Online Staff Letter Application System
The Ministry of Education (MOE) has become the government service leaders having established the Online Staff Letter Application System. During a media conference at the Education Towers on January 30th, Minister of Education Anthony Garcia, Minister of State in the Ministry of Education Dr Lovell Francis, Manager of Information and Communication Technology Cory Belfon and executives of the MOE were joined by representatives of the Trinidad and Tobago Unified Teachers’ Association (TTUTA) and the National Primary School Principals Association (NAPSPA) for the launch of the pioneering system.
With the responsibility for the largest employee population in the country, the Ministry has been challenged for many years with fulfilling the requests for job letters in a timely manner. The new system, which has been accepted by the Bankers’ Association of Trinidad and Tobago (BATT), will allow teachers and staff of the Ministry to request and receive job letters without having to physically visit the Ministry. This is a major accomplishment as previously, teachers across Trinidad would have to visit the Ministry’s Head Office to make the request and subsequently return to collect, impacting on teaching time and productivity.
Verified employees of the MOE can now submit a request online utilizing their official MOE email address, 24 hours a day, seven days a week and receipt would be acknowledged and actioned within one (1) working day. The MOE Letter Application System allows for all requests to be captured and actioned by a cross functional processing team. All members of the Bankers’ Association of Trinidad and Tobago will accept and process the new letters from Friday February 1st 2019. Discussions have been initiated with a subset of Embassies for approvals to utilize the letters and the subsequent approvals will be communicated once received, via the communication channels of the Ministry of Education.
Understanding that information security and safety are of paramount importance to all stakeholders, the process for the letter applications has been equipped with several levels of security. Security features include:
• Creation of Ministry of Education email addresses controlled via strict internal process flow; requests for creation are initiated by Human Resources, Heads of Divisions or Principals.
• Office 365 platform provides for secure login, two factor authentication and 99.9% availability
Document Security Features
• Employee File Number
• Faded Watermark (Ministry of Education/Permanent Secretary)
• Unique Document Repository ID (E.g. MOE2019-xxxxxxxxx-xx)
• Encrypted Conversion Process to PDF File Format
• Timestamped Filename (UTC timestamp on Letter Generation) –unique to each request and is used as the verification code for each document. (E.g. xxxxxxx)
Minister Garcia highlighted his elation with the achievement of this new system stating “Not only will teachers and staff have an easier access to these documents without the hassle of coming into the Ministry but we will also be able to have teaching time in the classroom remain uninterrupted and increasing efficiency in the classroom. This is but one of the ways the Ministry of Education will be improving service to our stakeholders in the coming years.”
The online system has begun operation and can be accessed by employees via the MOE website at www.moe.gov.tt or the Ministry’s MYMOE intranet SharePoint page.