On the ROC Search Requests (RSR) page, if the desired Responsible Organizations (Resp Org) Changes (ROC) request is not listed below the “Update Results” button already, you can search for the Incoming ROC request in several different ways. The easiest way to find an Incoming ROC request, is by entering the Toll-Free Number (TFN) (if known), selecting a type of “Incoming” from the Type drop down menu and then selecting the “Opened” option from the Progress drop down menu. For more information on how to use the different search options, please click here.
Once the “Update Results” button has been selected, a list of Open requests will be displayed in the “Results” portion of the RSR page. Select the desired Incoming ROC request in the list to open it. If the desired Incoming ROC request is not listed, please search for it with the “Show Checked Out Requests” option selected as it may be checked out by another user within your Resp Org.
When you select an Incoming ROC request, then the Incoming Resp Org Change pop-up window will be displayed with the desired request. You can select the “Previous” or “Next” links to navigate between requests.
Submitting Information: In this portion of the Incoming ROC request, you can view the Transaction ID of the request and the “Check In or Check Out” button. If it has been checked out by another user in your Resp Org, it will show the “Check In” button. If it has been checked in by another user in your Resp Org, it will show the “Check Out” button. You can also view the Submitting Resp Org ID, Submission Date, Future Date, and Due Date information.
Toll-Free Number: In this portion of the Incoming ROC request, a list of TFNs is displayed. Here, you can also use the “Filter by Status” and use the “Enter Toll-Free Number” search field to narrow down the list of TFNs. Additionally, this portion of the Incoming ROC request allows you to choose the action to be taken action on the TFN(s) by selecting Due Date Approve, Approve or Decline. Lastly, you can view the Resp Org ID, (current) Status, and Processed On information.
Whenever there is more than one TFN submitted with the Incoming ROC request, the TFNs could have different statuses. You can use the “Filter by Status” drop down menu to select a TFN(s) in a particular status: All, Pending, Port Processing, Ported, Declined, Expired, Overdue, Help Desk Request (HDR), Invalid, Port Failed, and Due Date Approval. By selecting the “All” option for the “Filter by Status” drop down menu, all TFNs in all statuses will be displayed for the Incoming ROC request.
To find a specific TFN, you can enter a TFN in the “Enter Toll-Free Number” field (which is to the right of the drop down menu).
When you hover over the "Information" icon next to the Resp Org ID field's results, you can view the Change Contact Information such as Name, Email, Phone and Company Name.
You can select the check box in the “Due Date Approval All” column to approve all TFNs in it for processing on the due date notated or select the check box in the “Approve All” column to approve all TFNs in it for processing on the current date notated. Otherwise, individual TFNs can also be approved by selecting either the “Due Date Approval”check box or the “Approve All” check box to the left of the TFN.
You can also select the check box in the “Decline All” column to decline (i.e. reject) all TFNs in it. Otherwise, individual TFNs can also be declined by selecting check box to the left of the TFN in this column. You can select multiple reasons to decline a TFNs.
By selecting the “Decline All” option for a TFN, then a Declined pop-up window will display with TFN(s), Reason Code and Decline Notes.
You can select the “Reason Code” (formerly known as a Decline Code) from the corresponding drop down menu and then add “Decline Notes”. Select the “Submit” button to complete the Incoming ROC request.
Once you have selected the “Submit” button, the Declined pop-up window will be closed and you will be returned to the RSR page.
Download or Upload: Instead of using any of the check box options to the left of the TFN(s) in the Incoming ROC request, you can download a list of TFNs in an Excel workbook (.csv, .xls, .xlsx) file by selecting the “Download" icon. Once you have selected the "Download" icon, a pop-up with CSV, XLS, and XLSX buttons will be displayed. When you select any one of the options, a "What would you like to do?" pop-up window will be displayed. You can select any one of the available options and select the "Export" button to download the TFN(s). When you select the Export with declined all selected option, you can select the decline reason codes from the list and enter the decline notes in their corresponding text fields.
You can open the Excel workbook, enter the approval or decline reason code(s) and then upload the file by selecting the “Upload” icon.
Please Note: If you select the “Download” icon, it will not download any previous selections made. However, if you selected the “Upload” icon, it will overwrite the previously made selections.
The downloaded Excel workbook will be prefilled with the following Header rows (columns) information along with the TFNs in the Incoming ROC request: “Toll-Free Number”, “RespOrgID”, “CurrentStatus”. If TFNs in the Incoming ROC request are in different statuses, the status of the TFN will show in the “CurrentStatus” column within the Excel workbook that was downloaded, including the status of Ported and HDR. You will need to add in the “Approval” and “RejectNote” columns. The “Approval” column only accepts reason codes; this is required for each TFN listed in the Excel workbook. You can add notes regarding the selected reason code(s) in the “RejectNote” column; this is optional.
For more information on the upload guidelines for the Excel workbook, please select the “Help” icon to the right of the “Upload” icon.
Help: Select the “Help” icon to read the guidelines for uploading an Excel workbook (.csv, .xls, .xlsx) to an Incoming ROC request. The Help document will open in a new tab of your browser.
View All: You can use the “View All” link to see more TFNs in the Incoming ROC request.
LOA Documentation: In the Letter of Agency (LOA) Documentation portion of the Incoming ROC request, the LOA is available for viewing. You can access it by selecting the file name link.
Other Documentation: In the Other Documentation portion of the Incoming ROC request, additional supporting documentation can be available. You can access them by selecting the file name link.
Submitter’s Information: This information is auto-populated based on the selection made in the ROC Submit Request (RSB) page.
Notes / Alternate Contact Information: This section lists information of the person to be contacted with questions related to the request. Any additional information can be entered in the “Notes” field.
Review the completed Incoming ROC request, make any changes as needed and then submit it for processing by selecting the “Submit” button.
If all TFNs are submitted with “Due Date Approval” (e.g. the D0 (D zero) Reason Code), then the status of the Incoming ROC will have a Due Date Approval status until the Due Date is reached. When the Due Date has been reached, the TFNs in the Incoming ROC request will be changed to a status of Port Processing.
If all TFNs are submitted with “Approved” (e.g. the 00 (zero zero) Reason Code), then select the “Submit” button. The status of the TFNs will be set to Approved. Approved TFNs are submitted for processing and they are marked with status of Port Processing.
If all TFNs are submitted with “Decline” (e.g. the 01 (zero one) Reason Code), then select the “Submit” button. The status of the TFNs will be set to Declined. Submitting Resp Orgs are informed of Declined Incoming ROC requests via email notifications.
If TFNs are submitted with a mixture of “Approved” (e.g. the 00 (zero zero) Reason Code) and “Decline” (e.g. the 01 (zero one) Reason Code), then select the “Submit” button. The status of the TFNs will be set to “Approved”, if designated as Approved or “Declined”, if designated as Decline. Approved TFNs are submitted for processing and they are marked with status of Port Processing. Submitting Resp Orgs are informed of Declined Incoming ROC requests via email notifications.
Disclaimer: Any images in this article are intended to be used as a guide for educational purposes only and they may differ slightly from the Production Environment.