FAQ

Getting Started

I’m a new user. How do I get into the Online Candidacy Application System (OCAS)?

District Superintendents are entered into OCAS by GBHEM. Contact Data Services at data@gbhem.org or call 615-340-7323

Candidacy Registrars are also placed in OCAS by GBHEM. Contact Data Services at data@gbhem.org or call 615-340-7323

Mentors are entered into OCAS by their Annual Conference Candidacy Registrar or Mentor.

Candidates are entered into OCAS by the District Superintendent office after a letter has been received from the inquirer requesting admission. The DS will need a valid email address of the inquirer requesting do so.

I invited (or entered) a mentor/candidate into the system and they have not received their invitation email. What do I do?

First, check to ensure the email address that you entered is correct. Change the email address if necessary. Then have the new mentor/candidate add candidacy@gbhem.org to their contact list/address book. Finally, direct the mentor/candidate to the OCAS website where they can click on theFORGOT/RESET PASSWORD link to have the invitation resent.

I have changed my address/email, etc. What do I do?

All users can log in and change their own personal information. If you have changed your email address, you may log in with the ‘old’ email address and then click the PASSWORD button at the top right of the screen to change it.

A Conference Candidacy Registrar, Mentor or DS can pull up the candidate’s record and make the changes on their behalf. A conference Candidacy Registrar can edit all personal information of the people in his or her conference.

The District Superintendent can change the email address of all Mentors and Candidates. Mentors can edit candidate information only.

I had a password at one time, can I still use it? My old password is not working, what do I do? I forgot my password. Help!

On the log in screen, there is a link that says FORGOT/RESET PASSWORD. Click on this link and follow the directions on the screen. GBHEM cannot see passwords of the users in the system. Passwords should be memorized or written down and saved in a safe place.

For Candidates

How do I begin the process?

Your first step is to submit a written request to your district superintendent. At that point, a candidacy mentor is assigned to you by the District Committee in consultation with the District Superintendent. Your District Superintendent will then enter your information into OCAS. You will receive an email invitation enabling you to set up your password and begin the process. For more information on the candidacy process visit the Beginning Candidacy Page.

When can I pay my candidacy fee?

You may pay your candidacy fee after you receive both your DS and mentor signature online. You should receive an email notification when this occurs. If not, add candidacy@gbhem.org to your contact list/address book to ensure that you receive future emails. You may log in and view your stats at anytime using your log in information.

I do not have a credit or debit card. Can I pay the candidacy fee any other way?

Yes, if you do not have a credit or debit card, you may send a check or money order, made payable to:

General Board of Higher Education and Ministry
Attn: Candidacy Coordinator
P.O. Box 340007
Nashville, TN 37203

Be sure that your name is on the payment as well as the words “Candidacy Fee” so that your payment is processed properly.

How does the “Return to Search” work?

In the OCAS system, you should never use your browser’s back button. A RETURN TO SEARCH button is located just below the user tabs at the top of the screen. The return to search button allows you to return to your previous search. The systems memory will hold up to three previous searches performed on the screen.

Where can I find the “Ministry of…” Brochures? How can I order them?

The ministry brochures are located on the Beginning Candidacy page. These are PDF versions that may be viewed online or printed. To order 25 or more brochures please contact Cokesbury at 1-800-672-1789. If you need fewer than 25 please call 615-340-7374.

For Mentors

Where do I send my candidate's application? How do I get a candidate enrolled online? My candidate has not received their email invitation. What do I do?

The candidate’s District Superintendent enrolls a candidate online using theINVITE CANDIDATES button on his/her screen. The computer will then send the candidate an email invitation providing them instructions on how to set up their computer and how to log in and create a password.

*Please make sure that everyone in your conference adds ‘candidacy@gbhem.org’ to their contact list or approved sender list to avoid emails being mislabeled as spam.

If the candidate does not receive their invitation email, first check to ensure the email address that was entered by the DS is correct. Ask the candidate to add "candidacy@gbhem.org" to their list of email contacts. Finally, direct the candidate to the OCAS site where they can click on the FORGOT/RESET PASSWORD link to have the invitation resent.

My candidate paid his candidacy fee but has not received a book. What should I do?

Paying the candidacy fee and requesting a Guidebook are two separate steps. After a candidate pays fees online, the next screen asks if they would like to request AND/OR download a copy of the book in their preferred language, English or Spanish.. If they do not request a Guidebook, a Guidebook will not be shipped.

Requested Guidebook orders are sent directly to our designated vendor, who then prints and ships the orders within 10 days.

I’m a DS/mentor and I did not receive an email asking me to sign my candidate's application. What do I do?

Log in to see if your candidate has, in fact, completed their application. If an application is ready for your signature, their name will show up on the Waiting on Me screen.

To avoid having your emails blocked or sent directly to your spam/junk mail folder, add candidacy@gbhem.org to your contact list/address book.

I do not see my candidate listed on my page. My candidate was there but now they are gone. What happened?

The first screen after logging in is called the Waiting on Me screen. This screen provides quick access to the candidates that need your immediate attention (e.g. signatures). If the candidate not is waiting on you to complete a step, they will not show up on the Waiting on Me screen. Using the drop down menu on the page, choose MANUAL SEARCH. Enter some criteria for the candidate that you are searching for or simply leave it blank and click the SEARCH button. When doing so, you will see your candidate appear on the screen.

If you still do not see the candidate, contact your DS to make sure that they have been entered (if they are a new candidate). You may also contact your Candidacy Registrar (CR) in your conference and have them pull the candidate up to ensure they are listed in the correct district.

If the Candidacy Registrar is unable to locate the candidate, and the CR cannot locate the candidate, then please call GBHEM at 615-340-7374.

How does the "Return to Search" work?

In the OCAS system, you should never use your browser’s back button. ARETURN TO SEARCH button is located just below the user tabs at the top of the screen. The RETURN TO SEARCH button allows you to return to your previous search. Up to three immediate past searches will be displayed on the screen.

Where can I find the “Ministry of…” Brochures? How can I order them?

The ministry brochures are located on the right-hand side of the Beginning Candidacy webpage. These are PDF versions that may be viewed online or downloaded to be printed.

To order 25 or more brochures please contact Cokesbury at 1-800-672-1789. If you need fewer than 25 please call 615-340-7374.

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FAQ

Getting Started

For Candidates

For Mentors

For More Information Contact:

Link to Online Candidacy Application System

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