The CYMS Bulk Pass Transfer program allows you to transfer a range of Pass Codes (i.e. CY-CHILD to CY-SAC) by Program, by Household or by Individual Family Member. When run, this program cancels the child's current ("old") pass and transfers the registration to the new pass using the same Original and Expiration Dates on the "old" pass. The system cancels the "old" pass as a byproduct of the process. There are no fees associated with this transfer. However, any fees owed on the "old" pass (i.e. late pick up fees, fees owed for hourly care, etc…) will be transfered to the new pass. This program offers a number of run options, which are discussed below, but the general intent is to provide a fast and efficient method of transferring passes for a group of children who are migrating through your CYMS program.
For Example: At the CDC you have a Part Day Pre-School (PDPS) room with 16 children enrolled in it. Some of these children are four years-old, and some of them are five years-old. Each child holds a CY-CHILD and a CY-MZZ pass. In late August, at the end of summer camp, the five year-olds start Kindergarten. As such, they will leave the CDC and go into your Before and After Kinder programs at the SAC. Therefore, each child going into Kindergarten will need a CY-SAC pass instead of a CY-CHILD pass. Using this program, you can populate the DataGrid with your PDPS roster, choose only those children who are heading into Kindergarten, and transfer their CY-CHILD pass to a CY-SAC pass in one process. The CY-SAC pass will get its Expiration Date from the CY-CHILD pass, and the CY-CHILD pass will be cancelled. The children will retain their CY-MZZ pass, and no changes will be made to it.
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 Run the CYMS Bulk Pass Transfer
- Click the Picklist icon for Old Pass Code and make your selection. Using the example above, you would select "CY-CHILD."
- Click the Picklist icon for New Pass Code and make your selection. Using the example above, you would select "CY-SAC."
- Expand the Drop-down list for Add Option and make a selection.
THEN
Make a selection in the following field. Your Add Optiondetermines the following field.- Household - You will transfer all passes for the Household(s) you select.
- Family Member - You will transfer passes for the individual child/children you select.
- Section - You will transfer passes by program roster.
- When all fields are populated, click Add. Children who meet your search criteria will populate the DataGrid below.
- Repeat steps 3-5 as needed to populate the DataGrid with the children whose pass you wish to transfer.
- Review the DataGrid. If there are children in it whose pass you do not wish to transfer, then highlight/select those records and click Remove Selected Using the example above, you would highlight/select all of the four year-olds in your PDPS room and remove them from the DataGrid because they are staying at the CDC and not going to the SAC.
- Click Process, when ready, to run the Bulk Pass Transfer. The Notification Center will alert you when the process completes.
- The CYMS Bulk Pass Transfer report is generated as a byproduct of this process. It is placed in the Document Center. Click Here to See a Sample Report
From the bottom of the screen…
Click Process to run the Bulk Pass Transfer. The Notification Center will alert you when the process completes.
Highlight/select records in the DataGrid and click Remove Selected to delete those records from the DataGrid.
CYMSBulkPassTransfer_Tab1
Old Pass Code (CYMSBulkPassTransfer_OldPassCode)
Select the Pass Code from which you wish to transfer. For example, you want to transfer CY-CHILD passes to CY-SAC passes. You would select CY-CHILD" in this field. TThis 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.
New Pass Code (CYMSBulkPassTransfer_NewPassCode)
Select the Pass Code into which you wish to transfer. For example, you want to transfer CY-CHILD passes to CY-SAC passes. You would select CY-SAC" in this field. 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.
Add Option (CYMSBulkPassTransfer_AddOption)
Expand the Drop-down list and select your Add Option.
THEN
Make a selection in the field that appears. The Add Option you select here determines which field appears.
THENClick Add to populate the DataGrid.
- Household - You will transfer all passes for the Household(s) you select. When this option is selected, you will choose Households from the following field. When you click Add any children in that household who hold an Active-status pass of the Code listed in the Old Pass Code field will populate the DataGrid. For Example: Your Old Pass Code is CY-CHILD." When you select a Household then any family member in that Household who holds an Active-status CY-CHILD pass will be included.
- Family Member - You will transfer passes for the individual child/children you select. When this option is selected you will choose individual Family Members. When you click Add the Family Member you select will be added to the DataGrid. The Family Member must hold an Active-status pass of the Code listed in the Old Pass Code field.
- Section - You will transfer passes by program roster. When this option is selected you will choose a Program/Room. The DataGrid will be populated with all children currently enrolled in that room. For Example: You select your Part Day Pre-School Room. There are 16 children enrolled in that room. When you click Add all 16 names will be transferred to the DataGrid.
Household (CYMSBulkPassTransfer_HHPicklist)
This field is applicable only if your Add Option is "Household."
Click the Picklist icon to select a Household.
THEN
Click Add. Any children in the selected household who hold an Active-status pass of the Code listed in the Old Pass Code field will populate the DataGrid.
Repeat as needed to select additional Households.
DeleteActivity/Section (CYMSBulkPassTransfer_ARPicklist)
This field is applicable only if your Add Option is "Section."
Click the Picklist icon to select an Activity Section (i.e. a Room).
THEN
Click Add. The DataGrid will be populated with all children currently enrolled in that room.
Repeat as needed to select additional Sections/Rooms.
DeleteFamily Member (CYMSBulkPassTransfer_FMPicklist)
This field is applicable only if your Add Option is "Family Member."
Click the Picklist icon to select a Family Member.
THEN
Click Add. The Family Member you select will be added to the DataGrid.
Repeat as needed to select additional Family Members.
DeleteRecords to Process (CYMSBulkPassTransfer_DataGrid)
The Records to Process DataGrid screen lists all Family Members who meet your search criteria. Scroll up/down to view all the records. Scroll left/right to view the details.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Delete