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UNFCCC Online Admission System (OAS)

Admitted Observer Organizations (IGOs & NGOs) User Manual

May 2014

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Contents

1 Overview .............................................................................................................................. 3

1.1 What the System does for you ........................................................................................... 3

1.2 What you do with the system .............................................................................................. 3

2 Instructions ........................................................................................................................... 4

2.1 Accessing the system for the first time.......................................................................... 4

2.1.1 Web address ............................................................................................................... 4

2.1.2 Requesting a login ................................................................................................... 4

2.2 My application .............................................................................................................. 7

2.2.1 Form 1: Organization details ........................................................................................ 7

You must complete this section before you can proceed to submit your application. ............. 7

2.2.2 Form 2: Contact person(s). ....................................................................................... 8

2.2.3 Uploading application documents ........................................................................... 10

2.2.4 Submitting your application .................................................................................... 12

3 Other features .................................................................................................................... 14

3.1 My account ...................................................................................................................... 14

3.1.1 Personal details ..................................................................................................... 14

3.1.2 Change password .................................................................................................. 15

3.2 Communication .......................................................................................................... 16

4 Miscellaneous features ....................................................................................................... 18

4.1 Resetting your password / requesting your login credentials ....................................... 18

5. Security ................................................................................................................................. 21

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1 Overview

1.1 What the System does for you

The UNFCCC Online Admission System facilitates the submission of an application for admission to the UNFCCC process from a non-admitted observer organization with the aim of enhancing the efficiency of the application process for both applying organizations and for the UNFCCC secretariat. Additionally, online applications with electronic files only reduces the carbon footprint of the application procedure, which used to require kilos of documents being flown to the secretariat every year. As a non-admitted observer organization, your primary objective when using the UNFCCC Online Admission System is to submit your application to the secretariat and to obtain confirmation from us regarding the outcome of our review of your application. Please note all required items, as documented in the Standard Admission Procedure (available on the IGO and Civil Society pages of the UNFCCC website) MUST be uploaded in order for your application to be submitted. In you do not upload all required items, your application will not be submitted and therefore NOT included in the secretariat’s review. Please also note that for each admitting Conference of the Parties, there is a specific deadline. As per the Information Note on Revised deadlines for applications from organizations for admission as observers to the UNFCCC process, the deadline for applications for admission will be 31 August of the previous year (e.g. for COP 21 in 2015, the deadline for applications for admission is 31 August 2014). The new deadlines will be shown on the UNFCCC website. Applications received after the deadline date will not be included in the next review cycle. Important information: Submission of an application for admission as an observer

organization to the UNFCCC process does not guarantee that your organization will be admitted. Your organization’s application will be first reviewed by the

secretariat and only eligible applications will be forwarded to the Conference of the Parties to the UNFCCC, with which the final decision of admission rests.

1.2 What you do with the system

The UNFCCC Online Admission System permits you to:

Create a login account for the System; Enter the contact details for the person submitting the application, the Head of

organization and the organization Designated Contact Point; Upload all documents that you wish to submit for your organization’s application

for observer status. All required items, as documented in the Standard Admission Procedure MUST be uploaded in order for your application to be submitted and must be uploaded by the relevant deadline for applications (e.g. 31 August 2014 is the deadline for applications for COP 21/CMP 11).

Submit your organization’s application for admission to the UNFCCC process

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2 Instructions

2.1 Accessing the system for the first time

2.1.1 Web address

https://oas.unfccc.int/ We advise you to use the system in full screen mode.

2.1.2 Requesting a login

1. Click ‘create new account’, under Welcome!

2. Enter your email address and confirm email addressing required fields. For the security check, enter what appears in each of the two fields (no space is required) and then click Submit. Note: the security check image may not appear immediately, please wait a few moments to allow this to load.

3. You will see a message at the top of the screen saying that the confirmation code has been sent to your email address. Please check your inbox and follow the instructions.

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4. An email from UNFCCC Online Admission System (cool@unfccc.int) should soon arrive in your email account. This contains the activation link for you to continue with your registration. A sample email is shown below From: UNFCCC Online Admission System <oas@unfccc.int> To: <email address you entered into ORS> Date: XX/XX/XX Subject: Online Admission System: please confirm your email address

Hello, The UNFCCC Online Admission System (OAS) received a request to create a new account. To confirm your email address please follow the link below. https://oas.unfccc.int/oas/create_account_form?code=36DFD459B34FD9269C3E5214186897A301F8270963652166D8E805ABD27BBF91 If you have not requested account creation, please ignore this email. With compliments, UNFCCC Online Admission System team This is an automated message. Please do not respond.

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5. The link will take you to the Create a new account page. Fill in the required fields. And click Submit.

Note: on this page you are also required to click the Policy and guidelines checkbox. Please follow the link to the documents and read these before checking the box. 6. You will see a message at the top of the screen indicating that a New account has been created. Please log in and proceed with application. Enter your login and password and click Submit to enter the system.

7. Once logged in, you will automatically go to the My Application page (see section 2.2 below).

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2.2 My application

2.2.1 Form 1: Organization details

You must complete this section before you can proceed to submit your application.

1. Once you click on organization details you will go to the Edit Organization page. You must first select organization type (IGO or NGO). Enter the fields (red font indicates a required field) then click Save. Please note the below.

The categories Primary Constituency and Secondary Constituencies are for NGOs only (these will not show if Organization Type IGO has been selected).

For Primary Constituency, Primary Theme and Primary Activity, only one option can be selected from the dropdown menu.

For Secondary Constituencies, Secondary Themes and Secondary Activities, multiple options can be selected from the dropdown menu.

2. After clicking save, you will go back to the My application page. Under My application, you will see that the status of your organization is shown as Draft (this will only change once you have submitted your application).

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2.2.2 Form 2: Contact person(s).

1. When you click on Form 2: Contact person(s), you will see 2 headings in blue: Persons Organization head/Designated Contact Point You must first use the Add personal record button to add details of your Head and Designated Contact Point so that you can afterwards select them from the dropdown menu and assign them as Head or Designated Contact Point.

Click on Add personal record and complete fields.

Note: You must select both a Head and Designated Contact Point. If you are both the Head of your organization and also the Designated Contact Point, please select your name in both fields so that you can proceed.

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2. When you click save you will be automatically redirected to the Edit Organizations Contacts Page. A message at the top will indicate that a New person has been created and the name will be shown under Persons and shown in the dropdown menu under Organization Head and Designated Contact Point. Please select as appropriate and save.

2. You will be automatically redirected back to the My application page and will see a message at the top of the screen that your contacts have been updated.

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2.2.3 Uploading application documents

1. You can now start to upload your application materials. From the My application page, click the Upload documents button to go to the Upload supporting documents page. You will see that the bulletpoints list all the required items for admission as set out in the Standard Admission Process document (available on the IGO and civil society pages of the UNFCCC website). Each bulletpoint has an Upload a document button for you to upload the required document for that item. Note: All items are required except for the one shown in the last bulletpoint (“In the case of research institutes, including universities, a document that proves academic independence of the organization”). A document does not need to be uploaded for this item unless your organization is a research institute, including university.

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2. For each bulletpoint, click Upload a document to select the file you wish to add to your online application. Your file will be uploaded to the system (this may take a few moments) and then appear on the page. At this stage, you are able to add and delete attachments for each bulletpoint as required. Note: If one document covers two or more required items, please upload the document for each item as relevant. e.g. If your annual report includes the list of donors, you should submit the annual report for as the required document for bulletpoint 5 (A recent annual report, including a financial statement that provides information expenditure of the organization) and as the required document for bulletpoint 6 (List of donors and other funding sources in the last two years unless the organization is one year old).

3. When you go back to the My application page, you will not see your documents shown (see screenshot below).

To check uploaded documents, click on the Document uploads under the Upload supporting documents heading to get back to the Upload Supporting documents page where you will find your attachments.

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2.2.4 Submitting your application

You will not be able to submit your application until a document is attached for each of the required items that are shown as bulletpoints on the Upload supporting documents page with the exception of the last bulletpoint (“In the case of research institutes, including universities, a document that proves

academic independence of the organization”). A document does not need to be uploaded for this point 10 unless your organization is a research institute,

including university.

1. On the My applications page, the Submit application button (circled in red in the screenshot below) will only appear under the Submit your application heading once an item has been uploaded for each required item on the Upload supporting documents page (except for the last item which pertains only to research institutes including universities).

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2. Once you have attached all required documents as outlined in the Standard Admission procedure and are ready to submit your application, you can click the Submit Application button. Please make sure that you have attached all required documents. Submission of your application is final and you will not be able to make any further changes to the details and documents you have provided to us. A pop-up window will appear. If you are happy that your application is complete, click Continue. If you need to go back and add other information/upload additional documents, click Cancel.

3. If you select Continue, you will see the status of your application on the My application page is now shows as Under Review. Your application is being processed by the secretariat and you will be contacted if further information is required.

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3 Other features

3.1 My account

You will see two headings in the My account tab; Personal details and Change password

3.1.1 Personal details

Use this page to edit and save your details.

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3.1.2 Change password

Use this page to change and submit your password.

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3.2 Communication

The Online Admission System allows for direct communication between your organization and the secretariat. Any enquiries you have regarding your application should be sent to the secretariat using the Communication function in OAS. Simply enter your message and click Send message.

Once you have sent your message, the screen will return to the My application page. You will see a message at the top of the screen saying that your message has been posted.

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When you return to the Communication page you will see your message saved under Recent message

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4 Miscellaneous features

4.1 Resetting your password / requesting your login credentials

If you forget your password you can request a password reminder from the log in screen. 1. Click Remind password

2. On the Request password reset page, enter the required fields and the security check (enter what appears in each of the two fields, you should enter a space in between the two). Note: the security check image may not appear immediately, please wait a few moments to allow this to load.

After saving, you will see a message saying that the password reset has been authorized.

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An email from UNFCCC Online Admission System (oas@unfccc.int) should soon arrive in your email account. This contains the activation link for you to reset your password. A sample email is shown below. From: UNFCCC Online Admission System <oas@unfccc.int> To: <email address you entered in ORS> Date: XX/XX/XX Subject: Online Admission System: reset password request

Dear Test Applicant, We received a request to reset your password. To do that please follow the link below: https://oas.unfccc.int/oas/reset_password_form?code=D6C8FFBAA576EDA9F1C4815BB8B4CD55CF62AD961EEDCDAE875E1A699C302B9B If you have not requested password reset, you can ignore this message. Thank you, With compliments, UNFCCC Online Admission System team This is an automated message. Please do not respond.

You will see a message at the top of the next screen to say the password has been changed. You can proceed to log in with your new password.

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5. Security

To ensure the security of your data please observe the following guidelines: When you request access to the system for the first time or reset your password

you will be sent an email containing a temporary password. Always log in to the system and change this password immediately.

If you choose to record your password somehow, please secure the record appropriately.

Do not share logins and passwords. Only log in using the official UNFCCC Online Admission System web address,

which always begins with “https://oas.unfccc.int/. In particular, do not log in using web addresses provided in other websites, emails or other messages you may receive (so called “phishing” attacks).

Never tell your password to someone else, including someone claiming to be with the UNFCCC secretariat. UNFCCC will never ask for your password.

Always log out of the system when you are finished. For your security, the System will automatically log you out after 60 minutes of

inactivity. 8 Service desk The UNFCCC secretariat’s service desk will assist you if you have technical problems using the Online Admission System. Please email all technical questions, problems and requests to:

oas@unfccc.int The service desk’s hours of business are: 9am - 5pm (Central European Time) Monday - Friday, excluding UNFCCC public holidays. The service desk will seek to provide an initial response to your request within 1 working day and in most cases to resolve your issue within 3 working days.