Manual for the Register of Civil Servants Authorized in EACAT

This is a feature provided by the EACAT Configuration module to comply with Law 39/2015, of October 1, on the Common Administrative Procedure of Public Administrations. For more information, see the FAQ: How can we assist citizens in using electronic media?

The Law obliges Public Administrations to:

1. Have a register or equivalent system where the officials authorized for each of the following functions are recorded:

   • The making of authentic copies (when they are not made by automated administrative action).
   • Assistance in the use of electronic media for interested parties not obliged to use them.

   These officials may have one or both of these functions.

2. That this register includes , at a minimum, the civil servants who provide services in the registration assistance offices (OAMR).

For all this, the functionality of the Register of Authorized Officials (RFH) of EACAT allows the user manager to:

• Attach the RFH creation rule for each entity, which can be uploaded and updated in the My entity subsection.
• Inform which users of your entity are authorized civil servants , through the Users subsection. Either when a new user is created or when an existing user is modified. For this, in the information sheet of each user , a data section has been added to inform:
  • RFH registration date is the date on which the user becomes part of the RFH.
  • RFH cancellation date is the date on which the user cancels the RFH.
  • Administrative unit is the administrative body to which the user belongs.
  • Assisting those interested in the use of electronic media is one of the functions assigned to users who are part of the RFH.
  • Issuance of authentic copies is one of the functions assigned to users who are part of the RFH.

Additionally, all users will be able to see on their profile if they are an authorized civil servant , through the My Space subsection.

It is very important to know that each Administration must :

• Approve the creation of the entity's RFH.
• Appoint its authorized officials (which will include, at least, those of the OAMR), assigning the functions attributed to each of them (assistance in the use of electronic means and/or issuance of authentic copies).
• Be responsible for keeping your RFH updated.

Finally, any user of EACAT can consult the Register of authorized civil servants, in order to comply with the regulatory framework and to facilitate the interoperability of this register.

The entity's user managers within EACAT, through the EACAT Users module.

If you are a user manager for the entity in EACAT and you want to assign a user the functions of an authorized civil servant, two different situations may occur:

1. Be a new user
   • I create the user through the Users subsection.
     
   • I inform the fields of the user information sheet and in the case of the RFH:
     
     • RFH registration date is the date on which the user becomes part of the RFH.
     • RFH cancellation date is the date on which the user cancels the RFH.
     • Administrative unit is the administrative body to which the user belongs.
     • Assisting interested parties is one of the functions assigned to users who are part of the RFH.
2. Be a user who already exists
   • I go to the Users subsection and look for the user to whom I want to assign the functions of an authorized official. The User Directory appears and I click on the user's name.
     
   • The user's abbreviated form appears and I press Edit to expand it.
     
   • The user's file is displayed and I look for the section related to the RFH, where I can fill in the following fields:
     
     • RFH registration date is the date on which the user becomes part of the RFH.
     • RFH cancellation date is the date on which the user cancels the RFH. Therefore, it will only be necessary to enter it when the user ceases to be an enabled user.
     • Administrative unit is the administrative body to which the user belongs.
     • Assisting interested parties is one of the functions assigned to users who are part of the RFH.
     • Issuance of authentic copies is one of the functions assigned to users who are part of the RFH.
   • If the user was an authorized civil servant and I want them to cease to be so, the RFH termination date field is filled in on the user's information sheet. Date from which they will cease to be an authorized civil servant of the entity.
     

Through the user information sheet of the Users module of the EACAT Configuration section, as explained in point 3.b) of this manual.

To find out if you are an authorized official, go to the My space subsection, within Settings , and press Edit.

The user file will be displayed, where you will find the data relating to your user configuration within the EACAT platform. If you are a qualified civil servant, the section Register of Qualified Civil Servants will appear in this file, which will contain your data relating to this Register, which you will only be able to view and in no case amend.

If any corrections are required to this data, you must contact the EACAT user manager of your entity.

Through the search engine for qualified civil servants, any user of EACAT can search for qualified civil servants from any entity affiliated with the platform.

To access the search engine, you must go to the Settings section, where in addition to My space, a new subsection called Queries and reports has been configured, where you will find this search engine.

The entity's user managers will find this search engine in Queries and reports , sharing the My entity subsection, which only they can view.

The search engine has a pop-up window that appears when you click on More information and that briefly informs you about this new feature. If you click on More information again, it will collapse and you will no longer see it.

It also has a series of search fields that allow you to search for any qualified official, which are:

• Name and surnames , is a field where you can write the name and surname of the person you assume is a qualified civil servant.
• Enabled civil servant roles , is a drop-down list that allows you to select:
  • Any , if you want to search for officials who have any of the roles of authorized official (Assist interested parties and issue authentic copies).
  • Attend interested parties , if you want to search for qualified officials who have this role.
  • Issuance of authentic copies , if you want to look for the authorized officials who have this role.
• All entities, check the box if you want to search in all entities.
• Specific entity, by default the name of the entity with which you are logged in appears, but it allows you to write any of the entities affiliated with EACAT.
• Include terminated civil servants , check the box if you want to also search for civil servants who have been authorized at some point, but are no longer authorized.

The search result is a form with three distinct parts:

• The list of all authorized officials, according to your search criteria. This form has the following information:
  • Names and surnames of authorized officials.
  • We are the authorized officials .
  • Date of registration as a qualified civil servant.
  • Date of discharge as an authorized civil servant.
  • Assisting interested parties , one of the two roles that qualified civil servants have.
  • Issuance of authentic copies , one of the two roles held by authorized officials.
  • Administrative unit of the authorized official.
• The search fields, or search engine itself, allow you to continue searching to further refine the result.
• The download icons, which allow you to download the list of qualified civil servants resulting from the search in a txt, excel or csv file.

Only user managers can update the entity's RFH regulatory regulations file.

Through the General Information section of the My entity subsection; and, specifically, in the RFH Regulation section, you can add the specific regulation that your entity has made of the RFH. The file must not exceed 20 MB.