Chapter 12 EMERGENCY/CONTACTS

Transcription

1 Chapter 12 EMERGENCY/CONTACTS eschool PLUS lists guardians, emergency contacts such as neighbors or relatives that can check out a student, and the family physician as contacts. To enter or change Contact Information, Go to Student Center and locate the student by conducting a search. Student Center > Search Type the student s last name, first name or any other identifying information you have for this student. The more information you have to input the narrower your search results will be. If your results only produce one student you will then be directed to that student s Student Summary page. If you have several students to choose from, click on the name of the student you are searching for and you will be directed to the correct student s information. From the following screen shot you would select the student you are looking for by clicking on the name. 07/01/13 Chapter 12-Emergency/Contacts 12-1

2 Student Center > Student Summary This screen will allow you to change existing contact information, reset priority levels or add a new contact. New contact information can also be added in Emergency Contact Information. If you need to update contact information; click on the name you are updating and this contact s screen will open allowing you to update the information. 07/01/13 Chapter 12-Emergency/Contacts 12-2

3 The tabs that are available under each contact detail page are: Student/Contact Relationship- This tab lists the relationship to the student, allows you to select web access, and print flag selections. Only parent and guardians can have print flags checked. General- lists employer name, address, login information for the Home Access Center (HAC). This information is usually recorded and saved only for parents or guardians, not emergency contacts such as neighbors and friends. Address- Neighborhood name, street address, city and zip code are found here. Again, this information will not be recorded for emergency contacts, only parents and guardians. Phone- This tab allows you to list any and all phone numbers for the contact. Use this tab for all contacts, emergency and parents. Contact Links- Any other student that this contact is linked to will be visible in this screen. TO ADD A NEW CONTACT From the Contact List screen, click New A new window will open for Duplicate Contact list. Enter the last name and/or the first name and click search. The system will search the database to see if this person is already entered in the system as a contact for another student. If so, you may select the contact from that list. ***Names must be exact. If the contact s name is Elizabeth Smith and sometimes she refers to herself as Liz Smith she may be in the database as one or both of these names. Entering only the last name will produce the greatest number of selections to choose from. The more information you enter into your search, the narrower your results. 07/01/13 Chapter 12-Emergency/Contacts 12-3

4 This is the duplicate search screen. Type your new contact s name and click search. The search will produce fewer results and assist in finding contacts already connected to siblings (if they exist) if you also enter the Zip Code in the search criteria. If your search returns more than one parent with the same name and address be sure to check in the For Student column. The parent may already exist for a sibling. If so, adding that parent will automatically link your student with the siblings already attached to the parent you added. If you do not find a match then you will enter this contact as a new contact. A window will open that allows you to start entering the information for your new contact. 07/01/13 Chapter 12-Emergency/Contacts 12-4

5 ONLY PARENTS AND GUARDIANS WILL HAVE PRINT FLAGS CHECKED. EMERGENCY CONTACTS SUCH AS FRIENDS AND NEIGHBORS DO NOT HAVE THIS CHECKED. Enter the new contact s information. Be certain to use the drop down fields to select the contact type. Continue to add all information that is available for this contact. Relationship type is chosen from the drop down and notes can be added in the notes window. Relationship code should be chosen from the numeric options. (Mother = 01 or Father= 02) Future searches require the numeric code for the search to be accurate. Only guardian contact types are allowed to have Web Access for the student (Home Access Center). If the guardian does not live with the student the registration page in HAC limits some of the information about the student such as the address and phone numbers for example. If the Web Access box is checked for a contact type that is not a guardian the restraints in eschool and HAC will prevent the contact from logging into HAC. 07/01/13 Chapter 12-Emergency/Contacts 12-5

6 The Print Flags are checked ONLY if the contact is a parent/guardian. You will check any flag for the parent that you want an extra mailing for that person. Leave all Print Flags unchecked if this is an emergency contact. The following tabs: General, Address and Phone are not generally used by all schools adding an emergency contact. Emergency contact information usually just contains a phone number for the contact. You may enter as much information as you choose. When all information has been entered, click save. 07/01/13 Chapter 12-Emergency/Contacts 12-6

7 Parents are listed as contacts, also. Their information is entered during the registration process and will default to these pages after the registration is completed. Deleting a Contact: If you have entered a duplicate contact or need to delete a contact you will do this from the student s contact list. To delete a contact go to the student s contact list: The system requires a sequential priority number for each contact. If a user deletes any contact but the last one in the priority list an error will be produced. Click in the delete box to the right of the contact you want to delete. Before you click SAVE, change the priority sequence numbering. Then click SAVE. Below is a screen shot of the error message that will be produced if the priority numbers are not sequential. You can see from this example that the grandparent contact must be changed to priority number 4 since you have deleted a contact prior to this number. 07/01/13 Chapter 12-Emergency/Contacts 12-7

8 To resolve the error click in the delete box as shown above but then renumber the remaining contact(s). In the example above the error actually indicates that the number 5 contact is out of acceptable range although it does not advise you to change the last contact priority number. SAMPLE SEARCH: The following search will produce a list of student s with the mother s phone numbers: 07/01/13 Chapter 12-Emergency/Contacts 12-8

9 PHYSICIAN, HOSPITAL, AND INSURANCE INFORMATION Student Center > Medical > Emergency [Search] Search for the Student Student Center > Search The search feature is the same throughout eschool PLUS. Refer to Chapter 6 if you need help with searches. Once you have selected the student you want to update, you have several areas to enter information. To Enter Emergency Data: Student Center > Demographic > Emergency 07/01/13 Chapter 12-Emergency/Contacts 12-9

10 Physician, Hospital and Insurance Information: Type the physician s name and phone number in the area provided. The physician name will also be listed as a contact for this student. If your school utilizes Insurance fields, enter the information in the appropriate fields. Leave blank if your school does not refer to this information. This is a local school decision. New emergency contacts can also be added from this page by clicking New Contact Disability Tab: Click in the drop down to display available disability codes for a student. This is not a mandatory field to enter. It is a courtesy option for additional information on this student. 07/01/13 Chapter 12-Emergency/Contacts 12-10

11 Options available from the disability drop down field: Medical Alerts Tab: To select Medical Alerts for a student, click on the drop down box and select the alert. Add any additional comments to the side in the comment box. To delete a medical alert, check the delete button and click, save. When all information has been updated, click save. 07/01/13 Chapter 12-Emergency/Contacts 12-11

12 After adding a medical alert, you will see a yellow triangular alert icon on the student s information pages. This is to alert staff members to any serious medical issue concerning this student. Click on the Yellow Triangle to see the medical alert. Sample Search of Medical Alerts This search will pull all students in your school with med alerts and a description. 07/01/13 Chapter 12-Emergency/Contacts 12-12

13 This search will produce a list of clinic office visits from a specified time. This search will produce a list of visits that occurred after the date input. (ie 8/10/2012). Any date can be entered to produce a list of visits. 07/01/13 Chapter 12-Emergency/Contacts 12-13