Managing students and parents request

1. The administrator will see students and their associated parents on the Schoolyear > Students page

2. To add a new user, click on “Create an account” on the eKool homepage. Choose the authentication method, the steps for adding a user will vary slightly depending on the authentication tool you choose.

3. Enter your name, personal identification code, date of birth, gender. In the next step, enter the contact information, address. In the final step, username, and password.

4. An e-mail will be sent to the address selected as the username with a link that must be pressed within 24 hours. Clicking on the link will activate the user and send a new email about it.

5. The student logs in with his/her new eKool user. At first, there are no roles and no access to his/her learning information. For help, click on the question mark icon in the header of the page, and to change your user profile information by selecting the gear icon.

6. Press the + sign in the left-hand column to ask your school for access to your data. The school search page will open. Enter your school name or part of it.

7. The student selects the action “I am a student, I want access to my data”. All fields are pre-populated with profile data and cannot be edited.

8. In order to send an application, you must agree to the sharing of data with the school and send the application.

9. The parent adds the user in the same way as the student. Enters data, validates the received link. Logs to eKool.

10. Press the + sign in the left column of the page to ask your school for access to your child’s data. The school search page will open and enter your school name or part of it.

11. The parent selects the action “For parents, access to my child’s school information“. Information about your child must be entered, the parent’s own fields are pre-filled with profile information and cannot be changed.

12. In order to send an application, you must agree to the sharing of data with the school and send the application.

13. The school administrator will see the Requests menu on the school page and the number of applications is marked there. Clicking the menu will open the Requests window.

14. Each application will show whether it is a pupil’s or a parent’s application, as well as whether a student with the appropriate personal identification code has been found in the school’s student list and what his or her name is.

15. Open the application, check the details. In the case of a student, you can choose the form of writing the name in the eKool (school documents). Confirm the application.

16. If a student is not found on the school list, the application cannot be approved.

17. The New Relationships can be found on the Schoolyear page, on the Student Card.

New academic year – Transferring and adding journals

Creating journals for classes and teachers in the new school year is a great job. Several ways have been added to simplify this process. When starting a new school, journals must be defined one by one in the first year.

1. teachers lock their journals (this journal can no longer be edited or supplemented). If teachers do not lock journals, this can be done by admin: by individual journals or groups, using journal filtering by a teacher, subject, class, or even all unlocked journals at once.

2. Once a new school year has been added, locked journals can be cloned into the new school year. Click on the Menu in the Journals page and choose “Clone journals for the new school year”, the name of the next school year will be displayed.

3. Cloning transfers the name of the journal, its relation to the subject course, the other definitions of the journal, and the tags that define the study group. The teacher’s relationship with the journal will not be carried over to the new academic year. Cloning can take a few minutes. Each journal can be cloned once; thus, cloning can be repeated as many times as needed without duplicate journals being added to the new school year.

4. The new academic year’s journals have the students who participate if they have already been transferred to the new school year. Students are identified by the class and parallel labels as well as by school-defined labels.

5. If there are no pupils in the journal, they may not have been transferred yet or this may be a new journal. If students were picked in the journal last year (added by choices made by the teacher or administrator), they will not be carried over to the new year. In this case, the student selection must be updated either by picking again or by using school tags (class, parallel, child’s gender, or tag added to the school).

6. Add students to the journal by selecting or picking through labels. You can add multiple label options.

7. The journal that was cloned but not needed in the new year, can be deleted. For example, this subject is no longer taught.

8. The journal can be copied – either for a parallel class or students can be divided into groups in the new school year. When copying, you are asked what information is added to the copy of the journal.

9. Initially, the names of the cloned journals are preceded by yellow marks, meaning that the teacher is unlinked to the journal. To add a teacher, press Edit in the journal header, open the journal definition and assign a teacher. The selected teacher will get the role of the teacher in the new year.

10. To add a new journal, press the + sign above the journal list and select the related subject card; enter the name of the journal, make choices that define the diary (individual study, hobby); choose a teacher. Save the journal definition.

11. Add students to the new journal, either using tags or picking.

12. Change student relationship by changing tags when problems occur. Open Resources, open the Groups page. Select a tag, you see its connected students list. Students, who left school, have been removed from tags.

13. Select “+ Add Members”, select the academic year and class and students, and confirm the selection. Students will be assigned a membership tag of their choice and can be selected in the journal.

14. Study groups are often formed by gender of students. In Estonia, this identifier is found on the basis of a personal identification code. The gender-related tag can be used like other tags for selecting students in the journal.

New academic year, managing staff and administrators

1.    On the school page, click on the “Resources” icon and a new window will be opened.
    2.    Under the “Staff” tab and “Invitation” menu, you need to look for the user under “Staff Invitations” or use the (plus) for inviting the staff.
    3.    Insert the teacher’s username (usually email) and invite them to be staff in the school. If such user is found from eKool database, you will see his/her name on screen and username, where the invitation was sent.
    4.    The request is sent to the user and he/she must accept it.He/she needs to login eKool, open Requests window and accept the invitation.
    5.    If a former teacher has no user in eKool yet, he/she should go throughout the user creation process. He/she will get an e-mail with the invitation link. After opening it, the teacher has to add personal and user account data.
    6.    You can always come back here and see if they have accepted the request or is it still pending or they have denied.
    7.    Selecting a person from the staff list you can manage their roles: Add Form master role or Management role etc. For Form-Master role you should additionally choose class and parallel identification.
    8.    Teacher’s role will be added after he/she is connected with the first journal as a teacher. Teacher gives a new role every school-year.
    9.    To delete user from staff open his/her card and click “Remove from staff” link.
    10.    To invite a new Administrator to school the person already has to have username and credentials in the system.
    11.    Under the “Staff” tab and “Invitation” menu, you need to look for the user under “Invite Administrator” or use the (plus) for inviting new Administrator.
    12.    Insert the new Administrator First- or Lastname (not username/email) click “Search” or Enter and the list for matching results are displayed.
    13.    To send the invite you need to check the box and invite message box is displayed. Fill in the invite message and click “Save”. Now the invite is sent to the new Administrator.
    14.    The user must accept the request first and only after then they get the Administrator rights.New Administrator must do the following steps after they are invited to be an Administrator for a school:
    1.    Invites to be an Administrator will we available behind the “Request” icon. When there is a new request, the icon should have a red envelope.
    2.    Click on the “Request” icon and a new screen will be opened, there you will see the new request information.
    3.    You need to “Accept” the request to become an Administrator and after that, you can start doing Administrator tasks.
    4.    Or you can “Deny” the request.
    5.    When you close the screen from the (error), then the Invite will remain pending and you can come back here and Accept or Deny it later.

New academic year, student administration

In the run-up to the new school year, students who are graduating or leaving school must be removed from students list, classes should be transferred to the new school year, new students should be added to the list of schools and, if necessary, changed enrollment to classes.

1. Enter the graduation decision for the final grades. Be sure to check in which academic year you are operating. Open Schoolyear page, choose class, select students, select Resolution, and select type of decision – “Finish school”. The decision number, date and explanatory text can be entered. This information will appear in the Record Book.
2. Designate drop-out students who will not continue their education in this school. On the Schoolyear page, select the class, add a checkmark to the names of those who leave, choose Resolution, choose “Expel from school”. The decision number, date and explanatory text can be entered. The activity must be repeated for all classes where the students have left.
3. Select students who will be in the same class next year (repeating class). Select students (separate from each class). select Resolution and the type is “Repeat class”. Students will be enrolled in the next academic year in the same class number.
4. Carryover to the new academic year those students who continue in the next academic year in the next grade. Select them on the Schoolyear page, select Resolution, and type “Transfer to next Year“. The transfer decision should be entered if the class leader has not already made it. All fields may be left blank.
5. Add new students to your school using Student Import. There is a separate video guide on this. If class numbers are included in the import file, additional new students can be enrolled at one time, per curriculum.
6. Add new students to the school by entering them individually. There is a separate video guide on this.
7. If in the new year the students’ membership in the parallels has changed, changes can be made. Select Students, select Resolution and choose type “Change Current Year”. This allows you to divide classes into parallel (by adding a parallel identifier) ​​as well as transfer students from one class to another.

Adding a new academic year and terms

1. Add a new academic year: Schoolyear > Menu> Add new. Start and end dates must be entered for the academic year. Overlapping academic years are not allowed. It is not good to leave a gap between school years, and their beginning and end should be one after the other.
2. Add terms to the academic year. Enter a name, start and end time. It is also not good to leave timeouts between terms.
3. Save the school year. You can now navigate through the years by selecting from the list on the page header.
4. The required year must be selected for changing the academic year; select Menu and select “Edit”. The changes will take effect immediately.
5. By default, the current academic year is always selected.

Add students to the school’s student list

Adding students to the school’s student list is a very important task. Required fields are the student’s first name; surname and personal identification code and country of issue. The ID code must be unique, two students with the same ID cannot have an active role in the school. If there is a unique national code, it should be preferred to use it. In the absence of such a code, the school should develop a system of numbering its students. When importing data, the country of issue of the personal identification code will be the country shown in the school’s data.

Adding students one by one
1. Open the sheet Schoolyear, find the year, curriculum and class required
2. Press + at the top of the page
3. Enter the student’s name and ID. You can add his address and other contact information.
4. Enter the school enrollment date. If there is one, you can enter the information about the school admission decision
5. Save the student information.

If there is no student with such a personal code in the school, the student will be added to the list immediately. If the student is already studying or has ever been to the school (with the same personal identification code), you will receive a message and a link to open needed student card.
1. Press the name to open the card
2. You see the completed role there, either in the same or a previous school year
3. Click “Add Role”. Select that a new role is a student; select the curriculum and class. The student is assigned a new role in the curriculum class of the current academic year.

Importing student data

Adding students to the school’s student list is a very important task. Required fields are the student’s first name; surname and personal identification code and country of issue. The ID code must be unique, two students with the same ID cannot have an active role in a school. If there is a unique national code, it should be preferred to use it. In the absence of such a code, the school should develop a system of numbering its students. When importing data, the country of issue of the personal identification code will be the country shown in the school’s data.

Importing students into the school

1. Create a table with the names, IDs, and other details of the students you want to import. The first row of this table must contain fixed field names.

Required fields are: idCode (Student ID); name1 (first name); name2 (last name).

Optional fields to add: class (class number); parallelId (parallel identifier); gender (M, F allowed); street (street and house address): city, email (student e-mail address); county; postalIndex (zip code); studentNumber (student number); phoneArea (area code) phone (phone number)

An example of importing students is done in the OpenOffice table:

2. Download the OpenOffice Filter Package for OpenOffice XML export from the eKool page. The package name is “Ekool import.jar”

3. Open table, what contains student data; open the “XML Filter Settings” option from the OO Tools menu. Click on “Open package” to find the downloaded file. Click Open. New rules were added to the existing ones.

Steps 2 and 3 need to be done only once, before the first student data import. From now on, the rules are saved for OpenOffice and you do not need to add them again.

4. Click File> Export> select the appropriate storage location and the rule “eKool Import (.xml)”. Save the XML file

5. the XML file could be opened with an XML editor or a simple word processor, in the end, it might have blank lines that interfere with the import, delete them.

The data is now ready for import:

  1. Open eKool. press + on the Schoolyear page.
  2. Select a file, select a date to start studying
  3. Transfer the data to eKool.
  4. You will receive a message about successful imports and a list of students who were either repetitive (the student with this ID code was already on the school list) or who had an error in their data.
  5. If a student is in the wrong class, they should be tagged and with Decision> Change Current year > move them to the right class.

Curriculum

Curriculum determines the configuration of how subjects and grades are managed. Each student belongs to his/her curriculum and learns subjects and courses from that curriculum.

  1. Curricula is the last menu item on the school page. There you can see school curricula, some of them could be archived. Archived curriculum is possible to activate again. Each curriculum contains subjects and courses.
  2. To add a new curriculum, you should choose “New” from “Menu”. Add the curriculum name and a short description. Curriculum subjects can be divided into courses or study terms:
    If subjects are divided into courses, each course gets course grade in the end and annual grades are not allowed. It is possible to add a final grade for each subject based on all course grades
    If the subject is divided into terms, it is possible to add term grades and annual grade based on terms grades.
  3. Each curriculum is taught in certain forms, these have to mark. Is possible, that in the same form students have different curricula.
  4. In Estonia, it is possible to connect the curriculum with the State Curriculum. It could be useful to organize data export to state registers.
  5. Subjects which can use in curricula, have to be defined in Classificatory at first. Open Classificatory window, open menu item Subjects, add new subjects. Click link “Reorder” to change subjects order. This order is in use for sorting in Reports.
  6. Add subjects to Curriculum – click on “Add new subject” link; insert subject’s name, add a connection with a subjects list item, add a connection with State Curriculum subject. If there is a need to add graduation grade for that subject, is possible to set, who from teachers has right to add it and what graduation schema will be in use.
  7. Add subject cards. They could contain settings about one school-year or about one course. The main part is to determine graduation possibilities: what types of grades is possible to use in journals what base on that subject card and which grade schema is in use for each grade type. Grade types are: lesson grade; test grade; exam grade; term grade; annual grade; course grade; OtherAggrGrade (additional type for grades).
  8. Set teacher, who is responsible for that card. A teacher has the possibility to change this particular subject card.
  9. Overview about school curricula and settings is presented in Reports. Open Reports, open Curricula and report about subjects and subject cards by classes.
  10. To add a new journal administrator should open Schoolyear window and select tab “Journals”. + sign opens a form to add a new journal. Here administrator selects curriculum and subject card, which gives grading rules for this journal and sets curriculum connection for grades given in this journal. Add journal name and select a teacher. Las step is to select students who will learn this subject course with this teacher.
  11. If a teacher adds his/her own journal, he/she should select a curriculum and subject card too and insert journal name. Students are selected to the journal by picking them.
  12. If a teacher is responsible for the subject card, he/she see link “Edit” when opens the Curriculum section on the school’s page. Clicking that link opens subject card and teacher can change it.

Absences (headmaster)

Headmasters have to have a quick overview of everything that happens in school to make the right decisions. This tutorial shows headmaster’s possibilities to get information about absences and possibilities to handle problems before they become insurmountable.

  1. The main tool for absences is Absence journal. It is possible to find in All Journals section on the school’s page. The number on the journal’s icon shows unhandled absence notes from parents and gives an overview of form-master work with them.
  2. After opening journal headmaster sees yellow mark behind student’s name with a number of unhandled notes for that student. Absences are displayed by day and lesson number. Each column represents a lesson per day. Absences with reason are green and absences without reason in red. Unhandled absences are marked with “?”.
  3. Click on the child’s name opens detail view. Headmaster ha no rights to add reasons.
  4. Absences reports could be opened in Reports window. Headmaster should open sub-folder Absences. All reports can be filtered by terms or collect for the whole school year. Absences reports show only data for current study year.
    • Attendance call list gives overview daily absences with student and parents contact information. It gives a possibility to call home to explain, why the child is absent. Headmaster sees all students, who are absent.
    • Attendance report gives students absences number by class total and collects a number of absences with and without reason. Click on class number or selection from filter gives absences by students.
    • Attendance Type report gives an overview of absences by types (for example: how many absences were because the student was ill). Absence reasons classificatory is determined by each school accordant school rules. Click on class number or selection from filter gives absences by students.
    • Dropout Students report gives warning about students, who have been absent without reason more lessons than school rules allow. To get this report about all students, headmaster have to order it. It usually takes a few seconds to collect data. If the report is ready, the headmaster will get an e-mail about it. In the report is shown student name, class, lessons of absence without reason, number of held lessons, % of absences. All ordered reports st
  5. Headmaster can open Discipline list. It gives an overview about students, who have been absent without reason over school set the border at least during one-quarter of the school year (September-October; November-December; January-March; April-June). For every student, headmaster can see connected social worker’s name.
  6. A Student’s Card can be opened from the Gallery on the school’s page. Here form-master and headmaster see the same information as home in a newsfeed. It is possible to open Homeworks window, have a look to Record Book, view information about Interviews and open Grades Analytics.
  7. An important part of Student Card is a student’s profile. On the first page is displayed student’s personal and contact information. For each student form-master or headmaster can add a connection with the social worker as a related person. Person, who get rights to see student’s information same way as form-master sees has to be a staff member and have a social worker’s role. Parents get notification about the set connected to the newsfeed.
  8. Headmaster, Form-master and social worker can add notes to a student’s card. These notes are seen over the years and collect so important information about student’s development and problems. If adding a note, it is possible to choose, what kind of discipline action it is an additional explanation. A note is by default accessible for school and for home, but it can be draft – accessible only for users with school roles. Parents get notification about a new note to the newsfeed.
  9. Headmaster, Form-master and social worker can add documents to a student’s card. These documents are seen over years and collect so important information about student’s development and problems. A document is by default accessible for school and for home, but it can be draft – accessible only for users with school roles. Parents get notification about a new document to the newsfeed.
  10. A parent gets information about all newly related persons, added notes and documents to his/her news feed. There is a link to move to student’s card and open documents or read notes.

Absences and reports for Form-master

Form-masters work with absences in school. This tutorial shows form-master possibilities to handle absences.

  1. The main tool for absences is Absence journal. It is possible to find in My Classes section on the school’s page. The number on the journal’s icon shows unhandled absence notes from parents.
  2. After opening journal Form-master sees yellow mark behind student’s name with a number of unhandled notes for that student. Absences are displayed by day and lesson number. Each column represents a lesson per day. Absences with reason are green and absences without reason in red. Unhandled absences are marked with “?”.
  3. Click on the child’s name opens detail view, where Form-master can confirm absence note or discard it. While Form-master chooses to discard note, he/she can add an explanation.
  4. It is possible to add absence reason without parent note, form-master should click on link “+Add absence reason”. If absence reason engages more absences than one lesson, all lessons what are inside its time range will get the same reason.
  5. Another possibility to add absence reason is on the Classes page. Open class daily activities page and open Absences tab. Here is a possibility to add a reason.
  6. Absences reports could be opened in Reports window. Form-master should open sub-folder Absences.
    • Attendance report gives students absences overview and collects a number of absences with and without reason.
    • Attendance Type report gives an overview of absences by types (for example: how many absences were because the student was ill). Absence reasons classificatory is determined by each school accordant school rules.
    • Dropout Students report gives warning about students, who have been absent without reason more than school rules allow.
  7. All reports can be filtered by terms or collect for the whole school year.
  8. Lateness in marked with yellow in Absence Journal. It is possible to add reason to lateness too.

Managing Absence notes

  1. Parent finds a button to send information about his/her child’s absence reason to school on his/her page and also from a child’s page. The absence note is not accessible to children.
  2. The parent selects child and fills the absence’s start and end day. He/she inserts text about the reason for absence and send a note to school. It is possible to send multiple notes about the same absence.
  3. Form-master sees a number of unconfirmed notes if he/she opens My classes filter on the school’s page. Form-master opens class Absences Journal and sees yellow marks next to these children names, who have unconfirmed notes. Click on the child’s name opens detail view, where Form-master can confirm absence note or discard it. While Form-master chooses to discard note, he/she can add an explanation.
  4. When parent logs in eKool again, he/she can see in feed Form-master’s action with absence note – was it accepted or discarded, what were explanations.
  5. Full overview about sent notes and absences parent can open full view clicking in “show all” link in Quick References. A new window is opened and their parent can find all absences and notices over a school year.

Reports about teachers’ work

Reports give an overview of information in eKool and help teacher and school management to do the right decisions. A teacher has four different reports about his/her works, the same reports are open to school management.

  1. Open the school page and select Reports. Short introduction page will be displayed, open group Teachers.
  2. Click on report name – Workload. Here you find monthly inserted and substituted lessons and have the possibility to order yearly summary about your lessons. These HTML files are saved to eKool and teacher or school management can open them about past years too.
  3. Lessons descriptions report gives at first list of teacher’s journals and calculates, how many lessons, assignments, and homework are added in each of them. Click on journal name opens a list of lesson descriptions, on the top is dashboard information: how many homework and assignments are in that journal and how quickly teacher inserts lessons – same day or some days earlier or later. The same report is possible to open about previous study years.
  4. If the teacher finishes his/her work with journals (for example course or study year is ended and all grades are final in journal), he/she can lock the journal. It is still in journals list, a teacher can open it, but adding lessons or change of grades is not possible. Report about Locked journals gives an overview of this process.
  5. Study year, which is ended could be archived by a school administrator. If this is done, the teacher can open his/her old journals opening Archive section and selecting Old journals. It is possible to search a journal by the teacher, subject, journal name. Each journal has saved in three HTML file: grid, lesson descriptions, homework.
  6. Journals from these study years, what are not archived yet, could be opened on school main page, opening Curricula section. A teacher has to select curricula and subject. For each subject, there are subject cards (study courses) and displays journals, which are connected with that subject card. It is possible to open these journals by clicking on them.