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Comprehensive Overview of WESSEX Database and Responsible Officer Data Organization

This document outlines the structure and functionality of the WESSEX Database, including the roles of various stakeholders like District Admins, Counselors, and Club Chairs. It details essential meetings for different roles, and outlines the types of documents required in preferred formats such as PDF and JPG. Furthermore, the document highlights upcoming changes to processes such as automated updates for VAF completion, reference checks, and student insurance documentation. This guide serves as a key resource for efficient data management and operational transparency within the organization.

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Comprehensive Overview of WESSEX Database and Responsible Officer Data Organization

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  1. WESSEX Database (Deep Dive) Mike Cloutier WESSEX Responsible Officer

  2. Data organization • Roles • Meetings • Documents • Upcoming Changes

  3. Data organization • Districts • Schools • Clubs • Volunteers • Users • Host Families • Students

  4. Roles • District Admin • Counselor • District Abuse Prevention Coordinator • Club YE Chair • Trainers • Inbound Coordinator • Outbound Coordinator • RO/ARO • Short Term Coordinator

  5. Meetings • Counselor • Student • Host Family • Other Meetings • District YEO • Inbound Coordinator • Outbound Coordinator • RO/ARO • Short Term Coordinator

  6. Documents • Doc Type • PDF and JPG preferred • Optimization • Meta-data • District • Club • Entity Type • Document Type

  7. Upcoming Changes • Automated Update of VAF Completion • Once upload VAF, Interview and Reference Checks • Red flag if any document is missing • Date sensitive records • Reference Checks • NSOR Check • Automated Host Family Completion • Once upload App, Interview, five individual photos • Red flag if any document is missing • Red flag if not two home visits by different Rotarians • Student Insurance • Defaults to District (if entered) but saved locally • Student Training • Moved from single field to a list showing all training, not just most recent

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