School Portal Basics - United States Navy
NCMISNavy College Management Information SystemSchool Portal ApplicationUSER GUIDEVersion 0.3December 29, 2016Table of Contents TOC \o "1-3" \h \z \u HYPERLINK \l "_Toc471398396" School Portal Basics PAGEREF _Toc471398396 \h 4Introduction PAGEREF _Toc471398397 \h 4Accounts PAGEREF _Toc471398398 \h 4Request an Account: PAGEREF _Toc471398399 \h 4Password Reset/Account Reactivation: PAGEREF _Toc471398400 \h 5Logging in PAGEREF _Toc471398401 \h 6Degrees PAGEREF _Toc471398402 \h 7Uploading Degree Files PAGEREF _Toc471398403 \h 7File Format PAGEREF _Toc471398404 \h 7File Format (contents) PAGEREF _Toc471398405 \h 7Uploading a Degree File PAGEREF _Toc471398406 \h 8Grades PAGEREF _Toc471398407 \h 10Grade File Format PAGEREF _Toc471398408 \h 10Upload Grades PAGEREF _Toc471398409 \h 11Modify Grades PAGEREF _Toc471398410 \h 12School Portal Help PAGEREF _Toc471398411 \h 13Help Requests and School Portal issues PAGEREF _Toc471398412 \h 13Special Note PAGEREF _Toc471398413 \h 13Appendix A – Account Request PAGEREF _Toc471398414 \h 14School Portal BasicsIntroductionThe NCMIS School Portal is the online application which allows schools to post grades or degrees for Navy, Marine Corps and Coast Guard students using Tuition Assistance (TA). (Additional enhancements for the Academic Institution/School Portal will be coming soon) NCMIS uses personally identifiable information to positively identify service members, so to safeguard the system from unauthorized access. We ask that each school assign a supervisor to request user accounts for individuals that will post grades. Also, user accounts should be assigned to a single individual and no two individuals share an account. When accounts are no longer required, please notified the NCMIS program Office (850-473-6053) to have the account closed. Access to NCMIS may be revoked at any time without notification if set guidelines are not followed. This User guide will be updated as the functionality of the School Portal is expanded.AccountsRequest an Account: Complete the “My Education Account Request for Academic Institutions” form found in the appendix of this document or downloaded from the School Portal Homepage at SEQ Figure \* ARABIC 1: Login PageOnce the application is completed please submit it using the Live Help Now E-Ticketing system. Select NCMIS GEAP as your category. Please upload the application as an attachment to the ticket. The link for Live Help Now is: An account will be created and a User ID will be emailed to you. Password Reset/Account Reactivation:Click on “Reset password” as in figure 1 above. Type in your user id, email, and then click “Request Reset”.You will see a page with a message that a temporary password has been sent to you.You will receive an email with a new temporary password. Use this password to login and you will be brought to a page to set your desired password.Logging in The application can be accessed at . The user must read the government information system legal notice and select Accept to continue to the logon screen. Enter your User ID and password. Click the “Login” button or press enter. This will bring you to the home page. On the home page you will find Announcements such as scheduled downtimes. Under Essential Resources, you will find links to the User Guide, as well as templates for uploads. At the top of the page is the navigation bar. Which items appear in the navigation bar depends upon your access privileges. DegreesIn the navigation bar, click on “Degrees”. This brings you to the “My Uploaded Degree Files” page where you can upload degrees and view previously uploaded degree files.Uploading Degree FilesFile FormatDegree files must be in the correct format and must be .xls, .xlsx, .txt, or .csv format. Excel version must be 97-Excel format or newer. The degree template has been updated. Please use the new version when uploading degrees. For any questions on school code, please contact Tiawania Zajac@tiawania.zajac.ctr@navy.mil.File Format (contents)The spreadsheet must contain the following. School code: SSNFirst nameLast nameDegree Level: Enter a single numerical digit for degree type3 = Associates4 = Bachelors5 = Masters6 = PhD7 = Doctorate8 = Certificate/DiplomaDegree Type (AS, BA, MBA, etc.)Degree TitleDegree ID - 6 digit code Award Date – mm/dd/yyyyGPA – optionalCredits – optionalUploading a Degree FileClick on “Upload File” to upload a new degree file.Once file is selected, click “Upload File. The file upload could take from 15 seconds to several minutes to complete depending on size of spreadsheet.Once the file has completed uploading, the results of each grade entry will be displayed. You may get a “Degree not yet saved” report. The report will show which degrees did not load. You have the option of editing the degree entry error, or you may choose to delete that entry. If you choose “Edit”, you will have the opportunity to edit the fields in the degree entry. Explanations of the errors that need to be corrected are in red. After correcting the issues then click “Save”.Notes:For Degree Type, enter degree abbreviation (AS, BA, MA, MS, etc.).NCIMS is limited to the Degree ID’s that are in the system. Please choose one from the dropdown menu. Award Date cannot be in the future.Click “Back” to return to the My Uploaded Degree Files page. Select a file to view its contents or make corrections. You can delete files if you no longer need to view them. You may correct any unsaved degrees in the file and save, just as above.GradesIn the navigation bar, click on Grades --> Upload Grades. This brings you to the “My Uploaded Grade Files” page where you can upload grade files.Grade File FormatGrade files must be in the preferred format and must be .xls, .xlsx, .txt, or .csv format. Excel version must be 97-Excel format or newer. Select the grade_template.xls to open a blank spreadsheet in the correct format. The spreadsheet must contain following:SSNLast nameFirst nameCourse numberGradeNOTE: The course number must match the spelling in the TA voucher or the grade will not post.Upload GradesSelect the “Upload File” button to upload a new grades file. Once the file has completed uploading you may get a “Grades not yet saved” report. The report will show which grades did not load.You have the option of editing the grade entry error, or you may choose to delete that entry. If you choose “Edit”, you will have the opportunity to edit the fields in the grade entry. Explanations of the errors that need to be corrected are in red. After correcting the issues then click “Save”.Click “Back” to return to the My Uploaded Grade Files page. Select a file to view its contents or make corrections. You can delete files if you no longer need to view them. You may correct any unsaved grades in the file and save, just as above.Modify GradesIn the navigation bar, click on Grades --> Search Grades. This brings you to the “My Uploaded Grade Search” page where you can add or change grades manually.Search for grades by using any of the search criteria. You may search for all grades, or limit your search to missing grades only.You may update any grade that has a drop-down under the grade header or you can cancel the course entirely. Entries that do not have a grade drop-down cannot be changed due to the state of the course. Entries that do not have a “Cancel Course” cannot be cancelled due to the state of the course.School Portal HelpHelp Requests and School Portal issuesIf you are experiencing system issues or other issues related to the functionality of the NCMIS School Portal, please submit your Help request ETicket to TA Accounting at: the “TA Accounting” category.Special NoteThis User guide will be updated as the functionality of the School Portal is expanded. Appendix A – Account RequestMy Education Account RequestAcademic Institutions(1) Institution Name(2) Date(3) Institution Address(4) City (5)State (6)Zip Code(7) Requestor’s Name(8) Requestor’s Phone(9) Requestor’s E-mail(10) Requestor’s SignatureAccess Type (Select application and access desired)Joint Services Transcript (JST)Order Transcripts (includes viewing)View/Print Transcripts onlySchool (Build degree templates & SOC Agreements) Navy College Management Information System (NCMIS)Grade entry portal access (GEAP)(12) Reason for requesting access:(13) Supervisor Name (Please Print)(14) Supervisor Phone(15) Supervisor E-mail(16) Supervisor Signature:For Office Use Only(17) Username:(18) Date Established:(19) Account Established By: (V6) 7/15 For Official Use Only Classified My Education Account Request Form InstructionsAcademic InstitutionsEnter name of institution.Enter date of request.Enter street address of institution. (Ex: 123 Any Street)Enter name of City where institution is located.Enter two-digit code of State where institution is located. (Ex: FL)Enter zip code where institution is located. (+4 not required)Enter name of Requestor.Enter Requestor’s phone number.Enter Requestor’s individual e-mail address (not a ‘generic’ e-mail address).Requestor must sign here.Place a checkmark in the appropriate box for the desired application and type of access. (Note: Separate account requests must be submitted for each application).Provide a brief justification for access.Enter (Print) the name of supervisor.Enter supervisor’s phone numberEnter supervisor’s e-mail address.Supervisor must sign here.Enter username for account holder.Enter date account established.Enter name of personnel that established the account. ................
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