MyEducation BC Elementary training

Module #1
MYEDUCATION BC
ELEMENTARY TRAINING
GREATER VICTORIA SCHOOL DISTRICT 61
Contents:
URL’s
Log In and Change Password Procedure
Set User Preferences
Navigation: Change View and Select School
Navigation: Student Top Tab
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Menu Bar
Searching Records
Navigation: Student Side Tab
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Details
Contacts
Attendance
Transcript
Assessments
Academics
Schedule
Membership
Documents – IEP
Snapshots
Filter/Field Set/Snapshot and Query
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Snapshot
Query
Field Set
Quick Reports
Modify List
Enrollment
Enrolling a Student
View Edit and Modify Student Records
Changing Enrollment Status
Withdraw and Re-Enroll
Promote or Demote
Cross Enrollment
Enrollment Reports
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GVSD Training Website: http://myedgvsd.wikispaces.com/
MyEducation BC: https://www.myeducation.gov.bc.ca/aspen/logon.do
MyEducation BC: Training Website:
http://trn.myeducation.gov.bc.ca/aspen/logon.do
Log on and Change Password Procedure
1. Enter your Login ID (District email address)
2. Enter the default password
The password will immediately expire and you will be prompted to enter a new password.
1. Enter the default password (Current Password)
2. Enter your new password using the password requirements listed above
3. Enter the new password in again to confirm
4. Click OK
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After logging out, the next time you log in you will be prompted to set a security question.
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Choose the security question from the drop down window
Type in your answer
Re-type the answer to confirm
Click Submit
Set User Preferences
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Select Set Preferences
Click on the General Tab
Select your default view and school if applicable
Set your preferred number of records per page
Check Show Lower Page Controls
Select Warn on Save
Click on the Security Tab to reset security question or password
Navigation: Home Page (Control>+ to Zoom In or Control>- to Zoom out)
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Change View
Select School
Set Preferences
Log Off (Recommended)
Top Tab Introduction (Different based on View)
Change View & Select School If Applicable
1. Select Change View
2. Choose desired view (School, Staff, Student Services, Build) from the drop down menu
3. Select School if applicable
Navigation: Student Top Tab
1. Menu Bar (Most drop down menu items will change based on your location in the application)
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Options - Modify List/Add/Delete/Mass Update/Query/Snaphot/etc.
Reports
Help
Filter (options to limit or change information viewable from a list)
Field Set (Customizable views for user an school)
Sort Order (Clicking on column/field to reorder or for searching)
Quick Chart
Quick Letter
Quick Print (CSV export of all pages that contain a list)
Maximize/Minimize Window
2. Searching Records
a. Paginator (Customizes to selected column/field)
b. Control>F (Search any column by clicking on the top of the desired column first)
c. Selecting Groups of records (Options>Show Selected, # of Selected, Eraser Tool)
d. Hyperlinks to Specific Student Record
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Navigation: Student Side Tab
1. Details Side Tab
a. Breadcrumbs
b. Student Name and Alerts
c. Records Navigation Bar
d. Change to Options and Report Menu
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Demographics
Addresses
Alerts
Citizenship
Programs
Permissions
Language & Culture
2. Contacts Side Tab
a. Hyper Link to details
b. General and Address Sub Tabs – Check Boxes (Include on IEP)
c. Related Students
d. Any changes must be saved. A warning will be given if you leave the page.
3. Attendance Side Tab
a. Daily Attendance (View and Enter from School View for individual Student)
b. Daily Trends
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4. Transcript Side Tab
a. Details
b. Credit Summary
c. Grade Point Average
d. Programs of Study
e. Graduation Summary
5. Assessments Side Tab
a. FSA and Provincial Exams
6. Academics Side Tab
a. Details – List of Courses and current performance
b. Assignments – Due Dates, Scores, Feedback
c. Attendance
7. Schedule Side Tab
a. Details – List View and Matrix View
b. Workspace – Walk-In Scheduling – List View and Matrix View
c. Change History – A record of all users and the changes made.
d. Conflicts – Other available sections of current timetabled courses
e. Graduation Progress
8. Membership Side Tab
a. Enrollment History
b. Cross Enrolled Schools
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9. Documents Side Tab
a. IEPs
 Each tab represents the required details of the student’s IEP.
 Designations
10. Snapshots
a. List of snapshots that contains this student’s record
11. Filter/Field Set/Snapshot and Query
Snapshot: Video Demonstration
A snapshot is a static list. It always displays the same records unless it is manually edited. Only the
person who created the snapshot can add or remove students from it.
Create a Snapshot
A snapshot represents a static filter. Use a snapshot to take a picture of a group of records you will need
to access regularly or need to save. For example, assume you manage the Math Club and want to be
able to quickly access all of its members. You can individually select the students initially, and then
create a snap-shot of the group. Once you create a snapshot, the group of students in the snapshot
doesn’t change (although users can modify a snapshot manually).
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Note: Be sure to select the checkbox next to each record you want to include in your snapshot, then go to
Options>Show Selected.
Missing the Show Selected step is a common mistake.
Be sure to Save As Filter.
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Use the Filter to return to All Active Students.
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Use the new filters for the snapshots created.
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Return to the list of All Active Students (via the Filter).
Add a Student to the Snapshot:
Note: You are actually adding the snapshot to the student.
Select a student record > Snapshots side tab > Options > Add > Select Snapshot from the list > OK
Remove a Student from a Snapshot
Note: You are actually removing the Snapshot from the student.
Open the snapshot > Check the box in front of the student’s name > Snapshots side tab > Select the
snapshot to delete > Options > Delete
Remove the Snapshot from the Filter
Filter Icon > Manage Filters > Highlight Filter to Delete > Click Delete > Close
Delete a Snapshot
Options > Snapshots > Select Snapshot to delete > Click Delete > OK
Query
A query is a dynamic filter. A query performs a new search and displays current information each time
it is run. For example, the list of students assigned to a counselor may be different today than it was
yesterday because a new student enrolled and was assigned to the counselor.
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Create a Simple Query
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From any list page, such as the Student list, go to Options>Query
Click New to create a new query or Select…to open a saved query
Click the Tables drop down menu to select the table containing the field you want
to search on, such as Student.
In the Fields box, scroll and select the field you want to include such as Year of
Graduation.
Click the Operator drop-down menu to select an operator, such as Equals
Type the value you are searching for, such as 2026
Click Add to add the criteria to the Search criteria box.
Choose Search based on criteria
Click Save As, give the query a name, and select the Save as Filter checkbox.
Click Search
Use the filter icon to return to the list of All Active Students.
Use the filter icon to run the queries created.
Remove a Query from the Filter
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Click the filter icon
Select Manage Filters
Select query to remove
Click Delete
Close
Delete a Query
Options > Query > Click SELECT button (in the popup) > Select the Query > Click DELETE > Click
CANCEL to close the popup > Click CANCEL again in the remaining popup to close it.
Field Set
Field Set: Video Demonstration
Field sets enable the user to customize the columns that appear in a list.
Create a New Field Set
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Click the Field Set icon.
Select Manage Field Sets.
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Select New.
Name the Field Set.
Determine users who can see and use the new field set.
Select Available fields and Add them to the Selected Fields list.
Adjust the order of the selected fields by moving them up or down.
Save.
Make a Copy of a Field Set and Edit It
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Click the Field Set icon.
Select Manage Field Sets.
Highlight the field set you wish to edit.
Click Copy.
Name the new field set and complete the popup.
Save.
Select the name of the new field set from the remaining popup.
Click Edit.
Add and delete fields as necessary.
Adjust the order of selected fields up or down as necessary.
Save.
Manage Field Sets
 Set a default Field Set by moving it to the top of the list
 Show/Hide Field Sets
 Delete a Field Set
12. Quick Report
Use a Quick report to create a report using the information you are viewing on any list page.
The user can click on the Printer Icon to access quick report formats or go to Reports>Quick Report
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Go to the list page containing the data you want to report on
Select the records you want to include (Use a filter, query, snapshot or custom selection to limit
the number of records to include on the Quick Report)
Click on the Quick Print icon and choose the output format
A CSV file will download and open in Excel which allows the user to then sort and edit the
spreadsheet as desired.
Selecting Create Quick Report…will open the quick report wizard.
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Selecting Saved report will open a pick list of all saved Quick Reports>Choose the report and
click Finish
To create a new report select New report, click Next.
Choose the Report type from the drop down menu (The description will outline the
characteristics of each type) Click Next.
Add the desired fields from the Available fields column to the Selected fields column by
highlighting and clicking Add. Remove from the Selected fields by highlighting and clicking
Remove
Reorder the fields by clicking Up or Down
Click Next
Step 4 determines how the system sorts the overall report>Click Next
Step 5 determines totals for group reports and can provide maximum, minimum and total count
statistics for selected fields. Click Next
Step 6 provides choices for report formatting. Click Next
Step 7 determines field format options such as defining a custom width in number of characters.
Click Next
Step 8 allows the user to save the Quick report for future use by the User or for the School
Click Finish
Modify List
If you need to edit the same field for many records in a list it can be time consuming to select each
record, find the field in the details screen and edit it. Some fields can be edited much more quickly using
Modify List.
• Get the list you want to modify on the screen. This may involve the use of a manual selection, query,
filter or sort.
• Select Options – Modify List
• Click on the pencil at the top of the column you want to edit. If there is no pencil you cannot use
Modify List for that field.
• Make the changes you need. You can use Ctrl-C and Ctrl-V to copy from one row to the next.
• When complete, click the green check mark to save your changes. If you move to the next page
before saving, your changes will be lost.
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Enrolling a Student
Work in the School View.
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Go to Student top tab > Options > Registration > Register Student > Enrollment Wizard
Step 1 of the Wizard
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Select New Student.
Enter Name, Gender, and DOB.
If the student is a sibling of a present student in the school, check the box “New
family member”.
If a student with the same surname and gender and a birthdate within 45 days was
found in another MyEd school you will see a list; if the correct student is in the list,
select the student and click OK.
Note: During the 2014-2015 transition the student may have been in a school using BCeSIS. The basic
information on all BCeSIS students has been copied into MyEd, so you should find the student in MyEd. It
is important to communicate with the previous school as they also need to withdraw the student from
BCeSIS, otherwise the student will be registered in both systems.
Step 2 of the Wizard
 Note that there are two tabs in Step 2: Demographics and Address
 Note that fields marked * are required to move to the next step.
 Home Language: Entering “e” in the field for Home Language enables the system
to find English on the list. Or, Control F on the list to find the language.
 Enter additional information in Step 2 of the Wizard. Note that entering as much
information as possible in the Enrollment Wizard avoids having to enter it later in
the student’s record.
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Homeroom Field: The person entering the information may not know the student’s
homeroom until a schedule is established for the student. It is OK to leave the field
empty.
Calendar Field: Every student must have a calendar attached. The calendar
selected impacts the student’s attendance record.
Click the Address tab.
Enter a Street address.
Click the Validate Address button next to the Street field. Explain that this button
enables the user to confirm that the address was entered in the proper format and
populates the appropriate fields in the data base. It does not verify that the address
itself is correct.
Enter the City, Province, Postal Code.
Click the Validate Address button next to the field to confirm that the information
entered populates the appropriate fields.
Click Next.
Step 3 of the Wizard.
 Note that the system sets the YOG based on the student’s birth date.
 Set the Enrollment Status to PreReg unless the student’s attendance is beginning
that day. In that case, the status would be set to Active.
 Enter a Grade sub level, if applicable.
 Enter today’s Date. Entering t > Tab to auto-fill today’s date. Also t + 1, t-2, etc.
 Important! Significance of the Date Field: If the student’s Enrollment Status is set
to Pre-Registered, the date simply represents the date the record was created. On
the first day the student attends class, office staff will change the student’s
Enrollment Status from Pre-Registered to Active.
 If the Enrollment Status is set to Active at the time of enrollment, the student’s
attendance record will begin that day.
 Select the Code from the Entry Codes pick list by clicking on the magnifying glass.
 Click Next to proceed to Step 4 of the Wizard.
Step 4 of the Wizard
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This is a confirmation screen.
Click Finish to complete the enrollment of the student. Be sure to note the name
and the address of the student you have enrolled.
Search for the new student from the Student top tab.
The student is not there because the Enrollment Status was set to PreReg in Step 3
of the Wizard.
Change the Filter to All Students and find the student on the list.
Click on the blue link to the student’s name and open the record.
View and Edit the New Student’s Record
Student Details
Details side tab > Demographics sub-top tab
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Review the additional demographics fields that are not populated through the wizard.
Details side tab > Addresses sub-top tab
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The Shared Address
icon appears if no other student enrolled in the district lives at this
address. The icon changes to
if the address is shared with another student.
Details side tab > Alerts sub-top tab
 Add an Alert.
 Choose Legal, Medical, or Other and click Add button at right.
The Medical Alert should only be applied to Life Threatening Illnesses. Use the Other>Health Alert to
indicate all other health related details. It is also recommended that when entering in a description, the
user leaves their initials and a date.
 Complete the popup.
 Click Save. The icon appears upon saving.
 Icons are defaults for Legal and Medical. Icons can be selected for Other.
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To edit the alert, click on
to open the edit window and make changes
Change the sequence of the alerts if there is more than one.
Details side tab > Citizenship sub-top tab
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Populate fields as appropriate, pointing out the
icon and drop-down menus available to
select from a list of values.
Use the page controls, or Ctrl>F to find a record in the list.
Details side tab > Programs sub-top tab
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Use the
icon to select the appropriate program from the list
Populate start date
Details side tab > Permissions sub-top tab
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Select the desired permissions and enter a memo as necessary
It is district policy to deny the release of Info/:Photos Outside of District. The system
defaults to blank.
Details side tab > Language &Culture sub-top tab
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Home language/Aboriginal Ancestry
Contacts
Add a Contact
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Side tab Contacts side tab > Options > Add.
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The
icon appears if the contact is not shared with any other student.
Shared Contacts
Registering a Sibling of a Present Student
When registering a student that has a sibling at the school, check the New Family Member box in the
first step of the registration wizard. By entering the last name and home phone number you can search
for the student already registered. This will automatically assign the same address and contact
information for the two students.
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Siblings are shown in MyEd as a form of contact called Related Students.
The relationships are shown in the Contacts side-tab, Related Students
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The
icon appears if the Contact is shared with another student in the MyEducation BC data
base, whether the Contact is a parent, other relative, neighbor, etc.
Change a Student’s Status from PreReg to Active
 Set the Filter to All Students
 Go to Options > Registration > Change Student Status
 Find the student
 Change the Status to Active.
 Click OK
 Note that the student now appears on the filtered list of All Active Students.
View a Student’s Enrollment Information
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Select a student from the list of All Active Students.
Click the Membership side tab. This is another example of a side tab with many sub tabs.
Review the entries recording the Enrollment activity on your student’s record.
Review the codes in the Type column:
E = Enrolled
 S = Status Change
 Y = Change in YOG
 W = Withdrawn
Withdraw and Re-Enroll a Student
 Select a student from the list.
 Go to Options > Registration > Withdraw
 Note that the student’s name immediately disappears from the list.
 Go to Options > Registration > Register Student
 Enter the student’s name and click Next.
 Note that MyEducation BC retrieves the entire previous record for the student.
 Complete the wizard.
Promote or Demote a Student
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Options > Registration > Promote/Demote Student.
(Or, select the student first, then go to Options > Registration > Promote.)
Cross-Enrolling a Student
Sometimes, students take classes at your school while taking classes or receiving services at other
schools, too. The Create Secondary School Associations wizard is a way to associate these crossenrolled students with their secondary schools.
1. Log on to the School view.
2. Click the Student tab.
3. Click Options, then select Create Secondary School Associations.
4. The Create Secondary School Associations wizard appears:
5. Select the District year for the cross-enrollment.
6. Enter the Start date and End date that the student will attend the secondary school.
7. Enter the First name, Last name, Gender, and Date of birth for the student.
8. Click Search.
9. A pop-up lists the student’s name, some demographic information, and contact information for the
student’s primary school. Click OK.
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Pre-transition from Strong Start to Elementary School
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Student Top Tab>Choose a Student>Details Side Tab
Next School>Name – Select magnifying glass and choose the destination school
Click Save
Figure 1: From James Bay Strong Start Center
The destination school can then use the filter to select Next Year Students to view all pre-transitioned
students.
Figure 2: to James Bay Elementary
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Pre-transitioning a Group of Students
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Student Top Tab
Filter to Primary Active Students
Set Field Set to Pre-Transition
Select Options>Modify List
Click on the pencil icon at the top of the NextSch>Name Field
Click the magnifying glass and select the destination school or start to type the name of the
school and select from the pick list.
Click the green check mark and click OK to Save
Reselect Options>Modify List to clear the pencil icons
Enrollment Reports: Student Top Tab>Reports Drop Down Menu>
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Student Profile (Enrollment Card)
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Student Directory – demographic information
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Student Contacts
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Student Alerts
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Enrollment Activity Report- list of all student’s enrollment activity within a specified period of
time.