Filling out Site Visit Information

Updated 1 week ago by Charlotte Klein

There are two ways to fill out site visit information: directly through Salesforce or through an emailed form.

General Information

Details

The Details section at the top of of any site visit record shows you the basic information regarding this visit. Besides Department(s), you should not have to update any of these fields.

  • Site Visit Name: an auto-generated record name that includes the site visit number, the name of the partner, and the school year.
  • Partner: this field is prefilled during site visit generation. Avoid reassigning the site visit to another partner.
  • Department(s): an optional field that allows you to specify which department(s) or location(s) are being visited.
  • Term: the school year during which this site visit is taking place (prefilled).
  • Site Visit Number: which of the two required site visits this record is being used to document. A third option, "Follow Up Visit", is also available should an additional site visit be performed for this partner.
  • Status: the current status of this site visit. Options are:
    • Open
    • Scheduled: this visit has been scheduled but not completed. Automatically updates when a future date is entered into "Visit Date".
    • Complete: this visit has been completed. Automatically updates when Visit Performed By, Visit Date, Visit Notes, Compliant: Section 6 FLSA, and Compliant: Child Labor Reg 3 29 CFR 570 have been filled out.
    • Not Required: this visit is not required.
  • Compliance Summary: auto-fills once the site visit has been completed.

Scheduling

The Scheduling fields can be used either to capture who will perform this site visit and when or to log this information for a past site visit.

  • Visit Assigned To: defaulted upon the creation of site visits to the account owner. This can be changed to any user on your team. This field is intended to capture who is responsible for the completion of this site visit, whether they perform it or they delegate it to another team member.
  • Visit Performed By: intended to capture the person who is actually performing the site visit. This could be the same as the Visit Assigned To user, or it could be an entirely different person. Because this field looks up to a contact, this person does not have to be a Salesforce user. This is particularly helpful if you choose to fill out the emailed form instead of logging the information directly into Salesforce. To find the correct contact, verify that:
    • The person has a corresponding contact record in Salesforce.
    • The contact record has an email address.
    • The Can Perform Site Visits field is checked on the contact record.
  • Visit Date: the date this site visit was completed or will be completed. If a future date is entered, the site visit form will be sent one day before the visit date.

Site Visit History

The Site Visit History section allows you to see every change that has been made to the site visit record. This is important for tracking site visit updates and completion.

Completing through Salesforce

The Notes section should be completed after the site visit has been performed.

  • Visit Notes: any information collected during the site visit, including student tasks and performance. Relevant compliance information can also be captured here.
  • State-specific Compliance: any information regarding compliance regulations specific to your school's state.
  • Compliant: Section 6 FLSA: a "Yes" or "No" field that corresponds to the Section 6 Fair Labor Standards Act (FLSA), which is linked directly in the site visit record or form. "Yes" indicates the partner is compliant; "No" means they are not.
  • Compliant: Child Labor Reg 3 29 CFR 570: a "Yes" or "No" field that corresponds to the Child Labor Regulation 3, 29 CFR 570.34, which is linked directly in the site visit record or form. "Yes" indicates the partner is compliant; "No" means they are not.
  • Non-Compliance Explanation: if "No" is selected for either of the above compliance questions, an explanation is required. Students should not return to this site until the compliance violation(s) has been rectified.

Completing through the Form

If you scheduled the site visit at least two days in advance, the site visit form will be emailed to the Visit Performed By contact the day before the scheduled date. If the day was not scheduled in advance, you can manually send the form using the Send Site Visit Form button, which will prompt you to either confirm or enter the Visit Date and Visit Performed By contact.

However the email is sent, the contact will receive an email with the subject "Complete Site Visit with [Partner Name]". Once Complete Site Visit is clicked, the following form will open:

  • Partner: prefilled based on the site visit record and cannot be changed.
  • Visit Date: prefilled based but can be updated (as long as the date is today or in the past).
  • Department: prefilled but can be updated.
  • Visit Notes: any information collected during the site visit, including student tasks and performance. Relevant compliance information can also be captured here.
  • Compliant: Section 6 FLSA: a "Yes" or "No" field that corresponds to the Section 6 Fair Labor Standards Act (FLSA), which is linked at the bottom of the form. "Yes" indicates the partner is compliant; "No" means they are not.
  • Compliant: Child Labor Reg 3 29 CFR 570: a "Yes" or "No" field that corresponds to the Child Labor Regulation 3, 29 CFR 570.34, which is linked at the bottom of the form. "Yes" indicates the partner is compliant; "No" means they are not.
  • Non-Compliance Explanation: if "No" is selected for either of the above compliance questions, an explanation is required. Students should not return to this site until the compliance violation(s) has been rectified.
  • State-specific Compliance: any information regarding compliance regulations specific to your school's state.

Once saved, the site visit information captured in the form will populate the site visit record in Salesforce and the site visit will be updated to "Complete". The record can be modified later in Salesforce if needed.


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