Online Application Instructions

Print version (pdf)

1. Open an internet browser window. The system works best on Internet Explorer version 7; if you are using a Macintosh computer, you should only use Internet Explorer. Open the CCIA web site at: http://ccia.ucdavis.edu
   
2. Find the menu on the left side of the screen; in the “Members Only” section, click “Update Company Profile.”
   
   1. Enter the company logon and password. If you have lost this information, or would like to change the company password, contact CCIA.
      
   2. Update your company contact information if it is incorrect.
      
   3. Unless information was changed earlier, there is only one user (the default user) listed on this page capable of adding, changing, or viewing application information. The purpose of the ‘update company profile’ page is to 1) change company contact information and 2) to add, delete, or change the contact information of employees who can use the CCIA online interface.
      
   4. Add yourself as an employee by clicking “New Employee”. Add your information and click “Insert.” You will see your name added to the list of employees approved to submit applications and view Field Inspection Reports. Your username is your email address; you may choose your own password.
      
   5. If you need to add more employees, you can add them in the same manner using the default username and password.
      
   6. Share the company password ONLY with those whom you trust within the company, because they will be able to see all the employee passwords.
      
   7. The company username and password is only used to update the users (employees) of the system. Applications are submitted by using your email logon and password.
3. Now you are ready to add applications online. Find the menu on the left side of the screen; in the “Members Only” section click “Apply for Certification”. Enter your username (email address) and password (not the company password).
   
   1. Indicate the correct crop year.
      
   2. Click “Apply to Grow Certified Seed” and provide the information as you would on a paper application. Note: The link to a new application, “Certified Seed,” is also located in the title bar near the top of the page.
      
   3. Grower ID. Enter grower name or ID number. The ID number will bring up a specific grower. If you don’t know the ID number, you may type in the first few letters of the
      name and press enter. The grower closest matching the name you inputted will be suggested. If it is not the correct grower, type in a few more letters and press enter.
      Repeat this procedure until the correct grower is identified. You cannot add new growers. Contact CCIA if you need to add a grower and you should be assisted promptly.
      
   4. Make sure crop year is correct.
      
   5. Crop and Variety: Select the crop and enter the entire or part of the variety name specific to that variety. If the variety is already in the CCIA database, it should be automatically retrieved when you hit ‘enter.’ If the variety is correct, proceed. If the wrong variety is retrieved, try again using more specific name for that variety. Varieties not in the database will not indicate a ‘variety id’, but you still can proceed with the application.
      
   6. Class produced. Mark the class of seed the field will be producing.
      
   7. Planting stock. Enter all information as required. If a hybrid crop is being produced, provide the information for each parent line.
      
   8. Field information. Enter all information as required. Click on date or drop down arrow to select the date planted. When the calendar appears, click on the arrows (<< or >>) to move forward or backward through the calendar.
      
   9. Crop history. Select crop from the drop down list. If the previous crop is not listed in the first list or if the field was fallow, then type it in the box to the right.
4. If all the information is correct, click “Continue with Application.” At this point, you will still be able to go back and edit the information you entered.
   
5. Now you will see this first application listed in a table with the new application number assigned to it.
   
6. You may now add the supporting material: map and tags/certificates. Click “select” to select the desired application.
   
7. Map. Click “Upload/Replace Map.” You have several ways to submit a map.
   
   1. Use the online mapping system – we strongly encourage you to use this system. Click “mapping system”. A map of California will show on the web page. Hold the ‘Alt’ key and use your mouse to expand a square and then release to zoom to the area within the square. Or double click on the map to zoom and center the map until you find the seed field. If your mouse has a roller, it can be used to zoom in and out. Or enter the latitude/longitude (xx.xxxx/-yy.yyyy) of the field. In the future the map will also recognize T/R/S information.
      
      1. Once you have identified your field, click on the button “trace field”. Place the cursor at one corner of the field and click. A red ‘pin’ will appear. Click and place a ‘pin’ at each corner of the field to draw a line around the field. You can place as many ‘pins’ as needed to draw a polygon. If the pin text box is in your way simply move the mouse away from the box and it will disappear. When all corners of the field are marked, hold the curser over the last ‘pin’ then choose the option in the text box “close polygon here.” This will draw a line from pin to the first mark and highlight the polygon in a green shade. You MUST close the
         polygon in order to complete the map. over.
         
      2. If you make an error during or after drawing the polygon, click “Clear Field,” then click “Trace Field,” and repeat the steps above.
         iii. When the field is correctly marked in green then click on “Submit Field” at the top of the map.
   2. If the above method does not work, you can also scan a map and upload as a PDF. Click on button “Upload file”. Click the “Browse…” button. Find the file on your hard drive and upload.
      
   3. Or take a digital photo of a map and upload as a .jpeg or .tiff. Click on button “Upload file”. Click the “Browse…” button. Find the file on your hard drive and upload.
      
   4. Or mail/fax a copy of the map to CCIA.
      
   5. If you choose to replace the map by using the Upload/replace map” button, the previously submitted map will be deleted when you “Submit Field” for the new map.
8. Tags/Certificates.
   
   1. Scan the tags/certificates and upload as a PDF. Click on button “Upload file”. Enter a name for the certificate. Click the “Browse…” button. Find the file on your hard drive and upload.
      
   2. OR take a digital photo of tags/certificates and upload as a .jpeg or .tiff. Click on button “Upload file”. Enter a name for the certificate. Click the “Browse…” button. Find the file on your hard drive and upload.
9. OR mail/fax a copy of the tag to CCIA.
   
10. If you would like to edit the application at a later time/date, leave it as “Pending Final Submission” until you are ready for final submission. Note: CCIA will not receive the application until it is submitted.
    
11. After both the map and tags have been uploaded, the status of the application will now be “Pending Final Submission.” If all the information is present and correct, select the application and click the red “Submit Final Application” button. After you submit the application you can no longer make any changes. If you need to make changes to the application, contact CCIA and provide us with the necessary information needing correction. If you would like to view or have a hard copy for your files, you can “View/Print Submitted App.” The screen is printer friendly.
    
12. The application status will now indicate “Pending Acceptance.” This means CCIA staff will check the application and approve it or contact you with questions.
    
13. The applications listed in your file can be sorted by column by clicking on the header. For example, to sort by grower click on ‘Grower’. To sort by field, click on ‘Field Name’.
    
14. If you have several applications for the same grower, select an application for this grower, and then click on the button “Start New App based on this one”. This will open an application with the same grower and crop. You can change the crop if necessary.
    
15. You may view all your applications by clicking on “Your Applications” in the menu bar near the top of the screen.
    
16. Once CCIA approves the application, the status will indicate “Pending Field Inspection.”
    
17. After the field has been inspected and the Field Inspection Report has been submitted by CCIA staff, the status will indicate “Field Inspection Report Ready.” To view or print this report, select the application and click “View Field Inspection Report.” The screen is printer-friendly.
18. If changes in status to your applications have been made (i.e. a Field Inspection Report is ready), you will receive an email at the end of the week informing you of the changes.

If you have any questions regarding online applications, contact:
Timothy Blank
(530) 754-4854
tjblank@ucdavis.edu
or
Kitty Schlosser
(530) 752-0544
meschlosser@ucdavis.edu
Updated 11/7/2007