Difference between revisions of "Parents evenings"

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:This state allows you to close off the parents evening event to parents whilst it still remains open to staff and admin users to make any necessary adjustments.  
 
:This state allows you to close off the parents evening event to parents whilst it still remains open to staff and admin users to make any necessary adjustments.  
  
 
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[[Image:PEadmin.jpg]]
  
 
==='''Adding a parents' evening - Design status'''===
 
==='''Adding a parents' evening - Design status'''===

Revision as of 16:25, 20 February 2013

Administrators, staff and parents have different access to Parents Evenings in Insight.

Administrators and staff have access to manage individual Parents Evenings, schedule bookings and produce reports, whereas parents can only make and remove bookings on their own behalf.

You do not have to provide access to all Role types, for example you could run a system by which Staff are responsible for making bookings without parents actively making selections.


Administrative screen

There are three states to which a Parents Evening can belong. These are:

  • Design
Changes can be made to the date, year groups, times and slot length, but bookings cannot yet be taken.
  • Booking
Bookings are able to be scheduled and you should not now change any details of the event. However, if you do need to amend any event design details you can do so until the first booking is made, after which you will not be able to go back to Design status and make amendments.
  • Closed
Bookings are no longer being taken. You should close events when they have passed.
  • Closed to parents
This state allows you to close off the parents evening event to parents whilst it still remains open to staff and admin users to make any necessary adjustments.

PEadmin.jpg

Adding a parents' evening - Design status

  • To create a Parents Evening, click on the "Add" tool bar button and complete the pop up box for the 'details' tab as follows:
  1. Add a name for your parents evening in the 'description' box, (choose something that is not likely to be confused with another Parents Evening).
  2. Select the 'date' for the event
  3. Select the curriculum 'years' to which it applies
  4. Select a 'start time' and 'end time' for the parents evening
  5. Select a 'slot length' for individual bookings
  6. Select if you want to 'limit number of user bookings to:' AND enter a number in the box to represent this limit.
  7. If you want to add a 'supporting document' you can do this by clicking the Add button
  8. The 'tutor's only' option allows you to choose only the registration tutors.
  9. You are currently in the Design 'status' and when you are happy with your parents evening event design you can take it to the next status of Booking, so that appointment bookings can be taken.
    On the 'staff' tab you will now see a list of staff members
  10. On the 'students' tab you have the option to select and exclude registration groups for which your parents evening event does not apply. Highlight the registration groups whose students are not to be included in this parents evening.
  11. To save the parents evening event click 'ok'


  • Edit and delete parents evenings using the appropriate tool bar buttons.

If you want to hide teachers not associated to students please update the "allow non-teachers" option to "Off" in this role .

Bookings

How to book

Once the "status" of the event has been amended to Booking the options available will vary according to the user type.

  • Admin user
The administrator view allows all parents evening event's to be seen and modified, all staff members names are displayed in the grid and schedule bookings and report options are available.
  1. Select the parents evening event in the table and click on the "Schedule" tool bar button to make bookings.
    The view will change so that a grid is displayed with relevant staff members listed down the left hand side, slot times across the top and students listed on the outer left.
  2. Click on the student to select them or type the name in the search box, with either method the name will be highlighted in orange.
  3. Then click within the grid cell for the appropriate staff member and time.
  4. Having made a booking you can also add a comment by clicking on the speech bubble next to the student name, (existing comments are viewable by hovering over the cell).
  5. To clear a previously made booking, click on the booking and select "ok" to confirm cancellation.
  6. Click the "Close" tool bar button to close the schedule and go back to the table of parents evening events.


  • Staff Member user
The staff view is similar to an administrator, but lacks the facility to modify events themselves. Instead, the current staff user has the options to schedule/amend bookings (albeit differently to an administrator) but only for themselves. The reports option is also available to them.
  1. Select the parents evening event in the table and click on the "Schedule" tool bar button to make bookings.
    The view will change so that a grid is displayed with times listed down the left hand side and students listed on the outer left.
  2. Click on the student to select them or type the name in the search box, with either method the name will be highlighted in orange.
    Any appointments that have already been made for the student, either by the parent or other staff members, will be greyed out.
  3. Click within the grid cell for the appropriate time.
  4. Rather than having a symbol to allow you to add notes, there is a dedicated cell where you can also state whether the comment should be viewable by the parent.
    If you opted to share the note with the parent then the box in the "share" column will be ticked, if not, it will remain an empty white box.
  5. To clear a previously made booking, click on the booking and select "ok" to confirm cancellation.
  6. Click the "Close" tool bar button to close the schedule and go back to the table of parents evening events.

How to exclude staff

You can opt to exclude certain staff members from bookings at parents' evenings. To do this, click on "Schedule". On the left hand side of the screen that opens there is a list of all of the students potentially attending that parents' evening. At the top of the list is the word "Unavailable" - click on it so that it is highlighted. You can now either exclude a specific timeslot for a teacher by clicking on the timeslot next to the teacher's name, or you can exclude all of that teacher's timeslots by clicking on their name.

Parent user

Provided the role options are set then parents will be able to view the parents evening event and make/amend/cancel appointment bookings; this will be their only option. Futhermore a parent user can only view and book appointments for students to whom they are linked and this may not be the same, for example, for a step-parent and an actual parent.
  1. Parents can choose a staff member and select a timeslot to make a booking which will be added to their view on the left of the screen.
  2. From their view they can remove appointments and then select another staff member and timeslot as before should they choose to.
    Parents can book appointments but can be limited to a specific number if you have set this option in Preferences.


Reports

To generate a basic, teacher-centric report of a Parents Evening, first select it from the list in the Manage screen, and then click on the "Report" tool bar icon. You will be asked if you want to include photographs. The report will be displayed in a new browser window showing only those staff with bookings.

You can email staff a copy of their section by clicking on the "Email" tool bar icon.

If you would like to perform further actions on the booking data, such as your own mail merge, you can click on the "Export" tool bar icon to produce the data in a spreadsheet format.

More detailed Parents Evening reports are available in the Reports menu.