SOIN Administrators New School Year Review •Marking Period Setup •Event and Holiday setup •Website Content check: add photo galleries and newsletters •Staff whiteboard: enter welcome back to school note to staff •Check Users: delete non-returning users •Check User Type Links and definition of user types and divisional access. •Reset Password •How to open (and block) parents, students and teachers access to academic info. •Support: Responsibilities, Resources and Expectations • SOIN Policy • Issue Tracker • SOIN Resource Links • Client Computer Requirements • Issue Report and Change Form for your users
Transcript
SOIN Administrators New School Year Review
•Marking Period Setup •Event and Holiday setup •Website Content check: add photo galleries and newsletters •Staff whiteboard: enter welcome back to school note to staff •Check Users: delete non-returning users •Check User Type Links and definition of user types and divisional access. •Reset Password •How to open (and block) parents, students and teachers access to academic info. •Support: Responsibilities, Resources and Expectations • SOIN Policy • Issue Tracker • SOIN Resource Links • Client Computer Requirements • Issue Report and Change Form for your users
Marking Period SetupTo setup Marking Periods, click on School Setup => School setup
and click on the ‘Marking Period Setup’ button after selecting the Division
Marking Period Setup (con’t)
• Marking period dates tell the system when to allow users access to the system and how to arrange the academic data. For example, the grade book, report card and attendance modules work based on the marking period in terms of getting the final average and sum of the data across a date range.
• Setup Note1: You need to repeat MP setup for each school and grade level
• Note2: Make certain that dates are consecutive including summer days, holidays and weekends. If a day does not fall in the marking period dates then users will not have access to the site.
Events & Holiday Setup
1. Double Check all ‘Holiday-School Closed’ events are entered into the Events Module. Click on Events\Meetings and then on ‘Manage Events form the left side menu
2. Select “Holiday-School Closed form the dropdown menu, and yearly radio button, then click GO to get a list of Holidays for the coming year.
Events & Holiday Setup (con’t)
•To add an event, check the select box, then click on the Schedule Event button.•To change an existing event, check the select box, then click on the Modify Event button.•To remove an event from, check the select box, then click on Delete Event button.
Events & Holiday Setup (con’t)
• Holidays-School closed are dates that the system views as not in session, so these dates will not show up in the attendance module, they will not be available as due dates for the assignments module and they will be subtracted from the total number of ‘school days’
• Events and holidays are shown on the today’s events section, the my calendar and events links. During rollover, the events were repopulated based on the dates from last year. You may need to adjust them.
Events & Holiday Setup (con’t)
• If events are to be deleted, select the event and click on the Delete button
• If events need to be added, click on the ‘Schedule Events’ button and add events accordingly.
• Click on the Academic Calendar link to view the events in the calendar.
Events & Holiday Setup (con’t)
• IMPORTANT NOTE: Schools can submit a Events\Holiday template by Friday August 29 and SOIN will upload it to your Events\Holidays module
Update Website Content
• Staff White Board – It’s a good idea to enter a welcome message in the
Staff Whiteboard, since it is a ‘clean slate’ for the new school year. Enter messages in other languages like Hebrew or ask your academic admins to enter a welcome note.
• Newsletters• Photo Gallery
– Check the newsletter and photo gallery link to make sure that there is data to view.
Double Check Users
• Staff and Single Student / Parent Accounts– Review the user accounts, especially staff
members and de-activate users who are no longer with the school (User Maintenance >User Setup >>> User View)
• Complete Families no longer returning– Review family accounts and de-activate family
accounts for families not returning (User Maintenance > User Setup >>>Family View)
Check User Type Links
• Make Sure distinct user types have the links they need, and none they should not have. For example, Parent user types should not get the “Class Setup” link.
• A check under the ‘Selected’ column gives all users of that type access to that page. A check under ‘Restricted’ indicates that at least 1 user has that access.
Check Divisional Access
• Double Check Divisional Access – make sure staff members have the correct divisional access to perform their duties (User Maintenance > User Setup >> Select User >>Update User)
Reset Passwords
• Review resetting passwords – since many users will have forgotten passwords
• Resetting passwords gives the user a temporary password which allows the user to log-in and choose a permanent password (along with a security question)
Open Access to Parents and Teachers
• When you are ready to release academic information to parents and students, there is a parameter which allows or blocks parent and student access (there is another parameter which governs teacher access)Left side menu: School Setup > School Parameters
• The Parameter, under ‘Schools Setup’ group, is <<Parents and students can access academic and school information>> Y= allow access; N= access blocked
SUPPORT: Responsibilities, Resources and Expectations
SUPPORT: Issue Tracker
• ISSUE TRACKER – all issues, questions and suggestions should be posted to the Issue tracker. Personal emails will no longer be accepted for Support issues.
• Be sure to answer all questions and be as detailed as possible in your description.
• SOIN admins, office staff, Academic and Divisional Admins have access to IT
SUPPORT: Resources• SOIN now has valuable resource pages on Google Sites where
users can search by keyword, view and download related help files. The links are based on user types:
