CTAERN/DOE System Level Counselor Coordinator Profile Entry Initiative Hi, within this power point presentation you will find complete instructions that will guide you through the process of entering your System Level Counselor Coordinator into your CTAE System’s & School’s profiles, and also information to help you figure out if that individual(s) have been entered as a regular school level Counselor and provide instructions as to how they can and should be removed. Your attention to detail and effort to complete this process will equip the GaDOE CTAE division with the ability to communicate, support and provide resources for System Level Counselors throughout the state.

The following instructional slides will provide a current perspective of where or if your System Level Counselor Coordinator is entered in the system now.

CTAE Resource Network www.ctaern.org Remember your password is the first three letters of your last name followed by the last four digits of your SSN. No spaces! Enter Password If you have ever been issued a profile within the CTAE Resource Network, you were issued a password that is a combination of the first three letters of your last name followed by the last four digits of your Social Security number (no spaces, and use lower case letters). If when you enter your password and press submit you are not given access to the website, you should type your school email address into the box below the login password box and press the submit button, immediately you will receive a response that reads “Email was not found please contact” or “Password has been sent”. If you receive the Password has been sent message you will need to access that email account for the password. If you receive the message “Email not found please contact” either call the hotline at 866-454-2823 or email the hotline at hotline@ctaern.org.

Click On Directory All Profiles Before we begin the actual process of System Level Counselor Profile entry and creation, let me guide you to a very useful resource for viewing what your system counselor database looks like. This resource can only be accessed by CTAE System Leaders. Keep in mind that this is a live database, and as changes are made within the systems, this database is being updated real time. To access this database, place your mouse cursor over Profile and watch for the Pop-Up Menu, when it appears, slide over and click on Directory All Profiles and click.

When this page opens scroll down until you see the Guidance Counselor Section When the page opens, this is the actual view you will see when at the top of the page. Either use the scroll bar on the right side or the wheel on your mouse to scroll down the page until you see the segment titled all counselors.

Once here, you can either select excel or PDF to display a report that will include all Counselors by system from across the state. Scroll down until you find your system and either save those pages as a report, or print them out. The report is shown on the next slide Once you find this section you can either select the excel spreadsheet or the PDF file. No matter which one you choose, scroll down until you see your System Name on the Gray header. The Systems are in alphabetical order.

As you can see this is a report showing all counselors by system As you can see this is a report showing all counselors by system. It will always show Elementary Schools first, the High Schools and then Middle Schools. Take note to see if your System level Counselor Coordinator has been previously entered and also take note of the schools where he or she has been added. Depending which profile you selected from the previous page, you will see a view similar to this. Remember if you want to see all HS, MS and all Elementary School Counselors, select all Counselors on the previous page. If you want to see only one group, as in HS, select only HS from the previous menu. No matter which group you select, scroll down until you get to your Systems name on the Gray highlighted bar. Click on the starting page and look at the bottom of the page to see what page number it is, and then scroll the page until you get to the final entry for your system and click on that page. Look back to the bottom to see the page number. Now go to the print function in the file menu. When the window pops up, select either print by date range and select your printer, or select print PDF, and which will allow you to save these pages to your computer as a resource for a check-off system. On this report you can check to see if your System Level Counselor Coordinator has been entered as a Counselor at individual schools within your system by scanning the list to find that persons name. Please take note of the actual schools that your System level Counselor is showing, as you will need to go to those schools in the following steps to delete them from those school profiles. You can also check to see if those that are entered have correct email addresses, and phone numbers. If they don’t make notes on this document and use them later to complete your entry. Also, use this list to determine if all of your HS’s, MS’s and Elementary schools are listed.

High School & Middle School Counselor Profile Entry and Editing Instructions Now that we have all of the research completed, lets go and delete our System Level School Counselor Coordinator from the individual schools where they are profiles so we can eventually add them to one single System Level database.

Place Cursor Over My Pages CTAE System Leaders and CTAE School Leaders will begin the process at the same location. Place your computer mouse cursor over myPages and watch for the pop up menu.

System Leaders Click On System Profile School Leaders Click on My Schools When the pop up menu is displayed, System Leaders will click on System Profile to access all schools within their system. School Leaders will click on mySchools – School Contact, which will provide them access to only those schools that they are assigned. System Leaders, as a reminder, if you do have assigned CTAE School Administrators, you can assign the Counselor entry process for their schools to them, and you will still be able to view the schools to see if it is being done or has been completed.

New System Profile Page Only CTAE System Leaders will have access to this new system profile page which offers access to every school in your system from one location.

Find the school or schools in this System Profile list and begin the process by clicking on the icon to the left of the schools name where you will taken directly to the schools profile.

mySchools – School Contact Page If you are only a CTAE School Contact, this is what you will see when you click on mySchools – School Contact Clicking on the icon to the left of the schools name will take you directly to the schools profile.

Whether you are a CTAE System Leader or a CTAE School Leader, this will be the perspective that you will see if you select either a high school or a middle school. You should follow the following procedure for each and every HS & MS where a Counselor needs to be edited or deleted. First Step, check to see if the counselors for this school are all listed, also check the password that will be listed at the far right. If this is correct, click on the light bulb to make sure the email address is correct. If a counselor is listed that is no longer on the school staff or needs to be removed because they serve as a System Level Counselor Coordinator, click on the red X, and complete the deletion process. If you need to add a counselor look for the add school staff button at the top of the page, remember that you will need first and last name, school email address and last four digits of their social security number.

Elementary School Counselor Entry & Editing Process The Elementary School Counselor entry and edit process can only be completed by the System Level CTAE Administrator or their designee.

Place Cursor Over My Pages CTAE System Leaders will begin the process here. Place your computer mouse cursor over myPages and watch for the pop up menu.

System Leaders Click On System Profile When the pop up menu is displayed, System Leaders will click on System Profile to access all schools within their system.

New System Profile Page Only CTAE System Leaders will have access to this new system profile page which offers access to every school in your system from one location.

New System Profile Page To enter or remove the Elementary School Counselors, you will need to look for the last red band on your system profile page. Below this red band you should see all of your elementary schools already listed. Click on each school profile icon next to the school name to access the schools information.

Elementary School Profile Page Password This will be the perspective that you will see when you select an Elementary School. You should follow this same procedure for each and every Elementary Schools where a System Level Counselor Coordinator has been entered. If a counselor is listed that is no longer on the school staff or needs to be removed, click on the red X, and complete the deletion process. If you need to add a counselor look for the add school staff button at the top of the page, remember that you will need first and last name, school email address and last four digits of their social security number.

How to Enter a System Level Counselor Coordinator in to the System Profile It is very important to ensure that any individual that you intend to assign this profile too, has been removed from all schools where they may have been entered as a school level Counselor. If not, these individuals will continue to get all emails sent to those groups, while also being co-copied on all emails sent to Counselors. This could be major issue!

Place Cursor Over My Pages CTAE System Leaders will begin the process at the same location. Place your computer mouse cursor over myPages and watch for the pop up menu.

System Leaders Click On System Profile School Leaders Click on My Schools When the pop up menu is displayed, System Leaders will click on System Profile to access all schools within their system.

New System Profile Page Only CTAE System Leaders will have access to this new system profile page which offers access to every school in your system from one location.

To add a System level Guidance Counselor Coordinator, click the button in the yellow box above that reads Add New System Level Staff.

Enter the requested data and click on the button that reads Verify This Person.

When I Verified The person, this is what comes up, only if the person you are entering is already in the Profile system. If the person show above is correct, click on the button at the bottom that reads Continue With Adding This Person To Your Staff. If it is not the right person, follow the instructions provided by contacting the Hotline at 866-454-2823.

Now, click on the circle next to the System Level Guidance & Counselor Coordinator position and then click on the Update Database button at the bottom of the page.

When the page refreshes you should see your assigned staff member at the location of the arrow in the slide. If you need to add another person in this position, follow the same steps previously given.

Hotline 866-454-2823 hotline@ctaern.org CTAE Resource Network Contact Information Hotline 866-454-2823 hotline@ctaern.org As always, the CTAE Resource Networks Hotline is your connection for assistance. Either send an email or call, but leave a message if you do not get an answer. There are 7000 plus of us and only a couple of them. The Hotline Staff do an excellent job of helping you with your needs.