BOR - Boarders Leave

Boarders Leave Overview

This is a multi-purpose program that can be used to:

• Create a new leave record (for a single boarder).
• Process bulk leave entries (for multiple boarders).
• Approve leave records (where the record status is 'Pending').
• 'Check Out' approved boarder leave records.
• 'Check In' boarders who were on leave.
• View and/or edit existing leave records.
• Print a selection of leave records.

Adding a New Boarder Leave Record

To add a new leave record for a boarder click on the 'Leave' icon at the top of the screen to display a blank 'Boarders Leave Entry' screen.

The focus is on the 'Leave' icon when the screen first loads. Press 'Enter' to open the 'Boarders Leave Entry' screen ready for input.

Fields that require further explanation
Student	Key in the student code, or alternative ID  or use the 'Lookup' (binoculars) to select a student.  You can only process a leave record for students who have the 'Boarder' field on their student recordset to 'Yes'.
Host	Use the drop-down list to nominate the host for this leave record for this boarder.  Only the approved hosts that have been set up for this boarder on the 'Hosts' tab using program Student Admin > Boarders > Boarder Information > Boarders will be displayed. This is not a mandatory field. Your school may have a policy for recording this information. The information entered here will be stored on the leave record. To make the entry of leave records quicker where a host is entered, the program will automatically set the 'Approved' flag to 'Yes'. It will also automatically insert the name of the residence head/supervisor into the 'Approved by' field. Residence supervisors are setup using program Student Admin > Boarders > Setup Information > Boarders Setup on the 'Residence Head/Supervisor' tab.
Leave Type	Use the drop-down list to nominate the leave type for this leave record for this boarder.  Only the leave types that have been set-up for this boarder on the 'leave Types' tab using program Student Admin > Boarders > Boarder Information > Boarders will be displayed.  A message 'WARNING! Parent has NOT consented to this leave type' will be displayed for any leave type used for this boarder where 'Parent Consent' is 'No' on the leave type record. This is a warning only and will not stop the leave record being entered.
Start Date/ Start Time End Date/ End Time	For certain leave types, these may default to the date and time set-up on the 'Leave Types' tab using program Student Admin > Boarders > Setup Information > Boarders Setup. These defaults can be overwritten. If there are no defaults, enter the date and time for this leave record.
Transport To/Transport Back	These are reference fields to record the mode of transport that the boarder will be using for this leave record.
Approved	Leave this field as 'No' if this leave record requires future approval. Enter 'Yes' for leave records where approval has already been granted.
Approved By	If you entered 'Yes' in the previous field, this becomes a mandatory field. You must enter the name of the person who has approved this leave record.  Click on the icon directly to the right of the field to automatically insert your login name in this field.
Checked Out	Leave this field as 'No' if there is a future check out for this boarder for this leave record. Enter 'Yes' for leave records where the boarder has already checked out or is checking out now.
Checked In	The program does not go to this field unless you have entered 'Yes' in the 'Checked Out' field.  The only time that you would change this to 'Yes' is where you are retrospectively entering a leave record, e.g. The student has gone on leave and come back.
Comment	Enter up to 150 characters to describe this leave record.

Click the 'Save' button to store this leave record. 

Alternatively, click the 'Cancel' button to return to the previous screen without committing this record to the database.

Processing Bulk Leave Entries

Click the 'Bulk Issue' icon to commence this three stepped process.

Step 1

Use the filters available on this screen to select the boarders to be included in this bulk leave record, e.g. All boarders in Year 11.

All the drop-down lists support multi selectable fields. Holding down the 'Shift' key while clicking with your mouse, enables a range selection. Holding down the 'Ctrl' key while clicking, enables multiple individual selections of fields.

Important!

When processing a leave record for a group of boarders, the program will check that all of the boarders that you select have the relevant leave type assigned to them. If they don't, their names will be displayed in Step 3, but the 'Include' checkbox will be greyed out.

Click the 'Next' button to continue to Step 2.

Step 2

Enter the details for this bulk leave record.

Click the 'Next' button to continue to Step 3.

Step 3

The boarders who meet the selection criteria from Step 1 will be displayed.

Any boarder who is to be excluded from going on this leave will have the reason displayed in the 'Exclude' column. Reasons for exclusion may include:

• 'Leave Type' — Not having this leave type allocated against their master record.
• 'Clash' — This boarder already has a leave record for this time. 

'Clash' is an active link so you can drill-down on this to see details on the clashing leave record.

You can further exclude boarders from this bulk leave by unticking the checkbox in the 'Include' column.

Click the 'Unselect All' button to untick all students. You can then use the tick boxes to add back the students for this leave record individually.

When you are satisfied with this bulk leave entry, click the 'GO' button to generate the leave records.

Approving Leave Records

This section describes the process to approve leave records that have already been entered into the system that are not yet approved. 

The status of leave records that require approval is called 'Pending'.

Step 1

Use the 'Boarders Leave' search screen to select the leave records that you wish to approve.

In the 'Leave Options' section of the screen select 'Pending'.

You can also further refine the leave records that will be returned by making selections in the other sections of this selection screen:

• Student Search Criteria.
• Student Options.
• Host Search Criteria.
• Leave Type Criteria.
• Filtering.

Click the 'GO' button to execute the search and display the 'Boarders Leave' list screen with the corresponding leave records.

Step 2

The 'Pending' leave records will now be displayed. At this point, the 'Approve' button is not active.

Select the records that you want to approve. Alternatively, you can click the 'All' button to select all of the records and then deselect those that you don't want to approve.

Step 3

The 'Approve' button is now active. Click this to approve the leave records for the boarders that you selected in Step 2. 

You must now enter the name of the person who has approved these leave records. 

Click on the icon directly to the right of the field to automatically insert your login name in this field.

Click the 'Save' button to complete the approval process.

Processing the 'Checking Out' of Approved Boarder Leave Records

This section describes the process of checking out boarders who have leave records that have already been entered into the system and approved, but are not yet 'Checked Out'. 

The status of these records is called 'Ready to Go'.

Step 1

Use the 'Boarders Leave' search screen to select the boarders who have leave records that you wish to check out.

In the 'Leave Options' section of the screen select 'Ready to Go'.

You can also further refine the leave records that will be returned by making selections in the other sections of this selection screen:

• Student Search Criteria.
• Student Options.
• Host Search Criteria.
• Leave Type Criteria.
• Filtering.

Click the 'GO' button to execute the search and display the 'Boarders Leave' list screen with the corresponding leave records.

Step 2

The 'Ready to go' leave records will now be displayed. At this point, the 'Check Out' button is not active.

Select the records that you want to check out. Alternatively, you can click the 'All' button to select all of the records and then deselect those that you don't want to check out.

Step 3

The 'Check Out' button is now active. Click this to check out the leave records for the boarders that you selected in Step 2. 

Click the 'Save' button to complete the checking out process.

Processing the 'Checking In' of Boarders Who Were on Leave

This section describes the process of checking in boarders who were out on leave.

The status of these records is called 'On Leave'.

Step 1

Use the 'Boarders Leave' search screen to select the boarders who are out on leave.

In the 'Leave Options' section of the screen select 'On leave'.

You can also further refine the leave records that will be returned by making selections in the other sections of this selection screen:

• Student Search Criteria.
• Student Options.
• Host Search Criteria.
• Leave Type Criteria.
• Filtering.

Click the 'GO' button to execute the search and display the 'Boarders Leave' list screen with the corresponding leave records.

Step 2

The boarders who are out on leave will now be displayed. At this point, the 'Check In' button is not active.

Select the records that you want to check-in. Alternatively, you can click the 'All' button to select all of the records and then deselect those that you don't want to check-in.

Step 3

The 'Check In' button is now active. Click this to check in the leave records for the boarders that you selected in Step 2. 

Click the 'Save' button to complete the checking in process.

Viewing/Editing Existing Leave Records

Use the 'Boarders Leave' search screen to search for existing leave records in the database using various search fields.

Searchable areas include:

• Leave Options.
• Student Search Criteria.
• Student Options.
• Host Search Criteria.
• Leave Type Criteria.
• Filtering.

Click the 'GO' button to execute the search and display the 'Boarders Leave' list screen with the corresponding leave records.

'View', 'Edit' and 'Delete' functions are available to modify existing leave records.

Printing a Selection of Leave Records

This 'Boarders Leave' list screen generated by this program using any of the processes outlined above can be printed.

The records on this screen can be re-sorted by clicking on the heading links (the headings with underlines).

You can print this list by clicking the 'Print' icon in the toolbar.

Various sorting and formatting options are displayed, and you can select the type of file and layout you wish to use. Click on 'GO' to create the file.