Student

CIMS auto e-FileeFile Success

Intro to Online Web Form Approval

Auto E-FileCIMS eFiles for you hoping to reduce the photocopying and Filing

Elementary Report Cards (GRE.511) and attachments High School Report Cards (GRD.511) Interim Profiles from Gradebook

REALLY IMPORTANT: Don’t efile too early. eFile process takes a LONG TIME (could be 20 minutes or more).

Critical that you do not release your output to print or delete it until you know job has finished (refer to next screen on job!) .. If you do, efiling will stop and you won’t even know it!

District report STU.556 will point out images missing

Could we be auto eFiling more? Incident Profiles … thinking not necessary as incident can be seen

online in PC and printed if wanted Attendance Letters …. Right now the tag lets us know that a letter

has been sent, is that official letter necessary?

E-File JOB (at some systems JOBS)

This GRD511C job must NOT say ACTIVE. Once completed it will change to OUTQ and only then can you go deal with the output !!!

E-FileSchools, programs, and departments can <browse>

<attach> documents to kids Student Services - attach Sensitive and non-sensitive

documents District Office - attach IEP’s so they are visible to appropriate

AC, TC, and parents (Also annual load from BC IEP Program) Schools - attach Legal documents like birth certificate so they

are onfile and no need to photocopy and file Schools - attach additional documentation to particular

Incident

E-Filing* Since September 2010 RETSD - Not using Seven Oaks - Just Bright Futures Pgm 600

Docs Vernon - 2000 Docs (PSR,LEG,DSP,MISC..) SD83 - 1100 (Special Ed is also onboard) Delta - Testing: 50 entries DSP,IEP,PSR Mystery Lake - Just RDPC 160 DSP Docs Campbell River - Just Phoenix DSP 60 Docs

This is not much usage! Why is it not being used?

E-FileeFile setup

Define Folder categories (District) STU.122 Restrict Folder categories to users and to PC, SC. This is

important. You can control who can see, or attach for any folder category

E-FileeFile - maintenance

Use AdminConnect - <View> appropriate student, from <Folder> tab access/display information and add to!

1. Select an appropriate folder category

2. Browse for document (may have had to scan & name first)

3. Indicate appropriate document date (Defaults today but changing might sort it better)

4. Provide good description so you don’t have to view to know what it is about

5. Press <ATTACH>

Use <view> to view/print/save doc

E-FileBenefits of doing this:

Online access for appropriate admin staff (District Office, Admin, Clerical, Resource, Teachers) and potentially parents and students *** this has huge potential !

Reduce Paper Filing - time, effort, expense, room Provide more secure documents, only see what you should see (not

whole file), system logs all view activity Never goes away. No chance of losing document (can’t go walking).

Even if have access to delete it does not actually delete the document (just hides it) so it can be retrieved. System backs it up every night.

Optional: There is a nightly job that runs for IT. SD83 uses this to autoload interim report cards they produce from their own App. We also use this to autoload IEPs from IEP Central (BC)

E-File

Challenges What to do when a student Withdraws - Save off documents to a

CD? <View> and <Print> .. Do you include all documents or how does it work now?

What percentage of student folder could we efile? What is in there that would not efile or make sense to efile?

How to get there? New students and over time get there or summer project to actually scan/efile documents

Current scanning technology. Is the photocopier adequate or do we look at power user ScanSnap? (Scansnap Demo tomorrow)

Web FormsThe goal is to provide approval forms online so Parents can easily see what needs to be signed/approved read/view any attached details respond to the form with an answer

Then at the office and at the teacher level (for those things related to a course/section or to a homeroom)

View list of who needs to respond and what has occurred Respond on behalf of those that did not do it themselves online Report on an approval form

Web Forms Define/design the form STU.328 - done in regular

CIMS only

Can limit the form to appropriate grade level(s), tags, course/section so that only those parents will see the approval form

Can listen to Over18 tag (MB) to shoot that approval to student if 18+

Web Forms Attach document in AC (if necessary)

1. <Select> Appropriate Form

2. At right Side <Browse> <Attach>

Web Forms Parent Connect (or StudentConnect) Response

1. Read details

2. At right Side select response

3. Press <Save>

Forms and your response will remain online all year- newest to oldest

Once you have saved a response, no changes to that response are allowed - DONE

Guardian3 sees the approval forms but cannot participate in a response

Web Forms View/edit responses STU.328

Web Forms Report on Form STU.558 or TC (not available in AC)

Time: 18:16:13 STUDENT WEB FORM PERMISSIONS REPORT STUCONSENT Student Consent Form for Computer Usage Class Homeroom Course/Section ---------------------------------------------------------------------------------------------------------------------Student CL Hm Rm HmRm Teacher Home Phone Responding Parent Rsp RspDate ---------------------------------------------------------------------------------------------------------------------AFINOGENOV, A.J. 9841312 08 COUN M SEMELOV 555-3032 AFINOGENOV, ADRIANNA D. 9860319 08 555-0000 AFINOGENOV, ALISON 9844461 10 555-3344 AFINOGENOV, ELAINE M. 9836337 11 SEM 1 204 444-5555 AFINOGENOV ,ELAINE YES MAR21/11AFINOGENOV, MITCH A. 9835930 PT 155B T PONT-ALOU 555-6425