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LEO and LORE Assistant
LEO and LORE Assistants have the same set of permission and things which they can do in the system. Local Assistants should be able to see or change only things concerning their faculty or some global general information.
In CUK you can access information from ifmsa.org database in more sorted and appealing way and even generate PDFs from obtained information. Please note that data from ifmsa.org are loaded on demand which means that it can take more time than loading other pages. Additionally you need to provide your ifmsa.org credentials to be able to access remote information.
For local assistants ifmsa.org credentials has to be configured by their commanding officers and cannot be set by themselves. This feature is accessible only to LEO/LORE and higher.
Pages containing lists of incomings and outgoings from ifmsa.org can be found in the IFMSA Remote section in the sidebar. In here there are two links both leading to almost identical pages, but one is displaying incomings and the other one outgoings.
Items in the lists can be filtered by the form above table, by default only persons from current year are displayed. In the table there are some information about each person and clickable name which will lead you to the page with details about incoming or outgoing.
All displayed persons in the list and some of their details can be squeezed in the external table file. This can be done by Generate Table button under the list of persons. After clicking on it you will be prompted to download generated XLSX file.
Particular details about person are accessible through clicking on the name of the person in the list of incomings or outgoings. In here you can find merged information from 3 sources from ifmsa.org in the form of simple table with data and even links to files.
From previous details you can generate PDF file this is possible trough selection of type of the PDF and then clicking on Generate button. The information and structure of the PDF will be different in all types and even more information can be prompted to fill in by you. This might concern for example final department or accommodation. After filling all the needed details generate PDF by clicking on Generate PDF button.
Please note that generated PDF cannot be accessed later (with some particular link), this means if you want to share it with someone, you have to download it and share it using some other network mechanism (send by email, etc.).
As the local assistant you have a limited set of permissions concerning officers management. You can display the list of all officers in system and for the ones from your faculty you can see their profiles or you can see login log of officers and even modify officers roles.
The list of all officers can be displayed through Officers Management section under List of Officers link. In here you can see filter form which can be used for filtering officers by their faculty or privileges. Filters are applied by clicking on Filter button. In the table below there is list of officers which corresponds to filtering options and can be sorted based on the columns. Officers which can be view by you are clickable and clicking on their name will lead you to profile of particular officer.
Additional bonus feature concerning officers management is login log. This page is accessible through Officers Management section and Login Log link. And you can see here last 50 logins to the system with the times and IP addresses.
But let us proceed to the detail page concerning particular officer. It can be viewed only if the officer is from your faculty or if you have NEO Assistant or NORE Assistant role you are able to view all officers. In the detail page you can find further information about officer and his/hers activity in the CUK system. Some of the important stuff is described below.
One of the most important editation option which can be accessed through profile of officer is changing his/hers role. On the detail page there table at the top describing some basic officer information. In here row concerning role can be found and near the role Edit link should be visible. Please note that you can change roles only of officers which have lower roles than you.
If you follow editation link you should be redirected to change officer role form. In there just select the role which should belong to particular officer and hit Change Role button below.
Additional information are connected only with officers and not incomings. It is set of information concerning mainly place of residence. These information can be further used as a source for contact person data needed for the list managed by ifmsa.org database.
Based on that, you can request in the system additional information from officers, they should fill them and after that these information can be automatically uploaded to ifmsa.org using CUK system. If you request additional information from officer they should see popup windows with this request after every login in the system.
Additional information of officer can be found at the bottom of the first table containing personal information on the officer details page. Right under this table there are two buttons Request Additional Info and Upload Info to IFMSA. The first one is active only if the officer does not filled all his/hers additional information, the second one is clickable if all information are filled and ready to use.
If you want to request officers additional information just hit Request Additional Info button. After that there should appear supplementary text right below mentioned button. In here you can find username of the officer who requested additional information. There is also Delete Request link with which additional information request will be deleted.
Uploading additional information to ifmsa.org is, as mentioned, possible through Upload Info to IFMSA button. To be able to do this you have to have filled your ifmsa.org credentials. The CUK system will connect to the database and information about particular contact person will be uploaded there. Please note that repetitive upload will create new contact person every time. Additionally please check if information were uploaded correctly into ifmsa.org.
Contact persons and any higher officers can create and organize events and for these events they can get points. Events are divided into the ones which were organized by the officer or the ones which were coorganized. The difference is that the main organizator can be only one person and this organizator can add up to two coorganizers to event.
On the officers detail page there are two sections List of Events and List of Coorganized Events. In here the list of corresponding information can be found and events can be accessed by clicking on their name.
The last column of both tables contains field in which points for organization of event or coorganization can be assigned. After you assign all points you wanted, you have to save the state by clicking on Modify Points or Modify Coorganization Points buttons.
Alongside points for events organized through CUK system, officers can get extra points for activities aside system. These points can be assigned within officer profile and even can have description for what points were gained.
The full list of all extra points can be found right above list of events and coorganized events in officer profile. Under the list there is Add Extra Points button which will redirect you to add extra points form. In here fill description and number of points and hit Add Extra Points button again. New points should be added to list and overall count of points assigned to officer.
There is no option how to modify assigned points, but it should not be necessary you can always delete them by clicking on trash button and reassign them with add extra points form.
Like for officers you as the local assistant are able to view and manage incomings registered in CUK system. Please note that registered incomings are not internally bounded with the ones from the IFMSA Remote section, so they cannot for instance see details about their contact persons in the system.
The list of registered incomings is accessible through Incomings Management section and List of Incomings link. Again as for officers even there is list of all incomings in the system but you might have access to personal details only to the few ones from your faculty. NEO Assistants or NORE Assistants and higher have access to the incomings from all faculties.
The list of incomings can be filtered through the form above table, do not forget to apply filters by clicking on Filter button. The list can be also sorted by the columns which can be done through clicking on the appropriate arrows. Incomings which are accessible by you have clickable names which will lead you to their profiles.
On the profile page of incoming you can find personal details and information concerning incoming activity in CUK system which is currently represented with only Signed Up Events section.
Even incomings need to have configured one basic role incoming which will make available events and other parts of system which are not visible to the basic role registered users. To change role of incoming hit the Edit link located near to current incoming role in his/hers profile. After that you will be prompted to select the role which particular incoming should have, if you are done your choice have to be saved by clicking on Change Role button.
Signed Up Events section contains list of events for which particular incoming is signed to alongside with information if he/she paid for the event. Event names should be clickable so you can visit detail page concerning the event.
For registered incomings there is again bonus feature called login log where you can find last 50 logins performed by incomings into system. These statistics are available through Incomings Management sidebar section and Login Log link.
Accessible through Incomings Management sidebar section and IFMSA Hierarchy link. In here some simple overview of the current commanding officers can be found. Officers are displayed in some sort of card with their photo, names, emails and faculty name. Hierarchy goes from the top positions (NEO, NORE) to the bottom ones (LEO and LORE Assistants). Local officers are taken only from your faculty and not the global ones. Hierarchy corresponds to the current state in the system and the same one is visible to the incomings.
General Information is article visible to incomings from all faculties in which some general description can be written. Article is divided into four parts: Introduction, Before Clerkship, During Clerkship and After Clerkship. All parts are individually editable with the Edit This Article button right below them.
Editation of articles is done through rich text editor which is able to do most of the needed formatting. It can even handle images uploading and videos embedding. If your editations are done save your changes by clicking on Edit Page button.
Unlike General Information, Faculty Information is supposed to be displayed only to the incomings from your faculty. In here you can specify some specialities concerning your faculty which incomings should know.
Again editation of article is done through Edit This Article button which will lead you to the rich text editor. If you are done editing do not forget to save your changes by clicking on Edit Page button.
Local Assistants can manage Contact Persons from their faculty. They can assign or delete incomings from Contact Persons or edit CP introduction text.
Path to introduction is the same as for Contact Person, that means in CP Section under CP Introduction link. Under the actual article there should be visible Edit This Article button which will lead you to editation page where you can find rich text editor. After all changes are done, do not forget to save them by clicking on Edit Page button.
To be able to assign incoming to contact person you have to at first locate incoming. This can be done by visiting IFMSA Remote section and List of Incomings link. In here you can find table containing set of incomings for whole current year. The last column in the table is Assigned to in which you can find to whom is incoming assigned. If the incoming is not assigned then there should be Assign link.
This will lead you to the page where you can choose contact person to which incoming should be assigned. After selecting the right one click on the Choose Officer button which will redirect you to the form where accommodation and department has to be filled. After that complete whole assignment by clicking on Assign button.
Assigning incoming to contact person will generate PDF which is accessible to the contact person. But information in ifmsa.org can change and these changes are not automatically written into generated PDF. That means, this situation has to be handled manually.
If you want to refresh PDF of incoming and information in it you have to get to the right contact person profile. This can be done through list of all officers which is accessible through Officers Management section and List of Officers link. In here you can filter officers by their role or faculty, officers which profile is accessible to you should have name in the form of link which will lead you to the profile.
On the officer profile find List of Incomings section which contains collapsible items containing information about particular incoming. In there you can find (Refresh) button which will lead you to the form with accommodation and department fields like in newly assignment. After you are done with editation hit Refresh button and PDF of incoming will be refreshed.
Deletion of assigned incomings is also possible. To achieve that just go to the profile of the contact person with desired incoming and in List of Incomings section click on the trash button near incoming name. This will remove assignment and contact person will not see the incoming in his/hers list anymore.
Tasks can be assigned to Contact Persons and their particular assigned incomings. It should be the list of things which has to be done before, during and after incoming exchange stay. And you have the rights to manage these tasks.
To get to management you have to find appropriate officer in the list of officers and then find desired incoming assigned to the officer. All assigned incomings are collapsible on click, which will reveal assigned incoming management panel. In here you can find Task Manager link alongside with information about completed tasks by the officer.
If you get to the Task Manager you will see some basic information about assigned incoming and under the table there is the list of all tasks with description and status of completeness.
If you want to add new task, click on the Add Tasks button which will lead you to add tasks form. In here you can find all default tasks (mentioned later - NEO and NORE Assistant) which you can assign to officer and you can even add your own ones. By default there is only one added custom task, but you can add more by clicking on Add New Task button which will append one row to the form. Please note that only selected tasks will be assigned to the officer!. After you check and add all desired tasks just click on the Add Tasks button which will assign them to the officer.
Modification of assigned tasks is also possible, through Edit Tasks button which leads to tasks modification form. In here you can change description and notes for tasks and even modify order of tasks in which they will be visible to the officer. Lesser number means higher priority and the task will be "more on the top". If your changes are done save them by clicking on Edit Tasks button.
Assigned tasks can be also deleted this should be done through trash button in the list of all tasks assigned to the officer and particular incoming. Deletion is irreversible and in this case you will have to add new tasks to replace the deleted ones.
CatUnicornKiller System
Author: Martin Polanka
License: MIT