Digitary FAQs for Teachers

1. What is Digitary?

Digitary:

  • is the on-line solution used by the Teaching Council to allow teachers view and share their vetting disclosure (vetting result document) electronically with current and prospective school employers;
  • replaces the Teaching Council’s vetting result letter which teachers were previously required to present to school employers;
  • allows the sharing of vetting disclosures to schools/employers and therefore fulfils the requirements of the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016.

Vetting disclosures will be made available electronically by the Teaching Council through the Digitary solution. This enables school employers to fulfill the requirements of Section 12 of the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016.

School management authorities have been notified by way of Department of Education and Skills Circular 0031/2016 that teacher vetting disclosures will be made available electronically by the Teaching Council.

2. How will I access my Digitary account?

The Teaching Council notified you by email when your vetting disclosure became available from the National Vetting Bureau. If you have not received this email check your spam or junk folder. Once located, you can use this email to follow the embedded link to the Digitary registration page.

Full instructions on how to register and activate your Digitary account are available at Digitary - How to Access your Vetting Disclosure.

If you do not have the original email, please contact the Teaching Council on vetting@teachingcouncil.ie and request that the email be re-issued.

3. How do I view my document(s)?

Once you login to Digitary you will be brought to the “Documents” page where you will see your document named My Document 1. Here you will see a link called “View” (displayed below with red circle). Click on this link to view your document. From this section you may wish to rename your document.

Digitary 1

4. How do I rename a document?

Once you have clicked on “view” to open your document you can rename from the Document Informationsection. You will see that the document name My Document 1 is the blue link as highlighted below. Click on this link and type in the name you wish to call the document and then click on the √ to save, for example, Vetting June 2016 (Lisa Murtagh).

Digitary 3

 

5. Can I download or print my document?

Once you have viewed your document you have the facility to download and save it locally. At the top of the document you will see a number of icons. Click on the second icon on the left hand side (as highlighted with the red circle in the screenshot below) and save accordingly. Having saved it locally you can then print your document.

Digitary 4

6. How long are my documents valid?

Your vetting disclosure will be valid until you are required to be re-vetted by the Teaching Council or a school/employer and your updated disclosure has been uploaded to Digitary. You will only have one vetting disclosure displayed on Digitary.

7. How do I share my document with my employer or another third party?

The Digitary system enables teachers to create document shares, which are secure and unique links that point to your document(s).

Once you login to Digitary you will be brought to the “Documents” page where you will see your document named My Document 1 (or the renamed document if you have chosen to rename it). Here you will see a link called “Share” (displayed below with red circle).

Digitary 1

Following this link you can share your document online using the email address of the person whom you wish to share your document with. When sharing a document you can further control access by allocating a unique PIN number and expiry date. See screenshot below.

Digitary 6

8. Will all school employers accept documents shared via Digitary?

School managements have been notified by way of Department of Education and Skills Circular 0031/2016 that teacher vetting disclosures will only be made available on-line. Where a school management is not in a position to view a teacher’s vetting disclosure on-line an alternative arrangement will be considered. The teacher should contact the Vetting Section of the Teaching Council by emailing vetting@teachingcouncil.ie .

9. I have logged into Digitary but my documents aren't visible, what should I do ?

. Please ensure you have registered your account using the same email to which notification from the Teaching Council was sent. This is the single biggest reason for not being able to see your documents.

Log in with the provider/ from the dropdown menu next to your name, go to your

PROFILE SETTINGS / under EMAIL ADDRESSES click VERIFY.

You will be sent an email; follow the instructions to verify your email address.

10. The recipient of my document share cannot see my document, what can I do?

Verifier (the recipient of your document share) tells you they cannot see your document

a. Ensure that if prompted, the verifier is entering their own email address (i.e. the email address to which you sent the share), NOT your own email address

b.Ensure your share is not expired or disabled. Check this by going into:

SHARING / click on your share to view details.

From here, you can click EDIT to change your share details.

11. Can I view a history of the documents I've shared ?

Once you login to Digitary you will see a menu on the left-hand side. The menu item named “Sharing” will give details of each of the “Shares” that you have created.

12. Can I view the Share history/activity of my document?

YesLogin to Digitary and click on the “Sharing” menu tab on the left-hand side. This will display all of the “Shares” that you have created. Locate the “Share” for which you wish to view the history. Choose the “Share” by clicking the link of that “Share” in the Name column. You will then see a blue button named “View Activity” – click this button to view the Activity History.

13. Can I revoke/cancel a Share that I have activated ?

Yes. Login to Digitary and click on the "Sharing" menu tab on the left-hand side. This will display all of the "Shares" that you have created. Locate the "Share" you wish to cancel and click on the "Disable" button.

14.Where can I get further information on Vetting?

The Teaching Council – www.teachingcouncil.ie

Department of Education and Skills – www.education.ie

National Vetting Bureau – www.vetting.garda.ie

15. If I am re-vetted what happens to my previous vetting disclosure?

As soon as you are re-vetted and the new vetting disclosure is uploaded to Digitary your old vetting disclosure is revoked and is no longer available to access.

16. Is Digitary secure? Who can see my details ?

Digitary documents can only be created by officials of institutions that have been Digitary-enabled. The process of issuing documents is subject to multi-factor authentication checks, including the possession of certain physical devices which are issued under strict conditions to institution (i.e. Teaching Council) officials. Once issued by the institution, official documents are protected from tampering and fabrication. These secure documents are made available to teachers through a secure online portal, where they can view the documents but not modify them in any way. Once accessed by the teacher it is the teacher who controls who sees their documents through the use of the Digitary sharing facility.

Digitary documents contain long-lived Qualified Electronic Signatures (QES) that comply with the strictest EU technical standards under the EU Digital Signature Directive 1999/EC/93. Digitary-issued documents contain signatures compliant with ETSI TS 101 903 and qualified digital certificates compliant with ETSI TS 101 456.

17. Where can I get more information about Digitary ?

Further information on Digitary can be obtained from www.digitary.net

Prior to using the Digitary on-line solution you may wish to familiarise yourself with its features. You can do this through the “Take a Tour” option which you will find on the left-hand side menu.