Employability

ORB Award Leader FAQ’s

Award Leader PDF version

 

  • Do I need to register my organisation as an Award Unit on the ORB?

    If you have previously had an account on the Australian ORB, there is no need to re-register to the ORB. All data associated with your account is automatically transferred over to the ORB and should be available to you when you log in.

    If you have not been using the Online Record Book, you will need to register your organisation as an Award Unit before your Participants are able to register, as Participants need to be linked to your organisation.

    Access to the new online registration forms will be through the login portal on the home page of www.dukeofed.com.au. As it is an international system, the first part of the registration form defines which region and country (as well as State/Territory) you are registering to.

    Duke of Ed ORB award unit register

  • Will my username and password change with the ORB?

    If you already have an ORB account with a username and password, you login will become your most recent email address associated with the account and your password should remain as it was. If you are new to the Online Record Book, you need to register and have your registration accepted before you will receive your username and password.

  • How do I register as an Award Leader through the ORB?

    If you have previously had an account on the Australian ORB, there is no need to re-register to the ORB. Your details and all data associated with your account has been automatically transferred over to the ORB. For new Award Leaders – you can gain access to the registration pages through the ORB login portal on the home page of the National website www.dukeofed.com.au. There are online registration forms for:

    • Award Participants
    • Award Leaders
    • Award Units

    Once you have completed your Award Leader registration your request will need to be actioned by your local Award Operating Authority. Some Award Operating Authorities may have additional requirements which need to be met prior to granting you access – please check with your relevant State/Territory Award Operating Authority.

  • How do Participants register through the ORB?

    1. Go to the National Duke of Ed website www.dukeofed.com.au
    2. Locate the ORB portal on top right hand side of any page.
    3. Click on the red “Register here” button as a new user. This will take you to the ORB log in / registration page.
    4. On the right hand side of the page, select “Award Participant” and press the “Register” button (as shown in image / screenshot below).

    award participant register

    5. A new screen will load to ask you for location information. Complete as shown below, then press the “Continue” button (the “Continue” button appears once all fields are completed).

    participant registration 2

    6. After selecting “Continue” you are taken to the “Participant Registration” page. Note – all fields marked with a red asterisk (*) are mandatory fields and need to be completed to enable submission of the registration. Enter all your information into the “Participant Registration Details”, “Address Details” and “Participant Primary Phone Details” sections / fields.

    a. “Parent Consent Details” section – there are three options for “Parent/Guardian Consent” on the online “Participant Registration” form if a Participant is under 18 (no consent is required for Participants over 18). Refer to image / screenshot below which outlines the following three options:

    1. Written parent/guardian consent has already been provided to the Award Leader (using Section 2 of the National Participant Application Form available from: www.dukeofed.com.au/Participant-Application-Form.html)
    2. The parent/guardian consent can be completed via the form which is downloadable from this page; or
    3. The parent/guardian can provide their consent online by actioning an email that the system triggers to them if this option is selected (after the Participant has validated their email address).

    participant registration 4

    b. “Award Registration Details” section– this is the detail about the Participant’s Award and addresses: the Award level being registered for; whether the Award will be completed online or via paper (paper Participants are still required to register for The Award online); any previously completed Awards; approval (or not) to use any photographs uploaded to ORB of the Participant for Award promotional purposes and agreement to the ORB site policy.

    participant registration 3

    c. Once all Sections of the registration form are completed, press the ‘Register’ button (bottom left). If any mandatory fields have not been completed, the form will not submit and the fields requiring data will be highlighted in red. Complete all required fields and re-attempt submission.

    Once registration submission is complete, there are 3 actions required:
    1. By Participant: An email will be triggered to the Participant to the email address entered into the registration form. Participants need to click on the ‘Validate email address’ link in the email to push the registration to the next step.

    2. By parent/guardian: If online parental consent was selected as the consent method in the online registration form, once the Participant email address has been validated, the system sends an email to the Parent/Guardian with a link for them to provide their consent. If written consent was indicated, the correct Parent/Guardian Consent Form must be completed and handed to the Award Leader.

    3. By the Award Leader: The registration needs to be assessed and then approved or declined. Approval by the Award Leader triggers the creation of the Participant’s ORB account and an email to the Participant with their login details (i.e. username and password).

    For more detailed information on the Participant registration, please refer to the Participant User Guide (pages 4-10).

    For more detailed information on the Approval process for Participant registration, please refer to part 6 of the ORB Award Leader User Guide (pages 22-35).

    Guides for all users can be downloaded from the User Guide menu on the Online Record Book or via the ORB information pages on www.dukeofed.com.au

  • I have forgotten my password – what do I do?

    Please use the “Forgot your Password?” link at: intawardorb.com (see image / screenshot below).

    Duke of Ed ORB forgot password

  • How do I change a Participant’s password?

    The Participant’s password is an editable field within their Award login information. To change a
    Participant’s password:
    a. Select “Award” from the “Browse Current Level” menu
    b. Type in Participant name
    c. Select “View” at the beginning of their row
    d. Select “View/Create Record” and choose “Login” (see image / screenshot below)
    e. Select “View” at beginning of row
    f. Press “Edit” to make the page editable
    g. Edit the detail in the “Password” field and press “Save”

    Duke of Ed ORB login

  • How do I add a new Award Leader to our Award Unit account?

    All new Award Leaders complete an online registration form in order to become a user of the ORB. The Award Leader registrations are approved by the relevant State/Territory Award Operating Authority (State/Territory Office). Note – some Award Offices may have additional processes which they may also require prior to approving the Award Leader registration. This is different to the previous system where another Award Leader within the Award Unit approved the registration through their ORB account.

    Access to Award Leader registration is available through the ORB portal on top right hand side of any page of www.dukeofed.com.au.

  • How do I resend registration and parental consent emails to Participants/parents?

    Go to ‘Browse Current Level’ and select Registrations. On the resulting page, click ‘View’ to the left hand side of the name of the Participant for whom you want to resend a registration email.

    Duke of Ed ORB Award Leader

    On the resulting Registration page, click on the second tab ‘Notifications’.

    Duke of Ed ORB Award notifications

    On the Notifications page, look for the email you wish to resend. In this case, we want to resend the Parental Consent email that is part of the registration process. In the example below, the process status is already
    ‘Sent’, which means that the system successfully sent the email. It was sent to the email address provided in the registration form – listed in the ‘To Person’ column. Make sure this email address is correct – otherwise resending email will not resolve the issue. If it is not correct, contact the ORB Helpdesk for further assistance (1300 458 537 option 1 or orb@dukeofed.com.au).

    Click ‘View’ on left hand side of the relevant email.

    Duke of Ed Award notifications

    On resulting page (illustrated below) click ‘Sent’ on the upper left to make the workflow process visible and then ‘Outbox’. A pop up window will appear asking for a reason. Type the reason why you are resending and click “Yes”.

    participant parental approval

    Once you go back to the Participant’s registration page and click notification, the process should change to “Outbox” and it means it is resending. After a few minutes, it should change again to “Sent” and that means it was re-sent successfully.

    Duke of Ed Award notifications

    NOTE: This process only works if the email address originally entered into the registration form is correct. If it is not, contact the ORB helpdesk on 1300 458 537, option 1 or send an email to orb@dukeofed.com.au.

  • How do I use “My To Do List”?

    For greater detail regarding processing Participant registrations please refer to part 6 of the ORB Award Leader User Guide (pages 22-35). Guides for all users can be downloaded from the User Guide menu on the Online Record Book or via the ORB information pages on www.dukeofed.com.au.

    ‘My To Do List’ on an Award Leader’s (Coordinator’s) ORB home page (the page displayed each time you log on to the ORB) is the key user functionality for an Award Leader. This to-do list provides a summary of all the tasks the Award Leader is required to action in order to manage their Participants’ Awards.

    Duke of Ed Award to do list
    There is a list of key actions that are required of you as an Award Leader using the ORB as follows:

    • Managing Participant registrations – there are three entries for registrations depending on which stage in the approval process the Participant registration(s) is (are):
      “Participant Registration – Confirm Email List” (this list contains those registrations which are waiting for Participants to validate their email address)
      “Participant Registration – Parental Approval List” (this list contains those registrations which are waiting for parent/guardians to provide consent)
      “Participant Registration – Assessment List” (this list contains those registrations which are awaiting final Award Leader approval (after all appropriate registration processes / checks are complete)
    • Approving Section completion (for Skill, Physical Recreation, Volunteering, Adventurous Journeys, and Residential Project [Gold Award only]). Completed Award Sections will only appear here for Award Leader approval when the log has reached 100% and has been submitted by the Participant.
    • Award Leader Signoff of Awards – this enables the Award Leader to do a final check of completed Awards prior to sending it on the relevant Award Office (State / Territory Division) for final signoff.

    A number in parentheses shows at the end of each key action to indicate how many items are awaiting actioning. If there are no actions to complete, the number displays as “0”.

    The Award Leader clicks on the item to be taken to a page where the item(s) can be actioned.

    For more detailed information on the Participant registration, please refer to the Participant User Guide (pages 4-10).

    For more detailed information on the Approval process for Participant registration, please refer to part 6 of the ORB Award Leader User Guide (pages 22-35).

    Guides for all users can be downloaded from the User Guide menu on the Online Record Book or via the ORB information pages on www.dukeofed.com.au.

  • How do I use “My Favourites”?

    A ‘favourite’ refers to an item that, if you use/access it regularly, you can mark or ‘tag’ for easy access, rather than go through the process of searching for it each time you want to find it. Items can be tagged as a favourite to allow quick and easy access to that item, for example, a particular Participant’s records if you need more regular access to their Award information (see image / screenshot below)

    Duke of Ed ORB Award favourites

  • How do I find a Participant’s record?

    There are a couple of ways for you to find the relevant information you are seeking for a Participant:

    a. To find a Participant’s profile (i.e. their personal details including email address), select ‘Participants’ in the ‘Browse Current Level’ menu (see image / screenshot below left). This will bring up a list of all Participants in your organisation. From that point you can scroll through the list (see image / screenshot below).

    Duke of Ed ORB Award Leader

    You can sort the lists into alphabetical order using the sort icon to the right hand side of each column header on the results list or search within the list using the Participant list search box (see image / screenshot below).

    search

    Click on the “View” link to the left of the Participant’s name in the search results list and it will open up your view of the Participant’s records. From there you can view/edit Participant details or open up their Award records for reviewing and/or editing.

    b. You can also search directly for Participant’s Award details by selecting “Awards” also have the ability to bring up more specific lists by selecting any of the 3 options that appear to the right-hand-side when you select the “Awards” menu option: Awards requiring Award Leader (Coordinator) Signoff; Awards that are being managed Offline; and Awards that are pending signoff from the State/Territory Award Operating Authority Award (State/ Territory Division).

    browse current level - award

  • How can I edit a Participant’s personal or Award details?

    Find the Participant or Award record that you wish to make changes to (using the “Browse Current Level” menu or the Search bar on top right hand side of homepage – see previous FAQ for details). Once in the record you wish to change, select the “Edit” button (see image / screenshot below) to make the fields on the form editable.

    Duke of Ed progress edit

    Make the change required and press “Save” at the bottom of the screen.

  • How do I see a Participant’s logs for a Section?

    Participant logs can be viewed within their Award details.

    a. Select “Award” from the “Browse Current Level” menu
    b. Find the Participant (manipulate the columns in the list or search within the list using the Participant list search box.
    c. Select “View” at beginning of their row
    d. Select the “Sections Summary” tab on the resulting page (see image / screenshot below)
    e. Select “View” at beginning of the row of the Section you want to see the logs for.

    Here, you can view Section details, logs, uploaded files and any other relevant information.

    Duke of Ed ORB Award Leader

  • How do I get back to “My To Do List”?

    The Home icon will take you back to the home page of your Award Leader’s (Coordinator) ORB account, which contains your “My To Do List”.

    Alternatively, the ‘breadcrumb’ can be used (see image / screenshot below) as a navigational tool to
    ‘retrace’ your steps.

    Duke of Ed ORB Award Leaders

    Note – navigation using the ‘back’ arrow of your internet browser is not advised as it can interfere with details on previously viewed pages.

  • Where do I find documents uploaded by my Participant?

    Each Award has a “Communications and Filing” section where all uploaded files and photos are available in one location. This includes Adventurous Journey reports, scanned Assessor reports etc.

    Duke of Ed ORB Award Leader

    For a full listing of the types of files which can be uploaded to the ORB please see the table in the
    “General Information” section of this document (“What kind of files can be uploaded into the ORB”)?

  • How do I mark Participants as having paid to commence their Award?

    In the ORB, the Award Leader (Coordinator) has the role of marking the Participant as ‘paid’ once their payment has been received.
    To mark a Participant as paid, access the Participant’s current Award record (either through the “Browse Current Level” menu or through the general Search box – see previous FAQs for more detail).

    Once within the Award record, select the “Award-In Progress” tab, then select the “View/Create Record” menu and click on the “Award Payment” option within it (see image / screenshot below).

    award payment

    The Award Payment status defaults to “Active – Not Paid”. This means the Award is active and the Participant can access and edit their records, however until this status is changed, a very visible message appears across their online pages advising that payment is outstanding.

    When the status the Award is changed to “Active – Paid” the payment message will no longer be visible to the Participant, To change the status, select the “Active – Not Paid” icon on the Payment page (see image / screenshot below).

    not paid

    Once the options become visible, select the “Active – Paid” icon.

    active paid

    When the “Status change” confirmation box appears, select “Yes”.

    status change

  • How do I sign off a Participant’s Award as completed?

    The final item on the Award Leader’s (Coordinator’s) “My To Do List” on the home page is “Award – Ready for Signoff”, with the total number awaiting this signoff in the brackets after the item (see image / screenshot below).

    Duke of Ed
    Clicking on this link will bring up a list of completed Awards ready for Award Leader signoff (image / screenshot below).

    award leader sign off
    At this point, you can press “View” to check the Participant’s Award records in detail before giving your Award Leader signoff.

    Duke of Ed
    If the Award Leader is satisfied that the Award has met all requirements, they can move back to the “Award Leader Signoff” tab and progress the approval process by selecting “Award Office (Signoff” and then “Save” which then submits it to the State / Territory Award Operating Authority for their final signoff.

    award leader sign off 2

  • How do I sign off an Award that has been registered online but completed on paper?

    The ORB requires Participants to reach 100% in order to make Award sign off possible. In the event that a Participant has registered online, and has recorded their Award activities via paper (in which case the completion percentage on ORB would show as 0%), the Award Leader can sign off the Award once complete by completing the following steps:

    a. The Participant’s records need to be set to ‘Book’ if it is not already. Search for the Award you wish to sign off via the search bar (highlighted below) or via “Browse Current Level” > “Awards” on the Award Leader homepage.

    Duke of Ed

    b. In the Search results list, click on the link to navigate to the relevant Award details page.

    Duke of Ed ORB

    c. On the Award profile page, check the “Completing Award” field (highlighted in image / screenshot below). If this field is set to “Online” it will need to be changed to “Book”. Click the
    ‘Edit’ button (top right hand side of the page) and select “Book” from the drop down list. Once changed, click “Save” at the top or bottom of the page. If “Book” had already been selected during the registration process, there is no need to make any change.

    Duke of Ed ORB

    d. The Participant’s Award can now be signed off. From the “Browse Current Level” menu on your Award Leader homepage, select “Awards”> “Manage Offline Awards” (see screenshot below).

    Duke of Ed ORB

     

    e. Set the “Award Completion Date” to the date you can verify that the Participant met all Award requirements, and then change the drop down list in the “Status” column to “Award Office sign off”. The “Save” button at the end of the row will become active once “Award Office Signoff” is selected – press “Save” to complete the process – the Award has now been submitted to the
    Award Office (State / Territory Award Operating Authority).

    Duke of Ed ORB

    f. The Award Office (State/Territory Award Operating Authority) will then complete the final Award sign off after they have completed their final check. The Participant will be notified once it is completed. Once the final Award Office sign off by State/Territory Award Operating Authority has been completed, the Award status will display for this Participant as “Complete”.

  • How do I sign off an Award as completed if it has a completion value of less than 100%?

    The ORB requires Participants to reach 100% in order to make Award Signoff possible. On rare occasions, the Award Leader may need to over-ride the displayed percentage complete to sign off a Participant’s Award. To do so, you need to manually push the Award through to the status of “Award Office Sign off”. Follow these steps:

    a. Go to the “Browse Current Level” menu and select ‘Awards’ from the menu list.
    b. On resulting screen, find the name of the Award you wish to update and click on ‘View’ link in the first column. This will bring up the Participant’s Award records.
    c. Make sure you are on the first tab of the page. On the first tab of this page, you will see a button that reads ‘In Progress’ – if you click on this, you will get a workflow appear underneath the button (illustrated below):

    Duke of Ed

    d. Click on the light blue arrow that says “Award Leader signoff” and wait for the page to refresh. The Award Office signoff button will become editable at this point (it changes to light blue which means it is editable). Click on the Award Office signoff button and wait for the page to save. This should push this Award through to the State Award Office for signoff and completion.

  • What is an “Adventurous Journey Library” and an “Adventurous Journey Event”?

    Award Leaders are able to create Adventurous Journey templates and then add Participants to these. For each journey there is an Adventurous Journey Library (like an ‘umbrella’ template) and an Adventurous Journey Event (a specific Adventurous Journey).

    For example, if a school or a club runs a particular journey with the same details (apart from dates) a number of times per year, the journeys can be set up as separate events under a single library (template).

    To create an AJ Library, select “AJ Library” from the “Create New” menu (see image / screenshot below). For more information, see p56 of the Award Leader User Guide.

    Duke of Ed

    To create a new Adventurous Journey Event, you must first navigate to an existing Adventurous Journey Library record. After navigating to the Adventurous Journey Library, click the “View/Create Record” button (see image / screenshot below). For more information, see p61 of the Award Leader User Guide.

    view-create record

  • How do I change a Participant’s Major Section?

    1. Search for the Award you wish to change the Major for via the search bar (or via “Browse Current Level” > “Awards”)

    1

    2. In the Search results list, click on the link to navigate to the relevant Award details page.

    2

    3. In the Award details page, press “Edit” (top right). Once the page becomes editable, go to the “Major Section” field under “Award Details” and select the relevant Section to be selected as the Major Section.

    3

    4. Press the “Save” button at the top or bottom of the page. The Participant’s Major Section will now show as the updated selection in their ORB.

  • How do I upload files to a Participant’s account?

    1. Select “Communication and Filing” from the “Create New” menu on the menu bar

    create new comms

    2. Complete the required fields regarding the document to be uploaded on the “Documents” page (see image / screenshot below):
    a. “Title” field – a title for the document.
    b. If the document is an Assessor report, tick the “Report” tickbox – this will be noted in the Participant’s ‘Library’ as an Assessor Report for ease of identification
    c. From “Selected Module”, choose “Award”.
    d. Type Participant’s name into the “Selected Item” field and select the appropriate Award when it appears.

    skill assessor report

  • How do I change a Participant’s Award Level?

    This function is currently unavailable on the system to any of the Administrators – requests can be sent on to our system developers to make the change. This can take between 3-4 weeks.

    To request an Award Level change for a Participant after registering for a different level, you need to send a request to the Online Record Book helpdesk (orb@dukeofed.com.au) with the following details:

    Participant Name: Award Unit:
    Change Award Level from/to:

    Note – for Participants in NSW do not complete the above step – instead please complete and lodge a “NSW Change of Level Request Form”.

  • How do I change a Participant’s Start Date?

    1. Search / find the Participant’s Award record (see previous FAQs).

    2. In the Award details page, press “Edit” (top right). Once the page becomes editable, go to the “Start Date” field under “Award Details” and choose new Start Date using Date picker.

    3. Press the “Save” button at the top or bottom of the page. The Participant’s “Start Date” will now appear with the new start date.
    Note – the start date in the ORB is a ‘hard’ date – the system will not allow Participants to enter any logs prior to the ORB start date.

    4

  • How do I change a Participant’s Award Leader?

    Transferring a single Participant to a different Award Leader
    1. Search / find the Participant’s Award record (see previous FAQs).
    2. In the Award details page, press “Edit” (top right). Once the page becomes editable, go to the “Award Leader” field under “Award Details” and choose new Award Leader.

    single participant
    3. Press the “Save” button at the top or bottom of the page. The Participant’s “Start Date” will now appear with the new start date.

    Transferring Participants in bulk from one Award Leader to another
    1. From the Award Leader homepage, go to Browse Current Level > Contacts > Award Leaders
    2. Select ‘View’ next to the relevant contact and scroll to the bottom of the screen.

    multiple participants
    3. Select the Award Leader the Participants are to be transferred to from the dropdown list and click Transfer Participants to this Award Leader.
    4. Click “Ok” on the subsequent message box
    5. The Participants assigned to the first Award Leader will have been re-assigned to the new Award Leader.

  • What does a Participant account on the ORB look like?

    A Participant’s ORB account is a now a single page which includes links through to edit and log pages.

    participant profile

  • What do the icons used throughout the International Online Record Book (ORB) represent?

    icon1 icon2

  • Which internet browsers are supported?

    We support IE9 (Internet Explorer), Google Chrome (v 40.0.2214), Firefox (v36) and Safari on Mac (v7 and 8.x) only.

  • What kind of files can be uploaded into the ORB?

    *Table 1: The following table refers to the approved file formats that are permitted to be uploaded to the International ORB for all users (Participants, Award Leaders, Operating Authorities).

    file 1

    *Table 2: The following table refers to the file formats that have not been approved by the Foundation, and may not be uploaded to the International ORB.

    file 2