How to: Set and Receive Alerts

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1 The txsuite How To Guide Series Connect tx Web-based Access for Teachers, Parents, and Students How to: Set and Receive Alerts Developed by the T E XA S CO M P U T E R CO O P E R AT I V E Business and Student Systems

2 Copyright 2016 by Texas Computer Cooperative All rights reserved 1314 Hines Avenue San Antonio, TX

3 Contents Overview... 3 Prerequisites... 3 Checklist Overview... 3 Enter and Verify Address... 5 Enter and Verify Cell Phone Number... 9 Subscribe to Alerts Set Alerts...14 Attendance Alerts...14 Grade Average Alerts...15 Assignment Grade Alerts...15 Indicate How You Want to Receive Alerts...16 View Alerts Receive Notifications Messages...17 Text Messages...18 View Alerts in tx Connect...19 Change Alert Subscription

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5 Overview An alert is a message notifying a parent that his student has grades or attendance information he should be aware of, such as an absence, tardy, or low grade. An alert can be sent to a parent as an message or as a text message. Alerts can also be viewed from the Alerts page in tx Connect. There are three types of alerts: Attendance Alerts - Be notified if your student is late or absent. Grade Average Alerts - Be notified if your student s grade average in any class falls below a specified grade. Assignment Grade Alerts - Be notified if your student receives an assignment grade below a specified grade in any class. NOTE: Throughout this guide, the word parent is used to describe the user; however, a legal guardian may perform these steps. Prerequisites This guide assumes that several required steps have already been performed by the district to enable alert notifications at the campus. The parent must have a valid address or cell phone number. The parent must be a registered user of tx Connect, and must already have at least one student added to his account. This guide is based on tx Connect Checklist Overview The following parent steps are covered in this guide: Enter and verify your address in your tx Connect account. Enter and verify your cell phone number. Set alert subscriptions, and specify how you will receive alerts. Receive alert notifications. View alert messages. 3

6 Change alert subscriptions as needed. 4

7 Enter and Verify Address To receive alerts as messages, the parent s address must be entered for his tx Connect account. When the parent creates his tx Connect account, he is prompted to enter his address. The field is not required to create an account, but it is required if the parent wishes to receive alert notifications by . See the txconnect - Enroll a New Student and Update Registration Data How To guide for information about the process of entering and verifying an address when creating a tx Connect account. If the parent has not already entered an address for his account, he must add his address in order to receive alert messages by . He must be logged on to tx Connect to update his account. tx Connect > My Account Your current address is displayed under Address if you have previously entered and verified it. 5

8 1. In the Address field, type your address. In the Confirm Address field, re-type the same address to verify that you typed it as intended. 2. Click Verify Address. z A message is sent to the address entered which contains the verification code. z The fields are replaced with the Verify Code, Resend Code, and Cancel buttons. z If the verification code is unsuccessful, click Resend Code to send a new code. 3. Check your inbox for the message containing the verification code. 4. Type (or copy/paste) the code from the message into the Verification Code field, and click Verify Code. If the code was entered accurately, your address is displayed. 6

9 The Change or Remove button is also displayed. You can click Change or Remove at any time to change the address registered, or to remove the address. 7

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11 Enter and Verify Cell Phone Number To receive alert notices by phone as text messages, the parent must enter and verify his cell phone number. This step is not required to create an account, but is required if the parent wishes to receive alert notifications by phone. The parent must be logged on to tx Connect to update his account. tx Connect > My Account Your current cell number is displayed under Mobile Number/Text Messages if you have previously registered it. Otherwise, blank fields are displayed. You can add, update, or disable your cell number at any time. IMPORTANT NOTE: If you change cell phone carriers, you may stop receiving alert message, and you may need to re-register the number. 1. In the Mobile Number field, type the cell phone number to be registered in the AAANNNNNNN format, where AAA is the area code, and NNNNNNN is the number. Do not use hyphens. 9

12 2. Retype the number in the Confirm Mobile Number field to verify that the number is entered accurately. 3. Click Verify Mobile Number. The fields are then replaced with the Verification Code field. You will receive a text message at the number entered which will contain a verification code. Messages will vary somewhat depending on your carrier. In tx Connect in the Verification Code field, type the verification code that was sent in the text message, and click Verify Code. 10

13 NOTE:»» If the verification code is unsuccessful, click Resend Code to send a new code.»» If you sent the code to the wrong cell number by mistake, click Cancel to cancel the request. If the code was entered accurately, a message is displayed indicating that you have successfully signed up to receive text messages. 4. You can click Change or Disable at any time to change the cell phone number registered, or to disable registration of the number. Clicking this button will remove the current number. You can re-start the process to register another number if needed. 11

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15 Subscribe to Alerts The Subscribe to Alerts tab allows the parent to add alerts and change his alerts subscription at any time. Alert subscriptions must be set for each student individually. The parent can also indicate if he wants to receive alert notifications as messages or text messages, or to not receive alerts. A parent cannot receive both and text messages. When the parent creates a tx Connect account, he is automatically subscribed to two alerts which will be sent as messages: Unexcused absence alerts, first occurrence of the day Failing grade alerts tx Connect > Alerts > Subscribe to Alerts 13

16 Set Alerts For each alert type, specify the alerts you want to receive. Attendance Alerts Attendance alerts allow you to be notified if your student is late or absent. If you do not want to receive attendance alerts, select Don t send me alerts for all three attendance alert types. 1. Under Unexcused Absences, select one: z Select Don t send me alerts if you do not want to be notified of your student s unexcused absences. z Select Send me an alert for the first occurrence of the day to be notified of an unexcused absence on the first occurrence for the day. z Select Send me an alert for every occurrence to be notified of every unexcused absence throughout the day. 2. Under Excused Absences, select one: z Select Don t send me alerts if you do not want to be notified of your student s excused absences. z Select Send me an alert for the first occurrence of the day to be notified of an excused absence on the first occurrence for the day. z Select Send me an alert for every occurrence to be notified of every excused absence throughout the day. 3. Under Tardies, select one: z Select Don t send me alerts if you do not want to be notified of your student s tardies. z Select Send me an alert for the first occurrence of the day to be notified of a tardy on the first occurrence for the day. 14

17 z Select Send me an alert for every occurrence to be notified of every tardy throughout the day. 4. Click Save Subscriptions. Grade Average Alerts Grade Average alerts allow you to be notified if your student s grade average in a class falls below a specified grade. 1. Under Average Alerts, select one: z Select Failing to be notified if your student s grade average in any class falls to a failing grade. z Select Custom to specify a specific grade. Then, in the Custom Average Threshold field, type a numeric grade (0-110). Any time your student s average falls below this grade, you will receive an alert. If you do not want to receive grade average alerts, select Custom, and type 0 in the Custom Average Threshold field. 2. Click Save Subscriptions. Assignment Grade Alerts Assignment alerts allow you to be notified if your student receives an assignment grade below a specified grade in any class. 1. Under Assignment Alerts, select one: z Select Failing to be notified if your student receives a failing assignment grade in any class. 15

18 z Select Custom to specify a specific grade. Then, in the Custom Assignment Grade Threshold field, type a numeric grade (0-110). Any time your student receives an assignment grade below this grade in any class, you will receive an alert. If you do not want to receive assignment grade alerts, select Custom, and type 0 in the Custom Assignment Grade Threshold field. 2. Select Incomplete Assignments to be notified of your student s incomplete assignments. 3. Select Missing Assignments to be notified of your student s missing assignments. 4. Click Save Subscriptions. Indicate How You Want to Receive Alerts On the Subscribe to Alerts tab, the Alert Notification Type field allows you to indicate if you want to receive alerts at your address, sent as text messages to your cell phone, or not sent. To receive alert notices by , select An message. This option is only available if you have successfully registered your address on the My Account page. To receive alert notices as text messages, select A text message. This option is only available if you have successfully registered your cell phone number on the My Account page. Select Neither if you do not want to receive alerts. You will still be able to view alerts one you have logged on to tx Connect. 16

19 View Alerts Once the parent subscribes to alerts, he will begin receiving messages according to the preferences he set. Receive Notifications Messages If you indicated that you want to receive alerts by , you will receive messages throughout the day according to your settings. The message provides data about the alert, as well as a link to the tx Connect login page (if provided by the district). Sample Attendance Alert: Sample Grade Alert: 17

20 Text Messages If you indicated that you want to receive alerts as text messages, you will receive text messages throughout the day according to your settings. The message informs you that you have an alert, but you must log on to tx Connect to view full details about the alert. Messages will vary somewhat depending on your carrier. Sample Alerts: Summary_ NewAlerts.p attachment: Text messages do not provide a link to the district s tx Connect website. You must have a link to the website or mobile app, and log on to tx Connect to read the complete message. HERE S A TIP: If you have registered your cell phone number, the Send Link button is displayed on the tx Connect Summary page. Click Send Link to receive a text message that contains a link to the tx Connect login page for your student s campus. 18

21 View Alerts in tx Connect Alerts can be viewed in tx Connect from the View Alerts tab on the Alerts page. The parent can go directly to the Alerts page to read the message(s) by clicking the alerts notification below the student s name from any page. Or, he can click Alerts in the main menu and select the student for whom he wants to see alerts. The View Alerts tab is displayed. ng tx Connect > Alerts > View Alerts Alert messages are displayed in the order received, with the most recent alert at the top of the list. New alerts that have not been read are bold. Once you have read an alert, you can select Read to indicate that you have read the alert. The alert will no longer be bold. If you select Read accidentally, you can clear the check box it to change the alert back to unread. You can adjust the page to display or hide the alerts you have already read: z To see only new, unread alerts, the View Read Alerts check box should be blank. z To see all alerts, the View Read Alerts check box should be selected. 19

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23 Change Alert Subscription The parent can return to the Subscribe to Alerts tab at any time to change his subscription. tx Connect > Alerts > Subscribe to Alerts Make changes as needed, and click Save Subscriptions. IMPORTANT NOTE: If you remove or change your address, your alert notification options will be reset. To reset your alerts, go to Alerts > Subscribe to Alerts, and set the Alert Notification Type field according to your preferences. The option to receive alerts by will not be available unless you have an address successfully verified. 21

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26 Web-based Access for Teachers, Parents, and Students