MYEDUCATION BC FUNDAMENTALS TRAINING

Transcription

1 Navigation Fundamentals MYEDUCATION BC FUNDAMENTALS TRAINING GREATER VICTORIA SCHOOL DISTRICT 61

2 Contents: URL s Log In and Change Password Procedure Set User Preferences Change View Select School Log Off Top Tabs Overview School View Navigation: Student Top Tab a. Menu Bar b. Searching Records c. Selecting Groups of Records d. Alerts e. Records Navigation Bar Navigation: Student Side Tab a. Details b. Contacts c. Attendance d. Transcript e. Assessments f. Academics g. Schedule List View h. Membership i. Documents IEP j. Documents Ed Plan k. Snapshots Creating a Snapshot Creating a Query Managing Field Sets Quick Reports 1

3 GVSD Training Website: MyEducation BC: Log on and Change Password Procedure 1. Enter your Login ID (District address) 2. Enter the default password The password will immediately expire and you will be prompted to enter a new password. 1. Enter the default password (Current Password) 2. Enter your new password using the password requirements listed above 3. Enter the new password in again to confirm 4. Click OK After logging out, the next time you log in you will be prompted to set a security question. 1

4 1. Choose the security question from the drop down window 2. Type in your answer 3. Re-type the answer to confirm 4. Click Submit Set User Preferences 1. Select Set Preferences 2. Click on the General Tab 3. Select your default view and school if applicable 4. Set your preferred number of records per page 5. Check Show Lower Page Controls 6. Select Warn on Save 7. Click on the Security Tab to add an alternate address, reset security question or password Select desired view if applicable: School, Staff, Student Services, Build, etc. In School View, select desired school if applicable to view information for that school only and click OK. 2

5 Log Off Button Use the Log off button at the end of a session, try to avoid shutting down your browser without logging off. Top Tab Overview: Pages: The Pages top tab is the default tab when selecting any view in MyEd. This tab will house quick links to any MyEd groups and pages you are a member of. School: The School top tab is selected when editing or viewing school set up preferences and details, schedule and calendar information as well as to set up and manage MyEd groups and Pages. Student: The Student top tab is selected when viewing or editing (if your role permits) student information such as demographics, contacts, attendance history, transcript history, provincial assessments, current academic status in classes, schedule, enrollment history, IEP and Ed Plans, and snapshots. Staff: The Staff top tab is selected when viewing or editing staff information, creating staff accounts, and assigning schedules. 3

6 Attendance: The Attendance top tab is selected to record absences, lates and dismissals from the office, as well as to extract and report on student attendance for the school. TOC s can be assigned to classes for attendance from here as well. Conduct: Currently the Greater Victoria School district will not be entering or tracking conduct incidents in MyEducation BC. Grades: The Grades top tab is used to set up the school for marks input and to view transcript records for all students. Assessments: The Assessments top tab is selected to view provincial assessment records for all students. Schedule: The Schedule top tab is selected to set up, edit and control the courses and the schedule for those courses in the school. This is also where course sections are created and student rosters and teacher assignments can be made for those sections. Global: The Global top tab allows access to a student lists such as contacts, alerts, attendance, enrollment and transcripts for all students for viewing, reporting or modifications. Tools: The Tools top tab is selected to set up and run scheduled reports, imports and exports. Admin: The Admin top tab houses reference tables and comment banks for viewing and editing. 4

7 School View Navigation: Student Top Tab 1. Menu Bar (Most drop down menu items will change based on your location in the application) A B C D E F G H I J A. Options - Modify List/Add/Delete/Mass Update/Query/Snapshot/etc. B. Reports C. Help D. Filter (options to limit or change information viewable from a list) E. Field Set (Customize groups of fields for user and school) F. Sort Order (Clicking on column/field to reorder or for searching) G. Quick Chart H. Quick Letter I. Quick Print (CSV export of all pages that contain a list) J. Maximize/Minimize Window 2. Searching Records a. Paginator (Customizes to selected column/field. Reordering the list will alter the order in the drop down window of the paginator) b. Control>F (Search any column by clicking on the top of the desired column/field first) 5

8 c. Selecting groups of records (Options>Show Selected, # of Selected, Eraser Tool) Activate the check box next to student. Go to Options>Show Selected to group the selected students on a single list. d. Hyperlinks to Specific Student Record The hyperlink defaults to the first field in the list! 6

9 Navigation: Student Side Tab Student Demographics Student Contact Information View and Edit Student Attendance History Not Applicable for Our District View Student Course Information View FSA and Provincial Exam Results View Current Academic Assessment (Class Grades) View Student Schedule View Student Enrollment History Not Applicable for Our District Access to IEP, SLP and Ed. Plans Add or Delete a Student from a Snapshot (Static grouping of students) Breadcrumbs Student Name and Alerts Use the breadcrumbs to get back to the full student list. Do not use the browser back buttons! Absence Alert Secondary School Association (Cross Enrolled) Family Alert Health Alert IEP (Displays after the IEP has been completed and implemented) Legal Alert Medical Alert (reserved for life threatening illnesses) 7

10 Other Alert-Designation Other Alert-Information Records Navigation Bar: move forward and back through records on any list Options and Report Menu selections will change based on the top and side tab selection. Details Side Tab Details Side Tab>opens a series of side-sub tabs: a. Demographics b. Addresses c. Alerts d. Citizenship e. Programs (French Immersion, etc.) f. Permissions (Internet usage, permission to walk home, etc.) g. Language & Culture (Home Language, Aboriginal Ancestry, etc.) Contacts Side Tab a. Hyper Link to details 8

11 b. General and Address Sub Tabs Check Boxes c. Relationship d. Parental Auth. or Guardian e. Contact Type: Emergency, CCO, TCO, Other, Out of District f. Receives Designates this contact to receive through the application g. Contact has family portal access: Designates this contact to be eligible to have an account created to view student information through the Family portal h. Includes On IEP: Designates this contact s information to appear on the student s IEP Related Students Attendance Side Tab a. Daily Attendance: Attendance records can be viewed from this side tab. b. Daily Trends: A graphic view of attendance for this student for the entire school year. 9

12 c. Class Attendance: List of individual class absences for this student. Filter to Current Year or All Records Transcript Side Tab: Select Current Year or All Records to display from the filter Use the data dictionary to select a transcript definition 10

13 a. Details b. Credit Summary c. Grade Point Average d. Programs of Study e. Graduation Summary Assessments Side Tab a. FSA and Provincial Exams Academics Side Tab a. Details List of Courses and current performance b. Assignments Due Dates, Scores, Feedback c. Attendance Schedule Side Tab a. Details List View 11

14 Membership Side Tab a. Enrollment History b. Cross Enrolled Schools Documents Side Tab a. IEPs Designations Each tab represents the required details of the student s IEP. b. Ed. Plans: Student Learning Plan. Student Behavior Plan. Student Safety Plan 12

15 Snapshots a. List of snapshots that contains this student s record Creating and Managing Snapshots: Video Demonstration A snapshot is a static list. It always displays the same records unless it is manually edited. Only the person who created the snapshot can add or remove students from it. Create a Snapshot: A snapshot represents a static filter. Use a snapshot to take a picture of a group of records you will need to access regularly or need to save. For example, assume you manage the Math Club and want to be able to quickly access all of its members. You can individually select the students initially, and then create a snap-shot of the group. Once you create a snapshot, the group of students in the snapshot doesn t change (although users can modify a snapshot manually). Note: Be sure to select the checkbox next to each record you want to include in your snapshot, then go to Options>Show Selected. Missing the Show Selected step is a common mistake. For quick access, be sure to Save As Filter. Use the Filter to return to All Active Students. Use the new filters for the snapshots created. Return to the list of All Active Students (via the Filter). Add a Student to the Snapshot: Note: You are actually adding the snapshot to the student. Select a student record > Snapshots side tab > Options > Add > Select Snapshot from the list > OK 13

16 Remove a Student from a Snapshot Note: You are actually removing the Snapshot from the student. Open the snapshot > Check the box in front of the student s name > Snapshots side tab > Select the snapshot to delete > Options > Delete Remove the Snapshot from the Filter Filter Icon > Manage Filters > Highlight Filter to Delete > Click Delete > Close Delete a Snapshot Options > Snapshots > Select Snapshot to delete > Click Delete > OK Creating a Query: Video Demonstration A query is a dynamic filter. A query performs a new search and displays current information each time it is run. For example, the list of students assigned to a counselor may be different today than it was yesterday because a new student enrolled and was assigned to the counselor. Create a Simple Query From any list page, such as the Student list, go to Options>Query Click New to create a new query or Select to open a saved query Click the Tables drop down menu to select the table containing the field you want to search on, such as Student. In the Fields box, scroll and select the field you want to include such as Year of Graduation. Click the Operator drop-down menu to select an operator, such as Equals Type the value you are searching for, such as 2026 Click Add to add the criteria to the Search criteria box. Choose Search based on criteria Click Save As, give the query a name, and select the Save as Filter checkbox. Click Search Use the filter icon to return to the list of All Active Students. Use the filter icon to run the queries created. 14

17 Remove a Query from the Filter Click the filter icon Select Manage Filters Select query to remove Click Delete Close Delete a Query Options > Query > Click SELECT button (in the popup) > Select the Query > Click DELETE > Click CANCEL to close the popup > Click CANCEL again in the remaining popup to close it. Managing Field Sets Field Set: Video Demonstration Field sets enable the user to customize the columns that appear in a list. Create a New Field Set Click the Field Set icon. Select Manage Field Sets. Select New. Name the Field Set. Determine users who can see and use the new field set. Select Available fields and Add them to the Selected Fields list. Adjust the order of the selected fields by moving them up or down. Save. Manage Field Sets Set a default Field Set by moving it to the top of the list Show/Hide Field Sets Delete a Field Set (Only if you are the owner) Make a Copy of a Field Set and Edit It Click the Field Set icon. 15

18 Select Manage Field Sets. Highlight the field set you wish to edit. Click Copy. Name the new field set and complete the popup. Save. Select the name of the new field set from the remaining popup. Click Edit. Add and delete fields as necessary. Adjust the order of selected fields up or down as necessary. Save. Reports See Interactive MyEd Reports Menu on the MyEd Training Wiki: Quick Report Use a Quick report to create a report using the information you are viewing on any list page. The user can click on the Printer Icon to access quick report formats or go to Reports>Quick Report Go to the list page containing the data you want to report on Select the records you want to include (Use a filter, query, snapshot or custom selection to limit the number of records to include on the Quick Report) Click on the Quick Print icon and choose the output format A CSV file will download and open in Excel which allows the user to then sort and edit the spreadsheet as desired. Selecting Create Quick Report (Video Demonstration) will open the quick report wizard. Selecting Saved report will open a pick list of all saved Quick Reports>Choose the report and click Finish To create a new report select New report, click Next. Choose the Report type from the drop down menu (The description will outline the characteristics of each type) Click Next. Add the desired fields from the Available fields column to the Selected fields column by highlighting and clicking Add. Remove from the Selected fields by highlighting and clicking Remove Reorder the fields by clicking Up or Down Click Next Step 4 determines how the system sorts the overall report>click Next 16

19 Step 5 determines totals for group reports and can provide maximum, minimum and total count statistics for selected fields. Click Next Step 6 provides choices for report formatting. Click Next Step 7 determines field format options such as defining a custom width in number of characters. Click Next Step 8 allows the user to save the Quick report for future use by the User or for the School Click Finish 17