BYU Off-Campus Housing Tracking System. OCH Procedures Manual

Transcription

1 BYU Off-Campus Housing Tracking System OCH Procedures Manual June 7, 2006

2 Table of Contents Logging Into the Online System... 3 Landlords/Agents/Owners... 3 Add an employee into the system... 6 Delete an employee from the system... 7 Assign rights to an employee... 8 Change an employee s permissions View a log of permissions that have been changed Landlord Performs a Mandatory Check of Tenants Check tenants View updated Tenant Checklist counts Informational Features of the Online System Check Address Compliance Updating a facility s web site address within the online system

3 Logging Into the Online System Landlords/Agents/Owners Each person associated with a BYU Approved property will be able to log onto the online system and view information regarding property associated with his/her Net ID. 1. To log in, go to the Off-Campus Housing page ( 2. Click on the Off-Campus Housing Portal link. 3. When prompted, log in using your Net ID and password. A new page will open. 4. Click on the Landlord link, then click on the OCH Online Administration link. 3

4 5. A page with a summary of your information will open. Verify your information. If your information is incorrect, update it by clicking the Update button at the bottom of the page. This button will take you to the Personal Information page in Route Y where you can update your information. Return to this page when you have finished. (To return to this page you must follow the links available on the Off-Campus Housing home page, again.) 6. To access information (including employee lists/permissions and tenant checklists) for a particular property, click on the Facilities tab on the OCH Online Administration page, then click on the address of the property whose information you would like to view. 4

5 Assigning Rights to Employees When you click on the address of a facility to view information relevant to that facility, you are taken to the OCH Facility Information screen. The default screen displays the Tenant Checklist tab. 1. Click on the Management tab. This tab shows information such as Management Company, Owner, Agent, Local Agent, and Other Employees. 5

6 The following are definitions for the terms used in the online system: Management Company: a company that manages a property for an owner. Owner: the person who actually owns the property. Agent: someone who acts in the place of an owner. This may be a management company, but may also be an individual. Local Agent: someone who may be contacted in case of emergency, but does not necessarily have any other responsibilities. Other Employees: people who work for large complexes or management companies but do not necessarily work directly for the owner. Landlord: refers to the owner or to the specific person the owner has asked to run a certain facility The rights to work within the online system are automatically given to the owner of a facility. However, owners/landlords will often desire to have employees view or edit information online regarding the facility these employees are associated with. In order to accomplish this, the owner/landlord must first add employees into the system, and then assign these employees the appropriate permissions to work within the system. The following instructions will detail how to accomplish both of these tasks. Add an employee into the system 1. Start from the OCH Facility Information page, Management tab. 6

7 2. Make sure that you will be adding employees to the correct facility by verifying the Facility Name located at the top of the screen. Note: If you own multiple facilities and would like to add employees to all of them, you must do so on a facility-by-facility basis. For more information on adding employees to other facilities, see step 7. Once you have verified that you will be adding employees to the correct facility, you may begin to add employees to your list. 3. Under the Other Employees section in the New employee Net ID field, type the Net ID of the employee you wish to add into the system and click the Add button. 4. The OCH Facility Information page will reload. If necessary, reselect the Management tab. The employee you entered will have appeared in the Other Employees list. 5. Repeat steps 3 and 4 for each employee you would like to add into the system for this facility. 6. As an owner, you can also add a Management Company, Agent, or Local Agent by clicking the appropriate Add button. The OCH Facility Information page will reload. If necessary, reselect the Management tab to view the change or to add another employee. 7. If you have finished adding employees to one facility s list and would like to add employees to another facility s list, click the Return to Online Administration Page button located at the bottom of your screen. When the Online Administration page opens, click on the Facilities tab and then click the address of the next facility for which you wish to access information. Delete an employee from the system 1. Navigate to the OCH Facility Information page, Management tab. 2. First, make sure that you will be deleting employees from the correct facility by verifying the Facility Name located at the top of the screen. 7

8 Note: If you own multiple facilities and would like to delete employees from all of them, you must do so on a facility-by-facility basis. For more information on deleting employees from other facilities, see step 5. Once you have verified that you will be deleting employees from the correct facility, you may begin to delete employees from your list. 3. Simply click the Delete button next to the name of the employee you wish to delete, then click OK to confirm the deletion. 4. The OCH Facility Information page will reload. If necessary, reselect the Management tab to view the change or to delete another employee. 5. If you have finished deleting employees from one facility s list and would like to delete employees from another facility s list, click the Return to Online Administration Page button located at the bottom of your screen. When the Online Administration page opens, click on the Facilities tab, then click the address of the next facility for which you wish to access information. Assign rights to an employee After you have added all of the appropriate employees into the system under the correct facility, you may assign rights to the employees. These rights will allow employees to have access to view or update information as you specify concerning that facility. 1. Navigate to the OCH Facility Information page, Management tab. 2. First, make sure that you will be assigning rights to employees of the correct facility by verifying the Facility Name located at the top of the screen. Note: If you are the owner/landlord of multiple facilities, you must specify rights for employees on a facility-by-facility basis. For more information on accessing information for other facilities, see step 9, below. 3. On the bottom of the same screen (OCH Facility Information screen, Management tab), click the View Access Authorizations button. The Authorize Access page will open. From this page you can assign permissions to employees. 4. Using the dropdown menu provided, click on the blue down arrow to select a task for which you wish to assign permission. a. Tasks for which you can assign permissions include: i. Facility Information: view/update the facility s web address as recorded within the Off-Campus Housing online system ii. Tenant Checklist: view/update the tenant checklist iii. Authorize Access: view/update permissions for other employees 8

9 5. Using the dropdown menu provided, click on the blue down arrow to select an employee you wish to assign task permission to. 6. Next, select whether you want the employee to be able to View (see) the information for the task or to be able to Update (edit) it by clicking the appropriate radio (circular) button. 7. Click the Authorize Access button. 8. Click the Save Changes button located at the bottom of the list. 9. If you have finished giving permissions to employees from one facility and would like to give permissions to employees from another facility: a. Click the Return to Facility Information Page button located at the bottom of the list. The OCH Facility Information page will open. 9

10 b. Next, click the Return to Online Administration Page button on the OCH Facility Information page. c. When the Online Administration page opens, click on the Facilities tab, then click on the address of the next facility for which you wish to access information. Change an employee s permissions 1. Navigate to the Authorize Access page. 2. Changes can be made to the tasks already assigned an employee by editing the employee s information directly within the list of created permissions. For instance, you can change employee rights (Status) from view to update or vice versa by clicking on the alternate radio button. An employee can also be deleted from assigned tasks. Deleting a person from an assigned task will remove their authorization to complete the task, and can be done by clicking on the checkbox in the Delete column. 3. To process and save any entries or changes, click the Save Changes button located at the bottom of the list. You must click the Save Changes button to record any changes you have made! View a log of permissions that have been changed 10

11 1. From the Authorize Access page (where you assign rights to employees), simply click on the View Log button located at the bottom of the page to open the permissions log. The Authorized Access Log that reports what permissions have been adjusted will open and look like this: 2. You may sort the information in the log by employee, task, status, action, updated by, or dated updated. To do so, simply click on the heading name you wish to sort by. 11

12 Note that a small white triangle will appear next to the heading you have sorted by. The default sort is by date updated. 3. When you are done viewing the log, click the Return to Authorize Accesses button if you wish to return to the page where you can assign/change access permissions, OR click the Return to the Facility Information Page button if you wish to return to the page from which you can access the Tenant Checklist ( Tenant Checklist tab) or add additional employees ( Management tab). Landlord Performs a Mandatory Check of Tenants The mandatory Landlord Tenant Check can be completed online or offline. If a landlord does not have access to a computer and is unable to complete the checklist online each semester or term, the checklist can be completed by fax or phone. In these cases, an Off-Campus Housing (OCH) employee will need to enter the data for the landlord. Every student must be verified as living in BYU-approved off-campus housing for each semester to avoid fines and registration holds. Check tenants 1. The Landlord or Proxy (someone who has been given the appropriate rights by the landlord) first selects a facility needing the tenant check by starting at the Online Administration page, clicking the Facilities tab, and then clicking on the address of the desired facility. 2. Clicking on the address will open the OCH Facility Information page to the Tenant Checklist tab. 12

13 The Tenant Checklist tab shows information about the Tenant Checklist Deadline : when the tenant checklist must be completed, Tenant Checklist Status : how many student records have been checked, Tenant Checklist Method : how the checklist is to be completed, and the Tenant Checklist Person : the person responsible for ensuring that the tenant checklist is completed for this particular facility. 3. Using the dropdown menus: 1. Click the blue down arrow for Tenant Checklist Method and choose Online. 2. Click the blue arrow for Tenant Checklist Person and choose the name of the person that will be ensuring that the checklist is completed. (1) (2) 4. Click the Save Changes button located at the bottom of the page. 5. Now click on the button on the page labeled View Tenant Checklist. 13

14 The Tenant Checklist page will open: Note the control bar at the top of the list: 14

15 6. Use the dropdown menu for the Year-Term field to select the correct semester for which you are performing a tenant check. Click the Change button next to the Year-Term field to view the list of students claiming to live in your facility for that semester. 7. Verify each student-tenant occupancy by clicking the Lives Here or Doesn t Live Here button next to each student s name and information. 8. If needed, add comments in the Comment field for clarity. 9. Click the Save Changes button at the bottom of each page to record your answers. Warning: If you scroll through page after page of tenants checking Lives Here or Doesn t Live Here WITHOUT clicking the Save Changes button at the bottom of EACH screen, the system will not record all of your changes! 10. Landlords/proxies are not required to complete the entire tenant checklist in one sitting; instead, they can click the Save Changes button and return to the list another time. 11. You may sort the information in the list by tenant name or tenant address. To do so, simply click on the heading Tenant Name or the heading Tenant Address. Note that a small white triangle will appear next to the heading you have sorted by. The default sort is by tenant name. 12. Use the Verification Status dropdown menu to sort which students are shown in the tenant list. This option is useful if you want to view only those students whose status has not been verified yet ( Unknown ). Simply choose an option, then click the associated Change button. 13. Use the Students Per Page dropdown menu to adjust how many students are shown per page. Simply choose a number, then click the associated Change button. 15

16 14. Use the Previous and Next buttons on the control bar to move through the tenant checklist pages. 15. When you save the changes to the checklist, the system will update the OCH Facility Information page ( Tenant Checklist tab) according to the information for the current semester. OCH will be notified of counts and checklists with added comments. View updated Tenant Checklist counts 1. From within the Tenant Checklist, click the Save Changes button located at the bottom of the page. 2. Next, click the Return to Facility Information Page button, also located at the bottom of the page. 3. You will be returned to the OCH Facility Information page, Tenant Checklist tab. 4. View the Tenant Checklist Status to see how many tenants have been verified as living in this facility, how many have been recorded as not living in this facility, and how many remain to be determined. 16

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18 Informational Features of the Online System Check Address Compliance Landlords will be able to use a housing search to verify if their properties are BYU approved. To access this search: 1. Go to the BYU Off-Campus Housing web site at 2. Click the Landlord Tools link 3. When prompted, log in using your Net ID and password. A new page will open. 4. Click on the Check Address Compliance link. Note: Students will also be able to search whether properties are BYU-approved or not by clicking on the Approved Housing Search link available on the Off-Campus Housing home page ( 18

19 There are three ways landlords can use the Approved Housing Search to find an address: 1. Name/Type Search, 2. Street Address Search, and 3. Simple Search. Each of these searches is accessible from its corresponding tab located on the Approved Housing Search main page. In addition, each of these three searches can use the optional search criteria of Gender, City, and Unit #. For any of the three search methods, if the address you enter is not found, you will receive an error message. If the address you enter is found, a list of the facilities and units that match the search will be displayed. From this page you can view the address of the facility and use the Mapquest links provided to view the location of the facility, as well. 19

20 Name/Type Search methods 1. Click on the Name/Type Search tab. 2. If you know the housing type you are looking for, use the Housing Type dropdown menu to search by Apartment Complex, Condominium/Townhouse, or Other Property. 3. A search can also be performed by the first letter of the facility name. The Select a letter search can be used alone or in conjunction with the Housing Type search. 20

21 4. A third way to search on the Name/Type Search page is by Facility Name. 5. Once you have set the search requirements, click the Search button to perform the search. Street Address Search If you know all or a part of an address, you can use the Street Address Search. 1. Click on the Street Address Search tab. 2. Enter the numbers, street direction, and/or street name desired to search for the facility. 21

22 Simple Search If you prefer to type the address to check if it is approved, you can use the Simple Search. 1. Click on the Simple Search tab. 2. This search allows you to enter an address without constraints and see if the facility is listed as approved. Updating a facility s web site address within the online system Landlords may update their facility s web site address as it appears in the Off-Campus Housing Online system. 1. Go to click on the Landlord Tools link. 2. Enter your Net ID and password when prompted. 3. Click on the Landlord link, then on the OCH Online Administration link. 22

23 4. On the OCH Online Administration page, click on the Facilities tab. 5. Click on the address of the facility whose web address you would like to update. 6. You will be taken to the OCH Facility Information page. Click on the Facility tab. 7. In the Web Site field, enter the facility s web address. 8. Click the Save Changes button located at the bottom of the screen. 23