Instructions for using the Excel workbook EligibilityInputForm template

Transcription

1 Instructions for using the Excel workbook EligibilityInputForm template ALWAYS start with the workbook template found on the WTCS EMS website. Remember that there are specific instructions for getting the completed workbook to Arleen. You will find those instructions on the last page of the instructions. To access the new form, please use the link and the password that was ed to your training center coordinator. Contact Arleen if you have not received the password. When you click on the link of the WTCS EMS webpage you may see a screen that warns of a website security certificate error, do not worry about this, just click on Continue to this website. This will bring you to a password page, where you will need the password that was ed to your training center (password is case sensitive). Enter the password and hit enter or click on the arrow. You will now see a list with the EligibilityInputForm file. Double click on the name to open the file and complete with the instruction below. You will not be making any changes to the template. When you open the template, Excel will make a copy naming it by default EligibilityInputForm1.xlsm. Every time you open the template directly you will get a new copy and current. When opening the Office 2010 or higher you ll get the Security Warning Macros have been disabled warning. Click the Options button: Change the Security Alert Macro to Enable this content and click OK Revised 1/5/18 Page 1

2 The toolbar buttons appear in the Add-Ins tab: This Excel Workbook uses macros to do its work. Fortunately Excel will remember this setting (on the computer you are using). If you open the template from a new or different computer you may have to reset this setting. Once you ve changed this setting, close Excel (and answer No if it asks you to save changes). Then re-open the template. Revised 1/5/18 Page 2

3 Excel should open up a copy of the template that looks similar to this: This is the primary worksheet that you will enter data on. The other worksheet you will enter information on is the Evaluators worksheet. Directions for the entries in rows 6 through 22: Sponsoring Agency: (enter your district/training center) Key Contact (i.e., EMS supervisor) You can enter up to 6 Classes (A/B/C/D/E/F): Location: (City the course was held in) Beginning Date: Ending Date: Instructor: (Lead instructor only) The following 4 items refer to the practical exam: Examination Date: Chief Examiner: Examination Host: (PERSON to contact if questions about the exam) Examination Site: (city the exam is held in) Revised 1/5/18 Page 3

4 Directions for entering candidates: Please DO NOT use punctuation on this worksheet as that affects how the macro works. Last Name and First Name: Enter the last name and first name of the candidates, middle initial is optional. You do not have to alphabetize the list yourself, when you get to the smiley face, the program will alphabetize for you. Using a comma to add a suffix (i.e., Jr) will delete the first name and replace it with the suffix: Last Name First Name SS Number DOB MM/DD/YYYY Address City State Zip Class Pd 1) Bloe Joe 5/16/ Main St Anytown WI A 2) Doe, Mary 10/31/ Oak St Somewhere WI B 3) (smiley icon will move first name into First Name column or anything else, if you use a comma) 4) Train District SS Number: The Social Security Number should be entered in the SS Number column. When typing the number you do not need to use dashes. As you type you will not see the number. However, the number will appear in the text box following the fx: 1) 2) Last Name First Name SS Number DOB MM/DD/YYYY Address City State Zip Class Pd Train District This is done to prevent the Social Security Number from appearing on printed copies of this worksheet. Accuracy is very important for verification with NREMT. DOB MM/DD/YYYY: Enter the candidate s date of birth. This is a key identifier in our records. Address, City, State, Zip: Enter these fields in the columns provided. Class: Pd: Enter the class letter for each candidate, from your district/training center, based on classes listed on the top of the page (A/B/C/D/E/F). For all candidates testing from out of district/training center or retesting see instructions for filling in the Train District column below. This column is only for your use to record if payment has been received, or what station(s) are being retested. Train District: 1) If the candidate is an original candidate from your district/training center you may leave this area blank. 2) If the candidate is an original candidate from another district/training center, type in the district/training center acronym not the site code. 3) If the candidate is taking an Initial Retest or Station Retest enter the district/training center acronym from which they gained eligibility for testing. Revised 1/5/18 Page 4

5 4) If the candidate is a total retest candidate enter the district/training center acronym from which they gained their eligibility for testing. This includes any candidates that are retesting from your own district/training center. Candidates who have not completed their course: Must be submitted on a separate Eligibility List when they have completed their course work, including clinical hours. Candidates who have completed their course but are not testing: Must be submitted on the Eligibility List so when they do test I will have a record of their eligibility. Directions for entering Evaluators (on the Evaluator Worksheet) Type in the person s name, what room they will be working in and a phone number where that person can be contacted if the WTCS Office has questions. Saving your work Presumably you will be entering this data piecemeal adding candidates to the roster a few at a time. When you ve entered some candidates and wish to save the worksheet, go to File, Save As and save the file as an.xlsm. If you save it without the M you will disable the macros and have to start over. It is acceptable to complete the list all at one time. Once you have completed entering everyone and have run the smiley face icon. Save the file locally (your desktop makes transferring easier) and then upload it to FileZilla (see SFTP instructions for directions). I ask that you use your training center acronym or name and the testing date for the file name. Completing the worksheets Once the eligibility sheet is completed and you are ready to fill out the Roster, Pass/Fail, Dispatch, Signature and Evaluators worksheets, go to the Add-Ins toolbar and then click the smiley face icon. Clicking this icon will: Revised 1/5/18 Page 5

6 Sort the Eligibility list by Last Name and First Name (including moving any thing after a comma into the First Name column) Fill in the candidate information in the other worksheets: o Dispatch: o Pass-Fail: o Roster Revised 1/5/18 Page 6

7 o Signature o Evaluators Be sure to complete the appropriate information on the Evaluators worksheet. These sheets may be printed using your local printers. Please print Pass-Fail, Roster, Signature, Evaluators and Dispatch (if you are using dispatching) and have them available for the Examiner. Be certain that the signature page has been signed by the district/training center training coordinator prior to giving it to the Examiner. Even if the lines do not print you must sign this page. Revised 1/5/18 Page 7

8 Creating a System office copy of the Eligibility worksheet Once you have completed entering everyone and have run the smiley face icon. Save the file and then upload it to FileZilla (the SFTP instructions). I ask that you use your training center acronym or name along with the date for the file name. You may save the file as an.xlsm or.xlsx. I prefer an xlsx. SFTP instructions 1: download a program that can connect to file servers securely if you don t already have one (such as Filezilla ). Link to Filezilla client: 2: Where Prompted for information to connect to a server, input the following information: Host/Address: Port:990 Username: EMStest (Password: See from Arleen) 3: Click on connect, If prompted to accept security cert, accept it. 4: you are connected to the server, you will receive an error at the top stating: failed to retrieve directory listing. This is normal and you may still upload your documents despite being unable to view them. (above: normal message indicating directory listing failure) 5: to upload your document, simply drag and drop to the right side window labeled: Remote Site. Revised 1/5/18 Page 8

9 6: If you would like to ensure transfer, the successful transfers tab at the bottom can let you see that. (located at the bottom of the client) Your file is transferred! If you get a transfer fail message, contact Arleen as the file may have transferred. Revised 1/5/18 Page 9