Assign Officer

This video focuses on how to assign and unassign a Council Officer on a ‘New Application’ application type in OSCAR.

By the end of this video, you should understand how to:

• Assign a ‘New Application’ application type to a council officer
• Unassign a ‘New Application’ application type from a council officer

Assign ‘New Application’ application type to a Council Officer

1. Using the navigation menu on the left, select ‘Applications’.
2. Use the drop-down Filter menu to refine your search for the required application.
3. Click the view icon in the far-right column to open the application.
4. At the top of the screen, select ‘Assign Council Officer’.
5. Scroll down to the ‘Council Officer’
6. Click on the dropdown box under Council Officer and select from the list of active Council Officers in your council.
7. At the top of the screen, select ‘Save Council Officer’.
8. A system generated comment will be immediately posted to the application record, as well as to the related registration record and premises record advising who assigned the record, who it has been assigned to, and the date it was assigned.
9. Returning to the application list, you can now see the assigned council officer in the ‘Council Officer’ By sorting the list on this column, a council officer can identify which records are assigned to them and a manager can easily identify which records or applications are assigned to each officer in their team.

Unassign ‘New Application’ application type from a Council Officer

It is important to note, you can only edit the council officer assigned to a new application while it is in the status of submitted. Once the application has been approved, and its status has moved to pending – the officer field will be uneditable.

1. Using the navigation menu on the left, select ‘Applications’.
2. Use the drop-down Filter menu to refine your search for the required application.
3. Click the view icon in the far-right column to open the application.
4. At the top of the screen, select ‘Assign Council Officer’.
5. Scroll down to the ‘Council Officer’
6. To remove the officer, either click ‘x’ to the right of the name in the dropdown box or select the blank user field from the dropdown.
7. At the top of the screen, select ‘Save Council Officer’.
8. A system generated comment will be immediately posted to the application record, as well as to the related registration record and premises record advising that the application has been moved to ‘Unassigned’.
9. Returning to the application list, you can now see the blank council officer in the ‘Council Officer’ By sorting the list on this column councils can easily identify those records or applications that may need an officer assigned to them.

This video focuses on how to assign and unassign a council officer on a Registration/notification record in OSCAR.

By the end of the video, you should understand how to:

• Assign a Registration/Notification record to a Council Officer
• Unassign a Registration/Notification record from a Council Officer

Assign a Registration/Notification record to a Council Officer

1. Using the navigation menu on the left, select ‘Registrations’.
2. Use the drop-down Filter menu to refine your search for the required registration/notification.
3. Click the view icon in the far-right column to open the registration/notification.
4. At the top of the screen, select ‘Edit’.
5. Scroll down to the ‘Administrative Information’
6. Click on the dropdown box under Council Officer and select from the list of active Council Officers in your council.
7. At the top of the screen, select ‘Save’.
8. A pop-up will display the following message – Would you like to also assign this Council Officer to the active component premises of this registration/notification?
9. If you select ‘No’, the assigned officer will only be applied to the registration record.
10. If you select ‘Yes’, the assigned officer will be applied to all related premises.
11. A system generated comment will be immediately posted to the registration record advising who assigned the record, who it has been assigned to, and the date it was assigned.
12. Returning to the registration list, you can now see the assigned council officer in the ‘Council Officer’ By sorting the list on this column, a council officer can identify which records are assigned to them and a manager can easily identify which records or applications are assigned to each officer in their team.

Unassign a Registration/Notification record from a Council Officer

1. Using the navigation menu on the left, select ‘Registrations’.
2. Use the drop-down Filter menu to refine your search for the required registration/notification.
3. Click the view icon in the far-right column to open the registration/notification.
4. At the top of the screen, select ‘Edit’.
5. Scroll down to the ‘Administrative Information’
6. To remove the officer, either click ‘x’ to the right of the name in the dropdown box or select the blank user field from the dropdown.
7. At the top of the screen, select ‘Save’.
8. A system generated comment will be immediately posted to the registration record, advising that the registration record has been moved to ‘unassigned’.
9. Returning to the registration list, you can now see the blank council officer in the ‘Council Officer’ By sorting the list on this column councils can easily identify those records that may need an officer assigned to them.

This video focuses on how to assign and unassign a council officer on a premises record in OSCAR.

By the end of this video, you should understand how to:

• Assign a premises record to a Council Officer
• Unassign a premises record from a Council Officer

Assign a premises record to a Council Officer

There are two ways to achieve this:

The first is to update the council officer on the registration record, and to select yes to the pop-up box, which will assign that officer to all active components premises. See step-by-step guidance under Assigning a Registration/Notification record to an officer.

The second way to assign an officer to a specific premises record:

1. Using the navigation menu on the left, select ‘Registrations’.
2. Use the drop-down Filter menu to refine your search for the required registration/notification.
3. Click the view icon in the far-right column to open the registration/notification.
4. Scroll down to ‘Premises’ and click the view icon to open the relevant premises record.
5. At the top of the screen, select ‘Edit’.
6. Scroll down to the ‘Administrative Information’
7. Click on the dropdown box under Council Officer and select from the list of active Council Officers in your council.
8. At the top of the screen, select ‘Save’.
9. A system generated comment will be immediately posted to the premises record, as well as to the related registration advising who assigned the record, who it has been assigned to, and the date it was assigned.
10. This can be confirmed by opening the registration record and viewing the ‘Comments’ at the bottom of the screen.

Unassign a premises record from a Council Officer

1. Using the navigation menu on the left, select ‘Registrations’.
2. Use the drop-down Filter menu to refine your search for the required registration/notification.
3. Click the view icon in the far-right column to open the registration/notification.
4. Scroll down to ‘Premises’ and click the view icon to open the relevant premises record.
5. At the top of the screen, select ‘Edit’.
6. Scroll down to the ‘Administrative Information’
7. To remove the officer, either click ‘x’ to the right of the name in the dropdown box or select the blank user field from the dropdown.
8. At the top of the screen, select ‘Save’.
9. A system generated comment will be immediately posted to the premises record and to the related registration record, advising that the registration record has been moved to ‘unassigned’.
10. This can be confirmed by opening the registration record and viewing the system generated ‘Comments’.