The Dossier window is used by the USOE Licensing office for the recording of transactions which take place between the USOE and Utah educators or prospective Utah educators. Such transactions include fees, applications, transcripts, background checks, changes to licenses, endorsements and any correspondence that comes in via mail, e-mail, or over the counter. These transactions are tracked on an educator by educator basis. Some of the transactions, such as the printing of a license, are recorded automatically while others, such as the delivery of a paper transcript, are manually entered into the Dossier. A complete record of all dossier entries for an individual educator can be displayed in the Dossier Tab Page.
Data items displayed
date (the date of the action recorded in the Dossier, mm/dd/yyyy)
social security number or CACTUS IDEntry of either the SSN or CACTUS ID to be associated with the record
last name (Filled in automatically from SSN. If SSN is not entered the educator search window will appear with all the persons by that last name if more than one exist)
type (Selected from list, e.g. transcript, out of state application, duplicate license)
action code (Selected from list, e.g. received document in mail, check bounced, license printed, endorsement granted. This list will vary depending upon the dossier type)
receipt number (if applicable, user generated)
fee (if applicable)
comments (free-form text, for things that do not fit any predetermined definition)
Validation Rules
See notes with data items above. Only certain action codes and types can be used in combination. The Dossier Action table defines these valid combinations.
How this window works
You add rows in this data entry window in the usual manner. Right click and choose insert/add/delete. Note, you can delete a row if you make a mistake and want to start all over. If you enter the social security number for an educator whose dossier information you are entering and the person is in CACTUS, the name fields will be filled in. If you skip the social security number and just fill in the last name the social security number will be filled in if there is only one person in CACTUS with that last name. If there are two or more persons with the same last name the educator search grid will be displayed and you will be able to select the desired person from that list. Just double click and they will be filled into the row you are working on in the Dossier.
There is a dossier for each educator. Some data items can be searched. Each receipt has a date, and fees can be incorporated into a monthly balancing income report. Free-form comments are for things that don’t fit any predetermined definition.
The dossier type and document action codes work in tandem to describe a type of document and the action being performed.
The date of the transaction along with the document fee and receipt number can be used in combination to give periodic reports of all paid licensing activity.
ADMN, CERT, BACK: Add/Update/Delete.
Revised 6/12/2008All Others: no access