The Outstanding Scholars SharePoint site will be used by Faculty to submit project proposals. Students will use the site to submit a contract request to work on one of these approved projects.
Logging on to the Site
Visit the following link to the SharePoint site:
https://uwin365.sharepoint.com/sites/OSRECORDS
Upon navigating to the URL you will be presented with a Microsoft Sign-in screen. Use your UWin email address (UWINID@uwindsor.ca) and password to log in. (The same password you would use if you were to login to your UWin email)
Reviewing and Approving Contracts
When a student wants to apply for a Project, they use the site to submit their contract with a signed PDF attachment. Students have access to view the projects in the “Available Projects” list and this is how they know which projects are available to apply to.
You can view the Contracts list by clicking on “Contracts” on the left-hand-side menu.
When a contract is submitted, it is sent to the Faculty Member, next to the Department Head, then to the OS Coordinator, then to HR and then finally to Payroll for approval.
From the contracts list, you can click on the Student Number, to bring up the details of a Contract, including reviewing the contract PDF attachment.
Multiple views have been created on the Outstanding Scholars Contracts list, to help approval groups see the contracts at various stages. Below is an image of the list in the default “All Items” view.
To change the view, click on “All Items” located at the top right of the list. You will be presented with a couple of views to choose from.
All Items:
This displays all the contracts in the system that haven’t been completed
Completed:
This view displays all the contracts that have been approved at all stages
HR to Process:
This view displays all the contracts that are awaiting to be processed by Human Resources
On Hold Contracts:
This view displays all the contracts that have been placed “On Hold”
Payroll to Process:
This view displays all the contracts that are awaiting to be processed by Payroll
Pending Approval:
This view displays all the contracts that are still on-going in the approval process
Moving a Contract to Payroll
Before you move a contract to Payroll, please note that this is a move that can only be done at the Human Resources approval stage, so make sure you are in the right view. To do this, please review the instructions here.
Once you have verified that you are in the right view, identify the contract you want to move, click on the 3-dot icon next to the “Student_ID_Number” field, click on “Automate”, then click on “Outstanding Scholars - Move Contract to Payroll”. See below for a visual.
A pop-up will appear on the side that looks like the image below:
Click on “Run flow” to move the contract. Click on “Cancel” if you decide you don’t want to continue with the change.
Moving a Contract to Completed List
Before you move a contract to the completed list, please note that this is a move that can only be done at the Payroll approval stage, so make sure you are in the right view. To do this, please review the instructions here.
Once you have verified that you are in the right view, identify the contract you want to move, click on the 3-dot icon next to the “Student_ID_Number” field, click on “Automate”, then click on “Outstanding Scholars - Move Contract to Completed”. See below for a visual.
A pop-up will appear on the side that looks like the image below:
Click on “Run flow” to move the contract. Click on “Cancel” if you decide you don’t want to continue with the change.
Please note that once a contract has been marked as completed, the workflow process is complete, and it cannot be put back as a pending contract and will need to be resubmitted.
Marking a Contract as “On Hold”
Before you place a contract “On Hold”, first make sure that you are in the right view. To do this, please review the instructions here.
Once you have verified that you are looking at contracts that are waiting for your review, identify the contract you want to place on hold, click on the 3-dot icon next to the “Student_ID_Number”, click on “Automate”, then click on “Outstanding Scholars - Put contract On Hold”. See below for a visual.
A pop-up will appear on the side that looks like the image below:
Click on “Run flow” to put the contract “On Hold”. It will now be visible in the “On Hold” view. Click on “Cancel” if you decide you don’t want to continue with the change.