TEACHER INSTRUCTION MANUAL ediaryschool.com.au

Transcription

1 TEACHER INSTRUCTION MANUAL ediaryschool.com.au Version August 2013 Createl Publishing ABN ediary Support & Helpline

2 INSTRUCTION MANUAL ediaryschool.com.au Version August 2013 The ediary works best using Firefox Mozilla, Chrome or Safari browsers. If you are using Internet Explorer, you will need to enable the program to Display mixed content. Click on Tools (the cog icon) at the top of Internet Explorer. Click on Internet Options, and then click on Security, and Custom Level. Scroll down the list to Display Mixed Content and select Enable, then click OK and close out of all internet screens. 1.0 My Profile Once you first log into the ediary, you are able to use the My Profile menu to change your profile settings and export data. 1.1 Profile & Display Settings The Profile & Display Settings menu allows you to upload an image, change your personal details, password, colour theme and choose the display view (e.g. Daily, Weekly, Monthly view etc) the ediary will show upon each login. 1.2 Export The Export function allows you to export your ediary data into a spreadsheet format which you can sort and reuse as needed. Simply select Export from the My Profile menu and filter the data you require by Year and the Export Type illustrated below: 2.0 Setup: Timetable/Subjects IMPORTANT 5 STEP SETUP PROCESS To enjoy the full benefits of the ediary, carefully follow and complete the 5 step setup process in Timetable/Subjects Setup below. This should take approximately minutes and once complete, the ediary will automatically display your lessons for each teaching day of the term. To start the ediary set-up process, complete these 5 steps in the Timetable/Subjects menu: Step 1 Step 2 Step 3 Step 4 Step 5 Select Timetable Settings Add Subject/Classes Add Non-Teaching Activities Add Rooms Create/Modify Timetable Note: All fields marked by a red asterisk are mandatory.

3 Step 1 Select Timetable Settings The first thing you need to do is to create your Timetable Settings. Use the illustration below as a guide: Select Timetable Settings and complete the fields in the following order: 1. Select the Timetable Year. This is the year for which the timetable will be created, e.g Add the Number of Terms/Semesters. For example, if you teach and assess students over four terms, insert 4, or if you teach and assess over two semesters, insert Select the Start and End dates (From and To) of each Term/Semester by clicking on the date in the drop-down calendar. Make sure you set the start day of each term to a Monday, even if this is a non-teaching day, so that the Start in Cycle day defaults to 1. (Always select 1 or 6 as the Start in Cycle day.) 4. Add the Maximum Periods per Day. For example, if each teaching day has 6 face-to-face teaching periods, you will need to enter Add the Maximum Non-Classes per Day. A Non-Class is any time block where no students are timetabled, and where you do not need to mark an attendance roll. For example, if each day includes three non-teaching time blocks (e.g. morning briefing, recess and lunch), you would enter Add the Days per Cycle. The Days per Cycle are the number of rotating days in your teaching cycle, normally any number from 5 10 days. If your school has a cycle that does not correspond to the days of the week (e.g. a 7-day rotating cycle), set the Days per Cycle to 7. Later, when you create your timetable, the ediary will load your cycle into the start and end term dates created earlier. 7. Add the Weekend Days (this is normally 2), then select Saturday and Sunday from the drop-down menu. The ediary will automatically allocate your timetable starting from the first day of term to the last day, skipping all weekends. 8. Select State Holidays. Choose your state from the drop-down menu and the ediary will automatically load all the gazetted national and state holidays for the year. (Note local holidays need to be entered by the user). 9. Add the number of Non-Teaching Days (optional). This includes curriculum days, student-free days etc. The ediary will not skip these days in your timetable cycle; it simply will not allocate any classes on these days. 10. Add Holidays (optional). This includes national or state holidays (e.g. Queens Birthday, Anzac Day etc.). The ediary will not skip these days in your timetable cycle, but will simply not allocate any classes on these days. 11. When complete, select Submit to save these changes. Note: If your Timetable Settings have been created by your School Administrator and have been already added to your ediary, you MUST select SUBMIT to apply these settings, otherwise they will not be loaded into your ediary.

4 Step 2 Add Subject/Classes Select Add Subject/Classes. You can add manually, or import your subjects. They will then appear in your timetable. 1. To add subjects/classes manually, select Add and complete mandatory fields in the Add Subject/Classes screen: a. Subject Name: e.g. English, HSC Biology, Free Period etc. b. Year Level: e.g. 7, 8, 9 etc. c. Class: e.g. A, B, Green etc. d. Year: e.g. 2012, 2013 (i.e. new school year) e. Term/Semester: e.g. 1, 2, 3, 4 f. Description (optional): e.g. VCE English Unit 1. This is a detailed subject description. g. Status: leave status as Active. A subject is only made Inactive when you no longer need to access it (e.g. a new school year). h. Choose Colour: Select the colour of the text display for the subject. i. Select Submit to save these changes. Free Period has already been loaded into the ediary to allow you to fill any spare periods in your timetable. Note: If your ediary is part of a school-wide ediary community, your school administrator may have already imported your subject names. All you need to do is allocate each subject to the term you are teaching it. 2. Every subject you create must be linked to a term/semester (e.g. English 7A Term 1, English 7A Term 2), in order for that subject to appear in each term/semester s timetable. Once you have created a new subject/class, use the Copy button to copy a subject s details to another term. Click on the subject name in the table, select Copy and then select the new term and submit. (Subjects are automatically copied or linked to another term whenever the timetable is copied. See page 10). 3. To import subjects/classes, select Import. Click and then view an Excel spreadsheet illustration (shown above) to import your subjects/classes. A template of this spreadsheet is saved in the ediary Help files in the document; Add Subjects/Classes. a. Open the saved spreadsheet; it contains a header line, followed by one sample subject/class. b. Paste your subjects/classes into the spreadsheet exactly as per the sample. All fields require data. The data must be added in exactly the format and order shown, otherwise an error will result. c. When you have pasted the data in the spreadsheet template, name the file and save it. d. Select Browse to locate the file and load the spreadsheet into the ediary. e. When complete, select Submit. Your subject/classes will now appear in the Subject/Classes table. 4. Once you have created the subjects you will be teaching, each subject will appear in the table below with no students (0) enrolled. Later on, you are able to enrol students into any subject/class, simply click on Student (0) in the Enrol Student column and the Add Students to Subject (Term) screen will appear. Please note: you do not need to enrol students as part of the step-up process.

5 5. On first use, do not use the filters. Make sure the Filter by Term/Semester is set to -Select Term-. On the left of the screen, a list of Students NOT in this Class will be shown. Use your cursor to highlight the student(s) you wish to place into this class and click on the > button to place them into the Students in this Class column on the right of the screen. To choose specific students, highlight the student s name and hold down the CTRL button on your keyboard. You can also filter the student surnames alphabetically to quickly locate students required for your class. Select Submit to enrol the students into the class. Archiving Subjects (Starting a new school year) Because each Subject/Class is linked to a specific year.e.g 2013, at the end of the school year you will need to either make each subject inactive or archive your subjects. To make a subject Inactive, simply click on Active in the Status column next to the subject and it will revert to Inactive. Alternatively you can clear the Subject/Classes Table of unnecessary clutter and archive your old subjects. To archive a subject, simply click on the icon next to the subject s name in the Archive column illustrated below: Once archived, the subject s name is sent to the Archived Subject table below. All the subject data will be retained in the database but the subject name will not show up on any ediary records. You can Unarchive a subject at any time by clicking the icon in the table below and all the data and subject results will show up again in the ediary.

6 Step 3 Add Non-Teaching Activities Select Add Non-Teaching Activities. Manually add all the Non-Teaching Activities that you will require for your timetable. These will then appear in your timetable. This includes all activities or time blocks for which students are not enrolled (where you do not need to mark student attendance) such as morning briefing, recess, lunch, staff meeting etc. When you have added a non-teaching activity, select Submit and it will then appear in the table. Some standard Non-Teaching Activities such as Recess, Lunch, Lunch 1, Lunch 2 etc have already been loaded into the ediary. Note: If your ediary is part of a school-wide ediary community, your school administrator may have already imported some school-specific non-teaching activities for you. Step 4 Add Rooms Select Add Rooms. You can manually add, or import your room numbers. These will then appear in your timetable. 1. To add rooms manually, select Add and complete mandatory fields in the Add Rooms screen. When complete, select Submit to save these changes. 2. To import rooms, select Import. You can then view an Excel spreadsheet illustration to import room numbers and descriptions. A template of this spreadsheet is saved in the ediary Help files in the document; Add Rooms. a. Open the saved spreadsheet; it contains a header line, followed by one sample room number. b. Paste your rooms into the spreadsheet exactly as has been done in the example. All fields require data. The data must be added in exactly the format and order shown, otherwise an error will result. c. When you have pasted the data in the spreadsheet template, name the file and save it. d. Select Browse to locate the file and load the spreadsheet into the ediary. e. When complete, select Submit. Your rooms will now appear in the Rooms table. Note: If your ediary is part of a school-wide ediary community, your school administrator may have already imported some school-specific room numbers for you. You should have now completed the first 4 set-up steps which include adding: Start/end term dates, number of terms, periods, non-classes, cycle days, weekends and holidays Subjects/Classes you will be teaching Non-Teaching Activities Rooms You will now be able to use all this information to complete the final set-up of your ediary, creating and customising your timetable. Note: If your ediary is part of a school-wide ediary community, your school administrator may have already set up a basic timetable for you. This means when you go into the screen above, the number of periods, bell times and teaching and non-teaching sessions have been created for you for each day of the week. Just start entering your subjects, free periods, non-teaching periods and room numbers required for your individual teaching load.

7 Step 5 Create/Modify Timetable Once your basic timetable settings are added, follow 4 steps to create your timetable. Each step is explained in detail below. 1. For each row, click Select Class Type and add a Class Type, Period No. and Bell Time to the entire row. 2. Next, in the Day 1 column, click into each time block pop-up and progressively Add a Subject/Activity & Room. 3. Repeat the step above for Days 2, 3, 4 etc working from left to right adding subjects or activities as required. 4. If most of the Timetable is complete, select Timetable Drag & Drop to quickly copy repeat subjects/activities. Select Create/Modify Timetable and a blank Timetable screen will appear set to the current Term and year. The blank timetable below has 6 rows based on the timetable settings submitted in the earlier example, i.e. 4 Teaching Periods & 2 Non-Class Periods. 1. For the first row, click Select Class Type and add the Class Type, Period No. & Bell Time to the entire row. For example, if the first class each day is a teaching period, select Class Type: Teaching, Period: 1 and add the Bell Times: am and Submit. The entire row, Days 1-10 is now populated with the data. (Use the right arrow to view Days 6-10). If the next period is a non-class period (e.g. recess), select Class Type: Non-Teaching, Period: N/A and add the Bell Times: am and Submit and the non-teaching period is added across the row as illustrated below: Complete each row inturn, until all blocks have a teaching and non-teaching period & bell time added. Your timetable could now look something like this: (You can adjust days that have different start/end bell times/periods later).

8 2. In the Day 1 column, click into each time block pop-up and progressively Add a Subject/Activity & Room. As illustrated in the example below, once you click into the empty Period 1 time block, a pop-up allows you to select the Subject, Room & Colour for this period. Submit for your selection to be added (e.g. Humanities 11A). Repeat this process for each TIME BLOCK in the DAY 1 COLUMN. If the subject or room you require for this term is missing from the drop down menu, you can add these in the Add Subjects/Classes & Add Rooms side menu. You can also modify bell times and delete the entry if required. 3. Repeat the step above for Days 2, 3, 4 etc working from left to right adding subjects or activities as required. Complete 4 or 5 days of your timetable, adding subjects, rooms, colours and non-teaching activities like recess, lunch & homeroom. Always work from left to right from Day 1 to Day 2 etc. A semi-completed timetable could look like the following:

9 4. If most of the Timetable is complete, select Timetable Drag & Drop to quickly copy repeat subjects/activities. Click on the Timetable Drag & Drop preview screen to view your full timetable (up to a 10 Day Cycle). Place your cursor on a subject or activity you wish to copy and carefully drag and drop it into another time block. This feature allows you to quickly copy all the subjects/activities that are already in your timetable. (You may need to adjust the zoom on your browser to fully view drag & drop). Note to ipad/tablet users: If you create your Timetable using your ipad/tablet, the drop and drag function will not operate on some devices and overall load times will be slower. We advise the creation of the initial timetable on a PC or Mac. Fine tuning your timetable Fine tune your timetable by changing bell times and adding/deleting periods for specific days. For example, click on the Add a New Row button to add end of day staff meetings or use the X Delete Period button in the pop-ups to remove periods. Copying the Timetable to Terms 2, 3 or 4 To copy your exact timetable from.e.g Term 1 to Term 2, simply load your screen to the Term 1 Timetable, select 2 using the Copy Term To button and click on the copy icon(circled) below. An exact timetable copy will be made to Term 2. Then, if you are teaching new subjects in Term 2, create these using the Add Subjects/Classes menu and then re-select the new Term 2 subjects within the newly copied timetable s pop-up time blocks.

10 Once you have created and your timetable, the ediary will automatically load all your subjects/classes into the Daily and Weekly Planner. Timetable Troubleshooting If your timetable does not match the correct day of the week or is out of sequence, you may have started the term on the wrong timetable cycle day. Go back to Timetable Settings and adjust the Start in Cycle day or Term Start Date. If your timetable shows blank periods that are not filled, you may not have filled every drop-down field in the timetable pop-ups. If you are experiencing difficulties setting up your Timetable, call our ediary Support & Helpline on

11 3.0 Manage Students Using the Manage Students menu you are able to import student names, add them manually and archive student (names) you no longer teach. 3.1 Add Students Select Add Students. You can add student names manually, or import your students names. 1. To add students manually, select Add and complete the TWO mandatory fields (First Name, Last Name) in the Add Student screen. The other fields can be completed if required. When complete, select Submit to save the information. You are also able to attach a student photo (jpeg) and add student notes to the expandable Student Notes text box illustrated below. Within the Student s Table above, you can access a student s card by clicking on the photo box, a student directly by clicking on their address (if added) and login to their Parent/Teacher Comments section (if the student is a subscribed ediary user - explained at the end of this section). 2. To import students, select Import. Click and then view the Excel spreadsheet illustration (shown above) to import student names. A template of this spreadsheet is saved in the ediary Help files in the document; Add Students (illustrated below). a. Open the saved spreadsheet; it contains 13 column headers with numbers and import headings. Do not change any of this information. b. Only the FOUR YELLOW columns are mandatory; First Name, Last Name, School Name and Postcode. Paste your students details into the spreadsheet shown in the template example below. You can insert data in all fields if you wish, however the data must be added in exactly the format and order shown, otherwise an error will result. c. When you have pasted the data in the spreadsheet template, name the file and Save as an Excel Workbook file on your computer. d. Next, select Browse to locate the file and load the spreadsheet into the ediary. e. When complete, select Submit. Your student names will now appear in the Students table. Note: If your ediary is part of a school-wide ediary community, your school administrator may have already imported your student names.

12 3.2 Archiving Students You may need to archive student names if there are students that leave your class during the year or you have finished an academic year and wish to clear the Student s Table of unnecessary clutter. To archive a student, simply click on the icon next to the student s name in the Archive column illustrated below: Once archived, the student s name is sent to the Archived Student table below. All the student s data will be retained in the database but their name will not show up on any ediary records. You can Unarchive a student at any time by clicking the icon in the table below and all their data and results will show up again in the ediary. Parent/Teacher Login feature only functions when BOTH Teachers and Students are subscribed ediary users within a School-Wide Subscription. Adding Parent/Teacher Comments-Parents/Teachers Login The Parent/Teacher Login feature in the ediary allows parents the opportunity to log into their child s ediary and check their progress and add or respond to comments written by their teachers. Teachers are able to add comments to each of their students which in turn can be viewed and checked by parents. Parents and Teachers are only allowed to enter comments in their respective area. Each entry is dated stamped and cannot be deleted. A teacher can add a comment to any student s ediary by clicking on the Parent/Teacher icon next to the student s name in the Add Students table illustrated below. This will open the Parents/Teachers Comments table.

13 To add new comments, click on the Add button which opens a new Add Teacher Comment screen and insert and submit your comments. You can view/respond to parent comments by selecting the View/Action icon and insert your response as illustrated below: As soon as a Parent (or Teacher) has added a new comment, a reminder warning is sent to the user s ediary and the comment is marked as Unchecked until it is read and Checked by the Parent or Teacher. How to Parents Add Comments & Respond to Teacher Comments To use the Parent/Teacher Login feature, a parent first needs to go to and then insert their child s username and password (which they can obtain from the student or school) into the panel illustrated below: Once logged into their child s ediary, parents are able to access and view all screens of the ediary, in particular, the Daily Planner screens showing the homework and lesson notes for each of the student s classes. Parents can add new comments or respond to teacher comments. Parents need to select the Parent/Teacher Login menu at the bottom of the Student s ediary screen illustrated below and insert their password. On the first occasion a parent logs in, they will be required to create a password.

14 Once a parent has logged in, the Parents/Teachers Comments table will appear as illustrated below: To Add New Parent Comments, parents click on the Add button which opens a new Add Parent Comment screen illustrated below. They then select from the drop down field the name of the teacher they wish to address the comments to and then enter their comments and Submit. To Respond to or View Teacher Comments, parents click on the View/Action icon which opens a new Edit Parent Comment screen illustrated below. They can then read the full teacher s comments and insert any necessary parent comments. Once a comment has been made, they can mark the Comment Status as Checked and then Submit. All comments can be printed as a PDF by selecting the PDF icon at the top of the Parents/Teachers Comments table.

15 4.0 Lesson Plans (and Homework) The Lesson Plans menu allows you to Create Lesson plans for any Subject/Class appearing in your timetable as well as searching the Lesson Archive to access past lesson plans (dated prior to the current date). There are three (3) ways you can use to create a new lesson: 4.1 (a) Create a Brief Lesson & Homework Summary using the Daily or Weekly Planner 4.1 (b) Create a Detailed Lesson with Homework using the Daily or Weekly Planner 4.1 (c) Create a Lesson using sub-menu; Create/View Current Lessons 4.1 (a) Create a Brief Lesson & Homework Summary using Daily or Weekly Planner * Fastest Method 1. Once you have set up your timetable, open the Planner section of the ediary which shows the 5 tab main menu illustrated above. Choose either the Daily Planner or Weekly Planner (tab) view. 2. You can add a Brief Lesson Summary of up to 400 characters by clicking on the notepad icon (circled below) for the period and subject/class you require. e.g. Period 2 English 12K. 3. Replace the default title Lesson, if you wish with a Lesson Name and add a Lesson Summary in the pop-up text box and Submit. 4. You can also add a Homework Summary to a lesson and Notes for Free Periods and Non-Teaching Activities like recess, lunch etc by clicking on the associated notepad icon illustrated below.

16 4.1 (b) Create a Detailed Lesson with Homework using Daily or Weekly Planner 1. Once your timetable is set, open the Planner section of the ediary and you will be greeted by the 5 tab main menu screen illustrated below: 2. Choose either the Daily Planner or Weekly Planner (tab) view and you can create (add) a new lesson by clicking on the green + icon (circled) for the period and subject/class you require. e.g. Period 2 Humanities 7C. 3. When you click on the green + icon, the detailed Add Lesson Plans screen will appear for this subject/class. Fill in the fields as described below: (Please note, all fields marked with a red * asterisks are mandatory). a. Lesson Name: add a lesson name or title, e.g. Who were the Romans? b. Add Date of Lesson: automatically fills in when using this create lesson method c. Add Room Number: automatically fills in when using this create lesson method d. Period Number: automatically fills in when using this create lesson method e. Brief Summary: a max. 400 word brief description of the lesson that is viewable/clickable when using the Daily Planner screen f. Add Resources Required: link to selected subject resources you have created in the Teaching Resources sub-menu. See Teaching Resources. g. Add Class Structure: select the type of class structure.e.g. small group h. Add Lesson Notes: key in, copy or paste detailed lesson plans using the lesson plan text editor i. Add Homework: key in, copy or paste detailed homework using the homework text editor j. Add Work Due Reminder: add a future reminder date linked to the lesson which will continuously display in the Work & Task Due Reminder box at the top of the ediary until the due date k. Add Strands/Standards: link the lesson to a Strand or Standard (Note: Strands must first be added via the Assessment sub-menu, see Assessment) l. Add Outcomes: link the lesson to an Outcome Statement (Note: Outcomes must first be added via the Assessment sub-menu, see Assessment) m. Upload File/File Name: Add a file name and attach a file to this lesson using the browse button. When complete, select Submit to save your new lesson plan. Please note, any information you have added using the Lesson or Homework Summary icon/boxes explained previously will automatically be filled into the detailed lesson plan screen.

17 Once you have submitted your new lesson plan, it will appear in the Lesson Plans table and the Daily & Weekly Planner screens illustrated below:

18 Please note, only current or future dated lesson plans will appear in the Lesson Plans table. Older lesson plans will automatically be archived in the Lesson Archives (See Lesson Archive). 4.1 (c) Create Lesson using sub-menu; Create/View Current Lessons Another way you can create a new lesson is to select the sub-menu item, Create/View Current Lessons. Once selected, the Lesson Plans table will appear. 1. Select Add and you will be greeted with a blank Add Lesson Plans screen shown earlier. 2. Insert the Lesson Name. Next, select the Date of Lesson. Once you select the date, each of the following drop down fields will be loaded with the Subjects, Classes, Rooms & Periods available for that date. a. Add Subject/Class b. Add Room Number c. Period Number 3. Continue to progressively fill in each of the fields from a-m illustrated earlier in 4.1 (b). When the fields have been completed, select Submit to save your new lesson plan. The new lesson plan will then appear in the Lesson Plans table below. You can then click on the lesson name to edit, copy, pdf or print the lesson plan. To copy a lesson plan to another class, simply select the Copy icon from the original lesson plan illustrated below. You will be presented with an identical lesson plan screen illustrated below; Copy Lesson Plans. Choose another Date to which you wish to copy the lesson plan to and then select from the available Subject/Classes, Rooms & Periods, changing any other details and then select Submit to save the new lesson.

19 4.2 Lesson Archive All lesson plans dated after the current date, are automatically removed from the Lesson Plan table and archived into the Lesson Archives table illustrated below (i.e. if today s date is June 20, lessons dated prior to June 20 will be archived). Archived lessons can be accessed, edited and reused for future classes.

20 5.0 Planner The ediary allows you to access three planners: a Daily, Weekly and Monthly Planner. You can access each of these planners by using the Planner menu on the left of the screen, or the menu across the top of the screen, as shown below or adjust your default settings in My Profile to automatically open on the screen of your choice. 5.1 Daily Planner The Daily Planner layout is very similar to your standard teacher s planner, showing period numbers, bell times, subjects, lesson and homework details. However the ediary Daily Planner allows you to do much more than a paper planner. The main features illustrated in the screen shot below are: 1. Scroll Back: view the previous daily lessons 2. Daily Planner: access the Daily Planner view 3. Work Due & Event Reminders: shows work or events that have been added 4. Print Daily Planner: print the daily lesson view 5. Scroll Forward: view the next daily lessons 6. Timetable Day No: shows the timetable cycle day number 7. Add Events/Reminders: click and add an event or reminder 8. Access Detailed Lesson Plan: click to view and edit the full lesson you created for this period 9. View future lessons: click the subject/class to view a list of planned future lessons 10. Add Homework Summary: click to add/edit a 100 character homework summary 11. Add Brief Lesson Summary: click to add/edit a 400 character brief lesson summary 12. Work Due Warning: click to show what work is due this period 13. Add Notes for Free Periods: click to add notes for free periods 14. Add Notes for Non-Teaching Activities: click to add notes for recess, lunch etc 15. Advance to Next/Previous class: advances to the next/previous timetabled class for this subject 16. Add New Lesson: click to add a new lesson directly to this period

21 5.2 Weekly Planner The Weekly Planner layout shows you a weekly view from Monday-Sunday, with the main focus on Monday-Friday periods, bell times, subjects and lesson details. The main features illustrated in the screen shot below are: 1. Scroll Back: view the previous week s lessons 2. Weekly Planner: access the Weekly Planner view 3. Work Due & Event Reminders: shows work or events that have been added 4. Scroll Forward: view the next week s lessons 5. Print Weekly Planner: print the weekly lesson view 6. Access Detailed Lesson Plan: click to view and edit the full lesson you created for this period 7. Lesson Title: all created lesson titles are colour coded in blue 8. Work Due Warning: click to show what work is due this period 9. Add New Detailed Lesson: click to add a new lesson directly to this period 10. Add Notes for Free Periods: click to add notes for free periods 11. Add Notes for Non-Teaching Activities: click to add notes for recess, lunch etc 12. Brief Lesson Summary: click to open lesson summary. Note, summary can only be viewed in Daily Planner view. When you are in class, open the Detailed Lesson Plan (item 6 above) and use this as your detailed lesson notes.

22 5.3 Monthly Planner The Monthly Planner layout shows you a monthly view highlighting all events, holidays, non-teaching days, homework and reminders created by the user. The main features illustrated 1-4 in the screen shot below are: 1. Scroll Back: view the previous month s events and reminders 2. Monthly Planner: access the Monthly Planner view 3. Scroll Forward: view the next month s events and reminders 4. Print Monthly Planner: print the monthly planner 5. Non-Teaching Days*: all scheduled non-teaching days highlighted in blue 6. Public Holidays*: all scheduled public holidays highlighted in red 7. Work Due & Event Reminders: all scheduled work due, events and reminders highlighted in gold 8. Colour Codes: reminders coded in red, blue and gold 9. View Reminders: click to show and edit reminder details 10. Add Instant Reminders: click on any date to add events, work due reminders, non-teaching days & holidays To add an Event, Work Due Reminder, Non-Teaching Day or Holiday, simply click on the date in the Monthly Planner, select the type of reminder, fill in the details (fields marked with a red asterisk are mandatory) then click Submit. (Reminders for Public Holidays and Non-Teaching Days will only appear if they have been added by the user using either the Timetable Settings or adding an event from the monthly planner.)

23 6.0 Assessment The ediary allows you to create assessment tasks that are linked to subject topics, outcomes, criteria, strands or standards. For example, if you were to design an assessment task for Maths, you can create a hierarchy based on three curriculum levels, for example: Level 1 Strands/Standard/Level/Unit: Level 2 Topics/Content: Level 3 Outcomes/Criteria/Achievement: e.g. Strand- Number and Algebra e.g. Topics- Numeracy, Positive Integers, Real Numbers..etc e.g. Outcomes- Compare fractions using equivalence...etc These three levels have been given generic names that correspond to common practice in most states; however you are free to use them in any way that suits your particular school situation, whether it s for primary, middle or senior school subjects. 6.1 Grading Types The ediary already comes with basic default grading schemes, however you are able to modify these or create your own. When you select Grading Types from the Assessment sub-menu, the Grading Type table (illustrated below) will appear showing six default grading schemes. You can either modify these for your own use or add your own grading type schemes. Modifying the default Grading Types: 1. Click on a Grade Name in the above table.e.g. Letter Grades (A-F) and the Grading Scale for Letter Grades A-F table will open. 2. Then select the grade you wish to modify by hovering the cursor over the Scale Name.e.g. A+ (95%) and the Edit Grading Scale: Letter Grade box will appear. 3. You can then change any of the following fields to suit your assessment: a. Scale Name: the name of the grading scale b. Abbreviation: a maximum two character abbreviation which will appear in your assessment c. Minimum: the minimum mark to attain this grade d. Scale Description: a brief description of the grading scale (max. 20 characters) 4. When complete, select Submit. Adding new Grading Types: 1. Select Grading Types from the Assessment sub-menu and then select Add and the Add Grading Type box will appear. 2. Fill in the fields in the Grading Type box by adding the name of the new grading scheme you wish to add, for example: a. Grade Name: VCE Marking Scheme b. Grade Description: Grading Scheme for VCE Units 1 & 2 Subjects

24 When complete, select Submit. 3. The new Grading Type (VCE Marking Scheme) will now appear in the Grading Type table below: 4. Next, click on the new Grade Name (VCE Marking Scheme) in the table and an empty table for Grading Scale: VCE Marking Scheme will appear. You can now start to add your own marking scales for this new grading type by selecting Add. This opens the Add Grading Scale box below. Proceed to add the Scale Name, Abbreviation, Min Mark and Scale Description (max 20 characters). 5. When complete, select submit and the new Grading Scale (above) will appear in the table for the VCE Marking Scheme. You can then progressively add more scales for this grading type from 100%-0% Note: If your ediary is part of a school-wide ediary community, your school administrator may have already imported specific school-based grading scales for you.

25 6.2 Strands/Standards The Strands/Standards sub-menu allows you to create the first of three curriculum levels for your subject. For example, if you were to design an assessment task for Maths, you can create a hierarchy based on three curriculum levels, for example: Level 1 Strands/Standard/Level/Unit: Level 2 Topics/Content: Level 3 Outcomes/Criteria/Achievement: e.g. Number and Algebra etc e.g. Numeracy, Positive Integers, Real Numbers..etc e.g. Defining and comparing prime and composite numbers and etc These three levels have been given generic names that correspond to common practice in most states; however you are free to modify and use them in any way that suits your particular school situation, whether it s for primary, middle or senior school subjects. To add a Strand or Standard: 1. Select Strands/Standards from the Assessment menu and you will be greeted by the Strands/Standards table. 2. Select Add to open a new Add Strands/Standards edit box. Select or fill in the required fields for: a. Subject - choose your subject from the drop-down b. Strand Name -insert the strand name.e.g Historical Knowledge c. Strand Description (Optional) -add a brief description of the strand When complete, select Submit. 3. The new Strand or Standard you added now appears in the Strands/Standards table below:

26 6.3 Topics The Topics sub-menu allows you to create the second of three curriculum levels for your subject. Assuming we have already created the first level for the subject Humanities Level 1 Strands/Standard/Level/Unit: (e.g. Historical Knowledge) -we will now create the second level, Topics. 1. To add a Topic select Topic from the Assessment menu and you will be greeted by the Topics table. 2. Select Add to open a new Add Topics edit box. Select or fill in the required fields for: a. Subject- choose your subject from the drop-down b. Strand- select the strand that the new topic is part of.e.g. Historical Knowledge c. Topic Name- add the topic name.e.g. The Physical Features of Rome d. Topic Description (Optional)- add a brief description of the topic When complete, select Submit. 3. The new Topic you added now appears in the Topics table below:

27 6.4 Outcomes/Criteria The Outcomes/Criteria sub-menu allows you to create the third and last curriculum level for your subject. Assuming we have already created the first and second levels for the subject Humanities Level 1 Strands/Standard/Level/Unit: (e.g. Historical Knowledge) Level 2 Topics/Content: (e.g. The Physical Features of Rome) we will now create the third level, Outcomes/Criteria. 1. To add an Outcome select Outcomes/Criteria from the Assessment menu and you will be greeted by the Outcomes table which allows you to manually add or import outcomes. 2. To manually add outcomes, select Add to open the Add Outcomes edit box. Select and fill in the required fields: a. Subject- choose your subject from the drop-down b. Outcome Name- add an outcome name that can be used for any topic.e.g. HUM007 c. Outcome Description (Optional)- add a brief description of the outcome. When complete, select Submit. 3. The new Outcome you added now appears in the Outcomes/Criteria table below: 4. Alternatively you can Import Outcomes. Select Import and you can view an Excel spreadsheet illustration (above). A template of the spreadsheet is saved in ediary Help files in the attached document under; Outcomes/Criteria. To Import Outcomes/Criteria: a. Open the saved spreadsheet; it contains a header line with 8 columns that require data. b. Paste your Outcomes/Criteria into the spreadsheet exactly as per the example. All fields require data. c. When complete, name the file and save it. d. Select Browse to locate the file and load the spreadsheet into the ediary. When complete, select Submit. Your outcomes will now appear in the Outcomes table.

28 6.5 Add/Mark Assessment You can add or mark assessment tasks for your subjects by accessing Add/Mark Assessment from the Assessment menu or by clicking on Assessment from the 5 tab main menu header illustrated below. Add New Assessment Tasks New assessment tasks can be created or added by completing the following steps: 1. Select Add/Mark Assessment or Assessment from the side main menu and you will access the Assessment Details screen which shows all subjects/classes for all terms below: 2. Once the Assessment Details screen loads, select the Subject and Term/Semester you require from the dropdown menus and your class list of students will be displayed. For example in the illustration below, we could select: a. Subject: Humanities 7C 2012 b. Term/Semester: Term 2 Please note: For a list of students to display, students must first be enrolled into a subject/class. Please see the sub-menu Add Subject/Classes to enrol students. 3. As soon as the class list of students for Humanities 7C 2012 (Term 2) is displayed, hover your mouse and click on the ADD NEW ASSESSMENT TASK box. This will open an Add Assessment edit box where you will be able to enter the details of your new assessment.

29 4. Use the Add Assessment edit box illustrated below to enter details of the new assessment task into the mandatory fields: a. Title: a title description for the assessment task, max. 14 characters b. Subject: automatically loads the subject name c. Term: automatically loads the term number d. Level: automatically loads the subject year level e. Class: automatically loads the class descriptor f. Strand/Standard: select the strand/standard to link to this assessment task g. Outcome: select the outcome/criteria to link to this assessment task h. Topic: select the topic to link to this assessment task i. Assessment Due Date: select the due date from the pop-up calendar j. Assessment Weighting: slide the weighting bar to allocate a 0-100% weight to the task for the term k. Assessment Max. Marks: add a maximum numerical mark for the task l. Grading Type: select a grading type by which the grade will be displayed m. Assessment Description: add a longer description of the assessment task Please note for: Strands, Outcomes & Topics- before you can select any of these; you need to first create your strands, outcomes and topics. Assessment Weighting- once you allocate.e.g. 12% for this subject, you will only have 88% weighting left to allocate on other assessment tasks. A 0% weighting can also be allocated. Grading Types- you can add or modify your grading types, see Grading Types (see Section 6.1). When complete, select submit and you will be taken back to the main Assessment Details screen for this subject showing the addition of the new assessment task in the first column with the title, due date, weighting and max. mark. As new tasks are added, they will progressively appear in new columns to the left of the ADD NEW ASSESSMENT TASK box. To view older assessment tasks, use the scroll bar at the bottom of the assessment screen (for ipad users, touch and slide the screen)

30 Mark Assessment Tasks You are able to mark an assessment task by hovering and clicking on the empty mark box for any student in the assessment task column illustrated by the red box below. Once you click in the empty box, an Assessment Marks entry screen will appear. For each student, complete the following fields: a) Marks: enter a numerical mark up to the maximum mark b) Grade: the grade will be automatically allocated once you tab to the next field. You can manually alter the grade by changing the drop-down field c) Late Submission: late submission is set to no as default but can be changed to yes d) Comments: optional comments can be added for each student s assessment task. Raw Average & Weighted Average As you progressively record marks in the assessment section, the ediary will update the Raw Average and Weighted Average mark of each student for each assessment task. Raw Average - this is the average total of a student s raw marks for all assessment tasks marked for a term/semester. example: Raw Mark Max. Mark = = 200 x 1 = 60% (Raw Average) For Weighted Average - this is the average total of a student s weighted marks (0-100%) for all assessment tasks marked for a term/semester. For example: Raw Mark x Weighting 50 x x x 1 = Total Weighting = x 1 = 58% (Weighted Average)

31 Assessment Reports, Graphs & Exporting By selecting and clicking on the Assessment Reports icon in the above illustration, you are able to: -Create & Print Assessment Result Reports -Export Assessment Results to a Spreadsheet -Graph Assessment Results 1. Select the Assessment Reports icon and the Assessment Reports screen will open. Fill in each of the fields below to filter the type of assessment results you require. The first four(4) fields are mandatory: a. Subject: the subject you require reports for (mandatory) b. Class: the class you require reports for (mandatory) c. Level: the year level you require reports for (mandatory) d. Term: the term/semester you require reports for (mandatory) e. Student: if no student is selected, all student results will be displayed. If you select a specific student, only that student s results will be displayed f. Strand: selecting a strand will display results linked to that strand g. Topic: selecting a topic will display results linked to that topic h. Outcome: selecting a outcome will display results linked to that outcome i. Export to Excel: selecting export will export the results using the selected filters to a spreadsheet j. Graph: selecting graph will graph the results using a basic bar graph k. Year: the results will be displayed for the year selected When you have chosen the fields you require, select Submit and the PDF report will display on a new screen. When you have viewed or printed the report, close the screen.

32 An example of a PDF report for a class An example of a PDF report for a student with topic and strand filters applied An example of an exported spreadsheet report An example of a student report graphing results for term 2.

33 7.0 Attendance The ediary allows you to create different attendance statuses and mark attendance for each of your subject/classes. 7.1 Attendance Status The ediary already comes with a number of basic attendance status descriptions, which you may modify or add to. When you select the Attendance sub-menu Attendance Status, the Attendance Status table will appear. How to modify the Attendance Status descriptions 1. Click on an Attendance Name and the Edit Attendance Status box will appear. 2. You can then change any of the following fields to suit your requirements: a. Name: the long name for the attendance status name b. Abbreviation: a maximum two character abbreviation that appears in the assessment screen display c. Description: a description of the attendance status (optional) d. Marked As: the student is marked as either Present or Absent when this attendance status is chosen e. Choose Colour: select the colour of the attendance abbreviation in the assessment screen display f. Status: if you do not want this attendance status to appear in your display, mark it as Inactive. When complete, select Submit. Adding a New Attendance Status 1. Select Attendance Status from the Attendance menu and then select Add which appears at the top right of the Attendance Status table. The Add Attendance Status box will now appear. 2. Fill in the fields illustrated above and when complete, select Submit. Note: If your ediary is part of a school-wide ediary community, your school administrator may have already imported specific school-based attendance statuses for you.

34 7.2 Mark Attendance You can mark attendance for your subjects by accessing Mark Attendance from the Attendance menu or by directly clicking on Attendance from the 5 tab main menu header illustrated below: Mark Attendance Once you select Mark Attendance/Attendance you will be greeted by the Attendance screen illustrated below which will load on the current month and week. To mark attendance: 1. Select your Subject and Term/Semester using the drop-down filters. Once selected, the class list of students for the subject/term will appear for the current calendar month. 2. The screen will show the current month/week. Use the scroll bar at the top/bottom of the screen to view the other half of the month. The current day of the month will be highlighted in a different colour. (For ipad users, touch and slide the screen). 3. Once you are on the current day, hover and click your cursor on today s date in the Auto-Fill row. The Manage Attendance edit box will appear in Present default mode, click submit to initially mark all students as Present (P).

35 4. Once all students are marked as Present, select individual students (by clicking on the blank space in the date column) to change their attendance status using the drop-down fields.e.g. AU (Absent Explained). When complete, select Submit. Attendance status codes and colours can be changed at any time (see 7.1). 5. As you progressively mark student s attendance, the Classes Absent and % Present columns will be updated for the Term/Semester as illustrated below: Creating and exporting Attendance Reports You can create and print Attendance Reports and export them to a spreadsheet. Click on the Attendance Reports icon shown above, to open the Attendance Reports screen. Fill in each of the fields to filter the type of reports you require. Some fields are mandatory. a. Subject: The subject you require attendance for (mandatory). b. Class: The class you require attendance for (mandatory). c. Level: The year level you require attendance for (mandatory). d. Term: The term/semester you require attendance for (mandatory). e. Student: If no student is selected, all student attendance will be displayed. If you select a specific student, only that student s attendance will be displayed. f. Attendance Status: Displays the occurrences of the selected attendance status for a student. g. Class Checklist: Will display all student attendances. h. Attendance for Month: Select the attendance month to display (mandatory). i. Export to Excel: Selecting export will export attendance using the selected filters to a spreadsheet. j. Year: The attendance will be displayed for the year selected. Select Submit and the PDF report will display on a new screen. When you have viewed or printed the report, close the screen.

36 An example of a PDF class attendance report An example of a PDF report attendance report for an individual student An example of an exported attendance spreadsheet report

37 8.0 Work Due & Events Reminders Work Due & Events Reminders can be used to create reminders for any homework, task, event or general reminder that you need to be continuously made aware of until the due date occurs. 8.1 Add Work Due Reminders Work Due Reminders are created using one of three methods: Using the Work Due Reminders menu From the Lesson Plans Create Lesson sub-menu (see section 4.1 of this Manual) From the Daily Planner screen a) Using the Add Work Due Reminder menu Select Work Due Reminder from the sub-menu and you will be greeted by the Reminders table above. Select Add and a new Add Reminders screen will appear. Fill each of the following fields: i. Reminder Title ii. Reminder Date iii. Reminder Time iv. Description When complete, select Submit and the new reminder will be added to the Reminders table. On the day of the Reminder/Task/Homework is due, you will receive a warning message. Each reminder you create will appear in chronological order in: 1. The Work & Task Due Reminder box at the top of the ediary until the reminder date expires, or you click the Done box, 2. The Events/Reminders panel of the Daily & Weekly Planner, 3. The Daily and Weekly Planner (if it is linked to a lesson).