Editing Personnel Database/Format

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documented.
documented.
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== CallOutPriority ==
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== Status ==
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<code>CallOutPriority=</code> changes the order of people
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You'll noticed that the
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with a group.
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It can for instance be used to order the Emergency Callers
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in the sequence they prefer.
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The value is an integer.
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<Joined Type="Member" Start="1997-03-04" />
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Lower values are presented first.
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If you don't want to specify a value, don't include <code>CallOutPriority=</code> at all.
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has changed to
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The default value of 999 will then be assumed.
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== OpStatus ==
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<Status Type="Member" AsOf="1997-03-04" />
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One of the fields is called OpStatus, for Operational Status. We aren't
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required to keep a history for this, so there is only 1 line of
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current information. OpStatus can be:
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'''Emergency''' - an Emergency Response Member
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This is getting ready for the new organizational membership
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classifications.
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'''Resource''' - a Resource Member
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Once we know the membership type for people you'll add new
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entries for them.
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'''Non''' - a Non-Responding Member
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For instance, in my membership record you currently have lines
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== BirthDate ==
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like:
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The BirthDate field is used for reporting for WCB coverage
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and determining operational status policy (must be 18 to be an Emergency Response Member).
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The format should be YYYY-MM-DD
 
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== Phone ==
 
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Example:
 
<pre>
<pre>
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<Phone Location="Work"
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...
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Format="Live"
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</Equipment>
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Number="627-2460" />
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</pre>
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'''Phone''' elements list phone numbers that can reach the person.
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<Status Type="Member" AsOf="1997-03-04" />
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The '''Number''' is required. It gives the phone number.
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<Participation> 1997-03-04 (mtg)
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Don't use a blank number for an unused entry. Just delete the entire Phone record.
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...
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You don't have to give the area code if it's 403. And you shouldn't add a 1 if it's long distance. If there's an extension that's needed, add it after the phone number.
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The '''Location''' is optional. It gives a brief description of where the person is being called. Standard locations are abbreviated on the call-out sheet:
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* '''Work''' becomes "w:"
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* '''Home''' becomes "h:"
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* '''Cell''' becomes "c:"
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If you use another value for location, it will appear as is e.g. "Calgary:"
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If a person wants to indicate that their home number is also a cell number, they can have multiple Phone elements with the same Number.
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<pre>
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<Phone Location="Home"
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Number="627-2460" />
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<Phone Location="Cell"
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Number="627-2460" />
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</pre>
</pre>
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will appear on the call-out sheet as "h/c:627-2460".
 
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Numbers should be listed in the order that the person wants them to be called by the call-out people.
 
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E.g. if I always have my cell phone on, I would list that number first.
 
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The numbers may also be called by a machine as part of PCSAR's automated call-out system.
 
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If that is used, all numbers are likely to be called simultaneously.
 
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There may be some numbers that shouldn't be called by machine,
 
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for example, those that are answered by a receptionist who wouldn't know who to transfer the call to.
 
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In that case you can add <code>'''Format="Live"'''</code>. '''Format''' is optional.
 
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There's also an old <code>'''Format="Fax"'''</code>
 
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which we don't really use any more but is available if you want to record a fax number.
 
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== Training ==
 
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The training section are the lines between
 
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<Training>
 
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and
 
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</Training>
 
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Add lines in free form for major courses and certifications the person has received.
 
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=== Criminal Record Review ===
 
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For the criminal records check add a line to the training section like:
 
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<Qualify What="Criminal Record Review" AsOf="2015-01-20" By="Claus Burchert"/>
 
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Recording who reviewed the Criminal Records statement and when they did it.
 
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== Status ==
 
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Each member record has one or more Status lines. E.g.
 
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<pre>
 
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<Status Type="Applicant" AsOf="2012-01-04" />
 
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</pre>
 
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These elements indicate when the person applied for membership,
 
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when it was granted, and when they ceased to be members.
 
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They also show when the person changed their membership status,
 
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e.g. going from "Associate" to "Voting".
 
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The Alberta Society Act requires us to keep
 
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track of this information, even for past members.
 
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So we should never delete or change existing "Status" elements,
 
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only add new ones with a newer date.
 
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In other words, do not change the type and date of an existing Status element;
 
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instead add a new one.
 
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The Type can be '''Member''' for very old records
 
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before the club decided to have separate '''Associate''' and '''Voting''' classes.
 
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All current members long been classified
 
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as either Associate or Voting,
 
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so for long standing members you might see something like:
 
When you classify me as a "Voting" member you'll add a line to
When you classify me as a "Voting" member you'll add a line to
Line 131: Line 50:
</pre>
</pre>
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which shows when they were classified as Voting.
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If I stopped attending meetings in 2002, and then dropped out
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If the member stopped attending meetings in 2002, and then dropped out
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all together in 2003 you might have lines like this:
all together in 2003 you might have lines like this:
Line 152: Line 69:
...
...
</pre>
</pre>
 +
The reason why we keep this information is that when we become a
 +
society, the Society Act requires us to keep it.
The possible values for Type are
The possible values for Type are
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'''Member''' - a member before we started distinguishing Voting and
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"Member" - a member before we started distinguishing Voting and
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Associate. This should never be used for new Status elements.
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Associate.
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'''Voting''' - Voting Member
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"Voting" - Voting Member
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'''Associate''' - Associate Member
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"Associate" - Associate Member
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'''Non''' - Past Member, i.e. no longer a member. When a person is
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"Non" - Past Member, i.e. no longer a member. When a person is
no longer a member, they're automatically ignored. So it doesn't
no longer a member, they're automatically ignored. So it doesn't
matter, for instance, if they are listed as being part of a
matter, for instance, if they are listed as being part of a
committee or not.
committee or not.
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'''Applicant''' - not yet a member, but wants to be. Use this when
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"Applicant" - not yet a member, but wants to be. Use this when
entering information off a new form before the board has approved
entering information off a new form before the board has approved
the new member.
the new member.
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Just a reminder... the society act requires we keep track of at
Just a reminder... the society act requires we keep track of at
what date members had different member status. That means you can
what date members had different member status. That means you can
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not change <Status> entries. You can only add new ones.
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not change <Status> entries. You can only add new ones. I'm
 +
adding back the original <Status>'s that you changed.
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== Committee ==
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== OpStatus ==
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Each member can be part of one or more committees (or none).
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By recording the committees the member is a part of, they will automatically be added to the mailing list for that committee.
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Add committees, by adding lines like:
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I've also added a new Field called OpStatus, for Operational Status. We aren't
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<Committee Name="Board" Role="President"/>
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required to keep a history for this, so there is only 1 line of
 +
current information. OpStatus can be:
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The currently defined committees are:
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"Emergency" - an Emergency Response Member
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* Board
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* Training
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* Membership
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* Preplan
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* Equipment
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* Fundraising
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* Audit
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* Caller (Call-Out Committee)
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The Role is optional; it doesn't have to be included, but if stated
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"Resource" - a Resource Member
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should be one of:
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board elected positions:
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"Non" - a Non-Responding Member
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* President
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* Vice President
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* Secretary
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* Treasurer
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* Secretary/Treasurer
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* Director
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board appointed positions:
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I've set everyone to "Emergency" for now, as that is how we are
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* RCMP Liaison
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treating most of our members. You can change them as you get
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* Emergency Services Liaison
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updates from Jackie.
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* Staff
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committee appointed positions:
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Up until just now, a member was listed as Resource Only if they
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* Chair
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are marked as CallOut="no".
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* Co-Chair
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After our new policy last year, it should be about whether the
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OpStatus is "Emergency", "Resource", or
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"Non". Your e-mail has prompted me today to fix the script so it
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uses OpStatus= instead of CallOut=. CallOut= is now irrelevant, and I'll remove
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it before giving it back to you.
== Part and Activity ==
== Part and Activity ==
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I'd suggest you use "Board Mtg." rather than "Reg. Mtg." to
I'd suggest you use "Board Mtg." rather than "Reg. Mtg." to
distinguish the board meeting (18:00 -- 19:00) from the general
distinguish the board meeting (18:00 -- 19:00) from the general
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meeting (typically 19:00 -- 19:15).
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meeting (typically 19:00 -- 19:05).
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== Activity ==
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== CallOutPriority ==
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<Activity> appears in the list of [[Activities]].
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<CallOutPriority> replaces
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Each line looks like:
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<CallOutCallerOrder>. It changes the order of people
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<pre>
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with a group. I've used it to put Janet Costa ahead of Lynn Bruder
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<Activity Date="1995-09-21"
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in the Callers group.
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Description="mtg"
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Type="Admin" />
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</pre>
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;Date
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: is the date of the activity.
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;Description
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: is a description of the activity.
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;Type
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: is the type of the activity. We track this to be able to produce different types of reports. Possible values are:
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:;Incident
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:: a call-out that we responded to. These count towards maintaining a person's SAR Fundamentals certification.
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:;Other Group Incident
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:: a call-out that the member responded to, but not as a member of PCSAR. Members can record their participation in these types of incidents to show that they are maintaining their SAR Fundamentals certification.
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:;Mock
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:: a mock incident that we attended. These also count towards maintaining a person's SAR Fundamentals certification.
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:;Train
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:: a training event other than a mock search. Organizational meetings for training (training committee meetings) aren't training; they're Admin.
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:;Post Incident
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:: activities that follow up an incident. Critiques, CISM, reviews with the tasking agency.
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:;Public
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:: public outreach and prevention events
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:;Social
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:: social events: barbeques, celebrations
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:;Admin
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:: administration activities. Anything that keeps the organization running but isn't a response or training: board meetings, preplan meetings
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:;Fundraising
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:: any activity which was to raise funds for the organization
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