NHSS 8 – HERS On-line ECS HERS Card Application & Renewal Process (Process from 5 th December 2011) Issue 1.9 18 th December 2014 How to upload card application documents, order cards and view the progress/status of card applications.
NHSS 8 – HERS On-line ECS HERS Card Application & Renewal Process (Process from 5th December 2011)
Issue 1.9 18th December 2014
How to upload card application documents, order cards and view the progress/status of card applications.
ECS-HERS_CardApplicationProc Issue 1.9 181214
1 Overview
Table of Contents
Chapter 1 Overview ................................................................................................................................. 2
Chapter 2 How to Upload an Application Document and Validation ................................................. 3
Chapter 3 Editing the Application Document details form ................................................................ 11
Chapter 4 How to Order a Card ........................................................................................................... 13
Chapter 5 How to Check an Individual Application’s Progress/Status ............................................ 14
Chapter 6 How to check Pending Card Applications for an individual Contracting Office or an
Entire Organisation ................................................................................................................................ 15
Chapter 7 View Card Applications made on the previous HEA Online System ........................... 16
ECS-HERS_CardApplicationProc Issue 1.9 181214
2 Overview
Chapter 1 Overview
Download Application Form for Occupational Title from
HERS Downloads (www.highwayelectrical.org.uk/hers) –
NHSS8-HERS Portfolio Building
Complete the application form, adding in competencies as
required using the drop down menus
Take passport type and sized photo - if
electronic typically 20kb or less JPG
Initial (First) Application to this system - but
card previously issued or changes to Occupation or
Competency Areas etc.?
Upload file as Word
97-2003 and then
photo as per this
procedure and enter
data on screen; Print
and sign a copy for
the portfolio /
employee
For renewals where form and photo
already uploaded and data already
entered and no changes– edit or
complete and upload new form as
Word 97-2003with new ECS HE H&S
Test no. and expiry date; and amend
data on screen for expiring card
renewal order
Initial (First) Application for this
employee (i.e. employee has
never had an ECS-HERS card before even with another
employer)?
Upload file as Word 97-2003 and
photo as per this procedure and
enter data on screen;
Print and sign TWO copies: (1) Send 1 to the HEA Office for
auditing / checking; (2) put 1 in the portfolio /
employee
Yes
Yes
No
No
Select:
Issue a new Card - First
Application
Save Application
Select either:
Issue a new Card - Expiring Card Renewal
Issue a new Card – Replace lost or missing
Issue a new card – Change of Occupation
Issue a new card – Change of Organisation
Save Application
ECS-HERS_CardApplicationProc Issue 1.9 181214
3 How to Upload an Application Document and Validation
Chapter 2 How to Upload an Application Document and Validation
Before you start 1. Download and complete the correct Application Document for the Applicant’s
Occupational Area from the HERS/NHSS 8 website – NHSS8-HERS Portofolio Building
2. Obtain a passport sized head and shoulders photo of the applicant – electronic files must
be JPG (NOT JPEG) – i.e. file name must be filename.jpg (NOT filename.jpeg)
3. Login to the HERS/NHSS8 ePortfolio website with your HERS/NHSS 8 Username and Password
Upload the Application Document and Photo Step 1: Navigate to the correct Contracting Office (if you have access to more than one)
Step 2: Navigate to the Card Applications folder
Step 3: Click on the Documents tab Step 4: Select Upload Document
Step 5: Browse to the Card Application Document you
completed earlier and click OK to upload this as a
Word 97-2003 document (do not upload a pdf as you cannot
edit this in the future and do not save as Word .docx file)
straight away.
TIP: Do not delay at this point. If you need more
time, click Cancel and Upload again.
Step 3 Click on the Documents tab
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Step 4 Select Upload Document
Step 5 Find the Card Application
document
Click OK to Upload Note: You may have to wait some time for the application document to upload
ECS-HERS_CardApplicationProc Issue 1.9 181214
4 How to Upload an Application Document and Validation
Step 6: Complete all of the required fields on the Application Document
screen and click Save. For more information about the Application Document
details form see Chapter 2.
TIP 1: Do not order a card at this stage. If you choose “Issue a new card –
First Application”, “Issue a new card - Expiring Card Renewal” etc. an order will
be placed automatically - you will not be able to cancel this order and you will
be charged. It is recommended that you select Card Ordering options after the
application has been uploaded – see Step 9.
TIP 2: If your computer crashes when uploading a photo, do
not upload a photo at this stage. Go back in to the saved
application and edit it to upload the photo
Application Detail Action
Content Type
Leave “Application Document” selected
Name This is the name of the Application Document type (eg: HERS_Application_Trainee.doc) you may leave this unchanged or add the initial and surname of the employee to the end of the filename
Forename Type the First Name of the employee Surname Type the Last Name of the employee
Applicant Gender Select the Gender of the employee
Date of Birth Select the applicant’s Date of Birth from the Calendar
National Insurance Number
Type the employee’s correct National Insurance Number (capital letters, no spaces)
Organisation Name Type the Organisation Name if different from the organisation name on the e-portfolio site
Occupation Select the Occupation type for this employee from the drop-down list
Application Photo Browse to a passport sized photo of the employee located on your computer or network. (This must be a jpg file NOT a jpeg file)
Card Type Select the required type of card from the drop-down list
Card Ordering Select the Card Ordering action you require You cannot cancel or change card orders after this application has been Saved (Once the ECS-HERS card has actually been issued by the JIB / HEA, then it is possible to re-select the card ordering action – e.g. to replace lost cards or to renew expiring cards).
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ECS-HERS_CardApplicationProc Issue 1.9 181214
5 How to Upload an Application Document and Validation
Validation
To improve visibility and feedback and assist in the process of card ordering, now when you
select a card ordering option and save a card application, information is checked online
and if a problem is found, a yellow exclamation mark is displayed together with a
description of the problem.
Where a validation error is detected, the system will automatically change the card ordering
status to “Do not Issue New card”. The issue should be reviewed and corrected, and the
application re-submitted.
ECS-HERS_CardApplicationProc Issue 1.9 181214
0 How to Upload an Application Document and Validation
Card ordering Validation purpose Applies to Error Message (or comment appended
to Application Progress column) Suggested typical Action to be taken to correct
Issue a new Card – First Application
Previous card not permitted
Standard (3 Year) and Interim
cards
Date:Time - This is not a First Application. Previous Card was issued on [LastCardDate]
Change card ordering type to “Change of Occupation or Organisation” or “Expiring Card Renewal” (if same organisation as original card) as appropriate
Must have passed the ECS HE version H&S Test within 2 years. Date:Time - Invalid ECS HE Health
and Safety Test Arrange to take the ECS HE version H&S test, submit the details required, and after allowing time for processing the ECS HE version H&S test, re-order the card.
Expiring Card Renewal
Current card must have expired OR expire within the next 6 months and must be a Standard Card.
Standard (3 Year) cards only.
(Interim cards cannot be renewed)
Date:Time - Interim Cards cannot be renewed
You are attempting to renew an Interim Card which is not permitted. Ensure the appropriate evidence is in the portfolio and apply for a Standard Card
Date:Time - No previous card found
Change card ordering type to “Issue a New Card – First Application”
Date:Time - Existing card has more than 6 months left to run. You may renew this card after [ExpiryDate] minus 6 months
Reapply for an “Expiring Card Renewal” at a later date.
Must have passed the ECS HE version H&S Test within 2 years.
Date:Time - Invalid ECS HE Health and Safety Test
Arrange to take the ECS HE version H&S test, submit the details required, and after allowing time for processing the ECS HE version H&S test, re-order the card.
ECS-HERS_CardApplicationProc Issue 1.9 181214
1 How to Upload an Application Document and Validation
Card ordering Validation purpose Applies to Error Message (or comment appended
to Application Progress column) Suggested typical Action to be taken to correct
Replace Lost or Missing
Current Card must be valid
Standard (3 Year) and Interim
cards
Date:Time - No previous card found
Apply for New Card – First Application
Date:Time - Card Expired [ExpiryDate]
Apply for Expiring Card Renewal
Must have passed the ECS HE version H&S Test within 2 years.
Date:Time - Invalid ECS HE Health and Safety Test
Arrange to take the ECS HE version H&S test, submit the details required, and after allowing time for processing the ECS HE version H&S test, re-order the card.
Change of Occupation
Current Card must be valid and must be a Standard Card
Standard (3 Year) Cards only.
(Cannot change Occupation for Interim cards)
Date:Time - Cannot change Occupation for Interim Cards
You are attempting to change the Occupation for an Interim Card which is not permitted. Ensure the appropriate evidence is in the portfolio and apply for a Standard Card
Date:Time - No previous card found
Change card ordering type to “Issue a New Card – First Application”
Date:Time - Card Expired [ExpiryDate]
Apply for Expiring Card Renewal with appropriate occupation type
Must have passed the ECS HE version H&S Test within 2 years.
Date:Time - Invalid ECS HE Health and Safety Test
Arrange to take the ECS HE version H&S test, submit the details required, and after allowing time for processing the ECS HE version H&S test, re-order the card.
Card ordering Validation purpose Applies to Error Message (or comment appended Suggested typical Action to be taken to correct
ECS-HERS_CardApplicationProc Issue 1.9 181214
2 How to Upload an Application Document and Validation
to Application Progress column)
Change of Organisation
Current Card must be valid
Standard (3 Year) and Interim
cards
Date:Time - No previous card found
Change card ordering type to “Issue a New Card – First Application”
Date:Time - Card Expired [ExpiryDate]
Apply for Expiring Card Renewal
Must have passed the ECS HE version H&S Test within 2 years.
Date:Time - Invalid ECS HE Health and Safety Test
Arrange to take the ECS HE version H&S test, submit the details required, and after allowing time for processing the ECS HE version H&S test, re-order the card.
All Card Ordering Types
NI Number must exist on database
Standard (3 Year) and Interim
cards
Error validation in progress as at 14/08/12
Date:Time - National Insurance Number not found
Check the NI number used against that used on the ECS HE version H&S test to ensure it’s the same and is in the right format (two letters six numbers one letter). Correct if wrong and re-submit. If correct, allow time for the ECS HE version H&S test paperwork to be processed and re-submit
All Card Ordering Types
Forename and Surname must agree with database data for any given NI Number
Standard (3 Year) and Interim
cards
Error validation in progress as at 14/08/12
Date:Time - Forename, Surname or NI No. entered does not match
Double check the Forename (e.g. usually James not Jim,
Thomas not Tom – must be the same as used for the ECS HE
version H&S test and previous cards, if any), Surname and NI
No. entered, correct and re-submit
ECS-HERS_CardApplicationProc Issue 1.9 181214
0 How to Upload an Application Document and Validation
Step 7: Upload the photo: Browse to the photo file. Ensure the photo is the correct type and
size – see below – and then click OK to upload this. The photo should be:
Cropped to view head and shoulders (as per passport type)
Aspect Ratio 3W x 4H
Portrait Orientation
Accepted format: JPG only – file extension *.jpg (NOT *.jpeg)
File size – approximately 20kb or less (The system will automatically reduce the photo to either maximum width 125 pixels or
maximum height 150 pixels)
Examples (also see the HERS Handbook)
Wrong:
Right:
Step 8: Preview the application
by hovering your mouse pointer over or
clicking the Application Document reference
Step 9: Edit Application Details and/or
Order a Card
You may change details of the application by clicking the Edit icon.
This opens the Application Document details
form.
If the employee has NOT been issued with a
card previously you may order a new card now
by selecting from the Card Ordering drop-down
list; if the employee HAS been issued with a
card previously – you may order a replacement
or expiring renewal card
(see Chapter 4 How to Order a New Card)
Step 8 Hover the mouse pointer over or click the Card Application name to preview the application
Step 9 To edit the application details and/or Order a Card, Click the Edit icon
ECS-HERS_CardApplicationProc Issue 1.9 181214
1 How to Upload an Application Document and Validation
Troubleshooting
Problem: Blank dialogue box when Uploading or Saving
Causes: The system is waiting for files to be uploaded, the
photo is too large (typically it should be 50kb or less) or too
much time has elapsed since Browsing for the file.
Solution: Reduce size of photo using a photo editor and/or try
uploading the application again
ECS-HERS_CardApplicationProc Issue 1.9 181214
2 Editing the Application Document details form
Chapter 3 Editing the Application Document details form
When you first upload an Application
Document you are required to complete some
basic details about the applicant – such as
Name, Date of Birth etc.
If you wish to edit application details after you
have uploaded the Application document:
1. Select the Application reference
2. Click the Edit icon
This opens the Application Document details
form
ECS-HERS_CardApplicationProc Issue 1.9 181214
3
To complete the Application Document details form:
Application Detail Action
Content Type
Leave “Application Document” selected
Name This is the name of the Application Document type (eg: HERS_Application_Trainee.doc) you may leave this unchanged or add the initial and surname of the employee to the end of the filename
Forename Type the First Name of the employee Surname Type the Last Name of the employee
Applicant Gender Select the Gender of the employee
Date of Birth Select the applicant’s Date of Birth from the Calendar
National Insurance Number
Type the employee’s correct National Insurance Number (capital letters, no spaces)
Organisation Name Type the Organisation Name if different from the organisation name on the e-portfolio site
Occupation Select the Occupation type for this employee from the drop-down list
Application Photo Browse to a passport sized photo of the employee located on your computer or network
Card Type Select the required type of card from the drop-down list
Card Ordering Select the Card Ordering action you require You cannot cancel or change card orders after this application has been Saved (Once the ECS-HERS card has actually been issued by the JIB / HEA, then it is possible to re-select the card ordering action – e.g. to replace lost cards or to renew expiring cards).
ECS-HERS_CardApplicationProc Issue 1.9 181214
4 Chapter 4 How to Order a Card
Chapter 4 How to Order a Card
When you complete the Application Document details form you select from 6 Card Ordering
Options:
Clicking Save triggers the following action:
Option Action on Save
Do not issue a new card Do nothing other than save
Issue a new card – First Application
Use this option if this is the first card the employee has ever had.
The card application is automatically submitted and cannot be cancelled. Your Organisation will be charged. (Once the ECS-HERS card has actually been issued by the JIB / HEA, then it is possible to re-select the card ordering action – e.g. to replace lost cards or to renew expiring cards).
Issue a new card – Expiring Card Renewal
Use one of these options if the employee has EVER had a card before (even with another
employer), as appropriate The card application is automatically submitted and cannot be cancelled. Your Organisation will be charged. (Once the ECS-HERS card has actually been issued by the JIB / HEA, then it is possible to re-select the card ordering action – e.g. to replace lost cards or to renew expiring cards).
Issue a new card – Replace lost or missing
Issue a new card – Change of Occupation
Issue a new card – Change of Organisation
ECS-HERS_CardApplicationProc Issue 1.9 181214
5 Chapter 5 How to Check an Individual Application’s Progress/Status
Chapter 5 How to Check an Individual Application’s Progress/Status
When you Save the Application Document details form with “Issue a new Card” selected from
Card Ordering options, a new card is automatically ordered and the order status is updated on
the application details view.
When the card is issued, the Card Number and Expiry date will appear in the status display
highlighted above.
If the card number and expiry date are not updated, the card has not been issued.
A status indicator is displayed against the application as follows:
Indicator Status
OK
Application in progress
Problem requires attention
Expired
Please allow 14 days for applications to be processed.
If you find that the card has not been issued after 14 days please call the HEA Office on 01903
705140 who will check to see if there is a problem with your application.
ECS-HERS_CardApplicationProc Issue 1.9 181214
6 Chapter 6 How to check Pending Card Applications for an individual Contracting Office or an Entire Organisation
Chapter 6 How to check Pending Card Applications for an individual
Contracting Office or an Entire Organisation
You may check the pending applications for your contracting office or (if you have permission) for
your entire organisation by running the Card Applications Report as follows:
Step 1: Click Site Actions
Step 2: Select Renew Applications Report from the drop-down menu
Card Applications which are awaiting processing appear on the Card Applications Report:
Please allow 14 days for cards to be processed. If you find that the application remains on the
Card Applications Report after 14 days please call the HEA Office on 01903 705140 who will
check to see if there is a problem with your application.
ECS-HERS_CardApplicationProc Issue 1.9 181214
7 Chapter 7 View Card Applications made on the previous HEA Online System
Chapter 7 View Card Applications made on the previous HEA Online
System
Navigate to http://www.highwayelectrical.org.uk/hea1 and sign in with your HEA Username and
Password.
Follow the links to View previous applications and certificates