Parent Assist Module â€“ Parents - eSMOC - eSIS Management

TRECA Tri-Rivers Educational Computer Association 2222 Marion-Mt. Gilead Road Marion, OH 43302 740-389-4798

Parent Assist Module – Parents

October 2006

TRECA Student Services

PAM - Parent Guide

Version 8.0 Page 2 of 46 Updated: 10/16/06

DOCUMENT REVISION INFORMATION ....................................................................... 3 TRAINING GUIDE OBJECTIVE ..................................................................................... 4 IMPORTANT ESIS TERMS ............................................................................................ 5 LOGGING IN................................................................................................................... 6 CHOOSE A STUDENT TO VIEW ................................................................................... 7 NAVIGATING.................................................................................................................. 8 GENERAL INFO ............................................................................................................. 9

Demographics............................................................................................................ 9 Emergency Contacts ............................................................................................... 11 Teams ....................................................................................................................... 15 Transportation ......................................................................................................... 16

CURRENT ACTIVITY ................................................................................................... 17 Attendance ............................................................................................................... 17 Fees .......................................................................................................................... 18 Incidents ................................................................................................................... 19 Programs .................................................................................................................. 20

ACADEMIC PROGRESS.............................................................................................. 21 Assignments ............................................................................................................ 21 Credits Earned to Date ............................................................................................ 23 Current Progress ..................................................................................................... 24 Curriculum History .................................................................................................. 26 Diploma .................................................................................................................... 27 Marks/Grades ........................................................................................................... 29 Special Education.................................................................................................... 30 Standard Tests......................................................................................................... 31

NURSES ....................................................................................................................... 32 Medication History................................................................................................... 32 Medication Schedule ............................................................................................... 33 Nurses Log ............................................................................................................... 34 Screening History .................................................................................................... 35

MESSAGES .................................................................................................................. 36 Read Teacher Messages ......................................................................................... 36 School Messages..................................................................................................... 37 Send Teacher Messages ......................................................................................... 38

STUDENT UPDATE...................................................................................................... 39 Courses .................................................................................................................... 39 Transfers .................................................................................................................. 41

MISCELLANEOUS ....................................................................................................... 43 Lunch Menu ............................................................................................................. 43 NonSchool Days ...................................................................................................... 44

STUDENT SCHEDULE................................................................................................. 45 LOG OFF ...................................................................................................................... 46


PAM - Parent Guide


DOCUMENT REVISION INFORMATION

Date Changes Author 10/3/2006 Finished creating document Heather R Koren Approval Information Reviewed By

Name Title/Position Tammy North Student Services Liaison

Approved By

Name Title Date


PAM - Parent Guide


TRAINING GUIDE OBJECTIVE The objective of this guide is to provide instruction on how to log in, navigate the web site, request information changes and send and receive teacher messages. Upon completing this guide you will be able to:

• Log in to the website • View student data including demographics and grades • Read and send messages to teachers and the school

Notes:

• This manual is for district use only for training district staff; please use the quick guides provided for handouts to parents

• The manual encompasses all possible screens that a parent can view; the quick guides are specific to each screen so if the district decides to not give access to incidents or nursing to the parents those quick guides will not be made available to then

• Because menus/submenus will only appear if given access the parents will not know they are not able to view certain student data


PAM - Parent Guide


IMPORTANT ESIS TERMS The following terms are important for getting started, navigating, and searching in eSIS:

Term Definition Query A search that is conducted to find a student and his/her

data; can also be used to search for other pertinent data in eSIS.

Status Line Text bar located at the bottom of the eSIS window that communicates important messages regarding inputted data, errors, and field formats.

Message Messaging system in eSIS that is separate from an email account.

The following are important shortcut keys that you will need for moving around and working with data in eSIS:

Keys Function F7 Executes or starts the query mode. F8 Conducts the query based on the search criteria

entered. % Wildcard key used as a replacement for letters,

numbers or other text when querying data. Tab Moves cursor to the next data field. Enter Moves cursor to the next data field. LOV List of Values


PAM - Parent Guide

LOGGING IN Navigation: http://pa.treca.org Description: Log in screen for Parent Assistant Screen: Login

• Type in the URL/website address given to you from the school

• Enter your ‘Username’ and ‘Password’ exactly how it was given to you (e.g. Caps vs. lowercase – PJSmit0987)

• Choose the ‘Language’ you want

• Click the ‘Login’ button


http://pa.treca.org/


PAM - Parent Guide

CHOOSE A STUDENT TO VIEW Navigation: Student > Display Description: Choose the child/student to display information that corresponds to that student. Screen: Parent Assistant

• From the ‘Display Details’ section of the screen (appears on all parent assist screens) choose the ‘Student’ that you want from the drop-down list

• Click the ‘Display’ button

• The student can be changed at any time from any screen to view the desired information as needed



PAM - Parent Guide

NAVIGATING Navigation: Menu Item > Submenu Item Description: Hover over a menu to view the submenus available Screen: Parent Assistant

• Click a menu item or hover your mouse over the menu item to open the submenus available for viewing

• Click on a submenu to go to the desired page

• Screens can be changed at any time by using the menus listed across the top

• Click the ‘Student Schedule’ button to view your child’s daily class schedule

• Click the ‘Log Off’ button to log off and exit the web site



PAM - Parent Guide

GENERAL INFO Demographics Navigation: General Info Menu > Demographics Submenu Description: View and request changes to basic student details such as name, address, medical information. Screen: Demographics


• The demographics page displays information on the student that the school has currently entered in the student information system (i.e. name, address, phone number, immigration information, medical information)

• Use the scroll bar on the right-hand side of the screen to view the entire page

• To make changes to any demographic information (e.g. the phone number has changed)

o Make the change needed in the appropriate field o Click the ‘Submit Change Request’ button at the bottom left of

the page


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General Info continued

o Click the ‘Return’ button to exit the ‘Change request entered’

screen Note: all changes that are requested must be reviewed and then accepted by the building personnel before the change will take effect.



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General Info continued Emergency Contacts Navigation: General Info Menu > Emergency Contacts Submenu Description: View and request changes to emergency contact information. Screen: Emergency Contacts


• Display of all emergency contacts the school currently has on record for the displayed student

• To view the full contact information click on the ‘Details’ button next to the person’s name


PAM - Parent Guide


• Click the ‘Return’ button to exit the details screen

• To make a change to an emergency contact click the ‘Change’ button next the person’s name

o Make the changes needed in the appropriate fields; to exit without making changes click the ‘Return’ button

o Click the ‘Save’ button to submit the change request

o Click ‘Return’ to exit the screen that verifies the request has been added and once it has been reviewed and approved the change will take effect



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• To delete an emergency contact click the ‘Delete’ button next to the person’s name; click ‘Return’ to the message that the request has been submitted

• To add a new contact click on the ‘Add A New Emergency Contact’ button located at the bottom of the list


o Enter the following ‘Contact Details’ for the school: ‘Call Sequence’ – this allows the school to order the

emergency contacts in the order that is needed when calling

‘First Name’ & ‘Last Name’ of the new contact ‘Relationship’ – choose the relationship of the new

contact to the student from the drop-down list ‘Language’ – optional field; if the contact speaks a

language other than English it is recommended that it be entered using the drop-down list


PAM - Parent Guide


‘Place of Employment’ – optional field; type name of organization if desired

‘Can Pick Up Student’ – check the box if this contact is allowed to pick the student up at school

‘Home Phone No.’ – formatting is automatically, simply type the number

‘Unlisted’ – if the contacts home phone number is unlisted, check this box so the number does not print on any reports and will only be visible to building personnel

o Enter the following ‘Contact Method’ information for the school as appropriate:

‘Work Number’ – formatting is automatic, simply type the number

‘Extension’, ‘E-mail Address’, ‘Fax Number’, ‘Voice Mail’, ‘Cellular Phone’, & ‘Pager Number’ can be entered as needed

‘Address’ – the contacts home address ‘Notes’ – any specific information about this contact the

school needs to know o Click the ‘Save’ button when finished

o Click ‘Return’ to the successful message and once the school has reviewed the request the change will take effect



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General Info continued Teams Navigation: General Info Menu > Teams Submenu Description: View a list of the teams and groups the student is a

participant. Screen: Teams

• The ‘Team Details’ will display for each team or school group that your child is a member of, along with the following other information:

o ‘Team Type’ – types include athletic, extra-curricular, academic and miscellaneous

o ‘Coach’ – the staff member that is the coach of the team o ‘Teacher’ – the teacher/faculty member that has been assigned

the lead for this team/group, if any

• To view the teams/groups for another child, choose the student’s name from the ‘Student’ drop-down then click ‘Display’



PAM - Parent Guide

General Info continued Transportation Navigation: General Info Menu > Transportation Submenu Description: View the bus information for your child including pick up and drop times and locations. Screen: Transportation

• View transportation information for your child

• The ‘Additional Transportation Details’ section shows the bus information including ‘Route Number, ‘Bus Number’, ‘Time’

• Click the ‘Details’ button to view the more specific information




PAM - Parent Guide

CURRENT ACTIVITY Attendance Navigation: Current Activity Menu > Attendance Submenu Description: View current attendance information including absences and

lates. Screen: Student Absences – Daily Attendance

• ‘Totals (all current school years)’ – table displays a summary of all absences and tardies broken down by ‘Authorized’ absences, ‘Excused’ absences and ‘Unexcused’ absences; these totals will reflect all schools being attended by the student (e.g. high school and JVS)

• ‘Total (current school only)’ – displays the ‘Total Days Present’ versus the ‘Membership Days’ (i.e. the total number of days the student should have been in attendance based on either the first day of school or their admission date)

• ‘Absence Detail’ – displays all days the school has entered either an absence or a late



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Current Activity continued Fees Navigation: Current Activity Menu > Fees Submenu Description: View current school/course fees assigned by the school along with payment information. Screen: Fees

• All fee information recorded by the school will appear on the fees screen including the ‘Fee Description’, ‘Due Date’, ‘Amount’ of fee, any ‘Adjustments’ made, the current ‘Balance’ and the course ‘Description’ if attached to a course

• Click on the ‘Payments’ button to view all payments made to date

• Click the ‘Return’ button to close the detail screen



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Current Activity continued Incidents Navigation: Current Activity Menu > Incidents Submenu Description: View discipline information including specific details. Screen: Incidents

• The ‘Incident Details’ displays the ‘Offense Date’, the ‘Offense Type’, ‘Action Type’ taken by the school, the ‘Action Start Date’ and the ‘Action Length’

• To view specific details for an incident click the ‘Details’ button




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Current Activity continued Programs Navigation: Current Activity Menu > Programs Submenu Description: View program information for a student. Screen: Programs

• Program information is available as required by the school to report to the state including ‘Year’, ‘Program’, ‘Start Date’, ‘End Date’, the ‘School’ reporting the program and an ‘Exit Reason’ as needed

• To view the specific information, if entered, click the ‘Details’ button




PAM - Parent Guide

ACADEMIC PROGRESS Assignments Navigation: Academic Progress Menu > Assignments Submenu Description: View student assignments by course, due date, teacher and time period. Screen: Assignments

• Choose an ‘Activity Period – From’ and ‘Activity Period – To’ to view assignments during that time period


o Click on the ‘Calendar’ icon next to the date field to choose a date from the calendar function

o Click the ‘Display’ button to show all assignments in the date ranges chosen

• To further sort by ‘Teacher’ choose the teacher’s name from the ‘Teacher’ drop-down field, then click ‘Display’

• To sort by course or due date, choose one of the radio buttons: ‘Due Date, Course’ or ‘Course, Due Date’, then click the ‘Display’ button


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Academic Progress continued

• To view specific information that may have been entered by the teacher for a particular assignment click on the ‘Details’ button next to the assignment

o A ‘Narrative’ and a ‘Parent Tips’ section are available if the teacher entered this information

o Click the ‘Return’ button to close the ‘Assignment Details’ button



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Academic Progress continued Credits Earned to Date Navigation: Academic Progress Menu > Credits Earned to Date Submenu Description: View all courses taken at the high or middle school level that count toward graduation including final grades and credits earned. Screen: Credits Earned to Date

• Each course the student has taken toward high school graduation requirements is listed along with:

o ‘School’ – the school in which the course was taken o ‘Date Completed’ – the last day the class met and a final grade

was earned o ‘Credits Earned’ – the total credits earned for the course o ‘Final Mark’ – the grade earned in the class that will print on the

student’s transcript

• To change to another student, choose his/her name from the ‘Student’ drop-down list then click ‘Display’



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Academic Progress continued Current Progress Navigation: Academic Progress Menu > Current Progress Submenu Description: View grades earned for all reporting period for each course. Screen: Current Progress

• Each course is listed along with: o ‘Teacher’ – name of the teacher for that course o ‘Abs’ – number of absences for that course o ‘Tardy’ – number of times student has been late to that class o Number fields – the number fields represent the report card

periods (e.g. 1 = grading period 1) o ‘Exam’ – if used in the system, the grade earned on the final

exam o ‘Final’ – final grade earned for the year o ‘Current’ – the current grade being earned for the current

grading/report card period



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• Click on the ‘Details’ button to view the earned or current grade to date for the desired grading period:

o Choose the ‘Reporting Term’ that you want to view the student’s ‘Current Average’ grade for using the drop-down list

o Click the ‘Display’ button

• Click the ‘Return’ button to close the ‘View Assignments’ window



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Academic Progress continued Curriculum History Navigation: Academic Progress Menu > Curriculum History Submenu Description: Screen: Curriculum History

• The Curriculum History screen is only for the schools using the ‘Curriculum Standards Module’

• The following items are available for viewing: o ‘Reporting Term’ – change as needed to view the most recent

grading period; click ‘Display’ to show the chosen term o ‘Subject/Skills’ – areas the students are graded o ‘Previous’ – the grade student earned at the last grading period o ‘Current’ – the grade student has earned at the most recent

grading period o ‘Comments’ – the teachers comment for each subject/skill area

for the current grading period



PAM - Parent Guide

Academic Progress continued Diploma Navigation: Academic Progress Menu > Diploma Submenu Description: View the diploma summary and detail information. Screen: Diploma


• View the ‘Diploma Summary’ information if entered: o ‘Diploma Type’ – the diploma assigned to the student by the

school (e.g. standard vs. honors, etc.) o ‘Diploma Issued’ – when the student has graduated, the issue

date will reflect the date of graduation o ‘Bound for’ – if used will display the student’s plans for after

high school (i.e. college, work, etc.) o ‘Intended Career Program’ – if used by the district will show the

planned career program o ‘Service Learning Hours Required’ – if required to earn a

specific number of community service hours for graduation, the total number required will be displayed


PAM - Parent Guide



o ‘Diploma Met’ – the date when the student has met graduation requirements; typically the same as ‘Diploma Issued’ date

o ‘Projected Grad Year’ – if entered by the district the expected year of graduation

o ‘Entry Date’ – if entered the date/year the student entered high school as a 9th grader

o ‘Service Learning Hours Earned’ – the total number of community service learning hours earned to date by the student

• The ‘Diploma Details’ section displays the total number of credits needed versus what the student has already earned

• To view the total earned credits that will be earned based on the end of the school year, click on the ‘Potential’ radio button and the ‘Display’ button


PAM - Parent Guide

Academic Progress continued Marks/Grades Navigation: Academic Progress Menu > Marks/Grades Submenu Description: View the diploma summary and detail information. Screen: Marks/Grades

• View all grades earned to date for each class

• Each reporting period that has been posted will appear with the course (e.g. Grading Period 1, Grading Period 2, Semester 1 Exam)

• Total number of absences (‘Abs’) and lates (‘Tardy’) will be listed if the teacher takes class attendance (Note: not all districts take period or class attendance)



PAM - Parent Guide

Academic Progress continued Special Education Navigation: Academic Progress Menu > Special Education Submenu Description: View the special education information available for students on an IEP. Screen: Special Education

• The student’s disability along with various IEP information will be displayed on this screen

• This screen does not give the parent access to the IEP at this time but only displays certain information as reported by the school (e.g. related services, supplementary aids)



PAM - Parent Guide

Academic Progress continued Standard Tests Navigation: Academic Progress Menu > Standard Tests Submenu Description: View the state and district tests taken by the student along with any sub test information and scores. Screen: Standard Tests


• Each test the student has taken during their academic career (elementary through high school) will be displayed depending on the test data entered by the district

• To view specific information about a test click the ‘Details’ button next to the test (Note: contact the school for a score legend)

• Click the ‘Return’ button to close the ‘Standard Test Score Details’ window


PAM - Parent Guide

NURSES Medication History Navigation: Nurses Menu > Medication History Submenu Description: Historical summary of all medications given to the student at

school. Screen: Medication History

• View the history of the medications given to the student

• The list displays the medication name, date given, status (taken, not taken), who gave it to the student, how much/dosage, time it is scheduled to be given versus the time it was given as well as the measure type and value; Note: all fields will not always be filled in; this will depend on which fields the school is required to fill in versus the fields that are optionally filled in by the school



PAM - Parent Guide

Nurses continued Medication Schedule Navigation: Nurses Menu > Medication Schedule Submenu Description: List of all medications scheduled to be given to the student on a regular or as requested basis. Screen: Medication Schedule

• Any scheduled (e.g. Ritalin) or requested medications (e.g. cough drops) that have been approved by the parent and recorded by the district in the student data system will appear here

• The list will show the type of medicine, the dosage, frequency, reason and start and end dates as entered

• Click on the ‘Details’ button to see more information about the recorded medication



PAM - Parent Guide

Nurses continued Nurses Log Navigation: Nurses Menu > Nurses Log Submenu Description: List of all student visits to the nurse’s office during the school year including the reason for the visit. Screen: Nurses Log

• View all logs entered by the nurse whenever your child has visited the nurse

• To view specific information from the visit click the ‘Details’ button

• To exit the ‘Nurses Log Details’ window click the ‘Return’ button



PAM - Parent Guide

Nurses continued Screening History Navigation: Nurses Menu > Screening History Submenu Description: Summary of all screenings conducted by the nurse. Screen: Screening History

• Any screenings (i.e. hearing, vision, height, weight) conducted by the school nurse and recorded in the student information system will appear on this screen

• The following data will be available if entered: date screening was conducted, type of screening, the result and value (or score), a date if follow up screening is needed, referral date if needed and the person that conducted the screening



PAM - Parent Guide

MESSAGES Read Teacher Messages Navigation: Messages Menu > Read Teacher Messages Submenu Description: View and read all messages from teachers. Screen: Read Teacher Messages

• Choose a ‘Show’ option: ‘Show Unread Messages’ or ‘Show All Messages’

• When a teacher sends you a message it will appear in the list along with the ‘Send Date’ and ‘Title’

• Once the message has been read the ‘Read Date’ will also display

• To view the body of the message click the ‘Details’ button; click the ‘Return’ button to exit the message details window

• To delete the message click the ‘Delete’ button



PAM - Parent Guide

Messages continued School Messages Navigation: Messages Menu > School Messages Submenu Description: View current school messages. Screen: School Messages

• Current school messages will appear on the ‘School Messages’ screen

• The school message is only available during the date range specified by the district



PAM - Parent Guide

Messages continued Send Teacher Messages Navigation: Messages Menu > Send Teacher Messages Submenu Description: Send a message to a teacher. Screen: Send Teacher Messages

• Choose the teacher you want to send a message to and click on the ‘Send Message’ button next to their name/course

• Type the ‘Message Title’ and ‘Message’ then click the ‘Send Message’ button

• To cancel and not send the message click the ‘Return’ button



PAM - Parent Guide

STUDENT UPDATE Courses Navigation: Student Update Menu > Courses Submenu Description: View and make course requests for the following school year. Screen: Courses

• During the spring, the school has the option of turning on the online course request feature which allows parents and students to choose courses for the following school year

• The ‘Status Details’ section will show the status of requests after it has been assessed by the counselors

• The ‘Message Details’ section allows parents to send and receive messages to and from counselors; a colored banner will appear with the counselor has not yet read the parents last message

• ‘Course Details’ section shows the current courses that have been selected by the parents/student; if the school uses alternates, the ‘Add Alt’ button will be available



PAM - Parent Guide

Student Update continued

• To add a course click the ‘Add Course’ button

o Check the courses needed; using the ‘Narrative’ button to read a description for each course

o When done selecting courses, click on the ‘Add Checked Courses’ button

• When done adding all courses, click on the ‘Done’ button on the ‘Courses’ screen next to the ‘Add Course’ button; this will flag the counselor so he/she can analyze the requested courses



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Student Update continued Transfers Navigation: Student Update Menu > Transfers Submenu Description: Allows parents to make transfer requests online as well as

view the status of all transfer requests. Screen: Transfers

• The parent can ‘Add’ a building transfer request for their child by filling out all of the required fields (also shown on the details screen)

• To view information about the current transfer request, click the ‘Details’ button

• To make any changes to the request click the ‘Change’ button

• To remove the request click the ‘Delete’ button



PAM - Parent Guide


Student Update continued

• Go back to the main transfer screen click on the ‘Return’ button

• To view where the school is in their decision process click the ‘Status’ button


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MISCELLANEOUS Lunch Menu Navigation: Miscellaneous Menu > Lunch Menu Submenu Description: View the weekly lunch menu. Screen: Lunch Menu

• View the lunch menu

• Only one week at a time is available



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Miscellaneous continued NonSchool Days Navigation: Miscellaneous Menu > NonSchool Days Submenu Description: View all holidays and days when school is closed for the school year. Screen: NonSchool Days

• View a list of all days during the school year when the school is closed

• Each date along with the reason is displayed; use the scroll bar at the right to view the entire list



PAM - Parent Guide

STUDENT SCHEDULE Navigation: Student Schedule button Description: View the student’s daily class schedule. Screen: Student Schedule

• To view the student’s daily class schedule click on the ‘Student Schedule’ button at the far right of the screen

• To view a different day of the week (e.g. some classes only meet 2 – 3 days a week) enter the ‘Date’ by click on the ‘Calendar’ icon

o Choose the day of the week needed o Click the ‘Display’ button to show the course schedule for the

selected day



PAM - Parent Guide

LOG OFF Navigation: Log Off button Description: Log off the web site. Screen: Parent Assistant

• You can log off the web site from any screen within parent assistant

• Click the ‘Log Off’ button at the far right and the screen will return to the ‘Login’ prompt


Documents

Parent Assist Module â€“ Parents - eSMOC - eSIS Management