Department of Environmental Conservation 1 BUY ANY SPORTING LICENSE FIRST TIME CUSTOMERS AND PROFILE...

Department of Environmental Conservation

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BUY ANY SPORTING LICENSEFIRST TIME CUSTOMERS AND PROFILE UPDATES


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Welcome! To help you understand how to get from one screen to the next, here are a few pointers!

To navigate the presentation:1.To advance – use any of these keys; Page Down, Right Arrow or Enter2.To go BACK – use any of these keys: Page Up, Left Arrow Key


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Before we get started with the module, here are a few helpful hints!

1.Take your time! Read each slide carefully.2.Take notes! You will need to contact DEC after viewing all modules to receive a quiz. The phone number is: 518-402-8843.3.Slides are designed to show you the steps to complete an action. 4.Some screen captures may not look EXACTLY like you will see on your system. It all depends on the computer system setup that you are using. 5.REMEMBER to refer to the License Issuance Handbook for further information on Business Rules.


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1. Slides are designed to show you the steps to complete an action and use screen captures from the application.

2. Red squares points out things that require an ACTION or INPUT.3. Red circles point out the button to COMPLETE the action and

move to the next step.4. Yellow shaded boxes with red print are there to EXPLAIN items

on the screen or business rules.

Explains the screen and points out business rules

MODULE 3: OBJECTIVES

• Upon completion of this module, the Agent will:• Buy a sporting license for first-time Customers or

Customers needing profile updates• Enter Personal Details• Enter Military Active Service information• Enter Sportsmen Ed• Enter Previous License information• Enter Annual Military Disability information


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BUSINESS

• Complete a thorough search for your Customer• Verify Customer’s residency and address• Annual Military Disability must be verified YEARLY• Permanent Disability requires documentation

from the Veteran’s Administration that clearly states that the individuals disability is permanent• To qualify for military disability licenses, the

Customer must be a New York State Resident and provide supporting documentation


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LOCATING A CUSTOMER

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ClickWhen thorough searches

have been completed, the system will:•Bring you directly into the Customer profile; •Present you with possible Customer matches OR •State that “No Records Were Found” and prompt you to “Enter a New Customer”

Click


Select

The BEST search suggestions are:•Driver’s License•DEC ID•Last Name & Date of Birth

SEARCH RESULTING INMATCHING CRITERIA


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A search may result in many results matching the criteria entered. The names are displayed in a grid. Locate the Customer’s name and click on the name to open the record.

Click

PERSONAL DETAILS


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Enter the Required Information* as well as any other information that is available for a complete record. The more information gathered makes for a better Customer Record. A better Customer record allows License Sales the ability to correct issues that may arise.• Please capture the

Customer’s phone number.

ENTER ADDRESS


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For a NEW Customer, enter information in REQUIRED fields*Important reminders:•System requires a MAILING address•You can select a country/region to allow for out of country addresses•You do not have to enter the same address as both mailing and home•For NY State residents be sure to use the County drop down box

Click after

entering address

Select the Verification Box and Click Proceed

Click

CHOOSE AN ACTIVITY


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Select

Click

CONTACT DETAILS


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Verify that the correct license year is selected

Please note for the month of August you have an option of TWO license years. Be sure to chose the correct license year based on what the Customer is buying.

Use “breadcrumbs” to navigate to pages during the sales process

ClickSelect County

License year is not important for buying a fishing license or marine registry

LICENSE DETAILS


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Step 2: License Details requires the Agent to enter the following information (if applicable):

• Appearance• Military Active Service Status• Sportsman Education• Previous License• Annual Military Disability

Free Native American Licenses can only be purchased at Trained Reservations or through the license sales office in Albany.

The next slides will break down this screen into its various sections.

Full screen view

LICENSEE DETAILS


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1 digit

2 digits

Select

Requires documentation to change to YES

PERMANENT MILITARY DISABILITY


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Select YES and enter Military Disability Number

In order to qualify for a Permanent Military Disability, the Customer must:•Be a NY State Resident•Provide proof of 40% or greater military disability

AND•Proof documents must be dated in the same year in which they are purchasing the license

MILITARY ACTIVE SERVICE STATUS


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• Patriot Plan Affidavits must be filled out by anyone applying for a sporting license under the NY State Patriot Plan

• Paper Affidavit must be kept by the Agent for 3 years

• For even more detail, refer to Agent Handbook or the Agent Help.

• A copy of the Certification of Military Active Service form is available on the Agent Help Link

SPORTSMAN EDUCATION


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The Sportsman Education section is where agents/clerks can add sportsman education for customers who present actual sportsman education certificates. If more than one education needs to be added, CLICK on the down arrow. Otherwise, click on ADD EDUCATION button to enter only ONE education type.

Click

SPORTSMAN EDUCATION


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Click

This section is where the Agent will enter proof of a Customer’s Sportsman Education when they present a Sportsman Education certificate from a completed class. Be sure to complete all the required fields

DO NOT enter previous license information in this section. (Next slide presents Previous License information)

Sportsman Education can be accepted from any state or countryFill in required information making sure to select the state (& country if not the US) where the education was completed.

PREVIOUS LICENSE


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The Previous License section is for those Customers who are proving Sportsman Education through a previous hunting, bow hunting or trapping license. This license may be from another state or even another country. Customers must present the actual license panel NOT back tags or carcass tags. Previous bow hunting licenses must be from 1980 or later.

Click

PREVIOUS LICENSE


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Fill in required information making sure to select the state (& country if not the US) where the education was completed.

Click

ADD ANNUAL MILITARY DISABILITY


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Click

Military disability information may be added, edited or deleted following the same process. To qualify the Customer:•MUST BE a New York resident •Disability must be 40% or greater•Customer must provide documentation annually •Documentation must be dated in the year in which they are buying the license

ANNUAL MILITARY DISABILITY


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ClickEnter all required information from the acceptable documentation provided by the Customer.

LICENSE PERMIT TYPES


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On this screen you will find the Customer’s:• Active Holdings (licenses Customers

hold or have held within the last two years)

• All Hunting & Trapping licenses Customers are qualified to buy

• Land Owner information• Fishing License • Lifetime License • Other Sales (Donations)• Magazine Subscriber• Payment Type

The next slides will break down this full screen into its various sections.

Full screen view

ACTIVE HOLDINGS


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This is where all licenses the customer has held for the last 2 years will be displayed. Please note that there may be more than 1 page that you may need to scroll through.

HUNTING AND TRAPPING LICENSES


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All hunting and trapping licenses that the Customer is eligible to purchase will be displayed based on:•Customer’s age•Sportsman Education or previous license•Prerequisite License (ex: customer needs a Hunting license to have the option buy a Muzzleloading Privilege)Simply select the item for purchase and continue down the screen.

Select

IMPORTANT REMINDER – A Customer needs a Hunting License AND BOTH Hunter Education and Bow Hunter Education in order to purchase a bow hunting license.

LANDOWNER INFORMATION


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Land Owner information may be added, edited or deleted from this section. To complete the action, simply click the appropriate button.

REMEMBER a Customer must own at least 50 contiguous acres within the Wildlife Management Unit (WMU) they are looking to have the landowner information applied to. Only ONE person can apply these land parcels per season.

Click

LANDOWNER INFORMATION


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Enter the Year in which the license is being sold along with the SWIS Code and Tax Map ID/Parcel ID that your Customer provides. SWIS Code and Tax Map ID/Parcel ID can be found on the landowner’s tax bill. Check the box if the Customer chooses to use the parcel of land for their DMP application.

ClickSelect

FISHING LICENSE


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For freshwater fishing and the Marine registry licenses - ENTER the effective date (the date the license begins) and the license will be valid for one year from the effective date. Effective dates can be added up to 60 days in to the future

One day license – Enter the effective date

Seven day – Enter the first day with which the seven day license begins

Select

LIFETIME LICENSES


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Select

To qualify for the OPTIONAL items:•Be a NYS Resident•Have a valid Driver’s License Number on file in the system•Already have a LT License or have a LT License selected to purchase•Have the appropriate Sportsman Education on file in the system

Individuals can purchase Lifetime Licenses even without having the appropriate sportsman education. If there is no sportsman education on file, the customer will not receive the appropriate tags and their license will not be valid. If a customer wishes to purchase Lifetime Muzzleloading or Lifetime Bowhunting they must first purchase a Lifetime Hunting (Small & Big Game) or Lifetime License (Lifetime Sportsman) first.

OTHER SALES


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Other sales items may be purchased from this section. Simply select the item for purchase, enter the quantity or amount if required, and continue down the screen.

Select

PURCHASE OF MAGAZINE THROUGH OTHER SALES


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Select

Select YES/NO to gift selection. If it is a gift, make sure to fill out the name and address field of the person receiving the magazine.

If Magazine is NOT a gift, it will be sent to the mailing address in the Customer’s profile and there will be no additional fields to fill out.

Select

If a Customer purchases a magazine, the Magazine Subscriber section will expand.

PAYMENT INFORMATION


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SelectClick

Select the type of payment. This will notate the sale as to how the Customer paid. It is not meant to tell Agents what form of payment to accept.

APPLICATION REVIEW

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The Application Review Page shows the Agent every possible choice that could have been made in this Customer’s profile. Agents can review by floating their mouse over the different sections. License Sales suggests that you continue past this page to the Pay Fees page where you will be able to review the exact items the Customer wants to purchase along with their total fees.

Abbreviated screen view

Continue button

Click

Edit button

Use “breadcrumbs” to navigate! Do NOT hit the browser BACK button

PAY FEES


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Review all the items and fees with the Customer and collect the total fees.before clicking continueBy clicking Continue you will commit the sale to the system.

COLLECT fees BEFORE continuing!Click

LICENSE ISSUANCE


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After collecting all fees and clicking continue a successful License Issuance screen will display. The Agent will now “Click the Print Tag” button to print the Customer’s license and tags.

At this screen the sale and license/tag information has been committed to the system.

Print Documents button is used by Customers purchasing online

Print/View Receipt – used to print receipts if needed. All information on the receipt is on your daily sales report. The Customer’s receipt is their license. This receipt will print to your regular 8 ½ x 11 paper printer.


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Please continue to Module 4 – Express Buy Any

License – No Profile Update

Department of Environmental Conservation 1 BUY ANY SPORTING LICENSE FIRST TIME CUSTOMERS AND PROFILE...

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