update Notification

52. Go to Step 9.

53. Click the top-menu item.






iCOD FAQ – Screen 1






iCOD FAQ – Screen 2

54. Go to Step 2

55. Click the top-menu item.






iCOD Help – Screen 1

56. Click .






iCOD Help – Screen 2

57. Go to Step 2

58. Click .






iCOD Contact Information

59. Go to Step 2

60. Click






iCOD Change Password Page



Old Password R Current password before the change. This field is case-sensitive.

Example: IMClean

New Password R New user defined password for use with the iCOD assigned User Name/ID to allow you to login into iCOD any time you wish to do so. It must be at least 6 characters in length, the first character must not be a digit and the password must not be the same character repeated. Do not share this password with anybody. This field is case-sensitive.

Example: IveBinGood

Confirm Password R This field must match your new Password. It is a double check to ensure that you have entered in your new User Password correctly.

Example: IveBinGood






62. Click .



New Password R New user defined password for use with the iCOD assigned User Name/ID to allow you to login into iCOD any time you wish to do so. It must be at least 6 characters in length, the first character must not be a digit and the password must not be the same character repeated. Do not share this password with anybody. This field is case-sensitive.

Example: IveBinGood

Confirm Password R This field must match your new Password. It is a double check to ensure that you have entered in your new User Password correctly.

Example: IveBinGood

64. Click .






iCOD Welcome Screen

65. Go to Step 28 .

66. You have completed this task.

Result

You have completed your offence declaration session.

Comments

Please make sure that you logoff your iCOD session and shut down your browser at the end of your iCOD session.

Documents

iCOD Offence Declarations Web Application · PDF filewhether the field is Required, ... sensitive but must match the information in the SAP HR system. Example: ... iCOD Offence Declarations