Student Lockers, Photos & Buses User Guide v

TABLE OF CONTENTS Overview... 3 Locker Setup... 3 Locker Locations... 3 Locker Types... 5 Locker Padlocks... 6 School Lockers & Combinations... 7 School Lockers... 8 New School Locker... 9 Edit School Locker... 9 View School Locker (Padlock)... 10 View School Locker (Combination Lock)... 11 Advancing School Locker Combinations... 12 Assigning a Locker to an Individual Student... 14 Mid-Year Locker Assignment Changes... 16 Next-Year Locker Assignments... 17 Mass Update Student Lockers... 17 Viewing Students without Locker Assignments... 19 Viewing Student Locker Assignments... 19 Viewing Unassigned Padlocks... 20 Accessing and Uploading Student Photos... 20 Buses... 21 Setting Up New Bus Types... 23 Setting Up New Buses and Routes... 24 Assigning Buses to Individual Students... 27 Student Bus Status Report... 29 eschooldata, LLC. Copyright 2002-2016 2

Overview This chapter details three important annual tasks in the eschooldata system: Student Lockers, Photos and Buses. Setting up and assigning Lockers to students will be reviewed first, then accessing and uploading Student Photos in esd and, last, setting up, managing and accessing student Bus Information. Lockers (and Locker Combinations/Padlocks), Photos and Buses are imported into esd as part of the initial migration process. The steps in this user guide should only be followed when users need to add a few new lockers, photos or buses, or when assigning lockers / buses to a small number of students. The material presented in this guide assumes the user has a basic familiarity with the esd System. For information on how to access and navigate the system, and select basic user preferences, please refer to the Getting Started User Guide. Locker Setup Locker setup involves the following steps: Identify Locker Locations (physical locations within building, e.g. 3 rd floor North Hall) Identify Locker Types (e.g. Gym / Hall / Music) Identify Padlocks Identify individual School Lockers: Locker ID # Locker Location Locker Type Locker Position Locker Combination Type (e.g. Combination lock OR Padlock) Locker Locations The first step in Locker Setup is to designate Locker Locations. Locker Locations identify where lockers are located within a school building. For example, typical Locker Locations are Blue Wing or Senior Hall etc. Important: Locker Locations are created at the Building level in esd. eschooldata, LLC. Copyright 2002-2016 3

Go to District > Lockers > Locker Locations. Select the appropriate school building from the school drop-down menu. Users can Edit or Delete existing Locker Locations from this screen. Click New to set up a new Locker Location. Users cannot delete a Locker Location when it has already been linked to a Locker Type, as indicated by the grey Delete icon. In the New Locker Location section, enter the Locker Location Name and click Save. eschooldata, LLC. Copyright 2002-2016 4

Locker Types Locker Types clarify the general purpose of the lockers in question, such as gym lockers or hall lockers. Go to District > Lockers > Locker Types. Users can Edit or Delete existing Locker Types from this screen. Click New to set up a new Locker Type. Important: Locker Types are created at the Building level in esd. Users cannot delete a Locker Type when it has already been linked to a School Locker, as indicated by the grey Delete icon. In the New Locker Type area, enter the Locker Type Name and click Save. eschooldata, LLC. Copyright 2002-2016 5

Locker Padlocks Before Padlocks can be assigned to students and lockers, they must be entered into the system. If a large number of Padlocks need to be entered, contact your eschooldata Support Representative to discuss an upload strategy. Go to District > Lockers > Locker Padlocks to view a list of existing padlocks. Users can Edit or Delete existing padlocks, or create New padlocks. Use the Search field to narrow the list of displayed padlocks. Users cannot delete a Locker Padlock when it has already been assigned to a locker, as indicated by the grey Delete icon. Click New to create a new Padlock. Enter the Padlock ID and Combination (optional), then click Save. Tip: Use the padlock s serial number as the Padlock ID. Since Combination is not a required field, the system will support both key padlocks and combination padlocks. eschooldata, LLC. Copyright 2002-2016 6

Click the Edit icon to update a specific padlock s information. When finished, click Save. Click the Delete icon padlock s deletion. to remove a Padlock from the Padlock list. Click OK to confirm the Users cannot delete a Locker Padlock that has already been assigned to a locker, as indicated by the grey Delete icon. School Lockers & Combinations School lockers are imported as part of the initial implementation of eschooldata. Occasionally, new lockers may be installed, which need to be loaded into the system. Instead of a new upload, schools may choose to enter this information manually. For lockers with built-in combination locks, the locker combinations are included in the import template during the initial implementation. A locker may have up to 10 different combinations. Each one of these combinations will be assigned a sequential number from 1-10, and will be used during the combination advancement process. Combinations that differ from these initial ones could be updated for a single locker; however, if locker combinations need to be updated for more than just a few lockers, an import will be easier. Contact your eschooldata Support Representative to complete this. Important: The following steps should be followed when there are only a few new lockers being added to the system. If lockers have not been added or if an entire wing has been added to the school building, contact your eschooldata Support Representative to discuss an upload strategy. eschooldata, LLC. Copyright 2002-2016 7

The ability to record Padlocks and their combinations is also available within the esd System. Each padlock will have a distinct ID (and optional Combination) that can be associated to a specific student and locker on a yearly basis, and can be changed during the course of the school year if necessary. Contact your eschooldata Support Representative to import the padlocks en masse. Lockers that use padlocks will NOT have an associated padlock, unless the locker is assigned to a student. Lockers and Padlocks are assigned to the student at the same time. School Lockers Go to District > Lockers > School Lockers. All existing lockers for the selected building will display on the Setup Locker-School Locker List page. The Current Combination, Assigned, Grade and ID Number columns display the selected School Year s data. Use the available filters to narrow the displayed list and click Search. Users can View, Edit or Delete existing School Lockers. Click New to create a new School Locker. Users cannot delete a School Locker when it has already been assigned to a student in the selected School Year, as indicated by the grey Delete icon. The Combination Type column indicates the type of lock used for the locker: built-in Combination lock or separate Padlock. If a Locker and Padlock have been assigned to a student for the selected school year, the Padlock ID will be listed within parentheses. View a locker to add or edit Locker Combinations, or to view or edit the Padlock (when the locker is assigned to a student). eschooldata, LLC. Copyright 2002-2016 8

New School Locker From the New School Locker window, select the Locker Type, enter the Locker Number, select the Locker Location, and enter the Locker Position. Check Padlock if the locker will use a Padlock (i.e., does not have a built-in combination lock). When finished, click Save. The Locker Position (a required field) is typically used to identify the position of stacked lockers (upper, middle, lower). The Padlock checkbox determines the locker s Combination Type: UNchecked = Combination lock, Checked = Padlock. Once the School Locker has been established, View the locker to add the Locker Combinations (see View School Locker (Combination Lock) on page 10). If the locker uses a Padlock, the padlock will be associated to the locker when both are assigned to a student. Edit School Locker Click the Edit icon to open the Edit School Locker field. Users can update the locker s Type, Location, Number, and Position. If there are no Combinations or Padlocks associated to the Locker, the Padlock checkbox can be checked/unchecked (it will be greyed out otherwise). Click Save when all necessary changes have been made. When users need to change the Combination Type for a specific locker (from built-in combination lock to padlock, or vice versa), they must first View the Locker and Delete ALL existing Locker Combinations (or the Padlock), then Edit the Locker and change the Padlock checkbox. After saving the change, users can View the Locker and, depending on the selected Combination Type, either add new Locker Combination(s) or, if the locker is assigned for the selected School Year, add a new Padlock. eschooldata, LLC. Copyright 2002-2016 9

View School Locker (Padlock) Click the View icon to open the View School Locker window. If the locker has been assigned to a student in the selected School Year, users can Edit Delete the existing Padlock from this screen. or A locker using a Padlock can have only ONE Padlock associated to it. When the locker has been assigned to a student in the selected School Year, Edit the existing padlock to change the assigned Padlock. If the locker has NOT been assigned to a student in the selected School Year, the Edit and Delete icons are hidden and Locker not assigned displays in the Padlock Combination field. If the Locker uses a Padlock, the padlock and the locker are assigned to a student simultaneously. eschooldata, LLC. Copyright 2002-2016 10

View School Locker (Combination Lock) Click the View icon to open the View School Locker window. Users can Edit or Delete existing Locker Combinations from this screen. Click New to add a new Locker Combination. A locker with a built-in Combination lock can be assigned up to ten Locker Combinations. New Locker Combination In the New Locker Combination fields, enter a New Locker Combination. Check Current if the new combination will be the active combination, then click Save. Repeat this process until all Locker Combinations have been added for this locker. A locker with a built-in combination lock can have up to ten combinations assigned to it. However, only ONE of those combinations can be the Current combination. eschooldata, LLC. Copyright 2002-2016 11

Sort Locker Combinations When lockers have multiple Locker Combinations, the combinations Sort Order is determined by their order of entry in the system. This must match the order of the physical lock s combinations, in order for the current locker combination to be advanced properly. Click Sort to change the Sort Order of the entered combinations. Select a combination and click the Up/Down arrows to move it to desired location in the list. Repeat until all combinations are in the correct order, then click Save. Advancing School Locker Combinations When lockers have built-in combination locks with multiple combinations, the locker s current combination is typically reset (advanced to the next combination) before the locker is assigned to another student. In esd, the Advance Combo(s) tool is used to update the locker combinations designated as the current combination, for a single locker or multiple lockers. eschooldata, LLC. Copyright 2002-2016 12

Go to District > Lockers > School Lockers. Select the applicable School Year, then click Advance Combo(s) to open the Advance Locker Combination window. On the Advance Locker Combination screen, Lockers with Padlocks will display blank cells in the Combination and Current Combination columns. These lockers will NOT be included when Locker Combinations are advanced, even if selected. Changes to the Current Locker Combination will be applied to the selected School Year and will be reflected in the applicable student locker assignments for that School Year. The Advance Locker Combination list s default sort is by Locker Number, then Type, then Location. Users can select from Student Filters (collapsed by default) or Locker Filters to narrow the list of lockers. To select all lockers, click the Checkbox to the left of the Locker Number column header. To select individual lockers, click the Checkbox to the left of the specific locker number. Student Filters can ONLY be applied when Assigned Lockers (under Locker Filters) is checked. eschooldata, LLC. Copyright 2002-2016 13

Once the applicable lockers have been selected, select the Locker Combination to which the selected lockers should be advanced from the Advance to Combination menu. Users can select a specific Sort Order number (defaults to 1) or select the Auto Advance option, which will advance all selected lockers to their next combination (as determined by the Sort Order of each locker s combinations and the locker s Current Combination number). Click Advance to move all selected lockers to the selected Advance to Combination option. Assigning a Locker to an Individual Student Go to Student > Profile to assign a locker to an individual student. Open their Student Profile, then click the Lockers tab to display the student s locker information for the selected Scheduling Year (defaults to current year). Users can View or Delete existing Student Lockers. Click New to assign a locker to the student. eschooldata, LLC. Copyright 2002-2016 14

Assign a New Student Locker On the New Student Locker screen, select the Locker Type, Locker Location and Locker Number. If active, select the Padlock ID. When finished, click Save. The Padlock ID field will activate if the selected Locker uses a Padlock. Change Assigned Padlock Click the View icon to the left of the Locker Number to change the currently assigned padlock. Click New Padlock. Select the Padlock ID (defaults to the currently assigned Padlock ID), then click Save to assign the Padlock to the student. After View Student Locker refreshes, Close the window. Change Current Locker Combination Click the View icon to the left of the Locker Number to change the current combination of the student s locker. Click New Student Combination. Select the Locker Combination, click Save to assign the selected combination as the current combination, then Close the window. eschooldata, LLC. Copyright 2002-2016 15

Delete an Assigned Locker Click the Delete icon next to the locker then click OK to confirm its deletion. Mid-Year Locker Assignment Changes Mid-Year changes to locker assignments can be handled from the Student Profile or from the School Locker List, depending on the type of change needed. Changes to the student s locker assignment (adding a new locker, deleting an existing locker, changing the locker s current combination or associated padlock) are easiest to handle from the Student Profile. Mid-Year Changes are automatically reflected on the Student Profile Locker tab for the selected School Year, regardless of where the change is made. Changes to the locker s Type, Location, Number, Position, or Combination Type (Padlock flag) are handled from the School Locker List (District > Lockers > School Lockers). Edit the locker, make the needed changes, and Save the changes. eschooldata, LLC. Copyright 2002-2016 16

When users need to change the Combination Type for a specific locker (from built-in combination lock to padlock, or vice versa), they must first View the Locker and Delete ALL existing Locker Combinations (or the Padlock), then Edit the Locker and change the Padlock checkbox. After saving the change, users can View the Locker and, depending on the selected Combination Type, either add new Locker Combination(s) or, if the locker is assigned for the selected School Year, add a new Padlock. Next-Year Locker Assignments Next-year locker assignments can be generated at any time during the school year or over the summer, based on district need, for individual students or groups of students. Individual student locker assignments are easiest to handle from the Student Profile. Locker assignments for multiple students can be handled on the Assign Lockers tab of the Update Lockers page (see Mass Update Student Lockers, below) or via the Client Import Tool (contact your eschooldata Support Representative for assistance). Mass Update Student Lockers Users can also update lockers for multiple students at the same time. Go to District > Lockers > Update Lockers to update lockers for all students, or a group of students, in the selected school. This action can be performed for the current or next school year. Assign Lockers The default tab when the Update Lockers page opens is Assign Lockers. Select the applicable School Year for the locker assignments. Click Search to display all Students and all available Lockers and Padlocks, or use the Student/Locker/Padlock Filters to narrow the displayed results. Click the checkbox to the left of the Student column header to select all students, or click the checkbox next to the individual student(s) who will be assigned lockers and, when applicable, padlocks. A link icon will appear between each checked student and the adjacent locker / padlock, indicating that the student will be assigned the adjacent locker / padlock. When finished selecting students, click Assign. eschooldata, LLC. Copyright 2002-2016 17

Tip: Schools that assign Lockers based on students Grade or Homeroom can use the Student Filters to narrow the Students list, then the Lockers Filters to specify the Available Lockers. Unassign Lockers Click the Unassign Lockers tab and select the applicable School Year. All students in the building with assigned lockers are displayed by default. Use the Student/Locker/Padlock Filters to narrow the displayed results. Click the checkbox to the left of the Student column header to select all students, or click the checkbox next to the individual student(s) who will be unassigned lockers. When finished selecting students, click Unassign. eschooldata, LLC. Copyright 2002-2016 18

Viewing Students without Locker Assignments Go to District > Lockers > Unassigned Students to view the students within each building who do not have a locker assignment for the current or next School Year (defaults to current year). Users can Print or export to Excel the Unassigned Student List. Viewing Student Locker Assignments Go to District > Lockers > Assigned Lockers for a list of lockers and corresponding student assignments. By default, all lockers in the selected school are displayed, with the current school year s assignments. Use the Locker Filters to narrow or expand the results. Users can Print the displayed Locker Assignments. or export to Excel Tip: Use the From Year/To Year filters to display locker assignments for multiple school years. Current Year locker assignments display the students current grade; Next Year assignments display the students scheduling grade. Assigned lockers with padlocks display the Padlock ID in parentheses after the student s name and grade. Unassigned lockers have no names in the School Year column. eschooldata, LLC. Copyright 2002-2016 19

Viewing Unassigned Padlocks Go to District > Lockers > Unassigned Padlocks to view the building s unassigned padlocks for the selected School Year (defaults to current year). Use the Padlock ID Filter and click Search to narrow the results. Users can Print the Unassigned Padlock List to Excel. or export Accessing and Uploading Student Photos Student Photos are imported into esd as part of the initial migration process. Schools can upload photos for new students or update individual student s photos from the Student Portfolio. Student s photos are displayed on their Profile tab and will show on the esd Portals and esd Seating Charts. Go to Student > Profile. Search for the student and open their Student Profile, which defaults to the Profile tab. If the student does not have a photo, or needs their photo updated, click the Upload Photo icon. NOTE: The following steps should be followed only if photos are being uploaded for a single student or a small group of students. If student photos need to be updated for an entire school, the eschooldata Client Import Tool can be used to upload student pictures en masse. eschooldata, LLC. Copyright 2002-2016 20

Click Browse to locate the photo to be uploaded. Select the photo, then click Upload. Once the photo has been uploaded, it will immediately appear on the student s Profile tab. Click Upload Photo to add another image to the student s Profile, or Delete Photo to remove the displayed photo. If multiple photos have been uploaded, use the Photo menu below the student s photo to select which image to display. Some school photographers will provide districts with electronic files of student photographs. These image files can be uploaded into the esd System when they are in the appropriate format. Please refer to the Client Import Tool User Guide for further information, or contact your esd Support Representative. Buses Buses are imported into esd as part of the initial migration process. The steps in this user guide should only be followed when adding a few new buses or when assigning buses to a small number of students. If buses have not yet been added to the system the eschooldata Client Import tool can be used to upload bus information en masse. Please refer to the Client Import Tool User Guide for further information or contact your esd Support Representative. Bus setup involves the following steps: Define Bus Types eschooldata, LLC. Copyright 2002-2016 21

Setting Up New Bus Types Go to Student > Buses > Bus Type to identify different categories of buses in the system. The following are default Bus Types in esd : AM PM Late Users can Edit or Delete existing Bus Types from this screen. Click New to add a new Bus Type. Users cannot delete a Bus Type if it is a default Bus Type, or when it has already been assigned to a student, as indicated by the grey Delete icon. Enter the Bus Type name and click Save. eschooldata, LLC. Copyright 2002-2016 23

Click the Edit icon to edit an existing Bus Type. Make the desired changes and click Save. Setting Up New Buses and Routes Go to Student > Buses > Buses to view the Existing Bus List. By default, all Bus Routes are displayed. Use the Search filters then click Search to narrow the results. Users can Edit or Delete existing Bus Routes. Click the Expand icon to display the Route s Bus Stops. Click New to create a Bus Route. Important: Buses are created at the building level within esd as they are school specific. Users must select the correct building from the school drop-down menu. Important: Adding numerous bus routes is best done en masse. Contact your esd Support Representative for assistance. eschooldata, LLC. Copyright 2002-2016 24

New Bus Route On the New Bus Route screen, enter the Route Name (20 characters max), the Location of the Bus Route (optional) and select all Bus Types that apply to the route. Click Save. Tip: Selecting All Bus Types is recommended, because it allows all possible Bus Types to be assigned when adding different stops to the Bus Route. After the Bus Route has been saved, click Add Bus Stops to add stops to the new Bus Route. Tip: Skip Add Bus Stops, and instead Edit the Bus Route and add New Stops, to also enter the new Bus Stop s Time. See Edit Bus Route on the next page. Select the Bus Type from the menu. Enter the name of a Bus Stop, then click the Add icon add the Bus Stop to the Bus Route. Repeat to add additional Bus Stops to the Bus Route. to Click the Delete icon to remove a Bus Stop. When all Bus Stops have been added to the Bus Route, click Save. Click Close to exit the window. eschooldata, LLC. Copyright 2002-2016 25

Edit Bus Route Click the Edit icon to edit an existing Bus Route. Users can edit the Bus Route or Location, then Save those changes. Click Add Bus Type to view currently selected Bus Types and/or select additional Bus Types. Check the additional Bus Types, then click Save. Click New Stop to add Bus Stops to the Route. Enter the Bus Stop, Time (optional, but recommended) and select the Bus Type, then click Save. The selected Time is displayed, in 24-hour format, on the Buses tab in the Student Profile and Parent/Student Portals. eschooldata, LLC. Copyright 2002-2016 26

Click the Edit icon to modify an existing Bus Stop. Make the needed changes then click Save. Click the Delete icon to delete an existing Bus Stop, then click OK to confirm the deletion. Assigning Buses to Individual Students Once Bus Types and Bus Routes have been set up, Buses can be assigned to students. Go to Student > Profile to assign Buses to individual students. Users can Edit or Delete existing Buses from this screen. Click on the Buses tab in the student s Portfolio. Click New to assign a bus to the student. eschooldata, LLC. Copyright 2002-2016 27

In the Assign Bus area, enter the Bus Type, Bus Route, and Bus Stop. If applicable, select an Alternate Route and input the Reason for the Alternate Route. When all information has been entered, click Save. For Bus Route and Bus Stop: each menu appears once a selection is made for the preceding field. By default, All Week is checked. If the student will not be taking this bus every day, uncheck All Week and check the applicable Days of Week. Click the Edit icon to revise buses already assigned to an individual student. Click the Delete icon to remove a bus currently assigned to a student. eschooldata, LLC. Copyright 2002-2016 28

Student Bus Status Report Go to Student > Buses > Student Bus Status. By default, all students with the Bus Status: Assigned To Buses for the current school year will be displayed. Use the filters to narrow the list, or search for students with Bus Status: Unassigned To Buses, then click Search. Click the Excel icon to export the displayed Student Bus Status(es) to Excel, or click the Print icon to print the list. Click the Expand icon to display the details of a student s bus assignments. The Expand icon changes to a Collapse icon when clicked. Click the View icon next to a student s name in the list to view or modify the student s assigned buses. Users can Edit or Delete the existing bus assignments, and create New bus assignments. eschooldata, LLC. Copyright 2002-2016 29

Click New to open the Assign Bus field. Users can select the Bus Type, Bus Route, Bus Stop, an Alternate Route if applicable, and enter any Reason for the alternate route. (Each field s menu appears once a selection is made for the preceding field.) By default, All Week is checked. If the student will not be taking this bus every day, uncheck All Week and check the applicable Days of Week. Click Save when all information has been entered. eschooldata, LLC. Copyright 2002-2016 30