Teacher Conferences Setup

Transcription

1 Teacher Conferences Setup Family Access Entity Configuration Teacher Conferences Creating/Deleting Teachers Conference Time Slots Mass Create Conference Time Slots for an Individual Teacher Adding Individual Time Slots for Teachers Mass Creating Teacher Conference Time Slots in Staff Mass Deleting Teacher Conference Time Slots in Staff Mass Creating Conference Time Slot in Educator Access Plus Creating Individual Conference Time Slots in Educator Access Plus Mass Deleting Conference Time Slots in Educator Access Plus

2 Family Access Entity Configuration Teacher Conferences Teacher Conferences allow guardians to sign up for a Conference with a Teacher using Family Access. You can trigger the Teacher Conferences to display in Family Access by navigating to Student Management>Families>Family Access>Setup>Configuration>Entity Configuration. You will click on the Edit next to Teacher Conferences within the General Information.

3 If you want guardians to use Teacher Conferences, you will uncheck the Disable Application. If you only want guardians to view their conference time and not unscheduled it, you will check the Allow View Only Access of Selected Time option. Creating/Deleting Teacher Conference Time Slots Mass Create Conference Time Slots for an Individual Teacher Adding Individual Time Slots for Teachers Mass Creating Teacher Conference Time Slots in Staff Mass Deleting Teacher Conference Time Slots in Staff Mass Creating Conference Time Slots in Educator Access Plus Creating Individual Conference Time Slots in Educator Access Plus Mass Deleting Conference Time Slots in Educator Access Plus Teacher Conference Time Slots can be created either in Student Management>Staff or by the teacher in Educator Access Plus. Mass Create Conference Time Slots for an Individual Teacher You can mass create Conference Time Slots for an individual teacher by going to Student Management>Staff>Staff.

4 You will expand the teacher record and then click on Mass Add Time Slots. The Mass Add Time Slots allows you to mass create time slots for the teacher s individual class(es). Mass Add Time Slots Title Enter the title of time slot; it defaults with Parent-Teacher Conferences. Date Select the date of the conference. Start/End Time Enter the beginning and end time of the conference. Increment (in minutes) Enter the amount of time for each conference. Building Allows you to select the building where the conference will take place. Room Allows you to select the room where the conference will take place.

5 Class Selection The Class Selection allows you to determine if you are creating the conference time slots for an individual class or all classes for the teacher. After entering the required fields, you will click Mass Add and Close. After the process completes, you will find the Conference Time Slots by expanding next to the All Classes or the individual class depending upon the setup of the Mass Add Time Slots.

6 Adding Individual Time Slots for Teachers You can add an individual Conference Time Slot by navigating to Student Management> Staff>Staff. You will then expand the teacher record and the Teacher Conference area to select Add Time.

7 Teacher Conference Title - Enter the title of the time slot; it will default with Parent-Teacher Conference. Class You may need to select a class depending upon where you select Add Time. If you select Add Time by All Classes, you will need to select a class. Date Select the date of the conference time slot. Start/End Time Enter the start and end time of the conference time slot. Description Allows you to enter in more information related to the conference time slot. Building Allows you to select a building where the conference will be held. Room Allows you to select a room where the conference will be held.

8 Attendees When creating a single time slot, it allows you to select the person attending the conference by selecting Update Attendees. The students displaying in this screen are based upon the selected class. After selecting the student, the guardians will display and you can select the guardian(s) attending the conference. You also have the option to Send an Confirmation of this scheduled conference to selected Guardians. After selecting the guardian(s) attending the Parent-Teacher Conference, you will click Select.

9 The guardian(s) will display at the bottom of the teacher conference screen. You can create an individual Conference Time Slot without assigning Attendees. You will click Save to schedule the teacher conference. Mass Creating Teacher Conference Time Slots in Staff You can mass create Teacher Conference Time Slots by navigating to Student Management>Staff>Setup>Utilities.

10 You will select Mass Create Teacher Conference Time Slots. This utility will create Conference Time Slots for any class and staff member based upon the specified ranges. Template Settings Template Description You must have a Template Description in order to generate the Conference Time Slots.

11 Range Selection By Range If you select this option, you will click on the Ranges button to determine the range of courses and teachers that will have Conference Time Slots generated. Above is a sample of the Ranges can be configured.

12 By Individual When this option is selected, you will need to click on the Individual button to select the specific staff member(s). Any Staff Member whose name displays in the Selected Names area will have Time Slots generated when running this utility. Control Sets Control Sets allow you select the specific Control Sets attached to the Courses within the Course Master.

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14 Conference Ranges Information entered in the Conferences Ranges is used to create the Conference Time Slots. After verifying the ranges, you will click Save and Process. You will select Preview Data to Process. This option must be completed prior to the utility actually being run and it allows you to confirm the accuracy of the records prior to the changes being made.

15 If an incorrect record appears, you can highlight the record and click Remove from Update to prevent the record from being processed within the utility. Click on the Back button once you have verified the list. You will click on the Run the Update button.

16 After clicking Run the Update, you will select OK to the message regarding creating Conference Time Slots. Once the utility completes in the Print Queue you can select Display Report to view the staff members who had time slots created.

17 Mass Deleting Teacher Conference Time Slot in Staff The Mass Delete Teacher Conference Time Slots will remove the time slots for all staff members and courses within the specified ranges. The utility is found by navigating to Student Management>Staff>Setup>Utilities. You will select Mass Delete Teacher Conference Time Slots.

18 Template Settings Template Description You must have a Template Description in order to process the utility.

19 Teacher Ranges By Range If you select this option, you will click on the Ranges button to determine the range of courses and teachers that will have Conference Time Slots deleted. Above is a sample of how the Ranges can be configured. By Individual When this option is selected, you will need to click on the Individual button to select the specific teachers.

20 Any Staff Member whose name displays in the Selected Names area will have Time Slots deleted when running this utility. Class Selection Class Selection allows you determine the class(es) that will have their Conference Time Slots deleted. If you uncheck the All Classes option, you will click on the Classes button to select individual classes. You can also indicate what school year s classes you wish to update with the School Year field. Conference Ranges

21 The Conference Ranges determine the date range of Conference Time Slots to be removed. You also have options to Include Conferences with Guardians Signed Up and to Include Conference Do Not Schedule Times to remove the corresponding records. You can also choose to Only Process Time Slots with the Following Entity Value. After verifying the ranges, you will click Save and Process. After clicking Save and Process, you will select Preview Data to Process. This option must be completed before you can run the utility and it also allows you to confirm the accuracy of the records prior to the changes being made. You can expand next to a staff member to view additional information related to the Time Slots being removed. If an incorrect record appears, you can highlight the record and click on Remove From Update to prevent the record from being processed within the utility. Click on the Back button once you have verified the list.

22 You will click on Run the Update to process the utility. After clicking Run the Update, you will select OK to the message regarding deleting the Conference Time Slots.

23 Once the utility completes in the Print Queue you can select Display Report to view the staff members who had Conference Time Slots deleted. Mass Creating Conference Time Slots in Educator Access Plus Conference Time Slots can also be created by teachers in Educator Access Plus. You will select My Conference Scheduler from the Teacher Access menu. Conference Time Slots can either be created individually or in mass.

24 You will click on Mass Add Time Slots to create multiple time slots.

25 Mass Add Time Slots Title - Enter the title of the time slots; it will default with Parent-Teacher Conference. Date Select the date of the conference time slot. Start/End Time Enter the start and end time of the conference time slot. Building Allows you to select a building where the conferences will be held. Room Allows you to select a room where the conferences will be held. Class Selection The Class selection allows you to determine if you are creating the conference time slots for an individual class or all classes. After verifying the Time Slot information and class selection, you will click on the Mass Add and Close button to create the Time Slots.

26 After the process completed, you will find the Conference Time Slots by expanding next to All Classes or the individual classes depending upon the setup of the Mass Add Time Slots.

27 Creating Individual Conference Time Slots in Educator Access Plus You can also create individual Conference Time Slots in My Conference Scheduler within Educator Access Plus. You can either click on Add Time Slot or Add Time.

28 Teacher Conference Title - Enter the title of the time slot; it will default with Parent-Teacher Conference. Class You may need to select a class depending upon where you select Add Time. If you select Add Time by All Classes, you will need to select a class. Date Select the date of the conference time slot. Start/End Time Enter the start and end time of the conference time slot. Description Allows you to enter in more information related to the conference time slot. Building Allows you to select a building where the conference will be held. Room Allows you to select a room where the conference will be held. Entity Allows you to select the entity that the conference should be available for in Family Access. Attendees

29 The students displaying are based upon the selected class. After selecting the student, the guardians will display and you can select the guardian(s) attending the conference. You also have the option to Send an Confirmation of this scheduled conference to selected Guardians. After selecting the guardian(s) attending the parent-teacher conference, you will click Select.

30 The guardian(s) will display at the bottom of the teacher conference screen. You can create an individual Conference Time Slot without assigning Attendees. You will click Save to schedule the teacher conference. Mass Deleting Conference Time Slots in Educator Access Plus

31 You can mass delete the Conference Time Slots in My Conference Scheduler by expanding next to a class or All Classes and clicking on Delete All or you can click on the Mass Delete Time Slots button. Using the button will give you more range options to limit which time slots are deleted, where-as the link will remove all time slots, even if guardians are attached them.

32 Delete All Link After clicking on Delete All, you will receive another screen to confirm you want to delete all of the time slots. You will click on Mass Delete and Close to remove the Conference Time Slots. Mass Delete Time Slots Button You can setup the template to control which Time Slots are deleted.

33 Class Selection Class Selection allows you determine the class(es) that will have their Conference Time Slots deleted. If you uncheck the All Classes option, you will click on the Classes button to select individual classes. You can also indicate what school year s classes you wish to update with the School Year field. Conference Ranges The Conference Ranges determine the date range of Conference Time Slots to be removed. You also have options to Include Conferences with Guardians Signed Up and to Include Conference Do Not Schedule Times to remove the corresponding records. You can also limit the entity that conferences will be deleted from by using the Only Process Time Slots with the Following Entity Values option. After verifying the ranges, you will click Save and Process.

34 After clicking Save and Process, you will select Preview Data to Process. This option must be completed before you can run the utility and it also allows you to confirm the accuracy of the records prior to the changes being made. You can expand next to your name to view additional information related to the Time Slots being removed. If an incorrect record appears, you can highlight the record and click on Remove From Update to prevent the record from being processed within the utility. Click on the Back button once you have verified the list. You will click on Run the Update to process the utility.

35 After clicking Run the Update, you will select OK to the message regarding deleting the Conference Time Slots. Once the utility completes in the Print Queue you can select Display Report to view the Conference Time Slots deleted.