ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Administration Guide (This document is current for ProgressBook v12.3 or later.) 2012 Software Answers, Inc. All Rights Reserved. All other company and product names included in this material may be Trademarks, Registered Trademarks or Service Marks of the companies with which they are associated. Software Answers, Inc. reserves the right at any time and without notice to change these materials or any of the functions, features or specifications of any of the software described herein. Software Answers, Inc. www.progressbook.com 6770 Snowville Rd., Suite 200 www.software-answers.com Brecksville, Ohio 44141

Change Log The following Change Log explains by Product Version, Heading, Page and Reason where changes in the ProgressBook ParentAccess Web Site Administration Guide have been made. Product Version Heading Page Reason 12.3 Entire Guide N/A Updated screen shots to reflect new logos. ProgressBook ParentAccess Web Site Administration Guide i

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Table of Contents Change Log i About this Guide 1 ProgressBook ParentAccess Web Site Setup 3 District Settings... 3 Set Up ProgressBook ParentAccess District Selection Display Options... 3 Set Up ProgressBook ParentAccess Public Access and Default Home Page Options... 4 Enable or Disable ProgressBook ParentAccess Web Site... 6 Set Up ProgressBook ParentAccess File Upload Permissions... 7 Set Up ProgressBook ParentAccess User Account Requirements... 7 ProgressBook ParentAccess Information Tabs and Menu Options 9 Information Tabs... 9 Home Tab... 9 Student Tab... 9 Classroom Tab... 10 School Tab... 10 My Account... 10 Assign Security Roles to ProgressBook ParentAccess Information...11 Set Up Report Cards and Interims to Display on ProgressBook ParentAccess Web Site... 13 ProgressBook ParentAccess Web Author Access... 14 Assign Web Author Access... 15 ProgressBook ParentAccess Home Page 17 Set Up ProgressBook ParentAccess Home Page Greeting and Logo... 17 Set Up ProgressBook ParentAccess School Tab Logo... 19 Set Up ProgressBook ParentAccess Web Site Color Scheme... 20 Create ProgressBook ParentAccess Event Categories... 21 Update Event Categories... 22 Add ProgressBook ParentAccess District and School Events... 23 ProgressBook ParentAccess Web Site Administration Guide iii

ProgressBook ParentAccess Alerts 27 Install ProgressBook GradeBook Alert Service... 27 Modify Alert Service Settings... 28 Start Alert Service... 29 Test Alert Service... 30 Maintain ProgressBook ParentAccess Alerts in ProgressBook GradeBook... 31 Alert Processing Requirements... 32 Add Alerts... 33 Run Alerts... 34 Set Up ProgressBook ParentAccess Alerts to Display on ProgressBook ParentAccess Web Site... 35 Update Alerts... 36 ProgressBook ParentAccess Web Site Content 37 Create ProgressBook ParentAccess Content as News Article... 37 Use the Text Editor... 39 Upload Images... 40 Create ProgressBook ParentAccess Content as Document or Form... 40 Create ProgressBook ParentAccess Content as Link... 42 Search for ProgressBook ParentAccess Content... 43 Update ProgressBook ParentAccess Content... 44 Search for ProgressBook ParentAccess District and School Events... 45 Update ProgressBook ParentAccess District and School Events... 46 Create ProgressBook ParentAccess District and School Forms... 46 Search for ProgressBook ParentAccess District and School Forms... 49 Update ProgressBook ParentAccess District and School Forms... 49 ProgressBook ParentAccess User Accounts 51 Maintain ProgressBook ParentAccess Accounts... 51 Add Student to Parent Account... 53 Create Individual ProgressBook ParentAccess User Account... 53 Create Multiple ProgressBook ParentAccess User Accounts... 54 Disable Individual Student from ProgressBook ParentAccess... 55 Extract Data for ProgressBook ParentAccess Account Letters... 55 Create a Mail Merge... 56 Fix Broken User Accounts... 56 Mass Delete ProgressBook ParentAccess User Accounts... 57 iv ProgressBook ParentAccess Web Site Administration Guide

Course Requests 59 Course Requests Tables... 59 Set Up Course Requests Initially... 59 Set Up Configuration File for Course Catalog Import Utility... 60 Set Up Configuration File for Course Request Extract Utility... 60 Set Up Course Requests Annually... 61 Import Course Catalog... 62 Define Course Request Schedules... 64 Assign Available Course Catalog... 66 Create Student Course Request Extract File... 68 Course Request Extract File Format... 69 ProgressBook ParentAccess Web Site Administration Guide v

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About this Guide The purpose of this guide is to assist ProgressBook GradeBook users with Master or School Administrator privileges in setting up and maintaining their ProgressBook ParentAccess Web Site. Reference and procedural information in this guide describes tasks for setting up the Web site, creating the home page, creating alerts, creating and maintaining Web site content, creating user accounts and setting up course requests. The Parent Access Administration screen is the main work area for ProgressBook GradeBook users with Master, School Administrator, School Web Author and District Web Author privileges. You will see the PA Admin link at the top of your home page if you have been assigned one of these roles. The ProgressBook ParentAccess Administration screen is divided into the following three sections: The District Setup section enables you to setup the ProgressBook ParentAccess Web Site options for your district, define menu access by user role, design the district greeting, maintain event types and set up student progress alerts. Users with Master and School Administrator privileges have full access to this section; users with District Web Author privileges can access the District Greetings & Logos and Event Types options. The Manage Website Content section enables you to maintain news articles and information, links, forms and events that appear on the School tab of the ProgressBook ParentAccess Web Site. Users with Master, School Administrator, School Web Author and District Web Author privileges have full access to this section. The Manage Accounts section enables you to create and maintain user accounts, extract data for parent information letters, fix broken user accounts and mass delete selected user accounts. Users with Master and School Administrator privileges, as well as Principal and Clerical user roles, have access to these features. ProgressBook ParentAccess Administration Screen ProgressBook ParentAccess Web Site Administration Guide 1

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ProgressBook ParentAccess Web Site Setup District Settings There are numerous options available on the District Setup screen that allow you to manage various settings that determine how users access the ProgressBook ParentAccess Web Site. You can define how your district s name and logo display on the District Selection screen before you log in to the ProgressBook ParentAccess Web Site, set the ProgressBook ParentAccess default home page, enable or disable access to ProgressBook ParentAccess, set file upload permissions and user account requirements. District Setup Screen Set Up ProgressBook ParentAccess District Selection Display Options ProgressBook GradeBook users with Master and School Administrator privileges can select the name and logo that display on the ProgressBook ParentAccess Web Site District Selection screen. 1. On the Parent Access Administration screen, click District Settings. 2. On the District Setup screen, type a name that represents your school district in the District Alias field. If you do not enter anything in this field, the district default name displays. ProgressBook ParentAccess Web Site Administration Guide 3

ProgressBook ParentAccess Web Site Setup 3. Type the name of the logo that represents your school district in the Logo File Name field. If you do not enter anything in this field, the default image of a school house displays. 4. Click Save. The district alias name and district logo display on the District Selection screen where parents and students select their district to log into the ProgressBook ParentAccess Web Site, as shown in District Alias Name and Logo on District Selection Screen. District Alias Name and Logo on District Selection Screen Set Up ProgressBook ParentAccess Public Access and Default Home Page Options ProgressBook GradeBook users with Master and School Administrator privileges can set up your school district s public access and default Home Page preferences for the ProgressBook ParentAccess Web Site. 1. On the Parent Access Administration screen, click District Settings. 2. On the District Setup screen, select one the following public access options: Yes Allows the public to view the screen selected in the Home Page list without first logging in with a user name and password. No Does not allow the public to view the screen selected in the Home Page list without first logging in with a user name and password. Note: Selecting the Yes option only makes the Home Page; and News and Information, Event List, Event Calendar and Forms sections on the School tab available on the ProgressBook ParentAccess Web Site without first logging in. You must log in to the ProgressBook ParentAccess Web Site to view student information. 3. Select one of the following options in the Home Page list: Standard Home Page Displays when parents and students click the Home tab on the ProgressBook ParentAccess Web Site. This screen can be customized with the district logo and a unique message. 4 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Setup News & Information Page Displays when parents and students click the School tab on the ProgressBook ParentAccess Web Site. This screen can be customized with news, pictures, forms and other general information. 4. Click Save. The Home tab is the first screen that displays on the ProgressBook ParentAccess Web Site when the Standard Home Page option is selected in step 3. Home Tab on ProgressBook ParentAccess Web Site The News & Information section of the School tab displays first on the ProgressBook ParentAccess Web Site when the News & Information Page option is selected in step 3. News & Information Section on the School Tab on the ProgressBook ParentAccess Web Site ProgressBook ParentAccess Web Site Administration Guide 5

ProgressBook ParentAccess Web Site Setup Enable or Disable ProgressBook ParentAccess Web Site Once the ProgressBook GradeBook installation has been completed, the Parent/Student Access option on the Feature Selection screen must be enabled for the ProgressBook ParentAccess Web Site to be used in your district. In addition, the ProgressBook ParentAccess Web Site must be enabled on the District Setup screen. ProgressBook GradeBook users with Master and School Administrator privileges can enable or disable the ProgressBook ParentAccess Web Site after the feature has been selected. It can be enabled so that teachers can use it before providing login information to parents and students. Parent/Student Access Option on Feature Selection Screen 1. On the Parent Access Administration screen, click District Settings. 2. On the District Setup screen, select one of the following Enable this District options: Yes Allows the Parent/Student Access Web Site to be used in the district. No Does not allow the Parent/Student Access Web Site to be used in the district. 3. Click Save. Enable ProgressBook ParentAccess Web Site on District Setup Screen 6 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Setup Set Up ProgressBook ParentAccess File Upload Permissions ProgressBook GradeBook users with Master and School Administrator privileges can set up your school district s image and document file upload permissions for the ProgressBook ParentAccess Web Site. The size and number of files uploaded to your ProgressBook ParentAccess Web Site depends on the available space on the server. The default file size is 500 MB per each file, but you can modify this setting in the Web.config file. The default file size applies to all files uploaded by all districts that use that server. 1. On the Parent Access Administration screen, click District Settings. 2. On the District Setup screen, select one of the following upload images options: Yes Allows teachers to upload images to their Class Home Pages on the ProgressBook ParentAccess Web Site. Supported file types include: JPG, JPEG, GIF and PNG. No Does not allow teachers to upload images to the ProgressBook ParentAccess Web Site. 3. Select one of the following upload documents options: Yes Allows teachers to upload documents using the Post Homework and Class Home Pages features of the ProgressBook ParentAccess Web Site. Supported file types include: TXT, DOC, DOCX, XLS, XLSX, PDF, HTM, HTML, PPT, PPTX and PPS. No Does not allow teachers to upload documents to the ProgressBook ParentAccess Web Site. 4. Click Save. Set Up ProgressBook ParentAccess User Account Requirements ProgressBook GradeBook users with Master and School Administrator privileges can set up your school district s user account requirements for the ProgressBook ParentAccess Web Site. 1. Select one of the following email options for each school building listed in the School column. Email Address Recommended is the default. Email Address Optional Users can log in to the ProgressBook ParentAccess Web Site without entering an email address, but must create a new user name and password the first time they log in. Email Address Recommended Default option. Users can log in to the ProgressBook ParentAccess Web Site without entering an email address, but must create a new user name and password the first time they log in. Email Address Required Requires users to enter a valid email address the first time they log in to the ProgressBook ParentAccess Web Site. Use email address as the user ID Requires users to enter a valid email address as their user ID the first time they log in to the ProgressBook ParentAccess Web Site. This option also automatically adds the user's email address to the system. Users ProgressBook ParentAccess Web Site Administration Guide 7

ProgressBook ParentAccess Web Site Setup cannot log in to the ProgressBook ParentAccess Web Site if they do not enter a valid email address and password. Note: If you selected either or of the first two email address options, the following message displays on the Login screen when the user logs in for the first time, Your email address is needed in case you forget your username or password. This is very important! Note: The email options described in step 1 will not be applied unless you select the Force new user ID & password on 1st login? option. 2. Select the Force new user ID & password on 1st login? option if you want to prompt parents and students for their email address and require that they change their user name and password the first time they log in to the ProgressBook ParentAccess Web Site. Note: User names and passwords must include alphanumeric characters and be 5 to 20 characters in length. 3. Click Save. Message to Enter an Email Address on the ProgressBook ParentAccess Login Screen Email Address as User ID on the ProgressBook ParentAccess Login Screen 8 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Information Tabs and Menu Options The items listed on the Menu Maintenance screen correspond by name to the tabs and menu options that appear on the ProgressBook ParentAccess Web Site. You can enable or disable the tabs or menu options for a security role by selecting or deselecting the check box next to the applicable item. Each tab and menu option on the ProgressBook ParentAccess Web Site is described in the following paragraphs. Information Tabs Home Tab The Home tab displays the district greeting and logo and links for accessing all areas of the ProgressBook ParentAccess Web Site. You can enable or disable the Home Page. Student Tab The Student tab includes student-specific data such as class averages, progress details and attendance. You can enable or disable the following menu options on the Student tab: Averages Lists all of the student s class averages. Progress Details Lists individual assignments, comments and class attendance for the student. Report Card Displays report card data once it has been made available. Other settings are required for report cards to display. Attendance Displays the student s cumulative daily attendance. Schedule Displays the student s class schedule and teachers. Course Requests Enables parents and students to select and submit course requests when the current date is within the specified date range of the Course Request schedule. Note: You cannot assign access to this tab, or any of its related menu items, for the Guest role. ProgressBook ParentAccess Web Site Administration Guide 9

ProgressBook ParentAccess Information Tabs and Menu Options Classroom Tab The Classroom tab includes class-specific data such as homework and class home pages. You can enable or disable the following menu options on the Classroom tab: Homework Displays homework assignments in list format, grouped by class. Monthly Planner Displays homework in a calendar format. Information Displays class home pages. Note: You cannot assign access to this tab, or any of its related menu items, for the Guest role. School Tab The School tab includes district and school information such as news, events and forms. You can enable or disable the following menu options on the School tab: News & Information Displays news articles, pictures and other information. Event Calendar Displays district or school events in a calendar format. Event List Displays district or school events in a calendar format. Forms Displays district or school forms for download. My Account The My Account tab includes user profile, login and password information as well as linked accounts and student progress alerts. You can enable or disable the following menu options on the My Account tab: Edit My Profile Enables parents and students to enter name and email address. Change My Login Enables parents and students to modify their account login name. Change my Password Enables parents and students to change their account password. Link My Accounts Enables parents to link multiple student accounts so they can view all of their children s progress from a single login. Manage Accounts Enables teachers and parents to reset student account passwords. Manage Alerts Enables parents and students to subscribe to student progress alerts. Note: You cannot assign access to this tab, or any of its related menu items, for the Guest role. 10 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Information Tabs and Menu Options Assign Security Roles to ProgressBook ParentAccess Information ProgressBook GradeBook users with Master and School Administrator privileges can assign the menu options each of the security roles have access to on the ProgressBook ParentAccess Web Site. 1. On the Parent Access Administration screen, click Menu Options & Security. 2. On the Menu Maintenance screen, select the appropriate security role that should have access to each tab or menu option. Guest Information is available to the public without a user login or password. Teacher Information is available to ProgressBook GradeBook users with a teacher role. Parent Information is available to parents. Student Information is available to students. 3. Click Save. The menu options and tabs for which you assigned access are updated appropriately on the ProgressBook ParentAccess Web Site. Security Access Assigned to the Progress Details Section on Menu Maintenance Screen, Progress Details Section Enabled on the Student Tab on the ProgressBook ParentAccess Web Site and Progress Details Section Disabled on the Student Tab on the ProgressBook ParentAccess Web Site show how the Progress Details section displays on the ProgressBook ParentAccess Web Site based on how you assign security roles to the Progress Details menu option. ProgressBook ParentAccess Web Site Administration Guide 11

ProgressBook ParentAccess Information Tabs and Menu Options Security Access Assigned to the Progress Details Section on Menu Maintenance Screen If you select the Teacher, Parent and/or Student security roles for the Progress Details menu option, the Progress Details section is available on the Student tab on the ProgressBook ParentAccess Web Site. Progress Details Section Enabled on the Student Tab on the ProgressBook ParentAccess Web Site If you do not select the Teacher, Parent, and/or Student security roles for the Progress Details menu option, the Progress Details section does not display on the Student tab on the ProgressBook ParentAccess Web Site. Progress Details Section Disabled on the Student Tab on the ProgressBook ParentAccess Web Site 12 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Information Tabs and Menu Options Set Up Report Cards and Interims to Display on ProgressBook ParentAccess Web Site To display report cards or interims on the ProgressBook ParentAccess Web Site, make sure that the following items are set up as described in the following: Teacher, student and parent security roles are selected for access to the Report Card menu option on the ProgressBook ParentAccess Web Site. See Assign Security Roles to ProgressBook ParentAccess Information. Enable Teacher, Parent and Student Security Roles for Report Cards The Post on Parent Access? option is set to Yes on the General tab of the Report Card Builder. See Create Report Cards in the ProgressBook GradeBook System Manager Guide. Post on Parent Access? Option on the Report Card Screen The dates you want the report card or interim to appear on the ProgressBook ParentAccess Web Site have been entered in the Publish Date column on the Report Card Entry Dates by School. See Enter Report Card Entry Dates in the ProgressBook GradeBook System Manager Guide. ProgressBook ParentAccess Web Site Administration Guide 13

ProgressBook ParentAccess Information Tabs and Menu Options Publish Date on the ProgressBook ParentAccess Web Site on the Report Card Entry Dates by School Screen ProgressBook ParentAccess Web Author Access You can assign other ProgressBook GradeBook users, in addition to those with Master and School Administrator privileges, to add and maintain ProgressBook ParentAccess Web Site content. Once they have been given ProgressBook ParentAccess author privileges, the PA Admin link displays at the top of the user s home page when they log in to ProgressBook GradeBook. Depending on the user s role, only the appropriate sections on the Parent Access Administration screen are available. All other ProgressBook ParentAccess administrative functionality on the screen is not available. School Web Author User Privileges in ProgressBook ParentAccess 14 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Information Tabs and Menu Options District Web Author User Privileges in ProgressBook ParentAccess Assign Web Author Access 1. On the Administrator Home Page, click Staff. 2. On the Staff screen, search for the staff member whom you want to allow to add and maintain ProgressBook ParentAccess content, and then click Go. a. Select the appropriate school in the School list, and then click Go. A list of all the staff members in the entire school displays if you do not enter any information in the Staff ID, Last Name or User ID fields. b. To narrow the search results, perform any of the following optional steps: Type the staff member's identification number. Type the last name or partial last name of the staff member for whom you are searching. Type the staff member's ProgressBook GradeBook user ID. 3. Click in the row of the staff member. 4. On the Update Staff window, select the appropriate Parent Access Security option: School Web Author Adds and maintains news, events and forms for the ProgressBook ParentAccess Web Site for the assigned schools. District Web Author Adds and maintain news, events and forms for the ProgressBook ParentAccess Web Site for the assigned schools. In addition, the District Web Author can update event types and logos, greetings and the color scheme. ProgressBook ParentAccess Web Site Administration Guide 15

ProgressBook ParentAccess Information Tabs and Menu Options 5. Click Update. Assign Web Author Access on Update Staff Window Note: If the staff member has a non-teaching role, then the Schools tab displays. For a staff member with a teacher role, the Schools tab displays only if the user has been assigned Parent Access Web Author privileges as well. When the Schools tab displays, the primary school designated for the staff member is automatically selected. 6. Click the Schools tab. 7. Select the check boxes next to the schools in which the staff member should have access to add and maintain ProgressBook ParentAccess content. Note: To select all the schools on the screen, click Select all Schools. To deselect all the schools, click Remove all Schools. 8. Click Update. 9. Close the Add Staff window. Additional role information displays on the Staff Search screen. You may need to refresh the screen before your changes display. Web Author Role on the Staff Screen 16 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Home Page The District Greeting & Logos option enables users with Master, School Administrator and District Web Author privileges to set up a greeting message and logo for the home page, a logo for the school pages and a color scheme for the Web site. Set Up ProgressBook ParentAccess Home Page Greeting and Logo ProgressBook GradeBook users with Master, School Administrator and District Web Author privileges can create a greeting message and select a logo to display on your district s Standard Home Page on the ProgressBook ParentAccess Web Site. 1. On the Parent Access Administration screen, click District Greeting & Logos. 2. On the Greeting Maintenance screen, enter a greeting message. Greeting Maintenance Screen 3. In the Display a picture on the Standard Home Page section, click the Click here to upload a picture link. 4. On the File Upload Utility window, click Browse. Note: The following file types are supported: JPEG/JPG, GIF, PNG. 5. On the Choose file window, navigate to the appropriate directory, select an image, and then click Open. 6. On the File Upload Utility window, the file you selected displays in the File field. ProgressBook ParentAccess Web Site Administration Guide 17

ProgressBook ParentAccess Home Page 7. Click Upload. The selected image displays on the screen. Uploaded Image on the Greeting Maintenance Screen 8. Once you have uploaded the image, select the desired position for the logo in relationship to the text on the Home Page. 9. Click Save. The entered greeting and selected logo display on the ProgressBook ParentAccess Home Page as shown in Logo and Greeting on the ProgressBook ParentAccess Home Page.. Note: You can click Check Spelling to check the spelling of the greeting text. Note: To prevent an image from displaying on any of the ProgressBook ParentAccess Web Site screens, click the Click here to remove the picture link. Logo with the Left display option selected. Greeting Logo and Greeting on the ProgressBook ParentAccess Home Page. 18 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Home Page Set Up ProgressBook ParentAccess School Tab Logo ProgressBook GradeBook users with Master, School Administrator and District Web Author privileges can select a logo to display on the News & Information, Event List, Event Calendar and Forms sections of the School tab on the ProgressBook ParentAccess Web Site. 1. On the Parent Access Administration screen, click District Greeting & Logos. 2. On the Greeting Maintenance screen, in the Display a logo on the News, Events, and Forms Pages section, click the Click here to upload a picture link. 3. On the File Upload Utility window, click Browse. Note: The following file types are supported: JPEG/JPG, GIF, PNG. 4. On the Choose file window, navigate to the appropriate directory, select an image, and then click Open. On the File Upload Utility window, the file you selected displays in the File field. 5. Click Upload. The selected image displays on the screen. 6. Click Save. Uploaded image file displays on Greeting Maintenance screen. Note: To prevent the image from displaying on any of the ProgressBook ParentAccess Web Site screens, click the Click here to remove the picture link. ProgressBook ParentAccess Web Site Administration Guide 19

ProgressBook ParentAccess Home Page Logo on School Tab Logo on the School Tab on the ProgressBook ParentAccess Web Site Set Up ProgressBook ParentAccess Web Site Color Scheme ProgressBook GradeBook users with Master, School Administrator and District Web Author privileges can select the colors that display on your district s ProgressBook ParentAccess Web Site. The default colors are the traditional ProgressBook GradeBook colors: red and blue. When you change the color scheme for the Standard Home Page, it is changed on all ProgressBook ParentAccess Web Site screens. 1. On the Parent Access Administration screen, click District Greeting & Logos. 2. On the Greeting Maintenance screen, select the appropriate color/color combination in the Choose a Color Scheme list. 3. Click Save. Selected Color Scheme on the Greeting Maintenance Screen 20 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Home Page Create ProgressBook ParentAccess Event Categories ProgressBook GradeBook users with Master, School Administrator and District Web Author privileges can create event categories for use in all the schools in the district. Default event types and icons are included in ProgressBook GradeBook. Although icons are not required to accompany the event category name, they enhance the appearance of the Web site. If you use event icons, they should be no larger than 1/4 x 1/4 or 20 x 20 pixels so that several icons can fit on one calendar day on the Event Calendar section of the School tab. You can add detailed event information for each event category on the Event Maintenance screen. 1. On the Parent Access Administration screen, click Event Types. 2. On the Event Category Maintenance screen, type an event name in the first blank row in the Category Name column. 3. Click Save. 4. To add a graphic image representing the event, click the Upload an Icon link in the Action column. The icon displays in the Icon column next to the event. Event Category Maintenance Screen 5. To continue adding the event categories, repeat step 2 through step 4. ProgressBook ParentAccess Web Site Administration Guide 21

ProgressBook ParentAccess Home Page Event Category Icons Event List and Event Calendar Sections of the School Tab on the ProgressBook ParentAccess Web Site Update Event Categories Default event icons are included in ProgressBook GradeBook. Once they have been removed from an event category, they are no longer available. If you want an icon to display for the event, you must upload a new icon. 1. On the Parent Access Administration screen, click Event Types. 2. On the Event Category Maintenance screen, change the event category in the Category Name column as needed. 22 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Home Page 3. You may perform any of the following tasks: To change the icon representing the category, click the Remove an Icon link in the Action column and then click the Upload an Icon link to browse for the new icon. To delete an event category, click the check box in the Del? column for the event category you want to delete, and then click Save. You cannot delete event categories if any events are associated with them. 4. Click Save. Add ProgressBook ParentAccess District and School Events ProgressBook GradeBook users with Master, School Administrator, District Web Author and School Web Author privileges can create and maintain events that display on the Event List and Event Calendar sections of the School tab and the Monthly Planner section of the Classroom tab on the ProgressBook ParentAccess Web Site. Make sure you have already created event categories with which to associate the events. See Create ProgressBook ParentAccess Event Categories. 1. On the Parent Access Administration screen, click District and School Events. 2. On the Event Search screen, click the Add an Event link. Add a New District on School Event on the Event Search Screen 3. On the Event Maintenance screen, select the appropriate category in the Choose the Event Category list. 4. Enter the name and/or description of the event in the Enter the Event Summary field. 5. Type the date on which the event occurs in the Date field or click to select the appropriate date. 6. Enter detailed information about the event such as the location or time in the Date Specific Information field, if desired. Note: The event category, name and date displays on the Event List. 7. If the event is a recurring event, such as football games that occur every Friday between August and October, click Add Recurring Dates. 8. To continue adding dates for the same event if it is not a recurring event, repeat step 4 through step 6. 9. Select the schools that should display the event. ProgressBook ParentAccess Web Site Administration Guide 23

ProgressBook ParentAccess Home Page 10. Select Active check box to publish the event on the ProgressBook ParentAccess Web Site. Note: The form must be active and the current date must match the date(s) entered in the Start and End date fields for it to display on the ProgressBook ParentAccess Web Site. Available Options on the Event Maintenance Screen 11. Click Save. 12. You may perform any of the following optional steps while adding the event. To enter additional information about the event, type the text in the Enter Additional Event Details (Optional): area. You can use the Text Editor to edit and format the text as needed. See Use the Text Editor. To upload an image that displays with the event on the Event List section, click the Click here to upload a picture link. Once you have uploaded the picture, select the desired position for the picture in relationship to the event. See Upload Images. To check the spelling of the event information, click Check Spelling. Note: To delete the event, click the Delete This Event link at the bottom of the screen, and then click Yes on the Delete an Event window. The Event Search screen displays. Note: The icon that displays next to the event was defined when you created the event category. See Create ProgressBook ParentAccess Event Categories. 24 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Home Page Event List Section of the School Tab on the ProgressBook ParentAccess Web Site ProgressBook ParentAccess Web Site Administration Guide 25

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ProgressBook ParentAccess Alerts Alerts are email messages regarding student progress sent to parents and students who want to subscribe to them on the ProgressBook ParentAccess Web Site. After your organization has installed the ProgressBook ParentAccess Alert Service, your ProgressBook GradeBook system manager can create alerts in ProgressBook GradeBook. Then parents and students can subscribe to the desired alerts on the Manage Alerts section of the My Account tab on the ProgressBook ParentAccess Web Site. The alert is sent directly to the specified email account; however the parent or student must log in to their ProgressBook ParentAccess Web Site account to view details of the assignments related to the alert. Teachers know that an alert about a student's progress has been sent when this icon displays in yellow next to an assignment on the Grade Book Grid. The icon changes to green to denote that the alert subscriber has logged in to ProgressBook ParentAccess Web Site. Install ProgressBook GradeBook Alert Service If your organization chooses to install the ProgressBook ParentAccess Alert Service, it is available only if ProgressBook GradeBook is running SQL Server 2005 or higher. Your district s network or server administrator should make sure that the ProgressBook GradeBook environment is set up properly. It is recommended to install the Alert Service on the same server on which ProgressBook GradeBook and ProgressBook ParentAccess are installed. Note: If you are re-installing the Alert Service, make a copy of the AlertConfig.xml and AlertScheduler.exe.config files, which contain specific values that you set when you initially installed the Alert Service. After you uninstall the existing service, and install the new service, copy the original AlertConfig.xml and AlertScheduler.exe.config files back to the directory where you installed the Alert Service. 1. Download AlertServiceSetup.msi to the desktop or desired directory of the machine on which SQL Server is installed. 2. Double-click AlertServiceSetup.msi. 3. On the ProgressBook Alert Service Setup Wizard, click Next. 4. On the Select Installation Folder window, C:\Program Files\Software Answers\Alert Service\ displays as the default location in the Folder field. To install the Alert Service in a different location, click Browse to navigate to the desired directory. 5. Verify that the Everyone option is selected for Install ProgressBook Alert Service for yourself, or for anyone who uses this computer. This means that any user account on this computer has access to the Alert Service. 6. Click Next. 7. On the Confirm Installation window, click Next to install the Alert Service. 8. On the Installation Complete window, close the ProgressBook Alert Service. ProgressBook ParentAccess Web Site Administration Guide 27

ProgressBook ParentAccess Alerts Modify Alert Service Settings Before you can begin to add alerts in ProgressBook GradeBook, you should modify specific property values in the AlertConfig and AlertScheduler configuration files to meet your organization s set up requirements or the Alert Service will not function properly. 1. Navigate to C:\Program Files\Software Answers\Alert Service\, which is the default directory, or the directory where you installed the Alert Service and edit AlertConfig.xml. 2. In the configuration file, to change the district database name, locate the DistrictDatabase Name property and replace the default value with the appropriate database name. 3. To change the server name, locate the ServerName property and replace the default value with the appropriate server name. 4. Locate the Username property and verify that the user name value is pbadmin. 5. Locate the Password property and verify that the password value is pbadmin. Note: You should have one DistrictDatabases record for each district database using ProgressBook GradeBook. Copy and paste this DistrictDatabases record as many times as there are district databases and change only the DistrictDatabase Name property value for each record. 6. To change the SMTP mail server name, locate the SmtpServer Name property and replace the default value with the name of your mail server. Note: If you are running multiple SMTP mail servers for ProgressBook GradeBook email, make sure to enter the name of each mail server. You could copy and paste this SmtpServers record as many times as there are mail servers and change the SmtpServer Name property value for each record. AlertConfig.xml File 7. Save and close AlertConfig.xml. 8. In the directory where you installed the Alert Service, edit AlertScheduler.exe.config. 9. To set the email address from which alerts are sent, locate the applicationsettings tag and replace the default value of the FromEmailAddress property with your desired email address. Note: This email address must be a valid format, for example, LakeviewSchools@YourEmailDomain.com, and may represent multiple districts, if your organization supports them. 28 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Alerts 10. To change the location of the log directory, locate the LogDirectory property and replace the default value with appropriate directory name. Note: The log directory is installed in the default Alert Service location: C:\Program Files\Software Answers\Alert Service. If you installed the Alert Service in another location, make sure to change the location of the log directory to that location, as well. It is recommended to install the log directory within the Alert Service directory. 11. To change how often the service looks for alerts to send, locate the PollingIntervalMinutes property and replace the default value with a whole number 1 or higher. For example, to set the Alert Service to look for alerts every 30 minutes, enter a value of 30. It is recommended to accept the default value of 1. 12. To set the appropriate URL that represents the ProgressBook ParentAccess Selection site from which each district ProgressBook ParentAccess Web Site is accessed, locate the ParentAccessUrl property and replace the default value with the appropriate URL. For example, http://www.lakeviewparentaccess.com. AlertScheduler.exe.config File 13. To change how often the service times out, locate the CommandTimeoutSeconds property and replace the default value with a whole number higher than 30. For example, to set the Alert Service to time out every 7 minutes, enter a value of 420. Note: You may want to increase the value of this setting depending on the size of your database. 14. Save and close AlertScheduler.exe.config. Start Alert Service After you have modified the settings in the configuration files, you can start the Alert Service. You do not have to restart the Alert Service unless you make changes to the configuration files. 1. From the Start menu, select Programs > Administrative Tools > Services. 2. In the Services window, find ProgressBook Alert Service in the list, and then click the Start link. ProgressBook ParentAccess Web Site Administration Guide 29

ProgressBook ParentAccess Alerts If the service is running successfully, Started displays in the Status column and Stop the service, Pause the service, Restart the service displays in the upper left corner next to the list of services. 3. Close Services. Started Alert Service on the Services Window Test Alert Service It is recommended to test the Alert Service to make sure that the settings in the configuration files are correct, the test alert is sent to the correct email address and the test alert is formatted properly. The Alert Service must be running for test alert to be sent. 1. Open AlertService Debugger.exe. 2. On the Alerts Service Debugger window, enter the email address of the recipient of the test alert in the Email Address field. 3. Click Send. A confirmation message displays that the email message was sent. 4. Close AlertService Debugger.exe. 5. If you sent the test alert to yourself, check your email service to make sure you received the message. 30 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Alerts Alert Service Debugger Window 6. Open the email message and check that the following items are correct: Email address in the From section. SMTP server used to send the test alert. Parent Access Web Site Selection screen opens when you click the ProgressBook link in the body of the message. Maintain ProgressBook ParentAccess Alerts in ProgressBook GradeBook After your organization has installed and configured the ProgressBook ParentAccess Alert Service, you can create student progress alerts in ProgressBook GradeBook and schedule them to be sent to selected schools at specified intervals and times. You can create one alert that includes all the available alerts types (Missing Assignments and Low Assignment Marks) to be sent to all schools in the district at the same time. Or you can create individual alerts for each school to be sent at different times. For example, the high school may send Missing Assignments and Low Assignment Marks alerts daily at 3 pm, but the elementary schools may send only Missing Assignment alerts weekly on Mondays at 7 am. Parent Access Alerts Screen ProgressBook ParentAccess Web Site Administration Guide 31

ProgressBook ParentAccess Alerts Alert Processing Requirements Any alert type is sent only once for a specific assignment during a reporting period and must meet the following set up requirements before it is sent: Selected for a school Be active Missing Assignments alerts are sent only after a teacher marks an assignment as missing on the Assignment Marks screen. Low Assignment Marks alerts can only be sent for assignments that meet the following requirements: Used in a class that does not use the Custom Setup 2 grading scale Possible points more than 0 Included in student s average Marks posted to the Web Due date is on or after the date the parent or student subscribed to alerts Once assignments have met this criteria, ProgressBook GradeBook determines if Low Assignment Marks alerts should be sent based on the assignment mark type. ProgressBook GradeBook makes this determination differently for letter grade mark types than for points or percentage mark types. In the case of letter grades used as the assignment mark type, ProgressBook GradeBook compares the numeric value in the mark type list assigned to that letter grade to the numeric value in the grading scale assigned to the letter grade selected as the low assignment mark threshold by the parent. If the numeric value of the assignment letter grade is equal to or less than the numeric value of the letter grade selected as the low assignment mark threshold, then an alert is sent for that assignment. For example, a teacher gives a C for a classwork assignment and the numeric value equivalent of C is 2. If a parent has subscribed to Low Assignment Marks alerts and chosen B as the low assignment mark threshold, which has a numeric value equivalent of 3 on the grading scale, then a Low Assignment Marks alert will be sent for that assignment because the numeric value of C is less than the numeric value of B. When points or percentages are used as the assignment mark type, ProgressBook GradeBook notes the point value given for the assignment out of the total possible points and converts that number to a percentage average. ProgressBook GradeBook determines where that percentage average falls in the percentage range in the grading scale and converts that percentage average to the numeric value equivalent of the letter grade in the grading scale. Then finally, ProgressBook GradeBook compares the numeric value equivalent of the letter grade to the numeric value in the grading scale assigned to the letter grade selected as the low assignment mark threshold by the parent. If the numeric value equivalent of the assignment letter grade is equal to or less than the numeric value equivalent of the letter grade selected as the low assignment mark threshold, then an alert is sent for that assignment. For example, a teacher gives 7 points for a homework assignment that is worth 10 points. The percentage average is 70 percent and, according to the range in the grading scale, is equivalent to a C. The numeric value equivalent of C is 2. If a parent has subscribed to Low Assignment Marks alerts and chosen B as the low assignment mark threshold, which has a numeric equivalent of 3, then a Low Assignment Marks alert will be sent for that assignment because the numeric value of C is less than the numeric value of B. 32 ProgressBook ParentAccess Web Site Administration Guide

Add Alerts ProgressBook ParentAccess Alerts 1. On the Parent Access Administration screen, click Alert Setup. On the Parent Access Alerts screen, if alerts have not been created yet, the following message displays: There are no alerts to display. Click here to add an alert. 2. If alerts have been created, click the Add an Alert link to add an alert. 3. On the Add Alert window, enter the name of the alert in the Alert Name field. 4. Select one of the following alert types: Missing Assignments - The student has an assignment that the teacher has marked missing and posted its marks to the Web. Low Assignment Marks - The student has received a mark for the assignment below the lowest acceptable mark determined by the subscriber of the alert and the teacher has posted its marks to the Web. Note: You must select at least one alert type. 5. Select one of the following options in the Run Frequency list: Daily Alert is sent everyday at the specified time. Weekly Alert is sent weekly on the specified day and time. Manual Alert is sent only when the ProgressBook GradeBook system manager runs it manually. 6. If you selected Daily or Weekly in step 5, then select the appropriate time to send the alert in the Run Time lists. The default option is 12 am. 7. If you selected Weekly in step 5, then select the appropriate day of the week to send the alert in the Run Day list. 8. Select the Active check box to make the alert available for subscription by parents and students. Only active alerts display on the ProgressBook ParentAccess Web Site. 9. Select the appropriate schools that you want to receive the alert in the Schools list. Note: You must select at least one school. Note: You can select the All Schools check box to select all the Schools listed. ProgressBook ParentAccess Web Site Administration Guide 33

ProgressBook ParentAccess Alerts Alert Maintenance Window 10. Click Save. 11. Close the Add Alert window. Note: Once you create an alert, you must at least once run the alerts manually. 12. On the Parent Access Alerts screen, in the Action column, click in the row of the alert you created. The following message displays, Are you sure you want to immediately send alerts for the alert named (name of alert)?. 13. Click Yes. The message disappears; the alert runs; the Run Alerts icon is disabled; and Submitted displays in the Result column. 14. To continue adding alerts, click the Add an Alert link and repeat step 2 through step 13. Run Alerts You can run an alert any time even if it has been previously scheduled, but only active alerts display on the ProgressBook ParentAccess Web Site. An alert is available to be run if displays in the Action column. 1. On the Parent Access Administration screen, click Alert Setup. 2. On the Parent Access Alerts screen, click in the row of the alert you want to run. 34 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Alerts The following message displays, "Are you sure you want to immediately send alerts for the alert named (name of alert)?". If you click No, the message disappears and the alert does not run. If you click Yes, the message disappears, the alert runs, the Run Alerts icon is disabled and Submitted displays in the Result column. The alert cycles through the stages, and the status of the process displays in the Result column as described in Alert Status with Description. User clicks. Alert Status with Description Event Status Description Submitted The Alert Service has received the request to run. The previously scheduled time has already occurred or user clicked Run button. The alert has processed. The alert has not processed. In Progress Completed Failed The alert is being processed for each school building. This could take several minutes depending on the number of buildings. The alert has processed successfully for all school buildings. The alert has not processed successfully for all school buildings. Set Up ProgressBook ParentAccess Alerts to Display on ProgressBook ParentAccess Web Site 1. On the Parent Access Administration screen, click Menu Options & Security. 2. On the Menu Maintenance screen, under My Account, select the Parent and Student security roles. Roles Accessing Alerts on the Menu Maintenance Screen 3. Click Save. The menu options and tabs to which you assigned access are updated appropriately on the ProgressBook ParentAccess Web Site. ProgressBook ParentAccess Web Site Administration Guide 35

ProgressBook ParentAccess Alerts Update Alerts On the Parent Access Alerts screen, you can view: Scheduled alerts and the schools that receive them Next scheduled run date and time for an alert Last date and time an alert was run Result of the last time an alert was run Status of an alert You can update alerts at any time. 1. On the Parent Access Administration screen, click Alert Setup. 2. On the Parent Access Alerts screen, click in the row of the alert you want to edit. 3. On the Alert Maintenance window, you can change the Alert Name as needed. 4. You may also perform any of the following tasks: Modify the types of alerts to send Modify the frequency Modify the time Modify the day Modify the status. Modify the schools that receive the alerts. To delete an alert, click the Delete link, and then click Yes on the Delete Confirmation window. The Alert Maintenance window closes and the alert no longer displays on the Parent Access Alerts screen. 5. Click Save. 6. Close the Alert Maintenance window. 36 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Content ProgressBook GradeBook users with Master, School Administrator, District Web Author and School Web Author privileges can create the following types of content that displays in the News & Information section of the School tab on the ProgressBook ParentAccess Web Site: News articles Document or forms to be downloaded Links to other Web sites All content, whether it is in the form of a news article, form or link, must be active for it to display on the ProgressBook ParentAccess Web Site. Create ProgressBook ParentAccess Content as News Article You can create a news article that displays on the News & Information section of the School tab on the ProgressBook ParentAccess Web Site. 1. On the Parent Access Administration screen, click News & Information (Content). 2. On the Content Search screen, click the Add New Content link in the upper right corner of the screen. 3. On the Content Maintenance screen, enter the title of the news article in the Enter a Title field. 4. Select the News or Information entered into ProgressBook option in the What type of content is this? section. 5. Enter the text in the Enter the News Article area. Note: You can use the Text Editor to edit and format the text as needed. See Use the Text Editor. 6. Select one of the following display section options. News Appears in the Main section of the News & Information screen Information Appears in the Information section in the upper right corner of the News & Information screen. Links Appears in the Links section under the Information section on the News & Information screen. 7. Type a number in the Enter a Sort Order field that represents the order in which the news article displays in the section selected in step 6. Use numbers in increments of 10 so that you can add items later, if needed. ProgressBook ParentAccess Web Site Administration Guide 37

ProgressBook ParentAccess Web Site Content 8. Select one of the following display style options. Display the full article on the home page Indicates that the entire text of the article displays on the News & Information screen. Display a summary with a link to the full article Indicates that the news article title and a summary display with a link on the News & Information screen. The full news article opens in a separate browser window when the user clicks the link. 9. If you selected Display a summary with a link to a full article in step 8, type the summary text in the Enter a summary to display under title field. Format the listing for the News Page Section on the Content Maintenance Screen 10. Type the date the news article should begin to display in the Start date field. Today s date displays as the default option. 11. Type the date the news article should stop displaying in the End date field. 12. Select the schools for which the news article should display. 13. Select Active check box to publish the news article to the ProgressBook ParentAccess Web Site. 14. Click Save. Active Status on the Content Maintenance Screen 38 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Content 15. You may perform any of the following optional steps while creating the news article: To upload an image that displays with the news article on the News & Information section, click the Click here to upload a picture link. Once you have uploaded the picture, select the desired position of the picture in relationship to the news article. See Upload Images. To display a small picture next to the title of the news article, click the Click here to upload a picture link. Once you have uploaded the picture, select the desired position of the picture in relationship to the news article. To check the spelling of the news article, click Check Spelling. Note: To delete the content, click the Delete This Content link at the bottom of the screen, and then click Yes on the Delete Home Page Content window. The Content Search screen displays. News Article with Display the full article on home page Option Selected News Articles with the Display a summary with a link to the full article Option Selected News & Information on the Schools Tab on the ProgressBook ParentAccess Web Site Use the Text Editor You can use the Text Editor to format and edit text that may appear on your class home page on the ProgressBook ParentAccess Web Site. Text Editor functionality varies depending on the browser and operating system used. In the Windows environment, use Internet Explorer 6.0 and higher or Firefox 1.5 and higher to benefit from the most functionality. Use Firefox 1.5 and higher for the most functionality in the Macintosh environment. Place your cursor over an icon to see the description. Text Editor on Content Maintenance Screen ProgressBook ParentAccess Web Site Administration Guide 39

ProgressBook ParentAccess Web Site Content Upload Images If the school district allows, you can upload pictures to display on the ProgressBook ParentAccess Web Site. Picture options may include the following: Class logo for class home page and homework postings. Picture on your class home page. Homework icon on the Monthly Planner section of the Classroom tab. Picture to accompany a news article or form on the News & Information section of the School tab. The following file types are supported: JPEG/JPG GIF PNG Images used as the class logo should be no larger than 2" x 2" or 162 pixels x 162 pixels. Event category icon images display on the Event Calendar section of the School tab and, therefore, should be no larger than 1/4" x 1/4" or 20 pixels x 20 pixels. 1. On the Content Maintenance screen, click the Click here to upload a picture link. 2. On the File Upload Utility window, click Browse. 3. On the Choose file window, navigate to the appropriate directory, select an image, and then click Open. On the File Upload Utility window, the file you selected displays in the File field. 4. Click Upload. The selected image displays on the screen. Note: To delete an image, click the Click here to remove the picture link. Create ProgressBook ParentAccess Content as Document or Form You can create a document or form that users can download from the News & Information section of the School tab on the ProgressBook ParentAccess Web Site. 1. On the Parent Access Administration screen, click News & Information (Content). 2. On the Content Search screen, click the Add New Content link in the upper right corner of the screen. 3. On the Content Maintenance screen, enter the title of the document or form in the Enter a Title field. 4. Select the A Document or PDF which will be uploaded into ProgressBook option in the What type of content is this? section. Note: Supported file types include: PDF, TXT, DOC, DOCX, XLS, XLSX, HTM, HTML, PPT, PPTX, PPS. You must have the appropriate software installed on your computer to download the file. 40 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Content 5. Click the Click here to upload form link to browse for the document or form. displays in the Upload the File area on the Content Maintenance screen. 6. Click the Click here to view the form link to make sure you have uploaded the correct file. 7. Select one of the following display section options. News Appears in the Main section of the News & Information screen. Information Appears in the Information section of the News & Information screen. Links Appears in the Links section under the Information section on the News & Information screen. 8. Type a number in the Enter a Sort Order field that represents the order in which the document or form displays in the section selected in step 7. Use numbers in increments of 10 so that you can add items later, if needed. 9. Type the summary text in the Enter a summary to display under title field, if desired. 10. Type the date the document or form should begin to display in the Start date field. Today s date displays as the default option. 11. Type the date the document or form should stop displaying in the End date field. 12. Select the schools for which the document or form should display. 13. Select Active check box to publish the document or form to the ProgressBook ParentAccess Web Site. 14. Click Save. 15. You may perform any of the following optional steps while creating the document or form. To display a small picture next to the title of the document or form on the News & Information section, click the Click here to upload a picture link. Once you have uploaded the picture, select the desired position of the picture in relationship to the form. See Upload Images. To check the spelling of the form, click Check Spelling. Note: To delete the content, click the Delete This Content link at the bottom of the screen, and then click Yes on the Delete Home Page Content window. The Content Search screen displays. ProgressBook ParentAccess Web Site Administration Guide 41

ProgressBook ParentAccess Web Site Content Document with the Information Display Option Selected Downloadable Document on the News & Information Section of the School Tab Create ProgressBook ParentAccess Content as Link You can create links to other Web sites that display on the News & Information section of the School tab on the ProgressBook ParentAccess Web Site. 1. On the Parent Access Administration screen, click News & Information (Content). 2. On the Content Search screen, click the Add New Content link in the upper right corner of the screen. 3. On the Content Maintenance screen, enter the title of the link in the Enter a Title field. 4. Select the A link to an outside webpage option in the What type of content is this? section. 5. Type the entire Web site address in the URL field. You must include http:// at the beginning of the URL or the Web site will not open properly. For example, http://www.progressbook.com. 6. Select one of the following display section options. News Appears in the Main section of the News & Information screen. Information Appears in the Information section of the News & Information screen. Links Appears in the Links section under the Information section on the News & Information screen. 7. Type a number in the Enter a Sort Order field that represents the order in which the link displays in the section selected in step 6. Use numbers in increments of 10 so that you can add items later, if needed. 8. Select Display a summary with a link to a full article. 9. Type the summary text in the Enter a summary to display under title field, if desired. 42 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Content 10. Type the date the link should begin to display in the Start date field. Today s date displays as the default option. 11. Type the date the link should stop displaying in the End date field. 12. Select the schools for which the link should display. 13. Select Active check box to publish the link to the ProgressBook ParentAccess Web Site. 14. Click Save. 15. You may perform any of the following optional steps while creating the link. To display a small picture next to the link on the News & Information section of the School tab, click the Click here to upload a picture link. Once you have uploaded the picture, select the desired position for the picture in relationship to the link. See Upload Images. To check the spelling of the link, click Check Spelling. Note: To delete the content, click the Delete This Content link at the bottom of the screen, and then click Yes on the Delete Home Page Content window. Link with Links Display Option Selected Links on the News & Information Section of the School Tab Search for ProgressBook ParentAccess Content ProgressBook GradeBook users with Master, School Administrator, District Web Author and School Web Author privileges can search for and modify district-wide or school-specific content that was previously created using the available search criteria. 1. On the Parent Access Administration screen, click News & Information (Content). On the Content Search screen, District displays as the default option in the School list for ProgressBook GradeBook users with Master, School Administrator and District Web Author privileges. For ProgressBook GradeBook users with School Web Author privileges, the primary school assigned to the user displays as the default option and only other schools to which access has been given display in the School list. ProgressBook ParentAccess Web Site Administration Guide 43

ProgressBook ParentAccess Web Site Content Today s date displays by default in the Start field. A date three months from today s date displays by default in the End field. Active displays as the default option in the Status list. A list of all content created displays matching the default search criteria. 2. To narrow the search results, perform any of the following optional steps: Select the appropriate school in which the content should display in the School list. Modify the dates that the content should display in the Start and End fields. Type a partial or full word included in the content in the Text field. Select the appropriate status of the content in the Status list. 3. Click Search. A list of content displays matching the search criteria entered. District or School-Specific Search on the Content Search Screen Update ProgressBook ParentAccess Content ProgressBook GradeBook users with Master, School Administrator, District Web Author and School Web Author privileges can modify district-wide or school-specific content that has already been created. 1. On the Parent Access Administration screen, click News & Information (Content). 2. On the Content Search screen, search for the content you want to change, and then click Search. A list of content displays matching the search criteria entered. 3. To change the order in which the content displays in the list on the Content Search screen, type a number in the Seq# column. 4. To modify the event dates, change the dates in the Start Date and End Date columns. 44 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Content 5. To change the status of an event, select or de-select the check box in the Active? column. 6. Click in the row of the content item you want to change. 7. On the Content Maintenance screen, change the title as needed. 8. You may also perform any of the following tasks: Modify the news article text. Modify the display style option. Modify the summary text. Modify the Web site address. To change the image, click the Click here to upload a picture link. To remove an image, click the Click here to remove the picture link. Modify the event dates. Modify the schools that should display the event. To delete the content, click the Delete This Content link at the bottom of the screen, and then click Yes on the Delete Home Page Content window. The Content Search screen displays. 9. Click Save. Search for ProgressBook ParentAccess District and School Events ProgressBook GradeBook users with Master, School Administrator, District Web Author and School Web Author privileges can search for and modify district-wide or school-specific events using the available search criteria. 1. On the Parent Access Administration Screen, click District & School Events. On the Event Search screen, District displays as the default option in the School list for ProgressBook GradeBook users with Master, School Administrator and District Web Author privileges. For ProgressBook GradeBook users with School Web Author privileges, the primary school assigned to the user displays as the default option and only other schools to which access has been given display in the School list. Today s date displays by default in the Start field. A date three months from today s date displays by default in the End field. Active displays as the default option in the Status list. All Categories displays as the default option in the Category list. A list of all events displays matching the default search criteria. 2. To narrow the search results, perform any of the following optional steps: Select the appropriate school in which the event should display in the School list. Modify the dates that the event should display in the Start and End fields. Select the appropriate status of the event in the Status list. Select the appropriate category in the Category list. Type a partial or full word included in the event in the Text field. 3. Click Search. ProgressBook ParentAccess Web Site Administration Guide 45

ProgressBook ParentAccess Web Site Content A list of events displays matching the search criteria entered. District or School-Specific Events Search on the Event Search Screen Update ProgressBook ParentAccess District and School Events You can modify district-wide or school-specific events that have already been created. 1. On the Parent Access Administration screen, click District & School Events. 2. On the Event Search screen, search for the event you want to change, and then click Search. A list of events displays matching the search criteria entered. 3. To change the status of an event, select or de-select the check box in the Active? column. 4. Click in the row of the event you want to change. 5. On the Event Maintenance screen, change the event summary or details as needed. 6. You may also perform any of the following tasks: Modify the event dates. To change the image that displays with the event, click the Click here to upload a picture link. To remove an image, click the Click here to remove a picture link. Modify the schools that should display the event. To delete the event, click the Delete This Event link at the bottom of the screen, and then click Yes on the Delete an Event window. The Event Search screen displays. 7. Click Save. Create ProgressBook ParentAccess District and School Forms ProgressBook GradeBook users with Master, School Administrator, District Web Author and School Web Authors privileges can create and maintain forms that display as links in alphabetical order on the Forms section of the School tab on the ProgressBook ParentAccess Web Site. Users viewing the ProgressBook ParentAccess Web Site can download forms or link to existing forms on other Web sites. 1. On the Parent Access Administration screen, click District & School Forms. 2. On the Forms Search screen, click the Add a Form link. 46 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Content Add a Form Link on the Form Search Screen 3. On the Forms Maintenance screen, enter the name of the form in the Form Name field. 4. Enter a description of the form in the Description and Instructions field. This description displays under the form name on the Forms section. 5. Select one of the following Setup Your Form options: To upload a form that users can download from the Forms section of the ProgressBook ParentAccess Web Site, click the Click here to upload a form link. To link to existing form on another Web site, type the complete web site address in the Enter a URL to an existing form field. You must include http:// at the beginning of the URL or the Web site will not open properly. For example, http://www.progressbook.com. Note: When the user clicks the link on the Forms sections to either download a form or access an existing form on another Web site, the form displays in a separate browser window. 6. Type the date the form should begin to display in the Start date field or click to select the appropriate date. 7. Type the date the form should stop displaying in the End date field or click to select the appropriate date. 8. Select the schools that should display the form. 9. Select Active check box to publish the form on the ProgressBook ParentAccess Web Site. Note: The form must be active and the current date must occur within the date(s) entered in the Start and End date fields for it to display on the ProgressBook ParentAccess Web Site. ProgressBook ParentAccess Web Site Administration Guide 47

ProgressBook ParentAccess Web Site Content Creating Forms on the Forms Maintenance Screen 10. Click Save. 11. You may perform any of the following optional steps while creating the form. To upload an image that displays with the form on the Forms section, click the Click here to upload an icon link. See Upload Images. To check the spelling of the form information, click Check Spelling. Note: To delete the form, click the Delete This Form link at the bottom of the screen, and then click Yes on the Delete a Form window. The Forms Search screen displays. Forms Tab on the ProgressBook ParentAccess Web Site 48 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess Web Site Content Search for ProgressBook ParentAccess District and School Forms ProgressBook GradeBook users with Master, School Administrator, District Web Author and School Web Author privileges can search for and modify district-wide or school-specific forms using the available search criteria. 1. On the Parent Access Administration Screen, click District & School Forms. On the Form Search screen, District displays as the default option in the School list for ProgressBook GradeBook users with Master, School Administrator and District Web Author privileges. For ProgressBook GradeBook users with School Web Author privileges, the primary school assigned to the user displays as the default option and only other schools to which access has been given display in the School list. All displays as the default option in the Status list. A list of all forms displays matching the default search criteria. 2. To narrow the search results, perform any of the following optional steps: Select the appropriate school in which the form should display in the School list. Type a partial or full word included in the form in the Text field. Select the appropriate status of the form in the Status list. 3. Click Search. A list of forms displays matching the search criteria entered. Search for Forms on the Forms Search Screen Update ProgressBook ParentAccess District and School Forms You can modify district-wide or school-specific forms that have already been created. 1. On the Parent Access Administration screen, click District & School Forms. 2. On the Form Search screen, search for the form you want to change, and then click Search. A list of forms displays matching the search criteria entered. 3. To change the status of a form, select or de-select the check box in the Active? column. 4. Click in the row of the form you want to change. 5. On the Forms Maintenance screen, change the form name and description as needed. ProgressBook ParentAccess Web Site Administration Guide 49

ProgressBook ParentAccess Web Site Content 6. You may also perform any of the following tasks: Modify the Web site address of an existing form. To change the image that displays with the form, click the Click here to upload an icon link. To remove an image, click the Click here to remove the icon link. Modify the date range during which the form displays on the ProgressBook ParentAccess Web Site. Modify the schools that should display the form. To delete the form, click the Delete This Form link at the bottom of the screen, and then click Yes on the Delete a Form window. The Form Search screen displays. 7. Click Save. 50 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess User Accounts Maintain ProgressBook ParentAccess Accounts You can modify ProgressBook ParentAccess user account information as needed on the Parent Access Account Maintenance screen. 1. On the Parent Access Administration page, click Maintain User Accounts. 2. On the Parent Access Account Maintenance screen, search for the ProgressBook ParentAccess user account you want to modify. a. Select the appropriate school in the School list, and then click Go. A list of all the ProgressBook ParentAccess user accounts in the entire school displays if you do not enter any information in the User's Last Name, Email Address, Login Name, Student's Last Name or Student ID fields. b. To narrow the search results, perform any of the following optional steps: Type the full or partial last name of the user account. Type the email address of the user account. Type the full or partial login name of the user account. Type the full or partial last name of the student. Type the student's identification number. A list of user accounts displays that matches search criteria entered. ProgressBook ParentAccess Web Site Administration Guide 51

ProgressBook ParentAccess User Accounts Modify a User Account on the Parent Access Account Maintenance Screen 3. Click next to the account you want to modify. 4. On the Update Users window, you can modify information in any of the fields, as needed. 5. You can also perform any of the following optional tasks: To disable a user account, select Disabled in the Status list. To remove a student from a parent account, click the Remove link next to the student name you want to remove, and then click OK on the Confirmation window. Remove Student Confirmation Window 52 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess User Accounts Note: Hover over the student name to display information about the student including school, grade level, homeroom, district student ID and birth date. To add a student to a parent account, click the Add a Student link. See Add Student to Parent Account. To delete the user account, click the Delete link, and then click OK on the Confirmation window to delete the account. To add an individual user account, click the Add User Accounts link. See Create Individual ProgressBook ParentAccess User Account. 6. Click Update. 7. Close the Update Users window. Add Student to Parent Account 1. On the Update Users window, click the Add a Student link. 2. On the Student Search window, search for the ProgressBook ParentAccess user account to which you want to add a student. 3. To narrow the search results, perform any of the following optional steps: Select the appropriate school building in the school list. Type the student's identification number. Select the appropriate grade. Select the appropriate homeroom. 4. Click Go. A list displays that matches search criteria entered. 5. Click the check box in the Select column next to the student you want to add to the account. 6. Click Add the selected students to the account. The Student Search window closes and the newly added student displays on the Update Users window. 7. Close the Update Users window. Create Individual ProgressBook ParentAccess User Account You can create an individual ProgressBook ParentAccess user account as needed in addition to creating a group of user accounts at once. 1. On the Parent Access Maintenance screen, click the Add a User Account link in the bottom left corner of the screen. 2. On the Add Users window, enter information in the following fields: Last Name First Name Email Address Account Type ProgressBook ParentAccess Web Site Administration Guide 53

ProgressBook ParentAccess User Accounts Status Login Name Password 3. Click Update. 4. Close the Add Users window. ProgressBook ParentAccess Add Users Window Create Multiple ProgressBook ParentAccess User Accounts You can use the Create User Accounts option to generate multiple ProgressBook ParentAccess user accounts at one time. This option automatically creates one parent and one student login for every active student in the district, if an account does not already exist. Existing accounts are not affected. 1. On the Parent Access Administration page, click Create User Accounts. 2. On the Create Parent Access Accounts screen, click Create Accounts. If the accounts were created successfully, the message The accounts have been created! displays. Create Parent Access Accounts Screen 54 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess User Accounts Disable Individual Student from ProgressBook ParentAccess Districts have the ability to disable a student from ProgressBook ParentAccess entirely. This ensures that if access to student data has been revoked for some reason, it will not display for any account that has access to that student. 1. From the Administrator Home Page, select Students. 2. On the Students screen, search for the student(s) whom you wish to disable from ProgressBook ParentAccess. 3. Select the check box in Disable Parent Access column for the appropriate student(s). 4. Click Save. Disable the ParentAccess Web Site on the Students Screen Extract Data for ProgressBook ParentAccess Account Letters You can extract student and parent contact information along with ProgressBook ParentAccess user names and passwords to create a letter explaining ProgressBook ParentAccess Web Site accounts. This extract will produce a delimited text file which can then be used with word processing software to merge the data into individual letters. Follow step 1 through step 8 to extract the information from ProgressBook GradeBook. 1. On the Principal or Clerk Home Page, click Extract Data for Letters. 2. On the Parent Access Extract screen, select one of the following extract methods: By District By School By Teacher 3. Enter dates in the Start date and End Date fields that represents the date range in which the accounts were created. 4. Select one or both of the following account types: Parent Accounts Student Accounts 5. Select one of the following user accounts: Only Active Accounts Only Unused Accounts All Accounts 6. Select Include Inactive Students, if desired, and then proceed to step 9. ProgressBook ParentAccess Web Site Administration Guide 55

ProgressBook ParentAccess User Accounts 7. If you selected By School in step 2, select the appropriate school, and then proceed to step 9. If you selected By Teacher in step 2, select the appropriate school, and then proceed to step 8. Note: You can select multiple items in each list by holding the <Ctrl> key while selecting the items. 8. If you selected By Teacher in step 2, select the appropriate staff member. 9. Click Submit. Extract Data for ProgressBook ParentAccess Account Letters Create a Mail Merge Perform the following steps to save the extracted information from ProgressBook GradeBook as a file to merge into a letter created in your word processor. 1. In your browser, save the extract page as a.txt file. 2. Import the saved.txt file into a spreadsheet and save it as a spreadsheet file. 3. Create the letter explaining the ProgressBook ParentAccess accounts in your word processor. 4. Merge the spreadsheet file into the letter file. Note: For more specific instructions about performing a mail merge, see the Help documentation for your word processing software. Fix Broken User Accounts Use the Fix Broken User Accounts option to delete the following invalid ProgressBook ParentAccess Web Site user accounts: Parent and student accounts not linked to a student Duplicate student accounts linked to a single student Duplicate parent accounts with the same user name 56 ProgressBook ParentAccess Web Site Administration Guide

ProgressBook ParentAccess User Accounts Using this option deletes duplicate student accounts with the oldest login date or, if the user has never logged in to the accounts, the most recent creation date. Duplicate parent accounts linked to the same student are deleted if the user name, first and last names match. However, if a parent logs into the ProgressBook ParentAccess Web Site and changes the first and last name of the account from the default of the student s first and last name, the Fix Broken User Accounts option is unable to find duplicate parent accounts. Using this option multiple times will not delete any valid user accounts. 1. From the Parent Access Administration page, click Fix Broken User Accounts. Note: The first time this utility is run, the Last time broken accounts were replaced: label displays Never. 2. On the Parent Access Fix Broken Accounts screen, click Fix Broken Accounts. Parent Access Fix Broken Accounts Screen 3. Click Yes, delete them to confirm that you want to permanently delete the accounts. After the process has been completed, the number of each type of deleted account displays in the Deletion Summary table. The Last time broken accounts were repaired label displays the current date and time. Mass Delete ProgressBook ParentAccess User Accounts The User Account Mass Deletion option allows you to delete numerous ProgressBook ParentAccess user accounts at once by specifying criteria for both parent and student accounts. Note: Before mass deleting user accounts, it is recommended that you run the Fix Broken User Accounts utility first to ensure that all invalid user accounts have been deleted. See Fix Broken User Accounts. 1. On the Parent Access Administration screen, click User Account Mass Deletion. ProgressBook ParentAccess Web Site Administration Guide 57

ProgressBook ParentAccess User Accounts 2. On the Parent Access Account Cleanup screen, select one of the following parent account options: All Deletes all parent accounts, regardless of whether they are active or inactive. Unused Deletes all parent accounts which the user has never logged into. Date Created Deletes all parent accounts created within the date range you specify in the Start Date and End Date fields. Note: If you enter a Start date, but not an End date, all accounts created after the Start date are deleted. Do not delete Does not delete any parent accounts. 3. Select one of the following student accounts options: All Deletes all of the student accounts, regardless of whether they are active, inactive or outdated. Outdated Deletes outdated student accounts based on the following suboptions. Inactive Enrollment Deletes inactive student accounts and the associated parent account. Unused Deletes student accounts that the user has never logged into. Date Created Deletes all student accounts created within the date range you specify in the Start Date and End Date fields. Do not delete Does not delete any student accounts. 4. Click Delete Accounts. Parent Access Account Clean Up Screen 5. Click Yes, delete them to confirm that you want to permanently delete the accounts. After the process has been completed, the number of each type of deleted account displays in the Deletion Summary table. The Last time broken accounts were repaired label displays the current date and time. 58 ProgressBook ParentAccess Web Site Administration Guide

Course Requests The Course Requests section of the Student tab in ProgressBook ParentAccess enables students and parents to select and submit course requests during a specified period of time. The list of available courses from which a student or parent can select is imported from the student information system into ProgressBook ParentAccess using the Course Catalog Import utility and populates a different table than the one that stores the current year s courses in ProgressBook GradeBook. Once the date range for submitting course requests has closed, you can export all the course requests even those not formally submitted using the Course Requests Extract utility. Course Requests Tables Course Requests uses the following five tables: PA_CourseCatalog Contains the course catalog for each school using Course Requests. You can import data into this table from a text file using the Course Catalog Import utility. PA_CourseRequestSchedule Defines the date range within which students and parents can request courses on the ProgressBook ParentAccess Web Site. You must manually enter records into this table using SQL Server Management Studio. PA_CourseRequestScheduleSchool Defines the course catalog that each school and grade level uses. The records in this table determine the course catalogs from which students will be able to select. You must manually enter records into this table using SQL Server Management Studio. PA_CourseRequest Contains a record for each student who has added a course to his or her request list and indicates whether or not the course request list has been submitted. PA_CourseRequestSelections Contains the courses, both submitted and not submitted, that the students have selected. The Course Requests Extract utility uses the records in this table to generate the course request extract. Set Up Course Requests Initially If this is the first time you are setting up Course Requests, you need to perform the following three tasks: Assign the users roles that have access to the Course Requests section of the Student tab on the ProgressBook ParentAccess Web Site. See Assign Security Roles to ProgressBook ParentAccess Information. Set up the configuration file for the Course Catalog Import utility. See Set Up Configuration File for Course Catalog Import Utility. Set up the configuration file for the Course Request Extract utility. See Set Up Configuration File for Course Request Extract Utility. ProgressBook ParentAccess Web Site Administration Guide 59

Course Requests Set Up Configuration File for Course Catalog Import Utility To use the Course Catalog Import utility, you must set up the configuration file with the name of the SQL Server, district database, password for the pbadmin account in the database, and, if applicable, the name of the text file from which the utility will import the course catalog. 1. Navigate to C:\Program Files\Software Answers\Course Requests, and then open the CourseCatalogImport.dtsxConfig file in Notepad or WordPad. The configuration file script displays. CourseCatalogImport.dtsxConfig File as Viewed in Microsoft Internet Explorer 2. If the name of the text file that contains the course catalog is not named CourseCatalog.txt, change the value between the <ConfiguredValue> tags to the name of the file. 3. For the Data Source value, enter the server name for the server that contains the district database. 4. Verify that the User ID value is pbadmin. 5. For the Password value, enter the password for the pbadmin account. Note: This is the account you use to access the database through SQL Server Management Studio, not the user account an administrator uses to log into ProgressBook GradeBook. 6. For the Initial Catalog value, enter the database name of the database to which the utility will import the course catalog. 7. Save and close the configuration file. 8. Repeat steps 1 through 7 to set up the configuration file for any additional districts that will use the Course Catalog Import utility. Set Up Configuration File for Course Request Extract Utility To use the Course Request Export utility, you must set up the configuration file with the name of the SQL Server, district database, password for the pbadmin account in the database and, if applicable, the name of the text file to which the utility will export the course requests. 1. Navigate to C:\Program Files\Software Answers\Course Requests, and then open the CourseRequestExtract.dtsxConfig file in Notepad or WordPad. The configuration file script displays. 60 ProgressBook ParentAccess Web Site Administration Guide

Course Requests CourseRequestExtract.dtsxConfig File as Viewed in Microsoft Internet Explorer 2. To change the name of the course request extract file, change the value between the <ConfiguredValue> tags to the name of the file. 3. For the Data Source value, enter the server name for the server that contains the district database. 4. Verify that the User ID value is pbadmin. 5. For the Password value, enter the password for the pbadmin account. Note: This is the account you use to access the database through SQL Server Management Studio, not the user account an administrator uses to log into ProgressBook GradeBook. 6. In the Initial Catalog property, enter the database name for the database from which the utility will export the course requests. 7. Save and close the configuration file. 8. Repeat steps 1 through 7 to set up the configuration file for any additional districts that will use the Course Request Extract utility. Set Up Course Requests Annually Annually, you must perform the following three tasks to set up Course Requests: Import the course catalog. See Import Course Catalog. Define the date range within which Course Requests will be available on the ProgressBook ParentAccess Web Site. See Define Course Request Schedules. Assign the course catalogs from which students can select courses. See Assign Available Course Catalog. ProgressBook ParentAccess Web Site Administration Guide 61

Course Requests Import Course Catalog The Course Catalog Import utility enables you to import your course catalog from a text file into the PA_CourseCatalog table in your district database. To import the course catalog, the data in the text file must be formatted as described in Required Data Format for Course Catalog Import File. Note: When you run the Course Catalog Import utility, the system removes all of the records from the PA_CourseCatalog, PA_CourseRequest, and PA_CourseRequestSelections tables. Ensure these tables do not contain records required for the current course request period. 1. Save the course catalog text file in C:\Program Files\Software Answers\Course Requests (which is the folder on the server where the Course Catalog Import utility is saved). 2. Open CourseCatalogImport.dtsx. Course Catalog Import Utility 3. Click Execute. While the utility is running, a window appears that displays the status for each stage of the course catalog import process. When the process is complete, the Stop button becomes inactive and the Close button becomes active. 62 ProgressBook ParentAccess Web Site Administration Guide

Course Requests Course Catalog Import Utility Status Window 4. Verify that no errors display in the list on the status window. If no errors appear in the list, the courses have been successfully imported into the PA_CourseCatalog table. If errors appear in the list, check the settings you defined in the configuration file. Refer to See Set Up Configuration File for Course Catalog Import Utility. 5. Click Close on the status window, and then click Close on the Course Catalog Import utility. 6. In SQL Server Management Studio, open the PA_CourseCatalog table and verify that the courses have been imported for the district. Required Data Format for Course Catalog Import File The course catalog text file must be comma delimited and contain the fields described in Fields in Course Catalog Import File. If you do not use data for a particular field, place a comma in the position of the field to hold its place. Fields in Course Catalog Import File Field Description Max Size CourseId A unique code that identifies the course. This can come from your student information system. 20 Y CourseTitle A description of the course. 50 Y CoreAcademicCourse Not currently used in the Course Requests. 1 N GradRequirement Not currently used in the Course Requests. 1 N SchoolId The ID for the school in your student information system, which is DistrictSchoolID in the School table in the ProgressBook database. 20 Y Required? (Y/N) ProgressBook ParentAccess Web Site Administration Guide 63

Course Requests CourseCredits Fields in Course Catalog Import File Field Description Max Size A unique code from the student information system that identifies the course credit record. 10 N CourseCreditsText The value of the course credit, which is used in the calculation of the total course credits. 10 Y CourseInfoSubjectAreaCode Not currently used in the Course Requests. 50 Y CourseGradeLevels The grade levels to which the course applies. 20 Y Required? (Y/N) Course Catalog Import File Example Define Course Request Schedules The course request schedule defines the date range within which you would enable access to Course Requests on the ProgressBook ParentAccess Web Site. You must create a course request schedule for each school and grade level in that school. For example, in a high school that includes grades 9 through 12, you would create three course request schedule records for the school: one for students in grade 9, one for students in grade 10 and one for students in grade 11 (assuming that students in the grade 12 will graduate from high school and, therefore, not need to schedule classes for the following year). You could assign the same date range or different date ranges for each record in this example. To define the course request schedule, you must update the PA_CourseRequestSchedule table manually in SQL Server Management Studio. 1. Open SQL Server Management Studio. a. From the Start menu on the SQL Server machine, select Programs, the appropriate version of Microsoft SQL Server, and then SQL Server Management Studio. The Connect to Server window displays. b. Select or type the server name in the Server name field. 64 ProgressBook ParentAccess Web Site Administration Guide

Course Requests c. In the Authentication field, select SQL Server Authentication. d. In the Login and Password fields, type pbadmin and the password for the pbadmin account. e. Click Connect. SQL Server Management Studio opens. 2. In the Object Explorer pane, expand the Databases node. 3. Expand the node for the district database in which you want to setup Course Requests, and then expand the Tables node. 4. Right-click PA_CourseRequestSchedule, and then select Open Table. The PA_CourseRequestSchedule table opens in a tab on the right side of the screen. Note: PA_CourseRequestSchedule may not currently contain any records. If that is the case, a single blank row displays below each column with the word NULL. PA_CourseRequestSchedule Table 5. In the School_DBID field in a blank row, enter the DBID of the school for which you want to define the course request schedule. Note: To look up the DBID for the school, open the School table to view the records for each school, and then locate the value in the School_DBID field for the desired school. The values in the DistrictSchoolID and SchoolName fields provide familiar identifying information for the school. 6. In the GradeLevel_DBID field, enter the DBID of the grade level for which you want to define the course request schedule. This is the current grade level of the students who will be scheduling their courses. Note: To look up the DBID for the grade level, open the GradeLevels table to view the grade level records, and then locate the value in the GradeLevel_DBID field for the desired grade level. The value in the GroupLevelDescr field identifies the familiar grade level designation. 7. In the BeginDate field, enter the date and time you want Course Requests to become available on the ProgressBook ParentAccess Web Site for the specified school and grade level. ProgressBook ParentAccess Web Site Administration Guide 65

Course Requests Note: Enter AM or PM when you specify the time; otherwise, the system assumes AM. If you do not enter a time, the system defaults to 12:00:00 AM. 8. In the EndDate field, enter the date and time you want Course Requests to become unavailable on the ProgressBook ParentAccess Web Site for the specified school and grade level. 9. Click or navigate to the next row to save the new record. A sequential numeric value is automatically generated in the CourseReqSchool_DBID field for the record you created. 10. Repeat steps 5 through 9 for each school and grade level for which you want to define the course request schedule. 11. When you have finished creating the course request schedule for each school and applicable grade level in that school, proceed to Assign Available Course Catalog. Assign Available Course Catalog Once you have created a course request schedule for each school and grade level in the PA_CourseRequestSchedule table, you must assign the school course catalog from which the students in each grade level can to select courses. To assign the available course catalog, you must create records in the PA_CourseRequestScheduleSchool table in SQL Server Management Studio. PA_CourseRequestScheduleSchool contains only the following two fields: CourseReqSched_DBID Defines the record in PA_CourseRequestSchedule for which you want to assign a course catalog. School_DBID Defines the school whose course catalog you want to make available for the school and grade level defined in the PA_CourseRequestSchedule record referenced in the CourseReqSched_DBID field. Each course catalog you assign corresponds to a single record in PA_CourseRequestScheduleSchool. For example, in Relationship between PA_CourseRequestSchedule and PA_CourseRequestScheduleSchool Tables, three course request schedules have been set up in PA_CourseRequestSchedule for Cydonia Heights High School: one for 9th grade, one for 10th grade and one for 11th grade. To assign the course catalog for Cydonia Heights High School, three corresponding records were added to PA_CourseRequestScheduleSchool for the 9th, 10th and 11th grade schedules. 66 ProgressBook ParentAccess Web Site Administration Guide

Course Requests Relationship between PA_CourseRequestSchedule and PA_CourseRequestScheduleSchool Tables To assign the course catalogs to a course schedule, you must update the PA_CourseRequestScheduleSchool table manually in SQL Server Management Studio. 1. In the Object Explorer pane in SQL Server Management Studio, right-click PA_CourseRequestScheduleSchool, and then select Open Table. The PA_CourseRequestScheduleSchool table opens in a tab on the right side of the screen, as shown Assign course catalogs to a course schedule in PA_CourseRequest ScheduleSchool table.. PA_CourseRequestScheduleSchool Table 2. In the CourseReqSched_DBID for a blank row, enter the DBID for the record in PA_CourseRequestSchedule to which you want to assign a course catalog. 3. In the School_DBID field, enter the DBID for the school whose catalog you want to assign to school and grade level defined in the PA_CourseRequestSchedule record you selected in step 2. For example, you may want the students currently in grade 8 at a middle school to have the ability to select courses from the high school catalog. You would enter the DBID for the high school. ProgressBook ParentAccess Web Site Administration Guide 67

Course Requests 4. Click or navigate to the next row to save the new record. 5. Repeat steps 2 through 4 to assign school course catalogs to additional school and grade levels defined in the course request schedule records. 6. Close SQL Server Management Studio when you are through entering records in the PA_CourseRequestSchedule and PA_CourseRequestScheduleSchool tables. The Course Requests feature is now set up. The ProgressBook ParentAccess User Guide for Parents contains instructions for parents and students on how to select and submit their courses. They can access this guide through the Help link on the ProgressBook ParentAccess Web Site. Create Student Course Request Extract File The Course Request Extract utility exports all of the students course requests both submitted and not submitted into a text file that you can then import into your student information system. The extract file is generated in the folder that contains the Course Request Extract utility. 1. Navigate to C:\Program Files\Software Answers\Course Requests, and then open CourseRequestExport.dtsx. Course Request Extract Utility 2. Click Execute. While the utility is running, a window appears that the status for each stage of the course request extract process. When the process is complete, the Stop button becomes inactive and the Close button becomes active. 68 ProgressBook ParentAccess Web Site Administration Guide

Course Requests Course Request Extract Utility Status Window 3. Verify that no errors display in the list on the status window. If no errors appear in the list, the course requests have been successfully exported to the extract file located in C:\Program Files\Software Answers\Course Requests (which is the folder that also contains the Course Request Extract utility). If errors appear in the list, check the settings you defined in the configuration file. See Set Up Configuration File for Course Request Extract Utility. 4. Click Close on the status window, and then click Close on the Course Request Extract utility. Course Request Extract File Format The Course Request Export utility generates a tab-delimited text file that contains a record for each course a student has selected. Fields in Course Request Extract File describes the format in which the data is stored in the course request extract file. StudentID CourseID SchoolID Fields in Course Request Extract File Field Description Max Size The value in the DistrictStudentID field for the record in the Student table of the student who has made the course request. The value in the CourseId field for the record in PA_CourseCatalog that the student has selected to request. The value in the DistrictSchoolID field for the record in the School table to which the selected course belongs. 20 Y 20 Y 20 Y Required? (Y/N) ProgressBook ParentAccess Web Site Administration Guide 69

Course Requests Generated Course Requests Extract File Example 70 ProgressBook ParentAccess Web Site Administration Guide