Circular letter No.3251 16 February 2012 To: All IMO Member States
Contents
1. you want to register is not listed click Participant Not Found This will then take you to the Participant Details page There will be an additional section at the top for IMO Web Account Here you can choose Yes to grant access to IMODOCS If access to IMODOCS is granted then an email is sent to the participant with the login details English Francais Espa ol amp 3915 Pycckn Logged in as reguser Feedback Profile Log out Advanced Search Circulars Circular Letters Back to Home gt Registration gt Meetings gt Delegation gt Participant Selection Participant Selection Belgium DSC 16 Select the participant you would like to register for the meeting This list only contains participants who have IMO Web Accounts Forename v Surname Username Action Harley Gilbert reguser Select Participant Michael Connor mconnor Select Participant Patrick Ross pross Select Participant Rachel Select Participant Figure 3 Participant Selection page The Participant Details page is where the registration details are entered If the selected participant has previously attended an IMO meeting the form will be pre populated with their previous details These details should be checked and amended as necessary Once the details have been added click the Submit Registration button at the bottom to submit the registration This will submit your registration to CSRU for approval and then take you back to the Delegation S2. Participants and meeting badges If for any reason the registration is not approved a system generated e mail will be sent to the designated OMRS users advising them accordingly 2 IMO registration and security procedures With reference to Circular letter No 2692 of 20 January 2006 concerning security at IMO meetings all delegates are required to carry a specially issued pass with their photograph to gain access to IMO meetings If required delegates whose names have been approved in the OMRS will be issued with a new pass in which case they will be asked to show proof of identity e g passport or identity card In view of the significant costs incurred in the production of the pass delegates who have previously been issued with a security pass are kindly requested to bring it with them for reactivation I C_L 3251 doc Circular letter No 3251 Annex page 3 3 Using the system 3 1 Accessing the Online Meeting Registration System The system is accessible from the IMODOCS homepage http docs imo org It is the last tab along the top menu labelled Registration OMRS is not visible to or accessible by the general public who have access to IMODOCS The Registration page contains all the information regarding the System along with a link to this manual If you have the rights to register participants for meetings you will see a Continue to Registration button 3 2 Selecting a Meeting Clicking the Continue to Regi
3. ee ORGANIZATION 63 INTERNATIONAL E PE MARITIME 4 ALBERT EMBANKMENT LONDON SE1 7SR Telephone 44 0 20 7735 7611 Fax 44 0 20 7587 3210 Circular letter No 3251 16 February 2012 To All IMO Member States and Associate Members United Nations and Specialized Agencies Intergovernmental Organizations Non Governmental Organizations in Consultative Status with IMO Subject Online Meeting Registration System OMRS 1 The Secretary General has the honour to announce the launch of the web based Online Meeting Registration System OMRS The objective of this system is to facilitate communication between delegations attending IMO meetings and the Secretariat and enhance the efficiency of the registration process This system is integrated with the IMODOCS website and will be accessible from 1 March 2012 at http docs imo org 2 The OMRS will allow designated users to register participants for IMO meetings and update participants information up to one working day before the start of a meeting Use of the online registration system is encouraged as it will eventually replace the existing paper based registration process after six months 3 As this system is integrated within the IMODOCS website existing users with an IMO Web Account can be designated as an Online Meeting Registration System user by the nominated IMO Web Accounts Administrator for their Government Authority or Organization Information on how to obtain an IMO Web Accoun
4. ing order in LoP buttons Clicking the A button will move the participant up and clicking the W button will move the participant down within the list This will change the registration status of approved registrations back to Submitted so that they can be verified You will receive a system generated e mail when CSRU has confirmed the changes to the order of participants 3 7 Removing Participants Participants can be removed from the Delegation Summary page You can select the participants using the checkboxes in the first column As you select the participants the rows will be highlighted Once you have selected the participants to be removed click the Remove Participants button A confirmation dialog will appear after the Remove Participants button is clicked If you do not want to remove the participants click the Cancel button If you are happy to remove the participants click the Remove Participants button again If the participant has not yet been approved the removal will not require approval by CSRU and will immediately be removed If the participant has been previously approved by CSRU then the registration status will be changed to Pending Remove This removal must be approved or declined You will receive a system generated e mail when CSRU has approved or declined the registration removal 3 8 System e mails The system will send out e mails notifying the progress of the registrations The e mail from the syste
5. istrations on the Delegation Summary page figure 2 You get to the Delegation Summary page from the Meetings page by clicking the Manage Delegation link The Delegation Summary for the selected meeting will either be empty if no participants have been added or will show the participants that have already been registered for the meeting I C_L 3251 doc Circular letter No 3251 Annex page 4 English Francais Espa ol amp RiE Pycckui Logged in as reguser Feedback Profile Log out vane search IMO woooss Back to Home gt Registration gt Meetings gt Delegation Delegation Summary Belgium DSC 16 The participants below have been registered for this meeting Order ies Name Attendee Status Position Organization Official enes LOP Credentials Registration Status There are no participants in your delegation Click Add Participant to begin Figure 2 Delegation Summary page with no participants 3 4 Adding Participants A participant can be added from the Delegation Summary page by clicking the Add Participant button This will take you to the Participant Selection page The Participant Selection page figure 3 can be used to identify existing IMO Web Account users Select the user by clicking the Select Participant link This will take you to the Participant Details page Each participant must be added individually and their details entered one at a time Ifthe participant
6. m is encouraged as it will eventually replace the existing paper based registration process within six months time 1 Prerequisites The system is integrated within the IMODOCS website http docs imo org and is therefore accessed the same way via an authorized IMO Web Account Only users who have been granted the Online Meeting Registration System user role by the IMO Web Accounts Administrator for their authority are able to use OMRS In order to avoid possible confusion and duplication it is recommended that responsibility for online registration is restricted and ideally limited to a maximum of three users OMRS users are responsible for submitting their delegates details and attaching online a supporting letter or credentials on official letter headed paper signed by the responsible officer of the Government or organization concerned Only participants with IMO Web Accounts can be registered online Information on how to obtain an IMO Web Account can be found in Circular letter No 2892 No delegate will be registered without evidence of official authorization to attend the meeting The IMO Conference Services and Registration Unit CSRU will verify the information received from OMRS users If the information is complete and in order and the appropriate supporting documentation attached the participant s details will then be approved for submission into the registration system and the IMO security desk to generate both the List of
7. m will be sent to all users in your authority with the role of Online Meeting Registration System user on their IMO Web Accounts I C_L 3251 doc Circular letter No 3251 Annex page 7 The system will send e mails in the following situations Se 5 CSRU has approved your registration CSRU has declined your registration CSRU has removed your registration CSRU has approved your registration pending an official letter and credentials and Reminder of missing supporting documentation 4 Guidelines for using the OMRS effectively To effectively help you please help us by observing the following guidelines enter the participants details as early as possible so that if there are any issues they can be dealt with in good time ensure that all the required information and supporting documentation is entered and attached remove an entry if you are sure a participant will not be attending the meeting 5 User Support For any queries or issues relating to OMRS please e mail registration imo org I C_L 3251 doc
8. oval You will receive a system generated e mail once CSRU has approved or declined the registration 3 5 Amending Participants Details The Delegation Summary page shows the participants already registered for the meeting The details of a participant can be changed by clicking the Change Details button This will take you to the Participant Details page and it is possible to change any details from this page The supporting information can be viewed by clicking the Attached links at the bottom of the page The supporting information can also be changed by using the Choose File button All meetings require an Official Letter for registration purposes Once the changes have been made click the Submit Registration button The changes will then have to be either approved or declined You will receive a system generated e mail when CSRU has approved or declined the changes 3 6 Ordering Participants for the List of Participants LoP The Delegation Summary page figure 4 shows the participants registered for a particular meeting The order of your delegation s participants in the LoP will appear as seen on this page They are ordered by attendee status in the following order Head of Delegation Representative Alternate Adviser and Observer If there are multiple participants with the same attendee status then they will appear in the order in which they were added to the delegation You can change the order within the attendee sta
9. roved ooocccccoccccccconoconoconnnnnnncnnnnnnnnonnnoncnnnncnnnnnns 5 3 4 4 Registration Declined cccccccceeeeeeseescccseeeeeeeeeeeeeeceeeneeneeeenees 5 3 5 Amending Participants Details unserer 5 3 6 Ordering Participants for the List of Participants LOP 5 3 7 Removing Parlieipanis zn Eee ae naadduatdobncacbne 6 3 8 System ema Sirena aiii 6 Guidelines for using OMRS effectively oooooooonococcccccccconnnononncnnnncnnnnnnnnnnn nn nnnnnnnnnnnnns 7 User SUDDONMGA cxcc certs cx lag stastheasictasieedades neahcacseasteness EEEE 7 I C_L 3251 doc Circular letter No 3251 Annex page 2 IMO ONLINE MEETING REGISTRATION SYSTEM OVERVIEW Welcome to the IMO Online Meeting Registration System OMRS a web based system aimed at enhancing the meeting registration process by facilitating communication between delegates attending IMO meetings and the Secretariat Member Governments United Nations and Specialized Agencies GOs and NGOs may now transmit online prior to the meeting date and up to one working day before the start of the meeting the list and details of their heads of delegation representatives alternates advisers or observers including Permanent Representatives as appropriate for entry into the list of participants database as well as update participant information up until shortly before the start of a meeting Use of the online registration syste
10. stration button will take you to the Meetings page figure 1 The Meetings page only includes meetings which are open for registration The cut off point for online registration or amendment of participants details is one working day before the start of the meeting i e if the meeting starts on a Monday the deadline will be close of business on the previous Thursday Participants may still be registered after the deadline for online registration by contacting the Conference Services and Registration Unit CSRU directly by e mail or fax English Francais Espa ol z 3915 Pyccxui Logged in as reguser Feedback Profile Log out IMODOCS Search Advanced Search Circulars Circular Letters Meeting Documents Registration Back to Home gt Registration gt Meetings Meetings Belgium The meetings below are open for registration Once the registration deadline has passed you will only be able to register a participant and or make changes by contacting the CSRU directly Start Date End Date Deadline Title amp Session Description Action 19 09 2011 23 09 2011 15 09 2011 DSC 16 SUB COMMITTEE ON DANGEROUS GOODS SOLID Manage Delegation CARGOES AND CONTAINERS 0 registrations 21 11 2011 30 11 2011 17 11 2011 ASSEMBLY 27 ASSEMBLY Manage Delegation 0 registrations 01 12 2011 01 12 2011 24 11 2011 COUNCIL Manage Delegation 0 registrations Figure 1 Meetings page 3 3 Managing your Delegation You can create and change reg
11. t can be found in IMO Circular letter No 2892 It is recommended that responsibility for online registration is restricted and ideally limited to a maximum of three designated users 4 The OMRS User Manual is annexed to this document This manual provides guidance to Member States and other authorized users on how to use the new system Users of the system are encouraged to enter participant s details for any IMO meeting well in advance and to ensure that all required information and supporting documents are entered and attached to each registration Only names of those delegates attending a meeting should be entered on the system 5 Applicable disclaimers and terms of use can be found on the IMO web services 6 Queries regarding the Online Meeting Registration System should be directed by e mail to registration imo org I C_L 3251 doc Circular letter No 3251 Annex page 1 ANNEX IMO ONLINE MEETING REGISTRATION SYSTEM OMRS USER MANUAL Contents OYEIMEW atrial 2 1 A A ee ceteaatea elen Rente I ota St oust dees edeets E se 2 2 IMO registration and security procedures 222 24 z4 s4s444444400H HR 2 3 Using the system an ei 3 3 1 Accessing the Online Meeting Registration System 3 3 2 Selecting a Meeting ars ea 3 3 3 Managing your Delegation rn aa ee 3 3 4 Adding Participants sarn re 4 3 4 1 Registration Submitted zarten mer 5 3 4 2 Registration Pendind nseesneese ne 5 3 4 3 Registration App
12. tus groupings by using the buttons in the Order in LoP column I C_L 3251 doc Circular letter No 3251 Annex page 6 English Francais Espa ol amp Rig Pyccxui Logged in as reguser Feedback Profile Log out MARIME U ES MARITIME IMO ORGANIZATION IMODOCS Advanced Search Circulars Circular Letters Meeting Documents Notes Verbales Registration Back to Home gt Registration gt Meetings gt Delegation Delegation Summary Belgium DSC 16 The participants below have been registered for this meeting Add Participant Remove Participants Order in Official Letter LOP Name Attendee Status Position Organization ee Registration Status Action O fa EA Mr Michael Connor Representative Head Shipping Inc Y Submitted Change Details A La y Ms Rachel Hewitt Representative Manager Shipping Inc x Submitted Change Details The order of your participants in the LOP List of Participants for your delegation will appear as seen on this page They are ordered by attendee status in the following order Head of Delegation Representative Alternate Adviser and Observer If there are multiple participants with the same attendee status then they will appear in the order which they were added to the delegation You can change the order within the attendee status grouping by using the buttons in the Order in LOP column 2011 International Maritime Organization Figure 4 Delegation Summary page show
13. ummary page I C_L 3251 doc Circular letter No 3251 Annex page 5 3 4 1 Registration Submitted The newly entered participant will be shown back on the Delegation Summary page The Registration Status column will be Submitted The registration must now be approved by CSRU 3 4 2 Registration Pending If the official letter credentials have not been attached CSRU will still process the registration however it will be shown on the Delegation Summary page with a registration status of Pending You will receive a system generated e mail advising that the registration is still Pending The registration will only be Approved once the official letter credentials have been submitted 3 4 3 Registration Approved If the official letter credentials were supplied and CSRU approves the registration it will be shown on the Delegation Summary page with a registration status of Approved and you will receive a system generated e mail once CSRU has approved the registration 3 4 4 Registration Declined If your registration is declined it will show up with a registration status of Declined You will receive a system generated e mail if CSRU has declined the registration The Participant Details page which can be viewed by clicking on the Change Details link includes the reason why the registration was declined under the Reason Declined heading in red The registration can then be updated and submitted once again for appr
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