ParentVUE and StudentVUE Administrator Guide · PDF fileChapter One : ParentVUE and ... Synergy Online Registration ... ParentVUE and StudentVUE Administrator Guide

Edition 01, Revision 04 July 2016 Copyright 2015-2016 - 2016 Edupoint Educational Systems, LLC Document Number: PVSVPAG-08072015

Synergy® SIS ParentVUE and StudentVUE™

Administrator Guide Release 10.0

Edupoint Educational Systems, LLC 1955 South Val Vista Road, Suite 200

Mesa, AZ 85204 Phone (877) 899-9111

Fax (800) 338-7646

ParentVUE and StudentVUE Administrator Guide

2 Copyright 2015-2016 Edupoint Educational Systems, LLC

This edition applies to Synergy® SIS software and all subsequent releases and modifications until indicated with new editions or revisions. The Edupoint Synergy Student Information System (SIS) software and any form of supporting documentation are proprietary and confidential. Unauthorized reproduction or distribution of the software and any form of supporting documentation is strictly prohibited and may result in severe civil and criminal penalties. Information in this document is provided in connection with Edupoint Educational Systems products. No license to any intellectual property rights is granted by this document. The screens, procedural steps, and sample reports in this manual may be slightly different from the actual software due to modifications in the software based on state requirements and/or school district customization. The data in this document may include the names of individuals, schools, school districts, companies, brands, and products. Any similarities to actual names and data are entirely coincidental. Synergy and Edupoint are registered trademarks of Edupoint Educational Systems, LLC. * Other names and brands may be claimed as the property of others. Copyright 2015-2016, Edupoint Educational Systems, LLC. All rights reserved.


Edupoint Proprietary and Confidential 3

TABLE OF CONTENTS

Chapter One : ParentVUE and StudentVUE Overview .................................................... 7

ParentVUE ..................................................................................................................... 8 StudentVUE ................................................................................................................... 9 Configuring the System .................................................................................................. 9 Access to Other Programs ........................................................................................... 10

Synergy Online Registration (OEN) ........................................................................ 10 ParentVUE Home Screen ............................................................................................ 11

Acknowledgements ................................................................................................ 13 StudentVUE Home Screen .......................................................................................... 14 Implementation Considerations .................................................................................... 16

Chapter Two : Installation .............................................................................................. 19

Recommended Systems Configuration ........................................................................ 20 Installation Preparation ................................................................................................ 20 Database Configuration ............................................................................................... 20

Adding a Login to Microsoft SQL Server ................................................................ 21 Adding a Role in SQL Server ................................................................................. 23

Software Installation Steps........................................................................................... 29

Chapter Three : Parent and Student Account Setup ..................................................... 35

Parent Viewing Rights .................................................................................................. 36 Using Educational Rights ....................................................................................... 36 Using ParentVUE Relationship Attribute ................................................................ 38

Parent and Student Account Setup .............................................................................. 40 Parent Account Setup ............................................................................................ 40 Student Account Setup .......................................................................................... 43

Parent and Student Accounts ...................................................................................... 46 ParentVUE Accounts ............................................................................................. 46

Allowing Parents to Edit Parent Information...................................................... 47 StudentVUE Accounts ............................................................................................ 48 PVU401 – Parent/Student Portal Activity Report .................................................... 50

Activation Key Configuration ........................................................................................ 52 Parent Activation Key Message and Creation ........................................................ 52 Student Activation Key Message and Creation ....................................................... 54 Print Activation Letters ........................................................................................... 55 Creating Activation Keys for an Individual .............................................................. 58

Forgotten Password Configuration ............................................................................... 59 Forgot Password Detail .......................................................................................... 59

Authenticate Parents to Third Party Systems ............................................................... 61 Authentication Response ....................................................................................... 61

Using Token Replacement ............................................................................... 62 Configuring Additional App Type Logins for Parents ......................................... 64



Chapter Four : ParentVUE and StudentVUE Display .................................................... 65

Overview ...................................................................................................................... 66 Displaying Modules ...................................................................................................... 66

Activating Modules at District Level ........................................................................ 67 Disabling Modules at School Level ......................................................................... 69 Defining User Defined Modules .............................................................................. 69

Displaying Parent Information ...................................................................................... 71 Removing Staff Information .......................................................................................... 73

Removing Staff Names from School Information .................................................... 73 Removing Staff Names from Discipline Tab ........................................................... 74

Hiding PDF Report Cards ............................................................................................ 75 Using Streams ............................................................................................................. 76

Enabling Streams ................................................................................................... 76 Disabling Streams for the District ........................................................................... 77 Disabling Streams at Specific Schools ................................................................... 77 Disable Document Upload Functionality of Parents and Students .......................... 78

Displaying Current Year or Future Year ....................................................................... 79 Defining Logout Display ............................................................................................... 80 Defining Contact and Privacy Information .................................................................... 81

Defining Additional Errors Message ....................................................................... 82 Using Languages ......................................................................................................... 83

ParentVUE and StudentVUE Configuration Languages Tab .................................. 83 Translation Screen ................................................................................................. 84

Defining Acknowledgements ........................................................................................ 86 Adding an Acknowledgement ................................................................................. 86 Removing a Acknowledgements ............................................................................ 88

Configuring Recent Events .......................................................................................... 89 Displaying Links to Mobile Apps................................................................................... 90

Disabling Mobile Apps ............................................................................................ 90 Server Not Available Message ............................................................................... 91

Chapter Five : Student Information ................................................................................ 92

Digital Locker Size ....................................................................................................... 93 Student Information Display Options ............................................................................ 94

Allow Parents to Edit Setup .................................................................................... 95 Review ParentVUE Updates ............................................................................ 97 Disable Update Review .................................................................................. 100

Modifying Student Info Display Using View Change ............................................. 101 Hiding Counselor Name ....................................................................................... 104

Displaying Grades ..................................................................................................... 105 Activating Grading Periods ................................................................................... 105 Allow Letter Grades to Show with Points .............................................................. 106

Using Filters to Control Displayed Information ........................................................... 108 Defining the Discipline Security Filter ................................................................... 108 Data Filtering Options .......................................................................................... 109



Configuring Course Information ................................................................................. 110 Graduation Monitoring Option .............................................................................. 110 Configuring Course Requests .............................................................................. 111

Course Request Details.................................................................................. 112 Minimum Credit and Minimum Class Count Option ........................................ 113 Additional Options .......................................................................................... 114 Course Specific Options ................................................................................. 115 Mandatory Password Option .......................................................................... 116 Property Order ............................................................................................... 118 School Level Only - Grade Level Time Window Override ............................... 119

Fees .......................................................................................................................... 120 Setting Up Online Payment Providers .................................................................. 120 Defining Optional School Fees ............................................................................. 120

Chapter Six : Email ........................................................................................................ 122

Configuring Email Content ......................................................................................... 123 Active PVUE Email Configuration Options ................................................................. 124 Active Email Notifications ........................................................................................... 126 Customizing Email Content ........................................................................................ 129

Uploading an existing HTML document ................................................................ 132 Uploading an existing Text document................................................................... 133 Using the ST HTML editor .................................................................................... 134

Chapter Seven : Schedules and Events ....................................................................... 135

Suppressing Classes at School Level ........................................................................ 136 District and School Events ......................................................................................... 137

Adding District Events .......................................................................................... 137 Adding School Events .......................................................................................... 138

Calendar Tab ................................................................................................. 138 Event List Tab ................................................................................................ 140

Appendix ........................................................................................................................ 142

Sample Messages ..................................................................................................... 142 Sample Email Messages in HTML ............................................................................. 145 Email Variables .......................................................................................................... 150



ABOUT THIS MANUAL Edupoint Educational Systems develops software with multiple release dates. The documentation is released in multiple volumes to meet this commitment.

The table below lists the release date, software version, documentation volume number, and the content included in each volume of documentation to date.

Software and Document History

Date Edition Revision Content

August 2015 1 0 Initial release for 10.0.0.0

September 2015 1 1 Updated Adding a Role in SQL Server and Disable Update Review sections

October 2015 1 1 No changes were required for release 10.01.

December 2015 1 2 Updated for release 10.02.

May 2016 1 3 Updated for release 10.03.

July 2016 1 4 Updated for release 10.04.

CONVENTIONS USED IN THIS MANUAL

Bold Text Bold Text: Indicates a button, menu, or text on the screen to click, or enter on screen.

Tip: Suggests advanced techniques or alternative ways of approaching the subject.

Note: Provides additional information or expands on the topic at hand.

Reference: Refers to another source of information, such as another manual or website

Caution: Warns of potential problems. Take special care when reading these sections.

BEFORE YOU BEGIN Before installing any of the Edupoint family of software products, please be sure to review the system requirements and make sure the district’s computer hardware and software meet the minimum requirements.

Chapter One ParentVUE and StudentVUE Administrator Guide


: Chapter OneParentVUE and StudentVUE

Overview

In this chapter, the following topics are covered:

► ParentVUE

► StudentVUE

► Configuring the System

► Access to Other Programs

► ParentVUE Home Screen

► StudentVUE Home Screen

► Implementation Considerations

ParentVUE and StudentVUE Administrator Guide Chapter One


ParentVUE To help their children get the most out of school, parents want day‐to‐day insight into the academic experience. The Synergy ParentVUE web portal gives parents near real‐time information on:

• assignments and scores

• attendance

• discipline

• conference visits

• health office visits

• immunization compliance

• transcripts

• graduation status

ParentVUE simplifies home-to-school district communication for parents, offering a single sign‐on to view all of their children's information, regardless of school. Parents can also elect to receive customized email alert notifications regarding timely issues, such as:

• school events

• attendance

• discipline incidents

Parents can:

• edit account information

• pay fees

• contact teachers and staff

• upload documents

Parents see their children’s information only and cannot see other students’ information.



StudentVUE Synergy StudentVUE provides students their own student portal to view:

• upcoming school events

• classroom happenings

• assignments

• tests

• academic performance

Students can:

• complete online course requests with automated prerequisite verification

• edit email addresses

• pay fees

• contact teachers and staff

• upload documents

A student only has access to his or her own information and not siblings nor other students.

Configuring the System The configuration of ParentVUE and StudentVUE is performed using Synergy SIS at: Synergy SIS > System > ParentVUE.

Figure 1-1 - Synergy SIS > System > ParentVUE

Four screens are available under ParentVUE:

• District Events - Use to add district events to the ParentVUE and StudentVUE web portal

• ParentVUE and StudentVUE Configuration - Use to setup the options and configuration for the ParentVUE and StudentVUE web portal

• ParentVUE and StudentVUE School Configuration - Use to configure school-level settings and options for the online course requests

• School Event Calendar - Use to add school-specific events to the ParentVUE and StudentVUE web portal



Access to Other Programs Synergy Online Registration (OEN) Districts may notify parents of online registration using Messages that contain a link to the Synergy Online Registration module.

Figure 1-2 - ParentVUE Messages, Link to Online Registration

Synergy’s OEN module provides districts the ability to control and manage registration data directly from within Synergy to:

• reduce processing times

• eliminate paper forms

• ensure data accuracy

With OEN, districts define a multi-lingual, self-service parent portal for online student registration. OEN handles the registration events of students new to the district and the registration events of already enrolled students, such as the annual updating of student information.

Figure 1-3 - ParentVUE Screen Online Registration

Reference: For information regarding Synergy OEN module setup, refer to the Synergy SIS - Online Registration Guide.



ParentVUE Home Screen After logging on to the web portal or activating an account, parents see the Home tab of the ParentVUE portal.

Note: If an Acknowledgement is available, it displays before the Home screen.

Figure 1-4 ParentVUE Home Page Screen

The information on the home tab includes:

• The Navigation Bar contains links to display records for the selected child.

Reference: For a detailed description of the Navigation Bar, see the Synergy SIS – ParentVUE and StudentVUE Parent and Student Guide.

• Recent Events includes grading period dates, conference events, discipline events, school events, attendance notes, and nurse log notes. Information in blue is a link for more detailed information.

• District Announcements display on the right.

• In ParentVUE, the parent’s children actively enrolled in the district have their first names listed at the top of the screen . Click the child’s name to view his or her information.



• Streams encourage and facilitate home/school collaboration by allowing parents to maintain a running dialog with teachers.

Figure 1-5 - ParentVUE screen, Streams tab

• The user's account information is accessible by clicking the My Account tab .

Figure 1-6 - ParentVUE screen, My Account tab

• All the screens have links to the Contact, Privacy, and Help screens . These screens are customized by the district. Sample messages are provided.

• The district may support additional languages for parents. If so, the user may select one at the bottom the ParentVUE screen.



Acknowledgements Use acknowledgements to notify parents of documents that they must respond that they have viewed the document. When users log into ParentVUE, they see:

• A message

• A link to a downloadable document

• Buttons on the bottom of the screen to respond or acknowledge the message

Figure 1-7 ParentVUE Parent Acknowledgements Screen

Once the user downloads the document and replies Yes or No, the list of Acknowledged Documents is available on the My Account tab. It displays the date, time, name of the document and their response to the acknowledgement.

Figure 1-8 - ParentVUE My Account Tab Acknowledged Documents



StudentVUE Home Screen After logging on to the web portal or activating an account, students see the Home tab of the StudentVUE portal.

Figure 1-9 StudentVUE Home Page Screen

The information on the home tab includes:

• The Navigation Bar contains links to display records student account.

Reference: For a detailed description of the Navigation Bar, see the Synergy SIS – ParentVUE and StudentVUE Parent and Student Guide.

• Recent Events includes grading period dates, conference events, discipline events, school events, attendance notes, and nurse log notes. Information in blue is a link for more detailed information.

• District Announcements display on the right.

• Streams encourage and facilitate home/school collaboration by allowing students to have a running dialog with teachers.



• The user's account information is accessible by clicking the My Account tab .

Figure 1-10 - ParentVUE screen, My Account tab

• All the screens have links to the Contact, Privacy, and Help screens . These screens are customized by the district. Sample messages are provided.

• The district may support additional languages for students. If so, the user may select one at the bottom the StudentVUE screen.



Implementation Considerations As planning begins for the implementation of the ParentVUE and StudentVUE web portal, there are many things to consider. Below is a list of items to discuss with the district administration.

Information Available

• What information should be included on the portal for parents and students? Should the same information be available to parents and students? For example, the district may not want to display the discipline information to parents.

• The information displayed to students and parents can be filtered by time period. All the data can be displayed, or just the current school year, or even just the current school year at the current school. As this decision is made, it may be a good time to review the data in Synergy SIS. Is it parent-ready? Sometimes the staff writes very frank notes when documenting student issues. The district may need some time to make staff aware of the parent access to the staff write-ups.

• Each discipline code and conference code is assigned a security value in Synergy SIS ranging from lowest to highest. The parent and student discipline and conference security for the web portal can be set to match these values. For example, if a parent’s security value is set to Low the parent will be able to see all incidents with a code value of low or lowest. The parent will not be able to see the other incidents. What should the parent see? It might also be a good time to review the security setting on these codes.

• The district may have multiple graduation requirements, but only one can be set as the default for the web portal. Which graduation requirement should be shown?

• There are auto-notifications that can be offered to parents and students such as attendance, discipline, health, grade, class change, and Grade Book. What auto-notifications should be activated?

Student, District and School Events Listings

• On the home page, recent events are shown for the student such as the end of the grading period, attendance events, and discipline events. How far back and how far in the future (by days) should the system display events?

• Calendars of both school and district announcements and events are also displayed. Who will maintain and add information for the school and district event lists?

• Which type of school and district events should be included?

Online Course Requests

• Should students and parents be able to edit the course requests or only screen the requests?

• What are the dates during which the requests can be made?

• Should the minimum and maximum number of requests be counted by number of classes or number of credits? What should the minimum and maximum numbers be?

• What types of classes can students request? Core, Elective or Non-Core?

• Should the students register for courses or classes?

• Should the requests be monitored? Should these requests be reviewed by a counselor before the student “locks in” the request?

• Some of these values (dates, classes available, minimum/maximum requests) can be customized separately for the schools and the district. Do different values need to be set at the school and district level, or do the same defaults apply to the entire district?



Customized Pages There are areas where customized pages/messages can be created for display on the web portal for students and parents. What should these messages say?

• Message for the Contact page

• Message for the Privacy page

Updating Student Information

• Should parents be allowed to submit updates to their children’s demographic information?

• Should updates be reviewed by a staff member at each school? If yes, these staff members are notified via email when an update has been submitted so that they can review it. Which staff member at each school should take on this responsibility?

Digital Locker

• Student files can quickly take up a lot of space on district servers. How much space should be allocated to each student for his or her digital locker files?

• Student files are frequently infected with viruses. What measures will the district take to ensure digital locker files are free from viruses?

• With the submission of electronic files, cheating and plagiarism become even easier for students. What steps will the district take to ensure the integrity of student submissions?

Parent and Student Accounts

• What URL should be setup for the ParentVUE and StudentVUE web portal? How will the web portal be integrated into the district’s existing web offerings?

• Which method will you use to create accounts: activation keys, automatically generate, or use existing accounts?

• How will the system be introduced to parents and students and how will the account information be distributed? Will the account activation information be sent out to all parents and students or will it be distributed upon request? How will this information be distributed on an ongoing basis to new parents and students?

• If using activation keys, Synergy SIS provides an activation key letter for parents and students, which can be customized and distributed either individually or in bulk. Activation keys can be set to expire after a set amount of days for added security. Should an expiration time be set? If so, who will handle requests for a new activation key if the key expires before the parent or student logs on?

Parent and Student Technical Support

• When a parent or student has questions about the ParentVUE and StudentVUE web portal, what office should be called?

• On the ParentVUE and StudentVUE web portal, there is a link to click to retrieve the account password. The parent or student enters their email address and their password is sent to their email address. This email is customizable and the district needs to decide what the subject line, email message, and return e–mail address will be.

• There is also a space for a message to provide instructions when the parent or student encounters an error.

• A customizable Help message is available on the parent and student web portal as well. What should the help message to say?



Other Considerations

• Now that parents and students will be looking directly at the exact information in Synergy SIS, there may be an initial rush of calls and questions about information in the system. The district may want to plan for an increase in the number of requests for changes to demographics, etc.

Chapter Two ParentVUE and StudentVUE Administrator Guide


: Chapter TwoInstallation


► Recommended Systems Configuration

► Installation Preparation

► Database Configuration

► Software Installation Steps

ParentVUE and StudentVUE Administrator Guide Chapter Two


Recommended Systems Configuration Parents and students access the ParentVUE and StudentVUE web portal over the Internet. To ensure security, the recommended configuration is:

• Set up a stand-alone server outside the network in a DMZ.

• Configure a secure connection from the stand-alone server to the database server, either using a second NIC card or setting up a route through the firewall.

• If the district needs more than one server, purchase a network load-balancing device that supports “sticky” sessions such as BIG IP from F5 or Cisco’s devices. Microsoft’s built-in load balancing is only sufficient for low volume traffic and Microsoft Clustering is not supported.

Reference: For more information about the recommended hardware configuration for all of the Edupoint software products, see the Synergy SIS – System Installation Guide.

Installation Preparation

Reference: Prior to installing the ParentVUE and StudentVUE web portal software, follow the guidelines in the Synergy SIS – System Installation Guide for preparing a web server.

Caution: If the district uses a single web server for ParentVUE/ StudentVUE and the main Synergy SIS software, the ParentVUE/ StudentVUE software does NOT need to be installed. It is included as part of the main Synergy SIS installation. Point parents and students to the Login_PXP.aspx page for the main ParentVUE/StudentVUE page.

Database Configuration Since the ParentVUE and StudentVUE web portal is accessing data in the main Synergy SIS database, it is necessary to modify security in the database software. The modifications create a logon/user with read-only access and limited update capabilities to student information for use by the ParentVUE and StudentVUE web portal.

To set the access rights in SQL Server for the ParentVUE and StudentVUE web portal:

1. Add a logon for a user named PXP with db_databasereader access.

2. Create a role called PXP_Users in the Synergy SIS database.

Note: If the district uses Oracle, contact the Edupoint technical support team for instructions at [email protected].

mailto:[email protected]



Adding a Login to Microsoft SQL Server 1. In SQL Se brver Management Studio, expand the Security menu to find the Logins option.

Figure 2-1 - SQL Server Management Studio

2. Right-click on Logins and choose New Login....

Figure 2-2 - SQL Server Management Studio

3. In the Login -New properties box, enter the following:

• Login name: pxp

• Choose: SQL Server Authentication

• Uncheck: Enforce Password Policy

• Password: pxp

• Database: Change to the Synergy SIS database name (RT…)

Figure 2-3 - SQL SERVER Login New



4. Select the User Mapping option.

5. In the Database grid, check the name of the Database (RT…) and enter the User name PXP and Default Schema as rev.

6. In the Database roles for the selected database, check the db_datareader role.

7. Click OK on the dialog box.

Figure 2-4 - SQL SERVER Login New



Adding a Role in SQL Server 1. In the Synergy SIS database, navigate to Security>Roles. 2. Right-click the Roles property and select New Database Role.

The software displays the Database Role - New screen.

Figure 2-5 - SQL SERVER Database Role

3. Enter PXP_Users in Role name, and click Add. The software displays the Select Database User or Role screen.

Figure 2-6 - SQL SERVER Select Database User or Role



4. Enter PXP and click OK. The PXP_Users role now displays in the Roles grid of the Roles property.

Figure 2-7 - SQL SERVER Role Members

5. Click the Securables option.

Figure 2-8 - SQL SERVER Database Role - New

6. Click Add, or in 2008 click Search.



7. Choose All objects of the types... and click OK.

Figure 2-9 - SQL SERVER Database Add Objects

8. Check Tables and click OK.

Figure 2-10 - SQL SERVER Database Select Object Types



For each table :

1. Find the table at the top of the screen and double-click.

Figure 2-11 - SQL SERVER Database Securables

2. Use the table below to edit permissions.

Table Name Permissions

EGB_CLASS Update

EGB_CLASS_OWNER Insert

EGB_CONFIG Delete, Insert, Update

EGB_CONFIGUSER Delete, Insert, Update

EGB_DOCUMENTS Delete, Insert, Update

EGB_DOCUMENTSXREF Delete, Insert, Update

EGB_GBRESULT Insert, Update

EGB_GBSCORETYPES Insert, Update

EGB_GBSTANDARDSRESULT Delete, Insert, Update

EGB_GBXREF Insert, Update

EGB_GRADEBOOK Insert, Update

EGB_STANDARDS_CLASS Delete, Insert

EGB_TEST_RESPONSEANSWER Delete, Insert, Update

EGB_TEST_STUDENTS Insert, Update

EGB_TEST_STUEDENTRESPONSES Delete, Insert, Update

EPC_ STU_FEE_PAY_TRANS Delete, Insert, Update

EPC_ONLINE_PMT_TERMS_VIEWED Delete, Insert, Update

EPC_PARENT Insert, Update




EPC_PARENT_ACK_RESPONSE Delete, Insert, Update

EPC_PARENT_PXP Insert, Update

EPC_PER_SECT_MSG Delete, Insert, Update

EPC_PXP_CHG Delete, Insert, Update

EPC_PXP_OEN_DOC Delete, Insert, Update

EPC_PXP_OEN_PRG Delete, Insert, Update

EPC_PXP_OEN_STU Delete, Insert, Update

EPC_PXP_OEN_STU_SCH Delete, Insert, Update

EPC_SCH_YR_OPT_SCHED Insert, Update

EPC_SCH_YR_OPT_SCHED_LCK Delete, Insert, Update

EPC_STU_DLR Delete, Insert, Update

EPC_STU_FEE Delete, Insert, Update

EPC_STU_FEE_PAYMENT Delete, Insert, Update

EPC_STU_FEE_SUM Delete, Insert, Update

EPC_STU_FEE_TRANSACTION Delete, Insert, Update

EPC_STU_SCH_YR Update

EPC_STU_SCH_YR_HWNOTES Insert, Update

EPC_STU_SCHD_REQUEST Delete, Insert, Update

EPC_STU_SCHD_REQUEST_ALT Delete, Insert, Update

EPC_STU_YR Update

REV_AUDIT_TRAIL Insert, Update

REV_AUDIT_TRAIL_PROP Insert, Update

REV_AUTO_SEQUENCE Insert, Update

REV_DATASET_FILTER Delete, Insert, Update

REV_ERROR Delete, Insert, Update

REV_PERSON Update

REV_PERSON_PHONE Insert, Update

REV_PROCESS_QUEUE_RESULT Delete, Insert, Update

REV_STREAM Insert, Update

REV_STREAM_CONTEXT Insert

REV_STREAM_NOTIFICATION Update

REV_TOKEN_DATA Insert, Update

REV_TSK Delete, Insert, Update

REV_USER_NON_SYS Insert, Update




REV_USER_NON_SYS_ACT Delete, Insert

REV_VER Delete, Insert, Update

REV_VER_FILE Delete, Insert, Update

REV_VER_FILE_DEPLOY_STATUS Delete, Insert, Update

REV_WEB_FARM_SERVER Delete, Insert, Update

3. In the Permissions box at the bottom of the screen, check Grant for the permissions listed.



Software Installation Steps To install the ParentVUE and StudentVUE web portal software:

1. Find the location where the ZIP file was extracted.

2. In the extracted folder, locate the PXPSetup folder (or PXP64Setup for 64-bit installations). Expand this folder to find and open the Pre sub-folder.

3. In the Pre sub-folder, double-click the InstallUserPrompt.exe file. The software displays the Install Wizard dialog box with the Welcome dialog box.

Figure 2-12 - Welcome Screen

4. Click Next. The software displays the Install Wizard Step 1: License Key dialog box.

5. Enter the Organization Name, Localization and License Key values in the appropriate fields in the dialog box. This is the same license key as the main Synergy SIS software.

Figure 2-13 - Install Wizard Step 1: License Key

6. Click Next. The software displays the Install Type screen.

Figure 2-14 - Install Wizard Step 2: Install Type



7. Select the Additional Web Server (Web Farm Servers 2+), and click Next. The software displays the Database Settings dialog box.

Figure 2-15 - Database Type

8. Choose the type of database used for the Synergy SIS installation - either the Microsoft SQL Server database or Oracle database.

9. Click Test Database Connection. The software displays the Connection Succeeded dialog box.

Figure 2-18 - Database Confirmation Dialog

10. Click OK.

For SQL Server For Oracle

Figure 2-16 - Install Wizard Step 3 SQL Server 2000+

Figure 2-17 - Install Wizard Step 3 Oracle

• Enter the server name or TCP/IP address in the Database Server Name field.

• Enter the Database Name in Database Name field.

• Enter pxp in the User ID field, the Password and Confirm Password fields.

• Enter the server name or TCP/IP address in the Database Server Name field.

• Enter pxp in the User ID field, the Password and Confirm Password fields.



11. Click Next on the Install Wizard dialog box. The software displays the Finish dialog box.

Figure 2-19 - Finish

12. Click Finish.

Note: A website warning dialog box displays when multiple websites are installed on the server.

13. Click OK. The Edupoint Parent Experience dialog box displays.

Figure 2-20 - Welcome to Edupoint Parent Experience Setup Wizard



14. Click Next. The software displays the Select Installation Address dialog box.

Figure 2-21 - Select Installation Address

15. (Optional) To set a different folder location, change the name of the Virtual directory.

• The Virtual directory is the name of the folder installed into the root of the Default Web Site.

• If the Virtual directory field is left blank, the software installs to the root of the folder/website.

• The Virtual directory determines the URL for accessing the software.

16. Click Next. The software displays the Confirm Installation dialog box.

Figure 2-22 - Confirm Installation



17. Click Next. The software displays the Installing Edupoint Parent Experience dialog box.

Figure 2-23 - Installing Edupoint Parent Experience

Once complete, the software displays the Installation Complete dialog box.

Figure 2-24 - Installation Complete

18. Click Close.

Notes:

• All Synergy SIS/Synergy SE modules are uninstalled and reinstalled with each new release because the core software that each module uses is updated each time.

• The settings entered during installation are saved so the information does not need to be re-entered during a re-install (for example, the license key is saved).

• To uninstall the ParentVUE and StudentVUE web portal software, select Add/Remove Programs and uninstall the software titled Edupoint ParentVUE.



Tip: To make the web portal easier to locate by students and parents, the district may want to create an alias for the location of the PXP folder with a friendly name. Whatever URL is created for this folder is printed on the activation notices from Synergy SIS.

Chapter Three ParentVUE and StudentVUE Administrator Guide


: Chapter ThreeParent and Student Account Setup


► Parent Viewing Rights

► Parent and Student Account Setup

► Parent and Student Accounts

► Activation Key Configuration

► Forgotten Password Configuration

► Authenticate Parents to Third Party Systems

ParentVUE and StudentVUE Administrator Guide Chapter Three


Parent Viewing Rights Use on of the following methods to change which parents can view a child’s information.

Using Educational Rights

Note: Using Educational Rights does not change the Parent/Guardian tab on the Student screen.

1. Navigate to Synergy SIS > System > ParentVUE and StudentVUE Configuration.

2. Under Parent Information Display Options, select Do Not Use ParentVUE Relationship Attribute (default) or blank.

Figure 3-1 - ParentVUE and StudentVUE Configuration screen, PVUE Configuration tab

3. Click Save.

4. Navigate to Synergy SIS > Student > Student. 5. Find the student.



6. Select the Parent/Guardian tab.

• To allow a parent to see the child’s information in ParentVUE, select the check box in the Ed.Rights column.

• To turn off access, uncheck the check box in the Ed.Rights column.

Figure 3-2 - Student Screen Parent/Guardian Tab

Note: In the figure, Phillip can see Billy’s information, but Kathleen cannot.

Tip: May also be changed on the Synergy SIS > Parent > Parent screen, Children tab

7. Click Save.



Using ParentVUE Relationship Attribute

Caution: This method is NOT recommended for districts that have already implemented ParentVUE and StudentVUE. Switching to the ParentVUE Relationship Attribute removes access to ParentVUE for all parents. Depending on your implementation, a SQL Script may be required to set the initial value of the ParentVUE Relationship Attribute. Contact Edupoint Support for access to a script.

1. Navigate to Synergy SIS > System > ParentVUE and StudentVUE Configuration.

2. Under Parent Information Display Options, select Use ParentVUE Relationship Attribute.


The ParentVUE column displays on the Student screen, Parent/Guardian tab and Parent screen, Children tab.

3. Click Save.

4. Navigate to Synergy SIS > System > Setup > System Configuration.

5. On the Options tab, under System Cache, click Clear Cache.

6. Navigate to Synergy SIS > Student > Student. 7. Find the student.



8. Select the Parent/Guardian tab.

• To allow a parent to see the child’s information in ParentVUE, select the check box in the ParentVUE column.

• To turn off access, uncheck the check box in the ParentVUE column.

Figure 3-4 - Student Screen Parent/Guardian Tab

Tip: May also be changed on the Synergy SIS > Parent > Parent screen, Children tab.

9. Click Save.



Parent and Student Account Setup Use the Account Setup sections of the ParentVUE and StudentVUE Configuration screen to determine how student and parent accounts are set up.

Parent Account Setup Use one of the following methods to set up parent accounts:

• Parents use Activation Keys to create passwords. Parents create user names or the user name can be pre-assigned.

Notes: Preassigned user names can be:

• Manually created on the Parent screen.

• Imported from another system using the Generic Conversion program. For more information about using the Generic Conversion program, see Synergy SIS – Data Conversion Guide.

Figure 3-5 - PVUE/SVUE Password Setup



• LDAP - If parents already have their own usernames and password in an LDAP system such as Active Directory, the parent can use their existing username and password. Examples of LDAP systems are:

Notes:

• Import usernames into Synergy SIS using the Generic Conversion program.

• Passwords remain in the LDAP directory.

• The ParentVUE and StudentVUE web server would also need access to the LDAP directory.

Figure 3-6 - LDAP ParentVUE Account Setup

To setup the type of password authentication for parents:

1. Navigate to Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE Configuration. The PVUE Configuration tab displays.

2. Locate Parent Account Setup.

3. Select the Parent Authentication Option:

• To use a password stored in Synergy SIS:

• Select PVUE/SVUE Password. See Creating Parent and Student Accounts.

• To create activation keys automatically, select the Auto Create PVUE Activation Key check box.

• To use an LDAP server to store passwords: a. Select an LDAP server option: b. Enter the LDAP Options information.

Domain Name – for example, esd

Server Path – for example, LDAP://pdc.esd.local Secured via SSL – Select the check box to use Secure Sockets Layer to provide a

secure connection between internet browsers and websites.

To create activation keys automatically, select the Auto Create PVUE Activation Key check box.

4. Click Save.



Tip: ParentVUE accounts are automatically disabled when their last child who is a student leaves the district. To manually disable a ParentVUE account, see ParentVUE.



Student Account Setup Use one of the following methods to set up student accounts:

• Auto Create SVUE Accounts – Automatically generate accounts using the Synergy SIS Perm ID as the user names and the student’s date-of-birth as the password.

Figure 3-7 - Auto Create SVUE Accounts

• Standard SVUE Activation – Students use Activation Keys to create passwords. Students create user names or the user name can be pre-assigned.

Notes: Preassigned user names can be:

• Manually created on the StudentVUE screen.

• Imported from another system using the Generic Conversion program. For more information about using the Generic Conversion program, see Synergy SIS – Data Conversion Guide.

Figure 3-8 - Standard SVUE Activation



• LDAP - If students already have their own usernames and password in an LDAP system like Active Directory, the student can use their existing user name and password.

Notes:

• Import usernames into Synergy SIS using the Generic Conversion program.

• Passwords remain in the LDAP directory.

• The ParentVUE and StudentVUE web server would also need access to the LDAP directory.

Figure 3-9 - LDAP StudentVUE Setup

To configure the account activation option for student accounts:


2. Locate Student Account Setup.

3. Select an Student Account Activation Option and select the options:

Method Options

Standard SVUE Activation

Student User ID Assignment

• To have students create user name, select User Created.

• To assign user names, select Pre-assigned. See Creating Parent and Student Accounts.

Student Authentication Options

• To use a password stored in Synergy SIS, select PVUE/SVUE Password. See Creating Parent and Student Accounts.

• To use an LDAP server to store passwords:

a. Select an LDAP server option: b. Enter the LDAP Options information.

• Domain Name – for example, esd

• Server Path – for example, LDAP://pdc.esd.local

• Secured via SSL – Select the check box to use Secure Sockets Layer to provide a secure connection between internet browsers and websites.



Method Options

All accounts are active

Student User ID Assignment

• To have students create user name, select User Created.

• To assign user names, select Pre-assigned. See Creating Parent and Student Accounts.

Student Authentication Options

• To use a password stored in Synergy SIS, select PVUE/SVUE Password. See Creating Parent and Student Accounts.

• To use an LDAP server to store passwords:

a. Select an LDAP server option: b. Enter the LDAP Options information.

• Domain Name – for example, esd

• Server Path – for example, LDAP://pdc.esd.local

• Secured via SSL – Select the check box to use Secure Sockets Layer to provide a secure connection between internet browsers and websites.

Auto Create SVUE Accounts

Student User ID Field • To use the student’s Perm ID, select SIS Number.

Student Password Field

• To use the student’s date-of-birth:

a. Select Birthdate (MMDDYYYY).

b. Click Save.

c. Click Create SVUE Accounts.

4. Click Save.

Tip: StudentVUE accounts are automatically disabled when a student leaves the district. To manually disable a StudentVUE account, see StudentVUE Screen.



Parent and Student Accounts Parent and student accounts are created based on the settings on the ParentVUE and StudentVUE Configuration screen.

• Parent account information is stored on the ParentVUE tab of the Parent screen.

• Student account information is stored in the StudentVUE screen.

Notes:

• To change which parents can view a child’s information, see Student Information Display Options.

• Parent and student passwords are never shown on screen. To recover lost passwords, see Forgotten Password.

ParentVUE Accounts To modify or lookup a parent’s ParentVUE account information:

1. Navigate to Synergy SIS >Parent>Parent >ParentVUE tab.

2. Find and select the parent.

Figure 3-10 - Parent Screen, ParentVUE Tab



The ParentVUE screen displays the following:

• Activation Key Management - Create activation keys for a parent after the initial distribution of activation keys. The following information displays:

Activation Key – The assigned activation key number.

Key Valid Until – The date the key must be used before a new key is required.

Date Activation Key Used – The date the parent created or used their user name and password using the activation key.

Activated via Online Registration – The box is checked if the parent activated the key online.

• Email Addresses – Lists the email addresses for the parent entered on the My Account page.

• ParentVUE ID – The parent’s User ID for ParentVUE.

• Notify Options – Active parent notification options are checked based on the selections made on the parent’s My Account page.

• Account Activation:

ParentVUE Account Disabled - Select the check box to disable a parent’s account.

Exclude Parent From Activation Letter – Select the check box if the parent will not be given access to ParentVUE.

• Additional App Type Logins:

Used to configure third-party authentication to pass the parent’s User ID to a third party website. For example, when the district allows online payments, use to store the credit/debit card company information.

Click the box in the Disabled column to disable the account connection.

• Parent Access History – Lists the time and date the parent has accessed the ParentVUE web portal, the IP address of the computer used for access, and if they logon was successful.

• Open ParentVUE as Parent – Click the button to see the ParentVUE site as that parent to help diagnose problems.

3. Click Save.

Allowing Parents to Edit Parent Information To allow a parent to update their information such as First/Last Name, Employer, and Primary Language in ParentVUE:

Note: . When these options are not enabled, the parent does not see the fields in ParentVUE.

See Displaying Parent Information to allow parents to view the information, but not change it.

1. Navigate to Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE Configuration.

2. Select the PVUE Configuration tab.



3. In the Parent Information Display options group box, select the check boxes to:

• Enable Parent First/Last Name Updates

• Enable Parent Employer Updates

• Enable Parent Primary Language Updates

Figure 3-11 - ParentVUE and StudentVUE Configuration Screen

The parent can view and edit their account information:

StudentVUE Accounts To modify or lookup student’s web portal information:

1. Navigate to Synergy SIS>Student>StudentVUE screen.

2. Find and select the student.

Figure 3-12 StudentVUE Screen

The StudentVUE screen displays the following:

• Activation Key Management – Displays if Student Account Setup is set to Standard SVUE Activation. Create activation keys for a student after the initial distribution of activation keys. The following information displays:

Activation Key – The assigned activation key number.

Key Valid Until – The date the key must be used before a new key is required.



Date Activation Key Used – The date the student created or used their user name and password using the activation key.

• Account Activation:

StudentVUE Account Disabled - Select the check box to disable a student’s account.

Note: When a student withdraws from a school, their account is automatically disabled. Upon re-enrollment, at that school or at a different school in the district, the account automatically reactivates with the same settings.

• StudentVUE ID - The student’s User ID for StudentVUE

• Online Course Request Status:

Locked In – Displays whether the student or parent can change the requests.

To lock all of the course requests so that the student or parent can no longer change the requests, choose Yes

To unlock, choose No. ParentVUE Locked in Date - The last date the courses were locked.

Validated:

Yes - If using a monitored environment

No – If not using a monitored environment

ParentVUE Validated Date - The last date the courses were validated.

• Additional App Type Logins:

Used to configure third-party authentication to pass the student’s User ID to a third party website. For example, when the district allows online payments, use to store the credit/debit card company information.

Click the box in the Disabled column to disable the account connection.

• Open StudentVUE as Student – Click the button to see the StudentVUE site as that student to help diagnose problems.

• Access tab – Click to view the time and dates the student has logged into the StudentVUE web portal. . It also shows the IP address of the computer used for access, and if they successfully logged on or not.

Figure 3-13 – StudentVUE screen, Access tab



• Survey tab – Click to surveys the student has participated in.

Figure 3-14 - StudentVUE screen, Survey tab

PVU401 – Parent/Student Portal Activity Report The PVU401 report tracks parent and student activity in the ParentVUE/StudentVUE portal.

1. Navigate to Synergy SIS > Parent > Reports > List > PVU401 – Parent/Student Portal Activity.

2. In the Report Interface, select the filters to use:

• Date – To print activity for a specific date

• SectionID – To print activity for a specific section or range of sections

• Grade – To print activity for a grade range

• Teacher – To print activity for a specific teacher

Figure 3-15 - PVU401 Report Interface

3. Click Print.



Figure 3-16 - PVU401 Report

Tip: Make the report available to teachers in TeacherVUE. See the Synergy SIS TeacherVUE Administrator Guide for more information.



Activation Key Configuration If using the activation key method, districts provide parents and students with a seven-digit alphanumeric activation key randomly created by the Synergy SIS system. Each activation key is unique and linked to the parent and student’s information in Synergy SIS. Because the parent or student is given a written copy of the key, activation keys can be set to expire to increase security.

• Parents and students use the activation key and their first and last names as listed in Synergy SIS in the ParentVUE or StudentVUE web portal to authenticate their identity.

• Parents and students may be assigned a user name to use or be prompted to create one. The username must be unique and the password must be six characters or more. The password can contain letters or numbers, but not symbols.

• Parents are required to enter a primary email address. This email address is used if the parents need to retrieve their password and for other email communication through Synergy SIS.

To assist with distributing the activation keys to parents and students, Synergy SIS has an activation key letter, which contains all the information the parents and students need to sign on to the site. It includes the:

• Activation key

• First and last names as entered in Synergy SIS

• Web portal URL

A customized message with instructions about the district’s specific policies can be included.

Caution: Once a student or parent uses the Activation Key and a User ID exists, an Activation Key can no longer be generated for that individual.

Parent Activation Key Message and Creation Use the following steps to create activation keys for all parents that have Educational Rights and:

• Do NOT have a valid activation key

• Have not logged into the ParentVUE portal.

Note: Activation keys may be created for an individual parent using the ParentVUE Tab.


2. Click the Activation Key Configuration tab. The Activation Key Configuration tab displays.



3. Complete the fields under Parent Activation Key Message and Creation.

Figure 3-17 - ParentVUE and StudentVUE Configuration Screen Activation Key Configuration tab, ParentVUE

• Parent Activation Key Message – Enter the text of the message sent to parents. See Sample Messages.

• ParentVUE URL – Enter the web address for ParentVUE

• Number of Days - Enter the number of days before the key expires.

Note: Parents need a new activation key generated for them after that date, if they wish to activate an account.

• Relationship – Select the check box that represents the parent’s relationship to the student.

Note: Use to filter parents that will receive activation keys.

4. Click to create an activation code for all parents, in the current focus do not have an account or valid activation key.



Student Activation Key Message and Creation If using activation keys to create student accounts, use the following steps to create activation keys for all students that:

• Do NOT have a valid activation key

• Have not logged into the StudentVUE portal.

Note: Activation keys may be created for an individual student, see Creating Activation Keys for an Individual.


2. Click the Activation Key Configuration tab. The Activation Key Configuration tab displays.

3. Complete the fields under Student Activation Key Message and Creation.

Figure 3-18 - ParentVUE and StudentVUE Configuration Screen, Activation Key Configuration tab, StudentVUE

• Student Activation Key Message – Enter the text of the message sent to students. See Sample Messages.

• StudentVUE URL – Enter the web address for StudentVUE.

• Student Activation Key Expiration - Enter the number of days before the key expires.

Note: Students need a new activation key generated for them after that date, if they wish to activate an account.

4. Click to create an activation code for all students, in the current focus do not have an account or valid activation key.



Print Activation Letters

Tip: Edupoint recommends distributing generated activation keys to parents and students during face-to-face meetings to validate the parent/student identity receiving the key.

Given the sensitive nature of the data contained in the ParentVUE and StudentVUE web portal it is important to safeguard the security of the data.

Reference: To see more information about the report interface, see the Synergy SIS – Reports Guide.

To print the parent activation letters:

1. Navigate to Synergy SIS > Parent > Reports > Individual > PVU202 – Parent Activation Key Letter.

2. Complete the options.

• To print all letters, leave all fields blank

• To print a letter for an individual, use the Perm ID or First and Last Name of the student

• To print letters for groups, use the Grade or filter using Parent Relationship.

• Select information to display using Report Options.

• To create parent activation keys for parents that do not have a valid activation key and have not logged into the ParentVUE system.

• Select Distribution Options to override the options selected on the Sort/Option tab.

Figure 3-19 - Parent Activation Key Letter - PVU202 Report Interface



3. Click Print.

Figure 3-20 - Parent Activation Key Letter

To print student activation key letters:

1. Navigate to Synergy SIS > Student > Reports > Individual>PVU203 – Student Activation Key Letter report.

2. Complete the options.

• To print all letters, leave all fields blank

• To print a letter for an individual, use the Perm ID or First and Last Name of the student

• To print letters for groups, use the Grade

Figure 3-21 - Student Activation Key Letter – PVU203 Report Interface

3. Click Print.



Figure 3-22 - Student Activation Key Letter



Creating Activation Keys for an Individual After the initial distribution of activation keys, the district creates activation keys and sends letters to new parents and students upon enrollment.

Note: An activation key can ONLY be generated if the parent or student has not used their activation key and a User ID does NOT exist.

To create a new activation key for an individual parent or student

1. Navigate to:

• Parent - Synergy SIS >Parent>Parent >ParentVUE tab.

• Student – Synergy SIS > Student > StudentVUE

2. Find and select the individual.

3. Under Activation Key Management, click Create Activation Key.

4. Print the Activation Key Letter:

• Use the Print Activation Key button - Click Print Activation Key. The Activation Key Letter opens in PDF where it can be printed or downloaded.

• Use the Menu:

a. Click Menu.

b. Choose Reports > Print Activation Key.

Figure 3-23 - Parent Screen Menu



Forgotten Password Configuration A link on the ParentVUE/StudentVUE login screen is available for when parents or students forget their password. The Contact tab configures the emails that the system sends when a parent or student requests a password reset.

Figure 3-24 - ParentVUE Account Access Screen

Forgot Password Detail To set up the Forgot Password Detail:


2. Select the Contact tab.

Figure 3-25 - ParentVUE and StudentVUE Configuration Screen Contact Tab



3. Complete the fields:

• Enter the Return email address for Forgot Password notification.

• Enter the Subject line for Forgot Password Email.

• Enter the content for the Forgot Password Detail.

Tips:

• Click for more space.

• See Sample Messages

• See Email Variables

• The Forgot Password message allows replacement of the following key fields, which must be typed exactly as shown. Use any combination of the replacement keys. They can be used more than once.

• LAST_NAME - User's last name

• FIRST_NAME - User's first name

• PASSWORD - User's password

• FULL_NAME - User's formatted full name, for example, Mary Smith

• USER_ID - User's login ID



Authenticate Parents to Third Party Systems ParentVUE has the ability to authenticate parents to other third party systems. This allows parents to click a link in ParentVUE that opens a third party application without having to log into the third party application.

In order to authenticate parents from ParentVUE to third party applications, ParentVUE serves as the system of authentication. The third party application is required to pass a token to a Synergy web service and process a result XML.

• When the parent clicks a link in ParentVUE that opens a new window, the new window passes a URL, with an encrypted Synergy authentication token.

• The third party application must know which parameter contains the token.

• The district or third party application can choose any name.

• When a valid token is passed, and the application name matches a known application login for this parent, the service returns XML with the parent name and child nodes of any student for whom the parent has Educational Rights.

• When adding a user-defined module that uses third party authentication, enter the URL in the format: <URL>?SAT=<token> where the <URL> is the URL of the third party application, and <token> is the variable agreed upon by district and the third party.

Note: Any change to the User Defined Modules requires clearing the System Cache. Synergy SIS > System > Setup > System Configuration>Options tab

Authentication Response 1. Navigate to Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE

Configuration. The PVUE Configuration tab displays.

2. Locate ParentVUE Response and StudentVUE Response

3. Define the successful XML response.

Figure 3-26 - ParentVUE and StudentVUE Configuration Screen PVUE Configuration Tab



Using Token Replacement The Authentication Response fields support token replacement. Use the following tokens:

@PARENT_FIRST_NAME The logged in parent fist name

@PARENT_LAST_NAME The logged in parent last name

@PARENT_ADULT_ID The parent adult ID

@PARENT_GU The logged in parent GUID

@APPLICATION_NAME The application name used to authenticate the user

@STUDENT_FIRST_NAME The student first name

@STUDENT_LAST_NAME The student last name

@STUDENT_SIS_NUMBER The student SIS number

@STUDENT_GU The student GUID

• If the ParentVUE Response is blank, the following is the default for ParentVUE links: <ROOT STATUS="Success"> <PARENT> <FIRST_NAME>John</FIRST_NAME> <LAST_NAME>DOE</LAST_NAME> <APPLICATION_USER_NAME>jdoe</APPLICATION_USER_NAME> <STUDENT_LIST> <STUDENT> <FIRST_NAME>Jane</FIRST_NAME> <LAST_NAME>Doe</LAST_NAME> <SIS_NUMBER>1234</SIS_NUMBER> </STUDENT> <STUDENT FOCUS_STUDENT="YES"> <FIRST_NAME>Mike</FIRST_NAME> <LAST_NAME>Doe</LAST_NAME> <SIS_NUMBER>5678</SIS_NUMBER> </STUDENT> </STUDENT_LIST> </PARENT> </ROOT>

Note: The node called Student repeats for each student for whom the parent has Educational Rights.



To achieve the response above, the template ParentVUE Response would look like the following:

<ROOT STATUS="Success"> <PARENT> <FIRST_NAME>@PARENT_FIRST_NAME</FIRST_NAME> <LAST_NAME>@PARENT_LAST_NAME</LAST_NAME> <APPLICATION_USER_NAME>@APPLICATION_NAME</APPLICATION_USER_NAME> <STUDENT_LIST> <STUDENT> <FIRST_NAME>@STUDENT_FIRST_NAME</FIRST_NAME> <LAST_NAME>@STUDENT_LAST_NAME</LAST_NAME> <SIS_NUMBER>@STUDENT_SIS_NUMBER </SIS_NUMBER> </STUDENT> </STUDENT_LIST> </PARENT> </ROOT>

• If StudentVUE Response is blank, the following is the default for StudentVUE links: <ROOT STATUS="Success"> <STUDENT> <FIRST_NAME>Jane</FIRST_NAME> <LAST_NAME>Doe</LAST_NAME> <SIS_NUMBER>1234</SIS_NUMBER> </STUDENT> </ROOT>

To achieve the response above, the template StudentVUE Response would look like the following.

<ROOT STATUS="Success"> <STUDENT> <FIRST_NAME>@STUDENT_FIRST_NAME</FIRST_NAME> <LAST_NAME>@STUDENT_LAST_NAME</LAST_NAME> <SIS_NUMBER>@STUDENT_SIS_NUMBER</SIS_NUMBER> </STUDENT> </ROOT>



Configuring Additional App Type Logins for Parents If the district allows parents to access third-party websites that require a user ID, each parent needs a User ID and App Type defined on the Parent screen, ParentVUE tab, under Additional App Type Logins.

1. Navigate to Synergy SIS >Parent>Parent >ParentVUE tab.

2. Find and select the parent.

3. Locate Additional App Type Logins.

Figure 3-27 - Parent Screen ParentVUE Tab

4. Enter the parent’s third party User ID.

Note: No password is required.

5. Select the App Type that matches the name of the application passed to the web.

6. Click Save.

Chapter Four ParentVUE and StudentVUE Administrator Guide


: Chapter FourParentVUE and StudentVUE

Display


► Displaying Modules

► Displaying Parent Information

► Removing Staff Information

► Hiding PDF Report Cards

► Using Streams

► Displaying Current Year or Future Year

► Defining Logout Display

► Defining Contact and Privacy Information

► Using Languages

► Defining Acknowledgements

► Configuring Recent Events

► Displaying Links to Mobile Apps

ParentVUE and StudentVUE Administrator Guide Chapter Four


Overview This chapter focuses on the setup required to control what parents and student see in ParentVUE and StudentVUE.

Displaying Modules This section focuses on the setup required to control what modules parents and student see in ParentVUE and StudentVUE.

Figure 4-1 - ParentVUE and StudentVUE, Modules



Activating Modules at District Level The ParentVUE and StudentVUE Configuration screen sets active modules for the web portal for the district. See ParentVUE and StudentVUE School Configuration, PVUE Configuration Tab to set functions by school.

Use the PVUE Configuration tab to activate the different modules for parents and students.


Figure 4-2 - ParentVUE and StudentVUE Configuration, PVUE tab

2. Set the active modules for parents and students by selecting the check box to activate it.

Tip: To restrict any module from displaying for the District, the module should NOT be checked.

Module Description

Attendance Parents and students may view the student’s attendance by list or calendar and reasons for missed attendance

Course Request Secondary schools

• Parents and students may view or modify course requests for the next semester.

• The Course Request screen displays a list of the student's current course requests and alternate elective requests.

• The Comment column displays messages about the status of the request.

• The district controls the types of courses available for selection, when the course requests can be made and other options.

Course Request Edit Option - Click Course Request Edit Option drop-down and select Editable or Read-Only.

Current Schedule Parents and students may view the student’s class schedule for the current term. At the school level, configure whether to suppress showing schedules based upon their term code.



Module Description

Discipline Parents and students may view the student’s Discipline Summary for the year. The district controls which conference and discipline incidents parents and students view using the security filter.

Conference Parents and students may view and schedule information regarding conferences with the teacher.

Fees The district may choose from two fee options:

• Standard Fee Model

• Direct Payment Fee Model

Parents and students may view fee information such as the transaction date, fee code, description, fees amount, payments received, remaining balance, fee category, course (if the fee was associated with a course), and the status of the fee is listed.

Grade Parents and students may view the student’s report card.

Gradebook Allows parents and students to keep track of student grades, assignments and test scores posted in Grade Book.

See the Grade Book Administrator Guide to configure third-party applications such as GoogleDrive and OneDrive to upload documents for assignment Drop Box.

Course History Parents and students may view the student’s courses and the grades received for all years, all schools, their cumulative GPA, and graduation ranking.

Health Visits Parents and students may view the student’s visits to the school nurse.

Health Conditions Parents and students may view the student’s health conditions.

Health Immunizations Parents and students may view the student’s immunization record.

School Information Parents and students may view the school’s location, staff information, and school events.

District Information Parents and students may view district information such as announcements and district events.

Digital Locker Parents and students may view all files that the have been uploaded for online storage.

Streams Parents and students may view the Streams Collaboration Tool where they can maintain a running dialog with the teacher.

Special Ed Parents and students may view Special Education information for the student, if they are receiving services.

Class Websites Parents and students may view teacher-created, class- specific postings, such as announcements, homework assignments, and class resources.

If the district uses LessonVUE, LMS pages can be used to replace website pages.



Module Description

Name Pronunciation You can listen to the pronunciation of the student’s name in TeacherVUE and AdminVUE when you allow the parent or student to record the student’s name using ParentVUE or StudentVUE mobile apps. If a recording of the student’s name is available, the icon displays.

Note: Student Information is not in the list of modules to activate. Student Information is a default module that is always included.

Reference: For a detailed description of the modules used in the Navigation Bar, see the Synergy SIS – ParentVUE and StudentVUE Parent and Student Guide.

3. Click Save.

Disabling Modules at School Level To prevent parents and students from viewing modules at specific schools:

1. Set the focus to a school.

2. Navigate to Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE School Configuration. The PVUE Configuration tab displays.

3. Select the check box next to the modules to prevent the parents and students at the school from viewing them.

Tip: The same module that displays for the ParentVUE portal does not have to display in the StudentVUE portal.

4. Click Save.

Defining User Defined Modules User-defined modules allow districts to add a custom tab in the Navigation Bar that points to or contains different website URLs.

Figure 4-3 - User Defined Module in ParentVUE



To add a user defined module:


2. Locate User Defined Modules.

3. Click Add. A new line displays.

4. Define the module:

• Enter the Order to display the module.

• Enter the Module Name to appear in the Navigation bar.

• Check Active For Parents and/or Active for Students to determine who uses the module.

5. Click Save. The module is saved.

6. Click Show Detail to create the links for each module.

7. Click Add on the Module Items bar. A new line displays.

8. Define the Module Item.

• Enter the Order to display the module item.

• Enter the name of the link in Display Text.

• Enter the full URL path to the page.

Tip: To use authentication, enter the URL in the format: <URL>?SAT=<token> where the <URL> is the URL of the third party application, and <token> is the variable agreed upon by district and the third party.

• To show an icon for the item, enter the name and location of the jpg for the icon in the Icon box.

• Check Active For Parents and/or Active for Students to determine who uses the link.

Figure 4-4 ParentVUE and StudentVUE Configuration Screen PVUE Configuration Tab

9. Click Save.

Note: The Active and User-Defined Modules configuration are the only configuration options where different options can be set up for parents and students. All other options apply to both parents and students.



Displaying Parent Information To allow a parent to view their information such as First/Last Name, Employer, and Primary Language, but not edit it.

Note: To allow a parent to edit the information, see Allowing Parents to Edit Parent Information.


2. Select the PVUE Configuration tab.

a. In the Security group box, select a User to model BO security.

b. Click Save.

Figure 3-5 - ParentVUE and StudentVUE Configuration Screen

3. Navigate to Synergy SIS > System >User > User. a. Find and select user selected in the Security group box.

b. Select the User Groups tab to identify the User Group associated with the User.

Figure 3-6 - User Screen



4. Navigate to Synergy SIS > System > Security > Security Definition.

a. Navigate to K12 > ParentGuardianInfo > Parent. b. In the Group Property Access tab, select the User Group identified.

c. Click Show Detail.

d. Set the Updates column for FirstName, LastName, Employer, or PrimaryLanguage to:

• None – Parent cannot view or edit the field.

• View – Parent can see the field but not edit it.

e. Click Save.

Figure 3-7 - Security Definition Screen

5. Navigate to Synergy SIS > System > Setup > System Configuration.

• On the Option tab, click Clear Cache.



Removing Staff Information Removing Staff Names from School Information To remove a staff member from the School Information in the ParentVUE and StudentVUE web portal.

1. Navigate to Synergy SIS > Staff > Staff. The Staff screen displays.

2. Locate Other. 3. Check Do Not Display in ParentVUE .

Teachers and counselors still appear as the teacher of record of the class or as the counselor to contact in course requests.

Figure 4-8 - Staff Screen

4. Click Save.



Removing Staff Names from Discipline Tab Use Security Definition to hide Staff Name and Referred By on the Discipline:

1. Navigate to Synergy SIS > System > Security > Security Definition.

2. Navigate to K12 > DisciplineInfo > SchoolIncident. 3. On the Group Property Access tab, locate ParentVUE Security.

4. Click Show Detail. 5. Change EnteredByGU and ReferredBy to None.


6. Click Save.



Hiding PDF Report Cards For districts who do not attach a PDF of the report card to the Student > Document tab, you can hide the A PDF Report Card is not available message that displays on the Report Card tab.

Figure 3-10 - StudentVUE Screen, Report Card Tab

1. Navigate to Synergy SIS > Setup > System > Security > Security Definition.

2. Navigate to K12 > PXP > PXPPublic.

3. On the Group Property Access tab, click Show Detail 4. Set GRDReportCardNotAvailable to None.


5. Click Save.



Using Streams The Streams Collaboration Tool allows users to maintain a running dialog with each other within the ParentVUE and StudentVUE web portals, using an easy-to-use and intuitive social media-type interface.

Figure 4-12 - ParentVUE Streams

Enabling Streams To provide Streams functionality to the web portals:

• The Streams module must be active on the ParentVUE and StudentVUE Configuration, PVUE Configuration tab.

• Streams must be enabled on the District Setup screen, System tab:

1. Navigate to Synergy SIS > System > Setup > District. 2. Select the System tab.

Figure 4-13 - District Setup Screen System Tab

3. Scroll down to the Communications Options section.

4. Select the Enable Streams check box.

5. Click Save.



Disabling Streams for the District To disable Streams for parents and students for the District:


2. Uncheck the Streams check box.


3. Click Save.

Disabling Streams at Specific Schools To disable Streams for parents and students at specific schools:

1. Set the focus to a specific school.

2. Navigate to Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE School Configuration.

3. Select the Streams check box.

Figure 4-15 - ParentVUE and StudentVUE School Configuration screen, PVUE Configuration tab

4. Click Save.



Disable Document Upload Functionality of Parents and Students

NOTE: To disable document upload functionality, Grade Book must be deployed in your district.

Parents and students can upload documents within Streams. Use the Config Values screen within Grade Book to disable this functionality in ParentVUE and StudentVUE.

1. Log in to Grade Book.

2. From the Admin menu, select Config Values. The Global Config Values screen displays.

Figure 4-16 – Accessing Config Values

3. Set boolHideDocumentStreamsUploadFromPVUE to True to disable document uploads in the ParentVUE and StudentVUE web portals.

Figure 4-17 - Global Config Values screen

4. Click Update.



Displaying Current Year or Future Year ParentVUE and StudentVUE display the current year only based on District Setup. If the Summer session is NOT a part of the current year that the parent selects on the Class Schedule and Grade Book pages of ParentVUE, the district needs to switch to the Summer session using Student Enrollment Information and Year Extension Setup once the Summer session starts.

In cases where the selected student is only enrolled in a future year extension, the parents and students see a standard message stating the student is not enrolled in the current year. Pages that do NOT show data include Calendar, Attendance, Class Schedule, Grade Book, Report Card, and Special Ed.


To set up a future year extension:


2. Locate Student Enrollment Information.

Figure 4-19 - Student Enrollment Information, Regular term

3. Select the Current ParentVUE/StudentVUE Year Extension to determine the active year for ParentVUE/StudentVUE.

• Regular

• Summer 4. Define the Year Extension Setup grid:

5. Click Add. A new row displays.



6. Define the extension:

• Order – Enter a unique number that signifies the order of the extensions, current year before future year.

• Year Extension – Select Regular or Summer.

• Next Year – Select if the Year Extension is not a part of current year.

Caution: • For the Year Extension Setup to work, the Current

ParentVUE/StudentVUE Year Extension CANNOT be blank. • If the extension is not found in the grid, the Year Extension

Setup is NOTbe used. • The combination of Year Extension and Next Year must be

unique.

7. Click Save.

Tip: When the Summer session begins, select Summer from the Current ParentVUE/StudentVUE Year Extension drop-down and click Save.

Defining Logout Display When parents or students log off ParentVUE and StudentVUE, you can define what displays under General Options, such as a school website. The default is the ParentVUE or StudentVUE login page.


2. Locate General Options.

3. Select the options:

• To redirect the parent or student to another website, such as a school or district website, enter the URL in the fields.

• To redirect the parent or student to the login page, leave the fields blank.

• To Hide Paperless Report Cards, select the check box.

4. Click Save.




Defining Contact and Privacy Information Throughout the ParentVUE and StudentVUE portals, there are links to a Privacy, Contact, and Help pages.

Figure 4-21 - ParentVUE and StudentVUE Configuration Screen Activation Key Configuration Tab

• The Contact message lists general contact information for parents and students needing additional assistance.

• The Privacy message outlines the district’s standard privacy policy.

• The Help message provides assistance in using the system.

Tip: See Sample Messages.

To enter a customized contact, privacy or help page message:


2. Select the Contact/Privacy tab.

Figure 4-22 - ParentVUE and StudentVUE Configuration Screen Contact/Privacy Tab



3. Enter the messages in the fields: • Content for the PVUE/SVUE Contact Page

• Content for the PVUE/SVUE Privacy Page

• Help Message

Tips:


• The messages may be copied and pasted from other sources.

• Standard HTML code can be used for additional formatting options.

4. Click Save.

Defining Additional Errors Message To configure the message that displays in case of a general error or warning


2. Select the Contact tab.

3. Enter whom to contact in the event of a general error or warning, for example, School, District, or Student Management Office.

Figure 4-23 - ParentVUE and StudentVUE Configuration Screen, Contact Tab



Using Languages The ParentVUE and StudentVUE web portal and Mobile apps offer the ability to display in multiple languages.

Figure 4-24 - ParentVUE and StudentVUE Login Screen

To enable multiple languages the following must be set up:

• Add Languages to the ParentVUE and StudentVUE Configuration

• Set up the translation of the fields on the Translation screen

ParentVUE and StudentVUE Configuration Languages Tab 1. Navigate to Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE

Configuration. The PVUE Configuration tab displays.

2. Select the Languages tab.

Figure 4-25 - ParentVUE and StudentVUE Configuration Screen Languages Tab

3. Click Add. A blank line displays.

4. Enter the Order number that the language option display on the bottom of the web portal screen.

5. Select the Language from the drop-down.

6. Repeat this procedure until all desired languages have been added.

7. Click Save.



Tip: To change the Order, update the numbers and click Save.

Translation Screen Create the translations for the labels.

1. Navigate to Synergy>System>Setup>Translation>Business Objects tab.

Figure 4-26 - Translation Screen Business Objects Tab

2. Select the Translation Language.

3. Select the Translator Engine Language.

4. Select the Filter Options:

a. Enter PXPPublic in Name.

b. Click Filter. 5. Click Create Default Translation.

When complete the Translated Label column displays the translated text.



6. Select the Lookup tab.

Figure 4-27 - Translation Screen Lookup Tab

7. Select the Filter Options:

a. Enter K12 in Namespace.

b. Enter Language in Name.

c. Click Filter. 8. Click Create Default Translation.

When complete the Translated Label column displays the translated text.

9. Complete the setup for each language to be available as a selection in ParentVUE or StudentVUE.

Tip: If you do not see the changes to Translation:

1. Navigate to System>Setup>System Configuration>Options tab.

2. Under System Cache, click .



Defining Acknowledgements The Acknowledgements tab creates any number of acknowledgements that a ParentVUE user is required to accept before accessing the application. When users log into ParentVUE, they see:

• A message

• A link to a downloadable document

• Buttons on the bottom of the screen to respond or acknowledge the message

Users are required to respond to acknowledgement documents every year. The ParentVUE responses and the time the response was entered is stored.

Adding an Acknowledgement To insert an Acknowledgement document on the ParentVUE web portal:


2. Select the Acknowledgement tab.

3. Click Add on the Acknowledgements bar. An file explorer screen opens.

Figure 4-28 - ParentVUE and StudentVUE Configuration Screen, Acknowledgements Tab

4. Browse to the file location, select, and click Open. The Acknowledgements tab displays the document.

Figure 4-29 - ParentVUE and StudentVUE Configuration Screen Acknowledgements Tab



5. Click Show Detail. The Acknowledgement Content detail displays.

Figure 4-30 - ParentVUE and StudentVUE Configuration Screen Acknowledgements Tab Detailed View

• Document File Name – The file name that displays when users download or view the attached document. This is not editable.

• Select Document – Opens an Upload screen to attach another document to this acknowledgement document.

• View Document – Opens the saved document associated with this acknowledgement. 6. Enter the following information:

• Name – Name of the document to display in ParentVUE

• Display Order – The order in which the acknowledgements display to the user

• Content Header – The text that displays between the Name and message Content

• Content – A description of the acknowledgement text

• (Optional) Inactive – If this is checked, the acknowledgment is inactive and will not be presented to parents at login

• (Optional) Yes Response Title Override – Overrides the Yes text that appears on the button of the acknowledgement screen in ParentVUE.

• (Optional) No Response Title Override – Overrides the No text that appears on the button of the acknowledgement screen in ParentVUE.

• (Optional) Skip Response Title Override – Overrides the Skip text that appears on the button of the acknowledgement screen in ParentVUE.

7. Click Save.



Removing a Acknowledgements There are two methods, you can make the document inactive or delete it.


2. Select the Acknowledgement tab.

• To make the document inactive, check Inactive on the line of the desired document.

Note: This removes the document from view but retains it in the system. This document can be reactivated later.


• To delete the document, check the delete option on the line of the desired document.

Note: This removes the document, entirely. It cannot be reactivated without reloading it.


3. Click Save.



Configuring Recent Events Use the Recent Event Configuration section to set how far in the future and past events display on the Home screen.

Figure 4-33 - ParentVUE/StudentVUE, Home tab, Recent Events

• Student Events are auto-generated notices on the home page of student-specific events such as:

grades issued

end of grading period

conferences

any changes to the student’s data

• Message are notes sent from the teacher

Notes:

• District and School Events are defined on the District Events and School Event screens.

• Events are year-specific and only the current year’s events display, as defined by the active year set in Synergy SIS.

• All events are available when the parent or student views events from the Calendar.


2. Locate Recent Event Configuration.

3. Enter the number of days in the future and past that events display on the student’s home page.

• Number of days to look into the future for upcoming events to show on the students recent events home page

• Number of days to look into the past for events to show on the students recent events home page


4. Click Save.



Displaying Links to Mobile Apps The ParentVUE and StudentVUE Mobile apps are free applications for the parents and students of districts using the ParentVUE and StudentVUE web portals.

• iPhone, iPod touch, and iPad. Requires iOS 6.0 or later. This app is optimized for iPhone 5.

• Android 2.2 and up.

The ParentVUE and StudentVUE Mobile apps work with Synergy in much the same way as the ParentVUE and StudentVUE web portals.

• It allows parents and students to access information on assignments, scores, attendance, and demographic information.

• It offers parents a single sign-on to view all of their children’s information regardless of school.

• It supports multiple languages.

Parents and students access the apps using the links at the bottom of the account access screen.

• When mobile apps are enabled, the district URL for mobile apps displays below the App Store and Android Market icons. The mobile apps are active by default but may be disabled.

• When mobile apps are disabled, the district URL and App Store and Android Market icons do NOT display.

Figure 4-35 - ParentVUE and StudentVUE Account Access Login Screen

Disabling Mobile Apps 1. Navigate to Synergy SIS >System>Setup>District Setup >Mobile Apps tab.

2. Check each mobile app to disable.

3. Click Save.

Figure 4-36 - District Setup Screen Mobile Apps Tab



Server Not Available Message To create a user friendly message that the mobile application cannot connect to the Synergy Web Server:

1. Navigate to Synergy SIS > System > Setup > District Setup.

2. Select the Mobile Apps tab.

3. Enter the Generic Error Message for ParentVUE and StudentVUE apps.

4. Click Save.

District Setup Screen, Mobile Apps Tab

ParentVUE and StudentVUE Administrator Guide Chapter Five


: Chapter FiveStudent Information


► Overview

► Digital Locker Size

► Student Information Display Options

► Displaying Grades

► Using Filters to Control Displayed Information

► Configuring Course Information

► Fees

Chapter Five ParentVUE and StudentVUE Administrator Guide


Digital Locker Size The Digital Locker allows students to upload electronic files for storage. The files are stored in the Synergy SIS database in binary file format, and affect both database size and server hard drive space.

Note: The Digital Drop Box is not the same as the Digital Locker. The Digital Drop Box is used to upload files for assignment submission. The Digital Drop Box size does not count towards the size of the Digital Locker and they are not listed in the Digital Locker.

Caution: Uploaded student files are not checked for viruses at the time of the upload. Edupoint recommends that staff download and scan all student files prior to opening.


2. Locate Student Information Display Options.

3. Enter the Digital Locker Size Limit (in Mb).

Figure 5-1 - ParentVUE and StudentVUE Configuration, Digital Locker Size



Student Information Display Options Student demographic information displays and can be edited based on the settings in the Student Information Display Options section.

Notes:

• Has Custody is the default setting. A blank selection is the same as Has Custody.

• If parents are allowed to edit the student’s information, email configuration must be defined.


To set the display options or change the default setting:


2. Locate Student Information Display Options.

3. (Optional) Select an alternate Parent value from the Student Info Filter drop-down.

4. Use the check boxes to determine the amount of information to display and edit.

• Student Info - Only show limited student demographic information for students.

• Suppress Home Room Information - Typically used in between school years so that elementary homeroom assignments do not show until the school district is ready to share this information with parents and students.

• Allow parents to edit specified data The three selections produce a number of configurations. The table defines the result of the various combinations:

Student Info

Suppress Home Room Information

Allow parents to edit

specified data Result

X

• Limited student demographic information displays

• Homeroom information is not suppressed

• Counselor Name displays

• No ability to edit



Student Info

Suppress Home Room Information

Allow parents to edit

specified data Result

X X


• Homeroom information is suppressed

• Counselor Name does not display


X X X


• Homeroom information is suppressed

• Ability to edit

X X


• Homeroom information is not suppressed

• Ability to edit

X. • Only homeroom information is suppressed


X X • Only homeroom information is suppressed

• Ability to edit

X • No student information is limited or suppressed

• Ability to edit

Allow Parents to Edit Setup When you allow parents to edit student information, additional setup is required:

Figure 5-3 - Student Information Display Options, Allow parent edits



1. (Optional) Select a view other than the default from the Select edit view for PVUE editing drop-down list.

Notes:

• The default is K12.PXP.StudentInfoUpdate, which is PVUE Editable.

• Additional views may be defined in Synergy SIS > System > Data and Views > View Change.

2. Find and select the email content from the Email header for content update notifications by clicking : The Find: Email Content screen displays.

3. Navigate to Synergy SIS > System> Setup> Task Definition and enable the PVUE Update module. The Task Definition screen displays.

Caution:

• Tasks are NOT generated automatically unless the designated task process has been enabled on the Task Definition screen.

• If the task is NOT enabled, edits display in the Review PVUE Updates screen only

Figure 5-4 - Task Definition Screen

4. Select the staff member at the school that receives notifications that a student’s demographic information was updated.





7. Click the Options tab.

Figure 5-5 - ParentVUE and StudentVUE School Configuration Screen Options Tab

8. Click to select the staff who receives the emails for demographic updates. The Find: Staff screen opens.

9. Find and select the staff to receive emails.

10. Click Save.

11. Repeat for all schools.

Review ParentVUE Updates The staff member who is responsible for reviewing the updates to student demographic information made by a parent can receive notification by either email and/or the task list on the Home page of Synergy SIS.

Figure 5-6 - Home Page Screen

Note: ParentVUE has the option of automatically accepting user-submitted changes. See Disable Update Review.

When update review is disabled:

• The system tracks user-submitted changes on the Review PVUE Updates screen but the system accepts the changes immediately.

• The changes display on History tab of the Review PVUE Updates screen..



1. Select the update to review:

• Click the link or icon on the Home page under Tasks. The Review PVUE Updates screen displays focused on the student needing a review of demographic updates

Note: If notified by the task list, a task appears on the home page of Synergy SIS for each update submitted.

• Navigate to Synergy SIS > Student > Review PVUE Updates and select the student.

2. Review the updates requested by parents:

• On the PVUE Updates tab The PVUE Updates tab displays the date, time, and person requesting the change. There is a listing of each change requested.

Figure 5-7 - Review PVUE Updates

a. Accept/Reject – Select either Accept or Reject from the drop-down.

Figure 5-8 - Review PVUE Updates Screen

b. If rejecting the change, enter the Reason for Rejecting.

c. Click Save.

d. Click after all updates are reviewed. Once the updates have been processed, the changes are moved to the History tab and the PVUE Updates tab is cleared.

TIP: To find the next student requesting an update, click at the top

of the screen. To move backwards through the requests, click .

• Click the History tab.



• All previous updates submitted by parents are listed by date submitted. Each update displays:

• Date Changes Submitted

• Parent/Guardian Name that submitted the change

• Date Changes Processed

• User Who Processed Updates

• Click Show Detail to see the details of the updates:

• Name – Name of the View that contains changed field

• Property – Name of the field that was changed

• Old Value – Value before the change

• New Value – Value after the change

• Accept Reject – Lists whether the change was accepted or rejected.

• Reason – If the update was rejected, lists the reason for the rejection

• Select the date under Changes Submitted to view another change record.

Figure 5-9 - Review PVUE Updates Screen History Tab



Disable Update Review If the option to allow parents to update certain student demographic data is selected, determine whether the information will be:

• reviewed and accepted/rejected by staff before it is changed in the system (recommended)

• NOT review and accepted/reject by staff so that the change is updated immediately (not recommended)

Caution: If enabled:

• The changes are accepted immediately. They are visible on the Review PVUE Updates screen, History tab.

• The system still tracks user-submitted changes as they currently are on the Review PVUE Updates screen.

• Disabling the review process for ParentVUE user-submitted changes removes a level of protection against bad data.

To allow parent submitted change to be automatic, without any district review,


2. Expand the Disable Update Review section.


3. Check Disable PVUE Update Review.

4. Select a PVUE Update Default User:

5. Click under PVUE Update District User. The Find: Staff screen displays.

6. Enter all or part of Last Name, First Name.

7. Click Find. Search Results displays a list of matching criteria.

8. Click anywhere on appropriate staff record to highlight.

9. Click Select. 10. Click Save.

If no PVUE Update Default User is selected, the system issues a warning message when trying to save.

Figure 5-11 - ParentVUE and StudentVUE Webpage Message



The parents may edit specific data on the Student Info screen in ParentVUE. Parent submitted updates process automatically. They display on the Review PVUE Updates screen History tab, and include a time stamp showing when the changes were processed and by whom.

Figure 5-12 - Review PVUE Updates Screen History Tab.

Caution: If disabling Update Review, set the following additional permissions using Adding a Role in SQL Server.


EPC_STU_EMG_CONTACT Delete, Insert, Update

EPC_STU_PGM_ELL Insert, Update

EPC_STU_PHYSICIAN Insert, Update

REV_PERSON_SECONDARY_ETH_LIST Delete, Insert, Update

Modifying Student Info Display Using View Change Synergy SIS allows districts to display more data on the Student Info tab in the ParentVUE web portal. Add existing and/or user defined data using View Change.

Figure 5-13 - View Change Screen

1. Navigate to Synergy SIS > System > Data and Views>View Change screen.

2. Enter K12.PXP in the Namespace and StudentInfo in the Name.



3. Click Find.

Figure 5-14 View Change Screen

4. Highlight the NonTab node.

Figure 5-15 - View Change Screen

5. Click the Action... drop-down and choose Add Field to NonTab. The Add Control screen displays.

Figure 5-16 - Add Control Screen



6. Select the Business Object and Property Name of the field to display in the web portal.

• Example 1 - In this example, the existing fields AKAFirstName and AKALastName have been added.

Figure 5-17 - ParentVUE/StudentVUE Student Info Screen

• Example 2 - In this example, a group box and fields have been added.

Figure 5-18 - ParentVUE/StudentVUE Student Info Screen



Hiding Counselor Name To hide the student’s Counselor Name on the Student Info screen.

Figure 2.19 – TeacherVUE Student Info Screen

Figure 2.20 – ParentVUE Student Info Screen

1. Navigate Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE Configuration.

2. On the PVUE Configuration tab under Student Information Display Options, select the Suppress Home Room information checkbox.

Figure 2.21 - ParentVUE and StudentVUE Configuration Screen, PVUE Configuration Tab,

Student Information Display Options

3. Click Save.



Displaying Grades

Reference: See the Synergy SIS – Grade Book Administrator Guide if your district uses Grade Book and you would like more information regarding Grade Book Options.

Activating Grading Periods If the parents and students have the Grade Book module active, activate the grading periods.

To turn on a grading period in the ParentVUE and StudentVUE web portal:

1. Navigate to Synergy SIS > Grading > Setup > Grading Setup screen.

2. Select the name of the Grade Period to display. The detailed view opens to left.

Figure 5-22 - Grading Setup Screen



3. Locate the ParentVUE section.

• Report Period Data is Accessible – select the check box

• Abbreviated Name – enter a shorter name for the grading period name

Note: If Free Form Comments is enabled on the Comments tab, they display in the ParentVUE and StudentVUE portals, as well.

4. Click Save.

5. Repeat for all grading periods.

Allow Letter Grades to Show with Points 1. Log in to Grade Book.

2. From the Admin menu, select Config Values. The Global Config Values screen displays.

Figure 4-23 – Accessing Config Values



3. Set bool_PVUE_ShowMarkForAssignments to True to allow letter grades to show along with points in the Scores column.

Figure 4-24 - Global Config Values screen

4. Click Update.



Using Filters to Control Displayed Information Defining the Discipline Security Filter The district controls which conference and discipline incidents parents and students view using the security filter.

Each discipline code and conference code is assigned a security value in Synergy SIS ranging from Lowest to Highest. For example, if a parent’s security value is set to Low, the parent can see all incidents with a code value of Low or Lowest. The parent cannot see the other incidents.

The possible values in security are Lowest, Low, Medium, High, and Highest.

Tip: Security can also be set at the field level.

To restrict parent and student access to certain fields create a user in Synergy SIS, then modify that user’s security to restrict the fields. Select this user as the model for parent and student security.

For example, the district may not want to display the description field for the Discipline screen. Create a user that does not have access to that field, and then select that user as the model.

Reference:

• For instructions on how to create a user in Synergy SIS and modify security, see the Synergy SIS – System Administrator Guide and the Synergy SIS – Security Administrator Guide

• For more information about Discipline and Conference security, see the Synergy SIS – Discipline and Conferences Administrator Guide.


2. Locate Security.

3. Define the security level for discipline and conferences.

• Discipline Security

• Conference Security

4. (Optional) Define a model user at field level.

5. Click under User to model BO security. The Find: User screen opens.

6. Find the user name using the criteria at the top and click Select.




7. Click Save.

Data Filtering Options Filtering provides further control over what information parents and students can see. The modules that can be filtered are:

• Attendance

• Conference

• Grade

• Health

Note: The Conference option filters both the conference and the discipline incidents available.

For each module, access can be given to:

• All Historical Data – All data contained in Synergy SIS in that screen (Attendance, Conference, etc.)

• Current School Year – The data for the active school year

• Current School Year Current School – The data for the active school year for the school in which the student is currently enrolled


2. Locate Data Filtering Options.

3. Select the desired option under the name of the module using the drop-down list.


4. Click Save.



Configuring Course Information Graduation Monitoring Option A school or district may have more than one graduation requirements definition. However, only one requirement is used to display subject area credit and testing requirements.

Selection of the graduation definition affects the subject area credit grid in the Course History and Online Course Request screens in ParentVUE and StudentVUE.


2. Locate Graduation Monitoring Option.

3. Select the graduation requirements definition to use for the web portal from the drop-down.


• Graduation Definition… - If checked, use the student’s diploma type to base the display of subject area credit and testing requirements.

Note: If the student is not assigned a diploma type, the Graduation Definition is based on the definition selected below.

• Select Graduation Definition to Show in ParentVUE - If checked, the options selected below are used.

• Check Show All GPAs to display all GPA configurations.

• Check Show Class Ranks with GPAs to show class ranks.

• Check Show Method Used to Calculate the Test Requirements Scores to show how the test scores were calculated.

4. Click Save.



Configuring Course Requests Course Request functionality is set at the district level, however, the schools may have different settings from the district. To accommodate different school calendars and different course policies, the district may want to configure the online course request at a school level as well as at a district level.

• Any values entered into the school-level configuration override any options that are set at a district level.

• If values are left blank, the district-level configuration applies.

• To enable Course Request functionality:

• On the ParentVUE and StudentVUE Configuration, PVUE Configuration tab

• Course Request must be checked

• Course Request Edit Option must be Editable

Figure 5-28 - ParentVUE and StudentVUE Configuration, Active Modules

• On the Course Requests tab, configure:

• Which courses are available for selection

• When students and parents can make these changes

• Whether prerequisites for the course are required

• To modify the Course Request functionality for a school:

• On the ParentVUE and StudentVUE School Configuration, Course Request tab, enter school specific information.



Course Request Details Define when course requests can be made and the message that is sent to parents and students. Set the district level settings first, then the school if the school will have a different configuration than the district.

Note: Define the window to make course requests each time they are used.

To set the course request time period:

1. Navigate to the PVUE Configuration tab:

• District level - Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE Configuration. The PVUE Configuration tab displays.

• School level - Synergy SIS > System > ParentVUE > ParentVUE and StudentVUE School Configuration. The PVUE Configuration tab displays.

2. (School level only) Select the focus if setting up a school.

3. Select the Course Requests tab.

4. Locate Course Request Details.

5. Select the Request School Year from the drop-down.

Figure 5-29 - Course Requests Tab

6. Define the Request Window - Enter in (MMDDYY) or click and select date.

• Open Request Window - The first date that requests are accepted

• Close Request Window – The last date that requests are accepted

7. Customize the messages parents and students see when accessing Course Requests.

8. Greeting - Enter a message designed to give the parents and students information about school and district policies for course requests.

Tip: Use the open and close dates for requests to inform parents how requests are processed and include any relevant dates.



9. Search Page Message – Enter details that provide information about what courses are available and how to search for a course.

Tips:


• Sample messages are available, see: Sample Messages.

• Standard HTML code can be used for additional formatting options.

10. (School Level only) To disable online course requests for a specific school, check Disable OCR for this school.

11. Click Save.

Minimum Credit and Minimum Class Count Option Define the options to control the available courses that the student and parents can select. If Minimum Class Count or Minimum Credit is defined, the criteria must be met before parents or students can lock the request.





3. Locate Minimum Credit and Minimum Class Count….

4. Select the Minimum Selection Type.

Figure 5-30 - ParentVUE and StudentVUE School Configuration Screen Course Requests Tab

• None or blank- Students can make unlimited and unrestricted course requests.

• Course Request Count - If this option is selected, enter the minimum number of students required to take the class in the Minimum Class Count.



• Course Credit - If this option is selected, enter the minimum number of credits the student must have before taking this course in Minimum Credit.

Notes:

• If Course Credit is selected, it is recommended that Show Graduation Requirement Credit Grid is selected under Additional Options.

• To control the category assigned to the course, see Course Specific Options.

5. (Optional) Enter the number of students that can request the course in Maximum Requests.

6. Click Save.

Additional Options Use the Additional Options section to define criteria that must be fulfilled before a student or parent can lock their course request or whether the lock option will be available for students and parents. Additional Options work with the settings defined in Mandatory Minimum Credit and Minimum Class Count Option.

• Course requests must be locked to finalize the selections. Once locked, the requests cannot be edited.

• When the parents or students click Lock In Course Requests on the web portal, the requests are checked to ensure the minimum/maximum course request and alternate course request settings are met.

• If the minimum/maximum values for the courses and alternate courses are not correct, the requests cannot be locked.

• Students and parents are prompted to change their request to meet the settings.

Note: If Course Credit is selected, it is recommended to check Show Graduation Requirement Credit Grid in the Additional Options section, below.

Figure 5-31 - ParentVUE and StudentVUE Configuration Screen Course Requests Tab






4. Locate Additional Options.



5. Define and select the options:

• Alternate Minimum - Enter the minimum number of course requests required.

• Alternate Maximum - Enter the maximum number of course requests allowed.

• (District level only) Prereq Required to Select Request - Check to require that all prerequisites be fulfilled before a course is selected.

• Hide Lock Course Request Button - Check to hide the Lock In Course Requests button on the portal.

• Request Type - Select from All, Core Only, Elective Only, or Non-Core Only. Non-Core are electives or courses with a blank type.

Tip: For instructions on how to modify the request type for each district course, see: Course Specific Options.

• Registration Type - Select either Course or Class.

• Show Graduation Requirement Credit Grid to display the student’s graduation requirements progress on the course request page.

6. Click Save.

Course Specific Options Use the District Course screen to change the way individual course display in the web portal. For example, courses can be restricted to a grade range or type of course such as core or elective.

To modify an individual course:

1. Navigate to Synergy SIS>Course>District Course.

2. Find the course to be customized.

Figure 5-32 - District Course Screen Course Tab

3. On the Course tab,

a. Under Scheduling Options, select Schedule Priority:

• Core (High)

• Elective (Low)



4. Under ParentVUE Options:

• To limit the course availability to specific grades, select the grades from:

Grade Range Low Grade Range High

• To choose a class priority, select Schedule Priority:

Core (High)

Elective (Low)

5. Check Do Not Show in Online Course Requests to hide the course as an option, if desired.

6. Click Save.

Mandatory Password Option Districts may choose to monitor course requests. For example, the district may only want students to make course requests in an environment where a monitor reviews the student’s selections and enters a password to confirm the selections before the requests are locked in.

This allows the monitor to override prerequisites. If a parent or student has selected a course in which the prerequisite is not met, but the monitor enters the password to lock in the selections, the course is checked off as prerequisite not required.

Tip: To modify the locked in and validated status of course requests, see Lock/Unlock Course Requests.

To set a monitored registration,






4. Locate Password...

Figure 5-33 - Password could become mandatory based on Setting selected

5. Select a Setting:

• Monitored Requires Password - Course requests are monitored and a password is required.

• Unmonitored – Course requests are not monitored and a password is not required.

6. Enter a Password.

7. Click Save.



Lock/Unlock Course Requests A course request can be locked or unlocked in the Schedule Request screen for a student.

1. Navigate to Synergy SIS>Mass Scheduling> Schedule Request screen.

• To lock/unlock one course for the student:

2. On the Requests tab, Find and select the student.

Figure 5-34 - Schedule Request Screen

3. In the Course Request Lock column:

• To lock a specific course, check the box.

• To unlock a specific course, uncheck the box.

4. Click Save.

• To lock/unlock all courses for a student:

a. Select the Options tab.

Figure 5-35 - Schedule Request Screen Options Tab

• In the Locked In drop-down: Select Yes to lock all the student’s course requests. Select No to unlock all of the student’s course requests.



• If using a monitored environment, in the Validated drop-down list Select Yes to validate a student’s course requests. Select No to remove validation from a student’s course request.

b. Click Save.

Property Order Change the order that the columns display and sort to customize the course list and course search page.

Figure 5-36 - ParentVUE and StudentVUE Configuration Screen Course Requests Tab

To set a custom order for these properties:






4. Locate Property Order.

5. Click Add. A blank line displays.

6. Enter the Field Order (from 1 to 9).

Note: The numbers selected must be in order with no gaps.

7. Select the Property.

• Course Category – The course department, for example Math

• Course ID – The course ID, for example MU29

• Course Title – The course title, for example Beg Guitar

• Elective – Select to indicate this is an elective course

• College Prep – Select to indicate this is a college prep course

• Credit – The number of credits, for example 0.50

• Term Override – Select to indicate there is a term override for the course

• Course Fee – Select to indicate there is a fee assigned to the course



• MSB Elective Priority – Select to indicate this is a MSB Elective Priority

Note: For Elective, College Prep, Term Override, Course Fee, and MSB Elective Priority the word Yes displays if the property is true on the Course Request screen that the student sees.

8. Click Save.

School Level Only - Grade Level Time Window Override The Open and Close dates for requests may be specified by grade level for the school or online course requests may be disabled for a particular grade.




4. To customize online course requests by grade level, click Add on the Grade Level Time Window Override bar.

Figure 5-37 - ParentVUE and StudentVUE School Configuration Screen Course Request Tab

5. Select the Grade and either:

• Adjust the Open and Close dates

• Check Disable the Request Option for Grade Level 6. Click Save.



Fees Parents and students can have the ability to view student fees on ParentVUE and StudentVUE. In addition, if the district is using a payment service provider, those fees can be paid directly through the ParentVUE and StudentVUE web portals.

Setting Up Online Payment Providers Districts can collaborate with online payment partners such as PaySchool, Elavon, ACH, or SchoolPay.

Reference: See Fees Direct Payment Mode – Administrator and User Guide for instructions on setting up the online payment service providers the district partners with.

Defining Optional School Fees Select which optional school fees display in the web portal.


2. Navigate to ParentVUE > ParentVUE and StudentVUE School Configuration. The PVUE Configuration tab displays.

3. Click the Options tab.

4. Locate School Optional Fees.

5. Choose the optional school fees that are available for payment on the web portal.

Figure 5-38 - ParentVUE and StudentVUE School Configuration Screen Options Tab



6. Click Chooser. The Chooser screen opens.

Figure 5-39 - Chooser Screen

7. Find and select the Fee Code and/or Fee Description.

8. Click anywhere on appropriate record to highlight.

Tip: Press CTRL while selecting records to select multiple records at a time.

9. Click .or to move records found in Find Result column to Selected Items column.

10. Repeat until all fees are added to Selected Items column.

Tip: Check to delete an undesired record from Selected Items column, if needed.

11. Click Select. The Chooser screen closes and the Fee records selected are listed.

Tip: Use the function to change the code to select a different Fee Code.

ParentVUE and StudentVUE Administrator Guide Chapter Six


: Chapter SixEmail


► Configuring Email Content

► Active PVUE Email Configuration Options

► Active Email Notifications

► Customizing Email Content

Chapter Six ParentVUE and StudentVUE Administrator Guide


Configuring Email Content The content of the email notifications are customized at the district level.

Use auto-notifications to email parents and students when certain changes in the student data were made in Synergy SIS. When this data is entered into Synergy SIS, the system automatically sends an email to the parent or student email address on file in the Parent or Student screens, notifying the parents and/or students of the change.

Email messages are sent immediately or in bulk.

• Bulk messages are sent only once a day

• Immediate messages are sent as quickly as once an hour.

Staff maintains email addresses in Synergy SIS or the parents and students enter and modify their email address from ParentVUE and StudentVUE. Parents can have up to five email addresses and students can have one email address.

Caution: For auto-notifications to work, enable the following fields in Synergy SIS > Setup > System Configuration:

• Under Email Options.

• Email Enabled

• SMTP Email Server

• Default Email Server

• Under Messaging:

• Bulk Mail Enable

• Immediate Mail Enable

Reference: For more information about district email options and setup, see the Synergy SIS – System Administrator Guide.



Active PVUE Email Configuration Options To turn on auto-notifications for students and parents:


2. Select the Email tab.

Figure 6-1 - ParentVUE and StudentVUE Configuration Screen Email Tab


• Time to begin PVUE immediate email monitoring – For emails that need to be sent right way, enter the time in numerical format (900) that the system starts checking. Synergy SIS formats the field once entered, for example, 900 formats as 9:00 AM.

• Interval - Enter the time interval in hours that the system waits to check for emails to send. Minimum or 1 hour, Maximum of 24 hours.

• Bulk (once a day) email start time - Enter the time that summary–type emails are sent. These emails are not of immediate nature and can wait to be sent.

Caution: Bulk delivery occurs once a day. The processing places all outgoing generated emails in a queue to be sent during the next defined email cycle (bulk or immediate) as defined in System Configuration. Grade Book content, due to the potential load on the system, always processes as Bulk Email. Consider other jobs and processes when selecting the Bulk Email Start time.



4. Click under From User to select the user account that sends the email messages.

Figure 6-2 - Find: RevUser Screen

5. Click under Email Content for Bulk (or Immediate) Delivery Type to select the message format for the bulk and immediate messages.

Figure 6-3 - Find: Email Content Screen

Note: The message formats for all notifications created using the Email Content screen under Synergy SIS > System > Setup. See Customizing Email Notifications



Active Email Notifications Students and parents can receive different notifications. The available notifications are:

• Attendance – Students and parents are notified any time the student is marked absent or tardy

• Grade – Students and parents are notified any time a grade is entered

• Health – Students and parents are notified any time notes are entered into the Nurses Log

• Discipline – Students and parents are notified any time a discipline incident is entered for the students

• Grade Book – Students and parents are notified once a week when the student’s Grade Book scores fall below a certain percentage.

To turn on auto-notifications for students and parents:


2. Select the Email tab.

3. Check the Enabled checkbox for each type of notification to be sent:

• Attendance Enabled

Figure 6-4 – Active Email Notifications, Attendance Enabled



• Select the reason codes for attendance to send the notification. Click to select or deselect all.

• Grade Enabled

Figure 6-5 – Active Email Notifications, Grade Enabled

• Heath Enabled

Figure 6-6 – Active Email Notifications, Health Enabled

• Discipline Enabled

Figure 6-7 – Active Email Notifications, Discipline Enabled

• Gradebook Enabled

Figure 6-8 – Active Email Notifications, Gradebook Enabled



4. For each type of message, select the Email Delivery Type.

• Bulk

• Immediate

Figure 6-9 - ParentVUE and StudentVUE Configuration Screen Email Tab

5. Select the message content for each type of message:

6. Click under Content. The Find: Email Content screen opens.

7. Find and Select the content. The Find: Email Content screen closes and the message format displays.

Figure 6-10 – Find Email Content



Customizing Email Content You may customize each of the notifications that are sent from the ParentVUE and StudentVUE system at the district level. The district controls the subject and content of the email. The table lists some recommended email content types.

Content Namespace Content Key

PXP MainBulk

PXP MainImmediate

PXP.AttendanceInfo Daily

PXP.AttendanceInfo Period

PXP.AttendanceInfo TwiceDaily

PXP.ClassInfo ClassChanges

PXP.DisciplineInfo Discipline

PXP.GradeInfo GradingReportPeriod

PXP.HealthInfo Health

PXP.StudentInfoChanges ParentVUE



To create the district email notifications for ParentVUE:

1. Navigate to Synergy SIS >System>Setup>Email Content.

Figure 6-11 - Email Content Screen

2. Click Add to add a new email message. A new Email Content screen opens.

Figure 6-12 - Add Email Content Screen

• Enter the Content Namespace and Content Key. See the list of the default emails needed by ParentVUE.

Tip: Start the Content Namespace for ParentVUE messages with PXP to make easier to identify.

• Select the Default Language.

• Select ParentVUE from Content Type drop-down.

Figure 6-13 - Add Email Content

3. Click Save. A email with no content is created.

4. Define the email content:

Figure 6-14 - Email Content Screen



• To add the email messages,

a. Click Add Wizard on the Content Sections bar. The Email Content Detail screen opens.

Figure 6-15 - Email Content Detail Screen

b. Select a Language.

Note: For each type of email message, multiple languages may be configued. The student’s home language determines the language used for the email that is sent.

c. Enter a Subject for your message.

d. Click Save.

• To modify an existing message:

a. Select a row under Content Sections.

b. Click Show Detail on the Content Sections bar.

• Language – Modify if necessary using the drop-down list.

• Email Subject – Modify if necessary.

Tip: Variables such as the student name or district name can be used in the subject. See: Email Variables.

c. Add the message body:

Notes:

• A message can be entered either by:

• Uploading an existing HTML document. Once an HTML document is uploaded, it can be edited using the built-in HTML editor

• Uploading an existing Text document.

• Creating it in the HTML editor.

• Messages are sent in the format that they were created. For example, HTML messages are sent in HTML and text messages are sent as text.



Uploading an existing HTML document

Figure 6-16 - Email Content Screen Detailed View

1. On the HTML tab, click Attach HTML Document. The Upload File screen opens.

Caution: The document must be in an email message HTML format instead of a web page format.

• To indicate the beginning and ending of the message, use !!BEGIN!! and !!END!! tags.

• To add a section that repeats such as a table of attendance information, mark the beginning and ending of that section with !!REPEAT_BEGIN!! and !!REPEAT_END!! tags.

2. Select the document and click Upload.

Figure 6-17 - Upload File Screen

3. Click Save.



Uploading an existing Text document 1. Click the Text tab.

Figure 6-18 - Email Content Screen Detailed View

2. Click Attach Text Document. The Upload File screen opens

Caution: The document must be in an email message text format.



3. Select the document and click Upload.

Figure 6-19 - Upload File Screen

4. Click Save.



Using the ST HTML editor 1. Click the HTML tab.

2. Edit the message directly on screen or click to view the editor toolbars.

Figure 6-20 - Email Content Screen Detailed View ST HTML Editor

Caution: The document must be in an email message HTML format instead of a web page format.



Reference: See the Synergy SIS – System Administrator Guide for a detailed description of the editor toolbars.

3. Click Save.

Chapter Seven ParentVUE and StudentVUE Administrator Guide


: Chapter SevenSchedules and Events


► Suppressing Classes at School Level

► District and School Events

ParentVUE and StudentVUE Administrator Guide Chapter Seven


Suppressing Classes at School Level At the school level, configure whether to suppress showing schedules, from that term forward, based upon their term code.



3. Locate Current Schedule Options.

Figure 7-1 - ParentVUE and StudentVUE School Configuration Screen PVUE Configuration Tab

4. Select a term in the Suppress classes that occur on or after this term code drop-down.

Tip: If blank, all terms display.

5. Click Save.



District and School Events Enter the district and school events to display on the Home page and in the District and School Events menus.

Caution: Synergy SIS security settings may need to be modified to allow staff to modify district and school events.

Adding District Events 1. Navigate to Synergy SIS > System > ParentVUE > District Events screen.

The District Events displays.

Figure 7-2 - District Events Screen

2. Define the event:

• To add an event, click Add. A new row displays at the end of the list.

Figure 7-3 - District Events, Add Event

• To modify an event, click inside the field to be edited. • To delete an event, select the check box in the X column and click Save. No further action is

required.



3. Enter the information in the fields.

Figure 7-4 - District Events Screen, Events Tab

• Event Date – Date of the event • Event Time – Time of the event • Short Desc – A short description of the event • Short Title – A title for the event, which is used as a header for the event display • Long Desc – A long description of the event displayed when the event link is clicked

4. Click Save.

Adding School Events Calendar Tab 1. Navigate to Synergy SIS > System > ParentVUE > School Event Calendar screen.

The School Event Calendar displays.

Figure 7-5 - School Event Calendar Screen

The School Event Calendar has two tabs for adding and modifying school events:

• Calendar tab - displays events by month.

Figure 7-6 - School Event Calendar Screen, Calendar Tab

To find a date in the calendar:

• Scroll through the calendar using and

• Use the to select a specific month



• Return to the current month at any time by clicking

Use to select a specific track. To view all events, select the blank Track.

• Select an event to view, edit, or delete the event details on the SchoolEventCalendarDetail screen.

Figure 7-7 - SchoolEventCalendarDetail Screen


• To add an event, click Add Wizard. The SchoolEventCalendarDetailAdd screen opens.

Figure 7-8 - SchoolEventCalendarDetailAdd Screen

• To edit an event, click the link in the calendar. The SchoolEventCalendarDetail screen displays.

• To delete an event, click the link in the calendar. On the SchoolEventCalendarDetail screen, select the check box in the X column and click Save. No further action required.




• (Optional) Type - Select either Announcement, Event, or Important Announcement.

• Event Date

• (Optional ) Event Time

• Short Title – Name that displays in the calendar. The details display when the user clicks the Short Title.

• (Optional) Short Description

• (Optional) Long Description – Displays when the parent or student clicks the link to the event.

• (Optional) Tracks - To make the event track-specific, check the tracks that apply.

4. Click Save.

Event List Tab 1. Navigate to Synergy SIS > System > ParentVUE > School Event Calendar screen.

The School Event Calendar displays in Calendar view.

2. Click the Event List tab. A list of all school-level events sorted by date displays.

Figure 7-9 - School Event Calendar Screen Event List Tab


• To add an event, click Add Wizard. The SchoolEventCalendarDetailAdd screen opens.

Figure 7-10 - SchoolEventCalendarDetailAdd Screen



• To edit an event, click Show Detail.

Figure 7-11 - School Event Calendar Screen Event List Tab Detail View

• To delete an event, select the check box in the X column and click Save. No further action is required.


• Event Date

• Short Title – Name that displays in the calendar. The details display when the user clicks the Short Title.

• (Optional) Type - Select may be selected either Announcement, Event, or Important Announcement.

• (Optional ) Event Time

• (Optional) Short Description – Displays on the Home page in addition to the Short Title.

• (Optional) Long Description – Displays when the parent or student clicks the link to the event.

• (Optional) Tracks - To make the event track-specific, check the tracks that apply.

5. Click Save.



Appendix Sample Messages In the ParentVUE and StudentVUE web portal, there are many locations where a customized message may be entered for display on the web portal. Samples are provided for your use.

Message Area

Sample

Parent Activation Key Letter

Welcome to ParentVUE!

ParentVUE is a wonderful tool to monitor your child's education. It provides you with the latest information about your child's attendance and grades.

To logon to the web portal for the first time:

1. Enter the web portal name listed below into the browser. We support either Internet Explorer or Firefox as a browser.

2. On the ParentVUE and StudentVUE Access page, click the I am a parent link.

3. On the ParentVUE Account Access page, click the I have an activation key and need to create my account link.

4. Click I Accept to the Privacy Statement.

5. Enter the First Name, Last Name, and Activation Key exactly as it displays below and click Continue to Step 3.

6. Enter your username, password, and primary email address.

• The password must have a minimum of 6 characters, and can consist of numbers and letters.

• The email address will be used to recover your password if you lose it.

7. Click Complete Account Activation to finish setting up the account.

We hope you enjoy this new tool! Please let us know if you have any questions by contacting us at 888-555-1212.

Sincerely,

Edupoint School District



Message Area

Sample

Student Activation Key Letter

Welcome to StudentVUE!

StudentVUE is a wonderful tool to monitor the progress of your education. It provides you with the latest information about your attendance and grades as well as shows the upcoming school and district deadlines and events. You can also find information about conferences, disciplinary incidents, visits to the nurse and progress towards graduation.

To logon to the web portal for the first time:

1. Enter the web portal name listed below into the browser. We support either Internet Explorer or Firefox as a browser.

2. On the ParentVUE and StudentVUE Access page, click the I am a student link.

3. On the ParentVUE Account Access page, click the I have an activation key and need to create my account link.

4. Click I Accept to the Privacy Statement.

5. Enter the First Name, Last Name, and Activation Key exactly as it displays below and click Continue to Step 3.

6. Enter your username, password, and primary email address.

• The password must have a minimum of 6 characters, and can consist of numbers and letters.

• The email address will be used to recover your password if you lose it.

7. Click Complete Account Activation to finish setting up the account.

We hope you enjoy this new tool! Please let us know if you have any questions by contacting us at 888-555-1212.

Sincerely,


Contact page To request any changes to the data found on this site, please contact our registration department by email at [email protected]. For a list of all staff contact information at our district, please visit our web portal at http://www.school.org/contacts.html.

Privacy page We take the privacy seriously and we have implemented numerous physical and technological safeguards to protect all parent and student data. If you suspect the privacy has been violated, please contact us immediately at (888) 555-1212.

To help us protect the information, please do not share your username and password with anyone!

Help Message For assistance with this web portal, please look at the user guide found at http://www.ourschool.org/manual.html. If you cannot find what you are looking for, you may contact our Technical Support department at (888) 555-1212 or via email at [email protected].


http://www.school.org/contacts.html.

http://www.ourschool.org/manual.html




Message Area

Sample

Forgot Password email

Subject: ParentVUE and StudentVUE Password

Message: Dear FULL_NAME,

We received a request for the password associated with this email address. If you did not request to have the password reset, please contact our district office at (888) 555-1212.

The username for this account is: USER_ID

The password for this account is: PASSWORD

Thank you for using the ParentVUE and StudentVUE web portal. We hope it helps you monitor the student's progress. If you ever have any questions or suggestions for improvement, please do not hesitate to contact us.

Sincerely,


District/School Course Request Greeting

Thank you for using our online course request system. Course requests are now being accepted for the Fall semester. The last date to make a request is September 1. Requests are processed on a first-come, first-serve basis and the final schedule will be distributed on September 3.

To finalize the selection, do not forget to lock in the requests!

District/School Course Request Search Page Message

To make a course request, search for a class below. To help narrow the search, filter classes by school, type of class (Core, Elective, and Non-Core), keywords, etc.

You may only select courses. You may select up to 6 courses.

The final section assignment is determined by the guidance office.



Sample Email Messages in HTML Sample messages that can be used for the various notifications are listed below. Save them to a text file and then upload them as an HTML file.

Content Key Subject Message

MainBulk Daily Communication from @SCHOOLDISTRICT@

<p><style type="text/css">.{font-family: arial}</style></p>

<div>

<div style="background-color: #add8e6">

Daily email from @SCHOOLDISTRICT@ PXP about your student(s):</div>

!!REPEAT_BEGIN!! !!REPEAT_END!! <br />

<br />

Thank you for participating in the success of your student(s)!</div>

MainImmediate ParentVUE Notification <p><style type="text/css">.{font-family: arial}</style></p>

<div>

<div style="background-color: #add8e6">

Notification from @SCHOOLDISTRICT@ about your student(s):</div>

!!REPEAT_BEGIN!! !!REPEAT_END!! <br />

Thank you for participating in the success of your student(s).</div>

Daily Daily Absence Notification

<p><style type="text/css">.{font-family: arial}</style> !!BEGIN!!</p>

<hr />

<p>@STUDENTNAME@ was @ABS@ today at @SCHOOL@. !!END!!</p>




Period Period Absence Notification


<hr />

<p>@STUDENTNAME@ had the following attendance today at @SCHOOL@:</p>

<table width="300"><tbody>

<tr class="tblhead">

<td>Period</td><td>Attendance</td>

</tr>

!!REPEAT_BEGIN!!

<tr>

<td>@PERIOD@</td><td>@ABS@</td>

</tr>

!!REPEAT_END!!

</tbody></table><p>!!END!!</p>

TwiceDaily Daily Absence Notification

<p><style type="text/css">.{font-family: arial}</style> !!BEGIN!! @STUDENTNAME@ had the following attendance today at @SCHOOL@:</p>

<table border="1" cellpadding="0" cellspacing="0" width="300"><tbody>


<td>Morning</td><td>Afternoon</td>

</tr>

<tr>

<td>@ABS1@</td><td>@ABS2@</td>

</tr>





ClassChanges Class Changes <p><style type="text/css">.{font-family: arial}</style> !!BEGIN!!</p>

<hr />

<p>@STUDENTNAME@ had class changes today. Here are the details:</p>

<table width="300"><tbody>


<td>Add/Drop</td>

<td>School</td>

<td>Period</td>

<td>Course</td>

<td>Teacher</td>

<td>Room</td>

<td>Term</td>

</tr>

!!REPEAT_BEGIN!!

<tr>

<td>@ADDDROP@</td>

<td>@SCHOOL@</td>

<td>@PERIOD@</td>

<td>@COURSEIDANDTITLE@</td>

<td>@TEACHER@</td>

<td>@ROOM@</td>

<td>@TERM@</td>

</tr>

!!REPEAT_END!





Discipline Discipline Incident Notification


<hr />

<p>@STUDENTNAME@ had a discipline incident today at @SCHOOL@. Here are the details:</p>

<table>

!!REPEAT_BEGIN!!

<tbody>

<tr>

<td>Time Occurred: @TIMEOFEVENT@<br />

Referred by: @REFERREDBY@<br />

Description: @DESCRIPTION@</td>

</tr>

!!REPEAT_END!!

</tbody>

</table>

<p>!!END!!</p>

GradingReport Period

Notification of Grades <p><style type="text/css">.{font-family: arial}</style> !!BEGIN!!</p>

<hr />

<p>@STUDENTNAME@ has a grading period, @REPORTPERIOD@, ending soon at @SCHOOL@. Check ParentVUE for current grades! !!END!!</p>




Health Notification of Nurse’s Visit


<hr />

<p>@STUDENTNAME@ was visited the nurses office today at @SCHOOL@. Here are the details:</p>

<table>

!!REPEAT_BEGIN!!

<tbody>

<tr>

<td>Time visited: @TIMEIN@ - @TIMEOUT@ <br />

Referred by: @REFERREDBY@<br />

Description: @DESCRIPTION@</td>

</tr>

!!REPEAT_END!!

</tbody>

</table>

<p>!!END!!</p>



Email Variables Use the following variables within email subjects or messages to be filled in with data from Synergy SIS.

Variable Description

@SCHOOLDISTRICT@ The name of the district

@STUDENTNAME@ The student’s first and last name

@SCHOOL@ The name of the school where the student attends

@ABS@ The absence reason for either daily or period attendance absences

@PERIOD@ The period number

@ABS1@, @ABS2@ The absence reasons for AM and PM attendance

@ADDDROP@ Either Add or Drop for the section

@COURSEIDANDTITLE@ The course ID and course title

@TEACHER@ The teacher’s name of the section

@ROOM@ The room name of the section

@TERM@ The term name in which the section is taught

@TIMEOFEVENT@ The time of a discipline incident

@REFERREDBY@ The staff who referred the student, either for a discipline incident or a nurse’s visit

@DESCRIPTION@ A description of either a discipline incident or a nurse’s visit

@REPORTPERIOD@ The grading period

@TIMEIN@, @TIMEOUT@ The time in and time out for a nurse’s visit