NCMIS

Navy College Management Information System

Academic Institution Module

USER GUIDE

Version 4.0

February 1, 2017

Table of Contents

Academic Institution Module Basics

Introduction

Accounts

Request an Account:

Password Reset/Account Reactivation:

Logging in

Degrees

Uploading Degree Files

File Format

File Format (contents)

Uploading a Degree File

Grades

Grade File Format

Upload Grades

Modify Grades

Academic Institution Module Help

Help Requests and Academic Institution Module issues

Special Note

Appendix A – Account Request

Academic Institution Module Basics

Introduction

The NCMIS Academic Institution Module is the online application which allows schools to post grades or degrees for Navy, Marine Corps and Coast Guard students using Tuition Assistance (TA). (Additional enhancements for the Academic Institution Modulewill be coming soon)

NCMIS uses personally identifiable information to positively identify service members, so to safeguard the system from unauthorized access. We ask that each school assign a supervisor to request user accounts for individuals that will post grades. Also, user accounts should be assigned to a single individual and no two individuals share an account. When accounts are no longer required, please notified the NCMIS program Office (850-473-6053) to have the account closed. Access to NCMIS may be revoked at any time without notification if set guidelines are not followed.

This User guide will be updated as the functionality of the Academic Institution Module is expanded.

Accounts

Request an Account:

Complete the “My Education Account Request for Academic Institutions” form found in the appendix of this document or downloaded from the Academic Institution Module Homepage at:

Figure 1: Login Page

Once the application is completed please submit it using the LiveHelpNow E-Ticketing system.Select NCMIS Academic Institution Module System Supportas your category.Please upload the application as an attachment to the ticket. The link for Live Help Now is:

An account will be created and a User ID will be emailed to you.

Password Reset/Account Reactivation:

Click on “Reset password” as in figure 1 above. Type in your user id, email, and then click “Request Reset”.

You will see a page with a message that a temporary password has been sent to you.

You will receive an email with a new temporary password. Use this password to login and you will be brought to a page to set your desired password.

Logging in

The application can be accessed at

The user must read the government information system legal notice and select Accept to continue to the logon screen.

Enter your User ID and password. Click the “Login” button or press enter. This will bring you to the home page. On the home page you will find Announcements such as scheduled downtimes. Under Essential Resources, you will find links to the User Guide, as well as templates for uploads.

At the top of the page is the navigation bar. Which items appear in the navigation bar depends upon your access privileges.

Degrees

In the navigation bar, click on “Degrees”. This brings you to the “My Uploaded Degree Files” page where you can upload degrees and view previously uploaded degree files.

Uploading Degree Files

File Format

Degree files must be in the correct format and must be .xls, .xlsx, .txt, or .csv format. Excel version must be 97-Excel format or newer.

The degree template has been updated. Please use the new version when uploading degrees. For any questions on school code, please contact Tiawania @navy.mil.

File Format (contents)

The spreadsheet must contain the following.

  • School code:
  • SSN
  • First name
  • Last name
  • Degree Level: Enter a single numerical digit for degree type
  • 3 = Associates
  • 4 = Bachelors
  • 5 = Masters
  • 6 = PhD
  • 7 = Doctorate
  • 8 = Certificate/Diploma
  • Degree Type (AS, BA, MBA, etc.)
  • Degree Title
  • Degree ID - 6 digit code
  • Award Date – mm/dd/yyyy
  • GPA – optional
  • Credits – optional

Uploading aDegree File

Click on “Upload File” to upload a new degree file.

Once file is selected, click “Upload File. The file upload could take from 15 seconds to several minutes to complete depending on size of spreadsheet.

Once the file has completed uploading, the results of each grade entry will be displayed.You may get a “Degree not yet saved” report. The report will show which degrees did not load.


You have the option of editing the degree entry error, or you may choose to delete that entry.If you choose “Edit”,you will have the opportunity to edit the fields in the degree entry. Explanations of the errors that need to be corrected are in red. After correcting the issues then click “Save”.

Notes:

  • For Degree Type,enter degree abbreviation (AS, BA, MA, MS, etc.).
  • NCIMS is limited to the Degree ID’s that are in the system. Please choose one from the dropdown menu.
  • Award Date cannot be in the future.

Click “Back” to return to the My Uploaded Degree Files page. Select a file to view its contents or make corrections. You can delete files if you no longer need to view them. You may correct any unsaved degrees in the file and save, just as above.

Grades

In the navigation bar, click on Grades --> Upload Grades. This brings you to the “My Uploaded Grade Files” page where you can upload grade files.

Grade File Format

Grade files must be in the preferred format and must be .xls, .xlsx, .txt, or .csv format. Excel version must be 97-Excel format or newer. Select the grade_template.xls to open a blank spreadsheet in the correct format.

The spreadsheet must contain following:

  • SSN
  • Last name
  • First name
  • Course number
  • Grade

NOTE: The course number must match the spelling in the TA voucher or the grade will not post.

Upload Grades

Select the “Upload File” button to upload a new grades file.

Once the file has completed uploading you may get a “Grades not yet saved” report. The report will show which grades did not load.

You have the option of editing the grade entry error, or you may choose to delete that entry. If you choose “Edit”,you will have the opportunity to edit the fields in the grade entry. Explanations of the errors that need to be corrected are in red. After correcting the issues then click “Save”.

Click “Back” to return to the My Uploaded Grade Files page. Select a file to view its contents or make corrections. You can delete files if you no longer need to view them. You may correct any unsaved grades in the file and save, just as above.

Modify Grades

In the navigation bar, click on Grades --> Search Grades. This brings you to the “My Uploaded Grade Search” page where you can add or change grades manually.

Search for grades by using any of the search criteria. You may search for all grades, or limit your search to missing grades only.

You may update any grade that has a drop-down under the grade header or you can cancel the course entirely. Entries that do not have a grade drop-down cannot be changed due to the state of the course. Entries that do not have a “Cancel Course” cannot be cancelled due to the state of the course.

Academic Institution Module Help

Help Requests and Academic Institution Module issues

If you are experiencing system issues or other issues related to the functionality of the NCMIS Academic Institution Module, please submit your Help request ETicket to TA Accounting at:

Choose the“TA Accounting” category.

Special Note

This User guide will be updated as the functionality of the Academic Institution Module is expanded.

Appendix A – Account Request

MyEducationAccountRequest
AcademicInstitutions
(1) InstitutionName / (2) Date
(3) InstitutionAddress
(4) City (5)State (6)ZipCode
(7) Requestor’sName / (8) Requestor’s Phone
(9) Requestor’sE-mail
(10)Requestor’sSignature
(11)AccessType (Selectapplicationandaccessdesired)
JointServicesTranscript(JST)
  • OrderTranscripts(includesviewing)
  • View/PrintTranscriptsonly
  • School(Builddegree templatesSOCAgreements)NavyCollege ManagementInformationSystem (NCMIS)
  • Grade entryportalaccess(GEAP)

(12) Reasonforrequestingaccess:
(13)SupervisorName(PleasePrint) / (14)SupervisorPhone
(15)SupervisorE-mail
(16)SupervisorSignature:
ForOfficeUseOnly
(17)Username: / (18)DateEstablished:
(19)AccountEstablishedBy:

(V6) 7/15 For Official Use Only Classified

MyEducationAccountRequestForm Instructions

AcademicInstitutions

1.Enternameofinstitution.

2.Enterdateofrequest.

3.Enterstreetaddressofinstitution.(Ex:123AnyStreet)

4.EnternameofCitywhereinstitutionislocated.

5.Entertwo-digitcodeofStatewhereinstitutionislocated.(Ex:FL)

6.Enterzipcodewhereinstitutionislocated.(+4notrequired)

7.EnternameofRequestor.

8.EnterRequestor’sphonenumber.

9.EnterRequestor’sindividuale-mailaddress(nota‘generic’e-mailaddress).

10.Requestormustsignhere.

11.Placeacheckmarkintheappropriateboxforthedesiredapplicationandtypeofaccess.(Note:Separateaccountrequestsmustbesubmittedforeachapplication).

12.Provideabriefjustificationforaccess.

13.Enter(Print)thenameofsupervisor.

14.Entersupervisor’sphonenumber

15.Entersupervisor’se-mailaddress.

16.Supervisormustsignhere.

17.Enterusernameforaccountholder.

18.Enterdateaccountestablished.

19.Enternameofpersonnelthatestablishedtheaccount.

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