DeKalb County School System - Management Information Systems Parent Access to SmartWeb

Presentation Agenda What is Parent Access? How do parents get access? What does the Parent Access application look like? Q & A

What is Parent Access? Anytime, Anywhere, Anyone - Nothing is downloaded to personal computer Real time….once a teacher has input data and pressed the SAVE button, that information is immediately available to parents Allows parents to access their child’s entries in a teacher’s gradebook (SmartWeb). Real time inquiry Internet application

What is Parent Access? Parent Access Features Attendance Grades Assignments Homework Teacher Notes Individual Class Progress Report Email teachers Main tabs within application are Attendance, Grades, Assignments, Homework and Notes The screen shots will show you the application in detail.

How Will Parents Apply for Parent Access? Parents must register on-line. Visit www.dekalb.k12.ga.us and click on Parent Portal to get started. Parents must submit personal information (student #, date of birth, last 4 digits on SSN and whether student was born within the US) to access student accounts. School registrar uses a web application to approve or deny request. Parent is emailed a notification that (s)he has been approved to access their child(ren)’s Smartweb information. Parents will register on-line. Furnish DeKalb student #, date of birth, last 4 digits on SSN and whether student was born within the US. Multiple parents may access 1 child. If information matches what we have on file, the registration is submitted for approval. Registrar will see list of requests and will approve or deny. They must be sure no court order is on file restricting access. Notification of registration is emailed to parent.

Who Can Apply for Parent Access? Only the child’s legal guardian with appropriate student information will be allowed to sign up for Parent Access. More than one parent may sign up if they are both legal guardians. The school is responsible for verifying those who apply for Parent Access. Registrar will see list of requests and will approve or deny. They must be sure no court order is on file restricting access. Notification of registration is emailed to parent.

What does the Parent Access Application look like? The next slides will give you an overview of what the Parent Access application looks like.

Accessing Parent Portal Go to the DCSS homepage and click Parent Portal

Parent Portal Page If already registered, click Login. (ONLINE) tells you that access available. To register, click Register.

Parent Access Logon Page This is the first page displayed when parent goes to the website. The first time, they will register from here, after registered and approved, they will login with their User ID and password and have access to the application. Enter Username and Password to log in.

Main Attendance Window The weekly attendance window is the first panel that is displayed. It shows the current weeks attendance window. This window doesn’t show it, but all boxes will be filled if a teacher has taken attendance. If attendance hasn’t been taken the box will be blank. If a student is present, a P will be in the box. If a student has been marked absent, the attendance code from the teacher’s gradebook will be used. When you place your mouse arrow over a box, it will show a legend with a description of each code. The attendance total in blue is a link to the attendance history detail. (Next slide) Shows the current week’s attendance. If attendance hasn’t been taken, the box will be blank. If a student is present, a P will be in the box. If a student has been marked absent, the attendance code from the teacher’s gradebook will be used. Place your mouse arrow over a box to get a description of each code. The attendance total in blue is a link to the attendance history detail.

Attendance History Window This attendance history window shows all attendance for current semester. This attendance history window shows all attendance for current semester.

Attendance Information Parent Access will display attendance (absences & tardies) displayed for full week. Parents can view a history of student’s attendance. Parent Access Manual explains how to interpret attendance.. Codes used in Parent Access: P if present and attendance taken Blank square if teacher did not take attendance Hyphen if class does not meet that day Attendance codes: AU, AE, TE, TU, OS, IS, SA, HH If absences should be excused, parent needs to contact attendance office, not teacher.

Main Grade Window The grade tab will show the main grade window. From this window a parent can click on the Progress report link in blue and see the SmartWeb Progress Report. (Next slide) Click on the grade tab to show the Main Grade Window. From this window, a parent can click on the Progress report link in blue and see the SmartWeb Progress Report.

Progress Report Shows the parent all grades input by teacher. This is the Smart Web progress report that shows the parent all grades input by teacher.

Grading Information Grading data is in real time. As soon as teacher saves grade, parent will see grade & new average. Grades are calculated using the raw score if the grade score is different. Incompletes are calculated as zeros.

Assignment Window The next tab available is the assignment window. This window allows a parent to click on the blue assignment detail link to see all non-homework assignments (next slide) Allows parent to click on the blue assignment detail link and see all non-homework assignments.

Assignment Details Window All non-homework assignments are shown in this window. For a parent to see a grade associated with an assignment, they must return to the grade window. All non-homework assignments are shown in this window. For a parent to see a grade associated with an assignment, they must return to the grade window.

Main Homework Window The next available tab is the homework window. This window allows a parent to click on the blue homework details link to see all homework assignments. Only those assignments within the homework category will be shown within this window (next slide) Allows a parent to click on the blue homework details link to see all homework assignments. Only those assignments within the homework category will be shown within this window.

Detailed Homework Window After January, an option will be added to the teacher’s SmartWeb gradebook to allow the teacher to select whether the homework assignment will be listed in the gradebook window or not. When grade is entered for an homework assignment, the assignment is no longer displayed.

Teacher Notes Window The next tab is the Teacher Notes window. By clicking on the blue notes details link, a parent can see any notes a teacher has input for a student for a class IF THE TEACHER HAS FLAGGED THE NOTE AS VIEWABLE BY A PARENT. Allows parents to click on the blue notes details link to see any notes a teacher has input for a student for a class.

Notes Details Window The notes details window shows a subject line and a detail line for every note. The notes details window shows a subject line and a detail line for every note.

Emailing Teachers Parents can email teachers from the Parent Access program by clicking on their name in blue. When the teacher responds to an email, teacher’s name (Jane Doe), not ID (abc1234), will be displayed as part of the email address.

Q & A