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Term | Definition |
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Confirmation Period | A time period which schools set, and during which student contacts are asked to check, update and confirm their families 'My Details' in Community Portal. |
Community Member whose My Details are being confirmed | The Community Member whose My Details need to be confirmed. Referred to as Confirmee in Maint, Note: Listed in the ID column of the Maint tab of Current Student Maintenance and the Name column of Audit and Action Centre messagesmessage. |
Confirmer (Approver) | The Community Member who is confirming the My Details of another Community Member (or themselves). |
Fully Confirmed | When a Community Member has confirmations for all of the My Details Groups in a Confirmation Period, with the confirmations being in the periods open to close dates, then they are Fully Confirmed in that Confirmation Period. |
Impersonation | Community Portal allows staff to log-in "as" a family member and impersonate a family member. While impersonating they have the ability to do all functionality that the impersonated family member can. |
My Details | My Details - a tab in Community Portal in which are listed the personal details of family members. Community members identified as approvers are able to edit and confirm My Details. |
My Details Group | My Details are grouped in to 'like' Groups, eg Personal Information, Medical and Immunisation information, Census Information, etc. |
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- Every confirmation transaction activity made, who made it and who it was made for
- The nightly status of every Confirmee Community member whose details need to be confirmed for every Open and Active Confirmation Period they are in
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Field | Description | ||
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Seq | The sequence number of the Confirmation Period row in the Look Up table. | ||
ConfirmationDescription | Description of the Confirmation Period | ||
OpenDate | Date from which the Confirmation Period will appear in Community Portal, Synergetic Application, Synergetic Web, Action Centre Messages, Reports, etc | ||
RequiredDate | From this date the school considers any outstanding My Details confirmations as overdue. On 'Required Date' the 'Portal Message Overdue' header banner displays in Community Portal. | ||
PortalCutOffDate | An in-built extension to Required Date; between Required Date and up to and including the Cut-Off Date, non confirmed Community Members are considered late, but can still make confirmations. The 'Portal Message Overdue' displays in Community Portal as a header banner. | ||
CloseDate | The last day upon which the Confirmation Period will appear in 'Confirm Details' tabs in SynMain and Synergetic Web. | ||
Campus | Only students and their Contacts from this Campus will be included in the Confirmation Period as ConfirmeesCommunity members whose details need to be confirmed. Either All (blank) or one Campus only, can be selected. | ||
YearLevelFrom | Only students and their contacts in this Year Level or higher will be included in the Confirmation Period as confirmees Community members whose details need to be confirmed. | ||
YearLevelTo | Only students and their contacts in this Year Level or below will be included in the Confirmation Period as confirmees Community members whose details need to be confirmed.
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PortalMessage | This message will display as a header banner in Community Portal from Open Date to the day before Required Date. Message can include a html link in the form: <a href="https://www.w3schools.com/SynergeticCommunityPortal/MyDetails.aspx">Please confirm all My Details for your family.</a> | ||
PortalMessageOverdue | This message will display as a header banner in Community Portal from Required Date up to and including Portal Cut-Off Date. Message can include a html link in the form: <a href="https://www.w3schools.com/SynergeticCommunityPortal/MyDetails.aspx">Please confirm all My Details for your family.</a> | ||
IncludeCurrentStudentsAndContacts | Include Current students and their student contacts in the Confirmation Period. Student contacts are included if one or more of the Include SC flags below is On. | ||
IncludeFutureStudentsAndContacts | Include Future students and their student contacts in the Confirmation Period. Student contacts are included if one or more of the Include SC flags below is On. | ||
IncludeAllSCContacts | Include all types of student contacts for students included in the Confirmation Period. (If this Flag is on, this flag overrides the next 4 Include contacts flags | ||
IncludeLivesWithContacts | Include student contacts marked as living with the student. * See Note | ||
IncludeParentContacts | Include student contacts marked as parents of the student. * See Note | ||
IncludeMailContacts | Include student contacts marked as mail contacts of the student. * See Note | ||
IncludeReportsContacts | Include student contacts marked as receiving reports on the student. * See Note | ||
IncludeOtherConstits | ** Reserved for future use. Not currently in use. ** | ||
ConfirmStudentPersonal | Include the My Details Group - 'Personal' for students in the Confirmation Period. If 'On', Personal information will need to be confirmed for students included in the Confirmation Period. | ||
ConfirmStudentMedical | Include the My Details Group - 'Medical' for students in the Confirmation Period. If 'On', Medical information will need to be confirmed for students included in the Confirmation Period. | ||
ConfirmStudentImmHC | Include the My Details Group - 'Immunisation and Health Care' for students in the Confirmation Period. If 'On', 'Immunisation and Health Care information will need to be confirmed for students included in the Confirmation Period. | ||
ConfirmStudentReqs | Include the My Details Group - 'Requirements' for students in the Confirmation Period. If 'On', 'Requirements the student has will need to be confirmed for Students included in the Confirmation Period. | ||
ConfirmStudentAbilities | Include the My Details Group - 'Abilities' for students in the Confirmation Period. If 'On', Student Abilities will need to be confirmed for students included in the Confirmation Period. | ||
ConfirmStudentLegal | Include the My Details Group - 'Legal' for students in the Confirmation Period. If 'On', Legal information will need to be confirmed for students included in the Confirmation Period. | ||
ConfirmStudentCensus | Include the My Details Group - 'Census' for students in the Confirmation Period. If 'On', Legal information will need to be confirmed for students included in the Confirmation Period. | ||
ConfirmContactCommunityPersonal | Include the My Details Group - 'Personal' for student contacts in the Confirmation Period. If 'On', Personal information will need to be confirmed for student contacts included in the Confirmation Period. | ||
ConfirmContactCommunityAddresses | Include the My Details Group - 'Addresses ' for student contacts in the Confirmation Period. If 'On', the Address of student contacts included in the Confirmation Period will need to be confirmed . | ||
ConfirmContactCommunityOccupation | Include the My Details Group - 'Occupation' for student contacts in the Confirmation Period. If 'On', the Occupation of student contacts included in the Confirmation Period will need to be confirmed . | ||
ConfirmContactCommunityCensus | Include the My Details Group - 'Census' for student contacts in the Confirmation Period. If 'On', the Census of student contacts included in the Confirmation Period will need to be confirmed . | ||
ActiveFlag | Whether the selected Confirmation Period is active. | ||
ModifiedDate | Date Confirmation Period last modified. | ||
ModifiedUser | User Confirmation Period last modified by. |
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This is a Community Member who meets the requirements of a Confirmation Period; and is thus, someone who must have their My Details confirmed. Such a Community Member is sometimes referred to as a Confirmee. If If such a Community Member has all of their My Details Groups within a Confirmation Period confirmed, then they are fully confirmed.
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- A sequence number for the confirmationWho the Confirmee was
- Community member whose details need to be confirmed
- What My Details Group was confirmed
- When the confirmation is "As At"
- Who the Confirmer was
- When the confirmation actually happened
- Who actually made the confirmation
- A Reason for the confirmation
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- A Confirmer logs into Community Portal
- the system determines who of the family requires confirmation (confirmees) and displays them, based on the Community Portal configuration
- A Windows tab or Synergetic Web Confirm Details row is loaded
- the system determines which, if any, Confirmation Periods and confirmations should be displayed
- A report is run; or
- the system determines the Confirmation Period specific contents of the report when the report is generated
- An Action Centre message is generated, etc
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When a confirmation meets the requirements ( Who | What | When ) of a Confirmation Period, ie:
- Confirmee fits Community member fits the Confirmation Period, eg Current Student | Year 11 | Campus S
- My Details Group fits the Confirmation Period, ie luConfirmationOfDetailDates column is 'On', eg StudentPersonal is ticked
- Confirmation Date, is between Open and Close Dates
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Key | Description |
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(1) | The Portal Message / Portal Message Overdue banner. |
(2) | Family members who are Confirmees with details need to be confirmed will have an Action Required or a Confirmed. If neither a or a displays this means either that the Confirmee community member is not in the Period, or the family is fully confirmed. |
(3) | My Details will have an Action Required or a Confirmed. If neither a or a displays, this means either that the Confirmee community member is not in the Period, or the family is fully confirmed. |
(4) | This banner instructs the Confirmer on what to do, and names the My Details Group and Confirmee community member selected. |
(5) | "Awaiting confirmation" - At least one member of the family has at least one My Details Group not yet confirmed. |
(6) | Confirm banner is where the confirmation is made by the Confirmer ticking the box and clicking confirm. The banner names the My Details Group and Confirmee community member selected. |
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Synergetic Application and Synergetic Web
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Open Confirmation Periods sub tab
For the Student (as Confirmeea Community member with details to be confirmed) and their Student Contacts (as Confirmers) display all open and active Confirmation Periods, and their current status. (For image see above.)
Key | Item | Description | ||||||||||||||||
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(2) | Open Confirmation Periods sub-tab > Confirmation Periods (Student) grid | Displays all open and active Confirmation Periods, and their current status, for the Current Student.
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(3) | Open Confirmation Periods sub-tab > Confirmation Periods (Student Contacts) grid | Displays all open and active Confirmation Periods, and their current status for the Student Contacts of the Current Student
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(4) | Add Confirmations button | Clicking Add Confirmation opens the Manual Confirmation window. Clicking cancel at any time closes the Manual Confirmation window. The user selects / enters the:
When the details have been selected / entered the 'Confirm' button is clicked This displays a final Confirm window:
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(5) | Remove Confirmations button | Clicking Remove Confirmation opens the Remove Confirmation window. The name of the confirmee student is displayed. Clicking cancel at any time closes the Manual Confirmation window. To remove a confirmation, the user chooses selection criteria, hits Refresh to display potential 'for removal' confirmations, selects the confirmations for removal, enters a removal reason and clicks remove. Step by Step:
The 'Confirm Remove Confirmation' window is displayed: This displays a final Confirm window:
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(6) | Launch Community Maintenance | Click to launch into Community Maintenance. |
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Student Confirmation Status sub tab
For the Student (as Confirmee) display Displays all the latest confirmation detaildetails for the selected student.
All of the My Details Groups (Personal, Medical etc) relevant to the student are displayed. Each My Details Group shows:
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Column Name | Description | Source table |
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Date/Time | The Date/Time the maintenance row was inserted. | My Details Confirmation Audit table |
Audit table Seq | There is an Audit table underlying Maint tab. This field is the sequence number of the Maint row in the Audit table. | My Details Confirmation Audit table |
Action Type |
| My Details Confirmation Audit table |
Confirmee ID | ID of the Community Member | My Details Confirmation Audit table |
Confirmer ID's | The list of those Community Members:
| My Details Confirmation Audit table |
Confirmation Period |
| lu Confirmation Of Details Dates |
Personal Status | Nightly Audit
Confirmation
Confirmation Removal
| My Details Confirmation Audit table |
Medical Status | ||
Imm & HC Status | ||
Reqs Status | ||
Abilities Status | ||
Legal Status | ||
Census Status | ||
Address Status | ||
Occupation Status | ||
Triggered By |
| My Details Confirmation Audit table |
Modified Date |
| My Details Confirmation History table |
Modified By |
| My Details Confirmation History table |
History table Seq |
| My Details Confirmation History table |
Action |
| My Details Confirmation History table |
Confirmed Date |
| My Details Confirmation History table |
Confirmed By |
| My Details Confirmation History table |
Confirmation Flag Name |
| My Details Confirmation History table |
Reason |
| My Details Confirmation History table |
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Name | Code | Descripiton | |||||
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Confirmation Periods Open and Empty | COM_ConfirmationPeriodsEmpty_I | This information message is for Staff and is a report that lists any open Confirmation Periods for which there are no Community Members meeting the Confirmation Periods that are between their 'Open' and 'Close Dates' are included. The message will be created by an overnight process and sent to all users that are subscribed to this message type. The message runs nightly and reports the status as at run time. If there are no open, empty Confirmation Periods, no message is sent.
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Confirmations Made Recently - Daily | COM_ConfirmationsMadeDaily_I | This information message is for Staff and is a listing of Confirmations made:
The message will be created by an overnight process and sent to all users that are subscribed to this message type. If no Confirmation has been made during the report period no message is sent. If the report runs between 8 am and midnight, it will not pick up any confirmations made between run-time and midnight.
for all confirmations that meet the above criteria | |||||
Confirmation Periods Open Status - Daily | COM_ConfirmationsDaily_I | This information message is for Staff and shows the confirmation status of all Community Members included in Confirmation Periods which have not yet reached the Required By Date. The message will be created by an overnight process and sent to all users that are subscribed to this message type. The message runs nightly and reports the status as at run time. If there is no Active, Current Confirmation Period, no message is sent. Confirmation Periods that are between their 'Open' and 'Required By' Dates are included.
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Confirmation Periods Overdue Status - Daily | COM_OverdueConfirmationsDaily_I | This information message is for Staff and shows the confirmation status of all Community Members included in Confirmation Periods which are past the Required By Date. The message will be created by an overnight process and sent to all users that are subscribed to this message type. The message runs nightly and reports the status as at run time. If there are no active, Confirmation Periods past their required by date, no message is sent. Confirmation Periods that are between their 'Required By' and 'Close Dates' are included,
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Audit Table column |
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MyDetailsConfirmationAuditSeq |
ActionDateTime |
ActionType |
ConfirmeeIDID |
ConfirmerIDs |
luConfirmationOfDetailsDatesSeq |
PersonalStatus |
MedicalStatus |
ImmHCStatus |
ReqsStatus |
AbilitiesStatus |
LegalStatus |
CensusStatus |
AddressStatus |
OccupationStatus |
MyDetailsConfirmationHistorySeq |
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