HHS Careers Fax Imaging Tutorial – Script Opening Slide Welcome to Using Fax Imaging, a tutorial for job applicants! Several tutorials are available for job applicants, however this tutorial is specifically dedicated to one phase of the application process: how to submit and track supporting documents for job applications using the HHS Careers system. “QuickHire Fax Imaging” is a feature which allows applicants to fax their supporting documents into the system. You may view the narration script of this tutorial by pressing the “Slide Notes” button on the bottom right of your screen. If needed, you may stop, pause, fast forward or rewind this presentation at any time, using the toolbar at the bottom center of your screen. Let’s get started! Objectives This tutorial will review supporting documents and explain exactly how to submit your documents using Fax Imaging. We will also explain how to confirm that your documents have been received, as well as provide you with some helpful tips and answers to frequently asked questions. If you would like more information about the job application process, checking your application status, or Federal resume writing, please refer to our applicant tutorials found on the NIH jobs website at: http://www.jobs.nih.gov/jobsearch/tutorials.htm. Job Application Package Let’s begin by discussing the application package and supporting documents. Your complete application package consists of your resume, and responses to core and vacancy questions. Supporting Documents may or may not be part of your complete job application package. Supporting Document Types The following are types of supporting documents. SF-50 is the Notification of Personnel Action Veterans’ Documentation includes the DD-214, SF-15 and/or other documents supporting veterans’ status Education Documentation includes transcripts, lists of courses, and/or foreign education certification CTAP/ICTAP - RIF Separation Notice includes documentation for displaced Federal employees License or Professional Certification includes medical, nursing, or other certification CV includes your curriculum vitae and bibliography Schedule A Disabled includes documentation of disability for Schedule A consideration Other is used to submit required documents for which there is no corresponding document type Cover Letter is used to submit an optional cover letter (not required for consideration) Noncompetitive Eligibility letter includes documentation of eligibility for noncompetitive appointments, for example, Peace Corps certification Certification of Expected Separation is agency documentation indicating with reasonable certainty that employment will be terminated And the Performance Rating is the last completed performance appraisal Supporting Documents Remember, you only need to submit documentation that applies to you. Vacancy announcements typically list a number of supporting document types because applicants may be eligible or qualified based on a number of mechanisms. If you have questions about eligibility and/or qualification, documentation you must submit, or whether the documents you would like to submit are what the HR Specialist needs to determine your eligibility and/or qualifications, please contact the individual listed in the navigation box on the vacancy announcement. Supporting Documents A list of supporting document types is not a list of required documents, but rather a list of documents that may need to be submitted with your application. For example: • The SF-50 is a Federal employment document. If you have never worked in the Federal government, you would not need (or be able) to submit an SF-50. • The DD-214 and SF-15 are examples of veterans’ documentation. How to Submit Supporting Documents We will now review how to submit supporting documents using Fax Imaging. The advantages of using Fax Imaging are that your documents will be transmitted via a secure system, and they will be part of your online application file. We’ll talk more about exactly how this all happens in just a minute. Please note, however, that supporting documentation may also be submitted by email, or standard fax as well as by Fax Imaging. If after reviewing this tutorial, you experience difficulty with Fax Imaging, you should use an alternate method to submit your documents in order to ensure that your documents are received by the deadline stated in the vacancy announcement. If using email, send the documents to the individual listed in the navigation box on the vacancy announcement; or if using fax, request a fax number from the individual listed in the navigation box on the vacancy announcement so that you can send documents directly to them instead of to the system. How “Fax Imaging” Works Now let’s discuss how Fax Imaging works. The Fax Imaging process requires that you print “unique” cover sheets from the job application system. You will use these cover sheets to fax your documents to the fax number on the printed cover sheets. Barcodes on the cover sheets tell the system who you are, which vacancy the documents should be filed with, and which document type you are submitting. Your supporting documents will be "placed" in the vacancy file along with the resume you submitted and the responses you selected to the vacancy questions. Accessing Cover Sheets in the Application Let’s go through the step-by-step process of accessing, printing, and faxing cover sheets. During the online application process, cover sheets are accessed after you have finished answering the vacancy questions. For the purposes of this tutorial, we are not going to go through the entire application process. Instead, we are beginning from the point where you have just completed answering the Vacancy Questions. You should now click Finished. For additional information on the application process, you may view the “How to Apply to the NIH” tutorial located on the NIH Jobs webpage. Generating Cover Sheets in the Application Process You will now see a screen which lists one or more document types. Document types are the different kinds of supporting documents. Remember, the document types listed may or may not apply to you. If you are not sure what documents, if any, apply to you, contact the individual listed in the navigation box on the vacancy announcement. Check the box(es) in the “Select Cover Sheet” column that correspond to types of supporting documents you would like to submit. Cover sheets only print when the boxes are checked! Once you have checked the boxes, click the Print Cover Sheet button. The selected cover sheets will open in a new window. If you selected more than one document type, the cover sheets will all appear one right after the other in the new window; but they will print on separate pages. You may use the printer icon to print the cover sheets. Once you have printed your cover sheets, you should return to the browser window shown here and click Done. If you don’t want to print cover sheets now, while you are in the application process, click Done and you will be able to print cover sheets later. We’ll discuss this process later in this tutorial. Completing Cover Sheets As shown here, the fax cover sheet includes a bar code that will “file” your documents with your resume and question responses for the vacancy to which you are applying. Complete the fields on each cover sheet as follows: • In the “From” field, enter your name as it appears in your USAJOBS profile. • In the “# of Pages” field enter the number of pages you are faxing including the cover sheet. • In the “Date” field, enter the date you are sending the fax • In the Blank field below the Date field, enter the vacancy number of the vacancy to which you are applying (for example, HHS/NIH-2010-0000). This is the only information you need to complete on each cover sheet. Complete Application Process After you have printed your cover sheets, close the cover sheets window. Return to the browser window which has your application, and click Done. You will be able to review of all the parts of your application including: your personal information, Core Questions, Vacancy Questions, and Resume. Click Finished; note this is the second Finished button which you have clicked. Clicking the Done and both Finished buttons ensures that your application package is successfully submitted and also that you will be able to view your application status online. Please refer to the “Checking Your Applicant Status” tutorial located on the NIH Jobs webpage for instructions on checking your application status. Printing Cover Sheets Outside the Application Process If you would rather not print cover sheets during the application process, you may print them when the application process is complete. However, be sure that you submit your documents by the deadline stated in the vacancy announcement in order to be considered. You may print cover sheets outside the application process from the My Account link on USAJOBS. Simply log into your account, and then click on the Application Status link. Printing Cover Sheets Outside the Application Process After clicking the Application Status link, and locating the vacancy for which you need one or more cover sheets, you may access the cover sheets in one of two ways. If you would like to update your resume and/or question responses, click on the link for the vacancy announcement. Next, click on the Apply button. From this point, you will be taken through the vacancy application and be able to generate coversheet as previously discussed. If you only want to print cover sheets, click the “more information” link under “Resume Received” in the “Application Status” column. You will exit out of USAJOBS and now be taken to HHS Careers. Printing Cover Sheets Outside the Application Process Now select the option to “View/Generate Fax Cover Sheets”, and click Continue. Printing Cover Sheets Outside the Application Process The screen shown here is similar to the one seen during the application process, except that now we see the “Status” column. The Status column indicates whether your documents were or were not received into the job application system. To select and print cover sheets, follow the steps previously discussed in this tutorial. Once you’re, click Return to ROS to go back to your My Account. Sending Faxes Now that your cover sheet is complete, let’s review a few things to keep in mind when faxing your documents. • Think of your supporting documents in terms of being grouped by type, meaning each group of documents for a certain type should be faxed with the appropriate cover sheet. • More than one document may be faxed with any type of supporting document. So, for example, if you have several course listings or college transcripts, you should fax them together using the education document cover sheet. • And, documents must be correctly positioned in accordance with the specifications of the fax machine you are using. For example, face up or face down. Re-Faxing Uh oh…did you make a mistake and now you need to “re-fax” your documents? Or maybe you want to make a correction to one of your documents; or add additional documents to be included in the document type? Well don’t worry. You can re-fax your documents. The new fax should include… All the pages you want to send under a supporting document type or coversheet. If you are just adding a page or making a correction to a previously faxed document…you should fax the entire document along with all documents you want to be included for that document type or cover sheet. Re-Faxing The important thing to keep in mind is that when you re-fax a document type, the new fax will replace everything under that document type. This means that all previously faxed pages will be replaced. Fax Confirmation Receipt You should receive an email confirmation with 24 hours of faxing your documents. This confirmation email will be sent to the email address listed in your My Account profile. It will be addressed from “HR Systems Support” so be sure your email account is set up to accept email from “firstname.lastname@example.org.” The email you receive is your confirmation that your document(s) were received. Fax Confirmation Receipt Be sure that the email address in your profile is kept up-to-date. If your email address in your My Account profile is not valid, you will not be able to receive a confirmation email. Confirmations from your fax machine should only be used to ensure that all pages were transmitted successfully. Some Final Tips Here are some final tips to keep in mind when using Fax Imaging: • If you are not able to use Fax Imaging for any reason, use one of the other methods discussed to submit your paperwork by the deadline stated in vacancy announcement! • Use the “Other” document type when available to submit documents that do not fall under the available document types. • Only use the cover sheets that correspond to the vacancy for which you are submitting documents. Cover sheets are linked to a specific vacancy and should not be used for other announcements. Frequently Asked Questions Finally, we would like to take a few moments to go over a few of the questions we are often asked by applicants and provide you with answers to those questions. Q What should I do if the window with the Fax Cover sheet(s) does not appear? A Check your pop-up blocker settings. Your computer must accept pop-ups from “hr1.quickhire.com”. Q I clicked the Print Cover Sheet button and no cover sheets appeared. What happened? A You did not check any document types. Return to the previous screen to select the ones that apply to you. Q I just want to add a page to a document I previously sent, can I just send the new page? A No, you should resend the original document along with the new page. Also include all documents to be considered as part of the document type. If you just send the one new page, the new page will replace all the pages that were previously sent under this document type. Q Can I use a cover sheet I printed for a previous vacancy? A No. The bar code on each cover sheet has coding relevant to a particular vacancy number; the coding ensures that documents will be placed in the system file of the designated vacancy. Q I am having trouble using Fax Imaging, what should I do? A If you are continually receiving a busy signal when you dial the Fax number, you may need to dial “9” or “0” before dialing the Fax number, or use another Fax machine. If you are unsuccessful using Fax Imaging, you may want to use one of the alternate methods (email or standard fax) to ensure that your documents are submitted by the deadline. Q If the system accepts my documents, does that mean I have met the deadline for submitting documents? A Not necessarily, you must fax your documents before the deadline stated in the vacancy announcement. Fax Imaging should not be used after the closing date of the announcement. Q What should I do if I do not receive an email confirming receipt of my documents? A If you do not receive a confirmation email, chances are the email address in your USAJOBS profile is either misspelled or no longer valid. Or, it could be that if you have more than one email account, you are checking the wrong email account. Have More Questions? Do you have a question we haven’t answered? • Questions about your qualifications and/or eligibility, what supporting documents apply to you, and did you send the correct documents should be directed to the individual listed in the navigation box on the vacancy announcement. • Technical questions such as how to use Fax Imaging, how to confirm document receipt, or questions about system error messages may be directed to HR Systems Support at 301-451-1436 or via email at email@example.com between the hours of 8:00am and 4:30pm Eastern Time. Using Fax Imaging Please refer to this tutorial again when you are working on future applications and have questions about Fax Imaging and submitting supporting documentation. We wish you good luck in your search for a position and thank you for your interest in employment at the NIH! We hope to see you soon!
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