MFR Hldings, LLC AuditinFrms.cm 2017-2018 Desk Manual: Directr Fredric Retzk 3-22-2017
1 Revisin Histry: 08-September-2017: Original Creatin 08-September-2017: Added New Student prcess fr Student Lgin 09-September-2017: Crrected Hme page s it des nt lg user ff system Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 1 f 18
2 Cntents Sectins & Parts... 3 Splash Page... 3 Hi, <Yur Name Here>... 3 Student Rster... 3 Student Page... 3 Event Pages... 3 Student Lgin... 3 Student Self-Prfile... 3 Splash Page... 4 Hi, <Yur Name Here>... 6 Student Rster (a)... 7 Student Rster Table (b)... 9 Student Page... 10 Event Tabs (Auditin Events)... 12 Event Tabs (Husing Event)... 15 Student Lgin... 17 Student Self-Prfile... 18 Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 2 f 18
3 Sectins & Parts Splash Page Hme Student Lgin Parents Tell me mre Lg In Spnsr Buttns Chat Link Hi, <Yur Name Here> Bigraphic infrmatin Yur schl(s) Cntact infrmatin Grades Curriculums Student Rster Buttns Ppulatin Selectrs Student Rster Student Page Event Pages Auditin Events Husing Events Student Lgin New Student Lgin Student Self-Prfile Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 3 f 18
4 Splash Page Purpse Design The Splash page is designed t prvide general infrmatin t the first-time visitr and ther interested parties as well as lg in frms fr ur members and their students. Nte that the Student Lgin tab is highlighted in gld t assist yu in guiding yur students t the crrect page. Tabs All pages have tabs fr tp-level navigatin and t help yu quickly get t the infrmatin yu want. The Hme tab will always return yu t the page shwn abve. The Student Lgin tab will allw yur students t lg int the system with access limited t updating their wn recrds. The Parents tab is a simple advisry redirecting the parent t yu as their key cntact. The Tell me mre is a general infrmatin page abut AuditinFrms.cm including testimnials! Lg In is abut what yu d expect it t be. Yu can get t this page via this tab r the Lg In link discussed belw. Links Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 4 f 18
5 There is ne link n the Hme page: Click here t Lg In. This link displays the same frm as the Lg In tab discussed abve. Buttns The lg fr each rganizatin spnsring events thrugh AuditinFrms.cm will be displayed as advertising fr their rganizatin and event. Clicking n any buttn will take the user t a general infrmatin page which is custmizable t the wishes f the spnsring rganizatin. Chat r A Chat buttn will display n every page. If we re at ur desk, it will appear as tw qute bubbles. If we re away, it will lk like an envelpe. Either way, if yu have a questin at any pint, give the buttn a click and Let s Chat! Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 5 f 18
6 Hi, <Yur Name Here> Purpse The Prfile page is designed t prvide yu with a place t update yur cntact (name/email/phne) and teaching (grades/curriculums) infrmatin. We use the Grades and Curriculums t custmize the lk and feel f the site t yur needs. Fr example, if yu teach jazz chir t grades 6, 7, 8 at a Middle Schl, there s n reasn that yur (and yur student s) drp-dwn Grade bxes shuld display grades 1-12. One email address is required but up t three are available and all can be used fr lg-in purpses with the same passwrd. Nte: any emails sent frm AuditinFrms.cm will be sent t all the addresses we have in the system. Yur Schl is added t yur recrd based n the infrmatin we receive frm yur supprting rganizatin. If this needs t be changed, just send us an email (rick@mfrhldings.cm) r click the Chat link (see abve). In the example here, I teach at tw schls. As many schls as needed can be added t yur prfile and the system keeps the events, students, etc. separate frm each ther while prviding yu with a unified view. Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 6 f 18
7 Student Rster (a) Purpse Design The Student Rster is designed t prvide yu with a tp-level view f the students in the system fr yur schl with applicable filters t refine that view. Grey Hrizntal Bar Buttns If yu teach at mre than ne schl, a grey hrizntal bar will appear at the tp f this page t indicate the schl fr which infrmatin is being displayed. The active schl will appear as a green buttn. T switch schls, simply click anther buttn. If yu teach at ne schl, n bar will display. Filter Buttns T reduce r expand the students displayed. Click the All filter buttn t display All students (active, alumni, etc.). Click the Current buttn displays nly thse students in the current student bdy. Click the Alum buttn displays nly thse students wh have graduated. Radi Buttns AuditinFrms.cm may be wrking with students at yur schl but nt in ne f yur curriculums (see Hi, <Yur Name Here> abve). The Student Rster, therefre, may display students ther than thse yu teach. T refine the display t nly yur students, click the My radi buttn. Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 7 f 18
8 T expand the display t include all students at yur schl, click the buttn next t yur schl s name. Nte that these buttns wrk cllectively. The display abve is fr the students at the FJR Schl f Music (grey hrizntal bar buttn), displaying All (filter buttn) students acrss the schl s student bdy (radi buttn). Alternatively, if I wanted t display nly my current students at the Ars Nva Academy, I wuld click n the Ars Nva Academy buttn n the grey hrizntal bar, the Current green filter buttn and the My radi buttn. Student Rster Table The Student Rster Table displays five elements fr each student in the selected ppulatin as well as a link t manually add mre students t the ppulatin. Name: The student s name, srted alphabetically, is displayed as a link. Click the student s name t display all the infrmatin the system hlds fr that student. Click the Add a NEW student link at the tp f this clumn t add a new student t yur schl s student bdy. Grade: If the student is a current member f yur schl s student bdy, their current grade will display. If the student is an alum, their graduatin year will display. (See Kimball, Carl as an alum example). My: If this checkbx is checked, the student will display when the My radi buttn is selected. If nt checked, the student will display nly when the schl s radi buttn is selected. NOTE: When yu use the Add a NEW student link, the system will autmatically check this bx fr yu. Status: The system s status f the student. Usually active but if a student is nt displaying as expected, this field will prvide a first-step diagnstic. Prn: Click this icn t print the student s prfile, including the Student s PIN (see Student Page belw). As the schl year begins r an event kicks ff, yu may want t print all the student s prfiles. Just click the icn acrss frm the Add a NEW student link and a single pdf will be prduced cntaining all the prfiles fr the current view yu re using. Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 8 f 18
9 Student Rster Table (b) Purpse The Student Rster is designed t prvide yu with a tp-level view f the students in the system fr yur schl with applicable filters t refine that view. If yur student cunt exceeds 25 students, scrlling makes the page difficult t use. T alleviate that prblem an alpha-srt will be added fr yu t quickly find the student by last name. Link will appear with the starting letter f last names fund fr yur schl. ALL students will be included in this display regardless f yur view (current, alum, etc. acrss the schl s student bdy). Only thse letters with students will appear, s yu may nt see the whle alphabet displayed. Clicking the * character will display the cmplete list. Clicking the + character will allw yu t add a new student. Click the student s name t g t that student s detail page. Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 9 f 18
10 Student Page Purpse Design The Student Page is designed t allw yu t create, update and delete student infrmatin. The page als cntains tw system delivered pieces f infrmatin: Student PIN and the student s Auditin Histry. Student PIN: Fr the system t identify each student, a unique seven-character Persnal Identificatin Number has been created and is displayed here. The student will use this PIN n the Student Lgin page (see belw). Auditin Histry: If the student has auditined at an event using AuditinFrms.cm as its registratin engine, the student s previus histry will be displayed here. The histry will include the student s auditin number, registratin site, vice part(s) r instrument(s) n which the student auditined, scre and acceptance result. Input Fields Mst are typical and self-explanatry, but t address sme frequently asked questins: Gender is included t address events fr which gender is necessary fr vice-part selectin and husing purpses. Height is included t address events fr which height is a required value Birthday is included t address events which are age-based T-Shirt size is included t address events which prvide T-Shirts t their participants. Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 10 f 18
11 Grades Only thse grades checked under yur prfile (Hi, <Yur Name Here> page) are displayed. Vicings Three vicings/instrument selectins are prvided fr each curriculum. Althugh all are displayed, nly thse curriculums checked under yur prfile (Hi, <Yur Name Here> page) are active. Please click the Chat buttn r send us an email if there is a curriculum which yu need, but is nt included. Please click the Chat buttn r send us an email if there is a vicing r instrument which yu need, but is nt included in the drp-dwn selectin. Selected vicings/instruments will be highlighted in yellw after saving t enhance readability. Delete Student Highlighted in red at the bttm f the page is a link which allws yu t delete a student s recrd. This ptin shuld ONLY be used if the student is n lnger at the schl and has nt graduated. This ptin remves the student s recrd frm the schl s student bdy. If a student remains in the schl s student bdy but is n lnger in yur curriculum, simply uncheck the My checkbx n the Student Rster page. Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 11 f 18
12 Event Tabs (Auditin Events) Purpse Design An Auditin Event tab is displayed fr every active event t which yu have been invited t participate by a spnsring rganizatin in an upcming auditin. If a tab is nt displayed fr an active event t which yu have received an invitatin, please send us an email (rick@mfrhldings.cm) r click n the Chat buttn s we can investigate and reslve the prblem. If a tab is nt displayed fr an active event t which yu believe yu shuld have been invited, please click n the Hme page and then click the buttn fr the spnsring rganizatin t request an invitatin. Events have different requirements and the infrmatin displayed will therefre vary. The basic layut shuld include: Schl Cde: This six-character cde is lcated at the tp f the page in the blue hrizntal bar directly under the gld event title. The schl cde links yur schl and yur students t the event. Yu shuld prvide yur schl cde t yur students fr their use in entering r updating their wn infrmatin n the Student Lgin page (see belw). Grey Hrizntal Bar Buttns If yu teach at mre than ne schl, a grey hrizntal bar will appear at the tp f this page t indicate the schl fr which infrmatin is Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 12 f 18
13 being displayed. The active schl will appear as a green buttn. T switch schls, simply click anther buttn. If yu teach at ne schl, n bar will display. Filter Buttns T reduce r expand the students displayed. Depending n the current event s timeline, the fllwing buttns may appear: Eligible: All eligible students frm yur schl s student ppulatin depending n the event s requirements and restrictins. Applied: All eligible students wh have dwnladed an applicatin r fr whm an applicatin has been dwnladed. Incmplete: All eligible students wh have dwnladed an applicatin r fr whm an applicatin has been dwnladed and wh have fewer than the full cmplement f signatures. These students are nt-yet eligible t register fr the event and will NOT be printed n yur Estimate frm. Cmplete: All eligible students wh have dwnladed an applicatin r fr whm an applicatin has been dwnladed and wh have the full cmplement f signatures. These students are eligible fr registratin t the event and will be printed n yur Estimate frm. Registered: All students fr whm an auditin number has been assigned. Auditined: Registered students wh have an auditin scre. Nt Accepted: Registered students wh have an auditin scre and were nt accepted t the perfrmance ensemble. Accepted: Registered students wh have an auditin scre and were accepted t the perfrmance ensemble. Nte: Buttns will appear ONLY when there is a ppulatin t display. Fr example: When an event first pens, nly the Eligible buttn will display because n applicatins have been dwnladed nr signatures cllected. Then, nce the first applicatin is dwnladed, the Applied and Incmplete buttns will appear. Student Table: Althugh the specific table cmpsitin will vary based n the event s requirements, the fllwing clumns are likely: Name: The student s name, srted in alpha-rder. As with the Student Rster, clicking n the student s name will pen the student s detail recrd fr yur editing. Grade: The student s grade. Vicing/Instrument: The vice part(s) r instrument(s) n which the student is auditining. NOTE: The vicing/instrument n the student s detail recrd is used as a default selectin fr the auditin event. This selectin, hwever, is separate frm the Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 13 f 18
14 Vicing/Instrument n the student s detail recrd. Fr example, a student may sing Spran II in yur class but auditin n Alt I fr the event. Changing the vicing/instrument n the student s detail recrd has n impact n the student s auditin recrd. ONLY the vicing(s)/instrument(s) shwn n the Event tab will be used fr their auditin registratin. *SPRT: Checkbxes used t indicate that yu have verified the signatures n the student s applicatin as: S: Student s signature P: Parent s signature R: Principal s signature T: Teacher s signature. *: As a time-saving device, clicking the * checkbx will autmatically check all the bxes fr that student. Applicatin: Clicking this link will print the applicatin fr the student. A parenthetical number after the link (ex. Applicatin (1)) indicates the number f dwnlads which have ccurred fr that student. Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 14 f 18
15 Event Tabs (Husing Event) Purpse Design A Husing Event tab is displayed fr every active event fr which yu have students accepted and which are using AuditinFrms.cm t crdinate their husing registratins. This tab will display student infrmatin frm their student detail page plus: Student Husing PIN (if applicable), Rm Chice (if applicable) and Rmmate Requests (if applicable) This frm is designed t prvide yu with final apprval f yur student s infrmatin including their rmmate requests prir t rm assignment by the event s husing manager. Yur student may update this infrmatin directly n their Student Lgin tab (see belw) and yu may update the infrmatin directly n this page. I Apprve: Yu must click the I Apprve checkbx t indicate that the infrmatin is crrect and the student can be assigned a rm and rmmate(s). As a visual cue, unchecked I Apprve has a red backgrund. Once checked, the backgrund turns green. Once checked, the student s recrd is lcked and the student cannt change Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 15 f 18
16 the recrd. If yu subsequently need the student t update their recrd, yu must uncheck the checkbx, then re-check it t apprve the student s changes. Husing PIN: Each student is assigned a six-character Student Husing PIN which is used t securely identify themselves t thers when requesting rmmates. Rm Chice: Based n the Husing Event s requirements, the student can select frm a chice f rms. These are displayed as radi buttns (i.e. the student can nly chse ne) alng with rm details. Rmmate Request: Based n the rm chice and ccupancy, the student may be able t request their wn rmmates. Rmmates are requested by that requested student s Husing PIN. Once the frm is submitted, the requested student s name shuld appear. Rmmate requests may be left blank and rmmates will be assigned accrding t the event s rules. Rmmate requests are nt bligatry but will be hnred t the degree pssible. Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 16 f 18
17 Student Lgin Purpse The Student Lgin is designed securely allw students t access and update their Student Self-Prfile (see belw). Security is prvided by enfrcing access t the student s data thrugh the crrect cmbinatin f: Schl Cde (see Event tab: Auditin Event abve) r student email address (see Student Page abve), and Student PIN (see Student Page abve) r Student Husing PIN (See Event tab: Husing Event abve). New Students All students entering data fr the first time shuld use the Schl Cde frm yur event and the Student PIN new (withut the qutes). The system will display a blank frm fr the student t cmplete. NOTE: This frm will use default values fr grade (9) and gender (Female) which yu may need t crrect befre the student adds any eventspecific infrmatin. Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 17 f 18
18 Student Self-Prfile Purpse Design The Student Self-Prfile is designed t save yu time by allwing yur students t enter and update their wn infrmatin. The layut f the Student Self-Prfile will vary based n the active events t which the student s teacher(s) have been invited. It will always display the student s basic prfile at the tp f the page, fllwed by any active events fr the student s teacher(s) fr which the student is eligible and has nt therwise been lcked. Only thse prperties which the student shuld be able t update are displayed. Fr example, the student shuld nt be able t verify their wn applicatin signatures, s these checkbxes (see Event: Auditin tab abve) are nt available t the student. The student will be able t print their wn event applicatin frm this page. Nte that Student pages als include the Chat functinality s that we can quickly assist the student whenever pssible t save yu that time and truble. Fr security purpses, if we cannt reasnably validate the identity f the chat participant we will re-direct them t yu fr fllw-up. If necessary, all identifying data (PIN cdes, Schl cdes, etc.) will be sent t the emails n recrd. All emails sent t the student are cc: t yu fr yur infrmatin and awareness. Revisin Date: 08-Sep-17 Prprietary & Cnfidential Page 18 f 18