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FAQ – Frequently Asked Questions

These are some Frequently Asked Questions (FAQ). Click on a question to be taken down to the answer, or simply scroll down the page to read all the questions and answers.

 

Program Overview

 

User Account / Login Management

Signing Up to Work Shifts

Viewing My Hours Worked and Upcoming Sign-Ups

Validation of Hours Worked

Security & Privacy Considerations

 

 

Program Overview

Am I required to volunteer?

Our service hours program can be a win/win program for all of us. However, if you would prefer not to volunteer your time, you will be billed $10 per required service hour according to the agreement outlined in your school student registration & tuition contract.

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How many volunteer hours are required?

If you have one child in our school, you must volunteer 30 hours; if you have two or more children in the school, you must volunteer 45 hours. This year’s service hours cycle runs May 1, 2016 through March 31, 2017.

 

Please note: Service hour minimums have been reduced this year due to the delayed roll out of this program. Next year the amounts will revert to 35 hours for families with one child and 50 hours for families with two or more children, and the service hours cycle will be from April 1, 2017 through March 31st, 2018.

 

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What if I volunteer extra hours after having met my required hours for the year?

Once a family has earned these minimums, you can continue in the program and any additional hours earned will be credited to a volunteer bank. Bank hours may be granted to individual families who find themselves in extenuating circumstances that limit their ability to volunteer by determination of the principal in consultation with the priest.

 

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User Account / Login Management

What do I need to start using this Service Tracking System?

Please refer to the Getting Started item in the left-hand menu.

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How many user logins / accounts can we have in our family?

Each family can have up to 3 User accounts linked to its Household. You can choose to have each parent create their own separate accounts, which has the benefit of knowing exactly who is working the given task and having the automated email reminder go to the email account for that parent. However, it is also okay to have a joint account for the household, then specify the actual worker and their contact information when signing up for a task, as needed.

 

Note that you will be able to display all Users who are linked to your family in this system, as a security measure.

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What is meant by Max Users per Household?

For security reasons, we ask you to indicate the maximum number of User accounts that will be linked to your Household (for the purposes of tracking your family’s records of service activities).

  • If you intend only a single joint User account in your Household, choose “1” as the maximum.
  • If the mother and father will each have their own User accounts (logins) for the system (the preferred option), then choose “2“.
  • A third person can also have a user login linked to your User account if required.

We ask you to specify your intended maximum as a security measure, to guard against other users being able to link into your Household and see your service activity.

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How can we add another User account for our family / Household?

First log into your User account and use the Update My Profile menu item to check your settings for Max Users Allowed. As needed, you can update this to allow for an additional User ID / account. (Don’t make this any higher than needed, for security reasons.)

 

Then the other person can create a new User account and identify your household either by a student in your household or a User ID of an existing account in your household. Note that you will receive an email whenever a new User ID / account is added and linked to your Household. Also, you can use the My Report & Sign-Ups to see all the Users linked to your Household.

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I lost my password. What should I do?

Click on the Login link and you’ll find a Forgot your Password? link near the bottom. Click that link and follow the directions for resetting your password. (Note that the school office cannot tell you your password, since it gets encrypted before being stored in the database.) Once you answer the security questions correctly, a new temporary password will be emailed to the address in your User account. You can use that temporary password to log in, at which time you’ll be asked to provide a password of your choosing.

 

If your email address has changed since you last updated your account, and thus you won’t be able to receive the temporary password via email:  Contact the school office and ask them to update the email address in your account.  Once that is updated, you will be able to reset your password.

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I can’t remember my User ID. What should I do?

Contact the school office (see the Contact Support menu item). They can retrieve your User ID for you.

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My contact information has changed. How do I update my profile?

Use the Update My Profile menu item to update any of the fields in your profile.

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How does the school associate Service activities with our “per family/household” requirements?

Your family household is defined as the school enters the student data into the system.  When you create your account, you link to the correct household with your students in it. Then, any time you sign up for a Service task / activity, your sign-ups and completed hours are associated with your User ID, and hence your Household. Any User ID associated with your Household can access My Report & Sign-Ups menu item to see all the Service hours for all User accounts associated with your Household.

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Can I delete my user account?

The Update My Profile menu item can be used to request that your User ID / account be deleted. If you have no sign-ups, your delete request will be accepted. After you have one or more service task sign-ups, your account will not be deleted, but simply made “inactive.

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Signing Up to Work a Task on a Shift

Will I be reminded before my upcoming work shift?

Yes, the system will send you automatic reminder emails to the email address in your account profile. Depending on how the event chairperson has set up their event, you will get 1 or 2 reminder emails (e.g. one email 7 days before the work shift and a second reminder the day before).

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How can I test if the system emails are working for me?

Click the Send a Test Email menu item in the left side menu. Confirm that you want the system to send you a test email. If you receive the test email, you know things are working. If not, you can use the Update My Profile menu item to verify and update the email address in your account. If you have checked and your email address is correct, but you do not receive the test email, please contact the school Support.

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We have a single Household User account. How do we indicate which one of us will actually be working a given Task on a Shift?

Having separate User accounts is the preferred setup. However, it is possible to also do this with a single User account. When you sign-up to work a Task on a Shift, you can specify an Alternate Worker to make sure it is clear to the Event Chair who will be working. Use this to indicate who will actually work the Task on the Shift. The service activity will still be credited to your family / Household account. If you will both be working, be sure to sign up for two tasks. Otherwise other Users and the Event Chair will think there is still another worker needed.

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Can someone else work on my behalf and still give credit to our family / Household?

When you sign-up to work a Task on a Shift, you can specify an Alternate Worker. Use this to indicate who will actually be working and to provide the contact information for that person. The service activity will still get credited to your family / Household account, since it will be attached to your User ID, not the Alternate Worker.

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How can I indicate that someone else will be working for me, for a Task on a Shift I have already signed up?

Use the My Report & Sign-Ups menu item. Click on the future sign-up to edit it. There you will be able to specify an Alternate Worker. If you have a joint User account, you may use this to clarify specifically who will be working. You may also use this to specify someone different (a relative, friend, adult child, etc.) that will be working the Task on the Shift on your behalf. You are still ultimately be responsible for ensuring the Task on the Shift is worked. Note that the service activity will still be credited to your Household.

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How do I cancel a sign-up?

Select the My Report & Sign-Ups menu item. Click on a future sign-up and you’ll be taken to a page for editing your sign-up. But you need to do this well before the date of the Shift, in order to give the Event Chair enough notice (usually 10-14 days).  If there is still more time than this before the Shift, you’ll be able to cancel your sign-up online. Else, you can contact the Event Chairperson and make appropriate arrangements to swap or cancel.

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How can I swap dates with someone?

Select the My Report & Sign-Ups menu item and click on the future sign-up you want to change. If you are enough days in advance, you could cancel and let the other person sign up for that Task on that Shift, and vice versa for their slot. Else, contact the Event Chairperson and they can update the sign-ups for you (if they approve), to do the swap.

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Viewing My Service Activities and Upcoming Sign-Ups

How do I know how many Service Hours I’ve worked?

Select the My Report & Sign-Ups menu item. This will display a complete summary of your family / Household account including the Users in your household, all your service hours worked to-date, an indication of whether those are still pending validation by the Event Chairperson, and all future sign-ups in your Household. Totals of your Service Hours are also shown.

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We have 2 User IDs / accounts in our Household. Can I see the total of all hours credited to our Household?

Yes, the My Report & Sign-Ups menu item will show the hours and sign-ups from all Users in your Household.

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Can I see a list of all my upcoming Sign-Ups?

Yes, the My Report & Sign-Ups menu item includes a listing of all future sign-ups in your Household.

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Why do some of my activities say “Not validated”?

After an event date has passed, the Event Chairperson must validate all hours worked, using the sign-in sheets and other information they may have. If an event date has passed and your hours say “Not validated”, this means the Event Chairperson has not yet done this step.

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Validation of Hours Worked

Do I still need to sign in when I work at an event?

Yes, all workers need to sign in when they work. These sign-in records will be used to record validation of the hours worked and will be kept in the school office.

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Am I automatically credited for the hours that I have signed up for?

No; after the Shift is finished, the Event Chairperson must use the system to validate each of the workers that actually worked. And, if the Event Chair updates the actual hours worked and/or enters a comment about your hours for a shift/task, you’ll see that comment in the My Report & Sign-Ups page.

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Will I receive an email every time my service activities are validated?

No. Normally your service activities will be validated as “worked as scheduled” you will not receive an email. You can view the latest status with the My Report & Sign-Ups menu item. But if the Event Chairperson enters a comment, then an email will be sent to you.

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Security & Privacy Considerations

Is my data secure and private?

Standard security measures are built into the Service Tracking System to protect the privacy of your data. While your service activity data is not as sensitive as your financial or similar types of information, we still take your privacy seriously. Security & privacy measures built into the system include:

  • Not putting a list of Students on the website (when creating your account, you must provide the name of the oldest Student in your Household and have it validated against our list)
  • Password encryption (no one in the school can see the actual passwords)
  • Automated emails are sent to all Users within a Household if another User links to your Household (just to make sure this is not unexpected)
  • Users are able to view the hours only for your own Household (after logging in), but no one else’s
  • Users specify the maximum number of User accounts they expect / authorize within their Household
  • Each User can see a list of all Users who are linked to your Household (e.g. mother, father)
  • Office staff is able to suspend a User account if there are security concerns

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What prevents someone else from viewing my report of service activities scheduled and worked?

Only Users with accounts linked to your Household can view your service activity summary data. If you set up your User account with the Max Users to exactly match the number of User accounts in your household, then no other Users will be able to link to your household’s account.

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How do I know if someone links to my Household account?

All existing Users in your Household will receive an email whenever another new or existing User links to your Household account. Also, you can check the My Report & Sign-Ups to see which Users are linked to your household.

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Can I see a list of all Users who are linked to our family’s Household account?

Yes, the My Report & Sign-Ups menu item will display all Users who are linked to your family’s household account.

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What should I do if I suspect there’s an unwelcome User linked to my Household account?

Please contact the school office immediately. They have the ability to suspend a User ID account if there is suspicion of security issues. See the Support menu item.

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Can the school office see my password?

No, all passwords are encrypted before they are stored and cannot be viewed or unencrypted after that. If you need to change your password, please use the Forgot your Password? function on the Log In screen to reset your password and assign a new one.

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St. Francis de Sales School

38 Granville St, Newark, OH 43055

Phone:   740-345-4049

Email:   info@stfrancisparish.net

© 2017   St. Francis de Sales
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