The Roster Clone/Transfer program allows you to clone or transfer rosters from one Activity/Section to another and charge appropriate fees in the process.
The Clone feature is helpful if you often enroll the same people into more than one Activity and/or Activity/Section. Prior to processing, you can choose which rosters to clone, in the event some family members opt not to be into the "to" Activity/Section. When you clone rosters, the same the enrollees remain in their original section and are also placed into the new one(s).
For Example: You offer After School Drama, which runs Tuesdays and Thursdays from 4:00-5:00p.m during the fall semester (October -December) and then again in the Spring Semester (March - May) and typically the same students enroll into both activities. To eliminate repetitive data entry, you could clone the rosters from the first activity to the second activity. The students would be enrolled into both activities.
The Transfer feature is helpful in the event you want to consolidate multiple activities with small enrollments into one activity with a larger enrollment or in the event you wish to move an entire roster from one activity to another due to a cancellation. When you transfer rosters, the enrollees are taken out of the original section and placed in the new one.
For Example: You might offer three aerobics classes that have a maximum enrollment count of 30 and a minimum of 10. Each of the three activities has fewer than 10 enrollees. You could combine the enrollments of the three activity/sections into one activity/section and remain under your 30 max count. The enrollees being transferred from one section to another would be in the new section only when the process completes.
To Run the Clone Process
- Click the Picklist icons to select your From Section and To Section. Using the example above, you would select your "After School Drama - Fall" as the From Section and "After School Drama - Spring" as the To Section.
- Select Clone as your Process option.
- Click the Drop-down list to select your Fees Option.
- Make selections from the fields on the right-hand side of the screen. Use the "i" and "?" Help icons for field definitions as needed.
- Click Display Rosters. The Roster Records DataGrid will populate with the names of Family Members enrolled in the From Section AND the fields on the top half of the screen will lock.
Notes: Clicking Display Rosters locks the top half of the screen because the process checks the To Section enrollment counts and other criteria. To "unfreeze" the top half of the screen, click the Reset button.
The Override Warning field determines whether enrollees with comments in the "Issues" column will be cloned. If you opt to override warnings, all rosters will be cloned. If you opt not to override warnings, some rosters may not be cloned.
The amount in the Estimated Fees column may not be 100% accurate. If you are copying fees from the From Section, the Fees are accurate; but it using fees on the To Section, then these Fees do not have tax, applicable discounts, fee reductions etc… applied yet.
- In the DataGrid, highlight/select the rosters you wish to clone.
- Click Process and answer Yes to the Challenge Message to complete the clone process. You will be notified when the process completes.
- Enrollment Fees will be charged and household balances will be updated.
- Roster records will be created.
- Receipts generated as a byproduct of the clone process will be available in the Document Center
- Exit the program when done.
To Run the Transfer Process
- Follow the steps above with the following differences:
- Choose Transfer as your Process Option.
- Select a Refund Option. In the event fees in the "To Section" are less than fees in the "From Section," the system will issue a refund to enrollees for the difference.
- Click Process when ready to complete the transfer process. You will be notified when the process completes.
- Enrollment Fees will be charged and household balances will be updated.
- Roster records will be transferred.
- Receipts generated as a byproduct of the transfer process will be available in the Document Center.
- Exit the program when done.
From the bottom of the screen…
Click Display Rosters to have the Roster Records DataGrid populate with the names of Family Members enrolled in the From Section. This option freezes the top half of the screen. To "unfreeze" the top half of the screen, click Reset.
Click Process and answer Yes to the Challenge Message to run the Roster Clone program. You will be notified when the process completes.
Click Reset to clear the Roster Records DataGrid without processing a clone.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
ARRosterClone_Tab1
From Section (ARRosterClone_ComboKey)
You will not visit this field.
This field displays the Activity Section currently selected.
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.
To Section (ARRosterClone_ToSection)
Click the Picklist icon to select Activity Section into which you wish to clone/transfer the Family Members enrolled in the From Section.
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.
Process Option (ARRosterClone_ProcessOption)
Expand the Drop-down list and select your Process Option:
- Clone - This option will Clone enrollees in the From Section" to the "To Section." Upon completion family members will be enrolled in both Sections.
- Transfer - This option will Cancel enrollees in the "From Section" and enroll them into the "To Section." If the Fees for the "To Section" are less than what was paid for the "From Section the excess will be refunded using the Refund Option selected: Refund Apply or Refund Finance.
Fee Option (ARRosterClone_FeeOption)
Expand the Drop-down list and select your Fee Option. Your selection here determines whether you will charge fees based on the original (From) section or based on the section into which you are cloning/transfering rosters (To).
- Use Fees on From" Section - This option will charge applicable enrollment fees into the "To" section based on the enrollment fees linked to the "From" section.
Note: To utilize this option Fees must be linked at the Activity Level of Fee Hierarchy (or higher) and the Fees must be the same Fee Records.
- Use Fees on "To" Section - This option will charge the applicable enrollment fees linked to the "To" section.
Refund Option (If Applicable) (ARRosterClone_RefundOption)
This field is applicable only if your Process Option is Transfer.
Expand the Drop-down list and select your Refund Option. In the event the Fees for the "To Section" are less than what was paid for the "From Section the excess will be refunded using the option you select:
- Refund Apply - The refund will be applied back to the household as a credit in RecTrac. The household balance in RecTrac will be updated accordingly.
- Refund Finance - Your Finance department will ensure the household gets refunded. The household balance in RecTrac will be updated accordingly.
Include Waitlist Enrollments (ARRosterClone_IncludeWaitlist)
Select this option to include any Family Members on the Waitlist in the From" Section. Rosters with a status of "Waitlist" will be "waitlisted" in the "To" section upon completion of the Clone/Transfer. In the event space is available in the "To" section after the clone you can enroll "waitlisted" enrollees as you normally would. This program clones/transferes rosters only; it does not process enrollments.
De-select this option to skip rosters on the Waitlist for the "From" section.
DeleteOverride Warnings (ARRosterClone_OverrideWarnings)
Select this option to have the system override the following Enrollment Warnings when running the Clone/Transfer process:
- Program has already started warnings (i.e. attempting to enroll after an Activity has started).
- Program has already ended warnings (i.e. attempting to enroll after an Activity has passed its ending date).
- Enrollment conflict warnings (i.e. attempting to enroll a family member into a program that conflicts with the family member's enrollment with another Activity).
De-select this option to avoid overriding these warnings. When this option is de-selected, potential enrollments that encounter a Warning will be disallowed, and the enrollment for those family members will be Cancelled.
DeleteInclude Roster Question Answers (ARRosterClone_IncludeAnswers)
Select this option to have Answers to questions linked to the From" section cloned as Answers to questions linked to the "To" section. In the event you wish to change/update Answers to questions after the clone you can process Question/Answer changes as you normally would.
De-select this option to skip cloning Answers from the "From" section.
DeleteEmail Receipt (ARRosterClone_EmailReceipts)
Select this option to have the system email receipts to patrons when running this process.
De-select this option to have the system print a paper receipt for patrons included in this process. To print paper receipts, go to the Bulk Print program and select the Roster Clone/Transfer option.
Note: Options on the Bulk Print program allow you to print paper bills/receipts only for those households/family members that do not have an email address anywhere on their household/family member record in RecTrac OR you may opt to reprint ALL receipts generated by running this process.
Roster Records (ARRosterClone_DataGrid)
The Roster Records DataGrid displays information of Family Members in the From" section who are eligible to be cloned/transferred as roster records into the "To" section. The Status Column displays the roster status in the "From" Section (Enrolled or Waitlist) and the Issues Column displays any conflicts which might keep a roster from being cloned.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Click Reset to clear the Roster Records DataGrid without completing the clone process. This resets the fields above and allows you to make other selections or repeat the process.
Notes: The amount displayed in the Estimated Fees column may not be 100% accurate. If you are copying fees from the From Section the Fees are accurate; but if using fees on the To Section then these Fees do not have tax applicable discounts fee reductions etc… applied yet.