esd Portals: Setup & Management User Guide v

esd Portals: Setup & Management User Guide v. 5.8.1 Copyright 2002-2018 eschooldata, LLC All rights reserved.

TABLE OF CONTENTS Overview... 3 Portal Setup Parameters... 3 Verification Schools...4 Verification Grades...4 Menus...5 Settings...6 Messaging Settings... 14 Environmental Settings... 17 Portal Account Administration... 18 Parent Portal Account Creation... 19 Parent Requests... 20 Approving/Denying Parent Portal Account Requests... 21 Auto Generating Multiple Accounts... 24 Auto Generating Individual Accounts... 26 Parent Portal Account Maintenance... 28 Forgotten Guardian Passwords... 29 Permanently Delete Parent Portal Accounts... 31 Parent Account By Student... 32 Contact Verification... 33 Contact Verification Report... 36 Student Portal Account Creation... 36 Student Portal Account Management... 37 Import Student Portal Credentials... 38 Roll Back Imported Credentials... 41 Managing Individual Student Portal Credentials... 42 Administrative Reports... 43 Teacher Posted Assignment Summary... 44 Portal Management... 44 Incoming Verifications... 45 Announcements... 47 Assignments... 48 Access Logs... 50 Message Log... 51 Document Uploads... 52 Grade Report Uploads... 53 Gradebook Assignments, Student Achievement Reports... 54 Student Schedules, Discipline, Buses, Assessments, Fees and Immunizations... 54 Student Attendance... 55 Mobile Settings... 55 eschooldata, LLC Copyright 2002-2018 2

Overview This manual provides instructions for setting up the eschooldata Parent and Student Portals. It also provides procedural recommendations for ongoing administration of the esd Parent and Student Portals. The esd Parent and Student Portals can be easily customized to meet the needs of a school district. While planning your district s Parent and Student Portal implementation, consider the following: Which schools should be available for parents to view? Keep in mind that the district database contains out-of-district placements and other record-keeping schools that should probably not be displayed in the parent portal. What information should be published for each school and grade? It is not always appropriate to display all information for all grade levels. For instance, the district may opt to display transcripts for the high school juniors and seniors but not for any other grade levels. What procedures and responsibilities will be adopted for approving new users, administering passwords, responding to parent support calls and emails? Parent access to the portal is driven by the correspondence flag located in the guardian record. What role will the registration office play in administering the parent portal and do they understand the impact of the correspondence flag? Who will be responsible for setting up and maintaining district and school Welcome Pages? Who will be responsible for uploading report cards, progress reports, elementary report cards and transcripts to the portal and at what intervals? Will all teachers be using the grade book for assignments? Will internal messaging between teacher, parents and students via the portals be turned on? Who will be responsible for updating the Terms of Use statement to keep it in sync with the district acceptable use policy? Who will be responsible for setting up the student portal URL and default password? Who will be responsible for managing student portal accounts? Will the informational tabs differ from the Parent Portal to the Student Portal? The material presented in this guide assumes the user has a basic familiarity with the esd System. For information on how to access the system or perform basic user functions, please refer to the Getting Started User Guide. Portal Setup Parameters Portal Setup Parameters consist of the following: Verification Schools: to select the schools that should be visible on the Parent Portal Verification Grades: to select the grades that should be available on the Parent Portal Menus: to select the information tabs that will be available on the Parent and Student Portals Settings: to specify a variety of settings at both the district and individual school level Communication Settings: to set communication parameters for students and parents Environmental Settings: to assist schools with their Green Initiatives eschooldata, LLC Copyright 2002-2018 3

Verification Schools Go to Interoperability > esp > Verification Schools to select the schools that should be visible on the esd Parent Portal. Double click the School Names to move them from the Available Schools list to the Selected Schools list, then click Save. Schools can be selected at the district or building level. Users can also click a school to select it, then click an Arrow button to move it in the direction indicated; or click an ALL button to move all schools in the direction indicated. Verification Grades Go to Interoperability > esp > Verification Grades to select the grades that should be available on the esd Parent Portal. For each school that was specified under Verification Schools, select the school from the School menu, then double-click the grades to move them from the Available Grades list to the Selected Grades list. Click Save. Parents/Guardians will only be able to register for portal accounts for students in the selected grades. eschooldata, LLC Copyright 2002-2018 4

Menus Go to Interoperability > esp > Menu to select the menus (informational tabs) that will be available on the Parent and Student Portals. Menu options can be uniform across buildings and/or grades, or specific to each building and grade level. To set uniform menu options for all schools and all grades, select the district level from the School menu. To set menu options by school and/or grades, select the desired school from the School menu. Select the Parent Portal (default option) from the left drop-down menu, then select All or individual grade levels (default is Select) from the right drop-down menu. Double click the menu tabs to move them from the Menus Available list to the Menus Assigned list, then click Save. Repeat the process for the Student Portal, if it is to be available for students. Assessments must be flagged in order to display on the portal. Go to Academic > Assessments > Assessments, Edit the assessment and check the Display on Parent Portal checkbox. Users can also Mass Update Assessments to flag the Display on Parent Portal checkbox. eschooldata, LLC Copyright 2002-2018 5

Settings Go to Interoperability > esp > Settings. Users will be able to specify settings at the district level and/or school level, as indicated for each tab. Login Page Tab (district-level setting) Use this tab to define a district-specific URL and, if desired, to customize the appearance of the Login Page and the Parent Portal Login Page. Important: District-level settings are applied district-wide, regardless of the building from which the settings are changed. The only exception is the Image tab. Users MUST be at the district level to upload the district image (displayed on the Parent Portal s Home page after guardian logon). The Parent Portal URL will automatically reflect the specified Main App URL. The Background Image s file size must be less than 1MB. If the district chooses NOT to Upload Background Image, the currently published login page image will be used. eschooldata, LLC Copyright 2002-2018 6

When the district customizes their Portal Login page AND is using the Online Registration service with a published Online Registration Application Form, the Parent Portal login page will contain an Online Registration link that launches the published form. The Online Registration service is available as a subscription service. Contact your esd Support Representative to subscribe to the Online Registration service. For more information about the Online Registration service, see the Online Registration Setup User Guide and the Online Registration Processing User Guide. When the district customizes their Portal Login page and is NOT using the Online Registration service, the Parent Portal login page will contain a Parent Portal Registration link that launches the existing Portal Account Registration form. The Parent Portal Registration link will also be displayed when the district is using the Online Registration service, but an Online Registration Application Form is NOT currently published. eschooldata, LLC Copyright 2002-2018 7

If the district chooses not to customize their Parent Portal page, the generic Parent Portal Login page will be displayed, with a Parent Portal Registration link that launches the existing Portal Account Registration form. The background image on the generic Parent Portal Login page may vary. Image Tab (district-level and school-level settings) Use this tab to upload the district logo and individual school logos. The maximum image size will be listed. Important: Images are tied to the selected building. Users must be at the district level to upload the district image, which is displayed on the Parent Portal s Home page after guardian logon. When guardians navigate to their students Profile pages, the applicable school s image is displayed. eschooldata, LLC Copyright 2002-2018 8

Course Request Tab (school-level setting) Use this tab to define course request parameters, if this option will be made available to parents and/or students. Flag the Create Course Request (Parent/Student) checkbox to allow parents/students to enter course requests via the Portal. Flag the Create Alternate Course Request (Parent/Student) checkbox to allow parents/students to enter alternate course requests via the Portal. Click Save. Use ctrl-click to select multiple Course Types. Important: Select the Grade Levels based on the desired Scheduling Grades, since Course Requests are for the following school year. The Course Request menu must also be selected for display on the Parent and/or Student Portal. For more information, see Menus on page 5. Attendance Tab (school-level setting) Use this tab to set up attendance parameters, if this option will be available to parents/students. To view live period-by-period attendance throughout the school day, enter Zero (0) in the Show Student Daily and/or Period Attendance as of field. Users can select which periods attendance will display using the checkboxes, or Display Only Daily Attendance. If selected, Time Equivalencies will display for both courses and mini courses. Click Save. Users can also choose to Display Daily Attendance Comments and/or Display Attendance Events. When Daily Attendance Comments are displayed, the Date will be included if the student is Present but the record contains Daily Attendance Comments. eschooldata, LLC Copyright 2002-2018 9

Schedule Tab (school-level setting) Use this tab to set up schedule display parameters, if this option will be available to parents/students. Select the Scheduling Year schedule to be displayed (Current Year, Next Year). Select the amount of information to display on each Portal, then click Save. Important: If, during the summer, the school displays Next Year student schedules, then once the calendar year has been advanced (bit flip), they MUST change the Scheduling Year to Current Year to display the student schedules. If selected, Time Equivalencies will display for both courses and mini courses. Terms Tab (district-level setting) Use this tab to update the Terms of Use in accordance with district policies, then click Save. eschooldata strongly recommends that districts have legal counsel review this document. The Terms of Use is provided to school districts as a general document. Please have this document reviewed with legal counsel, and change it to fit your district s needs. Parents/guardians are required to agree to the Terms of Use upon their first login, and whenever the district makes any changes to the Terms of Use thereafter. eschooldata, LLC Copyright 2002-2018 10

Gradebook Tab (school-level setting) Use this tab to set which Marking Period Grades and/or Averages will be displayed in the Gradebook tab on the Parent and Student Portals. Click Save. If the Student Portal has been implemented and the Gradebook tab selected as a menu option, the setting chosen here will be reflected on the both the Parent and Student Portals. Learning Standards will be displayed for linked assignments within the Gradebook. Alpha equivalents will display for the CMPA, Marking Period Average, and Marking Period Grade, when the Allow Alpha Grade Conversion option is selected for the corresponding course. Reset clears all Gradebook options. Student Portal Tab (district-level setting) Use this tab to define the Student Portal URL and, if desired, customize the appearance of the Student Portal Login page, and to set the Student Default Password. For EACH section, click Save after entering data, before proceeding further. Click the View icon to access the student portal login page. Midterm and Final Exams are displayed on the Gradebook tab ONLY when the eschoolportal display option is selected for the corresponding Calendar Events. The optimal background picture dimensions are 1920 pixels by 1080 pixels, with the file size less than 1MB. If the district chooses NOT to Upload Picture, the currently published login page image will be used. Check Change Password on First Logon to force students to change the Default Password when they first log on to the Student Portal. eschooldata, LLC Copyright 2002-2018 11

Contact Verification Tab (district-level setting) Use this tab to allow/enforce online verification of student contact information. There are five sections to this page: Contact Verification Settings, Enforce Contact Verification, Contact Verification Form, Additional Information, and User Defined Fields. Under Contact Verification Settings, check Allow Contact Updates to display the Contact Verification button on the student s Profile page. Under Enforce Contact Verification, select Enable to restrict Parent Portal access to the student s information for those custodial guardians that have not verified the student s contact information after the specified verification date (defaults to yesterday). If desired, under Contact Verification Form, enter instructions / explanations in the Contact Verification Instructions field and format using the available icons. The Contact Verification Instructions will display at the top of the Contact Verification Form. Enforce Verification restricts access on both the Portal and Mobile sites until the student s contact information is verified. eschooldata, LLC Copyright 2002-2018 12

If desired, use the last two sections, Additional Information and User Defined Fields, to create an Additional Information section at the bottom of the Contact Verification Form. Under Additional Information, enter instructions / explanations in the Additional Information Instructions field, and format using the available icons. The Additional Information Instructions will display above the selected User Defined Fields in the Additional Information section. Under User Defined Fields, check the fields that should Display and, if desired, be Required in the Additional Information section. Click Save to save the selections. Important: If districts wish to prevent guardians from changing responses to previouslysubmitted Additional Information, UNcheck Display for the applicable User Defined Fields after all responses have been collected, before enforcing verification again. If NO User Defined Fields are selected for Display, the Additional Information section will NOT appear on the Contact Verification Form. To create the User Defined Field Name (Portal Label), go to System > Registration and select User Defined Field. Click Sort to define the order in which the selected User Defined Fields should appear in the Additional Information section. Only the selected fields will appear in the Sort list. Select a field and use the Up/Down arrows to move it to the desired position. When finished, click Save. The User Defined Fields list will refresh and display the selected order. For more information, see the Registration Setup User Guide. If users change the selected User Defined Fields after the selections have been saved, they must Save the new selections BEFORE clicking Sort in order for the Sort list to reflect the updated selections. eschooldata, LLC Copyright 2002-2018 13

Miscellaneous Tab (district-level setting) Use this tab to restrict creation of Parent Portal Accounts, to display the Register New Student button, to disable access to the Parent/Student Portal, to disable parents ability to update their personal information and/or control student pictures, to allow parents/students to set messaging preferences, to restrict email delivery options in Messaging Preferences for email Alerts (Communications module), or to display Lunch Balances on the portals. Check any settings that apply, then click Save. Messaging Settings Go to Interoperability > esp > Messaging Settings, at the district or school level. There are 3 tabs that control settings for Portal messaging (Message tab, School level setting) and external emails (System Emails and Email Footer tabs, District level settings). Email alerts generated via the Communications module (System > Communications) will be delivered to both the Portal recipient s Messages Inbox and their Primary Email address, unless the district opts to restrict delivery of email alerts to only the Portal recipients Messages Inbox (see Miscellaneous Tab, above). Message Tab The Message tab allows individual buildings to set messaging parameters for students and parents/guardians. Messages are a communication functionality that allows parents, students and staff members to send and receive messages using the Portal s Messages Inbox, based on established permissions. The Register New Student button is part of the Online Registration service. For more information, see the Online Registration Setup User Guide. The Do not allow parents/students to login to portals checkboxes will prevent all parent and/or student accounts from logging in to the Portal and Mobile Web sites. Access to the Mobile App is controlled separately, via the Mobile Settings (see page 55). To restrict email delivery options in Messaging Preferences, check Do not allow email options for messaging. For more information, see the Communications & Alerts User Guide. Emails generated by the System Emails tab are NOT affected by the Do not allow email options for messaging setting on the Miscellaneous Tab. Teacher message permissions are set in the esd security tree. When Messages are enabled for Parents and/or Students, the Messages tab becomes the default tab upon login to esd Mobile. eschooldata, LLC Copyright 2002-2018 14

System Emails Tab The System Emails tab allows districts to define an Administrator Email (the email address to be used when system-generated emails are sent) and the Email Templates that will be used for system-generated emails. Users are prompted to navigate to the district level when the System Emails tab is accessed at the school level. The Email Type identifies the email template category, followed by the action which generates that email. Email templates fall into 3 categories: Parent Portal account activity, Online Portal Registration for Portal accounts, and Online Registration applications (see side note). At the district-level, the default templates for system-generated emails are displayed. Users can Edit the default templates (see next page) and, if edited, Delete the district-defined Email Template, which restores the default template. If an Administrator Email is not defined, the From email address will be noreply@eschooldata.com The Online Registration service is available as a subscription service. Contact your esd Support Representative to subscribe to the Online Registration service. For more information about the Online Registration service, see the Online Registration Setup User Guide and the Online Registration Processing User Guide. The Parent Portal Account Generated Email Template is sent when Parent Portal accounts are created, whether from Registration > Guardians > View Guardian > Create button, or Interoperability > esp > Parent Account Management > Guardians without Accounts tab. eschooldata, LLC Copyright 2002-2018 15

Click Edit next to an email template to launch the Edit Email Template screen, which allows users to define district-specific email templates. Click Add More to add additional text blocks for each successive paragraph under Text Above, Text Below and Sign Off, then enter the desired text. Right-click in a text block to select and insert an account-specific Available Field. To format text, select the desired text and right-click, then select the desired Formatting Options (bold, italic or underline). When finished, Save the changes. Include Footer is checked by default. The footer is defined on the Email Footer tab (see below). In the Email Template: Parent Portal Account Generated, the Activation Link: [[PortalLink]] field cannot be edited. This field inserts the URL for the district s Parent Portal, so the recipient can log in to their new Portal account. Email Footer Tab The Email Footer tab allows districts to specify contact information that will appear as the footer in all emails generated from the System Emails tab. Parents/Guardians cannot reply to system-generated emails, so it is important to specify district contact information. Users are prompted to navigate to the district level when the Email Footer tab is accessed at the school level. Screenshot cropped and reassembled to show both top and bottom of page. eschooldata, LLC Copyright 2002-2018 16

Environmental Settings Go to Interoperability > esp > Environmental Settings. Enabling Environmental Settings will assist schools with their Green Initiatives, by reducing the number of grade reports mailed to parents. These settings must be established in each building. At the district level, enter a message that will be displayed on the Environmental Settings tab of the Parent Portal (accessed via the My Account link), then click Save. At each building level, select the preferred Environmental Settings (default: Disable). When enabled, schools can establish the Default Settings for each Report Type, and select the Report Types for which parents may set their preferences, then click Save. When Environmental Settings are disabled, ALL Grade Reports are printed for mailing automatically. When Environmental Settings are enabled, Final Runs will display a Print for Mailing checkbox. When selected, this option will print grade reports ONLY for those students where (1) no guardian has a portal account or (2) at least one guardian has elected to receive paper mailings. The Final Run XMLs will include the data for ALL students, which will be published to the eschooldata portals. For more information, please refer to the various Grade Reporting User Guides. eschooldata, LLC Copyright 2002-2018 17

After schools have enabled Environmental Settings and parents have set their preferences, go to Interoperability > esp > Environmental Settings and click the Excel icon to export a list of parents preferences. The report includes only parents who have saved preferences for the students and enabled Report Types in the selected building. If a school building has enabled Environmental Settings, parents/guardians will have access to the Environmental Settings tab from the My Account link on the Parent Portal. For each student, parents can select which available grade reporting documents they wish to receive as paper mailings. (Report Types NOT flagged to allow parents to set preferences will not be listed on the Parent Portal.) Parents/Guardians must click Update Settings to save any changes. Portal Account Administration The following sections detail the creation and administration of Parent Portal and Student Portal accounts: Parent Portal Accounts Parent Requests Approving/ Denying Parent Portal Account Requests Auto Generating Multiple Accounts Auto Generating Individual Accounts Parent Portal Account Maintenance Parent Account By Student Student Portal Account Management Student Portal Alt IDs Import Student Portal Alt IDs Roll Back Imported Alt IDs Managing Individual Student Portal Alt IDs eschooldata, LLC Copyright 2002-2018 18

Parent Portal Account Creation There are two approaches districts can take to create Parent Portal accounts for parents/ guardians: Parent Requests and System Auto-Generation (both bulk account creation and individual account creation). Using the first approach, parents are responsible for submitting a request for a portal account, and each account request must be approved by a portal administrator. The second approach allows the district to auto generate portal accounts for parents/guardians, either in bulk (Interoperability > esp > Parent Account Management > Guardians without Accounts) or individually (Registration > Guardians > View Guardian). System-generated account creation requires account information to be mailed to parents/guardians, via postal mail (for bulk accounts) or email (for individual accounts). Each approach is explained in detail on the following pages. Parents will view this screen as their log on screen. If they already have accounts, parents will enter their username and password to login. If they are requesting an account, they will click on Online Registration. Complete instructions for parents/guardians can be found in the esd Portal Parent View User Guide. The esd Portal Login screen image may vary with the seasons. eschooldata, LLC Copyright 2002-2018 19

Parent Requests Parents will request access to the esd Parent Portal by completing the online application that opens when they click Online Registration. Required fields are marked by a red asterisk. There is limit of 254 characters for Usernames and 50 characters for Passwords. The Username CANNOT include any of the following characters:!@#$%^&*()+=-[]{}<>? Complete instructions for parents/guardians can be found in the esd Portal Parent View User Guide. Parents will enter student information in the Add Student section, then click Add Student to the above list. After the parent/guardian has added all their students, they ll click Finish Registration. The request will be transferred to the portal administrator, and an email will be sent to the parent/guardian acknowledging the account request. Parents must know the student s ID number in order to add the student. To be approved, the parent/guardian must be listed as one of the student s guardians. The parent/guardian must also have the correspondence flag set to yes for this student. eschooldata, LLC Copyright 2002-2018 20

Each district should have a designated individual responsible for reviewing these requests. The Portal Administrator will go to Interoperability > esp > Parent Account Management > Pending tab and click Search to access pending requests. Click the left View icon to view pending request information and the View Household icon to access the View Household screen. Click the Deleted tab to display portal accounts flagged as deleted. Approving/Denying Parent Portal Account Requests The Portal Administrator is expected to review each request to verify that the request is legitimate and conforms to the district s policy for providing access to the parent portal. Once a system administrator approves or denies the request, an email will be sent notifying the parent/guardian. If the request has been approved, the email notification will contain instructions for activating the account and accessing the portal. When a Parent Portal Account request is denied or the account is deleted, the submitted email address (but NOT the Username) may be used again if the parent re-registers. When an account is permanently deleted, both the email address and the Username may be used again. Click the left View icon next to a specific request in the Pending tab to view related system information and decide if the request should be approved. If the parent/guardian and student information submitted on the portal application completely matches the information in eschooldata, the Current Parent Information and Current Student Information sections will display the matches. Once the new account request is approved, the previously denied/deleted account data will be removed from the database. When a student is transferred or graduates, the parent/guardian will no longer have access to view that student s information. eschooldata, LLC Copyright 2002-2018 21

If the parent/guardian and student information submitted on the portal application does not completely match the information in eschooldata, one (or more) of the following will occur: If submitted information does not exactly match what is in the database, the Requested Parent Information and/or Requested Student Information fields are highlighted in red for ease of verification. The Current Parent Information area may return a blank screen, indicating that no matches were found. If a Parent/Guardian match is not found, then the Current Student Information area will display No Match Found. The Search Guardian area on the left returns guardians whose last names (the default Search option) match the name submitted on the portal application, if there are any matches in the database. Users can search for guardians using any of the Search criteria. A parent/guardian requesting an account must be listed in the household AND set to receive Correspondence, for the initial verification process to succeed and for continued access to the Parent Portal. When submitted information does not exactly match what is in the database, Portal Administrators need to investigate further to determine if the parent/guardian request for an account should be approved. Click the View icon next to a name in the Search Guardian results to compare that guardian s Current Parent Information with the Requested Parent Information. (Users should also click the View Household icon next to the account request in the Pending list, to open the View Household screen for data verification.) If further research confirms this is the correct guardian and student(s), click Approve. An email will be sent to the email address that was provided on the new user application form, with the user name, password, and verification link for the parent portal account. When the new Portal user application is approved, the email address that was provided on the form will be added to the guardian s Registration record if it is not already present. Users can Print the Account Request comparison screen. Accounts denied or deleted using the Deny or Delete button move to the Denied / Deleted tab respectively. eschooldata, LLC Copyright 2002-2018 22

When the administrator s screen is refreshed, the parent/guardian will reside in the Inactive parent/guardian list and will remain there until the parent/guardian activates the account by completing the verification process listed in their approval email. Once verified, they will be listed as Active in the system and can utilize all of the available features. When an account is denied, administrators can revise the automated message that is sent to the prospective account holders when their account request is denied. Click Deny, and the Denial Email Message editor will launch. The default denial message will display, and users have the ability to edit the subject and message content, as well as format the message. Click Submit to send the email once the message has been completed. eschooldata, LLC Copyright 2002-2018 23

Auto Generating Multiple Accounts Districts may choose to auto generate portal accounts in bulk for parents and/or guardians. Auto-generating accounts enables districts to bypass the need for parents/guardians to individually submit account requests. The first step to auto-generating accounts is to identify which parents/guardians currently do not have portal accounts. Go to Interoperability > esp > Parent Account Management > Guardians without Accounts tab and click Search. The page defaults to showing guardians of Unrepresented Students Only. On this tab, students are unrepresented when NONE of their guardians have Parent Portal accounts. Users can filter the list of guardians without accounts using the various Search criteria. Only guardians who have the correspondence flag checked and who have student(s) who are actively enrolled in the district/selected school will be displayed. Guardians flagged as Do not create portal account (Registration > Guardian) are excluded from the list. The page also defaults to Exclude Pre-registered students. Guardians who have ONLY preregistered students will NOT be included in the list, while guardians who have both preregistered and registered students will be included. To auto-generate a portal account, check the box(es) to the left of the desired guardian(s), or check All to auto-generate accounts for ALL parents/guardians listed on ALL pages. Once the desired guardians are selected, select the desired account creation option (see below) and click Create Account. A window will pop up stating Accounts created successfully. Create accounts for guardians who have unique emails: An account will be created for each guardian who has a unique email address recorded in the system, using the guardian s email address as the User ID. A temporary password is also generated. Email notification is sent to the guardian upon account creation. Create generic accounts for guardians who do not have (unique) emails in the system: A generic, unique User ID and temporary password will be created for each guardian without a unique email address recorded in the system. Users must manually notify guardians of account creation. Create generic accounts for all guardians even when unique email exists: A generic, unique User ID and temporary password will be created for each auto-generated account. Users must manually notify guardians of account creation. Security permissions for auto-generating accounts can be found under Module Permissions > Interoperability > esp Mass Account Creation and Export Active Accounts (Excel icon). The Guardians without Accounts tab does NOT include guardians with Deleted accounts. Only guardians whose accounts are permanently deleted appear on this tab. For more information on permanently deleting accounts, see page 31. When Auto-generating accounts at the school level, accounts are created for ONLY those guardians with students enrolled in the selected school. Accounts can be created for ALL guardians from the district level. If the guardian s email address already exists as a Parent Portal User ID, it will NOT be used. The email address would NOT be unique if, for example, a husband and wife use the same email address, or if a guardian has children in different districts and uses the same email address in each district. Click the Excel icon to export the Guardians without Accounts list to Excel. Click the View icon to view the guardian s information. eschooldata, LLC Copyright 2002-2018 24

Once a portal account has been auto-generated, the parent/guardian will be removed from the Guardians without Accounts list and will appear on the Active list. The Created Since field allows users to view portal accounts created on or after a specified date. Select Only System Generated and not logged in yet and click Search to list those parents/guardians who have not yet logged in to their auto-generated accounts, then click the Export to Excel icon to export a list of User IDs and passwords for those auto-generated accounts. The filter Only System Generated and not logged in yet includes parents/ guardians who start, but do not complete, the registration process for their auto-generated accounts. Users can Lock user accounts directly from the Active tab. A Yes in the Unrepresented column on the Active, Inactive, Locked Out, Denied, and Deleted tabs includes parents/guardians who have not yet logged in to their auto-generated accounts. The Excel export of System Generated accounts will list the generic User ID and temporary password for each parent/guardian, as well as student and address information. Email addresses might not be listed for all parents/guardians, as it is not necessary to capture email addresses to auto-generate accounts. Therefore, districts must use an alternate method, such as a mail merge/paper mailing, to distribute generic user IDs and temporary passwords to parents/guardians. The Excel export of All Users includes temporary passwords (for system generated accounts not yet logged in) and last login date/ time. At first login, all users (both self-registered and system generated) must agree to the Terms of Use to proceed further. Users with system generated accounts will also be required to establish a new password. System generated accounts lacking a unique email address must also enter a Primary Email Address, with the option to use that email address as their account User Name (see side note). When a guardian adds or changes the Primary Email Address while activating a system-generated portal account, the new/changed email address will be added to the guardian s Registration record (if not already included there). An error message will be generated if the Primary Email Address is already being used for another account as a User Name or a Primary Email Address. eschooldata, LLC Copyright 2002-2018 25

Auto Generating Individual Accounts Districts may also choose to auto generate portal accounts individually for parents/guardians, either when a new guardian is added during registration or when an email address is added for an existing guardian. This option requires that the parent/guardian have a valid email address on record, since account details will be emailed to the guardian. New Parent/Guardian Go to Registration > Household > Add Parent/Guardian to add a new Parent/Guardian to a Household. The guardian will be added to the Guardians without Accounts list unless the user checks Do not create portal account. For more information about adding a Parent/ Guardian, see the Registration and Census User Guide. Go to Registration > Guardians and View the newly added Guardian to create the guardian s Portal Account (see Create Portal Account on next page). Existing Parent/Guardian If an existing Parent/Guardian does not have an email address on file, go to Registration > Guardians and Edit the Guardian to add the email address. If users receive an Email is linked to a portal account message when adding the email address, check the All Portal Accounts tab (Interoperability > esp > Parent Account Management) to find the portal account (and account status) to which the email is currently associated. If the Email Address is associated to a Pending Portal Account for the same guardian, approve the Portal Account. Users will then be able to Save the changes to the Guardian record. For more information about editing a Parent/ Guardian, see the Registration and Census User Guide. eschooldata, LLC Copyright 2002-2018 26

Create Portal Account To add a Portal Account for a guardian, go to Registration > Guardians and View the guardian account. Click Create to create the Parent Portal Account. An account will be created and an email sent to the listed email address. Guardians without Parent Portal accounts do not display the Portal Account icon. When the Portal Account is created, the Guardian is moved from the Guardians without Accounts list to the Active list. The Create link will be hidden for Guardians flagged as Do not create portal account. The email will contain the account details (username and temporary password) and a link to the Parent Portal. username@emailprovider At first login, users must agree to the Terms of Use to proceed further. Users will also be required to establish a new password, and can opt to change their Primary Email Address and/or use it as their account User Name. The user will be prompted if their Primary Email Address is not specified, or is already being used for another account as a User Name or a Primary Email Address. eschooldata, LLC Copyright 2002-2018 27

Parent Portal Account Maintenance Go to Interoperability > esp > Parent Account Management. On each tab, click Search to view Parent Portal Account information. Users can export the results of each tab to Excel by clicking on the Excel icon. Portal accounts are locked automatically after five (5) failed login attempts, and the Account Locked email is generated and sent automatically to the account s Primary email. Users can Lock user accounts directly from the Active tab, and Unlock user accounts directly from the Locked Out tab. Pending: Lists self-registered portal account requests that are awaiting approval. Active: Lists all system-generated portal accounts, plus self-registered accounts both approved by a portal administrator and activated by the account holder. Inactive: Lists self-registered portal accounts approved by a portal administrator, but not yet activated by the account holder. Locked Out: Lists portal accounts that are currently locked. Accounts are automatically locked after five (5) failed login attempts. Denied: Lists self-registered portal accounts that have been denied by a portal administrator. Deleted: Lists portal accounts that have been flagged as deleted. Allows users to permanently delete accounts, individually or en masse. Guardians without Accounts: Lists guardians that do not currently have a portal account. All Portal Accounts: Lists ALL portal accounts and their status (Pending, Approved, Inactive, Locked, Denied, Deleted). Allows users to permanently delete accounts, individually or en masse. On the Active tab, the Red Excel icon exports similar data as the green Excel icon, but instead of grouping all students in one column, it lists each student on a separate line, and adds Student ID, Homeroom, and Location columns. A Yes in the Unrepresented column on the Active, Inactive, Locked Out, Denied, and Deleted tabs includes parents/guardians who have not yet logged in to their auto-generated accounts. Approved = Active Users can Lock user accounts directly from the Active tab, and Unlock user accounts directly from the Locked Out tab. On the Active tab, the Student Count includes students who graduated the prior year, identified by (Graduated) notation. eschooldata, LLC Copyright 2002-2018 28

Forgotten Guardian Passwords Each district must establish a policy for issuing and maintaining passwords for parent/guardian accounts. If the parent clicks the Forgot password? link on the login page, an email explaining the process for retrieving and/or resetting the password will be sent to the account holder s Primary Email Address. On the Interoperability > esp > Parent Account Management screen, from the Active and Locked Out tabs, users can reset passwords and lock/unlock accounts. Click Reset Password, enter the temporary password, and click OK. An email with the temporary password will be sent to the account holder s Primary Email Address, and the account holder will be required to reset their password upon login. When Reset Password clicked on the Locked Out tab, the account is unlocked automatically. Click Lock on the Active tab, and Unlock on the Locked Out tab, to lock/unlock accounts, which are then automatically moved to the applicable tab. is An error message will be generated if users try to Reset Password for an account without an email address. If other actions are needed, click the View icon (from any tab EXCEPT Pending or Guardians without Accounts) to launch the Account Maintenance window. Parent Portal administrators have the ability to Relink, Delete or Lock/Unlock the account, and Print the Account Maintenance screen. Click Login As Parent to update account information for account holders. The Tab from which the Account Maintenance screen is launched will determine the available account management buttons (Relink, Delete, Lock/Unlock, etc.). Accounts are automatically locked after 5 failed login attempts. Accounts deleted via the Delete button move to Interoperability > esp > Parent Account Management > Deleted tab. eschooldata, LLC Copyright 2002-2018 29

Once logged in as the parent, click the My Account icon, then click the Update Account Info tab. From this screen, password, username and Primary Email Address/Email Type can be changed. When finished, click Update Account Information. The Current Primary Account Email Address will be indicated in the list of email addresses associated to the Guardian s record. Select (or enter) the New Primary Account Email Address and Email Type. An error message will be presented if the New Primary Account Email Address is already used in the district as another person s Primary Account Email Address. The Primary Email Address is the email address to which Forgot Password? emails will be sent. If Guardians share an email address that is associated to one Guardian s Portal Account, that email address can be flagged as Primary ONLY for the Guardian with the Portal Account. The guardian s Primary Email can also be changed from Registration > Guardians > Edit. Username is restricted to max 254 characters and Password is restricted to max 50 characters. When a guardian with a Parent Portal Account has multiple email addresses listed in their Guardian record (Registration > Guardian > View Guardian), the email account that is the Primary Email Address for the Parent Portal Account will be indicated. The Username CANNOT include any of the following characters:!@#$%^&*()+=[]-{}<>? When editing the guardian record (Registration > Guardians), the Primary Email Address is greyed out, but the Email Type for the Primary Email Address is editable. Users can add additional email addresses, and select another email address (added or existing) as Primary. For more information, see Adding Email Addresses within the Adding a New Parent/Guardian section of the Registration and Census User Guide. eschooldata, LLC Copyright 2002-2018 30

Permanently Delete Parent Portal Accounts Users can permanently delete individual and multiple accounts Parent Portal account from either the Deleted tab or the All Portal Accounts tab. Deleted Tab Check All or the desired account(s) to be deleted, then click Delete. Click Yes to confirm the permanent deletion. When a Parent Portal account has been permanently deleted, guardians can re-register for an account using the same email address AND Username which they previously submitted. All Portal Accounts Tab The All Portal Accounts tab defaults to All Users. Use the Only System Generated and not logged in yet filter to list those parents/guardians who have not yet logged in to their autogenerated accounts. Check All or the desired account(s) to be deleted, then click Delete. Click Yes to confirm the permanent deletion. On the All Portal Accounts tab, the Student Count includes students who graduated the prior year. eschooldata, LLC Copyright 2002-2018 31

Parent Account By Student Go to Interoperability > esp > Parent Account By Student. This report allows administrators to identify students whose guardian(s) do not have a Parent Portal account. For each guardian, the report indicates if they have an approved portal account, the selected environmental settings for that account, and the last logon. If no guardians for a student have a portal account, the Unrepresented column will have a Yes next to that student s ID. By default, all guardian records are displayed by student. Users can filter the list by Student, Guardian, and/or Grade, then click Search to display the filtered list. Click the Excel icon to export the results to Excel. This report can be generated at the district or building level. The Environmental Settings headers are as follows: REP: Report Card PRO: Progress Report ERC: Elem. Report Card TRA: Transcript SBRC: Standards-Based Report Card SBPR: Standards-Based Progress Report The Excel Export contains columns for Household Surname, Address, City, Zip and Internal Household ID, in addition to all the fields displayed onscreen. eschooldata, LLC Copyright 2002-2018 32

Contact Verification When Contact Verification is enabled (but NOT enforced), a Contact Verification button will be displayed on the student s Profile page for the custodial parent(s). Clicking the Contact Verification button opens the student s Contact Verification Form. When Contact Verification is enabled AND enforced, the student s Contact Verification Form automatically opens (if the student s contacts have not yet been verified after the specified date) when a custodial parent opens the student s profile. The Contact Verification Form has sections for Student Information, Household Information, Guardian Information (Primary Guardian and Guardian 2, when both live in the household), Emergency Contact Information, Physician Information, Employer Information and Additional Information. In the Student Information section, parents can add/update the student s Cell Phone. In the Household Information section, parents can update the Household Phone. Check Update All Linked Records to update the Home Phone record for all contacts (Guardian, Household Member, and Emergency Contact) who have the Household Phone as their Home Phone. (Linked records display a Lock icon to the left of the applicable phone number.) Contact Verification is enabled from Settings, Contact Verification tab. For more information, see Contact Verification on page 12. Important: The Contact Verification button remains on the student s Profile page AFTER verification has been submitted, enabling guardians to update contact information as needed, unless the district UNchecks Allow Contact Updates in Settings after collecting the responses. Custodial guardians living OUTSIDE the Household can update only the Student Information and their personal Guardian Information and Employer Information sections. They will NOT be able to view or update Household Information, Emergency Contact Information or Physician Information. Important: Household Address and Guardian Addresses CANNOT be updated via the Contact Verification Form. Guardians must contact the school to change their address. eschooldata, LLC Copyright 2002-2018 33

In the Guardian Information section, parents can update the Contact Priority, Phone Information and Email Information (Email Address, Email Type, Primary Email) for the Primary Guardian and other Guardians residing in the household. Guardians residing in the household can VIEW (but NOT edit) the name and contact priority of guardians living OUTSIDE the Household. Custodial guardians living OUTSIDE the Household can update only their own Guardian Information and Employer Information. In the Emergency Contact Information section, parents can add/delete/update the emergency contact s information (Address is optional). If parents check Address, they can indicate that the address is the Same as Student Household (which automatically hides the address entry fields), or add/edit the emergency contact s address. eschooldata, LLC Copyright 2002-2018 34

In the Physician Information section, parents can add/delete/update the physician s information (Address is optional, functions the same as Emergency Contact, but without the Same as Student Household checkfield). In the Employer Information section, parents can add/delete/update their employer s information (Address is optional, functions the same as Emergency Contact, but without the Same as Student Household checkfield). In the Additional Information section, parents can add/update any additional information requested by the district. Once parents Verify contact information, the records are automatically updated in esd. The Additional Information section will be displayed ONLY when User Defined Fields have been selected for display in Settings (see page 13). When Contact Verification is enforced, the parent s verification restores access to the student s data, on both the Portal and Mobile sites. Verification by ANY custodial guardian restores access to the student s data for ALL custodial guardians. eschooldata, LLC Copyright 2002-2018 35

Contact Verification Report To see whose contact information has been verified, go to Interoperability > esp > Contact Verification Report. This report presents the last custodial guardian that verified each student s contact information (if any), as well as the date the information was verified. When run at the District Level, the report also includes the School Name for each student. When run at the School Level, the report also includes the students Grade Level and the applicable Guardian Email address. The list can be filtered by the guardian s Username, Last Name or First Name, and exported to Excel. Mandatory auditing has been enabled for all data updated by the Contact Verification Form. For more information, see the Audit Trails User Guide. Student Portal Account Creation Student Portal accounts, with default credentials (below), are automatically created for ALL currently enrolled students when the Student Portal is activated (Interoperability > esp > Settings > Student Portal tab, on page 11). Students who enroll in the district AFTER the Student Portal is activated automatically have Student Portal accounts created, using the default credentials. Access to the various Student Portal tabs is defined by the Menus that are enabled for the individual Schools and Grades (see Menus on page 5). Default Credentials Each student s Portal account ID Number (i.e., Username) defaults to their esd ID Number, and their Password defaults to the password established by the district on the Settings for the Student Portal tab. Districts need to distribute Portal Credentials to the applicable students. Districts can choose to import Usernames and/or Passwords in order to align Portal Credentials with the credentials used for other software products in the district. For more information, see Import Student Portal Credentials on page 38. eschooldata, LLC Copyright 2002-2018 36

Student Portal Account Management Go to Interoperability > esp > Student Account Management. The Last Login will be indicated for each account, when applicable. Click the Login as Student icon to the left of the student s User ID to proxy login as that student. A red exclamation mark before the User ID indicates a password is NOT assigned to the student s account. Click the Lock icons / to lock/unlock the student s account (icon shows current status of account). Accounts are automatically locked after five (5) failed login attempts. When a student transfers or graduates, they are removed from the Student Account Management list. The student can still login to their student portal account, but can view only their Profile tab. Click the Excel icon to export the student account details. Staff can set students passwords to the default password, or to a new password. To set the account password(s) to the default password, click the All checkbox to select all students, or click the checkbox(es) to the left of the User ID to select individual student(s), then click Update Default Password. To set a new password for an account, click Reset Password, enter the New Password, and click OK. Either way, if required in the Settings for the Student Portal tab (page 11), students must reset their password upon next login. eschooldata, LLC Copyright 2002-2018 37

Import Student Portal Credentials The student s default Username is their ID Number, and their default Password is defined in the Student Portal Tab Settings (see page 11). Districts can choose to assign other Usernames (Student Portal Alt IDs) and/or Passwords, to align Student Portal Credentials with the credentials used for other software products in the district. Usernames and passwords can be imported en masse via the Import Credentials tool (see screenshot, next page). The Import Credentials tool can also be used to override existing Student Portal Alt IDs. Once a Student Portal Alt ID has been associated to the student s record, the Student ID Number will no longer be recognized as a valid username for logging in to the Student Portal. If a Student Portal Alt ID is removed, the Student ID Number will be recognized again as a valid username, until another Student Portal Alt ID is associated with the student record. Users can import only ONE set of Student Portal Credentials per student, and the import file must conform to the specifications listed below. Import File Specifications The File must be a CSV File, with a header row containing the field names. Districts can choose to import BOTH a new Username and a new Password, ONLY a new Username, or ONLY a new Password. The import file MUST contain a header row with at least 3 fields (Student ID, Username, and Password), but the data rows can omit either Username or Password, as indicated in the examples below. The import file can contain additional fields (such as student names, etc.), which will be ignored during the import. Example 1: Import Username and Password Student ID,Username,Password 1213591,habell@gmail.com,ha2591 0057892,jsmith@gmail.com,js7892 Example 2: Import Username, omit Password accounts use default Password Student ID,Username,Password 1213591,habell@gmail.com, (note comma at end, for omitted field) 0057892,jsmith@gmail.com, Example 3: Omit username, import password accounts use Student ID as Username Student ID,Username,Password 1213591,,ha2591 (note double comma in middle, for omitted field) 0057892,,js7892 The listed Student IDs MUST exactly match the esd ID Numbers, including any leading zeros (see examples above). The Usernames (Alt IDs) can include ONLY alphanumeric characters (0 9, a z, A Z), the at symbol (@ ), period (. ), hyphen ( - ) and underscore ( _ ). NO other characters are allowed. Email addresses are permitted as Usernames (see the limitations above on characters). Users can also change individual students Portal Credentials (Usernames and Passwords). For more information, see Managing Individual Student Portal Credentials on page 42. The Student Portal Alt ID is limited to 254 characters. The header row s field names do NOT have to match the esd field names, as they will be associated to those fields during the import process. If the Import file contains multiple records for the SAME Student ID Number, each subsequent record will override the earlier Student Portal Credentials. Import files with omitted data (Examples 2, 3 at left) will NOT replace existing data in the student records for the omitted fields. eschooldata, LLC Copyright 2002-2018 38

Students CANNOT use another student s ID Number as their Username. Students can use their ID Numbers as their Passwords. Import Credentials Go to Interoperability > esp > Student Account Management, and click Import Credentials. In the Import Alternative Student Portal ID window, click Select File. Click Browse to find and attach the import file, then click Upload. Once the File field shows the uploaded filename/path (greyed out), click Next. eschooldata, LLC Copyright 2002-2018 39

On the Map Fields tab, drag and drop the Imported Fields into the Source Fields column next to the corresponding Destination Fields to ensure proper data transfer. Once the import fields have been mapped correctly, click Next. The Preview Data tab displays the import records. Records in Green are records that will NOT be imported because a student match could not be found. Records in Red are conflicts or invalid Alternate IDs, and will not be imported. Records in Black are records ready for import. Click Import to start the import. Conflicts are records that contain Alternate Student IDs which match the existing Alt IDs. If the existing Alt ID is NOT being changed, remove it from the import file. Invalid Alternate IDs do not conform to the Alt ID requirements listed at the top of page 38. eschooldata, LLC Copyright 2002-2018 40

Click OK to close the Import Completed message, then close the Import Alternative Student Portal ID window. Important: Once Alt IDs have been associated to student records, the Student ID Number will no longer be recognized as a valid username when logging in to the Student Portal. If an Alt ID is removed, the Student ID Number will be recognized again as a valid username, until another Alt ID is associated with the student record. Roll Back Imported Credentials Only the last file of imported Credentials can be rolled back. To roll back the credentials import, go to Interoperability > esp > Student Account Management and click the Import Credentials button. In the new window, click the RollBack icon to initiate this process. During the rollback, the students prior passwords will be reinstated. Any Alt IDs listed in the import that is being rolled back will be deleted from the students records, leaving only their Student ID Numbers as the valid username for the Student Portal. Press OK to continue with the Rollback. If the RollBack icon is NOT displayed next to the top filename, then either the last import has already been rolled back or it was not completed. eschooldata, LLC Copyright 2002-2018 41

Managing Individual Student Portal Credentials Usernames and Passwords can also be updated for individual students. Username Go to Registration > Students. Use the filters to narrow search results, and click Search. Click the Edit icon to open the student s Edit Registration window. Alternately, go to the student s Profile, and click Edit on the Registration tab. Under the Student Container section, users can enter (or edit) the selected student s Student Portal Alt ID. Click Save when finished. The Student Portal Alt ID is restricted to max 254 characters. The screenshot has been cropped and reassembled to show the applicable sections. eschooldata, LLC Copyright 2002-2018 42

Passwords Staff can change students passwords directly from the Student Account Management page (see page 37), or click Login as Student when multiple changes are needed in the student s portal account. Students can update their own Portal passwords while logged in to the Student Portal. Click the My Account icon at the top right of the Portal screen. On the Update Account Info tab (default tab), enter the password in the New Password and Confirm Password fields, then click Update Account Information. While logged in to the Student Portal, staff (or students) can also update the student s Messaging Preferences. For more information, see the Communications & Alerts User Guide. Administrative Reports Go to Interoperability > esp > Administrative Reports to select an Interoperability Report. eschooldata, LLC Copyright 2002-2018 43

Teacher Posted Assignment Summary This report returns a list of teachers in selected School and Subject(s), with the number of assignments each teacher has posted in the Gradebook and the Portals, for the specified Date Range and each Marking Period in the selected School Year. Each page includes a pie chart for a visual summary. Parameters: School Year (default: current School Year) School Start Date (default: start of current School Year) End Date (default: end of current School Year) Subject Multiple Selections Usage Display The report includes all teachers (co-teachers as well as primary teachers) in the selected School and Subject(s). If users change the School Year, they should update the Start/End Dates also, to have all pages return data from the same School Year. The first page returns data for the selected Date Range, and is followed by separate pages of data for each Marking Period in the selected School Year. Portal Management The following sections detail the management of the esd Portals: Incoming Verifications Announcements Assignments Access Logs Message Log Document Uploads Grade Report Uploads Student Schedules, Discipline, Buses, Assessments, Fees and Immunizations Student Attendance eschooldata, LLC Copyright 2002-2018 44

Incoming Verifications If not disabled, Parent Portal account holders can request updates/additions to their personal information in esd by going to the Parent Portal > My Account > Personal Information tab. The following fields can be updated: Salutation, First Name, Last Name, Gender, Education Level, Phone Information and Email Information. Additional phone numbers and email addresses can be added using the Add Phone/ Add Email buttons. Users must click Update Personal Info to submit the updated information. Once a guardian submits a request, they will be prevented from submitting a subsequent request until action has been taken on the pending request by a portal administrator. Users can disable requests for updates of Parent Portal account holders personal information under Interoperability > esp > Settings > Miscellaneous tab (see page 14). Guardians can specify the phone to be used for Attendance calls. Guardians cannot Edit or Delete the email address marked as Primary Email. Go to Interoperability > esp > Incoming Verifications to view the pending requests. Click the View icon next to a request to view the request. Click the Expand icon to view the students affected by the requested changes. eschooldata, LLC Copyright 2002-2018 45

Incoming Verifications can also be accessed from Registration > Guardians. Check the Only parents with pending request option, then click Search to display all guardians with Incoming Verification requests. Click the Parent Request icon to access the parent/guardian s Incoming Verifications. Click the Login As Parent icon to proxy login to the parent/guardian s portal account.. On the Incoming Verification Requests page, all sections are expanded by default. Click the Collapse icon to collapse a section that has no requested changes (highlighted in orange). The portal administrator can Accept or Ignore each request, or check the left/right All (above the Basic Information section) to Accept/Ignore all requests. Click Save when finished.... Parents/guardians who have submitted a request for multiple changes will remain in Incoming Verifications as long as there is at least one change request still pending. Once all change requests have been accepted the guardian will be removed from the Incoming Verifications list. The View Guardian screen (Registration > Guardians > View) automatically displays all accepted changes. eschooldata, LLC Copyright 2002-2018 46

Announcements Go to Interoperability > esp > Announcements. Use this screen to set up district-level and/or school level announcements to be displayed on the Parent/Student Portals. To create a new announcement, select the appropriate building (district or school) from the School menu, then click New. Enter a Title for the announcement, then enter the announcement in the Description field. If desired, use the icons to format the announcement. Select a Start Date and, if desired, an End Date for the announcement. Check all Grade(s) for which the announcement should appear. Check Show on Parent Portal and/or Show on Student Portal, then click Save... Hover over a formatting icon to display its name. When accessing the Cut, Copy, Paste icons, users may be prompted to allow access to the clipboard (IE) or to use keyboard shortcuts (Chrome).. eschooldata, LLC Copyright 2002-2018 47

Assignments Go to Interoperability > esp > Assignments to search for assignments published to the Portals, by student and by class. Assignments By Students The Assignments By Students tab allows users to search for assignments by student. The page defaults to Show Only Published Assignments. Select the Search criteria (default: Last Name), then click Search to display the Results. Click the Expand icons to reveal specific course and assignment information. Click the Excel icon to export the displayed list to Excel. The full assignment descriptions established in teachers Gradebook Setup will display on the Parent and Student Portals for published assignments. Teachers have the ability to include external URL links within assignment descriptions in their Gradebook. These links will function on the Gradebook tab of the Parent and Student Portal.... Assignments By Classes The Assignments By Classes tab allows users to search for assignments by class sections. The page defaults to Show Only Classes with Assignments, and the current Scheduling Year and Marking Period. Use the other filters to narrow the results. Click Generate Report to open a formatted report, or click the Excel icon to open the same results in an Excel-type format, with additional details included.... eschooldata, LLC Copyright 2002-2018 48

Below is a sample of the report generated by the Generate Report button, which can be exported in a variety of formats. Below is a sample of the report generated by the Excel icon details., which includes additional eschooldata, LLC Copyright 2002-2018 49

Access Logs Go to Interoperability > esp > Access Logs to display Parent/Student Online Users, Parent/Student Log Details and Log Statistics. The tabs for Parent/Student Online Users list the user accounts currently logged in to the Portals. Users can filter the list using the Search criteria.. The tabs for Parent/Student Log Detail display, for each portal account holder, a detailed log history of each instance they have logged in (defaulting to the current date). Use the Search criteria and/or the Start Date/End Date options to filter the displayed list. Click the Expand icon to display each user s activity, with each viewed screen listed by date and time of access. Click the Printer icon next to a portal account holder s User ID to print a log history for that user. Click the Excel icon to export the displayed list to Excel. The Excel export is a normalized output (one record per row). The Log Statistics tab displays a tally of Parent/Student Logons and Published Assignments, by week, month and school year. The Log Detail includes the Portal Inbox, Add Message and Add Course Request features. eschooldata, LLC Copyright 2002-2018 50

Message Log Go to Interoperability > esp > Message Log to display a log of Messages, sorted by student name and staff member. Use the Search criteria to filter the displayed results by student. Click the View icon next to the desired student/staff to view the Messages associated to that student/staff. The Message Log includes any email Alerts (from Communications module) that are delivered to Portal recipients Messages Inbox. Once the View Messages window is open, use the Search criteria to filter the list further. Click the View icon next to the desired Message to view it. Click the Expand icon to view other Messages in the Message Thread. eschooldata, LLC Copyright 2002-2018 51

Document Uploads Go to Interoperability > esp > Uploads to upload documents and/or Lunch Balances to the Parent/Student Portals, at both the district and building levels. Users can View or Delete existing documents that have been uploaded to the Portal, or change which Portals a document is displayed on. Click New Upload to upload a new file to the Portals. Browse for the file, check Show On Parent/Student Portal to display the file on the Parent/Student Portals, then click Upload. After any changes and/or new uploads, click Save. Parents/students will be able to download the documents from the portal. Click Upload Lunch Balances to upload student Lunch Balances to the Portals. Browse for the file, then click Upload. Click Close after the confirmation message displays in the main window. Display of Lunch Balances on the Portals is controlled by the Portal Settings. For more information, see Miscellaneous on page 14. Lunch Balances can be exported from the district s food services program, in.csv format with 3 data columns and no header row: Student ID Date Lunch Balance eschooldata, LLC Copyright 2002-2018 52

Grade Report Uploads Uploads of students grade report documents are handled from Reports > Grade Reporting. Users can upload students ERCs, Progress Reports, Report Cards, Standards-Based Reports and Transcripts to the Parent Portal. If the district has opted to display custom-format Edge documents for Schedules, Transcripts, Report Cards, Progress Reports, ERCs and/or Assessments, the applicable Portal pages will automatically display the document (for Safari browsers, a link to the document will display). If the Student Portal has been implemented and the respective grade reporting tabs selected as menu options, the Final Run(s) published to the Parent Portal (or the equivalent Edge documents) will also display on the Student Portal. ERCs/Progress Reports/Report Cards/Transcripts/Standards-Based Reports Go to Reports > Grade Reporting and select the desired side menu option (ERC/Progress Report/Report Card/Transcript/Standards-Based Reports). If necessary, select the correct school. Select the Grade(s) and Calendar Event, then click Search. Check the Final Run(s) to be uploaded to the portal and click Publish Portal. See the Elementary Grade Reporting User Guide for more specifics on the ERC options, the Grade Reporting User Guide for more specifics on the Progress Report/Report Card/Transcript options and the Standards-Based Grade Reporting User Guide for more specifics on the Standards-Based Reports options. The Portals will display translated Comments for Report Cards and Progress Reports when: the Comments table includes comments matching the Primary Household Language, AND the Household has the Translation Required flag enabled. The Custom ERC tab must be selected as an available menu item in order to display Custom ERCs on the portals. The Custom ERC displays ERC grade entry in real time and does NOT require a Final Run. Before the ERC Grade Entry process begins, the district should remove the Custom ERC tab from the Portal menus. When the ERC Grade Entry process is complete and the district is ready to display all ERC grades, the Custom ERC tab should be returned to the Portal menus. eschooldata, LLC Copyright 2002-2018 53

Transcripts printed from the Parent Portal will print with an Unofficial watermark. Gradebook Assignments, Student Achievement Reports The display of Gradebook assignments and/or Student Achievement Reports on the Portals is controlled by settings in the individual teachers Gradebooks. In both the Classic Gradebook and the Teacher Connect Gradebook, teachers choose whether and how each assignment is published to the Portals (Not Published, Assignment Only, or Assignment and Grade). Teachers using each Gradebook can also choose whether a Student Achievement Report is published and, for teachers using the Teacher Connect Gradebook, where it is published (Parent Portal, Student Portal or both). In addition, teachers using the Teacher Connect Gradebook can choose to display the Category Name Only or the Category Name and Details (default option). When Category Name Only is selected, the Category Weight, Drop Lowest, Drop Highest, and Category Average column headers and data are hidden. The Classic Gradebook always publishes to both Parent/Student Portals. The Classic Gradebook always displays the Category Name and Details. Student Schedules, Discipline, Buses, Assessments, Fees and Immunizations Student Schedules, Discipline, Buses, Assessments, Fees and Immunizations are automatically updated on the Parent Portal. There is no need to manually upload this information. If the Student Portal has been implemented and the respective tabs selected as menu options, the corresponding information will also display on the Student Portal. Lunch Balances display on the Fees tab, but are not included in the Fees Total Balance. eschooldata, LLC Copyright 2002-2018 54

Student Attendance Student attendance is automatically uploaded to students accounts. Portal administrators can set the number of days delay before attendance is visible to parents under Interoperability > esp > Settings > Attendance tab (see page 9). The Attendance Note and Student Attendance must be printed in landscape with no margins to avoid cutting off the printout. The tooltip displayed when users hover-over each icon includes this information. Mobile Settings The Mobile Settings control login to the esd Mobile App for district staff, parents, and students. This access is enabled/disabled on a district-wide basis for each group and, for parents and students, should mirror the settings for Portal access (Miscellaneous Tab, see page 14). At the District level, go to Interoperability > esp > Mobile Settings (the page is blank when accessed from the School level). Check/uncheck the desired group (Staff, Parents, Students) to enable/disable Mobile App login, then Save the changes. The esd Mobile App can be downloaded from the Apple App Store or Google Play. eschooldata strongly recommends limiting access for this page to a few key district-level staff only. Users need the following Menu permission: Interoperability > esp > Mobile Settings. eschooldata, LLC Copyright 2002-2018 55