REPORT: STATE OFFICE FINDING OUT HOW MANY OF A SPECIFIC AWARD HAVE BEEN ALLOCATED IN A SEASON AND HOW MANY PROFICIENCIES ARE DONE
To generate a report for the information you need you can do the following
Reports > General Reports > Assessment, Awards & License Reports
Award Type: Current Awards
Output Format: CSV Style (Excel Format)
Branch: All
Organisation: All
Awards: You can either do them 1 by 1 or select the different award types
Award Allocation (Processed) Date – From: 01/07/2023 to 11/02/2024
Display Report: once you have the report in Excel you can then do sub-totals by Organisation.
Proficiencies: you would run the same report but instead of Award Allocation date you would fill in the Proficiency Allocation Date.
You can then do sub-totals for each club when in Excel
- Club level*** – If doing this same report for a club you would sort by Award Date and NOT Award Allocation date.
REPORT: WHO IS PROFICIENT FOR CURRENT SEASON FOR AN AWARD
Reports – General Reports – Assessment, Awards & License Reports
Report Type: Current Awards
Output Format: Select CSV
Click on the ‘advanced search’ button
Status: Active
Registered Season: Type in current season eg: 2023
Award Type: All
Award: Choose the Award from the selection box
Award Expiry Date – From: enter dates as required depending on the search
REPORT: HISTORICAL ASSESSMENT REPORT
Reports – General Reports – Assessment, Awards & License Reports
Report Type: Awards History
Award Type: All
Award: Choose the Award
Either:
1. Award Date From: Awards given for date range
2. Proficiency Date: Proficiency given for a specific Date Range
REPORT –CHECK REQUIREMENTS OF THE AWARD FOR CANDIDATE, TRAINER & ASSESSOR
Reports – General Reports – Assessment, Awards & License Reports
Report Type: Reference: Awards
Award: Choose the Award
Display Report
REPORT – BRANCH TRYING TO FIND OUT WHERE A MEMBER HAS DONE AN AWARD OR PROFICIENCY
Reports – General Reports – Assessment, Awards & License Reports
Report Type: Assessments
Report Output: CSV
Organisation: All
Put in First & Last Name of Candidate
Award Type: All
Award: find the award
Assessment Date: When you run the Assessment Report it is sometime a good idea to put in a large date range in the Assessment Date, eg 01/01/2002 to 01/01/2025. Just in case someone has entered an incorrect date.
Display Report
REPORT: TO FIND OUT WHO IS NOT PROFICIENT IN AN AWARD FOR CURRENT SEASON (CAN BE USED FOR OTHER PROFICIENCIES)
Custom Report
Click ‘Create New Report’
Open ‘General Details’ section and tick checkbox (LHS) for: First Name & Last Name
Open ‘Organisation Membership Details’ section and tick checkbox (LHS) for Status and highlight ‘Active’ (RHS)
Tick checkbox for ‘Registered Season’ (LHS) and type in season eg: 2023 (RHS)
Tick the ‘Age Category’ checkbox (LHS) if the report is for Nippers.
Open ‘Awards’ section.
Tick LHS box for ‘Awards’ – Highlight the name of the award (RHS) eg: Bronze Medallion
Tick LHS boxes “Award Date” & “Proficiency Date” & Award Expiry Date
Download Report in CSV
Once in Excel sort by Award column
Remove any unnecessary Awards in the Award Column
Change back to sort by surname
There will be gaps next to names of people who don’t have proficiencies
REPORT: LIST OF AWARDS GAINED IN A SEASON
Note: This report will show Awards gained by members at any Originating Organisation.
Go to Reports > General Reports > Assessment, Awards & License Reports
Report Type: Current Awards
Output Format: CSV Style (Excel Format)
Status: Active
Registered Season: Leave blank
This can be changed depending on the needs of the club, you can display all Award Types if required including all Units of Competency.
Award Date: 01/07/2012 – 30/06/2023 (or whatever date range is applicable)
Display Report
Once in Excel get rid of all columns not required.
Sort by Award Name.
If you want to get a total of each Award then do a Sub-total based on change of Award Name and do a count.
REPORT: CLUB WANTS TO FIND OUT WHO IS ELIGIBLE/QUALIFIES TO BE RAISED IN AN ASSESSMENT FOR AN AWARD
Go to Reports > General Reports > Assessment, Awards & License Reports
Report Type: Assessment Eligibility
REPORT – CAN’T ADD A MEMBER TO A NEW ASSESSMENT REQUEST IT SAYS THEY ARE ALREADY IN AN ASSESSMENT
Go to General Reports – Assessments, Awards & License Reports
Report Type: Assessments
If searching from SLSA or a state level, and you don’t know where the assessment occurred, set Branch and Organisation to “ALL”
Put in Member ID or First & Last Name
Don’t choose any specific award
Extend assessment dates – eg 01/07/2020 – 30/06/2025
Display Report
This will show any Assessment the member has ever been in and if it is complete or incomplete.
Report – Show when awards expire before 31/12/xx
Reports/General Reports/Assessment and Award reports and select the Current Awards report.
In the Advanced section, you can select specific awards (e.g. Bronze Medallion) and Expiry date range – use 01/07/2019 to 31/12/2020 (for this seasons expiry)
Output to CSV.
If you want to communicate with these members to remind them of when the next proficiency is, use the Communications menu item and use the same filters.
REPORT – RTO NEEDS TO KNOW HOW MANY WERE ENROLLED VS COMPLETED ( C / DNC / DNA / NYC )
Reports/General Reports/Assessment and Award reports and select the Assessments report.
CSV Output.
Advanced Search
If you are at “State”, select “ALL” for Branch and Organisation
Award Type: AQTF Unit of Competency
Awards: Select the Award(s) you are interested in or “All”
Assessment Date – Generally the states need this for the calendar year (e.g. 01/01/2022 to 31/12/2023)
Assessment Type: Award
Assessment Status : Select Completed and Archived
Assessment Result: Select C, DNA, DNC, NYC
Download and use a pivotable to summarise (tick (row labels) Unit Code, Result & (sum value) Member ID)
STATE CENTRES: TRACKING AWARDS CREATED AND ALLOCATED VIA THE MEMBERS AREA
Awards fully processed via the Members Portal are automatically uploaded into the National Membership Database (Surfguard) within a members award file.
To correctly invoice for these awards, State Administrators should run an Award History report:-
Reports > General Reports > Assessment, Award and License Report Reports Type: Awards History Advanced search Output: CSV Style ( Excel Format) Award Type: Service Award Allocation (Processed) Date: insert date range required Display Report Sort the spreadsheet by ‘Processed by’ which will show all awards processed via the Portal
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