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DARS Newsletter June 2016

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Introduction

Dear Users,

Welcome to this month’s DARS Newsletter. Older newsletters can be found at https://www.darscentral.ox.ac.uk/newsletters, with newsletters since May 2015 held at http://darswiki.bsp.ox.ac.uk/index.php/DARS_Newsletters. And remember that you can contact the DARS helpdesk via dars@admin.ox.ac.uk.

In this issue:

Policy on DARS use in relation to transgender individuals
Credit card payments via Internet Solutions
Advance warning - forthcoming maintenance to the Begbroke Data Centre
Transfer designations – for Gift Registry Use only
Ensuring you receive automatic notifications from FrontRange
Individual User Agreements

DARS news and features

Policy on DARS use in relation to transgender individuals

From time to time you may be contacted by individuals whose details are on DARS, and who are undergoing or have undergone a gender reassignment process. The Gender Recognition Act places certain requirements on the recording of such information: we have a defined policy, which can be found in the DARSWiki at https://darswiki.bsp.ox.ac.uk/index.php?title=Process_for_Managing_Gender_Reassignment

Credit card payments via Internet Solutions

A number of our participants use Internet Solutions to take online donations and credit card bookings. As part of the payment process the donor/booker is directed to a web page called the Blackbaud Payment Service. This page asks for credit/debit card details before directing the user on to the confirmation screen.

We pay Blackbaud to provide this service in order to achieve compliance with PCI standards. In the next few months they are improving the page. We will provide further details as we receive them.

Advance warning - forthcoming maintenance to the Begbroke Data Centre

One of the elements of the power supply to the Begbroke data centre has a known manufacturing defect. IT Services are planning the date on which this work can be carried out – at the present time, the most likely dates are 7 or 14 September. This work will result in the Begbroke data centre being out of action for an estimated 5 hours, during a working day. Since the DARS infrastructure is replicated across two datacentres, most of DARS functionality will still be available. The one exception is that importing functionality may not be available. We are working with IT Services to determine whether importing can be made available during this time. We will keep you informed of updates regarding this.

Reminders

Transfer designations – for Gift Registry Use only

We would again like to draw your attention to the fact that colleges should not use, or change the designation of any donation that begins with ‘1-Transfer’. This is because these are for ‘transfer’ gifts, which are by definition processed by Gift Registry (or the North American Office). Colleges should use or change designations that begin ‘1-College’.

The consequences of college staff adding or amending gifts with a 1-Transfer/ designation can vary but may include:

  • If the designation is changed before the revenue has been transferred to the college, the transfer will not happen.
  • If the designation is changed before Gift Registry have claimed any potential Gift Aid, Gift Aid will not be claimed by the Gift Registry.
  • If Gift Registry have already claimed Gift Aid, this will have been transferred to the college.Changing the designation will trigger a Gift Aid refund that will be submitted to HMRC unless this refund is not submitted. If the refund is submitted, then the value of the refund would have to be refunded by the college. Furthermore, because Gift Aid has been “refunded” but the donation is still eligible for Gift Aid, another Gift Aid claim could be made by the College, thus potentially duplicating the submission for a different charitable entity.

Regardless of all the above, changing the designation will affect the university’s accounts reconciliation and the audit trail will be broken.

Ensuring you receive automatic notifications from FrontRange

As you should know, the DARS Support Centre, along with most other Support Centres in the University, uses FrontRange HEAT to manage calls to the helpdesk. To ensure that you receive emails related to service requests and incidents you raise, please add the email address notifications@it.ox.ac.uk to your ‘safe senders’ list. The detailed instructions for how to do this will vary depending on the software you use; for Outlook 2010 and Outlook 2013, you need to do the following:

1.On the Home tab, in the Delete group, click Junk, and then click Junk E-mail Options.

2.Select the ‘Safe Senders’ tab.

3.On the ‘safe senders’ tab, click the ‘add’ button.

4.Add the email address you want to add to the dialog box, and click Ok.

5.Click OK again to get out of the dialog box.

Individual User Agreements

When a staff member requires access to DARS, you must send an Individual User Agreement (IUA), signed both by the individual and the participant, to Dannie Godfrey in Wellington Square. If the staff member has formerly worked for a different DARS participant, a new IUA is required.

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