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--- extended:extended_care_only_providers [2016/11/18 14:12] – [Add Students to Extended Care Group] gregor
+++ extended:extended_care_only_providers [2024/03/01 18:39] (current) – external edit 127.0.0.1
@@ Line 1: / Line 1: @@
 ====== Extended Care Only Providers ======
 This page describes the usage of Silent Dismissal for entities that provide extended care for students that are arriving from multiple schools.
+===== Create Staff Accounts =====
+This task is performed by a Local Administrator
+Multiple staff accounts of different types will be required to manage the system information. Some of these accounts are [[admin:creating_accounts|regular Silent Dismissal accounts]] not directly required for extended care tracking but required for information management. Descriptions of these accounts with regard to extended care tracking are listed here.
+  - Local Administrator - at least two users should have this account type. This is used to reset passwords and add accounts, students and groups.
+  - Classroom - at least one classroom account is required. Classroom accounts are for regular Silent Dismissal in general. In this context they are used only to restrict management of the student records. Local Administrators can administer all student accounts, but it may make sense to divide the management of students among different staff members using some logical student attribute such as originating school, grade level, or by range of last name. This concept may not be altogether clear at this point and can be changed later if required, but suffice it to say that in most instances it will be helpful to distribute the management of students so create as many separate classroom accounts as is required to allocate this responsibility.
+  - Aftercare - these accounts are used for checking student into and out of care. In most instances all on site staff will have an account of this type in addition to having either an administrator account or a possibly a classroom account
+  - Aftercare Kiosk - this account type is used to sign in a kiosk that may be used by parents when picking up students from the site. The number of these accounts generally corresponds to the number of different entrances at the site or may include multiple kiosks at the main entrance. Kiosks are generally signed into touchscreen type devices such as iPads or Android tablets.
+==== Bulk Load ====
+These steps are only required during initial system set up. Subsequent records are generally added individually using Menu: Accounts / New. [[admin:Creating Accounts|Read here about creating accounts]].
+To bulk load the staff accounts, create the data in a spreadsheet using this [[admin:spreadsheet_file_format|format]].
+The bulk load operation is located at Menu: Accounts / Bulk Load
+===== Classroom Account References =====
+Once the staff accounts are created, it is necessary to obtain the reference codes for the classroom accounts to create student records. The reference code list is located at Menu: Reports / Data Review::Staff Reference. This information will be included on the student bulk load spreadsheet.
+===== Create Student Records =====
+During initial set up, it is most convenient to add student records in bulk. [[admin:student_records|Adding Students]]
+Follow the format guidelines for the [[admin:spreadsheet_file_format#students|bulk Load student spreadsheet]]
+To load the completed spreadsheet go Menu: Students / Bulk Load.
+===== Designating Students as Extended Care Members =====
+For most Silent Dismissal clients, extended care tracking only applies to a subset of the entire student body. When using Silent Dismissal exclusively for extended care tracking each student must be designated as being tracked for extended care.
+Go to Menu: Extended Care / Students
+Click check box at top
+Scroll to bottom then click **Add** Selected Students to After Care
+In the future when adding students individually, the student may be designated as an extended care participant at the time the student record is created.
+===== Add Students to Extended Care Group =====
+Menu: Groups / Extended Care::Extended Care
+Click on Group Name
+Click in third check box (All) for appropriate students
 ===== Creating Origin Groups =====
 To aid in checking in students it is desirable to create separate Extended Care groups that represent each bulk arrival of students.
@@ Line 12: / Line 66: @@
   - **Group Name**: provide a name that allows staff to easily identify the group of students such as //Wild Oak Elementary// or //City Bus 913//
   - **Text Color**: leave as black
-  - **Location**:
+  - **Location**: leave as //-- No Default Location --//
-===== Create Student Records =====
+  - **Daily Cost**: set the non discounted daily price for daily services; discounts are applied to the individual student records
-Bulk Load
+  - **Late Time**: time of the day after which parents are charged an additional fee (per minute) for late pick up
+  - **Rate**: amount charged per minute for students not picked up by the //Late Time//
+  - **Automatically Post**: set the automatically post time for all days of the week to a time prior to students arriving. An appropriate time for this value for all days is 4:00 AM (04:00:00 for browsers that do not support formatted time input fields)
-Menu: Extended Care / Students
+Click the **Save** button
-Click check box at top
+Repeat these steps to create extended care groups for each separate arrival group.
-Scroll to bottom then click **Add** Selected Students to After Care
+If some students arrive on their own such as walking to the center then create a group for those students. If the number of students arriving in this manner is large, it may be desirable to create multiple walk in groups based upon an arbitrary student division such as last name, using group names like "Walk In A-J", "Walk In K-P", and "Walk In Q-Z".
-===== Add Students to Extended Care Group =====
+===== Assign Students to Origin Groups =====
-Menu: Groups / Extended Care::Extended Care
+Each student must be assigned to an Origin Group facilitate easy check in for the student.
-Click on Group Name
+Origin group assignment may be performed by editing either the student record or origin group record.
+==== Student Record ====
+Administrators may edit the student record by navigating to Menu: Students / List / <first letter of last name> / <last name> and classroom staff may edit student records by navigating to Menu: Students / Roster / <last name>
+In either instance, the student assignment to an extended care group may be performed by clicking the third check box in the O/W/A column to assign the student to the group for all days.
+==== Group Record ====
+Administrators may also assign multiple students to a single group by navigating to Menu: Groups / Extended Care::Extended Care / <group name>. This view displays all of the students. Assign a student to a group by by clicking the third check box in the O/W/A column to assign the student to the group for each day.
-Click in third check box (All) for appropriate students
 ===== Queue Student for Load =====
+For Silent Dismissal clients that both dismiss students from school and subsequently check the students into extended care, the process of summoning students to extended care is integrated into the overall process.
+For clients using Silent Dismissal exclusively for extended care tracking it is necessary to "dismiss" the students so that they can then be checked into extended care. Because each of the extended care origin groups was designated as having an automatic dismissal time, this procedure is relatively easy but must be performed each day prior to checking in the first student.
 Sign in as Extended Care Administrator
-Menu: Check Out to load all students into check in list
+Menu: Check Out
+The underlying code on the "Check Out" page will automatically "dismiss" the students so that they may be checked into extended care.
 ===== Check In Students =====