Table of Contents 1) FOIPPA Information 2 2) MyEdBC Log In 3 3) Setting MyEdBC Preferences 4 4) Logging Off 5 5) Navigation 6 6) Taking Attendance and Creating Seating Charts ** New info on page 10 and 14 ** 8 7) Class Lists ** New info on page 15 about printing class roster ** 15 8) Student Information 17 9) Changing Course Nicknames 19 10) Posting Grades for Report Cards ** New info on page 22 and 24 ** 20 11) Help Options 27 12) District Support Contact Information 28 1
FOIPPA Privacy Statement All information in the MyEducation BC (MyEdBC) Student Information System is FOIPPA protected. Once a user saves, exports, prints, etc. any information from the MyEducation BC website, they are responsible to ensure the privacy of that information is maintained. What is the Freedom of Information and Protection of Privacy Act? As the name suggests, the Freedom of Information and Protection of Privacy Act (FOIPPA) has two main purposes: Freedom of Information To make public bodies more open and accountable by providing the public with a legislated right of access to government records, and Protection of Privacy To protect your right to personal privacy by prohibiting the unauthorized collection, use or disclosure of your personal information by public bodies. - Ministry of Technology, Innovation and Citizens Services 2
MyEdBC Login 1. Go to http://trn.myeducation.gov.bc.ca/aspen/logon.do 2. Enter the username provided to you in the Login ID field. 3. Enter the password provided to you in the Password field. 4. Click Log On. Passwords can be reset by the user using the I Forgot My Password prompt at the login screen. You will no longer have to phone the IIMS Help Desk to get your password reset. (Password recovery works only after you have entered your @surreyschool.ca email address in SET PREFERENCES. Covered on page 5 of this document) 5. The first time that you log into MyEdBC you will see this screen. In the Current Password field, enter the password issued for your initial login. In New Password and Confirm New Password, enter a new password that observes the requirements indicated in the top portion of the pop-up. (These are the same guidelines that are used for BCeSIS passwords.) 6. Click OK. 3
Setting MyEdBC Preferences MyEducation BC Teacher Training These settings determine the look and feel of MyEdBC for the individual user. Click SET PREFERENCES at the top right of the screen. NOTE: Make sure that you ALLOW all pop-ups from the MyEdBC site. A. General Tab In the training database, this box has been blanked out. Default Locale Auto-save Interval Disable User-defined Help Records per page Show lower page controls Warn on save Change default locale to Canada using the drop down menu. Work is saved every 5 minutes. You can change the frequency if needed Do NOT check this box. It provides the help features to assist you throughout MyEDBC. Type the number of student records you will see on a list page. (35 records should allow you to see all of the students in your class without having to scroll up and down.) Check this box for your page controls (Save/OK etc.) to appear at the bottom of all pages. Warns you that a change has been made to your gradebook when saving. If enabled, you have a chance to cancel the changes that were made. 4
B. Security Tab The SECURITY tab in Set Preferences records your Surrey Schools email address and security question and answer. This information must be entered by the user in order for the I Forgot My Password function in MyEdBC to work. This area also allows the user to change their password at any time. Logging Off All users should use the LOG OFF button in the Settings Bar to exit MyEdBC. This will properly end the session and force the entry of a login id and password to re-enter the system. 5
Navigation Along the top of every page in MyEducation BC are the buttons called the TOP TABS. Pages My Info Student Attendance Gradebook Planner Tools View and create class pages, student pages, group pages, school pages, etc. View information about yourself, your schedule, documents, etc. View student information including special alerts, contact information, transcripts, schedules, etc. View and enter student attendance. View and enter student assessments. View and create class, personal, club, and team calendars and events. View and change assessment, reporting, and other settings. The seven Top Tabs remain visible on all screens. Clicking on a Top Tab changes the list of functions in the Side Tabs. See the differences in the screen captures of the Student Top Tab and the Attendance Top Tab. Note: There are times when you will see the same name listed on Top Tabs and Side Tabs (e.g. Attendance). You will get different information and functionality depending on whether you have clicked a Top Tab or a Side Tab. 6
After you click on a Top Tab, there will always be three SUB-TABS that you can click on: Options, Reports, and Help. The features and tools that are available under the Options tab will change depending on which Top Tab you have selected. Options Reports Help This is your action menu. Many functions are found here. You can look up information or print information from this menu. You can search for online help from this menu. Examples of how the OPTIONS menu changes when different TOP TABS are selected. 7
6. Taking Attendance & Creating Seating Charts There are two ways to enter student attendance data in MyEdBC. After you log on, the first (home) screen that you see is called PAGES. In the training database, the list of classes is not showing up here. All of the classes will appear here when the production version of MyEDBC comes online in October. In the section called Teacher Classes you will see a list of your classes for this semester. Click on the icon under the word Attendance and the class attendance page will open in a new screen Meaning of the icons Attendance Seating Plan Posted Class Grades Posted Send email to class 8
You can also get to student attendance by clicking on the ATTENDANCE top tab. Select the blue, hyperlinked name of the class you wish to take attendance for. Enter the attendance for each student by selecting the appropriate code. Note: By default, students are marked as present, P (the same as BCeSIS). A L D P Absent Late Dismissed Present (default setting) Click the POST button located at either the top left or bottom left of the page in order for your attendance to be submitted. 9
**** Special Note for the Test Database **** MyEducation BC Teacher Training The first time you enter the ATTENDANCE screen for a class you will notice that none of the student names show on the screen. Only student numbers are visible. Go to the STUDENT top tab In order to change the view to see student names and other important info, click on this icon (The Field Set Menu) Click on Default The Student Screen will update to show first and last names, plus the important student alerts and demographic information. When you go back to the ATTENDANCE screen for your classes, the student names will be show 10
A. Checking and Changing Previous Day s Attendance You can check attendance taken on previous days by clicking on the back arrow button (one day at a time) or by clicking on the calendar icon (select the month and day). Back Button Calendar Button 11
Seating Chart The Seating Chart function is listed under CLASS on the left side of the screen. When you go to this screen for the first time it will be blank. This example shows 4 students on the seating plan screen To create a seating chart or to add or delete students from an existing seating chart, look in the top right corner for a link called Design Mode. Clicking on Design Mode opens a NEW screen where you can drag and drop the names of students onto the seating chart (see below). You can create a grid as large as 15 by 15. Set your grid to the appropriate arrangement of seats in your class. When finished, click on << Exit Design Mode in the top right corner of the screen. Photos will appear for each student in your seating chart. (There are none in the training database) 12
Note: You may complete attendance on this page by clicking on the appropriate button for each student. Click on Post to save your attendance before leaving the page. Printing the Seating Chart The seating chart may be printed by clicking the Printer Friendly Version link at the top-right. 13
Trends (in student attendance) Selecting Trends from the left menu gives you the opportunity to view long-term attendance trends for each student in your class. You may also use this page to enter [Type attendance. a quote from If the you document select Enable or the Attendance Buttons, an attendance entry menu appears summary on the left of an side interesting of the table. point. Click You can on the appropriate code and save by clicking on Post before leaving position the page. the text box anywhere in the document. Use the Drawing Tools tab to change the formatting of the pull quote text box.] Note that in Trends, the attendance summary codes on the right side of the table are slightly different than the attendance entry codes. (T for Tardy is used instead of L for Late) A T D O Absences Tardy Dismissed Other Changing Student Attendance Status (NEW) If you need to change a student s attendance status, click on the P button and then select A or L. Or, you can deselect the A or L by clicking on the A or L button. This also returns the student to Present 14
7. Class Lists To generate a printable class list, select the GRADEBOOK top tab, Reports from the sub tab, and then the Blank Grading Sheet from the drop down menu. Click on the checkbox beside the class name if you only want one specific class list to print. If you leave all classes unchecked then all classes will be printed. A pop-up window will appear where you can select the number of columns on the page, the orientation (portrait or landscape), the section(s) to print and the file format (e.g..pdf file or Excel spreadsheet) for your class list. Once you have selected the desired parameters, click on the Run button. 15
The class list will appear in a new pop-up window. (Make sure that you allow pop-ups from this site) To save or print the class list, expand the window until it is full screen. You will see the print and download icons in the top right corner. You can also right click on the document and select Save As or print. 16
8. Student Information To access student information, click on the Student top tab. By default, an overview screen with a list of all of your students is shown. The following options appear as side tabs: Details Contacts Related Students Attendance Transcript Assessments Schedule Membership Transactions Documents Provides student demographic information Parents, guardians and other emergency contacts Displays siblings entered in the system Attendance records for either daily or class attendance Provides access to all current and past transcript records Provincial assessments such as FSA or Provincial Exams Current student schedule and course requests for the next year. Enrollment history and any secondary school associations. Fees and Inclusions Student IEP and access to Ed Plans/Student Learning Plans. 17
On the overview screen, there are several different alert icons. Some of the most common ones are: Medical alerts Legal alerts Quick Status alerts Education Plan alerts Cross-Enrollment alerts Daily Absence alerts Informs users about a student s medical condition Informs users about certain legal situations (e.g. custody) Locate student based on their current semester class schedule Student has an active education plan. Student is taking classes or receiving services at more than one school. Student has been marked absent for all or part of a day. Hovering your mouse over an alert will display the alert type and clicking on the alert will give specific details. 18
9. Change Course Nicknames MyEducation BC Teacher Training Courses have their own official course code. If you don t want to use MSS-10-09 for the name of your course then you can use a nickname such SS10 Period 3. To change the nicknames of your courses, Go to Gradebook (top tab) -> Details (side tab). The screen will change and show you Course Nickname. Type in the nickname for the course and then click on the Save button. To view a second class, select the Class List hyperlink (the name is in blue) at the top-left, directly below the word Options. 19
10. Posting Grades for Report Card There are 2 ways to enter and submit grades for a report card. Method 1: Enter a term grade (mid-term or final) directly to the term grade screen for report cards. This is the method to use if the teacher uses an electronic gradebook (Mastergrade, Integrade, Freshgrade, or Excel spreadsheet) to record summative assessment. It is also the same method that teachers used for entering grades into BCeSIS. You MUST use this method for entering grades and comments in the 2015-2016 school year. Method 2: Post a term grade directly from the MyEdBC gradebook. This is the method to use if the teacher uses the MyEdBC gradebook to record summative assessments. Instructions for this method will be posted in a separate document. Entering a Student s Term Grade directly to the Term Grade Screen Make sure that you are on the PAGES (top tab) screen. This is the same screen that you see when you first login to MyEDBC. 1. Click on the Grades icon for the class that you want to enter grades. 20
You will see the names of all of the students in your class on the new screen. The name of the course will be displayed at the top of the page. 2. Under Grade Columns, make sure that Post Columns Term is displayed. Also, make sure that you have correct Term selected. By default, you should see the term for the current reporting period. 21
3. Entering grades and work habits. MyEducation BC Teacher Training Green push pins with a green triangle appear during the dates defined for marks entry. This lets the teacher know that the grade posting window is open and grades, work habits, and comments can be entered. GRADE WORK HABITS COMMENTS Type the student s current grade and work habits into the boxes beside the student s name. You can use the 4 arrow keys, the tab key, and the mouse to navigate around the screen. Red push pins with a red square indicate that the grades and work habits have been posted (submitted). Data is saved automatically by MyEDBC. Quick Tip (**NEW **) CTRL-D = Full Down Values. You can fill down a column by pressing ctrl-d. This takes whatever you have in the cell and copies it to all of the cells below that cell. This can be used for grades and work habits 22
Entering Student Comments To enter student comments, the teacher must click on the icon that looks like a pencil and paper Clicking on this icon opens a new window that shows the name of the student. To enter comments for the student, you must click on the black triangle on the right side of the window. The window will refresh and show you this: You will need to click on the Category 1 drop down menu in order to see the school s database of student comments. 23
The list of comments is broken down into the same categories that were used in the BCeSIS database. You will need to select a category before you can see any of the comments. Once the comments appear, you will need to scroll down the list and find the one that is appropriate for the student. You can type comments directly into this box. You can also copy and paste comments from the school s comment database into this box 24
Click once on the comment you want to use and it will appear in the box on the left side of the screen. Select another category (e.g. Effort and Participation) and add a second comment (if needed) Click on the OK button when you are finished entering comments. You will return to the screen with the list of all students in the class. Click on the POST GRADES button to save your completed class to the server. 25
To enter grades for a different class, go to the top of this screen and look for the Class heading. Click on the drop down menu to select a new class. 26
MyEDBC Help MyEDBC Help Menu There is a built-in Help function on all pages of MyEdBC. The most useful aids are listed under User Guides, Quick Reference Cards, and Videos and Training Tools ISW Website (www.isw-bc.ca) This is the same page that you used to log in to BCeSIS. At the top of the page is a link called Learning Resources. Click on this and select Aspen Resources. A new page will display all of the video and print resources available from Follett. 27
Student Information Systems Department Support For queries that cannot be resolved using the above help files, please contact the District Principal for Student Information Systems, Quirina Gamblen, at gamblen_q@surreyschools.ca or 604-595-6052. 28