LEVEL 1 REFERENCE MANUAL - SD23myedbc.sd23.bc.ca/uploads/2/4/4/1/24416168/level_1... · 2018. 10....

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LEVEL 1

REFERENCE MANUAL

V4.1 February 2017

MyEd 5.6 Update

N:\Learning Technology Dept\Training & Support\MyEdBC\Level 1\Level 1 Reference Manual V4.1 Feb 2017.docx Page 1


Table of Contents

1.0 LOGIN ................................................................................................................................ 6

1.1 Logging In ............................................................................................................................................... 6

2.0 MANAGING USER PREFERENCES ....................................................................................... 7

2.1 Security .................................................................................................................................................. 7 2.2 Settings Bar ............................................................................................................................................ 7

2.2.1 Change View ..................................................................................................................................... 7 2.2.2 Select School ..................................................................................................................................... 8 2.2.3 Set Preferences ................................................................................................................................. 8

2.2.3.1 General .................................................................................................................................. 8 2.2.3.2 Security ............................................................................................................................... 10

2.2.4 Log Off ............................................................................................................................................. 11 2.3 Removing Browser Buttons (F11) .......................................................................................................... 11

3.0 NAVIGATION TOOLS & SELECTING RECORDS ................................................................... 12

3.1 Top Tabs and Side Tabs ......................................................................................................................... 12 3.2 Sub-side Tabs, Sub-top Tabs and Leaves ................................................................................................ 12 3.3 Page selector ........................................................................................................................................ 13 3.4 Record Navigation Bar .......................................................................................................................... 13 3.5 Searching for Students .......................................................................................................................... 13

3.5.1 CTRL + F .......................................................................................................................................... 13 3.5.2. Search Bar ...................................................................................................................................... 14

3.6 Hyperlinks ............................................................................................................................................ 14 3.7 Breadcrumbs ........................................................................................................................................ 15 3.8 Checkboxes vs Radio Buttons ................................................................................................................ 15 3.9 Clearing Record Selections .................................................................................................................... 16

4.0 ICONS AND ALERTS .......................................................................................................... 16

5.0 MENU BAR ....................................................................................................................... 17

5.1 Options ................................................................................................................................................ 17 5.1.1 Show Selected ................................................................................................................................. 18

5.2 Reports ................................................................................................................................................. 18 5.3 Help ..................................................................................................................................................... 19

5.3.1 Online help ...................................................................................................................................... 19 5.3.2 Release Notes .................................................................................................................................. 20 5.3.3 User Guides ..................................................................................................................................... 20 5.3.4 Quick Reference Cards .................................................................................................................... 20 5.3.5 Videos & Training Tools .................................................................................................................. 20

5.4 Menu Bar Tools .................................................................................................................................... 21

5.4.1 Filters .................................................................................................................................. 21 5.4.1.1 Move a Filter ....................................................................................................................... 22 5.4.1.2 Hide a Filter ......................................................................................................................... 22 5.4.1.3 Create a New Filter ............................................................................................................. 22 5.4.1.4 Edit a Filter .......................................................................................................................... 23


5.4.1.5 Copy a Filter ........................................................................................................................ 23 5.4.1.6 Deleting a Filter ................................................................................................................... 24

Field Sets ...................................................................................................................................... 24 5.4.2.1 Move a Field set .................................................................................................................. 25 5.4.2.2 Hide a Field Set .................................................................................................................... 25 5.4.2.3 Create a New Field Set ........................................................................................................ 26 Edit a Field set ................................................................................................................................... 26 5.4.2.5 Copy a Field set ................................................................................................................... 27 Deleting a Field Set ........................................................................................................................... 27

5.4.3 Sorts .................................................................................................................................... 27 5.4.3.1 Move a Sort Order .............................................................................................................. 28 5.4.3.2 Hide a Sort Order ................................................................................................................ 28 5.4.3.3 Create a New Sort Order ..................................................................................................... 29 5.4.3.4 Edit a Sort Order ................................................................................................................. 29 5.4.3.5 Copy a Sort Order ................................................................................................................ 30 5.4.3.6 Deleting a Sort Order .......................................................................................................... 30

5.4.4 Quick Charts .......................................................................................................................... 31 5.4.4.1 Create a Quick Chart: .......................................................................................................... 31 5.4.4.2 Use a Saved Quick Chart ..................................................................................................... 34 5.4.5.1 Generate a Quick Print using the Quick Print icon .............................................................. 34

5.4.6 Maximize & Minimize .................................................................................................... 35

6.0 CREATING A SIMPLE QUICK REPORT ................................................................................ 35

7.0 DEMOGRAPHICS .............................................................................................................. 38

7.1 Student Demographics ......................................................................................................................... 38 7.1.1 Main Demographics page .............................................................................................................. 38

7.1.1.1 Formatting of Phone Numbers ........................................................................................... 38 7.1.1.2 Parent/Guardian Information ............................................................................................. 38

7.1.2 Addresses ....................................................................................................................................... 39 7.1.2.1 Formatting of Addresses ..................................................................................................... 39 7.1.2.2 Entering Addresses in MyEducation BC .............................................................................. 41 7.1.2.3 Shared Addresses ................................................................................................................ 42

7.1.3 Alerts .............................................................................................................................................. 42 7.1.3.1 Legal Alerts .......................................................................................................................... 42 7.1.3.2 Medical Alerts ..................................................................................................................... 42 7.1.3.3 Other Alerts ......................................................................................................................... 42

7.1.4 Citizenship ...................................................................................................................................... 43 7.1.5 Programs ........................................................................................................................................ 43 7.1.6 Permissions .................................................................................................................................... 44 7.1.7 Language & Culture ........................................................................................................................ 44

7.2 Student Contacts ................................................................................................................................. 44 7.2.1 Parents/Guardians/Other Contacts ............................................................................................... 44

7.2.1.1 Adding a New Contact in MyEducation BC ......................................................................... 45 7.2.1.2 Adding a Contact That Already Exists in MyEducation BC .................................................. 46 7.2.1.3 Deleting Contacts ................................................................................................................ 47

7.2.2 Siblings/Related Students .............................................................................................................. 47 7.2.2.1 Creating a Related Student Record for two students in the system ................................... 48


8.0 APPENDIX: DEMOGRAPHIC REPORTS .............................................................................. 50

8.1 Student Profile ..................................................................................................................................... 50 8.2 Student Directory ................................................................................................................................ 51 8.3 Student Contacts ................................................................................................................................. 52 8.4 Student Address Labels ........................................................................................................................ 53 8.5 Permanent Student Record .................................................................................................................. 54 8.6 BC Student Information Verification Form ............................................................................................ 56

9.0 OTHER DEMOGRAPHIC REPORTS ............................................................................................... 59

9.1 Birthday List ......................................................................................................................................... 59 9.2 Bus List ................................................................................................................................................ 59 9.3 Homeroom List .................................................................................................................................... 59 9.4 Locker Assignments ............................................................................................................................. 59 9.5 Student Alerts ...................................................................................................................................... 59 9.6 Student List .......................................................................................................................................... 60

10.0 ATTENDANCE (ELEMENTARY TWICE DAILY) ............................................................................. 60

10.1 Attendance - Daily Office side tab ...................................................................................................... 60 10.1.1 Enter Attendance for Several Students at Once from the Office ....................................................... 61 10.2 Attendance - Daily Roster side tab ..................................................................................................... 62 10.3 Attendance – Class Office side tab ..................................................................................................... 63

10.3.1 Class Office Filters ....................................................................................................................... 64 10.3.2 Taking Class Attendance in the Class Office side tab ................................................................. 64 10.3.3 Entering a Late Record from the Office (Class Office) ................................................................ 65 10.3.4 Entering Arrivals and Departures in the Office .......................................................................... 65 10.3.5 Entering Attendance for a "Group" using a Snapshot ................................................................ 66

10.4 Attendance Reports ........................................................................................................................... 66 10.4.1 Class Attendance Post Verification .......................................................................................... 67 10.4.2 Attendance Classroom/Homeroom Input ................................................................................... 67 10.4.3 Print Attendance Bulletin ............................................................................................................ 68 10.4.4 Principal's Attendance ............................................................................................................. 69 10.4.5 Other Daily Attendance Reports .............................................................................................. 70

11.0 CONDUCT ................................................................................................................................. 71

11.1 Entering a Conduct Incident .............................................................................................................. 71 11.1.1 Entering a Conduct Incident for a Student .................................................................................... 71 11.1.2 Entering a Conduct Incident for Multiple Students ..................................................................... 73 11.1.3 Viewing Conduct Incident History ............................................................................................... 76

11.2 Entering a Conduct Action ................................................................................................................. 77 11.2.1 Entering a Conduct Action While Entering a Conduct Incident .................................................... 77 11.2.2 Entering a Conduct Action at a Later Date .................................................................................. 78 11.2.3 Viewing Action Changes to an Incident ....................................................................................... 78

11.3 Deleting a Conduct Record ................................................................................................................ 79 11.4 Deleting a Conduct Incident .............................................................................................................. 79

11.4.1 Deleting Incidents at your school during the school year ........................................................... 79 11.4.2 Deleting incidents at your school on a particular date ............................................................... 79 11.4.3 Deleting Incidents for a particular student ................................................................................. 80

11.5 Deleting a Conduct Action ................................................................................................................. 80 11.5.1 Deleting Actions at your school during the school year .............................................................. 80 11.5.2 Deleting Actions at your school on a particular date .................................................................. 81


11.5.3 Deleting Actions for a particular student .................................................................................... 81 11.6 Detentions ......................................................................................................................................... 82

11.6.1 Assigning Detentions ................................................................................................................... 82 11.6.2 Taking Detention Attendance ..................................................................................................... 82

11.7 Suspensions ....................................................................................................................................... 83 11.7.1 Assigning Suspensions ................................................................................................................. 83 11.7.2 Suspensions Automatically Populating Attendance Codes ......................................................... 84

12.0 APPENDIX 1: CONDUCT REPORTS ............................................................................................ 85

12.1 Conduct Action List ........................................................................................................................... 85 12.2 Conduct Totals .................................................................................................................................. 86 12.3 Conduct History ................................................................................................................................ 87 12.4 Suspension Notice ............................................................................................................................. 88


1.0 Login

1.1 Logging In

An account will be created and log-in information issued to a user as per district policy.

When a user initially logs in, they will be prompted to change their password

immediately. Passwords are case-sensitive and must be in compliance with the Ministry

of Education requirements.

The URL for the live environment is https://myeducation.gov.bc.ca/aspen Enter the username provided to you in the Login ID field Enter the password provided to you in the Password field

Click Log On. You will be prompted with the following window. 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. Click OK

The "I forgot my password"

feature is enabled once you

create your security question.

(See 2.2.3.2. Security)

Expires every 90 days and

is on a 4x rotation

https://myeducation.gov.bc.ca/aspen


2.0 Managing User Preferences

2.1 Security

Your access to MyEducation BC will be determined by the security role that is assigned to your user account. This access is assigned by the district as required for the role and duties you perform in your role.

2.2 Settings Bar

The settings bar is the first step in navigating MyEducation BC. The options available to the user here are determined by the security access granted by the district. Select School, for example, will only appear if the user has been assigned to more than one school.

2.2.1 Change View

Change View allows the user to navigate between different levels of the application, if the appropriate security access has been given to the user. Whatever your default view is set to is what will be shown on your Settings Bar (i.e. District View, School View, Staff View, Student Services View, Build View) The example below is a common display for a district level user.

To change views:

Click the District/Staff/School View etc. selection on the settings bar. Click on the name of the view you wish to work in.


2.2.2 Select School

If the user account has access to more than one school, the Select School option will appear on the settings bar menu.

To select a school:

In the Change View menu, select School Click the Select School selection on the settings bar. This will generate a pop-up window Click the radio button beside the appropriate school. Click OK

2.2.3 Set Preferences

This option on the settings bar allows you to personalize MyEducation BC for your use. These settings are specific to your user account. There may be more options than in the screenshot below, depending on the view you are working in (District view is different from School view). To set your preferences, click on your name (i.e. Lastname, Firstname) and select Set Preferences.

2.2.3.1 General

These settings determine the “look and feel” for MyEducation BC for the individual user. (See the table on the following page for a definition of each of these fields.)


Field Description

Default Locale

Click this drop-down to select your language and date preferences when using MyEducation BC.

This selection also affects the display of dates in MyEducation BC. If you select:

English Canada: Dates appear as day/month/year French Canada: Dates appear as year/month/day US English: Dates appear as month/day/year (recommended setting)

Default View

Click this drop-down to select the default view you want you want to see when logging on to MyEducation BC, such as the School view. (This option is only available if you have access to more than one view.)

Default School Click the to select the default school you want to use when

accessing the School view. (This option is only available if

you have access to more than one school.)

Auto-save interval (minutes)

Type the number of minutes you want to lapse before the

system automatically saves the information you enter on a

detail page. The system displays a message to the right of the

Save and Cancel buttons on detail pages, alerting you of the

time of the last auto-save, or why the auto-save failed.

Disable User-defined Help

If your district creates and uses user-defined help, and you do not want to view the user-defined help icon for fields and templates, select this checkbox. (Don’t check)

Certain reports do

not run correctly if

Canada is chosen.


Records per page Gives you the ability choose from 5 – 35 records on your screen. This can be changed at any time.

Show lower page

controls

Page controls will automatically appear at the top of a page where the number of records in the list exceeds one page. To display the page controls at the bottom of all list pages, select this checkbox.

Warn on save If you want the system to display a warning when you click Save on a list page after you have used the Modify List option, select this checkbox.

2.2.3.2 Security

The Security tab in Set Preferences records your email address and security question and answer. This information must be populated for the user to be able to use the “I forgot my password” function in MyEducation BC. This area also allows the user to change their password at any time by clicking on the blue hyperlink "Change." See the table below the screenshot for a definition of each of these fields.


Field Description

Primary email

Type your primary email address. The system sends your password to this address if you click the "I forgot my password" link on the logon page. Note: This is the address that appears in the From field when using the Send Email option.

Alternate email Not Applicable

Security question Click this drop-down to select the security question you want to answer if you forget your password.

Security answer Type the security answer. Remember your answer is case sensitive.

Confirm answer Type the security answer again.

Password Click Change to change your password. Password requirements can be viewed by clicking Click to View.

2.2.4 Log Off

All users should use the Log Off item in the Settings Bar to exit MyEducation BC. This will properly terminate the session and force the entry of a login id and password to re-enter the system.

2.3 Removing Browser Buttons (F11)

Browser buttons for moving backward and forward and to cancel an action should not be used to navigate the application. In MyEducation BC, it is always best to use the application buttons to close a pop-up window, go back to a previous screen, exit the application, etc. To move back and forth properly between pages, see section 3.7 Breadcrumbs. Users can remove the temptation to use the browser buttons by pressing F11 to hide the browser menu. This is a toggle function, so pressing F11 again will cause the browser buttons to re-appear when needed.


3.0 Navigation Tools & Selecting Records

3.1 Top Tabs and Side Tabs

Top tabs represent functional areas of MyEducation BC. These are scoped to the user

view and role, so a user will only see what they have been given to view or work with.

The top tab that is highlighted in the screenshot below (Student) indicates where the

user is in the application.

Side tabs provide access to additional details of the top tab functional area.

3.2 Sub-side Tabs, Sub-top Tabs and Leaves

Side tabs usually contain sub-side tabs, leaves and sub-top tabs.

Sub-top tabs can appear at the top of a list when certain side tabs are selected. A good example of this is in the Student top tab > Details side tab.

Top Tab Side Tab

Leaf

Sub-side Tab

Sub-Top Tab


3.3 Page selector

This navigation tool allows the user to select a range of records, something like a dictionary. If the user has set their preference to display 10 records per page, each selection in the paginator will display 10 records. This tool will appear at the top and bottom of the list if the user has chosen to display their Show lower page controls in their Set Preferences. A user can use the drop-down arrow to select a page in the list or use the back and forth arrows at either side to move through the pages consecutively.

3.4 Record Navigation Bar

The Record Navigation Bar can be used to change the record being viewed. It generally appears when the user is in a side-tab where the information displayed is limited to one record.

For example, if the user is in the Student top tab > Details side tab, only one student is displayed. The user can:

Use the in the record navigation bar to search for a new student without returning to the student list. This is helpful if you are inputting or looking for the same information on multiple students. Use the backward and forward arrows on the record navigation bar to move to the next consecutive record in your student list Use the first and last record buttons to move to the first record in the paginator or to the last record in the paginator. The first and last record buttons do not respond to the user Records per page preference.

3.5 Searching for Students

3.5.1 CTRL + F

The Ctrl + F command works on every list in MyEducation BC, including pop-up windows with lists. This will generate a search box where the user can enter the search criteria. It is important to understand that, by default, the search will be conducted on

Always defaults to the first column unless you select another column.

Reset by using Sort Order Menu .


the first column of information in the field set, or the column of data that represents the primary sort.

Filters can also affect the search results. For example, if the filter is set to Primary Active Students in the student list, the search will not return results for a student who is a secondary student (cross-enrolled student). Learn more about Filters in section 5.4.1. Results will be returned with the closest match the system can make. The closest match record will be selected in the list.

3.5.2. Search Bar

Click in the search bar, type in your search criteria and clicking on the magnifying glass

will also execute your search for you. You will now see the search bar anytime you have

a pick list (any type of list you can search on). It is important to know that your search is

defaulted based on the first column of information in the field set, or the column of data

that represents the primary sort. You can change this by clicking on the column header

for the column you wish you search on.

You can either use your CTRL + F keys or use the search bar – depending on whether

you're a keyboard or mouse user.

3.6 Hyperlinks

Hyperlinks are in blue lettering which show an underscore when the user hovers over them with a mouse. Clicking on a hyperlink will take the user to the details of that particular record.


3.7 Breadcrumbs

When a user has selected a record and is viewing the details, a “breadcrumb” trail will appear at the top of the list to indicate what is being viewed and the path used to arrive at that location. In the example below, the user is viewing an attendance record for February 23, 2015 for the student Oran Donnelly in the Attendance top tab > Daily History side tab. Breadcrumbs will create a blue hyperlink that the user can click on to return to the full list of records.

3.8 Checkboxes vs Radio Buttons

There are many selection lists throughout MyEducation BC. If a list shows round radio buttons, it indicates that only one record can be selected. If a list shows square checkboxes, then multiple records can be selected. Good examples of this are: Student top tab: More than one student can be selected at a time because there are checkboxes in front of their names.

Header row checkbox

selects or deselects all

records on a page.


Student top tab > Options menu > Snapshots: Only one snapshot can be selected because there are radio buttons in front of them.

3.9 Clearing Record Selections

When multiple records have been selected in a list, a user may clear them using one of the following options: Manually uncheck the box in front of a record. This will de-select an individual record.

Use the icon at the top of the list of selected records. This will clear ALL selections. Don't worry, this will not delete the records. Changing the filter to generate a new list. Leaving the top tab to navigate to another area of the application. This is only true if the user is on the main list and has not performed an Options > Show Selected on the records.

4.0 Icons and Alerts

MyEducation BC will display a number of icons throughout the application to indicate additional information or alert information. Hovering over these icons will provide a tool tip to let you know what type of information the alert icon contains. Clicking on the icon will generate a pop-up with additional information on the particular alert you've clicked on. The alerts will always display beside a student's name on various screens and breadcrumb trails. These icons include:

Medical and health alerts: ,

Legal alerts:

Family alerts:

Quick Status for locating a student:

Student Services alerts: ,

ELL alert:

Information alert: More details on Alerts can be found on page 44 & 46.

Same as Find Student in BCeSIS


5.0 Menu Bar

The menu bar appears just below the top tabs in MyEducation BC. The menu headers are the same regardless of which top tab the user has selected. The items displayed in each menu header will change depending on the top tab and side tab the user has selected.

5.1 Options

The Options menu is an action center. This is where a user can initiate actions on the data that is displayed on the screen. In some cases, the list of items may show an arrow, creating a fly-out menu, indicating additional options.

Menu Bar


5.1.1 Show Selected

Show Selected can be found under the Options menu under most top/side tabs (see screenshot in 5.1 above). Show Selected is significantly important – its purpose is to perform a function to a specific group of student(s). (Some examples of when you would want to use Show Selected are: creating a snapshot (team/group), assigning a group of students to the same homeroom, assigning a group of students to a program assignment, updating student information to a specific group of students, changing passwords, adding/deleting items to a specific student or group, running/creating reports, etc.) If you have any questions on Show Selected or are not sure if you should use it for a specific task, please contact Software Support.

5.2 Reports

MyEdBC comes with nearly 200 standard reports. Each page in the system has a Reports menu from which users can select context-specific reports. For example, from the Student tab, Attendance side-tab, run the Attendance Letter and Attendance History reports. MyEdBC also includes a framework for supporting Ministry reporting requirements. The system extracts data from the live database for Ministry reports and can create a single extract for all schools in your district. Various Types of system reports in MyEdBC include:

Attendance reports - student Conduct reports Grades reports Health reports Master schedule reports Special education reports Staff information reports Staff view/teacher gradebook reports Student information reports System administration reports

IMPORTANT: Your list page (when using the Show Selected feature) should display only the

records you want to perform a function for or that you want to include on a report and "Custom

Selection" will display in the top right corner underneath your Menu Bar Tools (see 5.4).

Once you see Custom Selection as your current filter, you'll know you've chosen Options >

Show Selected. *For example, if you only select checkboxes for a few records and then run a

report without choosing Show Selected, the report will run for all records in your list, not just

those few you selected.


Reports will display a list of reports available in specific areas of the application. It is important to note that reports are associated with top tabs and side tabs and relate to the data displayed on the page. For example: In the Student top tab, clicking on Reports will show a list of several reports, and a few report categories, indicated by an arrow, which lists additional reports. Staying in the Student top tab and clicking on the Transcript side tab will generate a shorter list of reports that are related to student transcript information.

5.3 Help

Several Help options are available through Help on the menu bar as well. It is important to note that these tools are not yet customized for MyEducation BC and may reference options or functions that are not available to District and School Users. However, it is still useful for many basic functions.

The About MyEducation BC item will provide information about the server to which your session is connected. This will display below the copyright information and can be useful information for the service desk if users are experiencing problems with performance or report running in MyEducation BC. Example: vaspnapprd3 indicates that the user is on server 3.

5.3.1 Online help

Online help opens in a new window and provides a variety of ways to search for information. The online help function will respond to the screen you are viewing when you enter the online help. For example, if you are on the Student top tab, topics on


student information will display. If you change to the Attendance top tab and enter the online help, topics related to attendance will be displayed.

5.3.2 Release Notes

Release notes will provide information about the latest changes to the software product. These release notes will not include additional enhancements and configuration changes made to MyEducation BC specifically. These items are currently posted to the ISW.

5.3.3 User Guides

User guides open up as documents with hyperlinks in the table of contents. These guides can be very helpful for some areas of the application as a reminder of how to perform certain functions. Remember that they are not customized for MyEducation BC and the custom guides posted on the ISW should be used wherever possible, as they represent the customized functionality of MyEducation BC.

5.3.4 Quick Reference Cards

Quick reference cards are short, task-specific reference documents. These can be very useful for end users as reminders for specific tasks without generating a large document.

5.3.5 Videos & Training Tools

This area of the Help menu provides categories of training tools which contain Lesson Plans, Quick Reference Guides and Videos. Clicking on a category will display all of the options within that category. The quick reference guides within these toolkits are different from the quick reference cards. The quick reference guides are task-specific, but are often more than 2 pages.


5.4 Menu Bar Tools

The menu bar provides several tools for filtering, displaying, sorting and exporting data in MyEducation BC. The options that display when using these tools depend on the top tab and side tabs of the application.

These tools are described below.

5.4.1 Filters

Filters provide the user with the ability to group records in a list. Filters are connected to queries, so they are dynamic – every time a user selects a filter, it will display all of the latest information in that group of records. Users have the ability to hide filters that are not useful to them and to change the order in which the filters display in the filter list. Users also have the ability to create their own filters.

The filters that appear in the list already have been created at the Enterprise level or by district users who may have created filters for their own schools.

Click the icon and select Manage Filters . . . In the Manage Filters pop-up window, users may see the following in brackets beside the name of the filters: System: these filters are part of the core application. They can be hidden or moved up or down in the list, but cannot be modified. Enterprise: these filters have been created at the enterprise level and appear for all districts and schools. They can be hidden or moved up or down in the list, but cannot be modified. District: these filters have been created at the district level for the district level views. They can be hidden or moved up or down in the list, but cannot be modified unless you have access to the District view. School: these filters have been created either by a school user, or been created by a district user in the school view. They will be visible to all users who have access to the

Filters = the who

Field Set = the what

Primary Active = active students that my

school is their home school

Secondary Students = cross enrolled

students

Former Students = students who have been

w/d but we ticked Former School Association

to retain and be able to do Report Cards and

Attendance (YAY!!). Remains till year roll

over or manually removed.

If you don't see the students you are

expecting, check your filters.


School view. These filters can only be modified or deleted by a school user or a district user with school view access. User: these filters have been created by an individual user. They will only show in the list for the user who created them and therefore can only be modified or deleted by the user who created them.

5.4.1.1 Move a Filter

A user can choose to have the filter they use the most be the default in that screen by moving it to the top of the list.

Click the icon and select Manage Filters . . . In the Manage Filters pop-up window, click on the name of the filter to be moved. It will be highlighted.

Click the or buttons to position the filter in the list. Any filter placed at the very top of the list will become the default filter when entering the screen.

Several filters can be moved at once by using Shift + click and using the or buttons. Click Close.

5.4.1.2 Hide a Filter

Click the icon and select Manage Filters . . . In the Manage Filters pop-up window, click on the name of the filter to be hidden. It will be highlighted.

Click the button. If the Show All box is checked, the filter will still appear here, but is now greyed out. This means the filter will no longer appear in the list when

the icon is clicked. The item can be restored at any time by clicking the button to put it back in the list. If the Show All box is not checked, the filters which have been hidden will no longer be visible. This checkbox will need to be enabled in order to restore a hidden filter. Click Close.

5.4.1.3 Create a New Filter

Filters are connected to queries and snapshots. Users can access those queries and create them as a filter by using the New button in the Manage Filters window.

Click the icon and select Manage Filters . . .

In the Manage Filters pop-up window, click the button. A list of available queries will appear. Filter Type: This allows a filter to be created from an existing query or snapshot. Changing this selection will change the list of options below.


Owner: Who will see and use this filter? If the user has district or school access, they will have the ability to set this filter for all users with those views. If the user sees no other selection, they are creating a User filter. Name: Give the filter a name that makes sense for its function.

Click the radio button beside the query or snapshot in the list that the filter will be based on. Click OK.

The filter will now appear in the Manage Filters window and in the list below the icon for this screen. Click Close on the Manage Filters window.

5.4.1.4 Edit a Filter

A user can only edit a filter that exists at the level of their user role view. In other words, a district user who has access to both district and school views can edit a District or School filter. A school user can edit a School filter because they have school view access. A user that only has staff view will only be able to edit their own User filters.


In the Manage Filters pop-up window, click the button. In the pop-up window: Filter Type: This allows a filter to be changed from its current query or snapshot, to a new query or snapshot. Changing this selection will change the list of options below. Owner: Who will see and use this filter? If the user has district or school access, they will have the ability to set this filter for all users with those views. If the user sees no other selection, they are creating a User filter. Name: Give the filter a name that makes sense for its function. Click OK. Click Close on the Manage Filters window. 5.4.1.5 Copy a Filter

A filter is connected to a query or a snapshot, so there are not many reasons to copy a filter. However, a user may decide to copy a filter in order to rename it to something that is more meaningful.


In the Manage Filters pop-up window, click the button.

In the pop-up window:

Name: Give the filter a name that makes sense for its function.

Owner: Who will see and use this filter? If the user has district or school access, they

will have the ability to set this filter for all users with those views. If the user sees no

Recommended practice – put initials at the front of your filters and field sets so you can identify and sort your own easily.


other selection, they are creating a User filter.

Click Save.

Click Close on the Manage Filters window.

If a filter has been copied, the user may want to consider hiding or deleting the original to avoid confusion.

5.4.1.6 Deleting a Filter

A user can only delete a filter that exists at the level of their user role view. In other

words, a district user who has access to both district and school views can delete a

District or School filter. A school user can delete a School filter because they have

school view access. A user that only has staff view will only be able to delete their own

User filters.


In the Manage Filters pop-up window, click on the name of the filter to be deleted. It will

be highlighted.

Click the button.

Click Close on the Manage Filters window.

Deleting a filter does not delete the query behind it. If a filter is deleted in error, it

can be restored by using the Add button.

Field Sets

Field sets simply display information in a list. By selecting a different field set, the user is choosing to display different columns of information for the same records in the list. Field sets can be very useful for creating commonly used sets of information and then extracting those into a spreadsheet for analysis or manipulation. Field Sets are a 1:1 relation.

The field sets that appear in the list already have been created at the Enterprise level or by district users who may have created field sets for their own schools.

1. Click the icon and select Manage Field Sets . . . 2. In the Manage Field Sets pop-up window, users may see the following in brackets

beside the name of the field sets:

System: these field sets are part of the core application. They can be hidden or moved

Recommended practice – put initials at the front of your filters and field sets so you can identify and sort your own easily


up or down in the list, but cannot be modified.

Enterprise: these field sets have been created at the enterprise level and appear for all

districts and schools. They can be hidden or moved up or down in the list, but cannot be

modified.

District: these field sets have been created at the district level for the district level

views. They can be hidden or moved up or down in the list, but cannot be modified

unless you have access to the District view.

School: these field sets have been created either by a school user, or been created by

a district user in the school view. They will be visible to all users who have access to

the School view. These field sets can only be modified or deleted by a school user or a

district user with school view access.

5.4.2.1 Move a Field set

A user can choose to have the field set they use the most be the default in that screen by moving it to the top of the list.

Click the icon and select Manage Field Sets . . .

In the Manage Field Sets pop-up window, click on the name of the field set to be

moved.

It will be highlighted.

Click the or buttons to position the field set in the list. Any field set placed

at the very top of the list will become the default field set when entering the screen.

Several field sets can be moved at once by using Shift + click and using the or

buttons.

Click Close.

5.4.2.2 Hide a Field Set


In the Manage Field Sets pop-up window, click on the name of the field set to be

hidden.

It will be highlighted.

Click the button. If the Show All is checked, the field set will still appear

here, but is now greyed out. This means the field set will no longer appear in the list

when the icon is clicked. The item can be restored at any time by clicking the

button to put it back in the list. If the Show All box is not checked, the field

sets which have been hidden will no longer be visible. This checkbox will need to be

enabled in order to restore a hidden field set.

Click Close.


5.4.2.3 Create a New Field Set


In the Manage Field Sets pop-up window, click the button. In the pop-up window: Name: Give the field set a name that makes sense for its data set. Owner: Who will see and use this field set? If the user has district or school access, they will have the ability to set this field set for all users with those views. If the user sees no other selection, they are creating a User field set. In the Available Fields window, use the drop-down menu to select the table you want to pull data fields from. These are listed in the order most frequently used. If the user is

having trouble finding a field, use the button to sort them into alphabetical order.

Click on the field you want to select so it is highlighted in the list. Click the button. This will move the field into the Selected Fields window.

Note: Multiple fields from multiple tables can be selected or the same field set.

Once all fields have been selected, click Save. Click Close on the Manage Field Sets window. The field set will now appear in the list for selection.

Edit a Field set

A user can only edit a field set that exists at the level of their user role view. In other words, a district user who has access to both district and school views can edit a District or School field set. A school user can edit a School field set because they have school view access. A user that only has staff view will only be able to edit their own User field sets.

Click the icon and select Manage Field Sets . . . In the Manage Field Sets pop-up window, click on the name of the field set to be edited. It will be highlighted.

Click the button. In the pop-up window: Name: Enter the new name for the field set, if appropriate. Owner: Who will see and use this field set? If the user has district or school access, they will have the ability to set this field set for all users with those views. If the user sees no other selection, they are creating a User field set. In the Available Fields window, click the fields of information you want to add to the

field set. Click the button. Alternatively, in the Selected Fields window, click

the fields of information you want to remove from the field set. Click the button.

Recommended practice – put initials at the front of your filters and field sets so you can identify and sort your own easily


Click Save. Click Close on the Manage Field sets window.

5.4.2.5 Copy a Field set

A user may see a field set in the list that suits their needs, but wants to add or remove some information from it. If the user does not own the field set, a copy can be made and adjusted to suit the need.

Click the icon and select Manage Field Sets . . . In the Manage Field Sets pop-up window, click on the name of the field set to be copied. It will be highlighted.

Click the button. In the pop-up window: Name: Give the field set a name that makes sense for its data set. Owner: Who will see and use this field set? If the user has district or school access, they will have the ability to set this field set for all users with those views. If the user sees no other selection, they are creating a User field set. Click Save. Click Close on the Manage Field sets window. If a field set has been copied, the user may want to consider hiding or deleting the

original to avoid confusion.

Deleting a Field Set

A user can only delete a field set that exists at the level of their user role view. In other words, a district user who has access to both district and school views can delete a District or School field set. A school user can delete a School field set because they have school view access. A user that only has staff view will only be able to delete their own User field sets.

Click the icon and select Manage Field Sets . . . In the Manage Field Sets pop-up window, click on the name of the field set to be deleted. It will be highlighted.

Click the button. Click Close on the Manage Field Sets window.

5.4.3 Sorts

There are different ways to sort data in a field set, which are defined below. The options for sorting data in a field set are:


Click the header of a column of data. The field set sorts by the data in that column, opposite to its original sort order. Clicking the header again sorts the data back to its order. This function can be used for multi-level sorts of up to 3 columns of data at a time. For example: clicking the Gender column in the Student top tab, then clicking the Pupil # column, then the Grade column, the grade would be the primary sort. Data displayed will be in order by Grade, then by Pupil #, then by Gender.

Use the icon, which simply sorts the data in the field set by the list value chosen for the sort. The sort icon can also be used to set any sort back to the default.

The sorts that appear in the list already have been created at the Enterprise level or by district users who may have created field sets for their own schools.

Click the icon and select Manage Sort Orders. . . In the Manage Sort Orders pop-up window, you may see the following in brackets beside the name of the sorts: System: these sort orders are part of the core application. They can be hidden or moved up or down in the list, but cannot be modified. Enterprise: these sort orders have been created at the enterprise level and appear for all districts and schools. They can be hidden or moved up or down in the list, but cannot be modified. District: these sort orders have been created at the district level for the district level views. They can be hidden or moved up or down in the list, but cannot be modified unless you have access to the District view. School: these sort orders have been created either by a school user, or been created by a district user in the school view. They will be visible to all users who have access to the School view. These sort orders can only be modified or deleted by a school user or a district user with school view access.

5.4.3.1 Move a Sort Order

A user can choose to have the sort order they use the most be the default in that screen by moving it to the top of the list. Users can also create custom sorts. A user can choose to have the sort they use the most be the default in that screen by moving it to the top of the list.

Click the icon and select Manage Sort Orders . . . In the Manage Sort Orders pop-up window, click on the name of the sort order to be moved. It will be highlighted.

Click the or buttons to position the sort in the list. Any sort order placed at the very top of the list will become the default sort order when entering the screen.

Several sort orders can be moved at once by using Shift + click and using the or

buttons. Click Close.

5.4.3.2 Hide a Sort Order


Click the icon and select Manage Sort orders . . . In the Manage Sort orders pop-up window, click on the name of the sort order to be hidden. It will be highlighted.

Click the button. If the Show All box is checked, the sort order will still appear here, but is now greyed out. This means the sort order will no longer appear in

the list when the icon is clicked. The item can be restored at any time by clicking

the button to put it back in the list. If the Show All box is not checked, the sort orders which have been hidden will no longer be visible. This checkbox will need to be enabled in order to restore a hidden sort order. Click Close.

5.4.3.3 Create a New Sort Order

Click the icon and select Manage Sort Orders . . .

In the Manage Sort Orders pop-up window, click the button. In the pop-up window: Name: Give the sort a name that makes sense for its function. Owner: Who will see and use this sort? If the user has district or school access, they will have the ability to set this sort for all users with those views. If the user sees no other selection, they are creating a User sort. In the Available Fields window, use the drop-down menu to select the table you want to sort fields from. These are listed in the order most frequently used. If the user is having trouble finding a field, use the button to sort them into alphabetical order.

Click on the field you want to select so it is highlighted in the list. Click the button. This will move the field into the Selected Fields window.

Note: Multiple fields from multiple tables can be selected or the same field set.

Once all fields have been selected, click Save.

Use the and buttons to arrange the fields in the order you want them to

sort. The button will cause (desc) to appear beside the field highlighted when you click the button. This means the data in that field will be sorted in reverse order when this new sort is applied to a field set. Click Close on the Manage Sort Orders window. The sort order will now appear in the list for selection.

5.4.3.4 Edit a Sort Order

A user can only edit a sort order that exists at the level of their user role view. In other words, a district user who has access to both district and school views can edit a District or School sort order. A school user can edit a School sort order because they have school view access. A user that only has staff view will only be able to edit their own User sort orders.



In the Manage Sort Orders pop-up window, click on the name of the sort order to be edited. It will be highlighted.

Click the button. In the pop-up window: Name: Enter the new name for the sort order, if appropriate. Owner: Who will see and use this sort order? If the user has district or school access, they will have the ability to set this sort order for all users with those views. If the user sees no other selection, they are creating a User sort order. In the Available Fields window, click the fields of information you want to add to the

sort order. Click the button. Alternatively, in the Selected Fields window, click the fields of information you want to remove from the sort order. Click the

button. Click Save. Click Close on the Manage Sort Orders window.

5.4.3.5 Copy a Sort Order

A user may see a sort order in the list that suits their needs, but wants to add or remove some information from it. If the user does not own the sort order, a copy can be made and adjusted to suit the need.

Click the icon and select Manage Sort orders . . . In the Manage Sort orders pop-up window, click on the name of the sort order to be copied. It will be highlighted.

Click the button. In the pop-up window: Name: Give the sort order a name that makes sense for its data set. Owner: Who will see and use this sort order? If the user has district or school access, they will have the ability to set this sort order for all users with those views. If the user sees no other selection, they are creating a User sort order. Click Save. Click Close on the Manage Sort Orders window. If a sort order has been copied, the user may want to consider hiding or deleting the original to avoid confusion.

5.4.3.6 Deleting a Sort Order

A user can only delete a sort order that exists at the level of their user role view. In other words, a district user who has access to both district and school views can delete a District or School sort order. A school user can delete a School sort order because they have school view access. A user that only has staff view will only be able to delete their own User sort orders.



In the Manage Sort Orders pop-up window, click on the name of the sort order to be deleted. It will be highlighted.

Click the button. Click Close on the Manage Sort Orders window.

5.4.4 Quick Charts

Charts provide an organized way to visually represent data. The Quick Chart feature enables the user to create bar, line, and pie charts from any standard list page. These charts can be saved for future use. Users with privileges to manage school and/or district resources can create charts to share school- and district-wide.

Click the icon to access the following options: Create Quick Chart: Brings up the Quick Chart Wizard, which allows the user to customize many different areas of the resulting chart.

Bar Chart: Brings up a streamlined Quick Chart screen, which requests only minimal information required to create the bar chart.

Line Chart: Brings up a streamlined Quick Chart screen, which requests only minimal information required to create the line chart.

Pie Chart: Brings up a streamlined Quick Chart screen, which requests only minimal information required to create the pie chart.

5.4.4.1 Create a Quick Chart:

Click the icon and select Create Quick Chart to open the Quick Chart wizard, or select Quick Chart from the Reports menu. The Create Quick Chart wizard appears:


Step 1: Source. Select New report. Click Next. Step 2: Report Type Click the Report Type drop-down to select one of the following: Quick Chart—Bar Quick Chart—Line Quick Chart—Pie Click the Format drop-down to select the format for the chart. Select one of the following: Standard Enhanced

Step 3: Field Selection.

In the Categories (Horizontal Axis) box, click the icon at Group by field and make a selection. The user can choose from the tables and fields that are related to the records in the current list. The Categories (Horizontal Axis) box, sometimes called the independent variable, sets the data to measure. If the choice is a Numeric, Date or Time field, additional options appear to further organize the data which will be displayed on the chart.


For bar and line charts, a Series (Legend Entries) box is available. Click the icon at the Group by field and make a selection. Series groups appear in a legend to the right of the chart and provide a color-coded guide to data shown in the chart. Note: Bar and line charts do not require both a category and series to be selected. Charts that exclude a category will not have x-axis labels. Charts that exclude a series will not include a legend. The Interval drop-down menu for numeric has the following options: Chart each value separately: Each numeric value gets its own data point. Interval group: The Interval field groups the results according to the number entered in the Interval group size field. For example, if you want the group Year of Graduation to display in the chart in pairs, you would enter 2 in this field. The Interval group size appears. The value in this field sets the number of data points that get combined into a single category. Interval group summations. The Interval group size appears. The value in this field sets the number of data points that get combined into a single category. Total summation: Sums the values of the Group by field. If the list of data being charted contains trivial cases which should be excluded from the chart, the option Group trivial results as "Other” is provided. Select this checkbox if the users want to group all data points of less than a certain percent together into a single point called Other. For example, if the user is only concerned with viewing the most common conduct codes, select this option and enter a value of 5% in the Less than % field. This will group all codes which total less than 5% of the total data into a single Other group.

Note: This option can only be used in the Categories or Series, not both. Click Next to continue the wizard and set chart options. Click Finish to create the chart.


Note: You can click Finish at any point in the wizard. New charts use the default format options if you click Finish at any point before the final step in the wizard.

5.4.4.2 Use a Saved Quick Chart

Click the icon and select Create Quick Chart to open the Quick Chart wizard, or select Quick Chart from the Reports menu. The Create Quick Chart wizard appears:

Step 1: Source. Click Saved report. A table of saved Quick Charts appears in the dialog box. Select the Quick Chart you want to view or edit. Click Next to continue editing, or click Finish to show the chart.

5.4.5 Quick Print

Users can generate a Quick Print using the icon in the menu bar on any list page.

5.4.5.1 Generate a Quick Print using the Quick Print icon

Go to the list page containing the type of data to be reported on. Select the records you want to include on the report. In the Options menu, click Show Selected, if you have manually selected records in a large list. Users can also use a filter or query to isolate the records to report on. Quick Prints include any records that appear on the current list.

Click the Quick Print icon in the menu bar.

Quick Print pulls all of your students

unless you do a "Show Selected"

(see 5.1.1) then a quick print.


Select one of the format options. Web Page (HTML): to view the information in an HTML file. CSV: to view the information in a text file that separates each field with a comma. If saved, the file will have a .CSV extension TXT: to view the information in a text file that separates each field with a comma. If saved, the file will have a .TXT extension.

Note: The two comma-separated values formats (CSV and TXT) create identical files; the only difference is the file extension. Some Web browsers only handle one extension properly.

Microsoft Word (DOC): to view the information in a Word document. Different browsers handle quick prints in different ways. Users may need to change browser settings to allow downloads, or use shortcut keys such as Ctrl + S to save the data prior to opening it.

5.4.6 Maximize & Minimize

Users can click on these icons to hide top tabs to allow more records per page to be visible or to return top tabs to their view.

6.0 Creating a Simple Quick Report

Quick Reports provide an opportunity for a user to create a customized report that contains specific data elements. For the example below, this is done from the Student top tab, but quick reports can be created in different areas of the application with elements that are relevant to the chosen area of the application. In the School view, click the Student top tab Click the Reports menu item and select Quick Report In Step 1 of the Wizard, select New Report. Click Next.

In Step 2 of the wizard, select Simple. Click Next. In Step 3 of the wizard, click the Sort A-Z button to sort the fields in the Student table in alphabetical order. The Selected Fields box will automatically contain the data fields from the field set displayed on the screen when entering the quick report function.


Select the desired fields and click the Add >> button to move it to the Selected Fields box. The drop-down menu can be changed from the Student table to a different table to combine data elements from other areas of the application. In the Selected Fields box, click on any fields you do not need and click the Remove button.

Click Next. In step 4 of the wizard, select the field(s) you want to sort by in the Available Fields list and use the Add button to move them to the Selected Fields box. The primary sort will be the first field in the Selected Fields box, the secondary sort will be the second field, etc.

Click Next. Step 5 of the wizard is optional. If you wish to count the records, use these functions to do so. Click Next. In Step 6 of the wizard: Report Title: Enter a title that makes sense for this report.


Print date: If selected, the date the report was generated will appear on the report. Body > Format: Select the format for the report. Body > Font Face: Select the font for the report. Body > Font Size: Select the font size for the report. Body > Grid lines: Select whether the report should have grid lines for horizontal, vertical, or both, or none. Shade alternate lines: If selected, the data will appear with grey shading on alternate lines.

Click Next. Step 7 of the wizard is optional. It allows the user to rename the fields that will appear on the report. To adjust the name of a field, select it from the Field drop-down. In the Title field, give it a name that makes sense. Note that the field is only being re-named for the report – not for the application. Click Next. In Step 8 of the wizard, the report may be saved for future use. To save this quick report, click the Save As radio button. In the activated Name field, type a name for the saved report. A school user will likely be able to set the Owner type to School so the report is available to other users in the school. Click Finish.


7.0 Demographics

Student Demographics are the quantifiable information about the students – their date of birth, contact information, their parent/guardian information, grade level and more. This information is entered when you first register a new student, and continues whenever demographic information is updated throughout the student’s attendance in BC Schools.

7.1 Student Demographics

When you first register a student, you will collect information like their full legal name, gender, date of birth and Year of Graduation (which will calculate their grade level). You can also record telephone number(s), address(es), homeroom and home language when entering them into the system. Once they are registered, you can collect numerous additional information for your students.

7.1.1 Main Demographics page

School or District view > Student top tab > select student > Details side tab

The Details page is where you can access and enter the Demographic information for your students. Copious amounts of information is stored on the student from this page. Along the top are several Sub-tabs where more information can be collected and stored (Sub-tabs shown below).

When you first register a student, you will enter in some of this information so that when you get to the Details page, some of this information will already be entered. From here, you can begin filling in the additional information you may require.

7.1.1.1 Formatting of Phone Numbers

Formatting of Phone Numbers in MyEducation BC follow a very specific format:

XXX-XXX-XXXX

If you type in just a string of numbers with no formatting, MyEdBC will automatically change the formatting to match this format, however, it will not change the formatting if you were to put in any other formatting for the phone number.

7.1.1.2 Parent/Guardian Information

The bottom of the screen contains information about parents/guardians and other contacts that the student will have. You can modify this information here or from the Contacts side tab. For more information, see Section 7.2 – Student Contacts.


7.1.2 Addresses

From the Addresses sub-top tab, you can enter both the Physical address and Mailing address for a student. If the Mailing address is the same as the Physical address, you may check the is identical checkbox beside the Mailing Address field and it will tell the system that it is the same information. There is also a drop-down menu for Proof of address. Our district requires for the school to have two documents on file that prove the address. One piece of ID is required to have a photo.

7.1.2.1 Formatting of Addresses

Addresses in MyEducation BC are actually integrated smaller fields that must fit a specific format. When saving the address, a validation procedure will be run, and may stop you from saving the information if the address does not match this format. Data that has been converted or imported may not cause a validation error until you attempt to change the address data on the student record. At that point, you will need to enter the information into the correct format.

Canada Post conventions for street types have been applied to the validation of addresses, so abbreviations must be used when entering a street type. The validation tool provides a selection list for valid street types, if required. You can find the Canada Post conventions street types and more at:

https://www.canadapost.ca/tools/pg/manual/PGaddress-e.pdf

https://www.canadapost.ca/tools/pg/manual/PGaddress-e.pdf


Address Component

User enters . . .

Apt/Unit/Complex

Only the number or letter of the apartment, unit or complex. Do not preface the letter or number with Apt, Unit, etc.

Street number

The street number of the building

Street prefix

Street prefix, if there is one.

Street name

Name of the street, without the street type

Street type

Street type as per Canada Post abbreviation conventions. Example: Rd, St, etc.

Street post direction

Street direction that comes after the street name, if there is one. This value should be the abbreviated street direction. Example: Gordon St SE

Street pre direction

Street direction that comes before the street name, if there is one. This value should be the abbreviated street direction. Example: N Gordon St

The second set of fields will be for RR Number or PO Box

Address component

User enters . . .

RR Number/PO Box

This field may contain: RR, PO BOX, LOT, CONC or GD information. When entering data, these fields should be entered in block caps as follows:

RR

PO BOX

LOT

CONC

GD


The last set of fields in the address will be City, Province and Postal Code.

Address Component

User enters . . .

City

Name of the city, town, etc.

Province

2-Digit Provincial code, i.e., BC or YK

Postal code

Postal code in Canada Post convention format A1A 1A1

7.1.2.2 Entering Addresses in MyEducation BC

1. Type in your address into the fields given.

2. Click on the icon at the end of the address field to open up the validation window.

3. In the pop-up validation window, verify that the address components appear in the correct fields, by clicking the Validate button.

4. If a validation warning is received on entering this window, verify that the address components appear in the correct fields.

a. If they appear that they are correct, check the User validated checkbox. This will open the address fields to be populated manually.

b. Type the address components into the appropriate fields. c. Click OK, then the Save button.


7.1.2.3 Shared Addresses

If an address is already in MyEducation BC, autofill suggestions may appear once you have typed enough of the address to trigger a match in the system. You can also use the magnifying glass to select the address from a list. When selected, this will automatically populate the entire address and identify it as a shared address between the student and the sibling or contact you have selected. Subsequent changes to this shared address will prompt the user to choose if they want to update the address for any or all records attached to the shared address.

The “Shared Address” icon will then appear.

7.1.3 Alerts

The Alerts sub-top tab is where you will be able to see the three Alert categories; Legal, Medical and Other. Student alerts are important bits of information about a student that are represented by an icon next to the student's name on student pages. These icons alert users to information they should know about a student. The information you enter about each alert will be visible to any user who has Read access to the Alerts table in their Security Role.

7.1.3.1 Legal Alerts

Legal Alerts can inform users about certain legal situations they should be aware of. These are most often used for child custody, safety or legal issues surrounding the student’s family situation. Some court documentation is typically on file at the school for these students.

7.1.3.2 Medical Alerts

Medical Alerts can inform users about a student’s life-threatening medical condition. Other health conditions that are not considered life-threatening will be stored in the Other Alerts category using Health Alert. These two different types of alert will produce different alert icons.

7.1.3.3 Other Alerts

Other Alerts can inform users about any other important information staff members should know about a student, such Family Alerts, Health Alerts or other Information Alerts. When you create an Other alert, you select the icon you want to appear.

The most common example of an Other alert would be the Health Alert. This will be used for non-life threatening medical conditions.

To create a Health alert, you will click the Add button underneath the Other Alert field, to bring up the Other Alert pop-up. Fill in the description for that Health Alert and choose the


“Health Alert” icon from the drop-down menu. Click the OK button to finish the pop-up, and then the Save button on the Alerts page.

The Family Alert icon is most often used to note information on a student’s family situation that is not related to safety or legal matters for that student.

The Information Alert would be used for any other informational alert that you would want users to know about that student.

The ELL Alert should be added to any student who has been coded as ELL on 1701.

7.1.4 Citizenship

The Citizenship sub-top tab contains information about a student’s Country of Birth, Country of Citizenship and corresponding Citizenship code. This page will also contain information for International students, such as Length of Stay, Visa Status and Expiration Date.

7.1.5 Programs

The Programs sub-top tab is where you will assign any Student Programs that a student may be a member of. If a student is assigned a program, it will be done here, and other users may view what programs a student is assigned to.

To assign a program to a student, click the Add button to bring up the Student Program pop-up. When this appears, you can choose the Program code using a pick list. Then assign your school, the start date and end date (if necessary). If this is an aboriginal program assignment, users may choose to add additional information using the Ab school liaison and Ab comment fields.

Note: To add additional Program Codes to the pick list, you can go the Reference Table at the District level and locate the Student Programs table. Here, you can add codes that will become available to all schools in your district.

To modify existing program assignments, you can click the blue hyperlinked name of the program and update the information in the fields as required.


The second part of the Programs page is the Years of ESL section. This information is loaded by the Ministry of Education, and while this value can be modified here, it is recommended to speak with the Ministry before changing this field.

7.1.6 Permissions

The Permission sub-top tab allows you to indicate which permissions that parents or guardians have given for certain student’s information. The fields that appear on this tab include Send Email & Autodialer Calls, Release of Info/Photos Outside of District, Permission to Walk Home, Allow Internet Access, and Field Trip Permission. These fields are strictly informational and do not have functionality outside of this page. If you set Send Email to “No”, it will not remove the parent from the email list when you bulk-send emails to all parents/contacts from the system.

7.1.7 Language & Culture

The Language & Culture sub-top tab is a place where you can record: Home Language, Language Most Used and their First Language. On the other side of the screen will be where you can record their Aboriginal Ancestry, Band of Residence and Status Card Number.

7.2 Student Contacts

MyEducation BC stores information about a student’s contacts and related students. This data can be shared among other students, as can their addresses and other contact information.

7.2.1 Parents/Guardians/Other Contacts

Information on Parents/Guardians and other emergency contacts can be found in two locations in MyEducation BC:

School or District view > Student top tab > Details side tab

The Contact information is at the bottom of the Student details page.

School or District view > Student top tab > Contacts side tab

This contains the same contact information as found on the Details page.

Both of these locations have the same information. The Contacts side tab allows you to change the field set to whatever fields you may require for these contacts. The Details page allows you to access the majority of the student’s information on a single page. You can only add or remove contacts, if necessary, from the Contacts side tab.

The Contacts default is sorted by Emergency Priority. The highest priority is 1; Doctors and Dentists will be converted in as having a priority of 98 and 99. Each contact must have a unique number (i.e. Two contacts cannot be listed as number 1. Each must be 1, 2, 3, 4, etc.) You can modify any contact to change the priority or any other field by clicking the blue hyperlinked number for their Emergency Priority, and then Save the record.


7.2.1.1 Adding a New Contact in MyEducation BC

From the Contacts side tab, click the Options menu and select Add.

From the Student top tab, clicking the Details page will bring up a pop-up with the New Contact page. From the Contacts page, it will simply take you to that same page, with no pop-up.

Once on the New Contact page, you can enter the demographic information for that contact. Fields include first and last name, gender, phone numbers, email addresses, place of employment and addresses. You can also record their relationship to the student, whether they are a Parent/Guardian, their Emergency Priority (1 is the highest value), and several check boxes along the right side to indicate whether the Contact lives with student, Contact can pick up student, if they will receive grade mailing, receive conduct mailing, receive other mailing, receive email; if the contact has family portal access, and if they should be included on IEP. It is important to know that when you are creating contacts, Parents "Type" should be listed as a Regular Contact. Any other emergency contacts (i.e. Aunt/Uncle, Family Friend, Grandparent, etc. should be listed as Type = Emergency Contact).

Avoid creating duplicate contacts

by searching for the contact in the add screen before creating a new contact.


Some of the information you enter here will be informational only – it does not have function in MyEducation BC. If the Contact Has Family Portal Access is selected, the contact can see the student’s information in “Family view” if they have an account created. If Include on IEP is selected, the contact is able to see IEP information on that student.

Addresses will be entered on the Addresses sub-top tab. If this will be the same address as the student, you will want to connect this address with the student’s address. Autofill suggestions may appear once you have typed enough of the address to trigger a match in the system. If you click the autofill suggestion, it will fill in the rest of the fields and when you save the contact, it will create a “Shared Address” icon:

If you do not get an autofill suggestion, you can click the magnifying glass at the end of the Street address field. This will bring up a pop-up with a list of addresses that match what you have typed, and an “owner” field indicating who lives there. If none appear, you may have typed the address differently than exists in the system. Selecting one and clicking OK will autofill all fields and give you the “Shared Address” icon.

If your contact does not have a shared address with another person in the system, simply fill out the remaining fields and click the Save button. There will be a “Not-Shared Address” icon displayed at the end of the Street address field:

7.2.1.2 Adding a Contact That Already Exists in MyEducation BC

If the contact already exists in the system for a different student, you may attach that same contact to another student. Click the magnifying glass at the end of the surname when inputting a new contact and it will attempt to match the surname or next closest surname.

You will want to change the Selection type to “All Contacts” if this person is a contact already in the system. If the contact is an existing staff member, you can choose “All People” from the Selection type list, and this will give you a list of all contacts, staff and students already in the system. If there are multiple people with the same first and last name, you can match the person with the physical address for that person.

Shared Address icon

Not-Shared Address icon


Once you have assigned the shared contact, you will see the Shared Contact icon at the end of the surname. This lets you know that the contact has been shared correctly between the two students.

When you share a contact, this will auto-populate all the existing fields that have already been filled out for this person, including gender, phone numbers, email addresses, and physical & mailing addresses. Clicking the Address sub-top tab will display if the contact has a shared address. This may not mean that the contact has the same address as your student; they could have a shared address with the other student or another contact that they are attached to.

7.2.1.3 Deleting Contacts

If your contact is no longer applicable to your student, you may delete them. Once deleted, they will still be available when assigning a contact to another student down the road, by selecting them from the pick list as shown in Section 7.2.1.2 – Adding a Contact That Already Exists in MyEducation BC.

To delete a contact, you can check the box beside their name in the Contacts section at the bottom of the Details page, and click the Delete button, or else from the Contacts side tab, and then select Delete from the Options menu.

7.2.2 Siblings/Related Students

When you have enrolled a student as a sibling, they will appear in the Contacts side tab > Related Students sub-side tab. If you wish to add a sibling/related student to another, when both are already enrolled, you may also do this from this location.

Shared Contact icon

Shared Address icon


7.2.2.1 Creating a Related Student Record for two students in the system

From the Student top tab, select your student by clicking the checkbox beside their name. Then, from the Contacts side tab > Related Students sub-side tab, select Add from the Options menu.

This will produce a page that has a Name field with a magnifying glass to select your student, along with a Relationship drop-down menu to select how the related student is connected to your student.

Click the magnifying glass to select your related student. This will produce a pick list of all active students in your School/District. Select that student and click the OK button. Choose the relationship between the two students and click the Save button.


To properly connect related students, you must add the relationship in both students. This will look like the relationship has been added twice in the Related Students side tab. If the relationship is setup correctly, their relationship will appear in the students Demographics page.

To delete a relationship between two students, click the checkbox beside your student’s name

and choose Delete from the Options menu.

Note: If you need to connect two students who are not in the same district, this can be done by the Fujitsu Service Desk at the Enterprise level.


8.0 APPENDIX: Demographic Reports

8.1 Student Profile School or District view > Student top tab > Reports menu > Other Jurisdiction > Student Profile

The Student Profile report prints out individual reports for each student you select. You can choose to run it for the Selection on your screen, or else you can choose to run it for All students, by YOG or Homeroom. The Input screen allows you to only run for Active students, and whether or not to include Secondary (cross-enrolled) students.

Student Profile input screen:

Student Profile report:


8.2 Student Directory

School or District view > Student top tab > Reports menu > Other Jurisdiction > Student Directory

The Student Directory report prints out a list of each student you select, one student per line. You can choose to run it for the Selection on your screen, or else you can choose to run it for All students, by YOG or Homeroom. The Input screen allows you to only run for Active students, and whether or not to include Secondary (cross-enrolled) students.

Student Directory input screen:

Student Directory report


8.3 Student Contacts

School or District view > Student top tab > Reports menu > Other Jurisdiction > Student Contacts

The Student Contacts report prints out a page for each student in a school that you identify that displays the student’s Name, Pupil # and Homeroom, along with all contacts associated with that student. The contacts will list the Emergency Priority number, Name, Relationship and two phone numbers for each contact.

Student Contacts input screen:

Student Contacts report:


8.4 Student Address Labels

School or District view > Student top tab > Reports menu > Student Address Labels – 5161 School or District view > Student top tab > Reports menu > Student Address Labels – 5960

There are two sizes of Student Address Labels available in MyEducation BC: Ones that are formatted 1” x 4” for Avery 5161 (also will fit 5961) and 1” x 2.63” for Avery 5960 (will also fit 5160) labels.

Student Address Labels – 5960 input screen:

Student Address Labels – 5960 report:

Student Address Labels – 5161 report:


8.5 Permanent Student Record

School or District view > Student top tab > Reports menu > Permanent Student Record

The Permanent Student Record report is used to document the history of a student’s education program. The report will track a student’s enrollment information, inclusions, attendance and achievements.

You are able to print the report for a Selection of students on the screen (highlight students by checking the boxes beside their names, and choosing Show Selected from the Options menu), All students in your school, a specific Year of Graduation (YOG) or a Snapshot of students that you have saved.

Permanent Student Record input screen:


Permanent Student Record report:


8.6 BC Student Information Verification Form

School or District view > Student top tab > Reports menu > BC Student Information Verification Form

The BC Student Information Verification Form is a full report of the student’s demographic and contact information that is sent home with the student for a Parent/Guardian to enter or confirm existing information on the student. You have the option of printing the form with the student’s information, or you can print a blank form for the Parent/Guardian to fill in.

BC Student Information Verification Form input screen:


BC Student Information Verification Form report (page 1):


BC Student Information Verification Form report (page 2):


9.0 Other Demographic Reports

9.1 Birthday List

School or District view > Student top tab > Reports menu > Other Jurisdiction > Birthday List

The Birthday List report will print out a list of birthdays for the students at a school that match

your input type: Current Selection, All, a Single Day, a Week or a Month. You can sort the results by Date or Name.

9.2 Bus List

School or District view > Student top tab > Reports menu > Other Jurisdiction > Bus List

The Bus List report will give you a list of what bus routes students are expected to take arriving to school, leaving school or both.

9.3 Homeroom List

School or District view > Student top tab > Reports menu > Other Jurisdiction > Homeroom List

The Homeroom List is a summary of the rosters of each homeroom in your school. This report prints out the Homeroom number and Teacher name, along with the Pupil #, Name, YOG and Sex of each student.

9.4 Locker Assignments

School or District view > Student top tab > Reports menu > Other Jurisdiction > Locker Assignments

Locker Assignments will give you a breakdown of what lockers are assigned to which students. You may choose to run the report for All students, Students without lockers, All lockers, Unassigned lockers or All lockers and students. The report will display a student’s Pupil #, Name, YOG along with the Locker # and Combination for which it is assigned. Refer to the School Setup reference guide for information about assigning lockers to students.

9.5 Student Alerts

School or District view > Student top tab > Reports menu > Other Jurisdiction > Student Alerts

The Student Alerts report will allow you to print out a summary of Student Alerts for a selection of students that you determine based on All students, a particular YOG or an individual Homeroom. You may also decide to print the report for only Medical Alerts, Legal Alerts, Other Alerts or All.

The report will give a list of all alerts for all students that were chosen in the Input screen, along with the descriptions for each alert.


9.6 Student List

School or District view > Student top tab > Reports menu > Other Jurisdiction > Student List

The Student List is a list of chosen students in your school, based on a Selection, YOG, Homeroom or All students. When run, you can choose how to sort the list, by Name, YOG or Homeroom. This report will display the Pupil #, Name, YOG, Sex and Homeroom for each student listed.

10.0 Attendance (Elementary Twice Daily)

10.1 Attendance - Daily Office side tab

1. School view > Attendance top tab > Daily Office side tab > = Twice Daily Attendance

a. The Daily Office side tab is useful for entering attendance for: i. Multi-day ii. Multi-student iii. Elementary, Middle, and Secondary

b. The use of this side tab is useful for creating attendance records based on phone calls from home (school answering machine messages) but can be used to enter all types of attendance.

c. Entries made in this side tab automatically update the Class Office side tab.

2. In the Name/ID field, type the student’s name. If you enter a partial name, make

your selection from a pick list.

3. At the Code field, click to select the code you want to update most students to, such as A for Absent or L for Late.If you want to enter more detailed information for each code, select the Show Popup checkbox. Otherwise, deselect this checkbox.If your school takes second daily attendance, before clicking Add, click the drop-down to select whether you want the attendance code to apply to the student’s AM daily attendance record, PM daily attendance record, or both. If you enter an AM and a PM record, you MUST put a reason for both AM and PM.


4. Make sure the Date field has the proper date entered. 5. Click Add. If you

selected the Show Popup checkbox, the Add Attendance pop-up appears (at right).

6. To enter this same attendance code for more than one day, click Multiple Dates.

7. Enter the appropriate attendance data and click Save.

8. The student’s

attendance record

appears in the list.

10.1.1 Enter Attendance for Several Students at Once from the Office

1. School view > Attendance top tab > Daily Office side tab 2. At the Code field, click to select the code you want to update the students to,

such as AE for Absent Excused. 3. If you want to enter more

detailed information for each code, select the Show Popup checkbox. Otherwise, deselect this checkbox.

4. If your school takes second daily attendance, before clicking Multi-Add, click the drop-down to select whether you want the attendance code to apply to the student's AM daily attendance record, PM daily attendance record, or both.

5. Make sure the Date field has the proper date entered.

6. Click Multi-Add. If you selected the Show Popup checkbox, the Add Attendance pop-up appears (at right).

7. Select Section, Homeroom, Query, Snapshot, or Selection.


8. In the resulting pick list, select the homeroom, section, students, query, or

snapshot containing the students you want to enter the same attendance code for.

9. To determine what you want the system to do if students you include already have an attendance record for the date, select Skip or Replace.

10. To enter this attendance record for the selected students for multiple dates, click Multiple Dates. The Multi-Add Attendance pop-up now displays a Start date and End date field:

11. Enter the date range. The system creates the attendance record for each date in the date range. Note: To enter attendance for one date, click Single Date.

12. Enter any information required for the records. 13. Click Save. The attendance records for the students you selected appear on the

Daily Attendance Office Input page:

10.2 Attendance - Daily Roster side tab

1. School view > Attendance top tab > Daily Roster side tab a. The Daily Roster side tab is useful for entering attendance:

i. For paper-based attendance supplied by a TOC 2. Click the box in front of the homeroom or class you want to add attendance for

and click on the Students leaf.


3. In the Code column, click the correct code for any students who are not present. 4. Click Save. 5. Use the record navigation bar to move through homerooms or classes.

6. Remember to enter the attendance for both the AM and the PM "course" for each

of the teachers if you are entering the TOC attendance for the whole day in schools that take Twice Daily Attendance.

10.3 Attendance – Class Office side tab

1. School view > Attendance top tab > Class Office side tab a. Offers the most comprehensive view of how attendance works in a school. b. Can be used for all types of attendance except multi-day attendance

entries. c. This section will only cover Class Office attendance in an elementary

school with a Twice Daily Attendance set up (AM and PM)

2. Office staff taking attendance can view and take attendance from the Class Office side tab under the Attendance top tab. From here, the filters are very important, as they will save a lot of time finding students, and working with the existing records.

3. The Class Office side tab displays both the Daily Code value (if it exists) as well as the individual periods that exist in your school structure where you can add or edit attendance for each period (AM, PM, 1, 2, 3, etc.)

a. The Daily Code column represents attendance records created in the office.

b. The Period (AM, PM, 1, 2, 3, etc.) represents attendance records generated by teachers in the classroom. (these entries are generally not edited in the office in a school that takes twice daily attendance; only in "course-based" schools)

Office Teachers


10.3.1 Class Office Filters

The default filter will be All Records. This will show you every student in the school,

regardless whether they have an existing attendance record or not. This is useful when

you will be adding a new attendance record for a student on the given day. If you are

looking to filter the list to only students that already have Attendance records assigned,

you will use one of the other filters.

The Attendance Activity filter will narrow the list of students to those who have any

attendance records assigned to them on the given date, regardless of whether they are

Daily Attendance or Class Attendance records. This filter is useful when you want to

work with only the Attendance Records for a day; perhaps to modify existing ones or to

remove the record for a student.

The Attendance Discrepancy filter will display all students who have a Daily

Attendance value of Absent, but have no Absent records for any of their classes. As

soon as a student has a single Absent record assigned to one of their classes, they will

no longer appear in this filter. That is, it does not consider that they may have an Absent

Portion value of 1.0 but have only been marked as missing one class.

10.3.2 Taking Class Attendance in the Class Office side tab

1. If an Office staff member has given a student an existing Daily Attendance record

by using the Daily Office or Daily Roster

side tabs, the Daily Attendance value will

appear in the Daily Code column.

2. If a teacher has Posted attendance for

his or her class, the value will appear in

the AM or the PM column.To take Class

Attendance from this view, click on the

ellipsis in the Daily Code column in the

appropriate Student. This will open a

popup, and you can then assign the

attendance codes and reasons for the

student in that class.

3. If it is an all-day absence, there must be

a Portion absent = 1, AM code (Absent

Excused – AE) and Reason, and a PM

(Absent Excused – AE) code and

Reason. Always check to ensure the

date is correct.


10.3.3 Entering a Late Record from the Office (Class Office)

Attendance top tab > Class Office side tab > = All Records To enter a student Late in the Class Office side tab, you must enter a time in order to Save the record:

1. Click the ellipses in the row beside the student name. A window will open to allow the creation of the Attendance record.

2. Ensure the student's name is correct. 3. Verify the correct date. 4. Check the box beside Late 5. Below the Arrivals & Departures area of

the screen, click Add. 6. Select Arrival for the Type. 7. Enter a Time for the "Late" arrival (required). 8. Click the box beside "Is excused?" if relevant. 9. Click OK

10.3.4 Entering Arrivals and Departures in the Office

MyEdBC will only allow a single "daily" attendance record to be created for a single student. If a student leaves or comes back to the school within a given day, it is entered as an Arrival or Departure and "appended" to the original entry. For example, if a student arrives "late" in the morning and then leaves the school early for an appointment, it is entered into the same attendance record in the Class Office side tab:

Attendance top tab > Class Office side tab > = Attendance Activity

1. Click the Daily Code attendance entry for the correct student.

2. Click Add below the Arrivals & Departures portion of the screen.

3. Choose Departure from the Type drop down. 4. Enter the time. 5. Click the box beside "Is excused?". 6. Click OK


10.3.5 Entering Attendance for a "Group" using a Snapshot

1. You can create attendance records for a group of students if they are going to be

away en masse for a field trip, athletic event, etc. 2. Go to Student top tab > Snapshot side tab, select and copy the "name" of your

snapshot to your clipboard e.g. Volleyball Team. (If you haven't already created the snapshot, you must create it prior to assigning the attendance.)

3. Click the Attendance top tab > Class Office side tab > Options > Multi-Add Class Attendance

4. Students to include = Snapshot

5. Search value = "paste" the name of the snapshot here. (it must be exact) 6. Select the correct date. 7. Click the magnifying glass to enter the periods affected (AM, PM, or AM and

PM). 8. Attendance code – AUTH (for field trip) 9. Click the magnifying glass to enter the Attendance Reason (field trip). 10. Uncheck Overwrite existing (checking this box will overwrite a previous

attendance record for any student in the snapshot who has already been marked

Absent for the day)

10.4 Attendance Reports

MyEdBC comes with several stock reports that will be useful on a daily basis or during the school year. Reports will be visible in various locations throughout MyEdBC, although the majority will be found under the Attendance top tab. This summary is not meant to be an exhaustive list of all Attendance Reports, but rather some highlights of the range of reports available to you, in addition to details on the more commonly used reports in the system.


10.4.1 Class Attendance Post Verification

The Class Attendance Post Verification report will let the office know which teachers have posted their Class Attendance, and which teachers still need to post. This report can be run several times during the day, after the teachers have been reminded to post, to confirm that they have indeed Posted their Class Attendance. If the teacher insists that they have posted the attendance and it still does not appear on this list, confirm that they can see the confirmation date and time on their class roster under the Attendance top tab in Staff View:

You have the choice when running the report of whether to show only those that have not posted attendance, or all teachers including what time attendance was posted. This report can be found in the following locations:

School view > Attendance top tab > Class Office side tab > Reports > Class

Attendance Post Verification

10.4.2 Attendance Classroom/Homeroom Input

The Attendance Classroom Input and Attendance Homeroom Input are two types of class roster lists that you can give a teacher who will be taking attendance manually for their class, and handing them into the office to be entered into the system. You will use the Attendance Classroom Input report if you have set your Daily Attendance preferences to use Period for the Classroom Input Type and you will use the Attendance Homeroom Input report if you have set your Daily Attendance preferences to use Homeroom for the Classroom Input Type.

These reports can be found in the following locations:

School view Attendance top tab > Daily Office side tab Attendance top tab > Daily Roster side tab Attendance top tab > Daily History side tab


Sample 1:

Sample 2:

10.4.3 Print Attendance Bulletin

The Attendance Bulletin report lists all students recorded as Absent that day. You may wish to run the Class Attendance Post Verification report first to ensure that all teachers/office staff have posted their attendance, however the report can be run multiple times as your staff attendance is Posted. The report will display names of students along with their Year of Graduation, Homeroom, Attendance codes applied, and time (if applicable). There is a summary at the bottom that will list all Absences, Lates and Dismissals, both Excused and Unexcused.

This report can be found in the following locations:

School view Attendance top tab > Daily Office side tab Attendance top tab > Daily Roster side tab Attendance top tab > Daily History side tab


Sample:

10.4.4 Principal's Attendance

The Principal’s Attendance report can be configured in many ways to customize attendance information captured in a school.

This report can be found in the following locations:

School view Attendance top tab > Daily Office side tab

Attendance top tab > Daily Roster side tab

Attendance top tab > Daily History side tab

Attendance top tab > Daily Summary side tab


Samples:

10.4.5 Other Daily Attendance Reports

Attendance Call Sheet

Gives a list of all students with Attendance records for a given day, along with

their highest priority contact and their phone number.

This report can be found in the following locations: School view

Attendance top tab > Daily Office side tab Attendance top tab > Daily Roster side tab Attendance top tab > Daily History side tab


Attendance History

Gives an Attendance Summary between two dates for a given student or

students.


Student top tab > Attendance side tab

Consecutive Absence List

Lists students with multiple consecutive absences by class period.


Attendance top tab > Daily Office side tab Attendance top tab > Daily Roster side tab Attendance top tab > Daily History side tab

11.0 Conduct

11.1 Entering a Conduct Incident When a student breaks a school rule, you can enter a conduct incident in MyEducation BC. Then, you can add the actions you take to discipline the student for that incident. Office staff or administrators responsible for discipline at your school probably enter several conduct incidents for different students every day.

11.1.1 Entering a Conduct Incident for a Student

To enter conduct incidents:

1. From the School view, click the Conduct tab. The Office Input page appears with the cursor in the Name/ID field.

2. Do one of the following to search for a student:

• Type a student’s full or partial name. If an exact match cannot be found, a list of students appears, starting with the closest match. • Type a student’s Pupil #.

3. Click Add. The Conduct Entry dialog box appears:


4. Use the following table to enter information in the fields:

Field Description

Student > Name

The student’s name appears. You can click to select a different student’s name.

Primary Code

Click to select the code that best describes the incident or is the most egregious

offense (if more than one). For example, if a student was caught smoking and cutting

gym class, you might select Smoking as the primary code.

Additional

Codes Click Add to select any additional, or secondary, offenses related to the primary offense. The offense name(s) appear.

Note: You can select as many codes as needed.

Date Today's date automatically appears. Or, type or select the date the incident

occurred.

Time The current time automatically appears. Or, type the time the incident occurred.


Field Description

Location Select the location of the incident.

Owner > Name Click to select the name of the administrator responsible for entering this

conduct incident.

Referral Staff >

Name Click to select the name of the staff member who reported the incident.

Victim/Target >

Name *Do not fill this in as our district policy indicates we do not name victims*

Meeting Date Type or select the date of the meeting, if one has been scheduled, to discuss the

incident with the student. [optional]

Activity Date Type or select the date that the student can return to activities (sports, clubs, etc.) if

you revoke their privileges. [optional]

Incident ID If you auto-assign incident IDs, the system automatically enters an ID. You can edit

this value to match another conduct incident that might be related. To assign a new

incident ID to an existing incident, on the Options menu, click Reassign incident

ID.

Description * Type a detailed description of the incident.

Narrative Type a detailed description of the incident.

5. Add actions, if applicable. Then save the record. See section 11.2.1 – Entering a conduct

action while entering a conduct incident.

6. If you do not have any actions determined yet, click Save to save the incident report and

enter actions later. See section 11.2.2 – Entering a Conduct Action at a later date to learn how to add Conduct Actions after you have saved an incident.

11.1.2 Entering a Conduct Incident for Multiple Students

To enter conduct incidents: 1. From the School view, click the Conduct tab. The Office Input page appears with the cursor

in the Name/ID field. Click the Multi-Add button.


2. This will bring up the multi-add window. The first section will let the system know how you would like to determine which students to include. Choose Selection for a pop-up window to appear to allow you to pick from a list of all active students in your school. Choose Snapshot to assign students from a saved snapshot stored on the student top tab. The system also allows you to decide if you would like a single shared Incident ID for all students in this incident, or each one student can have a separate ID number.


3. Use the following table to enter information in the fields:

Field Description

Student > Name The student’s name appears. You can click to select a different student’s

name.

Primary Code

Click to select the code that best describes the incident or is the most

egregious offense (if more than one). For example, if a student was caught

smoking and cutting gym class, you might select Smoking as the primary code.

Additional Codes Click Add to select any additional, or secondary, offenses related to the primary offense. The offense name(s) appear.

Note: You can select as many codes as needed.

Date Today's date automatically appears. Or, type or select the date the incident

occurred.

Time The current time automatically appears. Or, type the time the incident

occurred.

Location Select the location of the incident.

Owner > Name Click to select the name of the administrator responsible for entering this

conduct incident.

Referral Staff >

Name Click to select the name of the staff member who reported the incident.

Victim/Target >

Name *Do not fill this in as our district policy indicates we do not name victims*

Meeting Date Type or select the date of the meeting, if one has been scheduled, to discuss the

incident with the student. [optional]

Activity Date Type or select the date that the student can return to activities (sports, clubs,

etc.) if you revoke their privileges. [optional]

Incident ID If you auto-assign incident IDs, the system automatically enters an ID. You can

edit this value to match another conduct incident that might be related. To

assign a new incident ID to an existing incident, on the Options menu, click

Reassign incident ID.

Description * Type a detailed description of the incident.

Narrative Type a detailed description of the incident.


4. Add actions, if applicable. Then SAVE the record. See section 11.2.1 – Entering a conduct action while entering a conduct incident.

5. If you do not have any actions determined yet, click Save to save the incident report and

enter actions later. See section 11.2.2 – Entering a Conduct Action at a later date to learn how to add Conduct Actions after you have saved an incident.

Note: If you choose to enter the actions for a multiple student Conduct Incident, you will have

to enter the actions for each individual student one at a time. Best practice is to enter the

Conduct Actions for a multi-student Conduct Incident at the time you create the Incident.

11.1.3 Viewing Conduct Incident History

You can view the Conduct history for your school day-by-day or in a list format for the entire school year. School view > Conduct top tab > Office Input side tab From here, you can view all conduct incidents for a given day at your school. You can change the Incident Date using the date field in the top right of the screen to select your date, and it will list all incidents by Student Name as a default. You may change the sort at your own discretion, as well as modify the fields you view in the Field Set management. You may also choose to look at a list of all conduct incidents at your school over the current school year. School view > Conduct top tab > Incident History side tab


Here you can view all conduct incidents at your school for a given year, listing all incidents by Student Name as a default. You can click the blue, hyperlinked name of the student to get the details for the Incident.

11.2 Entering a Conduct Action

You can enter Conduct Actions at the same time as entering a Conduct Incident, or else you may enter the incident and then the actions at a later time or date.

11.2.1 Entering a Conduct Action While Entering a Conduct Incident

After entering your Conduct Incident, you may wish to add the appropriate Conduct Action at the same time. Before you click the Save button after entering the Incident, click the Actions sub-top tab to move to the Actions section of the incident, and click the Add button.

This will bring up the Conduct Action pop-up.


Here, you can put in an Action Code – taken from the Conduct Action reference table; a Start Date of when the Action will commence; an End Date when the last day of the Action will be; the option to say that the action is closed; and a description field. Enter these values and click the OK button. When you return to the actions page, you will be able to save the record.

11.2.2 Entering a Conduct Action at a Later Date

If you enter a Conduct Incident and either are not ready to enter the Conduct Action until later, or else want to change a Conduct Action for an existing Incident. In order to do this, you will need to go to the following location in MyEducation BC: School view > Conduct top tab > Incident History side tab From here, you will see all the Conduct Incidents for your current school year. This list will be sorted by the student’s name, although you can change the sort and field set to suit your purpose at any time. Choose the Incident you wish to add or edit the Conduct Actions for by clicking the blue hyperlink of the name of the student for the date you wish to edit. When the Incident details open, click the Actions sub-top tab. There you may click the Add button to add a new Action or click the blue hyperlinked name of the existing action if you wish to make a change.

When finished, click the Save button to confirm the new Action.

11.2.3 Viewing Action Changes to an Incident

When looking at a Conduct Action, you may want to see if any changes have been made to the action, and what changes were made if they were.

This will give a list of changes made to that particular incident and action. You have the option of looking for just today, yesterday, this week, last week, this month or all records.


11.3 Deleting a Conduct Record

In the event you wish to delete a Conduct Incident or Conduct Action, you may do so easily in MyEducation BC.

11.4 Deleting a Conduct Incident You may delete a Conduct Incident from three different locations in MyEducation BC, depending on how you would like to search for a particular incident.

11.4.1 Deleting Incidents at your school during the school year

School view > Conduct top tab > Incident History side tab This view will display a list of all incidents for all students at your school. This list will be sorted by the Student Name; however, you can also choose to browse by date if you are looking for a particular incident. When you have found the incident, click the checkbox beside its name, and then choose Delete from the Options menu.

11.4.2 Deleting incidents at your school on a particular date

School view > Conduct top tab > Office Input side tab

From this view, you can choose to select a single day during the school year when the Incident may have occurred. If you wish to check the day before or the day after, you can quickly go from day to day using the icons on either side of the date.

When you have found the incident, click the checkbox beside its name, and then choose Delete from the Options menu.


11.4.3 Deleting Incidents for a particular student

School view > Student top tab > Conduct side tab > Incidents sub-side tab From the Student top tab, you can select a student, and choose the Conduct side tab to see all Incidents that have been assigned to that particular student for the current school year. These will be sorted by Date by default; however you can change this using the Sort icon if you wish. If you wish to see incidents from a previous school year, you can change the filter to All Records. When you have found the incident, click the checkbox beside its name, and then choose Delete from the Options menu.

11.5 Deleting a Conduct Action

You may delete a Conduct Incident from three different locations in MyEducation BC, depending on how you would like to search for a particular incident.

11.5.1 Deleting Actions at your school during the school year

School view > Conduct top tab > Office Input side tab This view will display a list of all actions for all students at your school. This list will be sorted by the Student Name; however, you can also choose to browse by date if you are looking for a particular incident. When you have found the incident where the action was assigned, click the blue hyperlinked name of the student to bring up the Conduct pop-up.


When the pop-up appears, click the Actions sub-top tab. Select the checkbox beside the Action you wish to delete, and then the Delete button. When you are finished deleting all Actions for that incident, click the Save button.

11.5.2 Deleting Actions at your school on a particular date

School view > Conduct top tab > Office Input side tab From this view, you can choose to select a single day during the school year when the incident may have occurred. If you wish to check the day before or the day after, you can quickly go from day to day using the icons on either side of the date. When you have found the incident, click the checkbox beside its name, and then choose Delete from the Options menu.

11.5.3 Deleting Actions for a particular student

School view > Student top tab > Conduct side tab > Actions sub-side tab From this location, you can view all actions that have been assigned to that particular student for the current school year. These will be sorted by Date by default; however, you can change this using the Sort icon if you wish. If you wish to see actions from a previous school year, you can change the filter to All Records. When you have found the action, click the checkbox beside its name, and then choose Delete from the Options menu.


11.6 Detentions

11.6.1 Assigning Detentions

Detentions are Conduct Actions that have extra functionality in MyEducation BC. When you select the Action Code for Detention, it will bring up a calendar underneath with a count of detentions and a calculated End Date.

In the calendar, click a rectangle representing the first day of the student's detention. The rectangle turns blue, and the Start Date and No. of detentions fields are automatically populated. Repeat as needed.

Note: To deselect a day, click the rectangle again. It turns white. The first day you select is

the first day the student's name appears on the detention list. The student will appear on

the detention list every day selected until the detention is served.

11.6.2 Taking Detention Attendance

Take detention attendance in the School view by clicking the Conduct tab, Detentions side-tab. A roster of students with unserved detentions on a specified date appears. When a student is marked present, a Detention Served record is created, giving them credit for a single detention. Detention actions are automatically closed when the number of detentions served matches the action penalty time. Students are removed from the roster when they no longer have outstanding detentions.


To take detention attendance: School view > Conduct tab > Detentions side tab.

1. A list of students who have unserved detentions appears:

2. To filter the detentions by code, such as Office Detention or Saturday Detention, click the Code drop down. This will default to having the code Detention.

3. For each student, select the checkbox in the appropriate detention column to mark them present.

4. Click Save. The system automatically reduces the Detention Count field by 1 and

updates each student's Detention Served record (Student tab > Conduct side tab >

Detentions Served).

11.7 Suspensions

11.7.1 Assigning Suspensions

Suspensions are Conduct Actions that also have extra functionality in MyEducation BC. Similar to Detentions, a calendar will display to allow you to choose when a suspension will start and finish when you have set them up properly.


In the calendar, click a rectangle representing the first day of the student's suspension. The rectangle turns blue, and the Start Date and suspension duration fields are automatically populated. Repeat as needed.

Note: To deselect a day, click the rectangle again. It turns white.

11.7.2 Suspensions Automatically Populating Attendance Codes

When an Action Code that results in an absence from school or an absence from classes, such as OSS (Out-of-School Suspension) or ISS (In-School Suspension) is used, MyEducation BC instantly marks the student absent on the designated days in both the Attendance Office and on the Attendance Input screens of all of the student’s teachers.


12.0 APPENDIX 1: Conduct Reports

12.1 Conduct Action List Run the Conduct Action List report to view a list of student conduct incidents and their associated actions. This report sorts actions by students’ last names. To run the Conduct Action List report: District or School view > Conduct top tab > Reports menu > Conduct Action List report

1. The Conduct Action List dialog box appears. 2. Enter the report parameters. The report appears in the format you select.

Conduct Action List input screen:

Conduct Action List report:


12.2 Conduct Totals Run the Conduct Totals report to view the number of conduct incidents or actions, broken down by category, reported at your school during the specified date range. There are many ways to group totals. For example, you might set the Group totals by field to Incidents by location to see if more lunch monitors are needed in the cafeteria. Or, to see how many students have displayed a particular disruptive behavior, group totals by Incident. To run the Conduct Totals report: District or School view > Conduct top tab > Office Input side tab > Reports menu > Conduct Totals District or School view > Conduct top tab > Incident History side tab > Reports menu > Conduct Totals District or School view > Conduct top tab > Action History side tab > Reports menu > Conduct Totals Enter the report parameters. The report appears in the format you select. Conduct Totals input screen:


Conduct Totals report:

12.3 Conduct History Run the Conduct History report to view all conduct incidents entered for a single student within a date range. This report sorts incidents by date in ascending order. For each incident, the report displays the following information:

• Date

• Referred by

• Incident Code

• Administrator To

• Time

• Description

• Place

• Table of Actions

Run the Conduct History report: School view > Student top tab > Conduct side tab > Reports menu > Conduct History report District view > Student top tab > Conduct side tab > Reports menu > Conduct History report Enter the report parameters. The report appears in the format you select.


Conduct History input screen:

Conduct History report:

12.4 Suspension Notice

Run the Suspension Notice report to print a letter to be sent to parents/guardians regarding their child's suspension. This letter goes into the student's file. You have the option of printing a parent copy, student services copy, and school copy.


To run the Suspension Notice report:

1. From the School view.

2. Click the Conduct tab.

3. Click the Incident History side-tab.

4. Search for and select the student.

5. On the Reports menu, click Suspension Notice. The Suspension Notice dialog box

appears.

6. Enter the report parameters.

Note: If you need to print an additional copy of this letter to be sent to another address (such as

for divorced families), select the Alternate mailings checkbox.

7.

Suspension Notice input screen:


Suspension Notice report:

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