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Student Information Form
This form may be used to view and modify most student information. If a photo is registered in the database, it will also be displayed. The student number and school information cannot be changed. The Search field is used to look up a specific student by his or her student number. The student number, name fields, photo (if the student has a photo file in the registered path) and photo path are shown in the left column of the form.
By default, only active students are included in the record set. Click the "Active and Inactive" radio button located below the photo area to include all students in the database.
The form is divided into six tabs.
Case History tab. Information in white boxes can be edited by the user. Most of this information is provided at the time when the new case history is added. The Other Case History Information is a memo field designed to provide special information in narrative form about the child that will print on the case history promotional folder. The “Internal Information” memo field is for internal in-country use.
There are two fields that have special uses relating to the Payment to Schools feature in SMP2011:
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Sponsorship Override check box. This field relates to the Payment to Schools system located on the Payments tab on the School Information form, specifically to schools that use either the "Sponsored and Previous ONLY" or "Sponsored Only" funding systems. When a student with Sponsorship Code "New" has a check mark in the Sponsorship Override check box, the per student sponsorship amount will be included in the payment to the school and reports to the school as if he were sponsored with the note "Sponsorship Override." Note: Once a Sponsorship Override student is sponsored, the check mark should be removed from this field.
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On Hold check box. Students with "On Hold" checked will not appear in the payment to school reports, but will appear in all other lists. A report of those who are "On Hold" is available on the Student Reports form, School tab.
The Case History tab also includes a series of date fields that provide historical information are used as controls for certain SMP processes. This tab also shows Sponsorship Program and Secondary ID, two fields that are used when a country has a sponsorship program other than LACC. The Permanent LACC Number is also shown.
Sponsor Information tab. Shows Sponsor Code, original Sponsorship Date, Date Payment Began (applicable to Payment to Schools option), Sponsorship Amount (if the "variable per student" option is checked on the School Information form, Payment tab), First Letter date, First Letter Received check box, Date First Letter Sent to SCO and sponsorship history. Current sponsor information is shown to the right of the sponsorship history sub-form.
While editing is allowed, typically this information is managed by the SCO. However, for countries that other sponsorship programs, this information can be manually updated.
Withdrawal tab. Withdrawals are not processed on this tab.
Reverse Withdrawals. In some cases, however, withdrawals may be reversed by erasing the information from the “Withdrawal Date,” "Date Withdrawal Sent" and “Reason for Leaving” fields, and by changing the “School Status” field from “Withdrawn” to “Active.” This can only be done when SCO has not yet processed the withdrawal sent to them. Please consult with your reprepresentative before reversing a withdrawal.
Transfer tab. The transfer process has been moved from the Processes area to the Transfer tab on the Student Information form. Transfers are now processed individually. The transfer process no longer creates a separate student number record, closing the previous student number record. Instead, a new Student Number is added to the Student's Permanent Number record and the previous Student Number is ended. Follow these steps to transfer a student from one school to another:
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Select the NEW SCHOOL where the student is attending from the drop-down box.
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Press the Generate New Number button. The New Student Number will appear below the button.
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Press the Transfer Student button.
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Press the Update Photo Files button. This changes the name of the photos files (both Head and Shoulders and Full Body) to the new student number and updates the photos registry.
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Press the Upload Transfer Information button
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Press the Send Email Advisory button. This opens an email message to be sent to SCO, alerting them of the transfer.
Letters/ Gifts tab. Provides a history of letters and gifts sent from the sponsor to his student, as well as whether the student has acknowledged the letter or gift with a letter to his sponsor. Letters and gifts are not entered on these sub-forms. They are provided for reference. Only the field "Ack?" on the Letters sub-form and the fields "Ack?" and "Gift Purchased" on the Gifts sub-form may be edited. A check in the "Ack?" field indicates the receipt of a letter from a student to his sponsor.
Donations tab. Provides a history of all birthday (class 43), Christmas (class 44), sponsorship (class 45) and special gifts (class 72) from all sponsors to the student. This information is not manually entered on the field. Instead it is imported during the processing of SCO files.