SMITHSONIAN ONLINE ACADEMIC APPOINTMENT SYSTEM

Contents

SMITHSONIAN ONLINE ACADEMIC APPOINTMENT SYSTEM. 1

Read This Before you begin. 3

1.1         New Users 5

1.1.1     SOLAA Welcome Screen. 5

1.1.2     SOLAA Login Screen. 6

1.2         Creating an Account 6

1.3         My Profile. 9

1.4         Manage Applications 10

1.4.1     Sending Email to Program Coordinator 12

1.5         Adding a New Application. 12

1.6         Editing an Application. 15

1.6.1     Navigating the Application Pages 16

1.6.2     The Personal Information Page. 16

1.6.3     The Current Affiliations Page. 17

1.6.4     The Academic History Page. 18

1.6.5     The Program Choices Page. 19

1.6.6     The Application Materials Page. 20

1.6.7     The Your References Page. 22

1.6.8     The Additional Questions Page. 23

1.6.9     The Finalize Page (Finalizing and Submitting the Application) 23

1.7         Viewing Your Application. 24

1.7.1     Withdrawing Your Application. 24

1.7.2     Accepting or Declining an Appointed Application. 24

1.8         Registration Information. 25

1.9         Changing Your Password. 26

1.9.1     Locked Accounts and Resetting Your Password. 26

1.10       General Information about Internships and Fellowships 28

Appendix A        SAMPLE INTERNSHIP APPLICATION. 29

A-1         Internship Application Screen #1 (Personal Information) 30

A-2         Internship Application Screen #2 (Current Affiliation) 31

A-3         Internship Application Screen #3 (Academic History) 32

A-4         Internship Application Screen #4 (Program Choices) 33

A-5         Internship Application Screen #5 (Application Materials) 34

A-6         Internship Application Screen #6 (References) 35

A-7         Internship Application Screen #7 (Additional Questions) 36

A-8         Internship Application Screen #8 (Finalize) 37

Appendix B        Frequently Asked Questions (FAQ) 38

Why is my account locked? 38

How can I unlock my account? 38

What is Academic History on the application vs. Current Affiliation? 38

What are the pop-ups that are being blocked? 38

Appendix C        File Extensions supported by SOLAA. 39

Appendix D        Sample Email To Reference. 40

Appendix E        User Agreement 41

 

Read This Before you begin

Important:

Ø  As a general rule, do not use the browser back button to navigate within the system. Please use the menu and the buttons on the screens.

Ø  Do not use special characters with letters such as ñ or á. See the chart below for other special characters that you should not use. If you use a special character in any page, an error page will be displayed and you will need to use the browser back button to navigate back to your original page. Be sure to remove the special character(s), otherwise you will not be able to navigate to any other page within the system including logging out.

Ø  EXCEPTION: You may use special characters in documents that you upload – for example: a Word document containing a project description.


 

Restricted Special Characters

special characters to avoid.GIF


 

1.1        New Users

When you initially access the Smithsonian Online Academic Appointment System (SOLAA) you will have to create an account. There are two paths to the SOLAA Account Creation Process.

Both paths will open the Create New Account screen detailed in the next section. When you are done completing the account creation screen and have saved the information you entered, the Account Creation Complete page directs you to the login page.

In the meantime you will have received an email providing you with a user ID and a link to activate your new account. Steps in the next section describe how to activate your account.

You don’t have to login right away. The activation link you received is good for 30 days.

Note:     When you are ready to log out of SOLAA, click the Logout icon in the upper-right corner. Do not close your browser to exit SOLAA.

1.1.1    SOLAA Welcome Screen

One way is through the SOLAA Welcome Screen

New users accessing SOLAA for the first time must click the link labeled “New to SOLAA? Create Account here”.

1.1.2    SOLAA Login Screen

The second way is through the SOLAA Login Screen.

New users accessing SOLAA for the first time must click  on the login page.

Note:    You will notice two links at the bottom of the Login Screen labeled Privacy  &  Contact Us.

Ø  Privacy – Clicking this link will cause a popup to appear displaying the Smithsonian Institution's Privacy Statement.

Ø  Contact Us – Clicking this link will start a email to the Help Desk to request help if you encounter a problem. This process will use your locally defined email service.

1.2                Creating an Account

New applicants must complete the online account creation screen. This opens an account for you in the Smithsonian Online Academic Appointment System (SOLAA) and creates a personal profile. Account creation is required prior to applying for an internship, fellowship, or other academic appointment.

After clicking  on the login page (“1.1, New Users”), the Create New Account screen displays. Nearly all the input fields are mandatory. You will also have to enter the Captcha characters (the characters in the shaded box) in the field under the box.

1)   When you have completed the create new account screen, click . The Account Creation Confirmation screen displays the personal information you recorded. This information will appear on your My Profile page (See “1.3 Editing My Profile”).

2)   Click . The Account Creation Complete page notifies you that you have been successfully added to Smithsonian’s online system and that you will receive an email with your user name and a activation link.

3)   Click . The Log In page opens.

4)   Check your inbox for the email from Smithsonian acknowledging your account creation and providing you with a user ID and a activation link. Your user ID is usually your last name and first name initial.

5)   After clicking the activation link in the email the Setup New Password and Security Questions screen opens where you will enter a new password, select two password questions and enter the answers to two password questions. You will also have to enter the Captcha characters (the characters in the shaded box) in the field under the box.

6)   Enter the a new password of your own choosing. Re-enter it a second time for verification purposes. Smithsonian requires that your password meets these criteria:

·         Eight or more characters

·         At least one numeric character

·         At least one alpha character (upper or lower case)

·         At least one special character ($, *, @, %, #, +, or !)

7)   After selecting two password questions and entering the answers to two password questions, click . You are now logged into Smithsonian’s SOLAA system.

NOTE: Your password will expire every 90 days. The next time you log in to SOLAA with the expired password, you will be prompted to change your password.

After logging in you will see the main menu function Manage Applications expanded and the sub-menus Add New Application and My Applications displayed. The main menu and sub-menus are explained in the following sections

The initial login screen will contain a box with links that will take you to the My Applications, Add New Application and the My Profile functions. The links labeled Show below these links will display a brief explanation of each function

1.3    My Profile

Personal information recorded when you first created an account in SOLAA (See “1.2 Creating an Account”) is contained in My Profile. This is also the information that appears in the header on the application pages.

The My Profile menu has three options:

Ø  Edit Profile - for updating or correcting personal information

Ø  Change Password - for changing your password

Ø  My Inbox – This will be a list of all emails sent to you by SOLAA. If you click the more link beside the email you will see the contents of the email.

 

To edit personal information in My Profile, follow these steps:

1)   Click Edit Profile. The edit profile screen displays your personal record in SOLAA. This was information recorded when you first create an account in SOLAA and any subsequent updates.

2)   Enter your changes in any fields that require updating (See “1.2 Creating an Account” for more information).

3)   Click . The page refreshes to inform you that you have successfully updated My Profile.

1.4    Manage Applications

The two options available when you select Manage Applications are Add New Application and My Applications. The My Applications page will display any applications you have previously saved.

 

 

The fields displayed on the screen are:

Ø  Id – The Application ID

Ø  Program Name – The Program the application is for.

Ø  Submission Date – If an application has been submitted, the date it was submitted will be displayed here.

Ø  Year – The year of the appointment you are applying for

Ø  Application Status – The possible statuses are:

·         Incomplete

·         Submitted

·         Withdrawn

·         Accept

·         Decline

Ø  Selection Status - The possible statuses are:

·         Received

·         Appointed

·         Alternate

·         Not Selected

Ø  Feedback – Message from the Program Coordinator. If you send an email to the Program Coordinator they may choose to reply to it in this field

There are also three buttons on the screen. These buttons are activated by selecting an application:

·          - To view the selected application

·          - To edit the selected application. If the selected application has been submitted or is to a Program that is closed this button will not activate. The word (CLOSED) will appear beside the Program Name if it is closed.

·          - To send an email to the Program Coordinator. When this button is clicked you will have to navigate through a series of screens and return to the My Applications screen when finished.

·          - If you select an application that has the Application Status of Appointed this button will appear. Clicking this will take you to the Registration screen (See “1.8 Registration)

1.4.1    Sending Email to Program Coordinator

The Email function on the My Applications screen is for sending a correspondence to the Program Coordinator of the Program you are applying to.

1) Select the Application you would like to correspond with the Program Coordinator about.

2) Click the  button

3) The Send Email screen will appear.

4) Enter you message in the input box labeled Message.

5) Click the  button when you are finished with the message. Click the  button to return to the My Applications screen.

6) After clicking send you will be taken to the Email to PC Confirmation screen.

7) Click  to return to the My Applications screen.

 

The Program Coordinator may respond directly to you via email or will leave a response in the Feedback field on the My Applications screen.

1.5    Adding a New Application

To apply for a Smithsonian internship, fellowship, or other academic appointment, start by clicking Manage Applications on the Main-menu, then click Add New Application on the sub-menu.

The initial screen you will see when creating a new application will have four sections to it:

 

Ø  Instructions for Creating an Application to a Program

Ø  Search for Program

Ø  Program Requirements

Ø  Finalizing and Submitting Your Application

 

The Instructions for Creating an Application to a Program section is self explanatory.

 

 

The Search for Program section is where you choose a Program to apply to. You will need to select a Program to apply to from the drop-down menu labeled Program that you wish to apply for. This field will be empty initially. You must build content for this field by selecting criteria for the field. This is done by selecting a Program Type (Internship, Fellowship/Other Academic Appointment or Both) by clicking the appropriate radio button beside the field labeled Program Type and/or you may select Programs associated with a specific Office, Museum or Research Center by making a selection from the drop-down menu labeled Office/Museum/Research Center. To help you understand how this selection process works are the following examples.

 

Examples 1:  To show all “Internships” at the Smithsonian in the Program that you wish to apply for field you would click the radio button for Internship in the ”Program Type” field. You would not make a selection in the Office/Museum/Research Center field.

 

Examples 2:  To show all “Fellowships” at the Smithsonian in the Program that you wish to apply for field you would click the radio button for Fellowship/Other Academic Appointment in the ”Program Type” field. You would not make a selection in the Office/Museum/Research Center field.

 

Examples 3:  To show both “Internships” and “Fellowships” at the Smithsonian in the Program that you wish to apply for field you would click the radio button for Both in the ”Program Type” field. You would not make a selection in the Office/Museum/Research Center field.

 

Examples 4:  To show all “Internships” at the National Museum of American History in the Program that you wish to apply for field you would click the radio button for Internship in the .”Program Type:” field. You would select the National Museum of American History in the Office/Museum/Research Center: field.

 

 

The Program Requirements section will contain all the fields that will be on the application to the Program you selected. Initially it will display those fields that would show on all applications. After selecting a Program to apply to the additional fields will appear.

 

 

The Finalizing and Submitting Your Application section contains information about what is required before you will be allowed to submit your application.

 

 

 

The last step is to click the Add New Application button. Next the Add Application Result screen will appear and will contain information about the application you just created. From the Add Application Result screen you can click the  button and that will take you to the Edit Application function where all the pages of the application will be available to you. The first section on all the  application pages, is the header. Header fields are read-only. They contain information found in My Profile.

If you see data in the header you would like to correct, click Edit Profile option under My Profile to make the correction (See “1.3, Editing My Profile”).

If you want to edit an application page without the personal data header, click Hide Header. To re-display it, click Show Header.

1.6    Editing an Application

To get to the Edit Application function then click Manage Applications on the Main Menu then click My Applications on the sub-menu.

All of your applications will be displayed. Select the application you wish to edit and the appropriate buttons will activate. Then click the Edit button.

NOTE: If the application selected has been submitted the Edit button will not activate.

The selected application will display in the edit mode.

 

NOTE: Any field on the application pages that has a ‘*’ beside the label is a Required field.

1.6.1    Navigating the Application Pages

There a two ways of navigating through the application pages. The first way is to use the hyperlinks at the top of each application page to go to a specific page. The second way is to use the  and  buttons that are located at the top and bottom of each page. You may also use the  button to save your work and the  button to leave the page. Your application will return to its status it was at when you last did a save if you cancel.

 

1.6.2    The Personal Information Page

The first application page is for entering Personal Information. Many of the fields are self-explanatory. The instructions below describe completing those fields that are specific to Smithsonian forms.

NOTE: Fields with a “*” beside them are required for you to be able to submit your application. (Example: * Permanent Address:)

 

1)     Special Instructions -. Special Instructions may contain deadline information or other program-specific instructions.

 

2)     How did you find out about this program? and Additional Information. Click the drop-down list to identify how you learned of the program. Also provide any additional information describing how you found out about the program. This might include a website URL, a person’s name, a magazine, etc.

3)     Gender (Male/Female)

4)     Month and Year of Birth: Select the Month from the drop-down and enter the Year in the input box next to the year drop-down.

5)     Citizenship: This is a mandatory field. Select the primary country in which you hold citizenship from the drop-down menu.

6)     Dual: Select any additional countries in which you hold citizenships from the drop-down menu. You may select a maximum of two dual citizenships.

7)     Country of Permanent Residence: To be used for Tax purposes.

8)     Type of Visa(If currently in US): If you have a Visa select the type of visa you have.

9)     Permanent Address: This is a mandatory field. Either type your permanent address in this section or check Same as Mailing address if the address in the header is your permanent address also. You do not need to re-enter the same address as in the header.

      If a resident of the U.S., your city, state, and Zip code are required. The Intl Mailing Code field is inactive. If you are not a resident of the U.S., the Intl Mailing Code is required; the State and Zip Code fields are inactive.

10)   Address to which all correspondence should be sent: This is a mandatory field. Select which address, Mailing or Permanent, that you would like any Mail communications sent to.

11)   Until Date: If you do not anticipate being at your mailing address after a specific date, click the calendar icon and specify the last date you can be reached at that address.

12)   Additional Phone Number, Fax Number & Additional E-mail – If you have these additional ways of contacting you please enter them here.

13)   Disability and Ethnicity – The last section of the Personal Information page deals with disability and ethnicity. The fields in this section are optional. Data is collected to evaluate the effectiveness of the Institution’s search and recruitment efforts. Data you provide is not factored into the selection process. It will be used for statistical purposes only. Your voluntary responses will not affect consideration of your application.

14)   Click . A message displays at the top of the page telling you that your application was successfully saved. The Current Affiliations is the next page for processing an application.

1.6.3    The Current Affiliations Page

The next application page is the Current Affiliation page and is for identifying the educational institution or organization with which you are currently associated. There will be three questions that must be answered by selecting either “Yes” or “No”. These questions will be displayed at the top of the screen before the Current Affiliation fields. The Current Affiliation fields will be disabled until the questions are answered. After all 3 questions are answered; the required fields will be activated and a ‘*’ will display beside them. You may click “Save” at any point in the process and come back at a future time and complete it.

 

*** The Current Affiliations information must be completed before an application can be submitted ***

 

Follow these steps:

1)    Click either the hotlink Current Affiliation, the  button or the  button to get the Current Affiliation page; depending on where you currently are in the application. The Current Affiliation Information page displays a section below the header with the following three questions:

Ø  Question1- Are you a Student or Recent Graduate within the last year? (Yes/No)

Ø  Question2- Are you currently employed? (Yes/No)

Ø  Question3- Are you an Independent Scholar? (Yes/No)

2)    Click if you have answered any of the questions or filled out any fields. If you have not completed the page you may come back a future time and complete the page. You will not be able to submit the application until this page is completed.

3)    You can exit this page by

Ø  Clicking another application page hotlink to continue processing.

Ø  Click “Next” or “Previous” to navigate to next or previous page.

Ø  Click another menu option to leave the Edit Application processing.

1.6.4    The Academic History Page

The next application page is for entering information about your the Academic History. This includes academic level(s) achieved, name and location of the school(s), major(s), Minor(s) and GPA’s.

1)    Click the Academic History link at the top of the page. Below the header is a section for recording the applicant’s academic history.

2)    Click  each time you want to add another entry to the Academic History.

3)    The following field will be available to enter information into:

NOTE: After entering the School/College/University name the row will expand to show additional fields and the More link will change to Hide. Click Hide and the aditional fields will contract.

Ø  School/College/University – Enter the name of the school, college or university.

Ø  Degree – Enter the degree that was obtained

Ø  Degree Date (MM/YYYY) – Enter date on which degree was obtained in a MM/YYYY format. Or you may use the calendar feature by clicking on the  icon.

Ø  Country – Select the country in which the educational institution is located.

Ø  State - Select the state in which the educational institution is located.

Ø  City - Enter the city in which the organization or educational institution is located.

Ø  Major – Enter the Major(s) in which you are pursuing your degree in or the Major(s) of the degree you have obtained. Separate multiple Majors with a comma (EX: Biology, Chemistry).

Ø  Minor - Enter the Minor(s) in which you are pursuing your degree in or the Minor(s) of the degree you have obtained. Separate multiple Minors with a comma (EX: Biology, Chemistry)

Ø  Cumulative GPA

Ø  Major GPA

4)    Click.

5)    You can exit this page by

Ø  Clicking another application page hotlink to continue processing.

Ø  Clicking “Next” or “Previous” to navigate to next or previous page.

Ø  Clicking another menu option to leave application processing.

 

Note: If you would like to delete an entry that has been entered you can click on the Delete hyperlink beside the entry.

1.6.5    The Program Choices Page

The next application page, Program Choices, is for entering Information specific to the program you are applying to.

1)   Click the Program Choices page link.

NOTE: The Program which you are applying for may not require all the fields used in the following examples.

2)   Cycle: If this field appears then it is required. If it does appear you will be given multiple choices to select. The Cycles are seasonal type choices (Ex: Spring, Summer…etc). Be sure you consult the specific programs website to determine if deadlines are applicable to the program.

A ‘Rolling’ Cycle means that the program accepts applications on a year-round basis.

3)   Year: This is a required field and will always appear on all applications. Click the drop-down list to select a year. This is program dependent: it is either the year you wish to begin your appointment or it is the year of the program (i.e. the 2011 Smithsonian Institution Fellowship competition).

4)   Travel -- From/To: Type the starting and ending locations for proposed travel as part of the program (for example, from Boston, MA to Washington DC).

5)   Proposed Dates: Enter the From and To dates for your first, second, and third choices for your tenure in a MM/YYYY format. Or you may use the calendar feature by clicking on the  icon.

6)   Proposed Stipends/Allowances: Enter requested amounts for Research, Stipend or Travel.

7)   Project Choices for this program: If projects are associated with the program, click each drop-down list to rank the projects which interest you.

8)   Grand Challenges: Four Grand Challenges of the Smithsonian's Strategic Plan for Academic Appointments. For further information: http://www.si.edu/ofg/GrandChallSOLAA.htm

9)   Proposed Advisors: If known, type the names of an advisor/supervisor with whom you would like to work. You also have the option of typing the names of two co-advisors in the Proposed Co-Advisor Supervisor fields.

10)   Proposed Project Research Title:  (Fellowships only) Type the tentative title for your research project.

11)   Consultant(s): If the program you are applying for allows for consultants, you can enter up to the number of names specified. These are people at the Smithsonian you will consult with while in residence at the Institution.

12)   Preferred Unit Placement: Identify the Smithsonian unit where you would like to have your academic appointment.

13)   Tribal Affiliations: (If applicable)

14)   Thesis Title / Advisor / Description: (Fellowship only) If you prepared a thesis, record the title, name of the advisor, and a short description of your thesis in this section.

15)   Dissertation Title / Advisor / Description: (Fellowship only) If you prepared a dissertation, record the title, name of the advisor, and a short description of your dissertation in this section.

16)   Click .

17)   You can exit this page by

Ø  Clicking another application page hotlink to continue processing.

Ø  Clicking  “Next” or “Previous” to navigate to next or previous page.

Ø  Clicking another menu option to leave application processing.

 

Remember:    After saving your entries you can exit the application before it is complete and return at a later time. To resume work, go to My Applications and select the incomplete application.

1.6.6    The Application Materials Page

Depending on the program set-up, you may be requested to upload additional documentation. Not all the Application Materials described in this section may be requested on this page. The applicant may be requested to upload such application materials as:

Ø  Abstract

Ø  Bibliography

Ø  Budget Requests

Ø  CV/Resume

Ø  Cover Letters

Ø  Essay

Ø  Applicant Uploaded Reference

Ø  Project Research Proposal

Ø  Publications

Ø  Transcripts

Ø  Portfolio

Ø  Certification Letter

Ø  Other

Up to three copies may be uploaded for each type of document. You may also delete a document after it has been uploaded. The document must be in a format supported by SOLAA. Refer to Appendix C for a list of acceptable file extensions.

Note: The maximum file size you can upload is 3 MB.

Steps for uploading supporting documents:

1)   Click Applications Materials. Below the header is a section for uploading documentation to support the application. A text definition of documents/ requirements will be displayed alongside a selected Application Material.

2)   Highlight the document type you want to upload and click.

3)   When the Upload new file window opens, click.

4)   Locate the file on your computer or network, and click .

5) An upload indicator will appear

6) When upload is finished you will see

7)   Click the “Close window” button. The uploaded document appears in the Application Materials section in the lower-left hand corner.

8)   If at anytime after the upload has completed you would like to review the document you uploaded, select it and click.

9)   If you wish to delete an uploaded document, select the document you wish to delete and click.

10)   When you are finished uploading the materials, click  to save your entries on this page.

11)   You can exit this page by

Ø  Clicking another application page hotlink to continue processing.

Ø  Clicking “Next” or “Previous” to navigate to next or previous page.

Ø  Clicking another menu option to leave application processing.

1.6.7    The Your References Page

This page is for listing references who may answer questions about you, evaluate your abilities, or upload a letter of recommendation for you. If references are not necessary, the link will not appear.

NOTE: For some programs the Send Email link does not appear when adding a Reference. Some units do not require a Letter of Recommendation but do wish to have reference contact information for follow-up via phone, etc. For further information please contact the Program Coordinator for the program you are applying to.

1)   Click the References link.

2)   Click . The Reference Information section expands so that you can type the name and email address of the reference.

3)   After entering the References name the row will expand to show additional fields and the More link will change to Hide. Click Hide and the aditional fields will contract.

4)   After entering the References E-mail address you will get a warning popup about your Reference entry.

5)   After entering the information about your referenceClick . This activates the Send Email link.

Note: If the Send Email link does not appear, it means that the Program Coordinator may wish to contact the Reference personally. In this situation you will need to fill out the Detail section so the Reference can be contacted. Contact the Program Coordinaor with any question you might have concerning this.

6)   Click the Send Email link to send an email to the person requesting a reference. The “Email Sent on” column reflects the date the email was sent. The SOLAA system will send your reference a link to the Referee portal and a secure code to login with. They will upload their Letter of Recommendation, and answer any program specific questions. See Appendix D

Note: Your Reference has 60 days to complete the Referee Process. After that the Security Code they were given to access the system will expire and no long work. This warning is included in the email sent to your Reference.

7)   To add another reference, click  again. Repeat the previous steps for each new reference.

8)   A ‘Y’ in the “Completed” column indicates your reference has completed the Referee Process. This indicator is viewable in the View Application function also. See Appendix D

9)   You can exit this page by

Ø  Clicking another application page hotlink to continue processing.

Ø  Clicking “Next” or “Previous” to navigate to next or previous page.

Ø  Clicking another menu option to leave application processing.

1.6.8    The Additional Questions Page

Some SI programs require you to provide additional information pertinent to the application. Some questions require a text answer, others require you to select one of these radio buttons: Yes, No, Not Sure, Not Applicable.

1)   Click the Additional Questions link if your application has one.

2)   Type your response to the text questions and/or select radio buttons for the others in the Answer sections.

3)   When you are done answering the questions, click .

4)   Click the link to the Finalize page or another option to exit this page.

1.6.9    The Finalize Page (Finalizing and Submitting the Application)

The last page is for submitting your application. The Finalize page offers you a final opportunity to provide additional information.

1)   Click Finalize.

2)   These fields will be available for the applicant on this screen:

Ø  Additional Information - Any addition information that the Applicant wants to include in the application.

Ø  Copyright Agreement – Must be checked before submission is allowed.

Ø  License to Smithsonian - Must be checked before submission is allowed.

Ø  SI EEO Rights and Responsibilities - Must be checked before submission is allowed.

3)   Click.

4)   When asked “Are you sure you want to submit the application?”, click ‘OK’. The Submit Application Result page notifies you that you have successfully submitted your application.

Application data becomes fixed. You can no longer modify it. If you have compelling reason to change your data, contact the Program Coordinator. Refer to the Application ID in your correspondence.

Once the application is submitted successfully the Application Status will change to Submitted and the Selection Status will change to Received. You can check the status of your applications on the My Applications page (See “1.5, Viewing Your Application”). The Program Coordinator may write a comment for you that is only visible to you in the Feedback column. You may want to check periodically for updates to your status and for any comments regarding your application.

1.7    Viewing Your Application

You can continue to edit your application until it is submitted. Once you submit your application you can only view it.

To access your application, follow these steps:

1)   Click Manage Applications on the menu bar.

2)   Click My Applications. Your application(s) displays –any incomplete ones as well as ones ‘Received’.

3)   If you select an application that has the Application Status of “Incomplete”, both the View and Edit buttons will activate. If you select an application that has the Application Status of Submitted, Accepted or Withdrawn, only the View button will activate.

1.7.1    Withdrawing Your Application

If you want to withdraw your application for any reason you can, even while it has the Selection Status of “Received”. Once the Selection Status is change to “Approved”, you can no longer withdraw it but you can choose to decline the acceptance (See “1.5.2, Accepting or Declining an Approved Application”).

To withdraw an application, follow these steps:

1)   From the Manage Applications menu, click My Applications.

2)   Select the application you want to withdraw and click .

3)     Click .

4)   Click .

The next time you go to My Applications, the application will display with a status of ‘Withdrawn.’

1.7.2    Accepting or Declining an Appointed Application

If the Smithsonian approves your application, you can accept or decline the offer. The time period in which you should decide depends on the program. As a general rule, the decision should occur as soon as possible. If you decide to decline the award, notify the Program Coordinator in writing of your decision.  If your application is approved an acceptance letter may be required.

Steps for accepting or declining Smithsonian’s offer:

1)   Click Manage Applications. The Manage Applications options display, Add New Application and My Applications.

2)   Click My Applications. The page displays all your applications and details about each.

3)   Click the radio button in the Select column for an application with an ‘Appointed’ status in the Selection Status column.

4)   Click . The next page offers you the option of deciding the final disposition of your application or printing it.

5)   Click . The next page offers you the option of accepting or declining the award. The  button is inactive because once the application is submitted it is too late to withdraw it.

If Smithsonian has approved your application, the  and  buttons are active for you to make a choice. If you accept the appointment you will be taken to the Registration Information screen.

1.8    Registration Information

The registration process occurs after the applicant accepts the appointment which automatically changes the application status to  “Accepted”.  Appointees can enter registration information like local address and emergency information after they accept the appointment on the decision screen. Authorized staff can also do this on behalf of the applicant/acceptee.

 

There are two ways to get to the Registration Information screen:

 

1.    After accepting the appointment you will taken to the Registration Information screen. There are three parts to the Registration Information screen that need to be completed. You do not have to complete the Registration Information at this time. You can come back later to do this. See # 2 below.

Ø  Part # 1 - Click the link labeled You must read Smithsonian Directive 931, Use of Computers, Telecommunications Devices and Networks” and read the directive. Then you must click the link labeled Click here to sign the User Agreement then read and sign the document at the bottom.

Ø  Part # 2 – Answer question “Will you be a minor under 18 on the day that your appointment starts?” by clicking appropriate radio button .

Ø  Part # 3 – Fill in the sections Local Address, Emergency Contact and Forwarding Address.

2.    From the My Applications screen you can select an application that you have accepted an appointment for, has a application status of “Accepted” and a selection status of “Appointed. Click the button . This button will only display for selected applications that have has a application status of “Accepted” and a selection status of “Appointed”.

 

 

1.9    Changing Your Password

Periodically, you will want to change your password for security reasons. The steps are similar to those for replacing the temporary password provided by SOLAA when you were a new user (See “1.2, Registering for an Account”).

Follow these steps:

1)   Click My Profile.

2)   Click Change Password.

The Change Password page displays

3)   Complete the necessary fields to create the new password.

4)   Click . Begin using your new password each time you log in to SOLAA.

Note:    If you type your password incorrectly three times, your account will be locked. To have it unlocked, contact the OCIO Help Desk at 202-633-4000 or OCIOHelpDesk@si.edu.

 

1.9.1    Locked Accounts and Resetting Your Password

1)    If you forget your password or lock your account, enter your User Name and click the link Forgot Password? on the login page.

 

2)    The Reset Password page requires you to verify that you are the person who forgot the password. What you enter has to be an exact match for what is in your Profile. It is not case sensitive. You will also have to enter the Captcha characters (the characters in the shaded box) in the field under the box.

3)    After you enter your email address, answer to the password question and the Captcha characters the Reset Password page, click . The Reset Password Result screen confirms that you have successfully reset your password. A Password Reset Confirmation email is sent with a link to set your permanent password.

4)    Use the link to go to the Setup New Password and Security Questions screen. Follow the same steps you used when you originally activate your account (See “1.2 Creating an account”).

 

1.10  General Information about Internships and Fellowships

Many Smithsonian programs have a web page specific to their program. You should first review those pages relevant to your application before you apply.

For general information about internships and fellowships at Smithsonian, visit http://www.smithsonianofi.com

 


Appendix A  SAMPLE INTERNSHIP APPLICATION

There may be some slight differences between the sample applications pages and the application pages for the program you are applying for. The sample pages have all the possible options available for applications. How an application looks for a specific program may be different depending on what options were requested for a particular program application.

A-1    Internship Application Screen #1 (Personal Information)

A-2    Internship Application Screen #2 (Current Affiliation)

A-3    Internship Application Screen #3 (Academic History)

A-4    Internship Application Screen #4 (Program Choices)

A-5    Internship Application Screen #5 (Application Materials)

A-6    Internship Application Screen #6 (References)

A-7    Internship Application Screen #7 (Additional Questions)

A-8    Internship Application Screen #8 (Finalize)

 

 


 

Appendix B  Frequently Asked Questions (FAQ)

Questions

Answers

Why is my account locked?

A:   After three unsuccessful attempts to log in your account may become locked. This could happen, for example, when you set up a new password and security question, and log in with incorrect information three times.

(Remember, the password is case sensitive.)

How can I unlock my account?

A:   See Section 1.9.1 - Locked Accounts and Resetting Your Password. –or- Contact the OCIO Help Desk by phone at 202-633-4000 ext. 1 or by email at OCIOHelpDesk@si.edu

What is Academic History on the application vs. Current Affiliation?

A:   Academic History is the applicant’s entire academic history (SOLAA is for fellows, visiting professionals, and PhDs as well; not just interns). Current Affiliation is their current university/college, current place of professional employment or if not affiliated the city and state in which they reside.

What are the pop-ups that are being blocked?

A:    Functions such file uploads may cause this problem. When using SOLAA, turn the pop-up blocker off or add SOLAA to the sites allowed to have pop-ups.


 

Appendix C  File Extensions supported by SOLAA

The types of files (i.e. file extensions) supported by SOLAA are:

·         .bmp

·         .doc

·         .docx

·         .gif

·         .jpg

·         .jpeg

·         .pdf

·         .png

·         .rtf

·         .tif

·         .tiff

·         .txt

·         .xls

·         .xlsx.

The maximum file size allowed is 3 MB.

If your program requires a type of file that is not supported by SOLAA (for example, a .mov or .wmp file), it needs to be handled external to the SOLAA system, such as an email attachment

 


 

Appendix D  Sample Email To Reference

 

Dear Matt Damon,

 

***This is an automatically generated e-mail from The Smithsonian Online Academic Appointment System *** 

                                *** Please do not reply to this e-mail. Notifications are sent from an unattended mailbox. ***

 

Ms. Jane Smith is applying for the American Indian Culture Festival Program, and has listed you as a reference to provide a recommendation.

 

If you intend to include a letter as part of your recommendation, please have it prepared and saved to your local disk before you begin the process.  There is a 3MB file size limit and you may upload files with the following extensions: .bmp, .doc, .docx, .gif, .jpeg, .jpg, .pdf, .png, .rtf, .tif, .tiff, .txt, .xls, and .xlsx.  There may also be some questions about the applicant for you to answer through the link below.

 

Please note that the information you provide, conforms to the Smithsonian Institution's privacy policy.  The applicant will not have access to any of your documents or ratings.

 

    Reference Process Steps:

    1. Click on this link:[ https://solaadev.si.edu/p/i/app/references/index.jspx?ref=P88R480GX2 ] OR copy and paste it into the address bar on your browser.

    2. After the page is displayed, please enter your email address as lankam@si.edu and click on the *Continue* button.

 

Please direct technical website questions to OCIOHelpDesk@si.edu or 202-633-4000 ext.1. 

 

Sincerely,

The Smithsonian Online Academic Appointment System


Appendix E  User Agreement