Frequently asked questions by Collaborating Centres using the new electronic system for applications
1. How do I access the system?
When an action by a centre is required in the system (either to complete a re/designation form or an annual progress report), the institution will continue to receive an email with a username and a password like this:
By clicking on the link provided in the email received by the institution, the user will be directed to the WHO CC Portal web site http://www.who.int/whocc. As indicated in the Portal, the institution will need to enter their reference number (e.g. DEN-63) and then click on the "View Report" button. That will show the details of the institution and, more importantly, the "worklist" where any outstanding action by the institution will be mentioned (e.g. to complete a designation form, as in the example just below). The institution will be able to click on the link provided to open the designation form, where the username and passwords provided in the email will be required.
2. I get a 'Login Failure' message. "My Local Engine: Login Failed. Invalid username or password".
Your password or username entered is incorrect. You can copy and paste the login credentials that you receive in your email, into the appropriate fields.
3. I get a "This session is locked down. Too many unsuccessful attempts" message.
You have typed in the incorrect username or password more than 3 times. Close your Web browser, open a new one, and click on the portal link in again. You can copy and paste the login credentials that you receive in your email, into the appropriate fields.
4. I submitted the form and I can no longer access the system.
The username and password that you received in the email are not permanent but just allow you to access the system to complete the form. Once the form is submitted to WHO, they become inactive.
5. Can the forms be completed in several sessions?
Only the designation form and the redesignation form can be completed in several sessions. Once you enter the system using the link and credentials provided in the email from WHOCC, there is a "save" function that will allow you to save the details in the form. Once the form is completed, you have to SUBMIT it to WHO by selecting the Validation/Submission tab. Here the form is checked for any missing required fields and the Submit button appears only once all these fields have been completed. Do not forget to submit the form!
The annual progress reports (i.e. annual reports) cannot be completed in several sessions. However, as from the day of submission of the annual progress report, the responsible officer of your centre has 30 days to return the report to you with comments or requests for revision. You can then amend as needed.
6. How much time do I have to complete the forms?
The sooner the better, try to complete and submit any form within four weeks of receiving the email.
7. How do I know whether the form has been correctly submitted?
You will receive a confirmation email immediately after submitting it. You will also no longer be able to access the system with the credentials provided.
8. My Collaborating Centre is approaching the end of the designation period and I have not received any email.
Please contact the Responsible Officer for your Collaborating Centre at WHO.
9. Twelve months have passed since my Collaborating Centre was last re/designated and I have receive no email asking for annual reports.
Please contact the Responsible Officer for your Collaborating Centre at WHO and check whether the email address of your Collaborating Centre in the WHO database is correct.
10. The 'proposed terms of reference' in the redesignation form are the old terms of reference for the centre.
This is a default setting of the system. You have access to edit the terms of reference as required.
11. I cannot see the Print/Save/Submit buttons in my form.
The system is not supported by all web browsers. If possible, try to use Internet Explorer.
12. I am having difficulty completing the 'Proposed Work Plan' section of the redesignation form.
Add Activity:
In order to add a new activity, follow step one, and select the radio button 'Add a new Activity'. Fill out the fields in the form below, and select Add. The activity will appear in the Grid below the Add Button. This may take a few seconds to load.
Example ADD Activity:
Modify Activity:
To Modify an activity, follow step one, and select the radio button 'Modify an Activity'. Select the activity that you would like to modify from the drop down list of Activity Titles. The information that you have previously saved about this activity will now fill the fields in the form below. Edit the details and select the button 'Modify'. This will update the grid below and will require a few seconds to load.
Example MODIFY activity:
Delete Activity:
To Delete an activity, follow step one, and select the radio button 'Delete an Activity'. Select the activity that you would like to modify from the drop down list of Activity Titles. The information that you have previously saved about this activity will now fill the fields in the form below. Select Delete. This will update the grid below and will require a few seconds to load.
Example DELETE activity:
13. When I add an activity, the grid becomes empty and all of my activities disappear.
The system requires up to 30 seconds to update the grid. During this process, the grid appears empty. If you close the page before the grid has refreshed, your activity details will not be saved. Be patient!
14. I have many duplicate activities in the grid. How do I remove them?
Use the Delete button available below the grid at the bottom of the form. Select the activity that you would like to delete from the grid. The information that you have previously saved about this activity will now fill the fields in the form below the grid. Select Delete.
You may have got these duplicate entries for using the Add button to modify details on an activity, rather than the Modify button.
15. When I select Print, nothing happens or I get a pop up which turns white and does not do anything.
Please turn off pop up blocker.
Internet Explorer >Tools > Pop up Blocker >Turn Off Pop up Blocker.
16. What do I need to do if the (re)designation form has been returned to me by the responsible officer?
There are three possible reasons why the (re)designation form has been returned to you: (1) The responsible officer or another reviewer is requesting changes to be made to the form. His/her comments will appear in a pop up when you open the form or by clicking on the "View comments" button. Once you have made the required changes, please got to the last part of the form "Validation/Submission" and click on "Submit". (2) The responsible officer or another reviewer is asking for clarification without the need to make changes. His/her questions will appear in a pop up when you open the form or by clicking on the "View comments" button. To respond, go to the last tab "Validation/Submission", click "Submit" and enter your response in the comment field. (3) The responsible officer has made changes to the form, and would like you to approve it. Check the form, and go to the last part "Validation/Submission". If you agree, click on "Accept as is", if you don't agree, click on "Make further changes" to open the form in an editable format. After introducing your changes, submit as described above. Please note that in all case, you will need to accept the Terms and Conditions (as shown below).
17. How do I submit my Designation/Redesignation form?
You will find the Button to submit the form in the Validation/Submission part of the form (Found next to 'Workplan' tab). Only once all required fields have been filled will the button to submit the form appear. The validation grid will provide a detailed description of where to find required fields that have not been filled.
Example Validation:
Example Submission:
18. I cannot modify the activities in the Annual Progress Report that I received.
Please note that the activities cannot be edited as these were the activities that were agreed between your institution and WHO at the time of designation. If any of these are no longer relevant, please say so in the box underneath the specified activity. If there are any new activities that you would like to report on, please do so in the last box. All input fields in grey are read-only and cannot be updated.
19. The form does not allow me to copy and paste the details in.
Normally, the system allows copy and paste text originally written in a different software. However, there are certain functionalities such as bullet points or tabs from Microsoft Word that may not be recognized. Therefore, if you need to use bullet points, use the character '-' instead which can be found on your keyboard. Remove any tabs and replace them with simple spaces instead.
The easiest way to identify problem is by copying all the information from your Microsoft Word document, and pasting it into a Notepad document which you will find in Programs > Accessories > Notepad.
20. Are annual reports due at the end of the calendar year? How do we upload them?
Each year on the anniversary of your designation (ie the date on the official designation letter signed by the Regional Director) as a WHO collaborating centre, you are required to report on the progress made on the activities as agreed in the workplan and stated in the letter of designation.
Progress reports are automatically requested by eCC (you will receive an email from "whocc@who.int"), which will send you an automated message providing a temporary username, a password and a Web link to access the report form. In the text box at the top of the report form, the timeframe including the month and year for the reporting time is clearly indicated (ex. 7/2006 to 7/2007).
Whenever a centre delays in submitting a report, the previously requested report must still be submitted. This may occur for various reasons, especially, if there has been a change of head of the centre or e-mail address. For this reason, it is essential that you periodically check the global database: http://www.who.int/collaboratingcentres/database/en/ to be sure the contact information for your centre is current as this could cause email being lost.
Also, please note that if your institution is proposed for a future redesignation, you will still be required to submit the annual report of the last twelve months of your current designation. This "last" annual progress report is due on the expiry date of the current period of designation.
21. If you cannot submit the form and receive the following message:
"The following exceptions were found with this Redesignation Form In the workplan part of this form you left an unfinished activity in one (or more) of the boxes. Please either complete the information and press "add" to add the new activity to the list, or delete the remaining text from the boxes" You need to go to the section "workplan" of the form and either delete the text that was left (and not "added") in the boxes, or add it as a new activity pressing the button "add" which is placed below the boxes.
