Sonia: Tips for Successful Templates

General Tips

• Do not add/remove columns

• Do not rename column headings

• Save the spreadsheet as CSV

Not all fields are listed below; some are self-explanatory.

Supervisor Template

Note: Not all programs need this.  Supervisors are university faculty/adjuncts overseeing academic placements.

Template Field	Required/Recommended	Notes
StaffNumber	–	–
Title	–	Dr., Ms.
FirstName	🔴 Required	–
LastName	🔴 Required	–
Qualifications	–	e.g., MSW, PhD, M.Ed.
PostCode	–	ZIP code
Email	🟠 Strongly Recommended	Needed for bulk communications & notifications
Comment	–	Visible to supervisor
UserName	🟠 Recommended	Required for supervisor login; for SSO, ensure proper format

 

Site Template

Template Field	Required/Recommended	Notes
Site Code	–	Helpful nickname/initials; must be unique
Site Name	🔴 Required	–
Parent Site Name	–	Optional; connect subsites to Parent
Is Site Active	🔴 Required	Y/Yes = Active, blank = Inactive
Is Site Shared	–	Sonia Live does not support shared sites
Street Addr1–3	🟠 Recommended	Physical address; used for distance search & maps
PostCode	🟠 Recommended	ZIP code
PostalAddr1–3	–	Mailing address
Site Email	–	Informational only
Site Alternate Email	–	Backup email
Sector	–	Non-profit, Public, Private, etc.
Contact Position	🟠 Recommended	e.g., Mentor, HR, Admin
Contact Title	–	Dr., Ms.
Contact First Name	🔴 Required	Must enter first & last if adding a contact
Contact Last Name	🔴 Required	Must enter first & last if adding a contact
Contact Qualifications	–	e.g., MSW, PhD
Contact Email	🟠 Strongly Recommended	Needed for bulk communications
Contact Work Phone	–	Only if first & last name provided
Contact Gender	–	F/M or other code
Contact Is Primary	🟠 Strongly Recommended	One per site; main communication point
Contact Is Student Contact	–	One per site; students contact for placement
Contact Is Accessibility Enabled	–	Put ‘Y’ for screen reader users
Agreement Provider	–	Optional
Agreement Issue Date	–	Enter date only
Agreement Expiry Date	–	Enter date only
Location Group	–	Optional geographic grouping
Location	–	Must match Location Group

Multiple Sites with Same Parent (Subsites)

• Parent site listed with blank Parent Site field

• Each subsite on a separate row, Parent Site field filled

• Unique Site Codes for each subsite

Example Table:

Site Code	Site Name	Parent Site Name	Street Addr1
YMCA	YMCA		4293 County Line Road
YMCA-Bayshore	YMCA Bayshore Family Success Center	YMCA	945 State Hwy 36
YMCA-Greater NY	YMCA of Greater NY	YMCA	3911 Richmond Ave

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Multiple Contacts at the Same Site

• Repeat row for each contact, changing only contact info

Example Table:

SiteCode	Site Name	Addr1	Contact Position	Contact First Name
DCP&P	Division of Child Protection and Permanency	630 Bangs Ave	Administrator	Cortney
DCP&P	Division of Child Protection and Permanency	630 Bangs Ave	Mentor	Julande
DCP&P	Division of Child Protection and Permanency	630 Bangs Ave	Mentor	Katie

Tip: Keep site name, address, and phone consistent to avoid duplicates.

Student Template

Template Field	Required/Recommended	Notes
Student Code	🔴 Required	Student ID or email; use ' for leading zeros
Title	–	Ms., Mr.
First Name	🔴 Required	–
Last Name	🔴 Required	–
Preferred Name	–	Call-by name
GenderCode	–	F/M or other code
Street Address	🟠 Recommended	Current address for distance-based site search
PostalAddress	–	Permanent/parents’ address
Next of Kin Contact Details	–	Email or phone
Username	🟠 Recommended	For SSO; optional if not used
Date of Birth	–	Recommended for reporting
StudentFilter	–	e.g., Full-time/Part-time, Academic Advisor
Home Campus Name	–	Optional, Online/On-Campus
Course Code	🔴 Required if Course Name	e.g., MSW
Course Name	🔴 Required if Course Code	e.g., Masters in Social Work
Subject Code	🔴 Required	e.g., SOWK 530
Subject Name	🔴 Required	e.g., Fdn Field Placement
Semester Name	🔴 Required	Spell out: Fall, Spring, etc.
Year	🔴 Required	Corresponding to Semester Name
Study Mode Code	🔴 Required	e.g., Online, On-Campus
Subject Status	🔴 Required	e.g., Enrolled

Tips:

• Maintain column order & names

• Ensure unique IDs (Student Code, Site Code)

• Double-check for typos & consistency