BOR - Boarders
Boarder Maintenance Overview
This program enables you to update and maintain boarder information. The boarder master record is effectively an extension to the main student record that is maintained through program Student Admin > Student Records > Student Information > Students.
Therefore, for a student to become visible in the Boarders Module, the field 'Boarder' on the student record needs to be set to 'Yes'.
This can be done:
- Through program Student Admin > Student Records > Student Information > Students (this is the best option for updating a single record).
- Through program Student Admin > Student Records > Student Information > Students Grid Entry (a better option when multiple records require updating).
Viewing and Editing a Boarder
To view or edit a boarder record, use the Picker Screen or Search Engine to search for records in the database.
Picker
Searchable fields for the picker are 'Year Group', 'PC Tutor Group', 'House', 'Campus', 'Residence' and 'Boarder Type'.
The picker will default to search for current students only; however, if you need information for a non-current boarder select the 'Non-Current' radio button in the 'Additional Criteria' section of the screen. You can also nominate to restrict your search by gender in the 'Additional Criteria' section of the screen.
Click the 'GO' button (or press 'Enter') to execute the search and populate the Boarder Picker with the records that match your selection criteria.
Once a student has been selected from the picker, a summary of the record will appear in the Summary Information pane. The 'View' and 'Edit' buttons at the bottom of the Summary Information pane will populate the multi-tabbed 'Boarder' screen.
Search Engine
Enter a search string directly into the 'Search' field at the top right of the screen. Click on the 'Lookup' (binoculars) icon or press 'Enter' key to execute the search.
The searchable fields are:
Student Code, Surname, Given Names, Preferred Name, Year Group, Form Class, PC/Tutor Group, Date of Birth, Alternative ID, Email, House, Religion, Residence and Boarder Type.
Search strings entered into the search engine are case insensitive. Wildcards can also be used within this field to broaden the search.
The Search Results pane will display the matching records. Highlight the record that you require and click the 'View' or 'Edit' button on the bottom of the pane to populate the multi-tabbed 'Boarder' screen.
Boarder Details
These screens display the following tabs in a multiple tab layout; 'General', 'User Defined', 'Addresses & Communication Rules', 'Hosts', 'Leave Types', 'Notes', 'Leave History' and 'Confidential Notes' tabs.
The first time that a boarder record is accessed only the 'General' tab is displayed. It is not until the mandatory fields on this tab 'Boarder Type', and 'Residence' fields have been entered and the 'Save' button clicked that the remaining tabs will become visible.
A quick way to enter 'Boarder Type' and 'Residence' for a group of new boarders is to use program Student Admin > Boarders > Boarder Information > Boarders Grid Entry.
Click on the required tab to access fields and enter or view boarder Information.
General Tab
The 'Student Information' in the top part of this tab is derived from information held in the Student Records module. It cannot be altered here.
| Fields that require further explanation | |
|---|---|
Boarder Type | Use the drop-down list to select a boarder type for this boarder. Boarder types are set up using program Student Admin > Boarders > Setup Information > Boarders Setup. This is a mandatory field. This field is available as a selection criterion for various inquiries and listings in this module. This field is also available for editing multiple boarder records using program Student Admin > Boarders > Boarder Information > Boarders Grid Entry. It is much quicker to use a grid when multiple records need to be added or maintained. |
Residence | Use the drop-down list to select the appropriate residence for this boarder. Residences are set up using program Student Admin > Boarders > Setup Information > Boarders Setup. This is a mandatory field. This field is available as a selection criterion for various inquiries and listings in this module. This field is also available for editing multiple boarder records using program Student Admin > Boarders > Boarder Information > Boarders Grid Entry. It is much quicker to use a grid when multiple records need to be added or maintained. |
Next Year Residence | This field is used in conjunction with program Student Admin > Boarders > Special Processes > Update Boarders Residence. The update residence program enables you to run a bulk update of the 'Boarders Residence' field based on the data held in the 'Next Year Residence' field. It is designed to facilitate the annual roll-over of students from one residence or dormitory into another. |
Room Number | This is a 6-character alpha/numeric code. |
Padlock Number | This is a 6-character alpha/numeric code. |
Bank | This is a 15-character alpha/numeric code. |
Branch | This is a 15-character alpha/numeric code to record the student's bank branch or BSB number. |
A/C Number | This is a 15-character alpha/numeric code to record the student's bank account number. |
User Defined Tab
This tab displays user definable fields. There are 25 boarder user defined fields that can be utilised by your school to store boarder specific information.
There are 10 'Single Character Flag' fields (e.g. A-Z, 0-9) 10 'Table Reference' fields and 10 'Text' fields.
The fields displayed in this tab depend on the parameters set up by your school in Student Admin > Boarders > Setup Information > Boarders Setup.
Addresses & Communication Rules Tab
This tab displays boarder's address information.
This information is only available in view (read-only) mode.
'Communication Rules' provide a 'student-centric' way of defining precisely how different areas of your school communicate with parents. They are especially useful for communication with split families and for families with students who have multiple parenting arrangements.
For more information, refer to Student Admin > Student Records > Student Information > Students.
Hosts Tab
This tab is used to allocate the hosts that this student can go on leave with. The hosts must be entered first through program Student Admin > Boarders > Setup Information > Host Information.
During leave processing (through program Student Admin > Boarders > Leave Processing > Boarders Leave) a drop-down list will become available, displaying the hosts that have been allocated against the boarder through this tab.
New hosts are allocated against this boarder record by using the 'Add Host' button in the top right corner of the tab.
Use the 'View', 'Edit' or 'Delete' links to maintain the hosts allocated against this boarder.
Leave Types Tab
This tab is used to add and maintain the leave types that are allowable for this boarder.
During leave processing (through program Student Admin > Boarders > Leave Processing > Boarders Leave) a drop-down list will become available, displaying the leave types that are allowable for the relevant boarder.
The first two fields on the tab, 'Leave form submitted' and 'Leave Restrictions' are for recording information only and are not used by the leave processing programs.
The second section of the tab is where the allowable leave types are added and maintained for this boarder ('Leave Types Registered for this Student).
Click the 'Add Leave Type' button to include an additional leave type against this boarder.
| Fields that require further explanation | |
|---|---|
Leave Type Code | Use the drop-down list to select a new leave type for this boarder. Leave types are setup using program Student Admin > Boarders > Setup Information > Boarders Setup. This is a mandatory field. |
Consent | Use this field to indicate if consent has been received from the parent for this leave type for this boarder. There is a checking mechanism in the program Student Admin > Boarders > Leave Processing > Boarders Leave to determine if the student has been granted consent from the parent to take this leave type. The program will produce a warning if parental consent has not been provided for this leave type. |
Remarks | This is an information-only field. It would be used to record additional information that relates to this leave type for this student. |
There is a faster way to allocate leave types to a group of students. For further information, refer to Student Admin > Boarders > Special Processes > Reset Boarder Leave Types.
Notes Tab
This tab displays boarder notes that relate to the boarder record currently being viewed.
'View', 'Edit' and 'Delete' functions are available to alter previously made entries.
To add a new boarder note, select the 'Add Note' button and fill out the fields displayed.
The school can also categorise notes. Categories can be set up through program Student Admin > Boarders > Setup Information > Boarders Setup.
Attachments can be included in the note by selecting the 'Browse' button and selecting the required file.
TASS.doc is a feature that allows you to attach a digital file to a note. This file can then be viewed by all authorised users of the 'Boarder Notes' screen. The 'Paperclip' icon signifies an attachment. Attachments can be added to the note by clicking the 'Browse' button and selecting the required file to attach from within the school's network. Once the file has been attached the original can be moved or deleted.
Examples of attachments for boarders could be scanned copies of parental permission forms etc.
Select the 'Print' icon at the top of the screen to generate a report on the records in the 'Notes' tab.
'Start Date', 'End Date' and 'Note Category' fields can be used as 'Search Criteria'.
'Formatting Options' allows the user to choose the destination of the report. This can be to Adobe® PDF viewer, Microsoft Excel® or Microsoft Word®. The report can be sorted by 'Date' and 'Category' by selecting the appropriate radio button.
Use the checkboxes to indicate your preference for displaying 'Table Borders' and 'Alternate Row Colours'.
Leave History Tab
This tab is used to view and maintain leave records for this boarder that have been entered through program Student Admin > Boarders > Leave Processing > Boarders Leave.
Use the 'View', 'Edit' or 'Delete' links to maintain leave records for this boarder.
If the student has a leave record displayed that has not yet been approved, an 'Approve' link will be available. To approve this, leave click on the link and then enter the person approving this. If you are the approver, click on the icon to the right of the 'Approved By' field to have your name automatically inserted.
Click the 'Save' button to finalise the approval.
If the student has a leave record displayed for which a return record has not been processed, a 'Return' link will be available. To process the return entry, click on this link and then click 'Yes' when the 'Are you sure that you want to mark this Leave as Returned?' message is displayed.
Confidential Notes Tab
'Boarder Confidential Notes' is used to record any notes that are of a more sensitive nature than those that you would record in 'Standard Notes'.
Permissions or roles should be set up to allow nominated staff to add, view, edit, or delete boarder confidential notes.
New notes are entered by using the 'Add Note' button in the top right corner and the 'View', 'Edit' and 'Delete' links allow you to action existing confidential notes individually.
TASS.doc is a feature that allows you to attach a digital file to a note. This file can then be viewed by all authorised users of the 'Boarder Confidential Notes' screen. The 'Paperclip' icon signifies an attachment. Attachments can be added to the note by clicking the 'Browse' button and selecting the required file to attach from within the school's network. Once the file has been attached the original can be moved or deleted.
Examples of attachments for boarders could be scanned copies of parental permission forms etc.
Select the 'Print' icon at the top of the screen to generate a report on the records in the 'Notes' tab.
'Start Date', 'End Date' and 'Note Category' fields can be used as 'Search Criteria'.
'Formatting Options' allows the user to choose the destination of the report. This can be to Adobe® PDF viewer, Microsoft Excel® or Microsoft Word®. The report can be sorted by 'Date' and 'Category' by selecting the appropriate radio button.
Use the checkboxes to indicate your preference for displaying 'Table Borders' and 'Alternate Row Colours'.