The Program Link from New Section screen allows you to set up the Provider as a "mini-CDC." This screen creates a Facility for the Provider and an Activity into which children in the Provider's care will be enrolled.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
To Add a New Provider Program
- Determine the Activity Code you will use.
- Click the Picklist icon for Activity Code. You will continue to the Activities DataGrid.
- If you know your Provider numbering scheme you can enter the first two digits in the Activity Code field on the DataGrid and press the <Tab> key. The DataGrid should bring you to the first Provider number.
- Scroll down until you find the last Provider number, make a note of that number, then click the X on the upper right-hand corner of the DataGrid.
- Type the next available 6-digit Activity number into the Activity Code field, and press the <Tab> key.
- Enter "01" in the Section field, and press the <Tab> key. The Section will always be "01."
- Type "Year" in the Season field, and press the <Tab> key.
- Enter the current calendar year in the Year field, and press the <Tab> key.
- Skip the Category field.
- Click the Picklist icon for Activity Type and select your Provider Activity Type. Generally speaking this should be either "FCC" or "CDH."
- Skip the Activity SupType field.
- Click the Picklist icon for Facility Class and select your Provider Facility Class. Generally speaking this should be either "FCC" or "CDH."
- Enter the Provider's last name in the Facility Locationfield.
- If this Location Code has been used already, then you will get a warning when you try to leave the screen. This means you have another Provider with the same last name. To resolve this, you might consider using the Provider's last name and first initial of the first name or last name and full first name.
- You can insert dashes ( - ) or spaces, if desired. The system will not allow special characters.
- Click the Combo Box icon for Permissions and select the Permissions Code that you want linked to the Activity and Facility.
- Click Save. You will return to the previous screen. Make sure the Program Links DataGrid gets populated with information accordingly.
From the bottom of the screen….
Click Save to save your changes. You will return to the previous screen.
Click Cancel to return to the previous screen without saving any changes.
CYProviderNewSection_Tab1
Site Code (ARActivity_SiteCode)
When Enterprise Site Management is enabled on your License profile this field is mandatory.
Select the Site Code for this item. Sites are business segments within an enterprise organization. Associating a Site with items allows for reporting on item availability and transaction history by business segment.
Site records are maintained in Site Management.
DeleteSite Area (ARActivity_SiteArea)
You will not visit this field.
This field displays the Site Area for the Site linked to this item. The Site Area on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Areas are maintained in System Code Management. Type = Site Area. They are linked to Sites in Site Management.DeleteSite Category (ARActivity_SiteCategory)
You will not visit this field.
This field displays the Site Category for the Site linked to this item. The Site Category on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Category Codes are maintained in System Code Management. Type = Site Category. They are linked to Sites in Site Management.
DeleteActivity Code (CYProviderNewSection_ActivityCode)
Enter the Activity Code you wish to use for this Provider in this field. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you do not know the Activity Code then you can determine it using the Picklist.
- Click the Picklist icon. You will continue to the Activities DataGrid.
- Enter the first two digits of your Provider numbering scheme in the Activity Code field on the DataGrid and press the <Tab> key. The DataGrid should bring you to the first Provider number.
- Scroll down until you find the last Provider number make a note of that number then click the X on the upper right-hand corner of the DataGrid.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Section (CYProviderNewSection_Section)
Enter 01" in this field. The Section will always be "01." This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Season (ARSection_Season)
Select the appropriate Season Code for this section. This is a mandatory field for the default Vermont Systems design. Your design may vary. The value in this field (along with the year) is stored on any enrollment activity visit miscellaneous posting instructor payment or refund records that are created. Vermont Systems recommends being as accurate as possible when selecting season codes for your activity sections as the processes of archiving rosters recovering rosters and purging rosters are dependent on a season code and year.
Note: When a section is archived the record is coded as the Activity Code + Section Code + Year + Season. When an activity is archived the system creates an exact copy for each section with "next year" in the Year field so if you archive an activity that with a Season and Year of Fall 20xx the new Activity Section will have the same Activity Code Section Code and Season Code; and the Year will 20xy.
See Also: Topic Doc - Archiving Rosters.
DeleteYear (ARSection_Year)
Enter the Year stamp for this section. This is a mandatory field for the default Vermont Systems design. Your design may vary. Vermont Systems recommends entering a Year for your activity sections as the processes of archiving rosters recovering rosters and purging rosters are dependent on a Season code and Year.
The value in this field (along with the season) is stored on any enrollment activity visit miscellaneous posting instructor payment or refund records that are created.
Notes: When a section is archived the record is coded as the Activity Code + Section Code + Year + Season. When an activity is archived the system creates an exact copy for each section with "next year" in the Year field so if you archive an activity that with a Season and Year of Fall 20xx the new section will have the same Activity Code Section Code and Season Code; and the Year will 20xy.
This field is disabled when the Continuous option selected.
See Also: Topic Doc - Archiving Rosters.
DeleteCategory (ARActivity_Category)
Select the Category Code for this activity, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in &SASYSTEMCodeMain_help">System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Type (ARActivity_TypeCode)
Select the Type code for this activity, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in &SASYSTEMCodeMain_help">System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Subtype (ARActivity_SubType)
Select the SubType code for this activity, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in &SASYSTEMCodeMain_help">System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Facility Class (FRFacility_FacilityClass)
Select the Facility Class for this facility. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing facility you will not visit this field.
The Facility Class identifies/represents "what uses" or the "type of uses" the facility has (i.e. classroom gym pool etc.).
DeleteLocation Code (FRLocation_FacilityLocation)
If you are creating a new Location, enter your Facility Location Code in this field. Codes may be alpha and/or numeric.This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing Facility you will not visit this field.
A Facility Location Code specifies where the facility is located. Typically this is the physical location. For best results your Location Code should be representative of this. For Example: If the Location is the Bedford Falls Community Center you might enter BEDCC.
Note: Facility Classes and Locations must be created in the database before you can setup individual Facility Codes.
Permissions (ARSection_Permissions)
Select the Permissions code(s) you want to apply to this Section.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the &SAProfile_permissions_permissions_help#table_permissions">Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Note: Activity Permissions can be set at the Activity level or at the individual Section level. This is determined by your setting in the Maintain Section Permissions field on the Static Parameters profile • Activity Settings group. The options in that field are:
- At Activity Level - Permissions are set at the Activity Level and apply to all sections within the Activity. This is the default option.
- At Section Level (Custom Screen Required) - Permissions are set at the Activity Section Level and apply only to the section to which they are linked. This option requires a Custom Activity Section Update Screen.