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--- plsis:contact_manager [2015/06/25 21:35]
max created
+++ plsis:contact_manager [2019/04/01 22:01] (current)
max [Contact Manager Upload]
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-Contact Manager
+{{tag>admin student_records contact_manager video webinar_wednesday}}
-Contact Manager is a tool all staff can use to track comments/contacts with students and their families.
+======Contact Manager======
-Contact lists are automatically created for teachers that have an association with the students through
-homerooms or as independent study supervising teachers. But any staff member at the school can
+{{ :plsis:2017-03-01_14.03_webinar_-_contact_manager_ls_gtm_.mp4?700 |}}
-create their own contact list.
-Depending on permissions set, some users will be able to view all contact lists while others will be able
+**Contact Manager** is a tool all staff can use to track comments/contacts with students and their families.
-to only view the homeroom teacher's/independent study teacher's contacts if they too teach the
+Contact lists are automatically created for teachers that have an association with the students through homeroom or as independent study supervising teachers. Quickly allows staff to note time, focus, and outcomes of any meeting with any student. In addition, there is an option to send notifications to specific individuals, regarding the specific contacts.
-student.
+\\ \\
-Permissions: To have the system automatically create a Contact List for each teachers supervised
+The //**Student Engagement**// feature integrated into **Contact Manager** allows a school to track any instructional sessions for any student across time. Any staff member who deals with any student can leave brief information regarding:
-students, go to Administration>Settings>Policies>>>Contact Manager. In this area you will see two
+  * Time spent with the student (minutes, hours).  This can be documented in the past or automatically in the present.
-policies.
+  * Any type of educational activity can be tracked: phone, in-person, class time, small group instruction, tutoring, email, etc.
-. Allow the system to create a contact list for each supervising/homeroom teacher
+  * Time and subject matter information can be left for every student in a class or for an individual student.
-. Allow instructors of students, other than the supervising /homeroom teachers, to have
+\\ \\
-access to students
+Depending on permissions set, some users will be able to view all contact lists while others will be able to only view the homeroom teacher's/independent study teacher's contacts if they too teach the student.
-A. Access to Contact Manager
-Contact Manager can be accessed from three vantage points.
+===== Access to Contact Manager =====
-. Administration>Student Info>Contact Manager
+  * Contact Manager can be accessed from four vantage points:
-. Teacher Pages>Contact Manager
-. Each student's dashboard
+  - Administration > Student Info > Contact Manager
-If you enter Contact Manager via Admin>Student Info>Contact Manager, you will see a Contact List of
+    - If you enter Contact Manager via this route, you have the ability to select and view contacts for any Staff if Security privileges allow \\ {{ :plsis:contact_manager1.png?nolink&700 |}} \\
-other users depending on your permissions. The view below shows two lists; one that was created
+  - Teacher Pages > Contact Manager
-manually and one that was created by the system. Remember, only teachers set as supervising teachers
+    - If you enter Contact Manager via this route, you only have the ability to select and view contacts for your rosters (Homeroom, PLS Classes, LC Classes, HQT Classes, SPED, etc.) \\ {{ :plsis:contact_manager2.png?nolink&700 |}} \\
-will have contacts (Student Roster) automatically created for them.
+  - Each Student Dashboard via the icon {{:plsis:contacticon.png?nolink&16|}} \\ {{ :plsis:contact_manager3.png?nolink&700 |}} \\
-If you enter through a student's dashboard, you will only see that student's contact
+  - Each Staff Dashboard via the icon {{:plsis:contacticon.png?nolink&16|}}  \\ {{ :plsis:contact_manager4.png?nolink&700 |}} \\
-Your login to the system will ultimately direct what you will see. If you log in as a teacher, you will see
-your contact list and any other teacher's contact list for students you also have in classes. If you enter as
+===== Create Contacts for Selected Students =====
-an Admin you will see all lists.
+  * Click “Contact Now” to create contact for individual student.  Or select a group students and click the “Create Contacts for Selected Students” button. \\ {{ :plsis:contact_manager5.png?nolink&700 |}} \\
-B. Make a contact for a student on your list
+  * Enter all relevant information to the contact and “SAVE CONTACT” \\ {{ :plsis:contact_manager6.png?nolink&400 |}} \\
-Click on View to open up your list of students
-Currently there are no contact made. Click on Contact Now to make a contact.
+<WRAP center round tip 60%>
-Enter information about your contact. Check the box if the contact was successfully made. This will
+**NOTE: Information relevant to the student is available by expanding the blue arrow**
-turn the contact initial view green. SAVE the contact.
+</WRAP>
-Successful contacts shows in green while unsuccessful contacts show in red. Click Contact Now to enter
+\\ {{ :plsis:contact_manager7.png?nolink&700 |}} \\
-another contact for this student.
+  * After your contact is saved, you can return to your roster to view all contacts. Click the “Show Contacts” box to expand and view/read any contacts made for any student. Contacts may be printed for individual student or a group of selected students. \\ {{ :plsis:contact_manager8.png?nolink&700 |}} \\
-The name of the person making the contact will always show with the contact. You can edit contacts by
-clicking on Edit next to your name.
+===== Administrative Contact Report =====
-C. Create a list.
+  * This report is used to view contacts for a specific date range, Teacher, Student, and Vendor Staff, and more. Various filters are available to pull a report of contacts that have been logged within Contact Manager.
-Click on "Add New List"
+  * To access, click the gray Contact Report tab > Select dates & filters > Show Report \\ {{ :plsis:contact_manager9.png?nolink&700 |}} \\
-. You will start by naming your contact list. I named this one 'Principal 2010/2011.' It would be best
-to name yours as specifically as possible. If you want to pull a list from a Create-a-Report already in the
+===== How Do I Send Contact Manager Notifications? =====
-system, choose the report name. Or you can add students one-by-one as you need to (next picture).
-Press SAVE for either option.
+  * When creating a contact in Contact Manager, you may send a notification to selected staff members and/or parents of the student, regarding the nature of the contact that is being created. \\ {{ :plsis:contact_manager10.png?nolink&700 |}} \\
-. You can search for one of your students by entering some basic information and Searching.
+  * Staff members will have notification flags appear next to the profile picture at the top of right of the SIS
-Enter a check to the left of the student name you want to add to your list. Click Add Selected at bottom
+    * Color of the flag indicates level of importance or priority of notification (Emergency, Attention Needed, Academic Failure, General Information)
-right. The student will be added to your contact list and ready to make contact.
+  * Sending a notification
-D. Printing a Contact
+    - Create contact as described in steps above and enter all relevant information
-. In Contact Manager, find your list and click VIEW. Click [Print] to the right of any student's name.
+    - Prior to saving contact, select type of “Notification Flag” from the drop-down box. Once the flag is selected the color of flag will be displayed (Example: “Attention Needed ASAP” is highlighted red) \\ {{ :plsis:contact_manager11.png?nolink&400 |}} \\
-. Your list will populate in a pdf. Go to File and print to actually print the document.
+    - Select staff members to notify. Multiple staff may be selected by holding CTRL + Click to select multiple Staff and/or chose to send Parents an Email notification. \\ {{ :plsis:contact_manager12.png?nolink&700 |}} \\
-E. Move Student to Historical Contacts
+    - SAVE Contact
-Check to the left of any student's name then click the Move Selected Students to Historical
+    - Once the contact is saved and you “Show Contacts” for a specific student “Notification Flag Information” the flag notification sent will be noted. You can also clicking on “Edit” of contact saved \\ {{ :plsis:contact_manager13.png?nolink&700 |}} \\
-You can bring students back to the current list by clicking on show all contact information box, clicking a
+  * Where will staff see the notifications they have received?
-hidden contact list check box to the left of the list, and clicking on the Back to Main button.
+    - Staff members will have flags next to the notifications envelope count in the blue header of the SIS to show nature of notification
+    - Color of the flag will indicate level of the importance or priority of notification \\ {{ :plsis:contact_manager14.png?nolink&500 |}} \\
+      * Hover over the flag for a brief description
+    - Click directly on the flag to read notification \\ {{ :plsis:contact_manager15.png?nolink&700 |}} \\
+    - To mark the notification as Read, click the box to the left of the notification, typing CONFIRM, and clicking “Mark All Checked Contact Notifications as Read”. The Date and time read will be noted. \\ {{ :plsis:contact_manager16.png?nolink&400 |}} \\
+===== Administration: Set Up Notification Flags=====
+  - To set-up notification flags go to Administration > Settings > Trigger Emails
+  - Click on the “Notification Flags” tab \\ {{ :plsis:contact_manager17.png?nolink&500 |}} \\
+  - You may “Edit” the default flags that are available or…..
+  - Click “New Flag”, enter flag description, select color, and “Save Flag Settings” \\ {{ :plsis:contact_manager18.png?nolink&700 |}} \\
+===== Administration: Set Up Vendors =====
+  * Go to Administration > Portal Management > Vendors
+  * You can set-up vendors that will be providing services to students, so that staff that have access to Contact Manager for student can enter information related to the Vendor Session with the student(s). Once vendor names are entered, they will be available for selection from a drop down box when entering contact information. \\ {{ :plsis:contact_manager19.png?nolink&500 |}} \\
+  - Click “Add New Vendor” and enter all necessary information and click “SAVE” \\ {{ :plsis:contact_manager20.png?nolink&700 |}} \\
+  - Click to “Show Staff” and then click “Add New Staff” to add name of staff providing the vendor services \\ {{ :plsis:contact_manager21.png?nolink&700 |}} \\
+===== Administration: Contact Manager School Policies =====
+  * Schools have the ability to customize the options in the drop downs for “Area/Subject of Focus” and “Contact Method” \\ {{ :plsis:contact_manager22.png?nolink&400 |}} \\
+  * Access School Policies via Admin > Settings > Policies > Contact Manager – click to show policies
+  * See policies #8 and #9. Enter custom list with no commas or spaces. Then “Set Preferences” \\ {{ :plsis:contact_manager23.png?nolink&700 |}} \\
+===== Contact Manager Upload =====
+Schools now have the ability to do an upload of data into Contact Manager by uploading a CSV file containing contact log information.
+The Contact Manager upload tool can be found at //**Reports > Students > Contact Manager Upload**//
+\\ {{ :plsis:contact_manager26.png?nolink&500 |}} \\
+You will need to create a CSV file with the column headers pictured below. The **Red** fields are required for a successful load, while the others are optional. Once you have the file ready to upload, click on the Choose File button, browse for the file on your computer, select the file, then click the blue Import button.
+<WRAP round 60% center info>
+  * **General Header Notes:**
+    * **Student ID**: Local ID or **Student Number** - Legacy/External ID
+    * **Contacted By**: Username of the person that is doing the upload and pushing the upload button Example: jdoe
+    * **Contacted For**: The staff member for which you are loading contacts. It could be the Homeschool Teacher, Counselor, yourself, etc. Spell out the staff name in the following format: Last Name, First Name. This will tag the Staff Name in the log for the student under "Contacted For".
+    * If there is a **Duration** entered, there is no need to enter **Finish Time**. Only **Start Time** is required.
+    * IF there is **NO Duration** entered then you would need to have both a **Start Time** and **Finish Time**. The Duration will then be populated on load.
+</WRAP>
+\\ {{ :plsis:contact_manager24.png?nolink&700 |}} \\
+Once the import is complete you will receive a Results page indicating the status of the load, indicating successfully loaded records as well as any errors encountered during the load.
+\\ {{ :plsis:contact_manager25.png?nolink&700 |}} \\
+**Sample Upload:**
+\\ {{ :plsis:contact_manager27.png?nolink&600 |}} \\