Difference between revisions of "Parents evenings"

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To exclude a particular group from the parents evening
 
To exclude a particular group from the parents evening
 
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[[Image:ParEveExclud.jpg]]<br>
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Click the 'group' dropdown, then select the group you wish to exclude from the list, then a small 'Exclude' button will appear, click this and the group will be excluded from the parents evening.
 
Click the 'group' dropdown, then select the group you wish to exclude from the list, then a small 'Exclude' button will appear, click this and the group will be excluded from the parents evening.
 
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Revision as of 12:08, 14 April 2015

Overview

Parents Evenings within INSIGHT, allows parents to make bookings with staff for parents evenings. Bookings are made on a first-come-first-served basis.

In order to use Parents Evening fucntionality in INSIGHT, you will need to have purchased the 'Parents Evening' INSIGHT Optional Add-On.
To check if you have this - you can navigate to 'Reports' > 'Licence Details'.

Admin Configuration

Admin/Staff Role Options Required for Parents Evenings Access

Parents Evening Preferences


In order to be able to firstly access Parents evening functionality within INSIGHT as to be able to create a parents evening you will need to make sure that Parents Evenings (which can be found within the 'Events' section of 'Role options) is enabled within your admin role.

In order to allow access to Parents Evening functionality to Parents enable 'Parents evenings' within the 'Parental role that your parents are currently associated to.

Create a new Parents Evening

In order to create a new parents evening:

ParEve1.jpg

You can also upload a document for parents to download for guidance - which may be a floor plan of the area used for the parents evening, or guidance for using Insight.

PECreate.jpg Create a new Parents Evening PESched.jpg Access the Schedule for the selected Parents Evening
PEEdit.jpg Edit an existing Parents Evening PERoom.jpg Set rooms for the selected Parents Evening
PEDel.jpg Delete and existing Parents Evening PEReport.jpg Generate a report that displays bookings for the selected Parents Evening
PEClone.jpg Clone the selected Parents Evening PEEmail.jpg Email bookings information to users involved in the selected Parents Evening

PEExport.jpg Export a file that displays bookings within the selected Parents Evening

Details Tab

PEtab1.jpg

  • Description - Is to set a name or description of the 'type' of Parents Evening
  • Status - There are 3 status that enable/disable access to Parents Evening functionality to specific groups to enable effective management.

Design - for the creation of the Parents Evening
Booking - For when you wish Parents to be able to see and access the Parents Evening
Closed - For when the Parents Evening has finished and no one requires access
Closed to Parents - For when you wish ADMIN & STAFF to have access but not Parents

  • Relax During - This option, when set, will 'relax' the 'Closed' status of a Parents Evening, between two dates. This enables automatic access to Parents for a specific period of time.
  • Date - The date on which the Parents Evening will take place
  • Academic Date - The date that should be used for INSIGHT to take a Snapshot look at the Pupil/Teacher relationships to understand which teachers should be available for each child
  • Start Time - The time that the Parents Evening will start
  • End Time - The time that the Parents Evening will end
  • Slot Length - The amount of time each Parent will spend with a Teacher.
  • Limit Number of User Bookings to - This option will ensure users are only able to book a specific amount of appointments.
  • Sort bookings list by relationship - This will order the list of 'Available Staff' based on the subject/class they teach.
  • Insist Priority 1s Make Bookings - This will ensure that only the 'Priority 1 Contact' for a student is able to make bookings to see teachers.

It is important to note that when this option is enabled - P2 contact will still be able to see any bookings that have been made.

Students Tab

PEtab2.jpg

  • Academic - This will ensure that class teachers are included in the list of 'Available Staff'
  • Main Class Teachers - This will ensure that only the 'Main class teacher' of a class is available within the 'Available Staff' list
  • Include tutors - This option will ensure that Registration Tutors are included in the list of 'Available Staff'
  • Tutors only - This option will ensure that ONLY Registration Tutor is available within the 'Available Staff' list
  • House supervisors only - This option will ensure that ONLY House Supervisors (Set within SIMS Pastoral Structure)
  • SIMS User defined groups - This option will allow you to select SIMS User Defined groups to be displayed within the 'Available Staff' list


  • Groups - This is where you select the 'Groups' of students that the Parents Evening should apply to


Exclusions Tab

PEtab4.jpg

Parents View

Parentseve001.png

Parents can make bookings with staff by clicking the time that they want, next to the staff member's name.
There will be an icon showing the subject for each teacher and a tick next to any teacher with whom the parent already has an appointment.
It is possible to set a maximum number of bookings per parent if required.

The Parents Evening page will show a list of staff that are available for the evening, and a list of the appointments that the parent has made so far.
Parents will see a list of times next to each staff member, which represent available slots to see that member of staff.

To select a time, a parents must simple click the desired time within the 'Available bookings' section.

Managing bookings

Once a parents evening has been created and has a status of 'Booking' it will become available to any parents of students associated to the parents evening.

While the majority of parents will not have any issues making bookings it may be required for an admin staff to manage and maintain the bookings made for the parents evening.

In order to do this, an admin staff member should navigate to 'Events' , then select the Parents evening, then click the 'Schedule' button.

Schedule

ParEveSched1.jpg

Excluding specific groups of students from the Parents Evening

To exclude a particular group from the parents evening ParEveExclud.jpg

Click the 'group' dropdown, then select the group you wish to exclude from the list, then a small 'Exclude' button will appear, click this and the group will be excluded from the parents evening.

Unavailable Slots/Staff Breaks

During the course of a Parents Evening, staff may require breaks or may not be available for specific slots.

It is possible to make staff 'Unavailable' for specific slots. It is also possible to arrange 'Breaks' for staff if required.

To do this, an ADMIN should log in and access 'Parents Evenings' .

Then click 'Schedule' .

Then in this view, please select either 'Unavailable' or 'Break' , then simply click inside any slots you wish to be populated with this status.

This will then ensure that within the 'Parental view' , those staff are not available for those specific timeslots.

Staggering Unavailable/Break slots

'Staggering' ensures that multiple staff are not on break/unavailable at any one time.

In order to do this you will want to firstly select 'Unavailable' or 'Break' within the 'Schedule screen.

Having done this please click any timeslot column header.

Then a small window will appear that looks like this: Stag1.jpg
You should then click 'Stagger', this will then open another window. Stag2.jpg


Stag3.jpg

Reports

The lists below outline various Parents Evening reports that are available within INSIGHT:

Staff

Staff Staff bookings with photos
Staff bookings without photos
Staff bookings with photos without looking up names
Staff bookings without photos without looking up names
Staff with free appointments
Staff with bookings
Bookings for individual staff
Bookings for individual staff with photos

Students

Students Students with bookings
Students without bookings
Students without bookings by form
Students without bookings by house
Students without bookings over a range
Students without bookings by form over a range
Students without bookings group creation
Students with and without bookings
Bookings for individual students
Bookings for individual students (no parent names)

Parents

Parents Booked by user
All bookings
All bookings (no parent names)
All bookings export
All bookings export (cohabitees only)
All bookings export (cohabitees only no singletons)

Miscellaneous

Excluded classes

you can also check which parents are logging in to INSIGHT via Parental Analysis

FAQs

Parents evening questions