This page describes the usage of Silent Dismissal for entities that provide extended care for students that are arriving from multiple schools.
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 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.
These steps are only required during initial system set up. Subsequent records are generally added individually using Menu: Accounts / New. Read here about creating accounts.
To bulk load the staff accounts, create the data in a spreadsheet using this format.
The bulk load operation is located at Menu: Accounts / Bulk Load
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.
During initial set up, it is most convenient to add student records in bulk. Adding Students
Follow the format guidelines for the bulk Load student spreadsheet
To load the completed spreadsheet go Menu: Students / Bulk Load.
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.
Menu: Groups / Extended Care::Extended Care
Click on Group Name
Click in third check box (All) for appropriate students
To aid in checking in students it is desirable to create separate Extended Care groups that represent each bulk arrival of students.
For example, a school bus may arrive from a single school with multiple students or a public bus may arrive with students from several schools. For this configuration item, two different groups are suggested, one for each arrival vehicle rather than one for each originating school.
Perform this operation as an administrator by navigating on the top menu to Groups / New.
On the New Group page, enter the information as follow:
Click the Save button
Repeat these steps to create extended care groups for each separate arrival group.
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”.
Each student must be assigned to an Origin Group facilitate easy check in for the student.
Origin group assignment may be performed by editing either the student record or origin group 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.
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.
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
The underlying code on the “Check Out” page will automatically “dismiss” the students so that they may be checked into extended care.
Sign in as Extended Care Administrator
Menu: Check In
Select arriving group by name in top right
Click Check In for arriving students; click Clear for students not present (optional)