Individual Form
 

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Individual Student 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 field “Find Student ID” is a lookup field.  Simply enter the number of the student you’d like information on and hit return.  That student’s record is returned.  Name and number information is located at the top of the form. 

By default, only active students are included in the record set.  Click the "Active and Inactive" radio button to include all students in the database.

The form is divided into five tabs.

  1. Case History Information tab—All information can be edited that is in a white box.  Most information is provided at the time when the new case history is added.  The “Case History Information” memo field is designed to provide special information in narrative form about the child that will print on the case history folder.  The “Internal Information” memo field is for internal in country use.  The photo file path appears below the photo.  Two special fields have been added in SMP2007:

    • Sponsorship Override check box--Put a check mark in the box if the student is new, but you would like to treat the student as if he were sponsored.  This will include the student on the Payments to School reports.  Note: Once a Sponsorship Override student is sponsored, the check mark should be removed from this field.

    • On Hold--Put a check mark in the box if the school status of the student isn't known.  Students "on hold" will not appear on Payments to School reports.  "On hold" is used frequently of students in sixth grade who may or may not continue in school.  NOTE:  The "On Hold" check box has been added to replace the "On Hold" option for the "school status" field, which is no longer available.

    • What is the School Status Field?  The purpose of the “School Status” field is to provide information about the relationship of a student to the school.  The options are:  “Active,” “Withdrawn,” “Graduated,” “Transferred,” and “Hold.”  The normal status code for students currently involved in the program is “Active.”  When a student leaves school or transfers to a different school, the status codes “Withdrawn,” “Graduated,” and “Transferred” are used to indicate the reason why the student (and his number) left school.  There are some cases when the school status of a student may not be known and and therefore the possibility of not providing support to his school.  The school status code “Hold” can be used in these cases.  Students with school status “Hold” will not appear in the payment to school reports, but will appear in all other lists.  A report of those who have school status code “Hold” is available at Lists, Projects, Labels; Students On Hold button.

  2. Sponsor Information tab—is used to control sponsor assignments, change the sponsor code of the child (for non-LACC sponsorship), record the date of sponsorship, and when applicable the date the scholarship will begin (for countries that use the school payment feature) and an amount if the “variable per student” option is selected in the funding system for the child’s school.
    • Sponsor information includes both present and former sponsors, indicated by whether or not the "Date Closed" field has a date or not.  Current sponsor name and address information is shown (the record will have the "Date Closed" field empty).

  3. Withdrawal/ Transfer Information tab.  Note: Withdrawals and transfers are not processed on this tab.  However, this information is provided for reference purposes.  In some cases, 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 LACC Springfield has not yet processed the withdrawal sent to them. 

    • Students who have a number in the “Old Student ID:” field transferred from another school to their current school.  Children who have a number in the “New Student ID:” field have transferred to another school.  Thus, these fields provide a key link for students with multiple student numbers.

  4. 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.

  5. Giving tab.  Provides a history of all birthday (class 43), sponsorship (class 45) and special gifts (class 72) from all sponsors to the student.  This information is not manually entered on the field.  It is data processed through the monthly "mdb" file.  See Process MDB.