ONLINE SUBMISSION SYSTEM
The online submission system guides you through five easy steps for uploading your referral materials electronically. There is a Save button at the bottom of each screen, and a Next button to advance you to the next step. At Step 5 (Complete and Send), you will be asked to check a box and then press Save one last time, at which time we will receive an automatic email alerting us to the fact that you have submitted materials. We can’t see your referral materials until you “Complete and Send”, but the system will remember you and you can return at any time to finish doing your upload.
Please allow 1-3 business days for review of your materials.
The staff who perform reviews are Dana Johnson, M.D., Ph.D.; Judith Kang, M.D.; Mary Chesney M.S., R.N., C.P.N.P.; and Cynthia Howard, M.D. To read more about them, visit our staff page.
The suggested donation in exchange for this service is $250.00. There will be an opportunity to donate when you upload your materials for review. Click here to read more about how your donation dollars benefit international adoptees.
It is helpful to the reviewer, if you have only half of the referral information but expect the other half to come to you soon, to wait and upload everything at the same time, rather than having us start looking at your materials and then receive more information the next day. HOWEVER, we are happy to review medical updates and new pictures as you get them, right up until you make your adoption decision.
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TIPS AND HINTS
If medical history and photos were emailed to you, you will first need to save the electronic files to your desktop in order to upload them; you cannot save the email message itself and upload that. You must separate the attachments. The system accepts the following file formats:
Documents: .doc, .pdf, .xls
Photos: .jpg, .gif, .bmp
Video clips: .mpg,. wmv, .avi, .vob
How do I save a file to my desktop?
For most email programs, you can right-click on the file and choose “Save As” when you have the email message open. When you are in the preview mode on your email, you can right-click the attachment icon and choose “Save Attachments” to save all of them at once. Either option will open a window that allows you to choose where you want the file saved. Choose “Desktop”, then press Open or Save (depending on your system).
How do I attach a file?
To upload files, you will be prompted to browse for them on your computer. That is why it is best to place the files in a conspicuous spot on your desktop before you begin. In Step 3, press the Browse button, find and select the file where you saved it on your computer, choose Open (which will close your computer’s browse box and allow you to see the submission browse box again), enter comments and questions (if you have any), then press Save. To add additional files, click the small plus sign icon next to Attachments and repeat this process.
I want to change the demographic information I entered at the initial login screen. How can I do this?
You may change your demographic information at any time by clicking on “My Account” at the very top of the screen (after logging on). This option is in the grey bar next to the Welcome message.
I have additional information for a referral I have already uploaded and have already received a reviewer response. How can I send the new information to you?
We are happy to review supplemental materials and updates as you receive them. Please upload these files the same way you did with the initial submission (log in, use the drop-down box to select the child’s name, then click Attachments); the reviewer receives an automatic email alert whenever you upload new materials.
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COMMON ERRORS AND QUESTIONS
The system won’t let me move to the next step:
Make sure you press the Save button, then the Next button.
The system says I already have a login, but I never created one and I don’t know what it is:
If you used our services before our online submission system went live (2/9/07), your demographic information will already be in our system. Please call 612-624-1164 or email iac@umn.edu to have us set up a username and password for you so that you may log in to upload new materials. If you set up your own login and just forgot what it was, click “forgot login?”, and a reminder will be sent to your primary email address.
I log in, but all I get is a blank screen:
It does look like a mostly blank screen, but there is a drop-down menu there—it says “Please select from the following options” in the maroon-colored box. You will want to pull that folder down and choose “New Submission” to upload materials for the first time, or, if uploading a health update, choose the name of the child.
I entered all the required (asterisked) information at the login screen, but it won’t let me into the system:
You must enter your login information AND THEN press the Create button at the bottom right side of the login screen in order to log in for the first time. Return users can simply use their previously created login information on the left side of the screen.
I logged in once, but the system won’t let me in again:
At the login screen, you must enter your username and password, AND press the Login button in order to enter the system.
It has been 3 business days, but I have not heard back from you regarding my referral:
It is possible that we have not received your information. In order for us to receive your submission, you must go to Step 5, “Complete and Send” and check the box, AND ALSO press the Save button. Until you check the box and press the Save button, we will not be able to see your information. If you have completed Step 5 but still have not heard back from us within 3 business days, please call 612-624-1164.
I made a donation, but now I can’t get back to the online submission system to upload my materials:
Minnesota Medical Foundation (MMF) handles our donations for us, so you were routed (in a new browser window—so your computer will now have two browser windows open at the same time) to their website to make the donation. ON A PC, you can return to the submission system by pressing Alt + Tab (which, in general, is a shortcut that returns you to the screen you were most recently working in) or click on the browser button in the task bar that corresponds with our website. The task bar is at the very bottom of your screen and has a button for each application, document and window that you have open at the same time . ON A MAC: You may need to minimize the MMF screen in order to see the submission screen again.
I don't have the files electronically. How else can I get them to you?
First, please create an account on the online submission system. Next, use a SHIPPING COMPANY (not U.S. mail) and ship your materials to us:
International Adoption Clinic
University of Minnesota
MMC 211
420 Delaware St SE
Minneapolis, MN 55455
612-626-1164 tel
(612-625-2920 fax)
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RETURN TO THE ONLINE SUBMISSION SYSTEM
https://secure.ahc.umn.edu/medschool/iac/family/