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SurfGuard User Guide

1. Email notification settings Email notifications allow clubs to be sent notification emails when certain events take place or areas of Surfguard are updated As shown in Figure 10 2 a to subscribe to a certain module tick the subscribed box and enter the required email addresses Anything that has been changed in Surfguard such as status updates and new items requiring action within the modules available will be sent in an email This is a great way for officers of your organisation to be alerted of re opened patrol logs approved assessments transfers requiring action etc Email Notification Settings Stockton Notifications Subscribed Email Address es Assessments president yahoo com Messages test bipond com au club hotmail com Patrol Log Requests ao Pending Member Requests O Transters oO Enter multiple email addresses separated with commas Do not include carriage returns or blank email addresses Figure 10 2 a Email notification settings screen Source Companies Source Companies are those entities that describe where a member or course registrant comes from To update company information select the Maintain Source Companies option from the menu You can view edit or delete records by clicking the relevant button in the Options column see Figure 10 3 a SurfGuard User Guide v3 55 SurfGuard Users Clubs Maintenance Source Companies View Test NSW Club Compa
2. clear all the fields selected and start again by clicking the Reset button at the bottom of the form Bulk Processing for Test NSW Club Process Type Register Members for Current or Next Season Y Renewal Season 2008 2009 Available Members Selected Members johnson magic 4263836 06 05 1967 2006 2007 Blackwood Billy 4447823 12 03 1973 A O brien Belinda 4079340 28 01 1991 2004 2005 Border Allan 4263832 15 10 1965 2007 2008 tester test 4433716 01 07 1985 bradman mark 4263834 12 07 1956 2006 2007 Oo 6 members available Figure 3 5 a Bulk Processing screen 3 6 Pending Member Requests Requests sent from Lifesaving Online www lifesavingonline com au to update member details and renew registrations for the current season can be processed in this screen Each request is presented on a new line and will specify the type of request either e Update My Details e Renew Registration e New Club Membership Each request can be approved rejected or manually processed Check the box beside each request you wish to process and select from the options When manually processing requests use the green tick accept or the green circle rollback to either accept or rollback any changes The new information can be seen in green Once all changes have been accepted or rolled back make sure to click the green tick at the top of the page to accept all changes made
3. SurfGuard User Guide v3 22 SurfGuard Users Clubs Members 3 7 Frequently Asked Questions Q What do I do with a member who is duplicated has two member records A SurfGuard runs a merge duplicates facility each night If it discovers duplicates it will merge the member s records together ensuring that awards and patrol hours etc are not lost To enable SurfGuard to detect your duplicates you will need to Archive all old records of the specified member leaving only the correct record active Then ensure that all the member s records have exactly the same first name last name and date of birth The merge function will then detect the duplication merge the records including all awards etc and the next day only the member s correct record will be in SurfGuard Q Why can t I enter an apostrophe into a member s name A Apostrophes cause problems when exporting data from SurfGuard into reports and custom reports To enter an apostrophe use the left quote key which is located on your keyboard to the left of number 1 Tips Go to the Find Member sub menu screen and enter the member s details such as first name surname and member ID number and then click Submit button Click the Add Member sub menu button Add all an individual s details using the drop down option lists on this screen A red asterisks indicates fields that must be completed The quickest way to add names to the Selected Member
4. ee e o 40 7 3 Patrol LOgS i sae 00 EE 4 20404 dados 41 7 4 Patrolling membership Categories o o 45 7 5 Other Patrol Log Features o e 45 8 Mailing Groups 47 8 1 Mailing Groups e 47 8 2 New Mailing Group ee 47 8 3 Mailing Group Types 2 2 2 ee ee 48 9 IMeSSAGES e p i aw ee e ae ee ee Ee BE La we aoe Oe 50 901 Messages o o Sa eo Ree ee ee eee EL EDS ES Reo a s 50 9 2 Email SMS Members 0 0 e 52 10 Maintenance a 55 10 1 Maintenance s s soso ee 55 10 2 Email notification settings 0 o 55 10 3 Source Companies e 55 10 4 Create New Source Company o 56 10 5 Background Reports messages o 000048 57 10 6 Transactions Maintenance o 57 UT Reports v saor p es ob is id e RA A Se ee eS 58 Tels Repo o ose be a e E o A 58 11 2 Custom Reports 2 o oe 58 11 3 Gear and Equipment Custom Reports 59 11 4 Report Scheduling o o e e o 60 12 SurfGuardiHelp s sos ade a a ie UPA at debes he ae do es d 62 12 1 SurfGuard Help Desk o o 62 12 2 Online Help s sss des 4 e a a a 62 12 3 Online PDF s acs e o ee es re e a EE 63 SurfGuard Users Branch State 13 Branch State
5. Hours Minutes Seconds The results are then sent to your Branch or State for approval The status of your assessment at this stage becomes Awaiting Candidate Approval After an assessment s results have been approved Assessments of Award type will move to Award No allocation status in which your State will allocate the awards to the successful members For Proficiency assessments once the assessment is approved by your Branch or State the member s award will be updated with the new proficiency information To view further details on the assessment click on its ID link This presents a full summary of the assessment in question complete with all candidate trainer and assessor information You can sort the list of assessments by ID award type organisation date or status by clicking on the respective column header Throughout the assessment process By clicking the Print Attendance Sheet link you can view save and or print a PDF file which lists all the attendees for the specified course You can also use the Form 14 link to generate a pre filled form 14 for the assessment Note Only assessments of Award type can have a form 14 generated Once an assessment has been completed it will move to a status of Completed Please note that only States can archive Award assessments since they need to do extra processing upon receiving notification from Clubs and Branches such as printing of certificates
6. Mailing Groups Messag Home Go to Online Help Help Desk Privacy Policy Terms of Use Log Off Link Surfcom Stats Bondi General Filters Dates From 06 10 2009 El dd mmiyyyy To 06 12 2009 E dd mm yyyy SurfGuard Stats Filters Surfcom Stats Filters SurfGuard Stats Link Status All X Surfcom Stats Link Status All X Patrol ID 115981 Surfcom Stats Link ID Patrol Name Contains Stats Type All r Retrieve Data Best Match Auto Link Link Stats V Open SurfGuard Stats screen after linking SurfGuard Stats No SurfGuard Stats match the selection criteria Surfcom Stats Bondi 19 11 2009 14 57 14 59 1694 AS soe View Suricom Stats Total 1 Figure 7 3 b Link Surfcom Stats SurfGuard User Guide v3 42 SurfGuard Users Clubs Patrols View Surfcom Stats Bondi Surfcom Stats Surfcom Stats Link ID 1694 Surfcom Log ID 1384 Organisation Bondi Date 2009 11 19 Start Time 14 57 00 Finish Time 14 59 00 Roster Total Preventative Actions 0 Total Rescues 0 Total Minor First Aid o 0 Total Major First Aid Average Wave Height Total Attendance 0 Notes on Entry Notes on Exit Rescues No incidents Figure 7 3 c Click Link Stats button Once the log has been completed click the Continue button This will save the patrol log into the system and display the Patrol Statistics page All statistics during the patrol must be entered into this area Rescues amp
7. Surf Life Saving Australia SurfGuard User Guide August 2010 Version 3 0 Contents Part 1 SurfGuard Users Clubs t Introduction 6006 a e e ee a OS wee a 7 1 1 About SurfGuard 2 2 a 7 2 How to use this book 2 2 ee 7 1 3 Registration information 2 2 2 ee ee 7 1 4 Logon instructions 2 2 0 0 7 15 gt Messages A a a ee we Ge a 8 1 6 SurfGuard Help Desk 2 2 eie ee eee 9 1 7 Navigating SurfGuard 2 2 2 a 9 LB kogging otf a howe ck rd PAL a a a aha 10 19 Data Integrity fs rah ae el ad gl ete cats a tem e a Y 11 1 10 SurfGuard Security o a 11 DZ SUMMARY e BOB Aide BAG ok Ue Sole RES tice A td orld BRS 12 2 1 Using summaries 2 2 e 12 2 2 Displaying summaries 2 2 2 ee 12 2 3 Assessment Request Summary 2 2 2 ee ee 13 2 4 Awards Summary ena eei e a a ee 13 2 5 DEST Report Printed Certificates Statements 14 2 6 Membership categories summary o e 15 2 7 Patrols SUMMA 15 2 8 Proficiencies Summary 2 2 ee ee 16 2 9 Transfers Summary 2 ee 16 3S Members aod tek a Seale A Se he oh Bd tow Btn Sate Bh lap tn a 17 321s Members a se 8 aa ak ee on RS a Be ed De ee aw i a 17 3 25 Find Member sa s Ba Sites Role a GAR anki eee we da 17 3 32 Add Me Derio ee ae Se RE A a i 18 3A Listmembe e 4 422 ta a tl ds et he eee A 19 3 5 Bulk
8. patient refused None given referred elsewher RICE Os Ice Os Cleaned Ob Dressed incl Bandage Sling Splint Spinal Collar Os Massage Stretching 0 Strapping Taping only O11 Stiches 2 Medication O13 Prescription written En O14 CPR gt Or 5 Oxygen therapy 6 Oxygen airbag O17 Defibrillation Defib O18 Other By selecting the CPR Oxygen Defib options above you will be required to complete the CPR Oxygen report form on the following screen Figure 17 7 b CPR Oxygen report form SurfGuard User Guide v3 92 Incident Reporting Database IRD IRD 17 8 Find Incident The user can locate an incident by entering the required information into the relevant area of the find an incident screen Enter the Club or Service incident type or date range and the database will search for the correct response Searched are restricted by State ERA Central Coast Branch YES Production MENTA IRD WJ User Name tklerck Incident Reports Add Incident gt gt Find An Incident Browse Incidents Find an Incident Central Coast Branch Selection Criteria Club or Service Any All Mi Exclude Unknown C Period Start ddimmyyyy a Ll Period End E dd mmyyyy Incident ID Incident Type Major First Aid Minor First Aid Major Rescue S amp R Member Injury Employee Injury Carnival Incident Complaint Drowning Near Drowning Other
9. Processing 0 e aa e a a d eee a 21 3 6 Pending Member Requests o o 0000004 22 3 7 Frequently Asked Questions 2 0 e 23 A ASSESSMENTS troncos LS A Ed ea ee cat Sete E di Se 24 A ASSESSMENES Ss me al ae e diia han de 24 4 2 Assessment Types rores me ee eea a AA A e e 24 4 3 Assessment Request List 2 ee 24 4 4 New Assessment Requests 2 o eee 26 4 5 Frequently Asked Questions o o o 28 SurfGuard User Guide v3 2 Contents Part 2 A os eee SR ON AO 30 S L Transfer types sss ico a a aa de a aa A 30 5 2 Transfer Request Status o o 0 31 5 3 Transfers In Qut a Ea n a D a h a a i a e 31 6 Organisational Management 0 2025 eee eee 33 6 1 Organisational Details o o e 0008 33 6 2 Bank account details o e e 33 6 3 Service profiles a s m aea e o o e 34 6 4 COMMITLEES ns o ewe Se we Ge e 34 6 5 Internal Memberships 2 2 2 a 35 6 6 OMICEIS tea Be de eS be ee Beran ee ae eck Ger ph i Tee BO 36 6 7 Manage Gear and Equipment o 37 6 8 Registration Season End Settings o e 38 Z Patrol a o A a ee AA ee 40 LalePatrolois ss e ORE REDE SY GS Sa S 40 7 2 Manage Patrol Teams o
10. Users can have either Browse Edit or Administration rights as well as access to data on a State by State level All access to ABSAMP will need to be approved by the SLSA Coastsafe manager 18 5 Data integrity All data held within ABSAMP has been collected over nearly 20 years and it is vital that the integrity of the data should be maintained All data being entered or revised should be checked for accuracy before it is entered No data should be deleted without the approval of the Coastsafe Manager All data held within the ABSAMP database is owned by SLSA No data image or map should be passed on to a third party for research or commercial use without the permission of the Coastsafe Manager 18 6 Data Access Policy Responsibility It is the responsibility of SLSA through the National Manager Coastal Safety Services to implement and maintain procedures to effectively manage and provide necessary access to ABSAMP Data while at the same time ensuring the confidentiality integrity availability accountability and auditability of the information Use Any individual granted access to ABSAMP Data is responsible for the ethical usage of that data It will be used only in accordance with the authority delegated to the individual to conduct SLSA operations Data Access The Responsible Officers will coordinate ABSAMP Data access nationally and for each SLSA State Territory The Responsible Officers will maintain records of Approv
11. Yamaha Wie runn Surf life saving clubs and services are invited to apply online by www vamaha motorBa n Applications close 13 October 2008 Kellogg s Nutri Grain Ironman and Ironwoman series trial O The 2009 Kellogg s Nutri Grain Ironman and Ironwoman series trial round will be held on 29 and 30 November 2008 at da Caption Caine Eckstein will return for the 2008 nib Coolangatta Gold in a bid to become only the second man QUICKLINKS Club Mail Admin amp Resources Secure Resource Library Education Resources Payment Gateway SurfGuard Login Lifesaving Online Beach NSW For more information please click here Figure 1 4 a SLSA Home Page Once you are at the SurfGuard Entry Point screen you will need to enter your Username and Password as shown in Figure 1 4 b To make logging in quicker next time consider saving this screen to your favourites SurfGuard Entry Point Enter login information User Name Password Forgot my Password generate new one Figure 1 4 b SurfGuard login screen Messages You will notice that the SurfGuard Entry Point screen also displays relevant update messages This includes messages to all SurfGuard users about system updates and other important messages An example is shown in Figure 1 5 a SurfGuard Users Clubs Introduction 1 6 1 7 Messages Tue 26 08 2008 Update e Assessments O Fix errors with ass
12. mark Gogo Tobias hoskins bob johnson magic mandpeeboog james O brien Belinda tester test Date of Birth 12 03 1973 15 10 1965 12 07 1956 10 07 1988 18 01 1983 06 05 1967 11 05 1956 28 01 1991 01 07 1985 Email Address bob test com abtest slsa asn au mark testing com toby yahoo com bily yahoo com au magic bigpond net au 53 SurfGuard Users Clubs Messages Tips Sort messages using the View Messages drop down list Once you have composed your message you have the option of sending it or saving it as a draft to be sent at a later time The two sup menu options under Messages allow access to incoming messages and sending new messages To forward a message as an email click the Forward as email link Summary The default Messages screen lists all unread messages Message options include read sent draft archived Click the Create Message link from the default messages screen to initiate a new message Select the message recipients from the available list using the add gt or remove lt arrows SurfGuard User Guide v3 54 SurfGuard Users Clubs Maintenance 10 10 1 10 2 10 3 Maintenance Maintenance There is only one option for Club level users under the Maintenance sub menu being Enrolment Source Companies Users can then access either of the two sub sub menu items Maintain Source Companies or Create New Source Company
13. sub menu Summary Select members fro the new mailing group using the Add Delete Mailing Group Members column Use the add gt or remove lt arrows to compile the group list Add a new mailing group type by clicking the New Mailing Group Type button on the Mailing Group Types screen This screen allows you to name a new mailing group SurfGuard User Guide v3 49 SurfGuard Users Clubs Messages 9 Messages 9 1 Messages Messaging is used by Administrators of Entities Clubs Branches or States to send SurfGuard related messages using the system itself This messaging system may only be used infrequently and is not intended to replace normal email There are two sub menu options under Messages These allow you to access your messages and to send new messages The default Messages screen lists all unread messages however you can sort your messages using a number of options including read sent draft or archived The sorting option is displayed in the View Messages drop down list as seen in Figure 9 1 a Messages Test NSW Club Create Message View Messages Unread Y Subject Sender Date O test mail Manly Wed 24 09 2008 16 22 36 C FOR SALE Two IRBs Trigg Island Wed 24 09 2008 09 11 31 O blah test Manly Fri 19 09 2008 14 39 44 O Rigid Hull wanted to either buy or swap Catherine Hill Bay Fri 19 09 2008 13 43 27 O IRB Required Christies Beach Sat 13 09 2008 16 07 45 C Reply National AWARDS S
14. 15 30 00 Margaret River Mouth Major Rescue Edith Delete 1172395 Unknown 2008 02 05 Maroubra Drowning Edith Delete 10697 ES Terrigal 2008 02 03 10 00 00 rock pool terrigal Member Injury Edith Delete 10698 FS Terrigal 2008 02 03 11 00 00 terrigal beach in front of carpark Minor First Aid Edit Delete F gure 17 9 a Browse Incidents SurfGuard User Guide v3 93 Incident Reporting Database IRD IRD Tips Browse through the screens first Users should know how to navigate around SurfGuard prior to using IRD Summary See above SurfGuard User Guide v3 94 Part 6 ASBAMP Online SurfGuard User Guide v3 95 ASBAMP Online ABSAMP 18 ABSAMP 18 1 About the Australian Beach Safety Management Program ABSAMP The Australian Beach Safety Management Program ABSAMP was established in 1990 as a joint program between SLSA and the Coastal Studies Unit University of Sydney ABSAMP is an ambitious project that aims to be the most comprehensive study ever undertaken on the beaches of any part of the world s coast Detailed information on every beach in Australia has been amassed The main aims of the program are to e Develop a comprehensive standardised and scientific information base on all Aus tralian beaches with regard to their location physical characteristics access facili ties usage rescues physical and biological hazards and level of public risk under various wave tide and weather con
15. 4 List members 3 6 Pending Member Requests 3 5 Bulk Processing 3 7 Frequently Asked Questior 3 6 Pending Member Requests e 3 7 Frequently Asked Questions 4 Assessments 5 Transfers o 6 Organisational Management 7 Patrols 3 1 Members s Mailing Groups The Members tab allows you to access member information and process Y o Messages membership changes The Members section of the database is divided into 10 Maintenance the following categories 11 Reports Find Member 12 SurfGuard Help Add Member SurfGuard Users Branch State List Members SurfGuard Users National Bulk Processing Lifeguards Councils Beaches Pending Member Requests e Incident Reporting Database IRD on Online 3 2 Find Member Annexes Glossar Searching for a member in SurfGuard is very easy Simply go to the Find 4 Member sub menu screen Figure 3 2 a Find Member search screen and enter the member s details such as first name surname and if known mambhar TN number and than click tha Guhmit hittan iy no Lary ing any iy mu Figure 12 2 a Using the Online Help feature Online PDF You can also access the PDF version of the SurfGuard User Guide from within the online help Click ES at the top right of the Help window to open the PDF version in your browser You can save a copy on your hard drive for later reference and printing Tips The SurfGuard Help
16. A person is a member of an entity Club or Clubs which is connected to a Branch state etc Awards Patrols and other details are attached to the member record and used by many parties in the organisation therefore it is vital that all member details are kept up to date Tips To log on to SurfGuard enter your registered username enter your password SurfGuard is a web based application that allows members clubs branches and state groups of Surf Life Saving Australia to access the national membership and club administration database It also provides information to members of the public who are participating in SLSA Activities Information about SurfGuard registration can be obtained from the SurfGuard manager SurfGuardhelpOslsa asn au The registration form can be downloaded from the website The SurfGuard help desk can be contacted on phone 1300 724 006 or via the above email address To find SurfGuard on the SLSA website go to www slsa asn au and follow the SurfGuard link in the Quick Links area SurfGuard User Guide v3 11 SurfGuard Users Clubs Summary Z Summary 2 1 Using summaries Some routine administration tasks can be viewed via the Summary function Depending on your level of access to the database when you login to SurfGuard you will see the summary menu item at the top left The summary page is a quickly accessible outline of all SurfGuard areas including awards patrols and the breakdown
17. Barrier Usage Back Barrier Type Bedrock p Comments Pocket new barrier between Danger Point and north Tweed training wall Barrier Characteristics Add Barrier Characteristics Orientation deg v Value Barrier Characteristics Delete Barrier Figure 18 10 a Beach Barrier maintenance screen 18 11 Beach Drainage The beach Drainage maintenance allows a user to Find Delete or Create a beach drainage attribute for a particular key Click the relevant button to use this functionality SurfGuard User Guide v3 100 ASBAMP Online ABSAMP ABSAMP Beach Drainage Maintenance Total fumber of Drainages 2405 Drainage Key Drainage Name NT 2 State NT m Island Drainage Type tidal creek Wetland Area Ha 0 00 Estuary Type Estuary Maturity Intel Name Intel Width m 0 00 Intel Stability Intel Depth m 0 00 Intel Mouth open Drainage Trained On Headland C Lagoon Lagoon Name Comments 2 large tidal creeks Delete Dranage Save Cancel Figure 18 11 a Beach Drainage maintenance screen 18 12 Import Maps This feature will allow the user to import a map as an image into ABSAMP and connect it to a particular beach To perform this function enter the map reference information and the map type Click the Browse button and browse to where the file location of the map is stored and select it The map image sho
18. Councils Beaches Lifeguards Summary Displayed details are based on level of access For those who have Council or State level administrative access a range of different sub menu options is available The available view on most screens is expanded to include all Club information within your Council or State SurfGuard User Guide v3 86 SurfGuard User Guide v3 Part 5 Incident Reporting Database IRD Incident Reporting Database IRD IRD 17 17 1 IRD About Incident Reporting Incident reporting represents the recording of drowning rescues first aid etc must occur at club level as near as possible in timing to the occurrence of the incident and this is currently done using a paper Incident Report Form Previously this data was then entered into a Microsoft Access database at state centre and exported to the national office SLSA have now developed a fully web based system that will replace the current Microsoft Access IRD and that conforms to the guidelines of SLSA s IT Strategic Plan It is accessible by clubs branches and other services on any computer that has internet access and browser software such as Internet Explorer or Netscape Navigator The following incidents need to be entered into the IRD e Drowning e Near Drowning e Resuscitation e Member Injury e Employee Injury e Major First Aid Spinal etc Note that this is only SLSA s minimum requirement for data entry and some states may h
19. Demographics For each rescue entered Surfguard has the ability to store incident details and demographic information relating to these rescues Once rescues have been entered click the Enter Edit Incident Details button highlighted in Figure 7 3 d to open the demographic data entry screen Figure 7 3 e Rescues Time amp Number of Rescues Performed Total Performed using 6 8 8 9 9 10 10 11 11 12 12 1 1 2 2 3 3 4 4 5 5 7 No Gear mi E ie i Rescue Tube L Al El J sl J L L b a mn Mu me Ea EE L L ee _ IRB C nf nn mim RWC _ L L fo a imi a i om coms om mm Ge RIB L JRB wie pai a _ L L oa l L Helicopter IA E A a Surfboard m Il E P Joiner El El PO NE Ed Rescues Total Jo O TER Figure 7 3 d Rescues and location of Incident Demographic button SurfGuard User Guide v3 43 SurfGuard Users Clubs Patrols EXE Incident Details E voll to the right see ail th Rescue Patients First Patient s Last Cause Activity at Time of Incident Residential Time Method Name Name rip wave fasi ete Rescue Ago Gander Location Distance From Flags Nationality Posteos LR 1011 fas act Y Fevale v
20. Desk can be contacted on Ph 1300 724 006 The help desk is staffed weekdays from 9 00am to 5 00pm EST Email the SurfGuard help desk at SurfGuardhelp slsa asn au Access the SurfGuard Help Desk details using the Help Desk hyperlink Help Desk contact details are displayed in a new window The Online User Guide can be accessed by clicking the Go to Online Help hyperlink in SurfGuard SurfGuard User Guide v3 63 SurfGuard User Guide v3 Part 2 SurfGuard Users Branch State SurfGuard Users Branch State Branch State SurfGuard Users 13 Branch State SurfGuard Users 13 1 Branch State Users The details displayed in SurfGuard are dependent on your level of access For those who have Branch or State level administrative access a range of different sub menu options is available The available view on some screens will also be expanded to include all Club information within your Branch or State 13 2 Edit Members Where a person belongs to more than one organisation within a branch state all the person s memberships are listed in a simple easy to view membership section A button is available next to each organisation to open the details and view edit as required Figure 13 2 a Lifesaving Membership s v Expand All Lifesaving Lifesaving Membership s v Expand All Lifesaving 1 Test NSW Club 1 Test NSW Club 2 Test Vic Club 2 Test Vic Club Membership Category Active 18yrs and over p
21. Edit or Delete link under the option Actions see Figure 7 2 a Patrol Positions Patrol Teams Test NSW Club Help Team Name Actions Reserve Team Edit Delete Members Roster Team A Edit Delete Members Roster Team B Edit Delete Members Roster Figure 7 2 a Patrol Positions Edit a Patrol Team Team Name Reserve Team C Figure 7 2 b Patrol Position Details By clicking the Add a Patrol Team button on the Patrol Teams screen you can set up a new Patrol Team This feature is also accessed via the sub menu When adding new members to a Team the list will show all active members registered for the current season by default To view all active members regardless of season you must check the box marked Include Non Financial Members SurfGuard User Guide v3 40 SurfGuard Users Clubs Patrols 7 3 When managing your patrol team members it is important to note that they may not hold the correct award s to be eligible for the position SurfGuard will alert you if a member does not hold the correct awards by displaying a red No beside the member If they do hold the correct awards SurfGuard will display a green Yes For a list of the award requirements you can use the award requirements link at the bottom of the manage members page Click Add an Individual as a Team to create a one person team entity this is primarily of interest to Lifeguard Super
22. Es Y 10 11 7 O _ o 10 11 ll g a s 10 11 2 E F i U e right fo ee ai 1h Figure 7 3 e Incident Details Demographics entry page Important To close the log immediately keep the Close log option checked at the bottom of the patrol statistics page If you wish to keep the patrol log open in order to make changes later uncheck this option Other request actions on the Patrol Logs main page include Re opening Deleting or viewing the Status of the patrol log If you request to re open or delete a patrol log you will be prompted to provide notes giving the reason for the request If left open the Patrol Log will automatically close 21 days after the patrol log is created If alterations or corrections to the Patrol Log are required after 21 days the record will need to be re opened and approved by your Branch or State Lifesaving Director You can add an Unrostered Patrol Log such as a voluntary patrol using the sub menu option provided To add an Unrostered Patrol simply nominate a name date start and finish time and click the Continue button to create the entry as seen in Figure 7 3 f Unrostered Patrol Log screen below You are then taken to the Patrol Log screen in order to enter the members involved in the log and their hours Add Unrostered Patrol Log Test NSW Club Name Xmas day Date 25 12 2007 E dd mmyyyy Start Time 09 w 00 v Finish Time 15 00 w F
23. Groups A number of actions are accessible from this screen The Edit button allows you to change certain information about the group such as the name Specific details about the group can be accessed via the View button The Permissions button features a list of the different types of areas within SurfGuard that the group can access Using this function as an administrator you can assign read write update delete and grant permissions to the group for all areas within SurfGuard Groups Surf Life Saving NSW Group Name From To Environment an w Application an v Add Group Group Name Environment s Application s Actions NSW Assessments Rest Read Only Production Memberships Edit Delete View Permissions NSW Full Access Read Only Patrols Production Memberships Figure 15 2 a Groups Users The Users option allows you to access and update users of the system You can also add a new user via this menu option To add a user you must ensure that all mandatory fields are completed These are indicated by an asterisk A number of drop down menus and tick boxes are also available Usually a user s Main Organisation will be the organisation that they will be using the most within SurfGuard A user can have access to other organisations as well by selecting them in the Available Organisations area A new user must also be assigned permissions to a number of Groups by selecting from
24. Qualifications Check to run an analysis of a candidate in reference to a particular award Tips Click Assessment Request List to view all assessment requests for your club branch or state Click New Assessment Request to create an assessment record Select assessment specifics by choosing from the various drop down options SurfGuard User Guide v3 28 SurfGuard Users Clubs Assessments Tips Click Assessment Candidate Qualifications Check to list the reasons why a particular candidate does not meet the requirements for a particular assessment Results The candidate does not fulfill the prerequiste conditions for the award 15 Year Officiating Service Certificate Surf Official Level 1 gt The candidate does not hold the award Surf Official Level 1 Use the reference awards report to view all general and prerequisite information about each award Only members who are not in another incomplete assessment request will be listed in the available members Age restrictions are implemented as per each awards settings and prerequisite details These can be found using the reference awards report Manual Award Number This is a manual number that the state can allocate to a member for an award It will appear in the engravers report and certificate There can only be one member in a credit transfer type of assessment Proficiency Assessments Only members who hold the award will be liste
25. User Guide v3 19 Title Unknown First Name aa 1 Midde Name Last Name Preferred Name Gender H O Date of kith ddimmiyyyy Cheek for duplicate Not Supplied E Omtale OFemaie Same as home address Street amp Number O Suburb E State NSW Postcode 7 Country Australia Phone Humber Home o Business 7 Alternate Preferred No Mobile Phone Email Addresses 8 Email Address Email Address 2 Drivers License Type None v Drivers License a Number 9 Drivers License Expiry E Date TA deimmiyyyy Marine License Number Marine License Expiry 15 pa ddmmiyyyy Shirt Size v Short Size y Do Not Send SMS Email Communications Addio E Singe Orparsaton C Councl Organisation Acadamy of Su Sports a Membership Category Probatonary E in ne Membership Status kan E Rogatoret tor Season toas Fries Go a Compettive rights Ores Ono Locker No Club Keys E 5 toned Do asi Member Protection y Momber Protection Foe CCompieted Member Protection Date Er Montes Protector Expey Date inam E aam Tios MerberVerfeaon IO Sted 0 Martes Veras 1D Sted Date PA Membr Vertcaten 0 Type 3 Menter Verfcaten ID Number i Organ Donor Blood Type 14 Medical Notes Hepatitis B Vac
26. User Guide v3 78 Lifeguards Councils Beaches Lifeguards 16 16 1 16 2 16 3 16 4 Lifeguards Overview The Lifeguards module has been developed to assist Lifeguard managers in organising and tracking Lifeguard services In its initial stages the Lifeguard Councils Shires Beaches and Pools will be managed by users with State level access Lifeguard entities resemble the traditional SurfGuard layout however there are a number of changes to permissions and functionality specific to managing Lifeguard services in SurfGuard The hierarchy for lifeguard entities follow the same guidelines as traditional clubs and branches Pools and Beaches are classed as Clubs in addition to Councils and Shires being classed as Branches Summary Due to lifeguards often patrolling at multiple beaches within a council summaries for membership category that are run at a branch council state and national level will only count a lifeguard once per council that they belong to Organisational Details Organisational Details contain all information relating to the Service that has been set up like addresses contacts ABN Bank Details and GPS reference data etc If filled out fully it can be used as a means of obtaining details for mail outs lists and other information usually collected at the start of the season on a form This information is also used throughout the whole Organisation and will be used for displaying on the SLSA webs
27. and date and time information relating to the log The statistics and rescue activity fields are also printed in the PDF log To enter information into a patrol log use the Create button beside the required patrol log Once you select the Create button the patrol log will be displayed on your screen SurfGuard will automatically pre fill the log with all members of the patrol team in their respective positions To move other members into the log you can select from the list of members on the left and use the gt arrow button to move the member into the required position To move a member out of a position use the lt button The list will show all active members registered for the current season by default To view all active members regardless of season you must check the box marked Include Non Financial Members This will also list only the members in categories listed in the Patrolling Membership Categories sub menu item This area can be used to filter the list as need be SurfGuard User Guide v3 41 SurfGuard Users Clubs Patrols Each member must be assigned a patrol type and if a substitute was arranged the substitute must be moved into the substitute column To add a visitor to your patrol log from another club select the Add Visitor with update If you have more than 18 members involved in your log use the Next Positions with update to move to the next page of members Us
28. by clicking the red X in the top right hand corner of the window For convenience the post log in screen now displays four Quick Reports These are simple shortcuts to the four most commonly accessed reports Contact Details Current Awards Bronze Medallion Patrol Rosters and Total Member Patrol Hours Season To run any of these reports click their link see Figure 1 7 a Logging off When you have finished using SurfGuard click the Log Off link to end the session The Log Off SurfGuard screen will then be displayed as per Figure 1 8 a indicating that your session has ended Log Off SurfGuard You have successfully logged off Click here to re login Figure 1 8 a Logout confirmation SurfGuard User Guide v3 10 SurfGuard Users Clubs Introduction 1 9 Data integrity As a database SurfGuard is only as good as the quality of the data loaded into it by users It is a good idea to check that you have spelt and punctuated member and place names correctly as this will affect the accuracy of the information on which your Club relies Data entry should be checked before it is submitted and rechecked when renewal forms or other data is being entered Wherever possible ensure that all Fields are filled out on template forms and that you check regularly for duplicated member records 1 10 SurfGuard security The SurfGuard database security is set up on a Child Club Parent Branch and Gran
29. details that pertain to a certain date Details include time and number of rescues performed beach attendance first aid required tide information and weather conditions 13 6 Mailing Groups and Reports Mailing Groups and Reports can be used by Branches and State committees When creating a Mailing Group or Report only the member Clubs and individuals of your Branch State are available to you Member information can be sorted by Club and then by all the other categories within the Club as shown in Figure 13 6 a State level reporting screen SurfGuard User Guide v3 67 SurfGuard Users Branch State Branch State SurfGuard Users Member Details Reporting Surf Life Saving NSW Report Type Officers Club v Custom Report Output Format CSV style Excel format v Enter the following Officer fields to narrow your search All Officer Positions Accident Investigation Officer Administration z After Hours Emergency Contact Officer Position Coaching Deputy Director Lifesaving Deputy_President District Supervisor Education z From 01 07 2008 El ddimmyyyy o 30 06 2009 EE cadimmyyyy Include Empty Officer Positions V Enter the following fields to narrow your search Branch Central Coast Branch vy Organisation North Avoca v Academy Beach Lifeguards Pool Lifeguards Organisation Type RTOs SLS Organisations Support Operations Other SLS Organisatio
30. e Full Time Lifeguard e Senior Lifeguard e Lifeguard Supervisor 16 6 Assessments The Assessments menu allows users to view current or past assessments or to enter new assessment information Users can only add edit and view information for which they have access By clicking the sub menu item New Assessment Request you can create a new assessment record You can select assessment specifics by choosing from the various drop down options Select from available candidates by clicking a name and using the add arrow gt Only members who are not in another incomplete assessment request will be listed as the available candidates for a new assessment Age restrictions and pre requisites are implemented hence minimum and maximum ages are as of 30 September of the current registration season or as of the current date if past 30 September To check age requirements and pre requisites run the Reference Awards report in the reports area Some awards now require the entering of pool or activity times These fields are available against their respective awards and this information can be input during the process results stage of an assessment see Figure 16 6 a Processing results for an Assessment As all results must be approved the results of pool activity times and pass fail information can also be edited by the Council level administrator during the Awaiting Candidate Approval stage SurfGuard User Guide v3
31. etc Once Archived an assessments status will be Archived and can be viewed by selecting Archived in the Assessment Status option in Figure 4 3 a SurfGuard User Guide v3 25 SurfGuard Users Clubs Assessments 4 4 New Assessment Requests By clicking the sub menu item New Assessment Request you can create an assessment record for club members You can select assessment specifics by choosing from the various drop down options Figure 4 4 a To retrieve a list of eligible members click the Get candidates button a list of members will appear that fulfil all pre requisite requirements for the chosen award including age and license information Select available club members by clicking a name and using the add arrow gt Only members who are not already in another incomplete assessment request for the chosen award or proficiency will be listed in the available candidates list Age license and award pre requisite restrictions are also implemented To view the prerequisites for an award use the Reference Awards report in the reports area of SurfGuard or a quick link to this report is available under the candidates list Figure 4 4 b Minimum and maximum ages are calculated as of 30 September of the current registration season or as of the current date if past 30 September There is also a 2 month leeway for age restrictions so a member who turns the correct age in less than two months will appear on the
32. if two family members with the same name join the same Club they will be differentiated by their respective dates of birth Note If a member does not wish to receive club communications via email and or SMS then you must tick the Do not send email SMS communications checkbox location in the members Other Details section Returned Mail flag A checkbox has been added to each address type Home Postal and Emergency Contact within members details This allows club administrators to flag the address if it is incorrect and mail has been returned to sender The flag has been added to a SurfGuard User Guide v3 18 SurfGuard Users Clubs Members number of member details reports giving access to reporting on all members with incorrect addresses 3 4 List members The list members view contains a list of all Active members in your organisation From this screen you can view or edit each individual member s record or complete transactions or patrol details pertaining to individual members see Figure 3 4 b It should be noted that where the Club List runs onto a second page you can access the next screen by clicking the Next gt gt link This list can be alphabetically sorted using the letters above the list or by clicking the column header to sort by a specific column When an individual member record is selected you can access the member s awards patrols and transactions data by clicking the member links SurfGuard
33. member ID if known Assuming the member is found a new screen will display asking for information relating to the transfer Once submitted the transfer will then be available in your Transfer In area of the main transfer Summary page The Transfer Out process is almost identical however you are selecting a member from your club instead of another club Membership Transfer Request Test NSW Club Transfer Into Organisation Losing Club State Surf Life Sav ing Nsw vw Branch Central Coast Branch v Club MacMasters v Enter either member 1D or full name Member ID 1234587 First Name Jo hn Last Name How ard Figure 5 3 a Transfer In screen SurfGuard User Guide v3 31 SurfGuard Users Clubs Transfers Tips Use the Membership Transfer Request screen to initiate or track a member transfer Choose from the drop down options and click the New Transfer In or New Transfer Out links Summary The three types of transfers are e Complete e Non competition rights e Competition rights The types of Transfer Requests include e New e Endorsed e Approved e Rejected e Not Endorsed SurfGuard User Guide v3 32 SurfGuard Users Clubs Organisational Management 6 2 Organisational Management Organisational Details The Organisational Details sub menu allows users to view the official contact details and other general details of their ow
34. v Date Joined 2970472009 E ddimm Nyy Membership Satus Active v Registered for Season 2008 2009 current season Register for Season Competitive rights Oves Ono Locker No Club Keys 7 Guardian Information Condensed view Expanded view Figure 13 2 a Edit Members screen condensed and expanded views 13 3 Assessments Generally only members who are not in another incomplete assessment request will be listed as the available members for assessment Age restrictions and pre requisites are implemented hence minimum and maximum ages are as of 30 September of the current registration season or as of the current date if past 30 September Proficiency numbers are no longer required The following Assessment rules or definitions apply in SurfGuard e Manual Award Number This is a manual number that the state can allocate to a member for an award It will appear in the engravers report and certificate e Proficiency Type Only members who hold the award will be listed in the availa ble members e All Other Assessment Types Only members who do not hold the award will be listed in the available member s Branches and States can Archive Assessments To archive complete assessments if you are a State select Exam Complete Status and All Assessment Types To archive complete assessments if you are a Branch or Club select Exam Complete Status SurfGuard User Guide v3 65 SurfGuard User
35. you to see those who can be sent a message and those who will not be Figure 9 2 b 9 Select people from the list by ticking their box 10 When all message recipients are selected click Send SurfGuard User Guide v3 52 SurfGuard Users Clubs Cl Fitter by Award Fields O Filter by Assessment Fields Filter by Patrol Fields Patrol Team TeamA v Patrol Log Name Voluntary Patrol Arranged Substitute Make Up No Show Not Rostered Excused Patrol Type Penalty Rostered Substitute Trainee Visitor Patrol Log Date From 01 07 2008 30 06 2009 Patrol Hours equal to hours a Figure 9 2 a Email filters ES tacimmy Messages Message Title This is an email subject Hello there This is a message to inform you that you will be patrolling this weekend on saturday at 9am Regards Message Your Club Declaration will only send messages to people who have consented to receive them and am complying with all SLSA policies and with all relevant legislation No Select 1 Do not send SMS Email Communications 2 E 3 4 Ea 5 M 6 O Y 8 9 Total Members 9 Total Selected Members 4 Select All Member s Unselect All Member s Figure 9 2 b Sample email SurfGuard User Guide v3 Member ID 4447823 4263832 4263834 4511164 4443605 4263836 4447824 4079340 4483716 Member Name Blackwood Billy Border Allan bradman
36. 3 66 SurfGuard Users Branch State Branch State SurfGuard Users Update a Patrol Position Surf Life Saving NSW Pi Name ward Ty Postion Name Patrol Captain Award Type SLSA Education v Award Abbreviation E ti SEI 1 F Air Observers Certificate a Mandale Atrea UA Ufesaving Ba Air Observers Certificate Qld Maxmimum GA Assessor Advanced Resuscitation Members Assessor Beach Management Cert Ill Display Order 1 Assessor Bronze Medallion Assessor Defibrillation Assessor First Aid Assessor Helicopter Assessor IRB Assessor JRB Assessor ORB Assessor Radio Assessor Rescue Water Craft RWC Assessor Resuscitation 00 Optional Awards Assessor Silver Medallion Advanced Emergency Care atlas ariel Assessor Silver Medallion Aquatic Rescue Akiai Resuscitation Certificate Assessor Silver Medallion Basic Beach Management Radio Operator Certificate Assessor Silver Medallion Radio Controller is Codes Assessor Spinal Management Spinal Management A A Senior First Aid Certificate PUA A ae usa pls Resuscitation Certificate Assessor Surf Coach Level3 rs Assessor Surf Official Level 1 Assessor Surf Official Level 2 Assessor Surf Official Level 3 a Enter in the order of importance Taat Figure 13 5 a Add Patrol Position screen A new listing can also be added via the Add Un patrolled Stats button This will open a new screen on which you can enter
37. 81 Lifeguards Councils Beaches 16 7 16 8 Lifeguards Candidate Results E Competent mie eee HoR Blackwood Billy 4447823 12 03 1973 Bronze Medallion c v iki 22 1 06 44 Certificate Il in Public Safety Aquatic Rescue c w Apply Surf Awareness and Self Rescue Skills e v Communicate in the Workplace c v Follow Defined Occupational Health and Safety Policies a C v Operate Communication Systems and Equipment c v Participate in an Aquatic Rescue Operation c v Provide Emergency Care c v Work Effectively in a Public Safety Organisation cow Work in a Team c v Show Assessment History Award Reference Report This will take you to the General Reports screen with the assessment awards already selected for the Reference Awards report Please click on the Display Report in the reports screen Figure 16 6 a Processing results for an Assessment Note that this is an example and that a Bronze Medallion may not require times to be entered Figure 16 6 a Processing results for an Assessment above shows an example for entering Pool and Activity times If an award requires a time to be input the option will be available beside the relevant award In this case The Bronze Medallion award is asking for a Pool time and Activity time The example shows the Pool time entered as 12 minutes 34 seconds and the Activity time as 1 hour 24 minutes and 6 seconds For Proficiency assessments once th
38. 9 00 am 5 00 pm AEST Email surfguardhelp slsa asn au Surfguard User Manual User Manual Figure 12 1 a SurfGuard Help Desk details Online Help The Online help facility allows you to actively search the contents of the Surfguard user manual online It can be accessed by using the Go to Online Help hyperlink within SurfGuard You can search for a relevant topic or view the main headings within each section to navigate through to your required area At the end of some of the chapters a Frequently Asked Questions area is available to browse The Online help is generated from the same source as the online and hard copy PDF User Guide see 12 3 Online PDF on page 63 Both versions will be updated when new features are added updated in SurfGuard The Online User Guide has been set up to be as simple and intuitive as possible as illustrated in Figure 12 2 a SurfGuard User Guide v3 62 SurfGuard Users Clubs SurfGuard Help 12 3 Members Mozilla Firefox File Edit view History Bookmarks Tools Help B Members 6 galg Contents Search l Surf Life Saving Australia SurfGuard Us SurfGuard Users Clubs Surf Life Saving Australia SurfGuard User Guide SurfGuard Users gt Glubs gt 3 Mepatie o 1 Introduction Summary 03 Members 3 Members P lt 3 1 Members Email 3 2 Find Member 3 3 Add member 3 1 Members 3 4 List members E z pia Member 3 5 Bulk Processing 3
39. Be tae Ge Hee anh Glee ce Nee ways Gwe eae Go 88 17 1 About Incident Reporting o e e 000048 88 17 2 ADOUTIRD oa a e oe we a ed 89 17 3 Registration Information o e 0000004 90 TILA SOCUTIN e ic ca e e a ee ew eee es 90 17 5 Data Integrity s se s s scs mara a aaie a a a Be 90 17 6 Incident Reports o e 00000022 eee 90 17 7 Add Incident ee ee 91 17 8 Find Incident s s s sicc ome terenne e ee 93 17 9 Browse Incidents aoaaa ee ee 93 Part 6 ASBAMP Online 1 8 ABSAMP 300000 n a ale a a A a we A 96 18 1 About the Australian Beach Safety amp Management Program ABSAMP 96 18 2 About ABSAMP online aaa 96 18 3 Registration Information soaa 97 18 4 SECUS 200 000 e a e Se a PG 98 18 5 Data integrity o lt o e ece sos mesecs 0 o 98 18 6 Data Access Policy o o e 98 18 7 Maintenance Function General o 98 18 8 Attribute values o o e e 99 SurfGuard User Guide v3 Contents 18 9 Attribute Listings 0 4 vete are a e paa a 99 18 10 Beach Barrier o e e e 100 18 11 Beach Drainage a 100 18 12 Import Maps o o 101 18 13 Import Photos o e 202000002 22 oe 102 18 14 Beach Summaries 2 2 e e e 103 18 15 Bea
40. Club administration and a reference tool for those already involved in Club Branch or State administration This User Guide is divided in to multiple sections each focusing on the purpose and use of a separate section of the SurfGuard software It follows the same order as the content presented on the SurfGuard site i e Summary Members Assessments Transfers Organisational Management Patrols Mailing Groups Messages and Reports Unless specified all examples are based on Club level access Each section concludes with a Summary which includes Tips 1 3 Registration information Before attempting to login to SurfGuard you must have a User Account set up on your behalf This is done by completing the IT systems Application form SLSA F049 which can be downloaded via the Admin and Resources link on the SLSA website Then select the folders SLSA forms gt Information Technology The completed form must be returned to the SurfGuard Manager at SLSA Further information and assistance can be obtained from the SurfGuard Manager via email at SurfGuardhelp slsa asn au When you apply for a User login you can choose from Full or Browse access to a number of areas within SurfGuard as well as from the multiple databases available Membership IRD ABSAMP and so on Users should be clear about what access is appropriate Check with your Club Administrator for more information 1 4 Logon instructions The SurfGuard E
41. Datum LoS BSB Number el Office Phone with area code 02 12345678 Account Number E Office Fax with area code 02 12345678 Account Name Email club club com Website lub com Online Payment Gateway Entity Phone with area code DDR Form Submitted Entity Fax with area code Figure 6 1 a Organisational Details edit screen Bank account details To view or edit the bank account details stored in Surfguard for a club or support entity click Organisational Details gt Bank Account Details SurfGuard User Guide v3 33 SurfGuard Users Clubs Organisational Management 6 3 6 4 To edit these details your Surfguard account must have Organisational Management permissions Click on the Edit button to revise the stored details Note DDR Form Submitted can only be modified by national Surfguard users and this is only modified when a club or support entity signs up for the Payment Gateway Service profiles The Service Profiles sub menu takes you to a screen that allows you to further edit the profile of your Club This includes nominating the Club s service hours patrol details and contact information Click the relevant link to edit each section of the Profile see Figure 6 3 a Service Profiles Test NSW Club Date Period Service Hours Edit Delete Monday Friday 08 00 18 00 01 Jan 01 May Saturdays 08 00 18 00 Sunday Public Holidays 08 00 18 00 Date Period Service Hours Edit Delete
42. Features Activities Regulations Biological Hazards Vulnerable Biota Rips Reefs Carparks Access Paths Barriers Sediment Samples Drainage v Figure 18 2 a ABSAMP online information Registration Information Before attempting to login to ABSAMP online you must have a User Account set up on your behalf This is done by completing the SLSA form 49 located on the SLSA Admin and Resources Form Lifesaving area and write ABSAMP into the text area of the system you require Once you have logged on to SurfGuard change the database name to ABSAMP by selecting it from the Application list see below Y ELELU Production v EEE Memberships IEAA ETES Memberships IRD User Admin ABSAMP Data Extracts Organisational Management Y Patrols Mailing Group s Maintenance Reports Home Help Desk Suggestion Box Report a Bug Log Off Memberships Surf Life Saving Australia Assessments Messages Approved 3 ou haw we Awaiting Approval 156 GER Tae Awaiting Candidate Approval 123 Award Allocation 161 Incomplete 126 Total 569 Patrol Log Requests Pending Member Requests North Wollongong 3 Life Saving Victoria 17 The Lakes 1 Surf Life Saving NSW 30 Thirroul 1 Surf Life Saving NT 2 Total 5 Surf Life Saving SA 25 Surf Life Saving WA 8 Figure 18 3 a Switching to ABSAMP Guide v3 97 ASBAMP Online ABSAMP 18 4 Security Several layers of security have been set up in ABSAMP
43. Find Incident s Figure 17 8 a Find an Incident screen 17 9 Browse Incidents The Browse Incidents area displays the criteria based upon the entries made in the Incidents report area eter Ea Central Coast Branch v Cua Production i Application RD w User Name tklerck Incident Reports Add Incident Find An Incident Browse Incidents Browse Incidents Central Coast Branch Incident Number Club Date Time if known Location Incident Type s User Options 10948 3 Toowoon Bay 2008 02 23 Toowoon Bay Beach Minor First Aid Edt Delete 10949 E3 Toowoon Bay 2008 02 23 ToowoonBay Beach Minor First Aid Edit Delete 10950 ES Toowoon Bay 2008 02 23 15 00 00 Toowoon Bay Beach Minor First Aid Edit Delete 11745 Unknown 2008 02 21 15 00 00 Batemans Bay Marina Drowning Edit Delete 11516 Unknown 2008 02 17 10 00 00 water flags area Minor First Aid Edit Delete 12174 Unknown 2008 02 17 10 30 00 Long Reef Major First Aid Edt Delete Member Injury 11126 Unknown 2008 02 11 11 30 00 Binningup Beach Major First Aid Edit Delete 11585 Ba Unknown 2008 02 11 14 45 00 Hillaries Jetty Minor First Aid Edit Delete 10791 E5 Avoca Beach 2008 02 10 12 20 00 Avoca Beach Major Rescue Edith Delete 10792 5 Ocean Beach 2008 02 10 07 30 00 Ocean Beach SLSC Minor First Aid Edith Delete Member Injury Carnival Incident 10872 Toowoon Bay 2008 02 10 11 30 00 Toowoon Bay Beach Minor First Aid Edit Delete 123165 Unknown 2008 02 07
44. Hazard Rating O Latitude E Longitude C Description E Swimming Summary E Surfing Summary O Fishing Summary C General Summary O services Come A es O Hazards amp Risks Show Risks amp H AAA Selection Criteria Figure 18 17 a Custom Exports Delimited By Comma Pipe Include Column Headers Sort Order Include Column not column order Column Header O Basic Beach Details Fields Selected O services E Surf Club C Emergency Services O Lifesaving Services C Service Seasons O Council O Geography O Environment O Hazards amp Risks Figure 18 17 b SurfGuard User Guide v3 107 ASBAMP Online ABSAMP Custom Exports Delimited By Comma Pipe Include Column Headers Sort Order Include Column not column order Column Header O Basic Beach Details Fields Selected Selection Criteria O services C Council O Facilities O Structures O Regulations O Carparks O Accesses E Signage C Public Transport O Activities CI Geography O Environment O Hazards amp Risks Figure 18 17 c Custom Exports Delimited By Comma Pipe Include Column Headers Sort Order Include Column not column order Column Header O Basic Beach Det
45. M 00 05 3H 7 Y Mid 12 v 00 m Y Y Y os os wm y Finish 17 ie 00 94 Overcast 4 sw Slight Winds 10 kts or less M Spiling 00 05 s x Ocean Outfalls please tick Seaweed Tide Times Beach Closed Reason Crocodiles Hours Beach Closed Reason Nil Floating Debris High 08 m 42 e Dangerous Surt Pollution Stormwater Oil Spills Low 14 m Sharks Storms LL Algae Sewage Pollution High 00 m 00 m Marine Stingers _ Algae Jellyfish Stingers Other Low 00 00 Nets Removed Other Hours Beach Attendance specify total number of people at each time increment Sign On 8 00am 9 00am 10 00am 11 00am 12 00pm 1 00pm 2 00pm 3 00pm 4 00pm 5 00pm 6 00pm 7 00pm 8 00pm 9 00pm Sign Off Swimmers WL 35 10 39 5 nnn E MUA Swimmers Outside Flags Craft x 2 i a o s JIL L 4 L On Beach 57 60 60 20 L Attendance Totais 0 fo pst Bs psa fs As e e e fee fes fes fee fee eo Rescues Time amp Number of Rescues Performed z E Performed using 10 11 11 12 12 1 12 No Gear Rescue Tube Body Board Rescue Board IRB RWC ORB RIB J
46. Monday Friday 08 00 16 00 01 Jun 01 Jun Saturdays 08 00 16 00 Sunday Public Holidays 08 00 16 00 Add Patrol Profile Patrol Area Description Patrol Team 1 Additional Patrol Periods outside of listed times Edit Details Contacts Add Contact Figure 6 3 a Service Profiles screen Committees The Committees sub menu allows clubs to group members into functional committees You can assign new committee s a name and nominate positions including chairperson secretary treasurer and members by completing the Add Committee Details see Figure 6 4 a To view an existing committee simply click the Name link You can view a list of all the committee s members by clicking the Members button and change the composition of a committee by clicking the Edit Button To remove the committee from the database click the Delete button By clicking the committee member s name you can view their individual member details Most Clubs have a number of Committees and each Club should have a SurfGuard record of their Management Lifesaving and Surf Sports Committees SurfGuard User Guide v3 34 SurfGuard Users Clubs Organisational Management 6 5 Committees Test NSW Club Add Committee Details Name Type User Options Name abe Commitee Please select the positions you require to be on this Committee Board Awards Committee Positions Chairperson Fundraising Committee Commi
47. OPE002B Enrolment Form Participate in an Aquatic Rescue Operation PUASAROOSB Provide Emergency Care PUAEME001B Work Effectively in a Public Safety Organisation PUATEA004C Work in a Team PUATEAQ01B Figure 4 3 a Assessment Request screen Once you have added a new assessment request you will notice that it appears in the Assessment Request List Information on this screen is colour coded to give an instant overview of all assessments currently on the system Incomplete assessments are coloured red complete assessments are coloured green When an assessment has a status of Incomplete you are given a chance to make any changes before you submit into the system The Update link allows the assessment request to be changed If you click the Delete link you will be prompted to confirm that you want to delete the assessment request Once you have clicked the Submit button for an Incomplete assessment a window will appear confirming that the information has been submitted for approval by your Branch or State Alternatively if the assessment is a proficiency you will be prompted to process results once you have submitted as approval is not needed When asked to process results you can now confirm members results by putting a tick beside each member who successfully completed the assessment For some awards a Pool Time or Activity Time will be displayed Members results can be recorded in the format
48. RB L Surfboat L Ll Helicopter Surfboard Other f f f FT A A AA Ae AAA Rescues Total Enter Edit incident Details Figure 16 8 b Add Unpatrolled Stats screen The above example Figure 16 8 b Add Unpatrolled Stats screen is only a small selection of the Unpatrolled Stats page but this shows clearly some of the fields required and selections available for choosing beaches if logging the stats at a Council or State level For each rescue entered Surfguard has the ability to store incident details and demographic information relating to these rescues Once rescues have been entered click the Enter Edit Incident Details button highlighted in Figure 16 8 b Add Unpatrolled Stats screen to open the demographic data entry screen for a view of the screen refer to the Surfguard Users Clubs chapter and Figure 7 3 e Incident Details Demographics entry page in the Patrols section Patrol Logs and Unrostered patrol logs can be accessed through the Patrol Logs sub menu item in the Patrols menu To create a patrol log there must be at least one patrol team set up for the specified club and the team must have members assigned to and a roster for the season For each team that has a rostered patrol a patrol log will be listed in the Patrol logs screen To enter the deta
49. SurfGuard Users e 65 13 1 Branch State Users 2 e 65 13 2 Edit Members 65 T3 3Assessments s s sorm soma E a oe wd 65 13 4 Transfers s soa 484 8 GS a we Se a we 66 SurfGuard User Guide v3 Contents ESA AAA Sea Wi Me oe nee og pa tangy lak ew 66 13 6 Mailing Groups and Reports o e 67 13 7 Maintenance AE 68 Part 3 SurfGuard Users National 14 National SurfGuard Users ee 71 14 1 National Users ee 71 14 2 Organisational Management o 71 14 3 Maintenance a 71 15 SurfGuard Administration e 75 15 1 User Administration 2 a 75 1S 2r GROUPS ss est A to oh hs es naa ahs ges dao o oh wth de 75 15 30 USERS esos see we ee ee a A Soe ww a we ewe wf a a g 75 15 4 Maintenance 1 76 Part 4 Lifeguards Councils Beaches T6 Lifeguards o 60 4064 a4 4 seeds ened eebed ee had eeaw on 79 16 1 OVENIEW 6 ee he RR RR RE DR ee a 79 16 2 SUMMAY se ee Ee EE a a ee a we e a 79 16 3 Organisational Details o 79 16 4 Adding statistics for reports o o 79 16 5 Membersis ce a a ar aa a ee a eh te n 80 16 6 Assessments s 2 ee ee 81 V6 7 Transfers oa ca da a we hg A 82 16 8 Patrols o s sarsie o o e e RO SE ee Ge 82 T69 REPOS se ok oe BO we PM je dk a a ee a ak Ok 85 Part 5 Incident Reporting Database IRD PA ctv a
50. a Lifeguard entity it is possible to add the member to one Beach Pool or enter them into an entire Lifeguard Council Adding a member to a Council means they become a member of every beach pool that falls under the Council To add members to a council tick the check box marked Council and select the relevant Council see Figure 16 5 a Adding new Members to a Lifeguard Council Surf Life Saving Australia Add Member Details Organisation Membership Details Add to El Single Organisation M council Organisation Adder Rock Lifeguards v Membership Category Probationary v Date Joined EE adimmvyyyy Membership Status Active w Registered for Season Register for Season Previous Competitive rights OQves Ono Locker No Club Keys Figure 16 5 a Adding new Members to a Lifeguard Council If Adding a member to a single organisation you must ensure the Single Organisation check box is ticked This will list all available SLSA Clubs and Lifeguard Beaches Pools Selecting Council will only list available Lifeguard Councils If someone is already a member of a lifeguard service or SLSA club you can add this person to an alternative lifeguard beach or council without requiring a transfer Select the Add Member link in the Members sub menu and enter the person s first name last name date of birth and gender Once you have completed this click the Check for Duplicate button thi
51. ails Fields Selected O services O Council CI Geography O Barriers O Relative Locations O Features C Beach Coordinates O Photos O Maps C Zoning C Environment O Hazards amp Risks Figure 18 17 d SurfGuard User Guide v3 1 o 8 ASBAMP Online ABSAMP Custom Exports Delimited By Comma Pipe Include Column Headers Sort Order Include Column not column order Column Header O Basic Beach Details Fields Selected Selection Criteria O services O Council O Geography C Environment E Drainage O Sediment O Vunerabie Bot sinerable Botai Sec Vunerabe soa w O Hazards amp Risks Figure 18 17 e Custom Exports Delimited By Comma Pipe Include Column Headers Sort Order Include Column not column order Column Header O Basic Beach Details Fields Selected Selection Criteria O services O Council O Geography C Environment C Hazards amp Risks Show Risks amp Hazards O Reefs O Reef Ratios O Rips Biological Hazards O Hazards Figure 18 17 f Exports fields 18 18 Reports The reports area allows users to run a series of pre setup reports and display them to a screen for printing Figure 18 18 a Reports selection shows the list of reports SurfGuard User Guide v3 109 ASBAMP Online ABSAMP A O EA Surf Life Savi
52. an assessment before it is submitted for approval to Branch or State e Awaiting Candidate Approval The results have been entered for the members Branch or state needs to approve the results and may also amend any of the results e Award Allocation The issuing authority State or National will grant an award qualification once the paperwork is checked The award will then appear against the member s name To see the detail of outstanding assessment requests click the Incomplete link This will take you to the Assessment Request screen From this screen you can perform a number of actions including modifying cancelling or submitting the request depending on your access level Avoca Beach Summary Details Display Assessment Requests v Season 2008 Include proficiency assessments Assessment Requests Avoca Beach 6 Archived 5 Complete 1 2 4 Awards Summary There are two types of Awards Summaries available The first Awards by Current Membership Location provides a list of all new awards and proficiencies held by members of your club or that fall within clubs in your branch state for the selected season The second option is Awards Originating FROM This Club and lists new awards that members have gained from your club specifically or a club within your branch state for the selected season SurfGuard User Guide v3 13 SurfGuard Users Clubs Summary 2 5 When viewing the Aw
53. and details related to them Figure 3 2 c To turn off this feature use the checkbox beside Return single row for multi memberships on the Find Member screen Figure 3 2 a Members Surf Life Saving Australia Registered eters Membership Contact Sarem Category Humber orators Member ID Surname First Hame DOB Organisation 4443605 hoskins bob 18 0111983 Multi Memberships Criteria First Name begins with bob Surname begins with hoskins St Page 1 Une erst Mo Organisation Registered Season Status Membership Cagegory 1 Test NSW Club 2008 2009 Active Active 18yrs and over 2 Test Vic Club 2008 2009 Active Active 18yrs and over Figure 3 2 c Members belonging to several organisations Add member You can simply add a member by clicking the Add Member sub menu button You can then add all an individual s details using the drop down option lists on this screen as shown in Figure 3 4 a A red asterisk indicates a field that must be completed for the record to be successfully submitted to the SurfGuard database Mandatory fields include First Name Last Name Gender and Date of Birth These criteria help identify individual sets of data within SurfGuard By clicking the Check for Duplicates button you can search the database for similar entries using these four mandatory fields A member s occupation will automatically default to Student if the member is aged up to 16 years old For example
54. and or internal memberships A number of options will be displayed when the archive suspended or deceased statuses are selected Note When you are viewing a member s record you can email the member direct from this screen To email a member from their member record click the Email Member link below their email address Bulk Processing You can easily process a number of club members at once by using the Bulk Processing sub menu This will allow you to carry out a number of administrative processes activate members archive members register members for the current season or previous season and a number of other options More functions will be added to this feature over time Once you have selected a processing type from the drop down option list you need to select the relevant State Branch and Club if need be Then you can highlight members by clicking their name and using the arrow to transfer members from the Available Members list to the Selected Members list The quickest way to add names to the Selected Members list is by holding the Control button down on you keyboard it is marked with the letters Ctrl and clicking a number of names This will highlight a number of members at once You will be prompted before being allowing to process any member records Click OK to continue or Cancel if you want to review or change your selection You can SurfGuard User Guide v3 21 SurfGuard Users Clubs Members
55. appear in the lists to make selection of members easier This will only delete the Membership Category from your club s list of membership categories of patrolling members For example if you remove Junior Activity Member 5 13 years and Associate from the list by using the delete link none of the members in these two membership categories will be displayed in the member lists on all your patrol screens Add a membership category back into the list by selecting it from the drop down list and click the Add button see Figure 7 4 a Patrolling Membership Categories Test NSW Club Help Membership Category Category Actions Probationary v Cadet Member 13 15 years Delete Active 15 18 yrs Delete Acti ve lete ctive 18yrs and over Delet Award Member Delete Reserve Active Delete Life Member Delete Figure 7 4 a Patrolling Membership Categories screen Other Patrol Log Features A member can be in a number of patrol logs for the same day however their hours cannot overlap A member can hold more than one position within a patrol team Even though they may appear a number of times on the log their hours will only be credited once A member s patrol hours can start 2 hours before the log start time and can finish 2 hours after the log finish time SurfGuard User Guide v3 45 SurfGuard Users Clubs Patrols You can add a member from another club to a patrol log by clicking the Ad
56. ards by Current Membership Location report by clicking the award type link e g Bronze Medallion you can view a list of members names the date each member gained their award or proficiency and any relevant expiry date By clicking the Awards link beside each member displayed you can view a full list of that member s awards and proficiencies Depending on your level of access further sorting options are available when viewing a list of members with the specified award As an example you may have the option of checking to view archived members in your list Avoca Beach Summary Details Display Awards Originating FROM This Club vi Season 2002 Awards originating FROM Avoca Beach Award Total Male Female Unknown Advanced Resuscitation Certificate 2 2 0 0 Bronze Medallion 40 30 10 0 IRB Crew Certificate 11 10 1 0 Senior First Aid Certificate PUA 1 1 0 0 Silver Medallion IRB Driver 12 12 0 0 Surf Aware One ae 17 27 0 Surf Aware Two 23 11 12 0 Surf Rescue Certificate 5 19 6 0 Surf Safe One 25 18 7 0 Surf Smart One 47 19 28 0 Surf Smart Two 31 17 14 0 Training Officer Bronze Medallion 2 1 1 0 Training Officer Resuscitation 1 1 0 0 Total 264 158 106 0 Figure 2 4 a Awards Summary Details DEST Report Printed Certificates Statements The DEST Report Printed Certificates Statements is the Department of Education Schools and training quarterly report Each state is required to report on the award certificate
57. ational Users The details displayed in SurfGuard are dependent on your level of access For those who have National level administrative access a range of different sub menu options is available The available view on some screens will also be expanded to include all Club information and allow you to sort information by Club Branch State or National sets 14 2 Organisational Management The Organisational Management area allows you to undertake a number of functions including defining and managing equipment The Manage Gear and Equipment option allows you to view a listing of all equipment held by the organisation You can update stock details and add new items by clicking the Manage button and following the prompts on the relevant sequence of screens The Define Gear and Equipment and Define Gear and Equipment Attributes options allow you to name describe and assign attributes to new equipment brought into service by any entity of SLSA see Figure 14 2 a New Gear and Equipment screen Gear amp Equipment Definition Surf Life Saving Australia Name New Equipment Description An item of new equipment Type Complex Y Available Attributes Selected Attributes Amount Number Age in Years Number ATV Make List Current Gear Inspection Date Date ATV Model List Defibrillator Model List Board Make List Equipment Insured by Small Text 20 character
58. ave additional mandatory requirements check with your state centre if you re not sure Data for other incident types is optional but we strongly encourage the entry of all incidents to give us the best possible dataset Very minor incidents minor first aid etc are not required to be entered however you can enter them if you choose States and branches should also pay special attention to entering all incidents resulting from their local carnivals as well as state and branch championships The data entered is based upon the SLSA Incident report form SLSA F161 which can be found at http www slsa com au site _content resource 00001081 docsource pdf SurfGuard User Guide v3 88 Incident Reporting Database IRD IRD SURF LIFE SAVING AUSTRALIA Form no 161 07 INCIDENT REPORT LOG Name of Club Service Conditions at time of incident tt relevant Ocam DFre Dsipt OMecerste Dovezast ORsn ooceeeececcoce eeeeeeeeee cee aana Emar thes en eno Sie nadar epar iny Deacon Figure 17 1 a Incident report form 17 2 About IRD IRD is a mySQL relational database integrated with SurfGuard to allow Users access to the IRD either via a viewable screen via a web browser or via output using the reporting function The database has been created using the core information from the original spreadsheets along with additional fields and information Incidents Summary Central Coast Branch Incident Sum
59. ber ID or all or part of the Assessor s name before clicking Get Assessors Search Assessor Member ID Search Assessor First Name Search Assessor Last Name Click the Get Assessors button to retrieve a list of qualified assessors Figure 4 4 a New Assessment Request Note if candidates or assessors do not appear in your list then please check the Reference Awards report also As well as general prerequisite information for potential candidates the report also lists the training and assessing requirements When entering assessor information you are required to enter at least part of their name or their member ID in order for the search to commence If an assessor does not appear in the list then they do not hold the required award to be an assessor for the selected award Candidates will only show by default if they are of Active status and registered for the current season i e Financial If you require candidates who are not financial you must tick the Include non financial members checkbox before using the Get Candidates button Figure 4 4 b Once you click save you will be asked to confirm that you want to add the assessment request By clicking OK the assessment request is submitted into SurfGuard SurfGuard User Guide v3 27 SurfGuard Users Clubs Assessments Candidatas Get Candidates button Include Non Financial Members Get Candidates Available Selected b
60. bers Female Members Unknown Gender Junior Activity Member 5 13 years 61 35 26 0 Cadet Member 13 15 years 6 6 0 0 Active 15 18 yrs 9 5 0 Active 18yrs and over 22 19 3 0 Long Service 2 2 0 0 Associate 23 7 16 0 Total 123 74 49 0 Figure 2 2 a Create a summary using the drop down Display SurfGuard User Guide v3 12 SurfGuard Users Clubs Summary 2 3 Assessment Request Summary The Assessment Requests Summary is sorted based on two assessment types Awards and Proficiencies Data can be viewed based on a variety of award types and their status or level of completion There are a number of Status categories including the following e Incomplete The assessment has not been submitted for approval to branch or state The club is still able to modify any of the assessment details e Awaiting Approval The assessment has been submitted for approval to branch or state This step is skipped for proficiencies e Exam Approved The assessment has been approved by the branch or state The assessment results can now be processed e Exam Rejected The assessment has been rejected by the branch or state The assessment will not take place and this entry can now be archived A new Assess ment Request should be created once the issue has been resolved e Exam Cancelled The assessment has been deleted An assessment can be deleted by Branch or State at any stage before the award is allocated A Club can only can cel delete
61. candidate list For an assessment of Award type only members who do not hold the award will appear as potential candidates For an assessment of Proficiency type candidates will only appear if they hold the relevant award The only exception to this belongs to a small percentage of awards that are Proficiency only This means that the member does not need to hold the award prior to gaining it even though it is a proficiency type assessment Some Awards that fall into this category are the junior activities awards When an assessment is complete Awards are allocated to all successful candidates where as when a proficiency assessment is completed the candidates have successfully re qualified an award they already hold In the case of a proficiency the member s award record is updated with the new proficiency date SurfGuard User Guide v3 26 SurfGuard Users Clubs Assessments New Assessment Request Test NSW Club Help Assessment Details Assessment Type award Date Mro9 2008 El dd mmyyyy Time 24hr 12 4 00 w Award Details Award Type Al Awards Types M Award vij Equivalent Award NA Allocate Update Equivalent Award m Do Not Allocate SLSA Award to Public Members O Units of Competency Available Selected Contact Information Contact Name Travis Klerck Contact Number with area code 0400975283 Document Location Assessors Enter either the Assessor s Mem
62. ch Description 2 2 2 o e e 103 18 16 Beaches 24 8 402 be o a a A 104 TE TZ EXPOr S 4 463 a 4 Sa bj ESE Gok ee ea he we Ge RS 106 18 18 Reports s e 66 6 be Sw ee ee ew EES 109 Part 7 Annexes TIFOS 4 a aed ao amp aw Gow Bim Se Na Awe HR Bw we Soe led eee Be ee Gree 112 Part 8 Glossary 20 Terms and definitions 0 0 0 0 0 000 ee ee 114 SurfGuard User Guide v3 Part 1 SurfGuard Users Clubs SurfGuard User Guide v3 6 SurfGuard Users Clubs Introduction 1 Introduction 1 1 About SurfGuard The SurfGuard national membership and club administration database has undergone a phased process of implementation around Australia SurfGuard is a new fully web based front end that has been built for the database using open international web standards and conforming to the Surf Life Saving Australia SLSA Information Technology IT Strategic Plan SurfGuard caters for around 350 User Groups and contains details about over 300 000 individual members What this means is that the entire system source code and all is owned by Surf Life Saving Australia It also means that data sharing and management will be much more streamlined and efficient and that users will be able to access the system from any computer connected to the internet 1 2 How to use this book The purpose of this User Guide is two fold It is both designed as a training resource for those undertaking training in
63. cination Vaccination Club amp Date E preril with member into Title Unknown First Name Middle Name Last Name Relationship Unknown v Contact Home Address Street amp Number NSW Australia M Home Fax Business Fax Mobile Phone Business Phone Alternate Phone Members Cultural Background v Second Language v Aboriginal Oves Ono Torres Strait Islander Oves Ono Country of Birth y Country of Citizenship y English Spoken v Highest School Level Y Year Completed School Still Attending Schoot Oves Ono Previous Qualifications Trade C AdvancedTechrician Certificate o Undergraduate Diploma Associate Diploma Degree or Postgraduate Diploma Dotner Previous Qualification Details Employment Status a j Disabilities DhearingiDeaf Physical O Learning Dental tines VisualiSight Intellectual Clother o Aquired Brain Impairment Medical Condition Clunspecitied E Enrolment Source Ty i Source Company Name New Company Refresh List Figure 3 4 a Add Members details screen see Legend below Legend Name Gender Date of Birth Occupation Home Address Postal Address Phone Numbers NQOUARWHN SurfGuard User Guide v3 20 SurfGuard Users Clubs Members 3 5 8 Email D
64. d Visitor button If a patrol log contains more than 18 members then you will need to click the Next With Update button to go to the next page of members Only do this after the first page is up to date If you have left a patrol log in the Open status the patrol will automatically close after 21 days You can only request the re open or deletion of a patrol log once it is in the Closed status When you request the re open or deletion of a patrol log you must provide an adequate reason as to why you require this action Branch or State approve the re opening or deletion of all logs and will not do so if there is an unsatisfactory reason entered Tips A Close Log check box is available at the bottom of the Patrol Logs Statistics screen This will close the patrol log if it s ticked To keep the log open you must un tick this box If left in the open status Patrol Logs should be updated within 21 days of the Patrol Log being entered After 21 days the Patrol Log automatically closes Filter the members for Patrols by using the Patrolling Members Category feature Manage Patrol Teams displays the Patrol Team name View the members of each team and other actions by clicking the Edit Delete Members or Roster link under the option Actions Set up a new Patrol Team by clicking the Add a Patrol Team button on the Patrol Teams screen To add an Unrostered Patrol simply nomi
65. d in the available members Award and all other assessment types Only members who do not hold the award will be listed in the available members Summary The Assessment menu allows users to view pending assessments or to enter new assessment requests Users can only add edit or view information for which they have access to An Award is allocated against a member s record upon successful completion of an Award assessment A member s proficiency date is updated when they have successfully re qualified for an award they already hold This is processed through a Proficiency assessment SurfGuard User Guide v3 29 SurfGuard Users Clubs Transfers 5 Transfers 5 1 Transfer types The three types of transfers that can be processed are e complete Used when the member is doing a complete transfer from one club to another club e non competition rights used when transferring a member to another club how ever they are keeping competition rights with their original club This will give the member Dual Membership at one or more clubs e competition rights used when moving a member s competition rights to another club however still retaining their membership at their original club as a non com petitor This will give the member Dual Membership at one or more clubs To view a list of membership transfers select the relevant options from the drop down menu in the search fields on the Transfer Summary
66. der Organisational Management allows clubs to manage the end of their season If the registration season summary statistics period is not ended manually it will be automatically ended on June 30 of the current year at 11 59pm EST The ending of the registration season only affects the Summary screen Tips Click the Add New Internal membership Category button to create a new membership category View officers member details by clicking their name Change the data on this screen by clicking the New Edit or Delete buttons Add a new officer position via the New Officer Position sub sub menu This will open another screen that allows you to enter the name of the new position SurfGuard User Guide v3 38 SurfGuard Users Clubs Organisational Management Tips Ensure all your club Branch State information is entered into the Organisation Details area Ensure your Gear and Equipment is kept up to date in SurfGuard by checking the list as often as possible Update your Positions and Committees after your election meeting and check that details are still current as often as possible The Organisational Details sub menu allows users to view the official contact details for each part of the Surf Lifesaving Organisation Users can only edit information for which they have administrative access Summary Sub menu options include e Service Profiles e Committees e Internal Memberships e Off
67. ditions e Expand and improve the management and safety services of all Australian beaches and to assist other countries to develop similar programs Data on each beach is acquired from a range of interrelated sources topographic maps and aerial photographs aerial and ground site inspections beach conditions produced on a daily basis by patrolling surf lifesavers filling in beach maps and published data All information is filed as a hard copy and all appropriate information then extracted for entry into the database 18 2 About ABSAMP online ABSAMP online is a Postgre SQL Database integrated with SurfGuard to allow Users access to the beach information either via a viewable screen via a web browser or via output using the reporting function The database has been created using the core information from the original MS Access database along with additional fields and information The data is set up as the beach as the central hub and all other information attached to it Each beach has a unique key identifier as have all of the attached features SurfGuard User Guide v3 96 ASBAMP Online 18 3 SurfGuard User ABSAMP A EA Surf Life Saving Australia v SS Production needed ABSAMP v User Name tklerck Maintenance Y Beaches y Exports M Reports General Details Relative Locations Facilities Surf Life Saving Australia o Australian Beach Safety And Management Program ABSAMP Signage Structures
68. does not wish to receive email SMS communication then a checkbox Do not send email SMS communications must be ticked in the persons details in Surfguard To send an email or SMS message 1 Select whether an email or SMS is to be sent by selecting Output Format from the dropdown list Email is the default 2 Use the filters to select the group of people you wish to email or SMS Ensure you select the appropriate filters so you only email or sms the group of peo ple you want See Figure 9 2 a below 3 Expand a filter by clicking the box beside the area you wish to expand and select the field 4 Click Display Report when all appropriate fields have been selected A new screen will open with the results 5 Enter the message details such as title and message 6 Email Attachments To attach a file to an email click the Add Attachment but ton and then click the Browse button and navigate to the file you wish to attach 7 To add further attachments click the Add Attachments button again To remove an attachment click on the Remove button Note You can only attach files of the following types csv images pdf power point rich text spreadsheets text word documents zip gzip 8 Agree to the declaration in order to send an email or SMS All people searched for are returned whether they have a valid email mobile number or not and including those who may have opted not to receive email SMS communication This allows
69. dparent State and Great Grandparent SLSA pyramid structure People who have access at a higher level can see the data below them in the structure Clubs consist of Surf Life Saving Clubs as well as Services such as RWC operations and Lifeguard Services Where a State has no Branches all Clubs are entered in the Misc Branches for that State As this User Guide is structured to follow the layout of the SurfGuard interface it is suggested that new users read the Guide whilst also viewing the site online To save time add the SurfGuard Entry Point page to your favourites Those with Club access can only see their own Club data and the membership details of their Club For membership types data entry screens and the processes required to enter data follow the SLSA Regulations and Policies all of which can be found at www slsa com au Changes to these screens need to be nominated through each State and agreed to by all States before they are implemented This may cause some delay in suggestions being implemented It is also important to note that levels of access can be different for all users based on their required use of SurfGuard For example Chief Instructors might have read only access to all data except full Access to the assessments area of SurfGuard These permissions ensure that only correct information is being entered into SurfGuard A person s record is the centre piece of data in SurfGuard around which all records are based
70. e Exam Rejected The assessment has been rejected by the branch or state The assessment will not take place and it can now be archived Hyperlink A navigation tool that takes users to specific information screens Hyperlinks are indicated by alternative print colour and underlining of text as well as a cursor change when the mouse rolls over the hyperlink SurfGuard User Guide v3 114 Glossary Terms and definitions Incomplete Status The assessment has not been submitted for approval by branch or state The club is still able to modify any of the assessment details Logon To enter personal details and a pre determined password which allows access to SurfGuard Mailing Groups Mailing Groups are used for creating groups of members for the purpose of mail outs Each mailing group must be created under a Mailing Group Type The mailing group type is the main category that the groups will fall under Mail Outs amp Reports For all mail outs or Mailing Group reports go to the Reports Section Navigate To move from one screen or web page to another This can be done by using the forward or back arrows or by clicking menu items or hyperlinks New Mailing Group Type This will create a new type of Mailing group e g a Family group a Patrol group a social group Proficiency The member must already hold the award in order to participate in the assessment for a proficiency Upon successful completion of the assessment th
71. e assessment has been submitted for approval by branch or state This step is skipped for proficiencies Awaiting Candidate Approval The results have been entered for the members Branch or state needs to approve the results and may also amend any of the results A Proficiency assessment is completed once this stage has been actioned Award Number Branch or state has approved the member results State needs to allocate the awards They may input manual award allocation numbers at this stage This step is skipped for proficiencies Button An interface icon that allows a user to access a specific action Check box An interface icon that allows a user to turn on or off a specific feature by clicking a square or box The feature is active when a tick appears within the square Credit Transfer The member is allocated new award s but does not have to actually sit an assessment since they already did the assessment at another external organisation Drop down A list of options from a pre determined set of data e g Menu membership status Exam Approved The assessment has been approved by the branch or state The club can now hold the assessment and enter the results for the members Exam Cancelled The assessment has been deleted by the branch or state assessment can be deleted by branch of state at any stage before the awards are allocated A club can only cancel delete an assessment before it is submitted for approval by branch or stat
72. e assessment is approved by your Council or State the members award will be updated with the new proficiency information Please note that only members who hold the award will be listed in the available members Transfers Although the Transfers menu item may be available all Lifeguard entities are unable to access this area of SurfGuard and cannot initiate or process transfers See 16 5 Members on page 80 for information specific to transferring the membership of lifeguards Patrols A key role of Beaches Councils and States is to manage patrol specific information and there are a number of options under the Patrols menu item that allow you to do this Councils and States now have access to areas such as patrol teams see Figure 16 8 a Manage Patrol Team screen NSW State Level patrol logs and patrol statistics This information can be viewed for only the Beaches that fall under your Council or State For Beaches and Pools the patrol menu items will only be specific to your single organization SurfGuard User Guide v3 82 Lifeguards Councils Beaches Lifeguards Patrol Teams Surf Life Saving NSW Help Retrieve Available Teams From Branch Tweed Shire Council Lifeguards v Club Fingal Lifeguards v Team Name Actions Team 1 Edit Delete Members Roster Figure 16 8 a Manage Patrol Team screen NSW State Level At a Council and State level the Authorise Requests option allows you
73. e member s award record s is are updated with the proficiency date Recognition of Prior Learning The member is allocated new award s but does not actually sit an assessment since they have the experience from such things as work etc Also referred to as Recognition of Current Competence SurfGuard User Guide v3 115
74. ection 9 Memberships Shoalhaven Heads Assessments Pending Member Requests EA oneen Incomplete 4 es F Contact Details Current Awards Bronze Medallion Tota 1 Patrol Rosters Total Member Patrol Hours Patrol S Transfers Messages Transfer In 0 Y 1 i Transfer Out 0 a Report links Total 0 Figure 1 7 a Members home page after logging in You will notice that there are two navigation bars at the top of the screen under the SurfGuard banner The top navigation bar indicates your current status on the SurfGuard site in terms of what organisation you are viewing the administrative SurfGuard User Guide v3 9 SurfGuard Users Clubs Introduction 1 8 environment you are within and the application or database that you are accessing as well as your registered username Your SurfGuard user account is set up to give you relevant access to the national membership and club administration database If you are a registered club user you will have access to your club s information This is indicated in the organisation area of the toolbar your club name will be available in the drop down list Likewise branch and state registered users can select any club from their branch or state from the drop down list to view information for that club Another feature of SurfGuard is the ability to practice within the Playpen environment using real but not live data When you select the Playpen environment any changes
75. ed ABSAMP Data Users and serve as contact point for ABSAMP enquiries Compliance Approved ABSAMP Data Users are expected to observe any restrictions that apply to sensitive data and to abide by applicable laws policies procedures and guidelines with respect to access use or disclosure of information The unauthorized storage disclosure or distribution of ABSAMP Data in any medium except as required by an employee s job responsibilities is expressly forbidden as is the access or use of any ABSAMP Data for one s own personal gain or profit for the personal gain or profit of others or to satisfy one s personal curiosity or that of others 18 7 Maintenance Function General The maintenance functions are managed via the maintenance menu From this menu the parameters relating to a field or a filed can be added changed or removed SurfGuard User Guide v3 98 ASBAMP Online ABSAMP AO E Surf Life Saving Australia v CUSA Production A ABSAMP v Mai tenance Beaches y Exports Reports Attibute Values Attribute Listing Barrier Details z 2 Surf Life Saving Australia Drainage Details Australian Beach Safety And Management Program ABSAMP Import Maps Import Photos Carparks Beach Summaries Beach Description Figure 18 7 a Maintenance functions 18 8 Attribute values Attribute values allow the Administrator to add a new attribute and to sequence the attribute order so that it appears o
76. elect All Columns Sort Order Include Column not column order Column Header Selection Criteria L General Details Show General Details V Member ID Member ID L n Title Title O W First Name First Name C middie Name Middle Name M Last Name Last Name From EN To O Preferred Name Preferred Name Gender Gender Oat Ontale Oremale O Date of Birth E Date of Birth From Evo E eammmyyyy Age l Age From las ro 21 ccupation Occupation Home Address L Patrol Log Requests Display Type OHTML Obownloadable CSV Excel Format Odelimited Text File Records Per Page 100 _ Delimiter or Tab Create Template Clear Display Report Cancel Figure 11 3 a Creating a new Custom Report When your report is output to the screen a link will be provided to save the report for opening at a later date You can also sort the report on each column by clicking the relevant column header SurfGuard User Guide v3 59 SurfGuard Users Clubs Reports This report now has the ability to filter by specific Gear and Equipment types 11 4 Report Scheduling To run reports at a specified time or on a regular basis a feature is available that allows scheduling of both standard report and custom reports Reports can either be run once at a scheduled time or can be recurring The resu
77. elect or edit New Organisations can also be added via this menu item see Figure 15 4 a User Admin Add Organisation view SurfGuard User Guide v3 76 SurfGuard Users National SurfGuard Administration Add Organisation Surf Life Saving Australia Organisation Name Organisation Name Test Beach Organisation Code TSB Abbreviation Organisation Type Organisation Type Club Mi Is Surf Life Saving Organisation o Is Support Operations O Is Other Surf Life Saving Organisation o Is Academy Fi Is RTO O ls Lifeguards oO Is Pool O Other Details Parent Organisation Central Coast Branch Award Number Prefix Status Active Figure 15 4 a User Admin Add Organisation view Tips The Groups option allows you to sort and search by group Groups are listed by Name and can be sorted based on the Environment and Application to which they relate New Organisations can also be added via the maintenance menu item You can change your contact details or password via the Current User menu item Summary The User Admin Function is located beneath the Banner in the Login Details area of your SurfGuard screen The details displayed to you as an administrator are dependent on your level of access If you require higher User Admin access contact the Help Desk SurfGuard User Guide v3 77 Part 4 Lifeguards Councils Beaches SurfGuard
78. en searching for active or archived members Find Member Stockton Member ID First Name Last Name Date of Birth From ro Ce aaimmiyyyy Include active records Include archived records INE Include suspended records Include deceased records L Only members with awards Only members with patrol data Only members with pending member requests E Check this to search on part of name Ss Records Per Page la Figure 3 2 a Find Member search screen You can then view a range of member details from the resulting list You can view the full details for a member by clicking the relevant link For example click the View link to access an individual member s details as shown in Figure 3 2 b SurfGuard User Guide v3 17 SurfGuard Users Clubs Members 3 3 Members Test NSW Club All Member ID Surname FirstName DOB Organisation ES Status PES ES User Options Season Category Number 4263834 bradman mark 12 07 1956 Test NSW Club 2006 2007 Active Probationary View Edit Transaction Patrols Criteria First Mame begins with mark Status Active Archived Page 1 Total Records 7 Figure 3 2 b Members list in the Test NSW Club If a person belongs to more than one organisation instead of listing them many times the Find Member screen will now display the member only once and a link is provided to view all the persons organisations
79. essage click the Show Recipients link A message can be forwarded as an email by clicking the Forward as email link This will open the message in your email application with the subject and message content already filled out The view message screen is shown in Figure 9 1 c From North Avoca Sent by user Belinda Tindale Recipient s Show Recipients Subject IRB For Sale Date Sent Tue 23 06 2009 13 06 55 Status Archived on Sat 11 07 2009 15 27 45 by Roger Wilkinson Message North Avoca SLSC based on the Central Coast NSW is selling a Gemini 380 IRB Cat Hull for 7 000 2 yrs old in excellent condition Please direct enquiries to Rick Parsons on 0414 267169 or email the club at office northavocasisc com au Please note a motor is not included in sale Back to Messages Figure 9 1 c View message screen Email SMS Members SurfGuard User Guide v3 51 SurfGuard Users Clubs Messages 9 2 Email SMS Members The email SMS function allows for organisations to extract a list of members and then email sms a message to selected people on the list This will allow for reminders information and other updates to be sent directly to people from SurfGuard Both the email and SMS messages are sent one way only replies cannot be received For a person to receive email and SMS messages they must have a valid email address and or mobile phone number entered into the person details of SurfGuard If a person
80. essments containing members who are NYS O New templates for SLSA Awards AQTF Certificates Statement of Attainmanets Enabled the pdf print format e Awards O National Deleting awards check for award usage e Committees O Fixed bug with adding or removing committee members e Find Member O Added Date of Birth search criteria a from and to date of birth e Gear amp Equipment O Added a link to the PDF file Patrol Equipment Checklist It may be printed and used as a checklist for the patrol equipment e Members Added a facility to email directly from the members details screen e Messages O Ability to forward the message as an email via the users Figure 1 5 a Message on Login screen SurfGuard Help Desk If you experience any difficulties when trying to login or when using SurfGuard call the SurfGuard Helpdesk on 1300 724 006 or email SurfGuardhelp slsa asn au The Help Desk is staffed weekdays from 9 am to 5 pm EST Once you are logged on to SurfGuard you can access the Help Desk details at any time by selecting the Help Desk link Navigating SurfGuard Once you have logged onto SurfGuard you will automatically be taken to the Memberships summary screen see Figure 1 7 a A summary of outstanding tasks including membership updates assessments transfers messages and pending member requests are listed on this screen Further information about accessing creating and sending messages is in S
81. etails 9 Licence Details 10 Clothing sizes 11 Does member want to receive email SMS 12 Organisation specific information 13 Working with children Child protection information 14 Medical details 15 Emergency contact information 16 Members background 17 Qualifications and Employment information Members Test NSW Club All Member ID Surname First Name DOB Organisation poca Status posta Sonti User Options 4447823 Blackwood Billy 12 03 1973 Test NSW Club Active Probationary View Edit Transaction 4263832 Border Allan 15 10 1965 Test NSW Club 2007 2008 Active Active 18yrs and over View Edit Transaction Patrols 4263834 bradman mark 12 07 1956 Test NSW Club 2006 2007 Active Probationary View Edit Transaction Patrols 4443605 hoskins bob 18 01 1983 Test NSW Club 2008 2009 Active Active 18yrs and over View Edit Transaction Patrols 4263836 johnson magic 06 05 1967 Test NSW Club 2006 2007 Active Probationary View Edit Transaction 4079340 O brien Belinda 28 01 1991 Test NSW Club 2004 2005 Active Active 18yrs and over View Edit Transaction Patrols 4433716 tester test 01 07 1985 Test NSW Club Active Probationary View Edit Transaction Criteria Status Active Page 1 Total Records 7 Figure 3 4 b List Members Screen When editing a member mandatory fields are marked with a red asterisk When archiving a member or setting their status to deceased or suspended you may specify to remove them from patrol teams mailing groups
82. ficer screen To assign someone to a position click the New button beside that position This will enable you to add a club member to fill that position you must also choose the dates that the member held that position By selecting the Use Organisation Office Postal Address any mailings reports that are generated for this member will use the organisation s postal address instead of the member s postal address recorded in their membership record The Officer Position Synonyms area is used to rename positions that have been set by SLSA For example your club might call their Education position a Surf Teacher therefore renaming the positions to better relate to your organisation To add a new officer position to your club click the New Officer Position sub sub menu This will open another screen that allows you to enter the name of the new position see Figure 6 6 b SurfGuard User Guide v3 36 SurfGuard Users Clubs Organisational Management Setup Officer Position Test NSW Club Officer Position Officer Position Name OHS Assessor Figure 6 6 b Set Up Officer Position screen 6 7 Manage Gear and Equipment The Manage Gear amp Equipment sub sub menu option allows you to view a list of all the equipment tools and other resources that the club owns From this screen any item s details can be added modified by clicking the Manage button from there you can add edit and dele
83. heduled the report type and selection criteria cannot be changed Only the parameters that affect the actual scheduling of the report can be changed such as who will receive it when it is run and how often etc Figure 10 5 a Scheduled Background Reports Messages View Test NSW Club Report Type All v Report An v Output Format an y Y Enabled Yes x Scheduled Run Date From dd mmiyyyy Scheduled Run Date To E dd mmiyyyy Report Type Report Name Output Format Recurring Type Recurring Interval Scheduled Date Time Enabled No oj General Reports Patrol Rosters Single HTML Page Weekly 1 Sat 06 12 2008 09 00 00 Yes 1 Delete Total 1 Figure 10 5 a Scheduled Background Reports messages 10 6 Transactions Maintenance Transaction types can be added to the already available list To add new transaction types select New Transaction Type while in the transaction maintenance screen It s important to remember that you cannot delete a transaction type once members have transactions linked to it Tips You can view edit or delete records on the Source Companies View screen by clicking the relevant button in the Options column Add a new entry by clicking the Create New Source Company button on the Source Companies view screen or via the sub menu The Source Companies feature can be used by clubs to track new member trends etc Summary Source companies are those entities that provide good
84. ia that you wish the report to cover by clicking the applicable check box or using the drop down list Summary There are two types of reports available Standard Reports amp Custom Reports Access standard reports from the drop down list on the Member Details Reporting screen Report options include Club Contacts Competition Email Lists Mailing Lists Gear and Equipment Lists Membership Lists Patrol Lists Awards and Service Profiles The drop down list for each report also provides the output format options including HTML Excel PDF and text formats SurfGuard User Guide v3 60 SurfGuard Users Clubs Reports Summary Reports can be sorted using drop down options including Group Type Officer Position Status and Membership Type A Custom Report can be created and saved as a template for future use SurfGuard User Guide v3 61 SurfGuard Users Clubs SurfGuard Help 12 12 1 12 2 SurfGuard Help SurfGuard Help Desk The details for the SurfGuard Help Desk are available on every screen via the Help Desk hyperlink By clicking the hyperlink a new window will open up to display the Help Desk contact details which include a toll free phone number and email address The Frequently Asked Questions FAQs can also be accessed from this page SurfGuard Help Desk Please contact the SurfGuard help desk if you have any questions Phone Number 1 300 724 006 Weekdays
85. icers The Officers menu has three sub menus under it Officers New Officer Position and Officer Position Synonyms All three items relate to the establishment and management of individuals officers who have specific responsibilities within your club To view the member details of an officer simply click their name You can change the data on this screen by clicking the New Edit or Delete buttons as shown below in Figure 6 6 a View Officers Test NSW Club Held Position From 01 07 2004 E To 30 06 2009 E Format dd mmiyyyy New Officer Position Setup Officer Position Synonyms Position Name Requirement Level Officer From To Officer Position Options Officer Options After Hours Emergency Contact State Branch Club O brien Belinda 23 08 2006 23 08 2007 Deputy_President State Branch Club New Education National State Branch Club bradman mark 26 09 2006 26 09 2007 First_Aid_Officer State Club New Junior Activities National State Branch Club Border Allan 04 10 2006 04 10 2007 Lifesaving National State Branch Club Border Allan 18 10 2006 18 10 2007 Member Protection State Branch Club Member_Services State Branch Club OH amp S State Branch Club Border Allan 18 09 2006 18 09 2007 OH amp S State Branch Club bradman mark 01 10 2007 01 10 2008 OHS Assessor Club Official Co ordinator State Branch Club Paid Administration National State Branch Club Figure 6 6 a View Of
86. icers e Manage Gear and Equipment e Registration Season end settings SurfGuard User Guide v3 39 SurfGuard Users Clubs Patrols 7 2 Patrols Patrols The Patrols menu has five sub menu options these are Manage Patrol Teams Patrol Logs Unpatrolled Stats Past Patrol Hours and Patrolling Membership Categories This area allows you to create patrols teams add members to teams roster teams on patrol record attendance input patrol statistics and record activities that members undertook whilst on patrol Important Note A member s hours are calculated as a total of all hours they have gained within the SLS organisation all clubs organisations the member patrols at When reporting on a persons hours it is possible to either see all hours they have gained as a total across all organisations or a breakdown of hours pertaining to a specific organisation These options are available in the reports area see Section 11 Manage Patrol Teams The Manage Patrol Teams allows three further options Manage Patrol Teams Add Patrol Team and Add Individual as Team The first option screen displays the Patrol Teams your club has created You can add edit and view the members of each team by selecting the Members link You can schedule a roster for the team by selecting the Roster link Other actions are available for renaming or removing the patrol team by clicking the
87. ick the Browse button to select the template file To create a new custom report template click the Create New Report button as shown in Figure 11 2 a SurfGuard User Guide v3 58 SurfGuard Users Clubs Reports Custom Reports Test NSW Club Load Saved Template LErowse_ OR Create New Report Figure 11 2 a Loading a Custom Report template or creating a new report To create a custom report simply select the output fields that you wish to see in your report by clicking the applicable check box on the left blue column A tick will appear indicating your selection The right side of the report green column is used to determine your selection criteria You can also select the display type and the desired document set up Figure 11 3 a For example to create a report to see the first name last name and age of all male members with an occupation of student Put a tick beside the first name last name and age on the left and select gender as Male and occupation as Student on the right Then display report at the bottom 11 3 Gear and Equipment Custom Reports Gear and Equipment reports work in the same way as the custom reports This area is used to report on all aspects of a Club Branch or States gear and equipment recorded in SurfGuard To create a new Gear and Equipment custom report follow the same procedure as described for custom reports Report Title Select Al Columns Un S
88. ils for a patrol you must click the Create button relating to your patrol log This will bring up the patrol log screen and prefill the positions with the members of the patrol team associated with the log If adding an unrostered patrol log see Figure 16 8 c Add Unrostered Patrol screen the positions will be left blank and a list of members on the left is available for positioning into the log The members listed on the left are returned from all the membership types the organisation has selected in the Patrolling Membership Categories sub menu item SurfGuard User Guide v3 84 Lifeguards Councils Beaches Lifeguards 16 9 Patrol Log Byron Shire Council Lifeguards Patrol Log Belongs To Patrol Loy Details Retrieve Available Members From Include Non Financial Members o Available Members No Position Ad Remove Member Member Patrol Type Add Remove Substitute Substitute fe 06 y ee c te x db Figure 16 8 c Add Unrostered Patrol screen Reports Reports are used by Beaches Councils and States to output valuable information from SurfGuard The two report options available include standard pre formatted reports in the Reports sub menu item and custom Reports which can be custom built depending on the user requirements There are a great number of standard reports available and these include some very specific reports that cannot be built in the custom reporting tool An essential repor
89. ing both these options will save the patrol log Surfcom Patrol Logs Stats When entering your patrol logs into Surfguard you may notice some Surfcom information in the stats screen This means that there are stats available that were radioed into Surfcom for the specific day and these can be copied into your patrol stats log There are two ways this can be done 1 If your patrol teams and associated rosters have been setup in Surfguard the stats should already be linked to your log This means simply use the Copy Surfcom stats to Surfguard button to move all Surfcom stats into your patrol stats log After this has been done add all other stats information as required while also ensuring the details that have come from Surfcom are correct 2 If your patrol teams and rosters have not been setup or your Surfcom has not selected the specific team during sign on then your Surfcom stats will not be linked to the Patrol log Simply click the Link Surfcom stats button Figure 7 3 b below select the Surfguard log and the Surfcom stats record for the day time and click the Link Stats button Figure 7 3 c below You will then be taken to the Patrol stats screen again where the Surfcom stats can be copied to your log To do this follow the steps in point one above Tremere Bondi yy BEETS Production WTA Memberships BESET Ear Summary Members y Assessments Transfers Organisational Management y Patrols
90. inistrative access a range of different sub menu options is available The available view on some screens is expanded to include all Club information and allows you to sort this information by Club Branch State or National sets SurfGuard User Guide v3 74 SurfGuard Users National SurfGuard Administration 15 15 2 15 3 SurfGuard Administration User Administration The User Admin function is located beneath the Banner in the Login Details area of your SurfGuard screen All members have access to their own membership details via the Current User menu item You can change your contact details or password using this feature Certain users have been granted administrator rights within SurfGuard as indicated by the option being available to you once you have logged on The details displayed to you as an administrator are dependent on your level of access If you believe you require higher User Admin access at Club Branch Sate and or National level contact the Help Desk Groups The Groups option allows you to manage the permissions groups that fall within your access level Groups are listed by Name and can be sorted based on the Environment and Application to which they relate For example the SLSA Memberships Group has access to the Production environment and Membership application This means that the data is live as apposed to the playpen and drawn from the membership database see Figure 15 2 a
91. ips Read Only x Force Password py Available Organisations selected Organisations Change A PE ARPA J si Clarence Valley Council Lifeguards a Central Coast Branch Registeredfor gt Clarks Lifeguards Avoca Beach Newsletter Clovelly Copacabana saue a E A 7 Send Email Y Coledale Email Template New Account x Collaroy B Community NSW User Created By of By Central Coast Branch be Community NSW Branch Please Note L y will give authority to the selected Coogee NSW Cooks Hill Corindi Lifeguards Y Figure 15 3 a User Administration New User We can see if figure 15 2 that the new member has main access to the Avoca Beach organisation however they also have access to a number of other clubs listed in the Available organisations in the bottom right The member is assigned to 2 permissions groups SLSA Memberships giving full access to SurfGuard at a National Level and also SLSA Maintain Current User which enables the user to update their login details and password By selecting the Force password change check box the user will be forced to change their password when they login for the first time By selecting the Send Email check box An email will also be sent to the user containing their login details Maintenance The Maintenance option allows an administrator to access options for organisational management This option allows the name and type of organisation to be selected for which the admin user wishes to s
92. ite For each lifeguard beach Service Profiles should also be filled out Councils and Beaches may wish to use the Org Management Gear and Equipment area to e Keep track of essential gear in use and its age e Maintenance of IRB Registration information e Keep track of the quantity and type of gear e Check on the make and model of equipment e Check on the Warranty details of gear e Councils should enter their own Gear for the above purposes e Councils can see what gear is held at Beaches to see if Sponsorship of grants should be targeted or arranged for specific items e Allows entities to calculate the costs around gear and equipment for grants and sponsorships Adding statistics for reports So that each Lifeguard service can efficiently and correctly compare activities as part of their reporting requirement it is important that base line statistics are entered into SurfGuard To enter these statistics use the Patrols Unpatrolled Stats screen This data is then used to compile the statistical reports found under the Reports menu The report type Patrolled and or Unpatrolled Stats Comparison compiles graphs to compare the data on a monthly or yearly either yearly calendar or patrol season basis You may SurfGuard User Guide v3 79 Lifeguards Councils Beaches Lifeguards 16 5 choose from 2 to 5 months years to compare The report may be output to view as html or a PDF Members When adding a member into
93. lts of each scheduled report can be emailed and or sent via SurfGuard messaging to you rather than having to export view them from within Surfguard The feature appears at the bottom of the General Reports and Custom Reports selection screens See Figure 11 4 a below Patrol Reports Test NSW Club Report Type Patrol Rosters v Custom Report Output Format Single HTML Page x Enter the following fields to narrow your search Patrol Team All v Patrol Season 2008 eg 2007 patrol season 2007 2008 Blank current patrol season Current Roster Only not patrol logs O Enter the mode of delivery Display Report Here Send Report Via Surfguard Message Y Send to Email test test com bob test com Send Report Via Email gt Enter multiple email addresses separated with commas Do not include blank email addresses Recurring Type Weekly w Recurring Interval Fy eg Weekly Recurring Interval of 2 report to run once every 2 weeks 14120008 ION i Tac loo EN Acad Dale 13 12 2008 E ddimmyyyy Time 24hr 18 w 00 Leave scheduled date time blank to schedule immediately Figure 11 4 a Report scheduling Tips Use the Custom Reports sub menu option to load a saved template Click the Browse Button to select the template file To create a new custom report template click the Create New Report button via the Custom Reports sub menu option then select the criter
94. mary Incident Type Major First Aid 63 Minor First Aid 161 Major Rescue 16 S amp R 1 Member Injury 31 Carnival Incident 31 Complaint 4 Drowning d Near Drowning 3 Other 35 Figure 17 2 a IRD after logging in SurfGuard User Guide v3 89 Incident Reporting Database IRD IRD 17 3 17 4 17 5 17 6 Registration Information Before attempting to login to IRD you must have a User Account set up on your behalf This is done by completing the SLSA form 49 located on the SLSA Admin and Resources Form Lifesaving area and circle IRD into the text area of the system you require Once you have logged on to SurfGuard change the database name to IRD by selecting it from the Application list see below AO Ea Central Coast Branch v SN Production Applicatio Summary Members Y Assessments Transfers Organisational Management Patrols Y M rg User Admin Memberships Central Coast Branch Assessments Transfers Out Awaiting Approval 6 Endorsed 8 Awaiting Candidate Approval 9 New 47 Total 15 Total 55 Patrol Log Requests Messages The Lakes 1 You have 1 new messages Total 1 Pending Member Requests Killcare 1 Ocean Beach 1 Total 2 Figure 17 3 a Switching to IRD Security Several layers of security have been set up in IRD Users can have either Browse Edit or Administration rights as well as access to data on a State by State level Data integrity All data held within IRD ha
95. mber for the group can also be chosen As an example if you were to enter a new mailing group for the Smith family You would select Family as the group type Smith Family as the name of the group and choose the mother or father of the smith family as the Primary member Then the rest of the smith family would be selected using the Add delete members section on the right See Figure 8 2 a Click Submit to add the Mailing Group You can then do this for all your families within the club to have a complete list of your families the members in them and the primary mailing member You will also notice that your committee s and patrol teams are automatically created as mailing groups When a patrol team is changed those changes will automatically reflect in the mailing group s area For the purpose Of a primary member the Patrol Captain is selected SurfGuard User Guide v3 47 SurfGuard Users Clubs Mailing Groups Mailing Group Add Test NSW Club Add Delete Mailing Group Members Mailing Group Type Family v gt Blackwood Billy 4447823 12 03 1973 Smith Famil Border Allan 4263832 15 10 1965 Mailing Group Name johnson magic O brien Belinda 4 tester test 4483716 01 07 1985 Primary Member Figure 8 2 a Add Mailing Group Setup screen 8 3 Mailing Group Types SurfGuard contains a number of established mailing group types These can be viewed by going to the Maili
96. n Surf Lifesaving organisation Clubs Branches and States can add their logo and other details that relate to the organisation Users can only edit information for which they have administrative access in other words Club Secretaries can only edit Club information and Branch officials can only edit Branch information and so on see Figure 6 1 a It is vital that Clubs Branches and States complete this area accurately as it determines how all other parts of the SLSA organisation contact you You can upload a logo by clicking the Browse button This will allow you to select a suitable graphic file from the computer drive of your choice Graphics should be in either in jpeg or png format Club Details Test NSW Club No image Surf Life Saving NSW Test NSW Branch General Details Physical Address Organisation ID Street amp No 6 Test Street Display Name Test NSW Club Suburb Somewharsvile ABN 123 456 78 State nsw w BoM Great Club Post Code 2251 Postal Address Street amp No Suburb Upload Logo r 1 r 1 State Unknown M lt No image C remove Logo Post Code Contact Colour Brown and Green SS EA a io Name Local Gov Area Phone with area code Map Reference A Mobile GPS Latitude decimal format 33 158097 js 7 GPS Longitude decimal format 151 16 27 76 E amp Bao account GPS
97. n the screen in the correct place Click the Modify button to change the sequence of an attribute ABSAMP Attribute Maintenance Total Attributes for this Type 34 Attribute Type Activities AC v Explanation Possible activities available at a beach Attributes List Attribute Sequence OO New Attribute Display Attribute Name Sequence Action Swimming 1 Modify Board riding 2 Wind surfing 3 Modify Kite surfing 4 PWCs 5 Modify Recreational boating 6 Commercial boating 7 Modify Aquaculture 8 Snorkelling 9 Modify Figure 18 8 a Attribute Values maintenance screen 18 9 Attribute Listing The attribute listing generates a report that lists all fields and their attributes To create the report click the generate button The output will show the list of attributes for each area of ABSAMP SurfGuard User Guide v3 99 ASBAMP Online ABSAMP ABSAMP Attributes Report Press Generate to Continue Figure 18 9 a Attribute listing screen 18 10 Beach Barrier The Beach Barrier maintenance screen allows a user to Find delete or add a new barrier and to change the characteristic of a barrier type Click the relevant button to perform this task ABSAMP Beach Barrier Maintenance Total Number of barriers 2693 Barrier Key newt Barrier Name Duranbah State NSW v Island Holocene V Pleistocene Back barrier saltflats width m 0 00 Vegetation Barrier Type
98. nate the name date start and finish time and click the continue button to create the entry SurfGuard User Guide v3 46 SurfGuard Users Clubs Mailing Groups 8 2 Mailing Groups Mailing Groups The Mailing Groups sub menu allows you to view various sets within the database that form specific mailing groups The mailing groups are used to sort your members into family or other groups whereby you can easily create mailing labels or report on them There is a number of mailing group types including Board Family Committee and Patrol groups You can view the members of a mailing group by clicking the link For example the members of the SurfGuard Users Committee are displayed below Figure 8 1 a An individual committee member s details can then be displayed by clicking their name see below Mailing Groups View Test NSW Club Mailing Group Type Family v Member an v New Mailing Group New Mailing Group Type View Mailing Group Types Help Type Group Name Actions Family OBrien Family primary Figure 8 1 a Mailing Groups screen showing available mailing types New Mailing Group You can add a new Mailing Group by clicking the New Mailing Group button or sub menu You can select members from the Add Delete Mailing Group Members column by using the add gt or remove lt arrows The mailing group must be given a name and a type of group selected A primary me
99. nformation about the Transfer Summary can be obtained by clicking the Help link SurfGuard User Guide v3 30 SurfGuard Users Clubs Transfers 5 2 Transfer Request Status There are several types of Transfer Requests that can be used as follows e New Transfer has been submitted and is waiting for the losing club to Endorse or Not Endorse the transfer e Endorsed Transfer has been Endorsed and is waiting for Branch or State to Approve it e Approved Transfer has been approved by state or branch and is ready for the win ning club to complete it When the winning club hits the Complete link this is when the transfer actually occurs and the member gets transferred e Rejected This means the transfer has been rejected by the branch state user e Not Endorsed The transfer has not been endorsed by the losing club but it can still be endorsed by the branch state However if a branch state approves in affect is endorsing the transfer for the club To carry out the wishes of the club branch state should reject the transfer 5 3 Transfers In Out When initiating a transfer you can either transfer a member out of your club and into another club Transfer Out or choose a member from another club to transfer into your club Transfer In An example of a transfer in can be seen below in figure 5 3 The process involves selecting the club that the member is coming from and then entering their details as a name or
100. ng Australia v uci Production Vie lee ABSAMP v Maintenance Beaches y Exports Reports v Beach Basics Coastal n Risk Environmental Surf Life Saving Australia lifesaving tralian Beach Safety And Management Progra Support Services Hazards amp Risks General Conditions Surfing Conditions Fishing Conditions Land Managers Lifesaving Service Figure 18 18 a Reports selection Tips Browse through the screens first Users should know how to navigate around SurfGuard prior to using ABSAMP Summary See above SurfGuard User Guide v3 110 Part Annexes SurfGuard User Guide v3 111 Annexes Forms 19 Forms Click the link below to open the form in a browser window You can then print it or save it to your hard drive for later use A IT Systems access request form SLSA F049 SurfGuard User Guide v3 112 Part 8 Glossary SurfGuard User Guide v3 113 Glossary 20 Terms and definitions Terms and definitions Archived The assessment is complete and all administrative reporting is also complete Authorise Patrol Log Request A sub menu option that allows you to view and action any pending Patrol Log requests This includes re opening s requests and deleting requests You can also request a status of Waiting Accepted Rejected or Cancelled Award Upon the successful completion of an assessment the member is allocated a new award Awaiting Approval Th
101. ng Group Types sub menu as seen below in Figure 8 3 a The different types of mailing groups can be accessed by clicking the relevant hyperlink Mailing Group Types View Test NSW Club All Mailing Group Types Help Type Actions Board Committee Family funds New Mailing Group Type View Mailing Groups Figure 8 3 a Mailing Group Types screen To add a new mailing group type you can click the New Mailing Group Type button on the Mailing Group Types screen Figure 8 3 a The Mailing Group Type Add screen can also be accessed directly via the sub menu item New Mailing Group Types as shown above This screen allows you to name a new mailing group After clicking the Submit button you will be asked to confirm that you want to create this new group You will then be able to access this group and add members to it as described above SurfGuard User Guide v3 48 SurfGuard Users Clubs Mailing Groups Tips View the members of a mailing group by clicking the link An individual member s details are displayed by clicking their name The Mailing Group Type Add screen can also be accessed directly via the sub sub menu item New Mailing Group Types View sets within the database via the Mailing Groups sub menu Mailing group types include Board Family Committee and Patrol groups Add a new Mailing Group by clicking the New Mailing Group
102. ns Figure 13 6 a State level reporting screen 13 7 Maintenance You can Allocate Awards to members using the Awards Allocations submenu This allows you to search for a member using their name or membership identification number You can then use the drop down options to enter all relevant information including their club name and the details of the award as seen in Figure 13 7 a Allocating an Award to a Member below Allocate Award Surf Life Saving NSW Member Search Please enter ETHER member ID OR name to search Member ID First Name John Last Name Smith Allocation Type Award v Gaia 5 Eos Figure 13 7 a Allocating an Award to a Member SurfGuard User Guide v3 68 SurfGuard Users Branch State Branch State SurfGuard Users Tips Some actions taken by branches and or states may overwrite entries made by Clubs Only states have the authority to archive Award assessments Displayed details are based on level of access Summary For those who have branch or state level administrative access a range of different sub menu options is available The available view on most screens is expanded to include all club information within your branch or state SurfGuard User Guide v3 69 SurfGuard User Guide v3 Part 3 SurfGuard Users National SurfGuard Users National National SurfGuard Users 14 National SurfGuard Users 14 1 N
103. nt Request List you can view all assessment requests that fall within your club branch or state see Figure 4 3 a Select from the drop down options to short list the specific assessments SurfGuard User Guide v3 24 SurfGuard Users Clubs Assessments Assessment Request List Shoalhaven Heads Assessment Status All Assessment Status 15 Assessment Type All Assessment Types T Award Type All Awards Types Award All E Assessment ID Assessment Date From 01 07 2009 178 To 30 08 2011 TE dalmmyyyy Search Clear Shoalhaven Heads ID Award Qualification UOC An Organisation Date Status Action 94048 Al UOCS Award Shoalhaven Heads 12 12 2009 Archived Prepare Maintain and Test Response Equipment PUAEQUO01B Complete Print Attendance Sheet Undertake a Rescue Operation in a Small Powercraft PUASARO10B Print Statement of Attainment Enrolment Form 75371 Bronze Medallion Proficiency Shoalhaven Heads 15 11 2009 Archived Complete Form 14 Print Attendance Sheet 79175 Bronze Medallion Award Shoalhaven Heads 20 12 2009 Archived Certificate II in Public Safety Aquatic Rescue PUA21004 Complete Form 14 Apply Surf Awareness and Self Rescue Skills PUASARO12B Print Attendance Sheet Communicate in the Workplace PUACOMO01C Print AQTF Certificate Follow Defined Occupational Health and Safety Policies and Procedures PUAOHS001C Print Statement of Attainment Operate Communication Systems and Equipment PUA
104. ntry Point is found by navigating from the Home Page of the Surf Life Saving Australia website as shown in Figure 1 4 a www slsa com au via the Quick Links panel on the right hand side of the page SurfGuard User Guide v3 7 SurfGuard Users Clubs Introduction 1 5 SurfGuard User Guide v3 Newsletter Subscribe Profile THE LIFE OF THE BEACH LIFE S of wo SURF LIFE SAVING AUSTRALIA 2008 National Leadership College We are now seeking enrolment applications for places at the 2008 National Leadership College to be held at Sydney University 1 6 December 2008 We ve created a new college style of leadership training specially designed for our members You will spend six amazing days with your Surf Life Saving mates you ll learn a lot about leadership but probably more about yourself You ll be bursting with ideas and confidence and you ll know exactly how to direct that energy when you get back to your club and what would a week of college be without some challenging activities fun and games Do you want in Apply now For more information please click here The enrolment application form can be found here Yamaha Club Rescue Program 2008 applications now open The Yamaha Club Rescue Program is a national initiative developed by Yamaha and S surf life saving clubs branches and state centres across Australia to purchase heavily puros equipment This year s equipment range includes the Yamaha Rhino ATV
105. ny Name Contact Person Options A Z Embroidery Jan Smith Ballarat amp Claredon College Business amp Employment Clarke Purton Woolworths Total 38 Create New Source Company Figure 10 3 a Source Companies List accessed via the Maintenance sub menu 10 4 Create New Source Company A new Source Company can be added by either clicking the Create New Source Company button at the bottom of the Source Companies screen or via the sub menu see Figure 10 3 a The details of the new company can then be added by simply completing the fields as shown in Figure 10 4 a Add Source Company Test NSW Club Business Addres Company Name Address Trading Name Suburb ABN State Unknown Company Phone Post Code sd Company Fax Country Australia Ka Notes Postal Address Address Suburb First Name State Unknown 4 Last Name Post Code zz Work Phone Country Australia v Mobile Phone Email Supervisor s First Name Supervisor s Last Name Add Source Company Figure 10 4 a Add Source Company screen SurfGuard User Guide v3 56 SurfGuard Users Clubs Maintenance 10 5 Background Reports messages Changes can be made to all scheduled reports that are set up for your Club or Organisation through this area Once a report has been sc
106. of your memberships The Summary information available is grouped into categories these being Assessment Requests Awards Membership Patrols Proficiencies and Transfers You can change the summary view by selecting an alternative category from the drop down Display menu You can also look at historical data by changing the year in the Season field All fields shown in these lists are clickable links that will take you immediately to a listing of all relevant members Display Statistics under the Summary Menu will display a variety of statistics in a graphical format It is aimed at organisations that would like to display these statistics to the public in their foyer on a large screen The user can specify the image refresh rate 2 2 Displaying summaries To display a summary select from the options in one or more of the fields in the top panel and click the Go button or press Enter on your keyboard see Figure 2 2 a You can sort the data to be displayed in the summary by including or excluding non financial members or by including or excluding proficiency assessments by clicking the check box for that option Shoalhaven Heads Summary Details Display Membership Categories Season 2009 Go Membership Categories The figures in this summary are those at 1st July of the selected season or earlier if elected in the screen Registration Season End Settings Category Total Members Male Mem
107. ore clicking Get Trainer List Search Trainer Member ID Search Trainer First Name Search Trainer Last Name Get Trainer List Available selected Award Details Award Issue Date dd mmyyyy Manual Award Number Proficiency Date El dd mmyyyy Document Location Pool Time A hrs mins secs Activity Time E E hrs mins secs SLSA Originating Organisation Mational Surf Life Mi State gt Please Select lt v Branch A i v Club D Figure 14 3 a Allocating an Award to a Member Award prices can be allocated using the Awards Maintenance sub menu option By using the available drop down lists you can select specific awards as they relate to status and award type You also have a number of administrative options from the Award Prices screen including setting a new price for an award viewing the award pricing details editing these details or deleting the award The Awards Maintenance options are illustrated at Figure 14 3 b Awards Prices view under the Awards Maintenance sub menu SurfGuard User Guide v3 72 SurfGuard Users National National SurfGuard Users Award Prices View Surf Life Saving NSW Status All M Award Type All Award All v Prices Valid On 02 10 2008 i al Format dd mmiyyyy Leave blank to retrieve all prices Award Name Award Type P
108. ormat HH mm 24hr Figure 7 3 f Unrostered Patrol Log screen The Unpatrolled Stats option also allows you to view and or add details of incidents that occurred at times when no patrols were logged As with Patrol Requests the data available to you can be sorted by Branch Club Status and or Date A number of actions can be carried out such as editing the record adding a note to the record or deleting the record via the Action buttons SurfGuard User Guide v3 44 SurfGuard Users Clubs Patrols 7 4 7 5 Patrol Hours 1900 2005 Test NSW Club Enter a Season to Filter the List by Season All v List Active Members Only MemberID Member Season Hours Actions Season 2004 2005 Y cota 4263832 Border Allan 2002 2003 20 00 Member Blackwood Billy 12 03 1973 Active v 7 4263834 bradman mark 1999 2000 20 00 Patrol Hours Format HH mm Add Hours Clear Cancel Figure 7 3 g Past Patrol Hours screen Patrolling membership Categories The Patrolling Membership Categories screen is used as a member type filter for the rest of the Patrol module The member lists that appear in all the screens in the Patrol module such as the Add Members to a Patrol Team screen and the Patrol Log screen can be controlled by selecting only the membership categories you wish to be displayed By doing this you can significantly reduce the number of members that
109. oyment Clarke Purton Woolworths Total 38 Create New Source Company Figure 14 3 c Source Companies view SurfGuard User Guide v3 73 SurfGuard Users National General Details Company Name National SurfGuard Users Add Source Company Surf Life Saving NSW Business Address Address Trading Name Suburb E ABN State Unknown Y Company Fax Country Australia vj Notes Postal Address Address Company Phone Post Code Suburb First Name State Unknown Last Name Post Code Work Phone Country Australia v Mobile Phone Email Supervisor s First Name Supervisor s Last Name Add Source Company Figure 14 3 d Adding a new Source Company Tips The Organisational Management area allows you to define and manage equipment The Define Gear and Equipment and Define Gear and Equipment Attributes options allow you to name describe and assign the attributes to new equipment Allocate Awards to members using Awards Allocations sub menu then search for a member using their name or membership identification number Summary Allocate award prices via the Awards Maintenance sub menu option Use the drop down lists to select specific awards as they relate to membership status and award type The details displayed in SurfGuard are dependent on your level of access For those who have National level adm
110. page By clicking the Incoming or Outgoing links you can view a full list of the relevant members Membership Transfers Request List Test NSW Club Help New Transfer In New Transfer Out Type All v Status All v Winning Club All v Losing Club All Y Direction Transfer In Out v Member Name All v Sort By Most Recent v Reset Filters Transfer Out Most Transfer Create Recent 1D Member ID Name Winning Club Losing Club Type Date action Age Status Action Date 11880 4443605 bob hoskins Test Vic Club Test NSW Club FullTransfer 18 09 2008 18 09 2008 Odays New Endorse Not Endorse Update Delete Total 1 New Transfer In New Transfer Out Figure 5 1 a Membership transfer screen From this screen you can perform a number of actions including approving or rejecting each transfer request if your access allows As an example once you click the Endorse or Reject links you are taken to a screen that displays the individual s details and allows you to action the transfer request by clicking the Submit button You can obtain further information about a member by clicking their member ID number This will take you to a summary page regarding that member s transfer You can also view the contact details for the winning or losing club and their respective branch and state by clicking the club name The summary information can also be sorted using filters contained in the drop down options Further i
111. popular with surfers and beach fishermen If you want a change from the Gold Coast then Fingal will take you back to an earlier period lets hope it stays like that as north and south continue to develop A 4 WD beach licence obtainable from the Council is required to drive on the beach Figure 18 14 a Beach Summaries maintenance screen 18 15 Beach Description The beach description maintenance area will allow the user to display update delete and create beach descriptions Click the appropriate box to achieve this SurfGuard User Guide v3 103 ASBAMP Online ABSAMP ABSAMP Beach Description Maintenance No of Beach Descriptions defined 3863 Description Name GenDesc00001 v Update Description Name Description Duranbah Beach also Flagstaff is the most northern beach in NSW located between the northern entrance wall of the Tweed River mouth and Point Danger which marks the Queensland NSW border Itis 630 m in length and faces east A road runs the length of the beach with a car park at the southern end and street parking running along the northern section to an old quarry site under Point Danger The beach is composed of fine sand which produces a low gradient and up to 100 m wide with the entrance wall at the southern end and rocks and a cliff at the northern end It s exposed position on the Point results in an energetic surf zone with waves averaging 1 6m This produces an attached bar cut by three persisten
112. quired fields by following the order of the paper based Incident Report Those fields marked with a red are mandatory SurfGuard User Guide v3 IRD 91 Incident Reporting Database IRD IRD A AO E Central Coast Branch v ena Production Application EU User Name tklerck Incident Reports Add Incident Find An Incident Browse Incidents Add An Incident Central Coast Branch Please enter details where known leave unknown fields blank hint Esc clears radio buttons Incident Details Club or Service Copacabana vi Date 03 M Oct W 2008 Time HH MM 24hr clock Location of Incident Rocks Patient Details Patient s Name Bob Smith Age Dos HH Patients Gender Or Om Street Address Town Postcode State Ovic Onsw Ont OaLo Osa Oras Owa Country Prevailing Conditions Wind Conditions Ocaim Osiight Omoderate Weather Conditions OFine Oovercast Orain Sea Conditions Osma Omedium OLarge Water Surface Ono chop Oavg chop OLarge chop Wave Tina PREPA wa Figure 17 7 a Add Incident entry screen For incidents where resuscitation was required the CPR Oxygen Defib options must be chosen when completing the Initial Treatment area This is necessary to allow you to complete the CPR Oxygen report form Figure 17 7 b Initial Treatment Initial Treatment ON None given not required O2 None given
113. radman mark 4263834 12 07 1956 Gogo Tobias 4511164 10 07988 Obrien Belinda 4079340 28 01 1991 Zealey Juanita 4518860 08 0211 983 J90 List Candidates In Other Assessments THEY WILL NOT BE INCLUDED IN THIS ASSESSMENT List Candidates In Other Assessments for the Selected Award s Click the List Candidates in Other Assessments button to view a list of candidates in other assessments External Candidates acta External Candidate with Update Award Reference Report This will take you to the General Reports screen with the assessment awards already selected for the Reference Awards report Please click on the Display Report in the reports screen Figure 4 4 b Candidate list and Award reference report link In addition to these two types of assessment a member can also be assessed via Credit Transfer or Recognition of Current Competence Prior Learning Credit Transfer refers to an assessment that is conducted elsewhere but results in the allocation of a Surf Lifesaving Award where as Recognition refers to the acceptance of previous training or experience as equivalent to the award allocated 4 5 Frequently Asked Questions Q If someone does not appear in my candidate list what do I do A Use the list candidates in other assessments button to ensure the member is not already in another incomplete assessment for the same award In addition use the Assessment Candidate
114. ranch v Coastal Type Surf Club Select Surf Club v On Beach Description Letitia Spit is a 3 3 km long barrier a Patrol Type beach backed by the Tweed River Fingal Rovers SLSC and it s eastern training wall Itis v E Local Names Length m 3 00 Enter new local name Add Mean Width m 100 00 Orientation 68 00 Public Transport Embaymentisation 0 90 parece new a Mill aa Ace Back Beach Mean Width m 0 00 Bus Train Delete Passenger ferry Delete Latitude R p Longitude z Deg 28 Min 10 Sec 45 Dir s v Deg 153 Min 33 Sec 0 Dir E v Hazard Ratings Comments High Tide 6 00 Low Tide 6 00 Tweed River Entrance Wall to north Physical 6 00 Overall 0 00 Figure 18 16 b General Beaches details screen A table below summarises the information held in each beach area of ABSAMP General Details Description Public transport Measurements Lat and Long Hazards Reefs Attaching summaries Relative Locations Location type name distance Facilities Type number distance comments Hazards Type location Lat Long Risk comments Signage Type location symbol hazard lat long Structures Type details manager Features Type location details Activities Type clashes with Regulations List of applicable regulations Biological Hazards Type season comments control Vulnerable Biota Type evidence counts commen
115. rice Valid From Price Valid To Price Options 10 Year Assessing Service Certificate Service 01 07 2008 01 07 2009 13 50 New Price View Est Delete 10 Year Coaching Service Certificate Service 16 07 2008 01 07 2009 13 50 New Price view Exit Delete 10 Year Officiating Service Certificate Service 18 07 2008 01 07 2009 13 50 New Frios View Exit Delete 15 Year Assessing Service Certificate Service 18 07 2008 01 07 2009 13 50 15 Year Coaching Service Certificate Service 18 07 2008 01 07 2009 13 50 15 Year Officiating Service Certificate Service 18 07 2008 01 07 2009 13 50 20 Year Assessing Service Certificate Service 18 07 2008 01 07 2009 13 50 New Price view edit Delete Figure 14 3 b Awards Prices view under the Awards Maintenance sub menu Two maintenance options are available under the Enrolment Source Companies sub menu The Source Companies View screen lists all companies that provide services or goods to your club You can view the company s full details by clicking the View button see Figure 14 3 c Source Companies view Other options include Edit and Delete You can also enter a new company from this screen by clicking the Create New Source Company button as illustrated at Figure 14 3 d Adding a new Source Company Source Companies View Surf Life Saving NSW Company Name Contact Person Options A Z Embroidery Jan Smith Ballarat amp Claredon College Business amp Empl
116. s Board Type List Colour List lt Date of Purchase Date Defibrillator Make List Disabled Access Boolean Yes No Equipment Insured for Currency bA Figure 14 2 a New Gear and Equipment screen 14 3 Maintenance The Maintenance area of SurfGuard contains three sub menu items available to National level users these being Award Allocations Award Maintenance and Enrolment Source Companies Each of these areas has sub sub menu items from which you can make a selection You can Allocate Awards to members using the Awards Allocations sub menu This allows you to search for a member using their name or membership identification number You can then use the drop down options to enter all relevant information including their club name and the details of the award as seen in Figure 14 3 a Allocating an Award to a Member below SurfGuard User Guide v3 71 SurfGuard Users National National SurfGuard Users Allocate Award Surf Life Saving NSW Member Details Candidate Blackwood Billy DOB 12 03 1973 Award Type gt Please Select lt Award Override Prerequisite Checks o Ass Search Assessor Member ID Search Assessor First Name Search Assessor Last Name Get Assessor List Available selected Trainers Enter either the Trainer s Member ID or all or part of the Trainer s name bef
117. s Branch State Branch State SurfGuard Users 13 4 13 5 and Proficiency Assessment Type To archive rejected assessments select Exam Rejected Status A button Archive will appear When clicked it will archive the currently displayed assessment request It should be noted that only States can archive Award assessments as they need to do extra processing upon completion such as printing of certificates Transfers The following Transfer rules or definitions apply in SurfGuard e Endorsed Transfer Has been Endorsed and is waiting for Branch or State to Approve it e Approved Transfer Has been approved by state or branch and is ready for the winning club to complete it When the winning club hits the Complete link this is when the transfer actually occurs and the member gets transferred e Rejected This means that the transfer has been rejected by the branch state user e Not Endorsed The transfer has not been endorsed by the losing club However the transfer can still be approved by the branch state Important If a Branch State approves a Not Endorsed transfer they are overriding the decision of the Club and in effect endorsing the transfer on behalf of the Club To carry out the wishes of the Club the Branch State should reject the transfer Patrols A key role of Branches and States is to manage patrols and there are a number of options under the Patrols menu item that allow yo
118. s list in the Bulk Processing screen is by holding the Control button down on your keyboard Summary The Members section of the database is divided into the following categories e Find Member e Add Member e List Member e Bulk Processing e Pending Member Requests SurfGuard User Guide v3 23 SurfGuard Users Clubs Assessments 4 Assessments 4 1 Assessments The Assessments menu allows users to view current or past assessments or to enter new assessment information Users can only add edit and view information for which they have access 4 2 Assessment Types Award Upon the successful completion of an assessment the member is allocated new award s Proficiency The member must already hold the award in order to participate in the assessment for a proficiency Upon successful completion of the assessment the member s award record s is are updated with the proficiency date Credit Transfer Upon the successful completion of an assessment the member is allocated new award s but does not have to actually sit an assessment since they already did the assessment at another external organisation Recognition of Current Competence Prior Learning Upon the successful completion of an assessment the member is allocated new award s but does not actually sit an assessment since they have the experience from such things as work etc 4 3 Assessment Request List By clicking the sub menu item Assessme
119. s been collected over nearly 10 years and it is vital that the integrity of the data should be maintained All data being entered or revised should be checked for accuracy before it is entered All data held within the IRD is owned by SLSA No data image or map should be passed on to a third party for research or commercial use without the permission of the SLSA Lifesaving Manager Incident Reports The incident reports menu item allows the user to pre select what fields are viewed in the browse and incident area of the IRD The display category area allows the user to select the columns and order of the selected items SurfGuard User Guide v3 90 17 7 Incident Reporting Database IRD Incident Reports Setup Report Central Coast Branch Output Format HTML Format WI Enter the following fields to narrow your search Select based on incident Type WI Exclude Unknown O Report Period po El dd mmyyyy to El dd mmyyyy Incident ID Add edit links O Add delete links O Incident Type Major First Aid A Minor First Aid 3 Major Rescue S amp R Member Injury Employee Injury Carnival Incident Complaint Drowning Select the columns you wish to display Display Columns Select the sort order lt KIKIKI SI S SINE Sort Output Based on Produce the Report Figure 17 6 a Incident reports selection area Add Incident The add incident area allows the user to input the re
120. s or services to your Club in relation to delivery of awards and other training Users can access either Maintain Source Companies or Create New Source Company via the Enrolment Source Companies option under the maintenance sub menu item SurfGuard User Guide v3 57 SurfGuard Users Clubs Reports 11 Reports Reports SurfGuard provides two types of Reports Standard Reports and Custom Reports A list of standard reports is available from the drop down list on the Member Details Reporting screen Report options include Club Contacts Competition Email Lists Mailing Lists Gear and Equipment Lists Membership Lists Patrol Lists Patrol Statistics Awards and Service Profiles By default all Standard reports are displayed in Simple Search format with a simplified number of search fields If further control over report output is required click the Advanced Search button to view all possible field search options There are also a number of output formats available from the drop down list for each report including HTML format web page look Excel spreadsheet format PDF normal text format and Comma or Pipe Separated These can be output in MS Excel or MS Word format which will allow you to manipulate the data Reports can also be sorted using a number of drop down options such as Group Type Officer Position Branch Club Status and Membership Type etc Some reports will run in the backgro
121. s statements it has issued It totals the printed certificates not the awards allocated during the selected quarter Re prints are not included in the totals The following items are totalled Certificates to Members Certificates to Non Members Statements of Attainment to Members Statements of Attainment to Non Members AQTF Certificates to Members AQTF Certificates to Non Members Total Issued for the quarter Total Issued for the current Financial Year to Date SurfGuard User Guide v3 14 SurfGuard Users Clubs Summary 2 6 Membership categories summary The Membership Categories Summary is a list of all the club s members sorted based on their membership category Membership categories follow the SLSA Regulations and Policies which can be found at www slsa com au The following membership categories are used Junior Activity Member 5 13 years Cadet Member 13 15 years Active 15 18 years Active 18 years and over Reserve Active Probationary Associate Award Member Long Service Life member Honoraty General Academy Non Members 2 7 Patrols summary Patrol Hours Top Members will display the top ten members based on the total to date of their patrol hours for a given season Patrol Hours Organisations will display the total patrol hours for the given club or clubs within a branch state Figure 2 7 a A Patrol statistics summary Patrol stats is also available which will outpu
122. s will search the SurfGuard database for the member If the member is found a message will appear asking if you would like the member to become part of the lifeguard beach see Figure 16 5 b Adding Members from other Organisations By selecting OK SurfGuard will then automatically add the member to the organisation without removing them from their original beach or club This also works in reverse when members are added into clubs however already hold membership at a lifeguard beach The page at https surfguard sisa asn au says 9 gt This member belongs to another organisation Click OK to add them to your organisation and see the member s record Cancel Figure 16 5 b Adding Members from other Organisations When Activating members through Bulk Processing in the Members menu item SurfGuard will automatically register all selected members for the current season SurfGuard User Guide v3 80 Lifeguards Councils Beaches Lifeguards A script is run on the first day of every season 1st July for the given year in which all active members are automatically registered for the current season If a member in your organisation will not be renewing for the next season they must be archived immediately so that you efficiently manage the pool of active Lifeguards Lifeguard entities consist of 6 membership categories that a member can be associated with e Trainee Lifeguard e Casual Lifeguard e Part Time Lifeguard
123. t a clubs total patrol statistics for a given season Central Coast Branch Summary Details Display Patrol Hours Organisations sl Season 2005 Include visitors hours Total Patrol Hours Central Coast Branch Hours Avoca Beach 6414 25 Central Coast Branch RWC Group 0 Copacabana 5078 25 Killcare 4302 75 Machasters 5530 00 North Avoca 4277 25 North Entrance 3930 25 Ocean Beach 4918 75 Shelly Beach 5420 25 Soldiers Beach 6315 25 Terrigal 9717 00 The Entrance 3969 00 The Lakes 5095 00 Toowoon Bay 5146 00 Umina 5293 75 Figure 2 7 a Patrol Hours organisations summary screen SurfGuard User Guide v3 15 SurfGuard Users Clubs Summary To view the patrol totals for each club within a branch click the branch name In an easy to view tree structure the clubs will appear below the branch and the respective totals will be listed for each 2 8 Proficiencies Summary The Proficiencies Summary screen shows the proficiencies gained during a given season In addition to only re qualifications you may also select the check box to display proficiency awards gained for the first time 2 9 Transfers Summary The Transfer Summary screen shows the numbers of members transferring in or out of your club branch or state during the specified season You can use the Transfers area within SurfGuard for organising member transfers easily between your club and other clubs Tips Change the summary view by using the drop do
124. t available for lifeguards is the Patrolled and or Unpatrolled stats comparison report This report lists the beach statistics and compares it to previous statistics for the month calendar year or patrol season The user can determine how many periods to report on for example the last 3 years or the last 4 January s A small example can be seen in Figure 16 9 a State Level Statistics Comparison reporting screen January 2008 Rescues No Gear IRB Rwvc ORB RIB JRB Surb oat Helicopter Surb oard Other Rescue Rescue Tube Board Figure 16 9 a State Level Statistics Comparison reporting screen Patrol Hour Reporting When running reports related to Lifeguard hours it is important to remember that a lifeguard s hours are calculated as a total of all hours they have gained within the SLS organisation all clubs Lifeguard Services Organisations the member patrols at To report on a member s hours specific only to their Lifeguarding the Organisation Hours Type option should be set to Lifeguard Hours This will only report on the person s lifeguard hours so as to not include any hours they may have gained within a Club or as a Volunteer Tips Reports are used by Beaches Councils and States to output valuable information from Some actions taken by Councils and or States may overwrite entries made by Beaches Only States have the authority to archive Award assessments SurfGuard User Guide v3 85 Lifeguards
125. t rips located adjacent to the Point the entrance wall and a more mobile central rip In addition the Tweed River flow seaward of the entrance walls produces an extensive entrance bar and river channel Delete Description New Description Cancel Figure 18 15 a Beach Description maintenance screen 18 16 Beaches The beaches area of ABSAMP is where all detail is held on a particular beach To search for beach information delete the beach key and beach name and enter your known information This information will be reused when you click other beaches functions Note When adding a new beach you will need to create the beach and then in the MAINTENANCE area create the summaries carparks and other features and attach them to this beach Teme cellu Surf Life Saving Australia Y BE Production MA ABSAMP Y MISS Maintenance y Beaches m General Details Reports Relative Locations Facilities Surf Life Saving Australia OS Australian Beach Safety And Management Program ABSAMP Signage Structures Features Activities Regulations Biological Hazards Vulnerable Biota Rips Reefs Carparks Access Paths Barriers Sediment Samples Drainage Figure 18 16 a Beach Function drop down menu SurfGuard User Guide v3 104 ASBAMP Online ABSAMP ABSAMP Beach Total number of beaches 11748 Beach Key nsw002 Beach Name Letitia Spit Find Beach J State NSW v Island Section B
126. te delete and create summary descriptions Click the appropriate box to achieve this These summaries relate to swimming surfing fishing and general ABSAMP Summaries Sets Maintenance No of Summaries Sets defined 4435 Set Name SummDesc00002 v Update Summaries Name Swimming Safest bathing is at Fingal Heads on the patrolled saction of the beach Caution is required on this beach owing to the persistence of rips crossing the inner and outer bars the potential for strong longshore currents during northerly and southerly winds and waves and the persistent rips against the southern entrance wall and Fingal Head Also like neighbouring Duranbah the Tweed River Mouth sand bar channel and tidal flows create additional gt lt Surfing The south entrance wall offers reasonable waves during summer north easterlies which blow offshore If paddling across from Duranbah be very careful of strong currents and sharks Down the beach numerous beach breaks depend on bar shape and swell Fingal Point offers a fair wave with several rideable sections during larger south east swell The banks depend on sand waves that move slowly round Fingal Head Fishing Rock fishing is popular off South Wall with a permanent gutter against the wall and off the Giants Causeway at Fingal Head Up the beach numerous rips produce numerous gutters and holes General Fingal is a popular bathing beach as well as
127. te items of equipment see Figure 6 7 a Each piece of equipment is allocated specific attributes that relate to the type of equipment To print a checklist for a piece of equipment select the Print Checklist button beside the required piece of equipment You can only print a checklist when you have entered at least one piece of gear into an equipment type SurfGuard User Guide v3 37 SurfGuard Users Clubs Organisational Management 6 8 View Gear amp Equipment Test NSW Club Print All Checklists View Patrol Equipment Checklist Type Total Options Administration Equipment 0 Manage Beach Vehicle ATV 0 Menage Beach Vehicle Mobile 0 Manag Buildings and Structures 0 Manage Club Equipment 0 Manage Competition Equipment 0 Manage Computer and Electrical 0 Manage Defibrillator 0 Manage First Aid Equipment 0 Manage IRB 10 Manage IRB Motor 1 Manage Manikin 0 Manage Oxygen Resuscitator 1 Manage Patrol Equipment Misc 0 Manage Patrol Uniforms 0 Mansag Radio 0 Manag Rescue Board Boogie Board 0 Mansg Rescue Tube 0 Manage RWC 0 Manage Shark Bag Major Haemorrhage Kit 0 Mansge Spinal Neck Braces 0 Manage Trailer 0 Mansg Figure 6 7 a Gear and Equipment management screen Registration Season End Settings Clubs will now need to mark when their registration season ends in order to freeze the Summary statistics for Membership Categories A new screen Registration Season End Settings un
128. the available list The groups set up previously SurfGuard User Guide v3 75 SurfGuard Users National SurfGuard Administration 15 4 will determine the access rights that the user has within SurfGuard see Figure 15 3 a User Administration New User Once a new user has been created they will be sent an email to inform them that they must change their password the first time they log on This email is assigned under the drop down option entitled Email Template and can also be accessed via the menu item list A user remains active from the time they first log in to SurfGuard If your account has not been accessed for over three months you will need to contact the Help Desk to have your account reactivated Add User Surf Life Saving User Name Available Groups selected Groups User Password NSW Lifeguards Playpen A NSW Maintain Current User o e E N ifeguards Administrators A NSW Members Only Rest Read Only First Name NSW Lifeguards Read Only al NSW Lifeguards Read Only Playpen i B NSW Members Only Rest NO ACCESS Main Organisation Central Coast Branch i Y NSW Members Read Only Rest NO ACCESS Position ee NSW Members Assessments ONLY rest no a B NSW Memberships Phone Number include area code NSW Memberships Clubs NSW Mi yper Mobile Phone NS i erships Playpen a NSW Memberships Administrators Email NSW Membersh
129. to authorise changes to Patrol Logs that need to be made by Beaches This screen has a number of options and allows you to sort data by Council Beach Action Types Request Types and or Status Types Authorise Requests by clicking the Accept or Reject buttons in the Actions column for the relevant Patrol Log entry You will be required to notate a reason for rejecting or accepting the requested action before continuing A new listing can be added via the Add Unpatrolled Stats button This will open a new screen on which you can enter details that pertaining to a certain date This differs slightly from the Statistics that are entered for specific patrol logs as the unpatrolled stats are details of incidents in which a patrol was not rostered for the time or date Details include time and number of rescues performed beach attendance first aid required tide information and weather conditions see Figure 16 8 b Add Unpatrolled Stats screen SurfGuard User Guide v3 83 Lifeguards Councils Beaches Date 30 09 2008 ddimmyyyy Unpatrolled Stats Salt Resort Main Beach Lifeguards Start Time 09 00 HH mm 24hr Finish Time Lifeguards 17 00 HH mm 24hr Weather Conditions Tim Weather Wind Wind Wave Wave No of Sea Water Direction Strength kts Type Height m Rips Conditions Temp C Start 09 m 00 Overcast M se _M Slight Winds 10 kts or less IM Spilling
130. ts Rips Type number spacing Reefs Type location width SurfGuard User Guide v3 105 ASBAMP Online ABSAMP Carparks Type name distance visible Access Paths Type location start and end lat long hazards access types distance Barriers Type Sediment Samples Type location sample distance lat long position gradient comments Drainage Type crossing location Zoning Type name manager States Type tide locations Emergency Services Type distance response time Lifesaving Services Type provider manager Risk Factors Visitation Lifesaving services 18 17 Exports The export function allows users to select any number of combinations of fields and export then as a variety of outputs Each area is expandable by clicking the relevant button as shown below Name the report and once the export file is created select the location where it is to be saved Note Permission must be sought before any exported information is used by any person other than SLSA staff Expanded data fields are shown in Figure 18 17 a to Figure 18 17 f Exports fields below SurfGuard User Guide v3 106 ASBAMP Online ABSAMP Custom Exports Delimited By O Comma Pipe Include Column Headers Sort Order Include Column not column order Column Header C Basic Beach Details Fields Selected v Beach Key v Beach Name O State C Branch C Overall
131. ttee Secretary Treasurer funds Committee Type OcommitesOBoard AER E Figure 6 4 a Adding or viewing a Committee Internal Memberships The Internal Memberships sub menu has two options which allows you to manage internal memberships or add new internal membership categories Internal memberships are those specific to your club but are not recognised outside the club such as gym membership social club membership etc see Figure 6 5 a To add a new category of internal membership use the sub sub menu option or click the Add New Internal Membership Category button This will take you to the Add New Internal Membership screen which allows you to nominate the name of a membership category see Figure 6 5 b Internal Memberships Test NSW Club Internal Membership Category Display Order User Options abe 0 asd 0 Gym 1 Add New Internal Membership Category Figure 6 5 a Internal Membership screen Add New Internal Membership Test NSW Club Intl Membership Category Childcare Centre Display Order 2 Figure 6 5 b Add New Internal Membership screen The display order column will simply display the internal memberships in your selected order To add members to an Internal Membership Category you must move them into the category while editing the member s record SurfGuard User Guide v3 35 SurfGuard Users Clubs Organisational Management 6 6 Off
132. u to do this For States Set up Patrol Positions and Add Patrol Positions allow you to select or manage the qualifications profile of those members who form part of a patrol team When adding a Patrol Position you can nominate a number of awards which are sorted based on award type as either mandatory or optional see Figure 13 5 a Add Patrol Position screen As patrol positions are different for Clubs Support Operations and Lifeguards you will see an option when adding editing a patrol position to choose the Position Type This will enable states to determine weather the position is specific to Lifesaving Clubs and Support Operations or Lifeguards For example in most cases there would be 3 Lifeguard positions set up for Supervisor Senior Lifeguard and Lifeguard that are specific to Lifeguard Beaches and Pools whereas Clubs and Support operations would have the standard positions such as Patrol Captain Vice Captain IRB Driver etc The Authorise Requests option allows you to authorise changes to Patrol Logs made by Clubs This screen has a number of options and allows you to sort data by Branch Club Action Types Request Types and or Status Types Authorise Requests by clicking the Accept or Reject buttons in the Actions column for the relevant Patrol Log entry You will be required to notate a reason for rejecting or accepting the requested action before continuing SurfGuard User Guide v
133. uld appear once the map has been uploaded ABSAMP Beach Map Maintenance Total number of maps 0 MapCode ml Update Code Name ne Cl a OCS Reference Name View Image Map Type Topographic v Scale 1 E Map Date Pe ddimmiyyyy Description Delete Map Save Cancel Figure 18 12 a Import Maps screen SurfGuard User Guide v3 101 ASBAMP Online ABSAMP ABSAMP Beach Map Maintenance Total number of maps 0 Map Code Mi Update Code Name Reference No File Name Reference Name View Image Map Type Topographic Topographic Scale National park Council Map Date Road atlas Description Street directory Other Delete Map Save Cancel Figure 18 12 b Map Types 18 13 Import Photos Photos can be imported using the Import Photos function under the maintenance menu ABSAMP Beach Photo Maintenance No of Photos loaded 4785 Photo Code 0 v Update Code Name Reference No 435 File Name fe coastsafelimages ABSAMP no match images 23052002 Photo Type Aerial vertical 4 Scale 1 100 17 08 2007 Z dd mmvyyyy Description est Photo Date Figure 18 13 a Import Photos screen SurfGuard User Guide v3 102 ASBAMP Online ABSAMP 18 14 Beach Summaries The beach summary maintenance area will allow the user to display upda
134. und of SurfGuard and can either being emailed on completion or sent as a SurfGuard message It is important to note that you only need to select the criteria you wish to report on and do not need to fill in every box To report on members in your mailing groups or example to print a mailing labels report you can select options from the Group type area in the reports screen If you do not wish to report on your mailing groups then you must ensure this is left as the default selection and not changed A check box is available in many reports giving the option of viewing the selection criteria used Patrol Hour Reporting When running reports related to patrol hours it is important to remember that a members hours are calculated as a total of all hours they have gained within the SLS organisation All clubs Organisations the member patrols at To report on a members hours specific only to your organisation the Patrol Hours Specifically For Organisation option should be ticked in your selection criteria untick this option to view a members total hours across all organisations the member patrols at You will also notice that by default only a members Lifesaving related hours will be displayed so as to not include any hours a member may have gained as a Lifeguard Custom Reports A Custom Report can also be created and saved as a template for future use To load a saved template go to the Custom Reports sub menu option and simply cl
135. urf Life Saving NSW Thu 11 09 2008 11 41 39 C National AWARDS Surf Life Saving NSW Thu 04 09 2008 12 31 37 C Surf Boat For Sale South West Rocks Sun 24 08 2008 09 01 27 C Select All Figure 9 1 a Default Messages screen Create messages There are two ways to initiate a new message You can click the Create Message link from the default messages screen as shown in Figure 9 1 a or you can click the sub menu item on the toolbar The screen that is displays allows you to select the message recipients from the available list You can do this by using the add gt or remove lt arrows Once you have composed your message you have the option of sending it or saving it as a draft to be sent at a later time SurfGuard User Guide v3 50 SurfGuard Users Clubs Messages Messages Test NSW Club Clubs v Recipient List Select Kurrawa A Agnes Water Recipient s A Lakes Entrance Lakes Entrance Lifeguards Launceston Lamberts Beach Lifeguards S Lennox Head Lifeguards Lennox Head Alstonville Life Saving Victoria Academ Subject Important Information Message Hello There This is important information Back to Messages Figure 9 1 b Composing a new message View Messages To view a message click the message subject The message will be displayed with the details of the message including who sent it and who it was sent to To view all recipients of the m
136. visors To create a one man team select the member s name from the drop down list and click Save You can then assign times and dates to that team Patrol Logs Once all your patrol teams have been set up and members and rostered times have been allocated to them you can start entering the patrol logs for your club This information is taken from the Patrol Log Book which is filled out by the Patrol Team Leader whilst on patrol For every date that a team is rostered a log entry will appear in the Patrol Logs screen You may specify a date range and specify the status of the patrol in order to view a specific patrol log see Figure 7 3 a Patrol Logs View screen Patrol Logs View Test NSW Club Help Patrol Dates From 01 05 2008 EE ddimmiyyy To 29 09 2008 El aimma Log Staus an xj Patrol Name Contains SC Add Unrostered Patrol Print Empty Patrol Log No patrol logs have been entered for the selected criteria Figure 7 3 a Patrol Logs View screen If you have entered all your patrol teams and the rostered patrol times for each team then an entire list of all patrol logs for your season should be available on this screen Use the options and date range to filter your search or display logs from other seasons You can print a patrol log in PDF format straight from the patrol log page or alternatively from the patrol roster page The printable patrol log will be pre filled with team member information
137. wn Display menu View season data by changing the year in the Season field Create a summary by selecting from the options in one or more of the fields in the top panel and click the Go button Summary The Summary information available is grouped into the following categories e assessment requests e awards e membership e patrols e transfers SurfGuard User Guide v3 16 SurfGuard Users Clubs Members 3 2 Members Members The Members tab allows you to access member information and process membership changes The Members section of the database is divided into the following categories Find Member Add Member List Members Bulk Processing Pending Member Requests Find Member Searching for a member in SurfGuard is very easy Simply go to the Find Member sub menu screen Figure 3 2 a and enter the member s details such as first name surname and if known member ID number and then click the Submit button Data can be further sorted using the options listed on the screen The options allow you to include active archived suspended and or deceased records as well as enabling you to search on part of a name or return only members with Awards Patrol hours etc Making the search as specific as possible will speed it up For National State and Branch users mandatory input of at least 2 characters of the first name surname or 5 digits of the member ID are required wh
138. you make will not be saved to the national database Regular users should ensure they use the production environment when updating the national database The application area indicates which part of the national database you are working within The Playpen area can be accessed via the drop down menu where the domain Environment is shown This area is used by Club and Branch Administrators and other Managers who want to test changes before they are implemented into production If you would like Playpen access ensure you specify this on your Registration from SLSA F049 The lower navigation bar or Main Menu allows you to access different functions within SurfGuard These options are referred to as the Main Menu items Sub menu items are indicated by a down arrow to the right of the Main Menu item For example you can add a new club member by rolling your cursor over the Members item and clicking the Add Member tab The Third Line Menu includes a short cut to the SurfGuard home page Depending on your level of access this will take you to the Memberships page By clicking the Help Desk link a new window opens up giving you the relevant contact details Both the Suggestion Box and Report a Bug links will initiate an email to the Help Desk You will also notice that clicking some links opens a new window in your Internet Browser This new window can be closed without affecting your login status to the main program

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