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Ark42
October 16th, 2014, 09:39
I see the application is finally available, and I'm about 75% filled out, when I get an email titled "Error reported in the JET Application" which says "Our portal shows that you have already submitted the application." among other things. I've clearly not pressed Submit yet, only Save & Continue. I hope nothing is too messed up now. I wonder if I should keep going or just start over later now.

fluffybunny
October 16th, 2014, 09:52
I'm hoping I'm not the only one. I started the application, and then clicked save and logged out to complete later. Thinking everything should be fine and dandy.

Then I received this email a while later:


Dear Applicants,

We are sorry to inform you that an error has been reported with the online portal which has resulted in the JET Application having several questions missing from the application. We are working with the company which hosts the online application to resolve this issue as quickly as possible.

At this time, we would ask you to wait to proceed with your online application. Our portal shows that you have already submitted the application. Depending on the nature of the issue, we may have to ask you to re-submit the application online to ensure that all questions appear properly and so that you can have a full application.

We deeply apologize for this situation and will work to rectify the problem as soon as possible. We will follow up again with further instructions within the next 24 hours.

Thank you for your interest in the Japan Exchange and Teaching Program.

Sincerely,

JET Program Office
Embassy of Japan
2520 Massachusetts Avenue NW
Washington DC 20008


I found this concerning, because not once did I actually select submit. I replied to the email indicating that, since im sure this is a automated response, but enough to cause alarm.

I thought I would check and see if I was the only one who received this email. (hopefully I'm not, but if so I guess I will have to deal with that) Hopefully I will get a response back from the JET Office tomorrow during business hours.

fluffybunny
October 16th, 2014, 09:57
Sorry just saw the other post. My work computer has been weird today, so I'm not sure why I didn't see it. Feel free to delete this >.<

fluffybunny
October 16th, 2014, 10:01
I got the same thing. Just accidentally created a duplicate post since I must have clicked to create it right as you posted yours... So it doesn't look like you are the only one. I responded to the email relaying that I hadn't actually submitted my application and wanted to ensure that I would still be able to complete it. Since it's after office hours, hopefully I will get a response tomorrow during business hours. Definitely an alarming message though, I was like , "Wait! I didn't submit it yet."

frayedflower
October 16th, 2014, 10:11
I didn't even start the application and it said I submitted it, so I wouldn't stress too much.

Ark42
October 16th, 2014, 10:14
I got the same thing. Just accidentally created a duplicate post since I must have clicked to create it right as you posted yours... So it doesn't look like you are the only one. I responded to the email relaying that I hadn't actually submitted my application and wanted to ensure that I would still be able to complete it. Since it's after office hours, hopefully I will get a response tomorrow during business hours. Definitely an alarming message though, I was like , "Wait! I didn't submit it yet."

Yeah, I'm guessing they're still having a lot of trouble. Kind of frustrating... I went to the "Check your Application" link and it says "Deadline Has Passed" - "Thank you for your interest in the 2015 JET Program. Unfortunately, the application deadline for this year's Program has passed. We will be recruiting again next fall and encourage you to apply at that time. In the meantime, please visit our website at The official website of the JET Program USA (http://www.us.emb-japan.go.jp/JET) for general information on the program and the application process."
So you can't preview or look at the PDF version to see if any text is cut off yet either I guess..

fluffybunny
October 16th, 2014, 10:35
I didn't even start the application and it said I submitted it, so I wouldn't stress too much.

That's quite reassuring. :D

naginataonthebrain
October 16th, 2014, 10:51
OK, I also got a message saying I already submitted an application, which I haven't...so hearing that some of y'all got the same message makes me feel a whole lot better.

Zolrak 22
October 16th, 2014, 11:04
I didn't even start the application and it said I submitted it, so I wouldn't stress too much.
I'm on the same boat.

word
October 16th, 2014, 11:10
Merged the two threads in the interests of cleanliness; my apologies if it threw anyone off.

greyjoy
October 16th, 2014, 11:12
Anyone who has an account in the system, and thus an email on file, probably got this notice.

So this obviously doesn't bode well for the future, but MiamiC, when do you think jet might start to accept applications entirely online? Sending in that huge packet is a hassle on both sides. I guess there are still a few things that need to be originals, but off the top of my head, I can only think of transcripts, and those can still be sent separately by the school if need be(although I think the copies suffice just as well). Is there any plan to phase this in over the next few years?

miamicoordinator
October 16th, 2014, 11:50
Anyone who has an account in the system, and thus an email on file, probably got this notice.

So this obviously doesn't bode well for the future, but MiamiC, when do you think jet might start to accept applications entirely online? Sending in that huge packet is a hassle on both sides. I guess there are still a few things that need to be originals, but off the top of my head, I can only think of transcripts, and those can still be sent separately by the school if need be(although I think the copies suffice just as well). Is there any plan to phase this in over the next few years?

I was out of the office today, so i am sure i will be greeted with 100+ emails in my inbox when i get to work tomorrow. I will see if there are any updates from dc and let you know.

I dont see online only applications anytime soon honestly. I know its a huge application packet, but the problem is, tokyo gets one copy of the application, dc keeps a copy and the interview consulate gets a copy. Japan is very paranoid about sending "personal information" via electronic formats. As it is sensitive documents are still sent snail mail, or via couriers. Tokyo simply doesnt not trust the internet for sending sensitive information.

If everything was submitted online, we would need to have a server to host all the information. Our email inboxes only hold 750mb, so its not like emailing applications would work.

There are so many logistical issues, especially with permission required from japan. Honestly, dont get your hopes up.

If we have issues with just hosting the application, can you imagine if we had 5000+ people uploading all of their documemts at the same time? /shudder

Penguee
October 16th, 2014, 11:56
I was out of the office today, so i am sure i will be greeted with 100+ emails in my inbox when i get to work tomorrow. I will see if there are any updates from dc and let you know.

Otsukaresamadeshita! I hope your tomorrow isn't too hectic!

TweedPawn
October 16th, 2014, 12:28
Yeah, this year is starting to remind me of last year when applications were late to go out. On the bright side, JET seems pretty good about offering extra time when there are hiccups like this.

Aihra
October 16th, 2014, 14:44
Same exact thing is happening to my application in regards to the "Check your Application" link -_- In the opening page it also says, " the 2015 application deadline has passed". Sent tech support a polite heads up. Here and there I found other hiccups in field entries such as the entries of MM/YYYY being cut off in the specific entry boxes. Again, sent tech support a case report about this issue.

I'm glad I'm not the only one experiencing the same technical difficulties.
For now I'll just plow around other parts of the application until I hear back.

I encourage applicants to report issues as soon as you see them to tech support so the online service team can be aware!
I imagine coordinators being the wrong party to contact since they have no control of the online application directly.

Zolrak 22
October 16th, 2014, 14:54
The main website says the Application Portal is not currently available. I'd take that as a sign to stop messing with the application that was given on the email. Especially considering that's what the latest email said "At this time, we would ask you to wait to proceed with your online application. "
Sure, this is the same email that thinks you already submitted an application, but I'd at least wait the 24 hours they asked for before entering again.

Ozzy
October 16th, 2014, 19:39
I noticed something was off as I was filling out the first couple of portions last night with dates not being consistent and some places where it says "check N/A if it doesn't apply to you" when there weren't any N/A check boxes. Glad I didn't get too far into the application.

elfpoet
October 16th, 2014, 20:55
As a web programmer, I can confirm how difficult it is to create a multi-page form with session data saved between visits. I've built these kinds of forms for clients that send us .pdf files, containing nothing but pages of scanned screenshots with hand-written notes. The only big issues I noticed last night were some odd input validations on fields that simply weren't long enough for that kind of data.

I did finish most of the application before they sent the notice, though. I don't imagine the data will get wiped out before they reopen the form.

Ark42
October 16th, 2014, 21:33
Yeah, some boxes want "MM/YY - MM/YY" others want "MM/YYYY - MM/YYYY" and yet others want "MM/YYYY-MM/YYYY" and you can't put the spaces around the hyphen. The instructions are really unclear about "make sure you don't leave anything blank, ever! put N/A in anything that doesn't apply" then when you get into it, lots of the subsections tell you to specifically leave things blank. Also the language study section references filling in a "content" field that doesn't exist.

I spent 2 hours filling everything out, so I hope it's still all there when they fix these bugs. At least I could print the HTML version so I can just re-type everything if they make us all start over.

Ark42
October 16th, 2014, 21:51
As a web programmer, I can confirm how difficult it is to create a multi-page form with session data saved between visits. I've built these kinds of forms for clients that send us .pdf files, containing nothing but pages of scanned screenshots with hand-written notes.

I've actually done quite a lot of big web forms like this myself (although I'm more of a Windows desktop and Android software developer usually) and I've done freelance contract programming for over 10 years now. I'm not big on ASP, but I can tell you I could have knocked out that entire form in a week or two in straight PHP by myself, and I'd guarantee it wouldn't have the bugs we're seeing now. I think the problem is more of bureaucracy and constant changes/updates coming from somewhere higher up, or else there are just too many hands in the pot (Having more than 2 people on a project like this would definitely just slow things down).

dstin
October 16th, 2014, 23:17
I've actually done quite a lot of big web forms like this myself (although I'm more of a Windows desktop and Android software developer usually) and I've done freelance contract programming for over 10 years now. I'm not big on ASP, but I can tell you I could have knocked out that entire form in a week or two in straight PHP by myself, and I'd guarantee it wouldn't have the bugs we're seeing now. I think the problem is more of bureaucracy and constant changes/updates coming from somewhere higher up, or else there are just too many hands in the pot (Having more than 2 people on a project like this would definitely just slow things down).

Too many hands in the pot? I'm pretty sure every pot in Japan is made entirely out of hands, but the lower hands have to get conformation from higher hands before they can do anything.

Ark42
October 16th, 2014, 23:27
Too many hands in the pot? I'm pretty sure every pot in Japan is made entirely out of hands, but the lower hands have to get conformation from higher hands before they can do anything.

LOL. That's what I was trying to say.


So I went back and looked at my application just now and some of the stuff I typed is now cut off. They've lowered the maximum characters to 20 in some of the fields like Employer Name, where I clearly need 25 to type out the name of the company I worked for. Great...

fluffybunny
October 17th, 2014, 02:33
I just wanted to follow up, since I had responded to the error email with questions, that this morning this was the response that was given


We apologize for the confusion. The email contained the erroneous information, please disregard. We will send another update very soon so you can start working on your application.

Thank you for your understanding!


This of course was what I was expecting, and I'm sure its what many of you were too, but I just wanted to put it out there.

Aihra
October 17th, 2014, 03:56
Same exact thing is happening to my application in regards to the "Check your Application" link -_- In the opening page it also says, " the 2015 application deadline has passed". Sent tech support a polite heads up. Here and there I found other hiccups in field entries such as the entries of MM/YYYY being cut off in the specific entry boxes. Again, sent tech support a case report about this issue.

I'm glad I'm not the only one experiencing the same technical difficulties.
For now I'll just plow around other parts of the application until I hear back.

I encourage applicants to report issues as soon as you see them to tech support so the online service team can be aware!
I imagine coordinators being the wrong party to contact since they have no control of the online application directly.


I'm happy to inform that the team, Hobsons Technical Support, has replied promptly to each inquiry listed above and fixed the issues on my app.
I hope it applies to everyone.

That being said, I can't stress it enough, please inform tech support on any issues improve the overall application experience.

Penguee
October 17th, 2014, 09:51
I guess by now we have all got the apologetic email which reiterates the November 14th Deadline. Keep working on applications and keep trying hard!

Ark42
October 17th, 2014, 10:02
Should I be worried if certain sections that have, say, 4x of the same types of boxes have no character limit on #1 but a 50 character limit on #2? Should I test the waters on text fields and try to limit myself to the number of characters other similar fields may limit me to?
I've completed the application already, I'm just waiting for the ability to preview the PDF or submit it, or whatever the next step is.

greyjoy
October 17th, 2014, 10:14
When you preview the application, it will show if anything is being cut off for the printed version. You'll want to try to conform to the character limits as much as possible, because they're probably formatted that way to ensure proper printing. Use abbreviations where you can, and omit things that aren't so important. If you need to, you can try to bring up anything you can't fit into your sop or at the interview later on. Most little things are not important anyway.

Is there anything you really feel you need to put in the box but can't fit? Let us know, and we'll figure out if you should squeeze it in.

Ark42
October 22nd, 2014, 06:32
So it looks like you can check/submit your application now. I have a few fields that it says I didn't fill out, but when it takes me to them, they are filled out, and if I re-save the page, it will cut the text off to 20 characters. Pretty annoying since you can't really use a "description" field to accurately describe any job or volunteer activity with just 20 characters.

I also noticed some new fields like a 5th culture and language study option, where before there was only 4. The N/A box is not checked by default and the check-form button did not catch that.

uthinkimlost?
October 22nd, 2014, 07:48
So it looks like you can check/submit your application now. I have a few fields that it says I didn't fill out, but when it takes me to them, they are filled out, and if I re-save the page, it will cut the text off to 20 characters. Pretty annoying since you can't really use a "description" field to accurately describe any job or volunteer activity with just 20 characters.

I think it has always done that. Limiting your length for the printed version, probably.

Ark42
October 22nd, 2014, 08:31
I think it has always done that. Limiting your length for the printed version, probably.

The colleges you pick via the look-up tool get cut off, nothing we can do about that. Both of the two colleges/universities I went to have their names cut off and I didn't type the names in there myself...
The dates attended are MM/YYYY-MM/YYY with the last Y wrapped to another line. Nice....
The job descriptions wrap to a 2nd line but only for a word or two. They could have upped the max chars there by 40% without a problem.
Heck, wrap to a 3rd line, the boxes on the PDF print-out are all tall enough for 3 lines.

I think most of it is just poor planning and design by the web company involved. Anyway, I'm not really trying to complain about it any more. Everybody applying has the same limitations, I'm just pointing out what happened to me since I filled out the application before they took it down and put it back up. Others may not notice that they've lost room in boxes or new boxes they didn't fill out with N/A appeared.

Shincantsen
October 22nd, 2014, 22:31
Worse-case scenerio, if some important text (like description of a medical condition or something) is cut off in the printed version, it'll be best to write in the cut off portion by hand, or attach a printed sheet, since the people reading your printed application won't have access to the digital one in most cases.