FIELD·TEQ™Participants

Quick Start Guide

Version 2.0

ContentsIntroduction..........................................................................................................................................................3

Participants...........................................................................................................................................................3

Accessing FIELD·TEQ..............................................................................................................................................3

Methods/Tasks..............................................................................................................................................6

Qualifications.................................................................................................................................................7

Experience.....................................................................................................................................................8

Medical..........................................................................................................................................................9

Induction & Statement of Understanding....................................................................................................10

Lodge...........................................................................................................................................................10

HOME area..........................................................................................................................................................11

Dashboard.......................................................................................................................................................11

My Registration...............................................................................................................................................11

My Nominated Contacts..................................................................................................................................12

Received Notices.............................................................................................................................................12

My Tools..........................................................................................................................................................12

Calendar..........................................................................................................................................................12

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IntroductionThis guide is intended for all activity participants. Participants maintaining their own personnel registration must be FIELD·TEQ users and will enter the information directly into FIELD.TEQ. Participants that are not FIELD.TEQ users will need to provide the required information to the user maintaining their personnel registration.

This guide describes the information that must be provided to become an activity participant. Once the information is entered the registration must lodged, assessed by an Approver and approved before the participant can participate in any off-site activity.

Further information can be found in the FIELD·TEQ Online Help, available from any FIELD·TEQ page after a login has been created; the help link is highlighted in Figure 5.

ParticipantsParticipants are all the people that can be associated with an off-site activity and includes people that are not FIELD·TEQ users.

Participants who can access FIELD.TEQ are called users as they have a FIELD.TEQ username and password. Users can also have additional roles:

Organisers—users that organise or coordinate off-site activities or projects such as project leaders and activity coordinators. Further information is provided in the FIELD·TEQ Organisers Quick Start Guide.

Approvers—users that review a project, activity plan or personal registration. These users can be task or activity technical experts such as dive officers or overall OHS reviewers such as project supervisors. Further information is provided in the FIELD·TEQ Approvers Quick Start Guide.

Administrators—users that manage FIELD·TEQ project settings, personnel and assets to ensure that suitable information is available for Participants, Organisers and Approvers. Further information is provided in the FIELD·TEQ Administrators Quick Start Guide.

System Administrators—users that manage FIELD.TEQ settings, types and configuration to ensure that FIELD·TEQ meets the organisational requirements. Further information is provided in the FIELD·TEQ System Administrators Quick Start Guide.

Further information is also provided in the FIELD·TEQ Online Help.

Accessing FIELD·TEQFIELD·TEQ automatically creates user records when a new user logs in to the system.

To create your FIELD·TEQ user:

1. Navigate to the FIELD·TEQ login page using the URL provided by your system administrator.2. Enter a username and password and select Login, an example is shown in Figure 1.

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Figure 1 User login page

3. Enter your details into the Welcome page to create your user account. Fields with a red star must be completed for a user account to be created. An example of a completed page is shown in Figure 2

Figure 2 Login person details page

While it is important to provide complete and accurate information, the Statement of Understanding, Organisation unit and Affiliation Type can be changed after you have access to FIELD·TEQ.

Statement of Understanding—the selected Statement of Understanding is used to determine the activity roles you can perform.

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Organisation Unit—the selected organisation unit determines the FIELD·TEQ entities, such as projects and activity plans, that you can view because users can only view entities in FIELD·TEQ that are associated with their organisation unit. An organisation unit is a convenient organisational grouping typically based on an organisation chart. All FIELD·TEQ entities are associated with an organisation unit, for example projects, users and activity plans are associated with an organisation unit at creation, an example chart and organisation units are shown in Figure 3.

Figure 3 Organisation chart showing organisation units

In the example organisation chart shown in Figure 3 FIELD·TEQ users in the Geography organisation unit need to select Geography as their organisation unit (displayed with the full organisation unit path of All/University/Geography) and can only view projects and activity plans associated with the Geography organisation unit.

4. Select Save to enable the Registration Wizard5. Select the Registration Wizard option from the black toolbar. See Figure 4 below.

Figure 4 Registration Wizard selection screen

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The wizard will guide you through the registration pages in the correct order. Once you have completed a page select the Next button from the black tool bar to save the information and progress to the next stage. You may log out of the wizard at any stage and return later to complete the saved information.

Personal Details

The Personal Details page includes personal, contact and role information.

6. Complete all the fields. The Personal Details page cannot be saved unless all fields with a red star are complete. Information on the Statement of Understanding and Organisation Unit is provided on pages 4 and 5.

7. Select Next from the black toolbar to save all fields and progress to the Methods/Tasks page.

Methods/Tasks

The Statement of Understanding controls the methods and tasks that are displayed. Check that the correct Statement of Understanding has been selected on the Personal Details page when an expected method is not displayed.

8. Select the methods or tasks checkboxes for all required methods or tasks, an example is shown in Figure Rolling your mouse over the orange tooltip circles will display further information about the individual methods and tasks.

9. Select Next from the black toolbar to save all fields and progress to the Qualifications page.

Figure 5 Selected Methods/Tasks

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Qualifications

To be approved for an activity role you must have suitable qualifications and have those qualifications verified for that role.

The Qualifications page enables the entry of your qualifications and displays the qualification types required for activity roles. The activity roles displayed in the Potential roles field are based on the Statement of Understanding selected on the Personal Details page.

Figure 6 Qualifications page displaying the required qualification types for the roles selected.

10. Select the roles you would like to perform from the Potential roles list.11. Select the Refresh button to display the Qualification types required for role selection. Only the roles

available for the selected Statement of Understanding are displayed. If the role you expect to fill is not displayed ensure you have selected the correct Statement of Understanding on the Person Details page.

12. The displayed list of qualification types is a guide only; Approvers must verify your qualifications before you can fulfil any role.

13. Enter all your qualifications by selecting Add New from the black toolbar. Further fields will be displayed depending on your selection.

14. Complete all fields then select the Save button to save the qualification. See Figure 7 for an example.

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Figure 7 Qualifications page displaying the required qualification types for the roles selected.

If you have qualifications issued by an unlisted issuer select Other and complete the displayed fields. This qualification is displayed in the Qualifications awaiting assessment list on the Qualifications page, as the issuer will require assessment before it can be accepted.

Scanned copies of qualifications should be uploaded using the Attachments page before lodging your registration to assist with verification.

15. Complete the page then select the Save button.

Experience

The Experience page comprises your previous experience in the activities associated with the methods and tasks selected for your registration.

The information provided on this page is typically used by Approvers to assess your suitability for an activity role. Leaving fields blank will not cause errors when your registration is lodged but may mean an Approver cannot assign an expected activity role.

When no activity logs are required this page will be blank otherwise fields will be displayed for entering previous activity experience. An example of a completed page is shown in Figure 8.

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Figure 8 A partially completed experience page.

16. Complete the page then select the Next button.

Medical

The Medical page comprises information used to respond to a personal emergency when you are participating in an off-site activity.

17. Complete the fields and then select the Next button. Fields with a red star must be completed before your registration can be lodged. An example is shown in 9.

Figure 9 A completed Medical page

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Induction & Statement of Understanding

You must agree to The Statement of Understanding before your registration can be lodged.

18. Read the provided Statement of Understanding, select the I Agree checkbox.19. Provide details of the date of your Field Teq system induction and then select ∙ Next.

Lodge

20. Please upload a passport style photo of yourself under the Photos tab and scanned copies of qualifications and licenses under the Attachments tab.

21. Once you have done this, select Next to Lodge your registration.

The Lodge dialog can display messages and generate a report of your registration and the error messages. The messages are displayed in three fields according to their severity:

Information messages—displays qualifications and information.

Warning messages—displays information about missing optional information.

Error messages—displays information about missing mandatory information that must be resolved before the registration can be lodged.

Figure 10 Lodge dialog displaying error messages

When there are errors:

1. Note the missing information or select the Generate Reports button to create a report of the registration and missing information then select the Cancel button to close the Lodge dialog

1. Navigate to the page where the missing information can be entered (see preceding sections to identify the pages) then edit the page.

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2. Re-lodge the registration.

When there are no errors:

1. Select the Confirm button to close the dialog and start the registration approval workflow.

Your registration will change state to Pending Approval and your Personal Details page will display the Revert to Draft button. The only way to make changes to a registration in this state is to select Revert to Draft causing the registration to be removed from the approval workflow. After the changes have been made the registration must be re-lodged.

HOME areaThe HOME area provides access to your forms, registration details, nominated contacts (people that will be your point of contact during any off-site activity) and any notices that have been sent to you. It includes the Dashboard, My Registration, My Nominated Contacts and Received Notices pages.

Figure 11 User HOME area Dashboard page

DashboardThe Dashboard page displays the status of your registration, any forms or risks that require your attention (if you are an approver or organiser), a list of forms that you have created and their current state.

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My RegistrationTo fulfil any off-site activity roles you must be registered with approved qualifications for your selected tasks and methods. The approval workflow is entered after the registration has been lodged. The pages associated with this tab display the information entered under the Registration Wizard.

My Nominated ContactsA nominated contact is regularly contacted by an activity participant during any off-site activity. In the event of a missed contact the nominated contact is to implement a contingency plan that can include notifying emergency personal.

2. Select the My Nominated Contacts tab to display the My Nominated Contacts page.3. Select Add New then enter and save the contact details.

Selecting to Share with all coordinators enables all activity coordinators to view the nominated contact details. When this option is unselected the nominated contact details are only visible to you and an authorised administrator.

Received NoticesThe Received Notices page displays a list of all the notices sent to you. These notices have been sent either requiring your action such as a login expiry notice or to keep you informed of important project or activity plan information.

1. Select the Received Notices tab to display the Received Notices page.

This page provides a history of all notifications sent to you and should be regularly checked.

Any notice can viewed by selecting its Details link.

My Tools The My Tools page displays complimentary Field Teq applications that are available to download onto your ∙laptop. Currently these include Field Teq Remote and Calendar.∙

Calendar The Calendar page displays a calendar view of all Activity Plans connected to the user’s organisation unit/s. The Activity Plans are colour coded by location. For example, in the default colour settings red denotes an interstate trip and blue denotes an intrastate trip.

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