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1 ACCESSING THE NORFOLK HOSTED SIMS SERVICE ADMINISTRATORS GUIDE 1. URL and Login Credentials In order to access the Norfolk Hosted SIMS Service you will be given a unique URL for your organisation. This URL will be provided as part of your SIMS training. You will then require a user name and password in order to enter the system. The user name and password will be your Google mail user name and password and will be synchronised with your existing Norfolk ID. 2. Accessing the URL Go to Internet Explorer on your machine and enter the URL you have been provided into the address bar at the top of the screen. Press the Enter key on the keyboard. 3. Logging in Enter your User Name and Password (you can tab or left mouse click between these two fields) and click the Log On Button. Information on Changing your Password can be found in section 3. Page 1 of 25 Version 2

2 4. The Portal Screen A Test School Your School Name will show here. When you enter the Portal you will be on the Home Page by default. Class Teachers may not have access to SIMS and School Administration Staff will not have access to The Teacher tab. Emma Burbidge Your User Name will show here. A Picture of your school will be displayed. Teachers will use the links on the left to access their Class Registers, Marksheets etc. Only users with access to full SIMS.net will have the SIMS tab which contains an icon for SIMS.net. Teachers can access their School Timetable from the Teacher tab. Page 2 of 25 Version 2 Your access level will alter what is displayed here. Class Teachers will only see SIMS Learning Gateway. School Administration staff will just see SIMS.net. Users with elevated access may see both.

3 5. The SIMS Page This page can be accessed by clicking the SIMS tab or by using the SIMS.net blue icon on the Home Page. Clicking on the SIMS.net icon may ask you to confirm you wish to start the remote connection. Emma Burbidge A Test School Click on Connect to Continue. The remote App screen will display until the following Login screen displays: You will need to login with your Google mail User name (e.g.your Norfolk and password. You will then be presented with another screen to check your credentials. Select your User name and the system will prompt you for your password. This will Page 3 of 25 be the same password as previously used. Version 2

4 6. The Teacher Page A Test School This page is accessed from the Teacher Tab. This will display for each teacher any SIMS Calendar events (such as school Holidays and training days) with their timetable information if applicable. Emma Burbidge Page 4 of 25 Version 2

5 7. Logging Off If you have accessed SIMS.net via the portal then you close SIMS.net in the usual way. You can use Focus and then Exit. Or use the X to the top right of the screen. You be asked to confirm that you wish to close SIMS.net. This will return you back to the Portal screen. Emma Burbidge To close the portal screen click on the Logout button to the side of your name top right of the screen. This will give you the following page: Clicking on Close window will give you the option to close the tab completely. Page 5 of 25 Version 2

6 8. Automatic Logging off The Norfolk Hosted SIMS Service has an Automatic Log off function inbuilt. This function works at different levels depending of the duration of inactivity once you have logged on. If you have been inactive for a short period of time and the system logs you off then logging back on will take you back to the screen that you were working on. If there has been a substantial period of inactivity then the software will log you out of the portal completely and you would be returned to the Home Page on re-entry. 9. Resetting your Password If you need to reset your Password then this can be done via that initial log on screen to the Portal. Clicking on the Change your Password button will give the screen below : You will be prompted to enter your current User Name and Password and then your new Password twice before clicking on Change Password. Page 6 of 25 Version 2

7 Logging on to the Norfolk SIMS Portal Teachers Guide Login on The SIMS portal is accessed through a secure website. The website address (URL) is unique to each school and is available from your schools Sims administrator. e.g. where yourschool is the name of your school. You can write your school s address here:... Open Internet Explorer (or other Web Browser) enter your schools URL into the address bar, press Enter. You will be prompted to logon using your Norfolk Google mail ID Username and Password. From the logon page you can click on the links to change your password or recover a forgotten password. The Portal Screen A Test School Your School Name will show here. Only users with access to full SIMS.net will have the SIMS tab which contains an icon for SIMS.net. Teachers can access their School Timetable from the Teacher tab. Your User Name will show here. Emma Burbidge When you enter the Portal you will be on the Home Page by default. Class Teachers may not have access to SIMS and School Administration Staff will not have access to The Teacher tab. Teachers will use the links on the left to access their Class Registers, Marksheets etc. Getting Started Your access level will alter what is displayed here. Class Teachers will only see SIMS Learning Gateway. School Administration staff will just see SIMS.net. Users with elevated access may see both. A Picture of your school will be displayed. From the links in the Teachers Site on the left hand side a class teacher can record their classes attendance, enter their pupils assessment marks or search for a student s record. Logging Out Click on the Log out button next to your username in the top right hand corner of the screen. Page 7 of 25 Version 2

8 Using the Attendance Register The attendance register records marks in a similar way to the old paper-based school registers, with / to indicate a present mark for a morning session and \ to indicate a present mark for an afternoon session. Other codes are available, typically for lateness and types of absence, which can vary between educational establishments. Your System Administrator will inform you which codes to use. Click on Attendance Register link in the Teachers Site. By default it will be populated with your name and todays date. These can be amended if necessary Click on the Search Button to list the lessons Select the register you require from the list. Entering Registration Marks A selected Preserve check box indicates that the existing marks are protected. To edit existing marks, deselect the Preserve check box. Student List (click a name to display the Student Information page). The majority of students in a session will need the same mark, so you can select a mark and Apply to all. This way you only manually edit the marks of the few students who are absent or late. Click here to Save the register once you have entered all the marks. Marks with minutes late or comments entered against them show a blue box or red pencil icon respectively (click the pencil icon to enter minutes late or comments). Adding Comments/Minutes Late Click on the Pencil Icon next to the Attendance Mark Add your comment and/or the number of minutes late. Click OK. If Minutes Late have been recorded the Cell turns blue A comment turns the Pencil Icon red. Saving Registers Remember to save the register when complete..any students you have not recorded an attendance mark for (i.e. still marked -) will be marked absent with no reason given. Editing Registers To enable existing marks to be overwritten, deselect the Preserve check box. This check box is selected by default to ensure that existing marks are protected. Page 8 of 25 Version 2

9 Recording Assessments in a Marksheet Marksheets are tables for entering Assessment results. The various assessments to be recorded are the columns and the students you are responsible for form the rows. Marksheets are created by the Local Authority or your School s Assessment Co-ordiantor. The Assessment Co-ordinator will provide you with details of what is to be enter into each column and when. Accessing Marksheets Click on the Marksheet Page in the Teachers Site links. Click on search button to display a list of available Marksheets. Select the appropriate Marksheet. Click the arrow icons to show or hide panels. Select the Marksheet Complete check box only when you are sure that all correct results have been entered. Enter the date on which the grades were attained here. Enter the date on which the students were under your supervision here. Filter the display by gender. The Notes field provides information about the marksheet. Formula Cells Used to display calculation results (such as an overall grade based on marks achieved). The drop-down menus enable you to change the sort order or to flood-fill a column with grades. Result Cells Enter new, or review existing results here (some columns are read-only). Comment Cells Click the cell to add a short comment or the pencil icon to open an editor for longer entries. Student List (you can click the names to open the Student Information page). Click the clock icon in any cell to view the student s result history. Click on a cell and enter the assessment. Remember to save the marksheet when you have finished. Page 9 of 25 Version 2

10 Click on Student Details link in the Teachers Site. Click search to produce a list of students meeting the search filters. You can enter as little or as much information into the search filters to narrow the list of available students. And search Accessing a Student Record A list of pupils matching the search criteria will be returned. Click on the pupils name to open their summary record. The panels shown in the summary record depend on your school s configuration and usage of SIMS. The panels summarise various parts of the student record and link to more detailed information. Potentially available panels are: Student Basic Information Student Session Attendance Summary Student Conduct Summary Student Assessment Summary Student Classes View Reports The panels appear one after each other and can be found by scrolling up and down the page. At the top of the page is the Basic Information panel. Includes their name and if saved in SIMS a photo. At the bottom of the panel is the More Student Details... link The Student Details page contain information on the students address, phone numbers, family links, medical history, SEN information and more. Another example of a panel is the Attendance Summary. A pie chart and table display an overview of the student s attendance. A full herringbone can be obtained by clicking on the More Session Attendance Details... link to open the Attendance Details Panel. Page 10 of 25 Version 2

11 School Admin Guide User guide to common admin functions in OPENHIVE. Version 1.0

12 School Admins guide This document provides instruction for school administrators on performing some common tasks. Enable other school users A school site administrator can give access to the SLG or SIMS services as required. Resetting a user s password This is a temporary action to reset a user s OPENHIVE password to match their Norfolk password and will be superseded shortly. 1. Log into OPENHIVEid via the public URL using your admin credentials; 2. Click the Users link in left-hand navigation of OPENHIVEID (Figure 1); 3. The main screen will display a list of users (Figure 2) find the required user; 4. Reset the users password to match their NCC password; a. Click on the appropriate user and select the Reset Password option from the mini menu (Figure 3); b. In the password reset screen enter the required password (twice); c. Click Reset Password d. If successful click close ; 5. Repeat for other users as necessary; Changing a user s logon username This is a temporary action to change a user s OPENHIVE login name to match their Norfolk one and will be superseded shortly. 1. Log into OPENHIVEid via the public URL using your admin credentials; 2. Click the Users link in left-hand navigation of OPENHIVEID (Figure 1); 3. The main screen will display a list of users (Figure 2) find the required user; 4. At the list of user s right click on the user matching the one from step 3 above (if necessary use the search option) and select Edit from the menu. (Figure 4); a. On the General tab the first screen you see ( ); b. Un-tick the Automatic check-box next to the User Id entry; c. Replace the part of the username BEFORE with their Norfolk username; d. Click Update User at the bottom of the page; e. The changes are usually implemented within 15 minutes. Please wait before asking the user to log on with the new username. 5. Repeat for other users as necessary; Page 12 of 25 Version 2

13 Enabling SIMS users By default all Staff users have access to SLG within the portal but only the nominated administrator has access to the SIMS.net application. 1. Log into OPENHIVEid via the public URL using your admin credentials; 2. Click the Users link in left-hand navigation of OPENHIVEID (Figure 1); 3. The main screen will display a list of users (Figure 2) find the required user; 4. At the list of user s right click on the user matching the one from step 3 above (if necessary use the search option) and select Edit from the menu. (Figure 4); 5. Select the SIMS tab (the last one on the right); 6. Un-tick the Automatic check box; 7. Set the SIMS User Type to RDS-Client (Figure 8); 8. Add the following groups to the user using the add new group button (Figure 8):- a. Admissions Officer, b. Assessment co-ordinator, c. Attendance Manager, d. Bursar, e. Class teacher, f. Curricular Manager, g. Personnel Officer, h. Profiles Co-ordinator, i. Returns Manager, j. School Administrator, k. SEN Coordinator, l. System Manager, m. Third Party Reporting, n. Timetabler - secondary school only o. Cover Manager - secondary school only 9. Click Update User at the bottom of the screen this will apply all the changes and return you to the main user grid view; 10. The changes are usually implemented within 15 minutes; 11. Repeat for other users as necessary; Enabling another administrator A school is initially provisioned with a single administrator (a person who has access to the OPENHIVEID toolset). This script enables additional users with Admin rights. 1. Log into OPENHIVEid via the public URL using your admin credentials; 2. Click the Users link in left-hand navigation of OPENHIVEID (Figure 1); 3. The main screen will display a list of users (Figure 2) find the required user; Page 13 of 25 Version 2

14 4. At the list of user s right click on the user matching the one from step 3 above (if necessary use the search option) and select Edit from the menu. (Figure 4); 5. Select the Roles tab (Figure 5); 6. Click on Add New Role a. Set the Role to Admin b. Set the site to the correct school site (Figure 6); 7. Click Update User at the bottom of the screen this will apply all the changes and return you to the main user grid view; 8. The changes are usually implemented within 15 minutes; 9. Repeat for other users as necessary; Page 14 of 25 Version 2

15 Figure 1 - Select Users Figure 2 - List of users Page 15 of 25 Version 2

16 Figure 3 - User Menu - Reset Password Page 16 of 25 Version 2

17 Page 17 of 25 Version 2

18 Figure 4 - User Menu Edit User Page 18 of 25 Version 2

19 Page 19 of 25 Version 2

20 Figure 5 - Roles tab Figure 6 - Add Role Page 20 of 25 Version 2

21 Figure 7 - New Role Added Figure 8 - SIMS Tab - adding groups Page 21 of 25 Version 2

22 Figure 9 - Username & password Page 22 of 25 Version 2

23 Figure 10 - Reports menu Page 23 of 25 Version 2

24 Figure 11 - Reports list Figure 12 - Set LA Site Page 24 of 25 Version 2

25 Page 25 of 25 Version 2

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