ACS Fellows Program Online Nomination System. Step-by-Step Instructions

Transcription

1 ACS Fellows Program 2017 Online Nomination System Step-by-Step Instructions ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 1 of 43

2 Overview The ACS Fellows Online Nomination System will allow you to submit the name(s) of an ACS member(s) to be considered for the ACS Fellow designation. This member would have, in your opinion, demonstrated excellence and leadership that has an impact in the science, the profession, education, and/or management; and demonstrated excellence and leadership in volunteer service, based on specific results achieved, in service to the ACS and its membership and community. Nominations can be submitted by an individual ACS member, or on behalf of an ACS Committee, Technical Division, or Local Section. Visit to learn more about the nomination types. Please note: If a nomination is on behalf of a Committee, the Chair of the Committee, if eligible, should be the primary or a secondary nominator. If a nomination is on behalf of a Division or Local Section, the nomination must be submitted by an Officer, Councilor, or Alternate Councilor of that Division or Local Section or some other member specifically designated by the Chair to prepare the nomination on behalf of that Division or Local Section. IMPORTANT: If the Chair of the Committee, Local Section, or Division is neither the primary nominator nor a secondary nominator, the Chair of the body must provide the primary nominator with a letter attesting that the nomination is indeed being submitted on behalf of the Committee, Division or Local Section. Visit for more information on Letters of Attestation. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 2 of 43

3 Contents Overview Log in to ACS Fellows Online Nomination System Go to Program Information Select Nominee Select the Start Nomination Button Time-Out Notice Nomination Type Individual Nomination Committee Nomination Technical Division Nomination Local Section Nomination Eligibility Confirm Nomination Selection Identify Nominee Search for the Nominee by Name Search for the Nominee by Member Number Selection of Nominee Review and Save Nominee Prepare Nomination Save Nomination Prepare Nomination Section Navigation through the Prepare Nomination Section Code of Conduct Section Award Citations Section Professional Organization Affiliations Volunteer Service to the ACS Community Contributions to the Science / Profession Honors and Awards ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 3 of 43

4 3.2.8 Select Supporters and Upload Letters Upload Resume/CV Upload Supplementary Information Preview Nomination Preview Nomination Button Preview Nomination Screen Submit Nomination Edit Nomination Submit Nomination Dashboard Functions Timeout Notices Edit Existing Nomination Delete Existing Nomination View/Download Submitted Nomination Browser Support/Compatibility Optimal browsers Errors during Submission Error message general categories: ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 4 of 43

5 1. Log in to ACS Fellows Online Nomination System 1.1 Go to You can login using either: o Your ACS ID / Password or o Your Last Name / Member Number ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 5 of 43

6 1.2 Program Information Review all information in the Program Information area before beginning the online nomination submission. Please be aware of the nomination deadline and any linked resource documents provided. 2 Select Nominee 2.1 Select the Start Nomination Button This begins the nomination process. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 6 of 43

7 2.2 Time-Out Notice A 15-minute Time-Out Notice confirmation window will be presented. Read the notice and select the Confirm button to continue. After selecting the Confirm button, if you would like to return to the nominator dashboard, select the home icon on the navigation bar. 2.3 Nomination Type The following page will be presented after confirmation. You are now working in the Select Nominee section which is highlighted in the navigation bar. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 7 of 43

8 A Who can I nominate? information link is available for review. Only the nomination types for which you are eligible to submit will be displayed. For example, if you are not a member of any ACS Committee or Division, you will not see the option to select a Committee or Division. If you are a member of multiple Committees or Divisions, they will be listed below the initial selection of nomination type. You may only designate one nomination type per session: Committee, Technical Division, Local Section, or Individual Individual Nomination If an individual nomination, select the Individual radio button and then select the Confirm button. If you are not certain of your selection type, you may select the Cancel button to return to the selection screen Committee Nomination If a Committee nomination, select the Committee radio button and then select the specific Committee. If you belong to multiple committees, each will be listed. Please select the radio button for the specific Committee on behalf of which you want to submit a nomination. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 8 of 43

9 2.3.3 Technical Division Nomination If a Technical Division nomination, select the Technical Division radio button and then select the specific Division. Notice you are given a specific count as to the number of nominations allowed to be submitted per Division. If you belong to multiple divisions, each will be listed. Please select the radio button for the specific Technical Division on behalf of which you want to submit a nomination Local Section Nomination If a Local Section nomination, select the Local Section radio button and then select the specific Local Section. Notice you are given a specific count as to the number of nominations allowed to be submitted by your Local Section. Please select the specific Local Section radio button to proceed. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 9 of 43

10 2.3.5 Eligibility If you selected a Committee, Technical Division, or Local Section nomination type, and you are not the Chair of that body, you will be presented with an Eligibility section. Select the Continue with Nomination button to continue or the Cancel button to go back to the previous screen to select another nomination type. Committee, Local Section, or Technical Division Chairs will not be presented with the Eligibility section Confirm Nomination Selection Once you have selected the Continue with Nomination button, you will be asked to confirm your selection of nomination type. To move forward in your nomination, select the Confirm button. To return to the nomination type designation screen, select the Cancel button. Please note: once you have confirmed, you cannot modify the nomination type. If you started working on a nomination and need to change the nomination type, please contact the ACS Fellows Program Office. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 10 of 43

11 2.4 Identify Nominee Search for the Nominee by Name Select the Search by name radio button, type the nominee s last name in the search box, and hit your Enter key. Once matches appear you can reduce your results by adding the nominee s first name (Last First) and hitting your Enter key again. Do not use any commas in this field. The total result count will appear below the search box. You can also page through the results by selecting the Next >> or <<Prev links. You can select the Clear Results link to start a new search. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 11 of 43

12 If no results exist, you will see the message below. Please try again or search by member number Search for the Nominee by Member Number Select the Search by member number radio button, type the nominee s member number in the search box, and select the Find Member button Selection of Nominee Once you have found the member you are looking for, select the Select Nominee button. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 12 of 43

13 2.4.4 Review and Save Nominee After selecting the Select Nominee button, you can review the nominee s information and then select the Save and Continue button to move on to the next step in the nomination. If the member is not the nominee you were looking for, you may select the Cancel button which will return you back to the search list. Selecting the Clear Results link will return you to a blank search screen to start a new search. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 13 of 43

14 3 Prepare Nomination 3.1 Save Nomination If you need to exit the nomination, select the Return To Dashboard button. If you have no incomplete/unsaved records, you will see a confirmation window that your nomination has been saved. You will see buttons to Return to Nomination which returns you to the previous page or Go to Dashboard which takes you to the nominator dashboard. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 14 of 43

15 If you have an incomplete/unsaved record, you will be alerted to required information that is missing to be able to save your nomination as the system will not allow partial records to be saved. Complete the required fields and select the Return To Dashboard again to save the nomination. 3.2 Prepare Nomination Section Once the nominee has been selected and saved, you can proceed to the Prepare Nomination section of the system. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 15 of 43

16 Notice the Prepare Nomination section is highlighted in the navigation at the top. You can save and exit the nomination at any time by selecting the Return To Dashboard button at the top of the page. You can preview the nomination at any time by selecting the Preview Nomination button below the Nomination Checklist Navigation through the Prepare Nomination Section You can navigate to the different sections in the Prepare Nomination section using the Nomination Checklist on the left side. The blue highlighted section identifies which section you are currently in. Selecting the links will take you to the different areas of the Prepare Nomination section. Numbers located in the circles beside the links indicate how many entries have been saved in each section Code of Conduct Section A radio button response must be selected to be able to save. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 16 of 43

17 If you select No, an explanation text box will appear. An explanation is required to be able to save. Once a response has been saved: o It is able to be reviewed or edited. o The count in the checklist increases to one. o You can navigate to the next section by using either the Continue to link on the bottom or the Nomination Checklist links. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 17 of 43

18 3.2.3 Award Citations Section You are able to copy and paste information into the text fields. You are only allowed 30 words in each text area. Selecting the ABC checkmark icon will perform a spell check of the text. Each citation field may be saved and edited independently, but both are required for submission. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 18 of 43

19 Once one citation has been saved: o It is able to be reviewed or edited. o The count in the checklist increases by one number. o You are able to add the second citation entry by using the Edit link. o You can navigate to the next section by using either the Continue to link on the bottom or the Nomination Checklist links Professional Organization Affiliations All fields except the To field must have entries to be able to save. To indicate a current affiliation: o You are able to leave the To field blank and the entry saves as Present. o You are able to type Present into the To field. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 19 of 43

20 o You are able to add future years in the To field. Up to five years in the future is acceptable. You are limited to six total entries in the in the Professional Organization Affiliations section. Once information has been saved: o It is able to be reviewed, edited, or deleted completely. o The count in the checklist increases by one number. o You are able to use the Add More button to add more professional organization affiliation entries (six maximum). o You can navigate to the next section by using either the Continue to link on the bottom or the Nomination Checklist links. Saved entries will be ordered chronologically (most recent first) by the date in the To field. This is a system default setting and cannot be overridden. If the nominee you selected has affiliations in their ACS member record (e.g., positions held in ACS National Committees, Local Sections, Divisions), you will see a Download Nominee s ACS Positions Report link. Open the link to copy and paste the desired ACS activities information into the section fields. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 20 of 43

21 3.2.5 Volunteer Service to the ACS Community All fields except the To field must have entries to be able to save. Each of the (up to) six service examples should be entered and saved as a separate record. One record consists of the five fields: Title/From/To/Details/Impact. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 21 of 43

22 To indicate an ongoing activity: o You are able to leave the To field blank and the entry saves as Present. o You are able to type Present into the To field. o You are able to add future years in the To field. Up to five years in the future is acceptable. You are able to copy and paste information into the text fields. You are only allowed 200 words in the details text area and 50 words in the impact/significance text area. Selecting the ABC checkmark icon will perform a spell check of the text. You are limited to six total entries in the Volunteer Service section. Once information has been saved: o It is able to be reviewed, edited, or deleted completely. o The count in the checklist increases by one number. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 22 of 43

23 o You are able to use the Add More button to add more volunteer service entries (six maximum). o You can navigate to the next section by using either the Continue to link on the bottom or the Nomination Checklist links. Saved entries will be ordered chronologically (most recent first) by the date in the To field. This is a system default setting and cannot be overridden Contributions to the Science / Profession All fields except the To field must have entries to be able to save. Each of the (up to) six contributions should be entered and saved as a separate record. One record consists of the five fields: Title/From/To/Details/Impact. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 23 of 43

24 To indicate an ongoing activity: o You are able to leave the To field blank and the entry saves as Present. o You are able to type Present into the To field. o You are able to add future years in the To field. Up to five years in the future is acceptable. You are able to copy and paste information into the text fields. You are only allowed 200 words in the details text area and 50 words in the impact/significance text area. Selecting the ABC checkmark icon will perform a spell check of the text. You are limited to six total entries in the Contributions to the Science/Profession section. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 24 of 43

25 Once information has been saved: o It is able to be reviewed, edited, or deleted completely. o The count in the checklist increases by one number. o You are able to use the Add More button to add more contribution entries (six maximum). o You can navigate to the next section by using either the Continue to link on the bottom or the Nomination Checklist links. Saved entries will be ordered chronologically (most recent first) by the date in the To field. This is a system default setting and cannot be overridden. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 25 of 43

26 3.2.7 Honors and Awards All fields must have entries to be able to save. You are limited to six total entries in the Honors and Awards section. Once information has been saved: o It is able to be reviewed, edited, or deleted completely. o The count in the checklist increases by one number. o You are able to use the Add More button to add more honors and awards entries (six maximum). o You can navigate to the next section by using either the Continue to link on the bottom or the Nomination Checklist links. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 26 of 43

27 Saved entries will be ordered chronologically (most recent first) by the date in the To field. This is a system default setting and cannot be overridden. If the nominee has won an ACS National Award, a Download Nominee s Honors and Awards Report link will appear. Open the link to copy and paste the desired ACS award information into the section fields Select Supporters and Upload Letters Three letters of recommendation are required One from you as the Primary Nominator and one from each Secondary Nominator. All recommendation letters must be in a PDF format. Select the Upload File button and search for the specific document on your computer to upload and then select open/save. Limit uploaded file to two pages or 800 words. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 27 of 43

28 Once information has been uploaded: o The count in the Nomination Checklist increases by one number. o You are able to view the file name, size, and date and time the file was uploaded to the system. o You are able to Open or Delete the uploaded document Search for the Secondary Nominator by Name Select the I know their name radio button, type the secondary nominator s last name in the search box, and hit your Enter key. Once matches appear you can reduce your results by adding the secondary nominator s first name (Last First) and hitting your Enter key again. Do not use any commas in this field. The total result count will appear below the search box. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 28 of 43

29 You can also page through the results by selecting the Next >> or <<Prev links. You can select the Clear Results link to start a new search. If the person you want is listed, select the Select Member button. If no results exist, you will see the message below. Please try again or search by member number Search for the Secondary Nominator by Member Number Select the I know their member number radio button, enter the member number in the search box, and select the Find Member button. Review the results and select the Select Member button. If this is not the person you were looking for, you can select the Clear Results link to start a new search. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 29 of 43

30 Upload Secondary Nominator Letter of Support All recommendation letters must be in PDF format. Select the Upload File button and search for the specific document to upload and then select open/save. Limit uploaded file to two pages or 800 words. Once information has been uploaded: o The count in the Nomination Checklist increases by one number. o You are able to view the file name, size, and date and time the file was uploaded to the system. o You are able to Open or Delete the uploaded document. If you have decided to select a different secondary nominator, you can select the Clear Selection link to clear the nominator and document from the section Letter of Attestation This section will not be visible on Individual nomination types. The system will indicate whether or not the Letter of Attestation is required for your specific nomination circumstances. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 30 of 43

31 o The Letter of Attestation will not be required: If you are the Chair of the nominating body. If the Chair is identified as one of the two secondary nominators. o The Letter of Attestation will be required if you are not the Chair of the nominating body. The Letter of Attestation must be provided by the Chair attesting that the nomination is indeed being submitted on behalf of the Committee, Technical Division, or Local Section Upload Resume/CV This is a required upload of the nominee s resume or curriculum vitae. The resume/cv must be in PDF format. Select the Upload File button and search for the specific document to upload and then select open/save. Limit uploaded file to two pages. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 31 of 43

32 Once information has been uploaded: o The count in the Nomination Checklist increases by one number. o You are able to view the file name, size, and date and time the file was uploaded to the system. o You are able to Open or Delete the uploaded document Upload Supplementary Information This is an optional upload of a document in support of the nomination. The Supplementary Information must be in PDF format. Select the Upload File and search for the specific document to upload and then select open/save. Limit uploaded file to five pages or 2000 words. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 32 of 43

33 Once information has been uploaded: o The count in the Nomination Checklist increases by one number. o You are able to view the file name, size, and date and time the file was uploaded to the system. o You are able to Open or Delete the uploaded document. 4 Preview Nomination 4.1 Preview Nomination Button At any time in the Prepare Nomination process you can preview your nomination by selecting the Preview Nomination button below the Nomination Checklist. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 33 of 43

34 From the Preview Nomination screen, you can return to the Prepare Nomination section by selecting the Prepare Nomination link in the header, selecting the Return to Prepare Nomination button, selecting a link in the Missing Required Information section, or selecting the Edit button beside any of the sections. 4.2 Preview Nomination Screen Links in the Missing Required Information section will take you to the specific section that is missing the information. Edit buttons beside the specific sections will take you to that section. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 34 of 43

35 From the Preview Nomination screen, you can Open and Delete attached documents in the Supporters and Upload Letters; Upload Resume/CV; and Upload Supplementary Information sections. If all required information has been successfully added to the nomination, you have the option to Return to Prepare Nomination, Print Preview/Download PDF, or Continue. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 35 of 43

36 Return to Prepare Nomination returns you to the Prepare Nomination section. Print Preview / Download PDF allows you to download a PDF of the entire nomination. Continue takes you to the Submit Nomination section of the system. 5 Submit Nomination 5.1 Edit Nomination The Submit Nomination section allows you to view all the information you entered for the nomination. You can still edit the nomination from the Submit Nomination section by selecting the Edit buttons within each section of the nomination. You can open attached documents by selecting the Open link beside the documents. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 36 of 43

37 You can also return to the Prepare Nomination section or Print Preview/Download PDF by selecting the buttons on the bottom of the Submit Nomination section. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 37 of 43

38 5.2 Submit Nomination Once you are satisfied with your nomination, you must review the statement at the top of the Submit Nomination screen and select the checkbox. Once you have selected the checkbox, the Submit Nomination button will become active. Selecting the Submit Nomination button presents a confirmation page. Selecting Cancel will return you back to the Preview Nomination screen where you can edit your nomination. Selecting Submit will submit the nomination and send you to a confirmation page which states that your nomination is complete with a Return to the Dashboard button. Once you return to the dashboard, you are able to edit other nominations or delete previously started nominations you no longer wish to continue. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 38 of 43

39 6 Dashboard Functions 6.1 Timeout Notices If you leave your system inactive for 10 minutes, you will receive a message that asks if you want to log out of the system or keep your session in the system. If you select Log Out, you will be logged out and returned to the ACS Fellows Online Nomination System login screen. If you select Keep Session, you will continue on the previous page of the nomination. If you leave the system inactive for over 15 minutes, for security reasons you will be logged out of the ACS Fellows Online Nomination System. Please select Ok which will take you back to the login page of the ACS Fellows Online Nomination System. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 39 of 43

40 6.2 Edit Existing Nomination From the dashboard, you are able to edit previously started, but not submitted nominations by selecting the Edit link on the dashboard. 6.3 Delete Existing Nomination You can delete an un-submitted (Saved) nomination by selecting the Delete link on the dashboard. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 40 of 43

41 Once you select Delete, you will receive a confirmation message. Selecting Cancel will return you to your dashboard with the nomination still available. Selecting Confirm will return you to your dashboard with the nomination deleted. 6.4 View/Download Submitted Nomination After submitting a nomination, you are no longer able to edit or delete the nomination. You are able to view the submitted nomination by selecting the View link on the dashboard. You are able to download a PDF of the entire nomination by selecting the Print PDF link on the dashboard. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 41 of 43

42 7 Browser Support/Compatibility The ACS Fellows Online Nomination System runs on most current web browsers and operating systems. 7.1 Optimal browsers For the best experience, we recommend using one of these browsers: Internet Explorer 11 or Microsoft Edge o IMPORTANT: Ensure that compatibility mode is turned off. More information on turning off compatibility mode can be found on the ACS.org browser support/compatibility page. Mozilla Firefox (latest version) Safari 6.0 and above Chrome (latest version) If the browser you use is not one of the ones listed above, you may encounter some problems while using the online nomination system. 8 Errors during Submission Some users may experience an error when trying to complete a nomination. 8.1 Error message general categories: Upload Errors o Upload errors occur when a document is unacceptable to the system. This could be due to the file being corrupt, in a format that is not acceptable, or having a long name or a name containing special characters such as & or %. If you experience an upload error, please contact the ACS Fellows Program Office at fellows@acs.org or phone They may ask you to forward the document causing the error so ACS can analyze it. ASM Errors o The ASM is an extra security layer which has been placed over all member facing eweb applications to protect against hacking and other Internet security breaches. ASM Errors occur when information that is entered into an eweb application contains suspect wording, characters, or code that alert the security program. o Below is a screen shot of what you may see with an ASM error. These vary depending on the Internet browser used, or the application. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 42 of 43

43 o If you receive an ASM Error during submission, do not worry your PC is NOT at risk. Please send the following information to Often they can work with you immediately to help you bypass the ASM error and continue your nomination. The information below helps track the errors and improve the system. Your Internet browser/version. The most common browsers are Internet Explorer (I.E.), Firefox, Google Chrome, and Safari. Also send the version if you know it, e.g., Firefox 10, IE 11. The section/scenario of the system where the error occurred (i.e., uploading a supporting document or entering freeform text). The text or file you were entering. The ASM Support ID This is the long number that appears in the ASM Error message. ACS Fellows 2017 Online Nomination System Step-by-Step Instructions Page 43 of 43