Work Permits

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Work Permits AeriesNet
Adobepdficon.png [Work Permits - Aeries.net - Updated June 17, 2014]

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Aeries.net - Work Permits

The Work Permit form provides the school with work standards permitted by the state for a student according to their age. The Work Permit form allows the school to keep track of the students that have work permits, when they were issued, when they expire and the employer information.

To access the Work Permit form, click the mouse on the Other node under Student Data on the Navigation Tree. Then click the mouse on Work Permit.

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When adding a new work permit for a student, the default work standards permitted for a student will display depending on their age under the Hours, School in Session and School Not in Session section of the form. A printed Work Permit can also be printed from this form.

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Certain information must be setup prior to using this form. The Permit Type field that displays on this form must be setup in the Update Code Table which is accessible under the Configurations Node on the Navigation Tree.

The Employer information can be setup through the Employers option on the Work Permit form. The Rules option will display the standards setup by the state for students according to their age and will also print on a work permit when generated.

PERMIT TYPE SETUP

The Permit Type information is setup in the Update Code Table. To access the Update Code Table, click the mouse on the Configurations node under School Info on the Navigation Tree. Next click the mouse on Update Code Table.

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Click the mouse on the Table drop down arrow and select the WPT table.

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Click the mouse on the Field drop down arrow and select the TY field.
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Click the mouse on the Add New Record button and the cursor will display in the Code field. Enter a Code for the permit type and press Tab. Enter the permit type Description.

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To have the Permit Type be marked and printed on the B1-4 or the B1-1 Work Permit enter 1.00 – 5.00 in the Amount column. Click the mouse on the Save Record icon to save the new record.

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If the Amount column is utilized when the code is selected from the Work Permit form a check mark will automatically be printed on the Statement of Intent To Employ B1-1 form and the Permit To Employ or Work B1-4 Form. The amount entered in the Amount column MUST match the number on the form. For example, 5. General on the form below must have a 5.00 in the amount column for General.

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The following are the values to be entered into the Amount columns for each Permit Type:

1.00 - Full Time

2.00 - Work Experience, Vocational Ed or Personal Attendant

3.00 – Workability

4.00 – Restricted

5.00 - General

ADD EMPLOYER INFO

The Work Permit form has an option that allows the user to add Employers and any pertinent information. To add an employer, click the mouse on the Employers button on the Work Permit form. The following entry form will display.

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Click the mouse on the Add button at the bottom of the form. The Code will automatically be assigned numerically.

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NOTE: Code Zero (0) CANNOT be used as an employer code.

Enter all Employer information and click the mouse on the Insert button. The employer will now be added to the EMP table.

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NOTE: User codes are available on this form, which can be setup from the Update Code Table form for Table EMP and the corresponding user field.

ADD WORK PERMIT

To access the Work Permit form, click the mouse on the Other node under Student Data on the Navigation Tree. Next click the mouse on Work Permit.

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To add a work permit, use the Locate functions to select a student. Click the mouse on the Add New Record button.

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The first time a work permit record is added for a school, a message will display asking to populate the default expiration date for work permits. The date entered will apply to all work permits. Enter a valid date and then click the mouse on the OK button.

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The Work Permit form will now display. Notice the information for the Age of the student along with Hours fields under School In Session and School not in Session. As a student is selected the Age is calculated and the Hours fields change to display the State's standards depending upon the age of the student.

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Click the mouse on the Employer and Name drop down list.

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The screen will now display all employers that are in the EMP table. To select an employer click the mouse on an employer name from the drop down list.

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Press Tab twice and the cursor will display in the Permit Type/Description field. Click the mouse on the drop down arrow and select a work permit type code from the list.

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Press Tab to access the remaining fields. Enter any information that needs to be changed and when complete click the mouse on the Save Record icon.

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NOTE: Remember that the Hours section displays the state standards that a student can work while "School is in Session" and "School is Not in Session".

Rev. 02-14 of the Permit to Employ and Work form (CDE Form B1-4) no longer contains the wording "or day preceding a non-school day" for the maximum number of work hours on a non-school day. For this reason the maximum number of hours to work on Friday has been updated to be the same number as every other school day.

CHANGE WORK PERMIT INFO

To change work permit information, use the Locate functions to select a student. Click the mouse on the Change icon to the left of the Employer and Name field.

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Press Tab to access the field to change. Enter any information that needs to be changed and when complete click the mouse on the Save icon.

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DELETE WORK PERMIT

To delete a work permit, use the Locate function to select a student. Click the mouse on the Edit icon on the left side of the work permit to be deleted.

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Click the mouse on the Delete Record icon.

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CHANGE DEFAULTS

The State Standards that display on the Work Permit form can be accessed and changed by clicking the mouse on the Rules button on the Work permit form.

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Click the mouse on the Default button from the Work Permit Letter Text Editor.

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The information displayed under the School in Session and School NOT in Session are default values setup by the state. These values should not be changed unless State Standards have changed.

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The Hours that minor Must be in School can be setup as a default value from this form to automatically display on the Work Permit form.

The expiration date can be reset from this form by entering the date in the Default Work Permit Expiration Date field. The expiration date will display the new date in the Expires field on the Work Permit form.

Options from this form are:

  • Allow Extended Hours for WEE Students
  • Reset to Sate-defined maximum values
  • Reset Default Rules/Footer

PRINT WORK PERMITS

There are three work permits available to print from Aeries; Statement of Intent To Employ a Minor and Request For a Work Permit – Certificate of Age (CDE B1-1), Permit To Employ and Work (CDE B1-4), and the Old Work Permit

To print a work permit, click the mouse on the Print box next to a work permit. Then click the mouse on the Print button.

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After clicking the mouse on the Print button, the following options will display.

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Print residential address instead of mailing address – will print the student's residential address instead of the mailing address. This option will only display if the residential address differs from the mailing address.

Print social security number – will print the student's social security number. This option only displays if the social security number field is populated for the student.

Do not include Employer Information (CDE B1-1 only) – will not print the Employer Information on the Statement of Intent to Employ a Minor form. This option can also be selected if the student needs a Statement of Intent to Employ form but does not have any work permit records yet.

NOTE: Rev. 02-14 of the Statement of Intent to Employ a Minor (CDE Form B1-1) and the Permit to Employ and Work form (CDE Form B1-4) no longer contain the State Regulations on the back page, so the "Print regulations on back or second page" has been removed from the Print Options.

STATEMENT OF INTENT TO EMPLOY A MINOR AND REQUEST FOR A WORK PERMIT – CERTIFICATE OF AGE (CDE B1-1)

The Statement of Intent to Employ a Minor and Request for a Work Permit – Certificate of Age (CDE B1-1) form provided by the State of California can be printed from the Work Permit form.

Click the mouse on the Print button on the Work Permit form. Select options and then click the mouse on the Print CDE B1-1 Statement of Intent To Employ button.

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The following is an example of the form that will be generated.

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PRINT PERMIT TO EMPLOY AND WORK (CDE B1-4)

The Permit to Employ and Work (CDE B1-4) form provided by the State of California can be generated and printed from the Work Permit form. Click the mouse on the Print button on the Work Permit form. Select options and then click the mouse on the Print CDE B1-4 Permit To Employ or Work button.

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NOTE: The Work Permit B 1-4 is a CDE form. The information that is printed on the work permit cannot be modified and will only print information requested by CDE.

The following is an example of the form that will be generated.

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PRINT OLD WORK PERMIT

The Old Work Permit can still be generated and printed from the Work Permit form. To print the old permit, click the mouse on the Print Old Work Permit button.

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The following message will display. Click the mouse on OK to print the Residential Address. Click the mouse on Cancel to print the Mailing Address.

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The following is an example of the form that will be generated.

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WORK PERMIT VISITS

The Work Permit Visits page can be used to log visits made to employer sites when observing students in their work environment. The visitation information can include the date and time of the visit as well as what was observed and the Supervisor's name. There is also a comment area to enter comments about the visit. In order to be able to log a Work Permit Visit, the student must first have a Work Permit entered in Aeries.net.

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Work Permit Visit codes can be setup prior to using the page through Update Code Table for the Code and Observed fields. To access Update Code Table, click the mouse on School Info |Configurations on the Navigation Tree. Next click the mouse on Update Code Table.

To add a code for the Code drop down list on the Work Permit Visit page, click the mouse on the Table drop down and select the WPV table.

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Next, click the mouse on the Field drop down arrow and select the CD field.
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Click the mouse on Add New Record. The cursor will display in the Code field. Enter a code and a description for the Work Permit Visit code. Then click the mouse on the Save icon.

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To add a code for the Observed drop down list on the Work Permit Visits page, click the mouse on the Table drop down arrow and select the WPV table.

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Next, click the mouse on the Field drop down arrow and select the SO field.
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Click the mouse on Add New Record. The cursor will display in the Code field. Enter a code and a description. To save the entry, click the mouse on the Save icon.

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Add a Work Permit Visit

To access the Work Permit Visit page, click the mouse on Student Data |Other on the Navigation Tree. Next click the mouse on Work Permit Visits. If the student has a current work permit, the employer name will display on the page. Click the mouse on the employer name.

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The following page will display. To add a Work Permit Visit, click the mouse on Add New Record.

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Fill in the appropriate information and then click the mouse on the Save icon.

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The Work Permit Visit will now display for the student and employer. Additional visits can be recorded as needed.

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