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Customer Support and Application Guide

The following is a written guide of SchoolPoint Software. It will go through each page and provide screen captures and written descriptions of the SchoolPoint Web App interface. I guide has been written and is read in the order of each page found in the software. This has been done to make it easy to follow along or find what you are looking for. If you want to know more about a specific page. You can used the Jump to Section menu on the right to jump straight to the page you are looking for.

Dashboard

At first login, the Dashboard displays messages from the Noticeboard, this give you an overview of any important school events happening that month.

On this page, you can find a conversation bubble in the bottom right corner, where you can have a discussion with the support team about questions about using the software.

Student Admissions

Enroll New Student

On the page, you can manually enter information in for new students. Only the first tab, named “Basic Info”, is required, but by you do have to option to enter more information in the proceeding tabs. It is recommended to enter in as much as you can collect, such information may be helpful when working with student late on. An example of this is the attendance system which will automatically message a parent over SMS that a child has been late or absent from class. Information on this page can also be edited later by searching for the student on the Student Records page.

Enroll Bulk Student

On this page, you can more easily add a large number of students at once. This is done be allowing you to only enter to mandatory information in the system. You can also add more rows by using the “Add A Row” button at the bottom of the current column to add more field for manual entry.

An alternative to manual entry, and the function used when migrating from an existing database is to import a .csv file which already contains the student information. This is a sample .csv file which can be downloaded to make aware how fields should be formatted and labelled as. This option is available at any time, allowing you to collect information with the process and tools that you are comfortable with and import into SchoolPoint without making any errors and saving you lots of time.

New Student Requests

On this page, you are presented with another alternative for enrolling students. You are presented with a list showing students who have applied to your school via the frontend submission form. This form can be linked to your website, send in an admission invitation or email. The benefit of this is that students can take to lead of entering in their information themselves, yet again saving your time in having to manually enter or even import it as well as further reducing possible errors in information. In this process, you now only need to review each student admission request and either approve or deny their request. Those options can be found in the Action menu on the right of the list for each student.

Student Promotion

On this page, can promote or graduate your students to the next grade. This is done by selecting your school (or campus, which ever applies to you) and then the grade that want to review. Once selected by clicking “Manage Promotion”, you will be presented with a list of all the students currently in the grade. You can now click on view academic performance to review how well the student has been doing in accordance with their assessments. On the far right of each student, you can choose whether to promote to the next grade, or to retain in the current grade. By default, all students are set to promote. Once review is complete, on the very bottom of the list, you can click “Promote Selected Students” to apply your decision.

Student Records

On this page, you are able to view the records of all current and past students in your School Board, applying to all your school. Your first set of options is to narrow down student by grade. Once done, you can select to see All Students or Active Students.

With list of students filtered down, you have several actions for which can be done. On the top right of the screen, you can Add a New Student, which brings you back to the Enrollment Page. View Student Transcripts, which will generate the transcripts for all the students shown into a list of .pdf, ready for mass printing (warning, this action may take some time depending on the number of students selects, the depth of their records).

The third option being to view the Report Cards, which will generate the report cards for all the students shown into a list of .pdf, ready for mass printing (warning, this action may take some time depending on the number of students selects, the depth of their records).

Then the Fourth option, Credit Summary, will generate a coloured coded list showing if student received or have not received their credits and other requirement for that school year (warning, this action may take some time depending on the number of students selects, the depth of their records). This option is great when wanted to understand how a grade is doing, or to quickly see which students are having trouble.

A separate action you can take, now that you’ve filtered your students by grade, you will find on the far right of each student is an action button. In that Action button, you can create the same reports that you did for all the students on that grade, now only for this student alone. This is helpful if you are only dealing with that student new to view and make changes for that student alone.  Outside of those reports, in this same action button, you will see all the other action you see for this student, from viewing their attendance, skills assessment, PLAR assessment, homework tracker and payment history just to highlight a few.

Teacher Records

On this page, you will see the list of teachers and staff in your school board, showing by default, their active status and contact information. Next to the Teacher List tab in the top left side, the next tab over will be the “Teacher Admission Requests” tab. Similar to students, this will show you a list of staff who have submitted their information to you for employment via the frontend submission form. You only need to keep an eye on the tab, as it will show any awaiting request with a number sign in brackets.

Also similar to the student admission page, you will see on the top right corner, options to Add a New Teacher manually, and like students, you are presented with options that you don’t have to entirely fill out, but the more information, to better it is afterwards for record keeping.

Next to that button, you will see a button marked, “Set/Change Teacher Permissions”, this is a global option for what you will allow or not allow teachers to do in the administrative backend.

Also similar to student, at the end of each teacher’s information in the rows, you have an “Action” button. In this option, you have the ability to Delete a teacher form the system (if a teacher retired or moved on to other employment) if you no longer want to keep their records. You can edit their information, either to update to fill in more information.

Then finally view their work contact. This contract is automatically generated in the system and pulls information from when your account was first setup. This contract can be easily printed, signed and kept for your physical records.

School Records

School

On this page, you can view the schools or campuses that have been setup with your account. Depending how large or school or your organization is, this list can be many or one. Like previous record pages, and the end of each school row, there is an Action button. The options for schools consist of report school wide for tracking and statistics or for generating reports for OnSIS compliances, which is a key feature for SchoolPoint and mandatory by the Ministry of Education.

School Boards

On this page, you can see the information for your school board, this is created when your account is first setup and is a place where can find your school board number as a private school. As this information is attached to your account, the only why to change it if it needs to change is the contact SchoolPoint support.

Academics

Course Categories

On this page, you can see an overview of you course categories. This was setup with your account and reflects the courses outlined by the Ministry of Education (please quote). For larger schools, this can also be used as a way of identify and separating subject departments. For any modification of this page, please contact SchoolPoint support.

Courses

On this page, you are able to see course within each grade level. By selecting a grade, you will be presented with the course list for that grade. Noticing, similar to previous pages and an ongoing trend in SchoolPoint, on the far right is the Action menu. The action menu for courses allows you to View the Course Description, View Course Outline and Edit those Course Outline. Next to the Course List tab, you will find Request Course tab, where yourself or teachers can fill in the details of a course that they would like to add. Once added, you will find them in the View Requested Courses tab, where as an admin, you can approval and add those courses.

Classes

On this page, you will see the Class List for the current semester. This can be changed using the Display/sort by dropdown menu to find for example, a past class from a different year/semester. Like other list, on the right side, you will see the Action menu where you can see the Class Planner, Class List View and Course Outline for the current classes. In the tab menu, you have the option to Add new Classes to this semester, and add Bulk Classes. The forth menu, Student Class Entry, allow you to select a class and select which students of that grade to add to the class. The system will also tell you if that/those student(s) do not have the prerequisite for the currently selected class. Separately on the last tab, similar to courses, you can View Requested Classes and review and approve them on your account.

Scheduling

On this page, similar to student records, we find on the top of the page, we can select a grade and then see the Class Schedule for that grade. We have options to view the schedule for the current class or other options like selecting a different year and semester.

From here, we can select which type of Class to Select; Active, Future, Complete or All Classes. Then the Grade we wish to add the class for, then the name is the Class. From here, you can select which days in the week that you wish to have the class (holding control for Windows, and Command for macOS, for selecting more then one day). You can then set the Starting and Ending Time for the class and Room Number. If this is a mixed grade class, you can choose the second grade from the Also Shown in Grade dropdown menu. When complete, choose the Add Class Schedule button to add the class.

Another way of scheduling classes faster is to use the Bulk Add Class Schedule feature. On this page, you only have to select the Grade, select the Class, choose the days, and set the Starting and Ending time. This option is useful if you already have an list of classes and want to fill then in. Also useful if you have a same class that starts at different times throughout the week.

When complete, you will see the Calendar on the Scheduling page has been populated. A benefit now is the ability to print this schedule, the Print option can be found on the upper right corner of the Schedule just below the Bulk Add Class Schedule button.

Attendance

Manage Attendance

In this section, we can Manage daily attendance, view Class attendance records, and school wide records. Using an online based system saves the time of manually scanning attendance sheets and adds the benefit of being able to instantly generate reports and keep track of students. Another key feature of SchoolPoint which is used in the area is the built-in ability of notifying parents/guardians, via SMS, if student area marked late or absent. With safe keeping in mind, this another way of keeping parents informed and connected and our way of contributing to the Ministry of Education’s Growing Success Policy.

In this example, after selecting grade and class, a teacher simply checks if students are present, being given the option to specify if there are late or not present at all. By default, the system sets students to present to make it less time consuming to mark each student.

View School Attendance

In this section, as an administrator, you can see the attendance of your school as a whole for any given day, by selecting the grade you want and the date.

Class Attendance

In this section, by selecting a Grade, and Class, you can see a visual overview of each student’s attendance over the course of the month.

Assessments

In this section, you can create assessments as well as view and modify them. You can create one by selecting Add Class Assessment, and then selecting the grade and semester year, and then Class.  Below of which, can fill out all the details for your assessment.

Similar can be done for viewing past assessments, by selecting Class Assessments, the grade, semester year, and class. After clicking Show Assessments, you will be presented with a list of the assessments for that class, of which you can us the Action menu to take marks.

Homework

In this section, you can keep track of homework that is assigned for each class. In the Add homework tab, after specifying the Grade, semester year, and Class, you can set the name, given date, due date and any comments to note the assignment of homework.

While using the Homework tab, after specifying the Grade, semester year, and Class, you can view the list of homework that has been assigned.

Marks

In this section, as you’ve been creating assessments, you can come here to assign marks and submission dates for the students in a class. This can be done by specifying the Grade, semester year, and Class, and selecting Manage Marks. At which point you will see each assessment for that class and be able to add marks for each student.

Fees

Create Student Payment

In this section, you can create an invoice for students. This is done by either selecting single invoice or mass invoice and filling in the information for grade, the payment type/services that the students will be charged for, the total and date issued, status of payment and due date to list a few. As you select the payment type/services, the invoice will be automatically populated.

Student Payment

In this section, you can view all invoice and by using the Action menu, you can do simple task such as send Payment Reminders, Take Payment, View and Print Invoice and more. Using the tabs on top, you can also view different Payment Histories.

Manage Invoice

Similarly, the Student Payments, this section allows you to view and records payments to your invoices.

Payment Types

In this section, you can view, modify and add the different payment types that you will be charging students at your school for tuition. Using the Add New Payment Type button to add a new line item, or using the Action Menu to modify or delete an existing line item.

Expense

In this section, you can add any outgoing expenses to keep track of accounting. This can be used for anything from Payroll, Classroom Supplies, Technology purchase and more.

Expense Category

In this section, you can create and manage the expense categories that you would be using in the Expense page. By clicking the Add New Expense Category, you can label the expense, and it will be appearing on the category list. Likewise, by clicking the Action menu, you can edit or delete current expense categories.

Noticeboard

This Noticeboard provides details for important dates and provides options for who the audience should be, either Teachers, Students, Parents or a combination of the each. By clicking the Add Noticeboard tab, you provide the details such as the title of the notice, details, the date it applies to and it’s audience.

Messaging

In this section, you can us SchoolPoint’s internal messaging system to message, teachers, students and parents, as individuals or as created groups. This is useful for notifying everyone about emergencies, or messaging school clubs or groups, staff about internal information or which ever group you customizes. The system will either push the message over email, the internal messaging page, or even over SMS. You can do this by selecting New Message to selecting the individual to message, or selecting Group Message to send a message to the masses.

Settings

General School Settings

In this section, you can set how many semesters your school has in a year, the minute increments you will find in various options throughout the app and depending on the Ontario school transcripts that you purchase, if that footer text is or is not to be printed on the transcript.

Mark Posting Options

In this section, you can adjust the settings of how marks are published on midterm and final reports. If the system such automatically publish marks, if the class medium mark should be fixed, if the field for marks should be shown on report card, evening if the marks haven’t been posted.

School API Settings

Your SchoolPoint WebApp uses outside services to use mapping features and take payments. The connections keys to those services can be found here, we advise never to modified they without consulting SchoolPoint support.

School SMTP Settings

In this section, you will find the setting that SchoolPoint uses to send outgoing emails. We advise never to modified they without consulting SchoolPoint support.

Holiday Settings

In this section, you can add and remove holidays that student will not be attending school. This can be statutory holidays, school P.D. days, or other school closures. You can add one by simply clicking the Add A Row button and fill in the details, or by clicking the “Garbage Can” icon, you can remove a row.

Semester Dates Settings

In this section, you can specify the start and finish dates of each of your school semesters. This list is changed by the number of semesters set in the General School Options page.

School Assistant Logins

In this section, you can set the email address and passwords of the school Principal, Guidance and Manager. This is an Administrator only page.

Default Passwords

On this administrator only page, you can set the password that is given to new students and their parents as their accounts are made, when they login, they can use their account page to update their information and password.

Account

In this page, you can see and modify your account information, like your login password.

Training

Tutorials

Use this page to find videos of main software feature as well as features that are recently added.

Resources

Use this page to find video recourses links that you would like made available to your staff.

What’s New

Use this page to see what the latest features are and when they were added.

Downloads

Use this page to make frequently used forms and documents available for download.

Support

This takes you to our external support portal where you can search topics and create service tickets where you can follow-up and communicate with our support team.

Page last updated on Thursday, March 7, 2019