Emergency Contacts Tab (Review Internet Submission Window)

You can use this tab to assign an emergency contact role to an existing person already in the J1 database or create a new emergency contact person. Since emergency contacts do not require an ID Number, you do not have to assign an ID Number to create a new emergency contact.

· The Icon column and Associated Emergency Contacts Number column is displayed. Example

If the Submission Type is 'Admissions Application' (330), 'Personal Info Update' (520), or 'Student Request' (530), this tab may be displayed even if no data is submitted for the CM_EMERG_CONTACTS mapping table. If available, this tab contains the same information as the Emergency Contacts window/tabs used throughout J1 Desktop and is used to review any emergency contact information that is included in an online submission that needs to be saved to the CM_EMERG_CONTACTS table in the J1 database. The submitted Emergency Contact information is displayed in the Submitted Emergency Contact Info pane and is read only. Existing Emergency Contact information is displayed in the grid on the right side of the window.

· If the submission includes emergency contact information, the sunburst icon is displayed beside the Emergency Contacts tab label.

· The mapped Emergency Contacts columns that have been submitted with the same Row Value are grouped together.

· The Compare Data button is not available unless a submitted emergency contact is associated with an existing emergency contact, and the Maintenance tab is displayed for the associated Emergency Contact row.

If you delete an Emergency Contacts row before saving the submission data, the ID Number (if it exists) is removed from the Submitted Emergency Contact Info pane, and the icon for the grouping is changed to the Search icon. If you delete an Emergency Contacts row after saving the submission data, the ID Number (if it exists) is removed from the Submitted Emergency Contact Info pane and no icons are displayed.

Maintenance Tab

If a submitted emergency contact is associated with an existing emergency contact that has an ID Number and if the submission contains more information for address codes that do not currently exist for the ID Number, you may see what appears to be inconsistently displayed data on the Maintenance sub-tab. However, you can use the following steps to successfully update the Maintenance sub-tab with additional address codes.

1. On the Emergency Contacts sub-tab, click the Assign icon to associate the submission with the existing emergency contact.

2. Click the Lookup & Compare icon in the Submitted Emergency Contact Info pane for the specific submitted emergency contact to open a second Review Internet Submission window. This second window will show the name and address information for the ID Number defined as the emergency contact person.

3. Save any new address codes or updates to existing address codes, and close the window.

4. The Maintenance sub-tab of the original Review Internet Submission window will be refreshed with all the changes that you saved.

5. Review, edit, and save the emergency contact information for the submitter on the Maintenance sub-tab.

Icons

Each group of emergency contact information in the Submitted Emergency Contact Info pane may or may not have one of the following icons displayed next to the emergency contact name:

Icon	Description	Explanation
	Search	For each emergency contact displayed in the left pane, you can determine if the name already exists in theJ1 database (NameMaster table). If an emergency contact in the Submitted Emergency Contact Info pane does not match any of the existing contacts displayed in the Existing/New Emergency Contacts pane, you can click the Search icon beside the emergency contact being reviewed. Clicking this icon runs a duplicate name search using the submitted information for the emergency contact. If one or more matches are found, the Duplicate Name Search window opens and displays all of the existing ID Numbers that match the submitted information. You can select a row and click the Select Match button or click the No Match - New ID button to create a new ID Number, or click the Cancel button to return to the Review Internet Submission window. If one or more matches are found by the Duplicate Name Search process and you select one of the matches and click the Select Match button, the ID Number of the selected emergency contact is displayed in parentheses at the right side of the submitted emergency contact person's relationship to indicate that an assignment has been made. The Search icon changes to a Lookup & Compare icon and the Create New icon is removed. The Assign icon is changed to an Unassign icon in the right pane of the Emergency Contacts sub-tab, and the Maintenance sub-tab is displayed by default and shows the submitted data. If no matches are found by the Duplicate Name Search process or if you click the No Match - New ID button on the Duplicate Name Search window, a second Review Internet Submission window opens and the mapped columns on the Name tab are automatically populated with the submitted information. Once the information is saved on the Name tab for the emergency contact, the Address and Biograph tabs on the second Review Internet Submission window are enabled and display the remaining submitted data for the new ID Number, which also can be saved. When the second Review Internet Submission window is closed, the first Review Internet Submission window displays the newly generated ID Number in parentheses at the right side of the emergency contact person's relationship to indicate that an assignment has been made. The Search icon is also changed to a Verified Data icon (green check mark) to indicate that the data was verified, and the Create New icon is removed for that submitted emergency contact. The Assign icon is changed to an Unassign icon in the right pane of the Emergency Contacts sub-tab, and the Maintenance sub-tab is displayed by default and shows the submitted data.
	Lookup and Compare	Assigning an emergency contact with an ID Number to a submitted grouping allows you to verify if the submitted data for the specified ID Number is correct in the J1 database. You can click on the Lookup and Compare icon in the left pane to check the submitted information for the emergency contact against the information for the specified ID Number in the database. When you click on the Lookup and Compare icon, a second Review Internet Submission window is displayed and allows you to view the differences between the submitted data and the J1 database data and determine which values to save for that ID Number. Only the Name, Address, and Biograph tabs are available. Once the data is reviewed and any required changes saved to the J1 database, you can close the secondary Review Internet Submission window, which changes the Lookup and Compare icon to the Verified Data icon. The data on the initial Review Internet Submission window is refreshed based on the updated values and the submitted information is displayed on the Maintenance sub-tab.
	Verified Data	This icon is displayed after you have already checked the submitted data against the J1 database data for the specified ID Number. You can do nothing more with this data unless it is unassigned from the selected Emergency Contact row.
	Create New	This icon allows you to create a new Emergency Contact row without first assigning an ID Number. Clicking this icon creates a new row on the Emergency Contacts sub-tab and displays the submitted data on the Maintenance sub-tab. The Create New icon is removed from the left pane, and the Search icon is replaced with the Verified Data icon in the left pane.

Each group of emergency contact information in the right pane may or may not have one of the following icons displayed next to the emergency contact name:

Icon	Description	Explanation
	Assign	Clicking this icon for an existing Emergency Contact row allows you to associate the emergency contact person for that row to the selected emergency contact person in the Submitted Emergency Contact Info pane. You can click the Assign icon to associate the submitted emergency contact grouping to the selected Emergency Contact row in the Existing/New Emergency Contacts pane. After clicking the Assign icon, the icon next to the selected Emergency Contact row changes to the Unassign icon (the diagonal red squares connected by red lines). If there are differences between the submission and the existing row, the sunburst icon is displayed on the Maintenance sub-tab and beside each column where there is a difference. Once the data is reviewed and any required changes saved to the J1 database on the Maintenance sub-tab, the icon next to the selected Emergency Contact row changes to the Unassign icon (the diagonal red squares connected by red lines) on the Emergency Contacts sub-tab. NOTE: Another assignment cannot be made to an Emergency Contact row in the Submitted Emergency Contact Info pane if it has already been assigned to an Emergency Contact row in the left pane. If you try to assign a new emergency contact to a row in the Submitted Emergency Contact Info pane that already has been assigned an emergency contact, the following message is displayed: "The selected submission data has already been assigned. Please Unassign the row before trying to assign another row to the selected submission data."
	Unassign	Clicking on this icon allows you to remove the link between an existing Emergency Contact row (i.e., any corresponding ID Number) and an emergency contact person listed in the left pane. If an ID Number is associated with the selected Emergency Contact row, the ID text (ID: xxx) is removed from the related emergency contact in the left pane that has been associated with the selected Emergency Contact row in the right pane. The Lookup & Compare or Verified Data icons in the left pane are removed, and the Search and Create New icons are displayed for the selected emergency contact person.
	Unassign/New	Clicking on this icon allows you to remove an assignment associated with a new Emergency Contact row in the right pane. The following message will be displayed: "Removing this assignment will delete the newly created CM_EMERG_CONTACT rows, but it will not delete any NameMaster, BIOGRAPH_MASTER, and/or AddressMaster rows that may have been created with the submitted data. Continue?" If you click No, the process is aborted. If you click Yes, the removal of the assignment continues. The Emergency Contact row is deleted from the right pane. If the ID Number is associated with the selected Emergency Contact row, the ID text (ID: xxx) is removed from the related emergency contact in the left pane that has been associated with the selected Emergency Contact row in the right pane. The Lookup & Compare or Verified Data icon in the left pane is removed, and the Search and Create New icons for the selected emergency contact person is displayed.

Mappings

Use the Manage Mapping Tables window to view the available and active mapping tables and columns. When you select table from the Available Tables drop-down list box, a list of columns available for mapping appears in the Mapping Columns grid. For the model tables used in Admissions, most of the columns are available for mapping.

Columns that are not available for mapping include these:

· The logging columns (such as JOB_NAME)

· Columns that are typically updated automatically through the code (such as NameMaster.DTE_CONFIRMED and CANDIDATE.COUNSELOR_INITIALS)

· Columns that would most likely not be asked of a candidate on an application or inquiry (such as AddressMaster.POSTNET_BARCDE_ZIP)

How To

When a Personal Information Update or Student Request submission is processed via the Process Internet Submissions window in J1 Desktop, any submitted data for the three contacts with the highest priority in CM_EMERG_CONTACTS for the student are displayed on the left side of the Emergency Contacts tab of the Review Internet Submission window, allowing you to compare the submitted information with the existing information.

If a submitted contact matches an existing contact on the right side of the window:

1. Select the submitted contact on the left, and select the corresponding existing contact on the right.

2. Click the red squares icon for the existing contact to associate the submitted contact with the existing one.

3. At this point, you can click on the Maintenance tab to compare the differences between the submission data and the database data.

a. If differences exist between the submitted contact and the existing contact, a yellow sunburst icon will be displayed on the Maintenance tab and the same icon will be shown next to each piece of data that is different.

i. For an associated contact where differences exist, you can choose to save the submitted data for the existing contact (simply by clicking the Save toolbar button).

OR

i. You can use the Compare Data button to choose which data pieces to save for the contact.

ii. After your selections are complete, close the Compare Data window.

iii. Click the Save toolbar button.

b. If no differences exist, no sunburst icons will be displayed.

If a submitted contact is completely new:

1. Click on the green plus icon for the submitted contact in order to create it as a new contact with no associated ID Number.

2. Once a new Emergency Contact row has been created, click the Save toolbar button to save the new Emergency Contact row.

OR

1. Click on the question mark icon for the submitted contact in order to search for an existing ID Number that matches the submitted emergency contact's name.

a. If a match exists, the Duplicate Name Search window opens, showing any ID Numbers that match. You can then select the matching ID Number or generate a new ID Number. Selecting an existing ID Number generates a new Emergency Contact row with the ID Number.

b. If no match exists or if you choose to generate a new ID Number after retrieving matches on the Duplicate Name Search window, a second Review Internet Submission window opens, showing the submitted information for the emergency contact. You can then save the information to a new ID Number, in which case a new Emergency Contact row is created using the generated ID Number.

2. Once a new Emergency Contact row has been created, click the Save toolbar button to save the new Emergency Contact row.

When all of the submitted contacts have been saved as a new contact or associated with an existing contact and the desired data saved, the sunburst icon will be removed from the Emergency Contacts tab.