Confidential NYC SchoolMail School Administrator Overview Victoria McEachern Vice President Customer Management and Fulfillment

Confidential ePals SchoolMail – Sub-Administrator Agenda  Overview of ePALS SchoolMail™ Roles and Hierarchy  ePALS SchoolMail™ Administration Login and Tools  Modifying Accounts for Teachers, Parents and Students  ePALS SchoolMail™ - Site Management  ePALS SchoolMail™ - Tools  ePALS SchoolMail™ - System  ePALS SchoolMail™ - Support 2

Confidential As an ePals SchoolMail Sub-Administrator, you can:  Provide a safe and secure, multilingual environment to improve communication  Manage accounts for parents, students, monitors and teachers.  Set standards of use on a school-by-school, classroom-by- classroom or student-by-student basis 3

Confidential ePals SchoolMail Account Roles  ePALS SchoolMail™ has several different account types with unique privileges.  District Administrator - create accounts for sub-administrators, schools, grades, subjects, parents, students, monitors and teachers.  Sub-Administrator – modify parents, students, monitors and teachers  Teacher accounts can be used to give anyone access to your ePALS SchoolMail™ system and its many tools and features. Teacher accounts may be delegated with the monitor roll – every student must be assigned to a monitor.  Parent accounts can be given to all parents of students within your school. Any message sent by a parent to a student may require approval by the student monitor before the message will be received by the student.  Students must be assigned to a monitor. 4

Confidential 5 Hierarchy of SchoolMail™ Users Your username and password give you access and permissions at this level in the Hierarchy

Confidential ePals SchoolMail – Logging In 6 To log in: Go to Enter your sub-administrator username and password in the appropriate boxes. Click LOGIN.

Confidential ePals SchoolMail – Navigating your Administration Site 7

Confidential ePals SchoolMail – Navigating your Admin Site  When you are logged into the ePALS SchoolMail™ Sub- Administrator interface, you will see the navigation bar near the top of your screen.  The navigation bar lets you easily move to major areas of the system using a single mouse click. The area of the site that you are currently in will be highlighted with a brighter gray.  On each tab page there are links to help you navigate through the admin tool. These are links to the various items in the current section of the Administrator Interface. To use any of the tools listed below the tabs, simply click the corresponding link. 8

Confidential ePals SchoolMail – Creating Teacher Accounts 9 All requests to create new accounts must be sent to If an account is created using the Administration interface the user will not be able to log into the NYC SchoolMail website.

Confidential ePals SchoolMail – View List of Teacher Accounts – Click on Teachers Link 10 The list of teacher accounts displays the teachers’ names, usernames, links to the listings of the students they monitor and links to more detailed account information.

Confidential ePals SchoolMail – Student Accounts 11 Student lists can be sorted and viewed by username, first name, last name, monitor username. By clicking the View / Edit under Account Info of the Student you will see the policy management settings applied to this student.

Confidential ePals SchoolMail – Student Accounts 12 Student account information can be modified from the “view/edit account information” link. You can modify Student’s first name, last name, student’s monitor as well as the policy management settings.

Confidential ePals SchoolMail – Policy Management Settings- Student Accounts Filter Level: The filter level determines the level of monitoring required for all student mail.  Level 1 - The Monitor must approve every message sent and received regardless of content.  Level 2 - The Monitor receives a copy of every message sent or received, but must approve only those which contain profanity.  Level 3 - The Monitor will only receive messages that contain profanity. These messages will require approval before reaching their destination.  Level 4 - All content filters are off. The Monitor will only receive copies of student messages if ePALS SchoolMail™ is set to flag messages with attachments and then only if the message has an attached file. 13 Access Level: The access level determines where students can send to and receive from. Student access levels are restricted to one the following options: Class/Monitor School District ePals Internet

Confidential ePals SchoolMail – Access Levels  Class/Monitor - Students are limited to mailing other students who have the same monitor. Choose this access level if you want students to use only for internal exercises within the classroom.  School - Students are limited to mailing students and teachers in the same school. Choose this access level if you want students to use only for school-based projects and communication.  District - This option, available only if your ePALS SchoolMail™ system includes multiple schools, limits students to mailing students and teachers at schools created within your system. Choose this access level if you want students to use only for district- and school-based projects and communication.  ePals – Allows students to communicate with other students with active accounts in the ePals Global Community  Internet – This option grants students full rights to all of the above options as well as the ability to send and receive from outside accounts 14

Confidential ePals SchoolMail - Tools 15 In the Tools area you will have access to: Webmail Broadcast File Sharing and Storage Personal Information

Confidential ePals SchoolMail – Tools 16 Your Inbox displays a list of your received messages. Columns in the display list the sender, date and subject of the message. A paper clip in the first column indicates that this message contains an attachment.

Confidential ePals SchoolMail - Tools 17 If you wish to translate this message, use the pull-down menus to select the language to TRANSLATE FROM and to TRANSLATE TO. Click TRANSLATE.

Confidential ePals SchoolMail - Tools 18 If you change your mind, just click UNDO TRANSLATION.

Confidential ePals SchoolMail – Tools 19 When a full text message is displayed, you can: Save Address Click SAVE ADDRESS to add the address of the sender to your Address Book. Print Click PRINTABLE VERSION to format the message for easy printing. Translate You can translate messages you send or receive.

Confidential ePals SchoolMail - Tools 20 Folders List: Allows you to manage your folders. Folders let you organize your . You can move messages between folders, create new folders and sub- folders.

Confidential ePals SchoolMail - Tools 21 Address Book allows you to save a list of addresses as well as personal information. The Address Book displays the full name and address of persons in your list. You can display your list of addresses by , by nickname or by group.

Confidential ePals SchoolMail – Tools 22 Broadcast makes it easy for you to send messages to a targeted group of teachers and/or students. Using a search interface similar to the one used for account management, you can find and choose groups of students or teachers as recipients for an based on your search criteria.

Confidential ePals SchoolMail - Tools 23 To prepare an broadcast: Click the TEACHER and/or STUDENT checkboxes to indicate whether the message is going to teachers, students or both. Enter the search criteria to specify the users to whom you want to send this message. Click DISPLAY MATCHES. You will be shown a list of all the members of your community who match the criteria.

Confidential ePals SchoolMail - Tools 24 Click DISPLAY MATCHES. You will be shown a list of all the members of your community who match the criteria.

Confidential ePals SchoolMail - Tools 25 Click SEND BROADCAST when the list is complete. A compose message page is displayed where you can create an message for broadcast to the selected recipients.

Confidential ePals SchoolMail - Tools 26 The File Sharing and Storage tool allows you to store files and retrieve them from any computer, anywhere. In addition, you can use File Sharing to distribute and collect files from colleagues located anywhere in your ePALS SchoolMail™ system.

Confidential ePals SchoolMail - Tools 27 You have three storage areas that have different access privileges: My Private Files: Only you have access to these files. My Shared Files: Designated as available to other users. Other Shared Files: These are files that other members have in their “My Shared Files” folder.

Confidential ePals SchoolMail - System 28 The System area of the ePALS SchoolMail™ administrative interface allows you to make school changes, grades, subjects.

Confidential ePals SchoolMail - System 29 As an administrator, you have the ability to make changes that will affect all of your parents, educators and students at all of your schools. This includes monitoring levels and support information.

Confidential ePals SchoolMail – System 30 Flagged Word List: Enter a word in the text box and click CHECK to see whether the word is already on the list of flagged words. If the word is currently flagged, you will see a message like this: Word found on ePALS’ flagged word list. To add the word from your Flagged Word list, click FLAG WORD. To remove the word from your Flagged Word list, click UNFLAG WORD.

Confidential ePals SchoolMail - System 31 The Filter Languages link allows you to view and adjust the languages in which student is examined for inappropriate content. When a language is turned on, the Flagged Words List will be used to look for profane words in that language in student messages.

Confidential ePals SchoolMail - System 32 The access level determines where students can send to and receive from. Student access levels are restricted to one the following options: Class/Monitor School District ePals Internet

Confidential ePals SchoolMail - System 33 Filter levels control the level of monitoring required for students at this school. Level 1 is the most stringent and Level 4 the least.

Confidential ePals SchoolMail - System 34 You can indicate whether messages with attachments should be monitored on their way to or from students. Select Yes (flags all attachments) or No (flags no attachments)

Confidential ePals SchoolMail - System 35 Support The support address is where help queries from teachers and students will be sent. You can answer these questions or you can delegate the task to another administrator. You can use any address as your support address although the person receiving these messages should be someone with Administrator access. DO NOT ENTER INFORMATION IN THIS BOX Logout URL: NYC SchoolMail is a custom application, therefore, nothing should be added to this box. If you add information to this area – you will change the experience for all users.

Confidential ePals SchoolMail – System 36 Click REPORTS to view statistical information about your ePALS SchoolMail™ system. The system report will contain the following information: Active Accounts Disabled Accounts Monitors Schools Student Filter Levels Forums Chat rooms

Confidential ePals SchoolMail – Support 37 Support Form: Using this support form you can send an directly to the ePals support team. You can submit questions about the functionality or request new accounts using this tool.

Confidential ePals – Customer Fulfillment ePals has a team of Activation Specialists that will assist you every step of the way:  Provide assistance in uploading accounts for your teachers and students  Provide online training materials for you and your teachers  Schedule “Getting Started” Webinars  Offer “After-School” Webinar sessions for you and your teachers To contact our team or schedule a Webinar session please send an to: 38

Confidential ePals – Online Tools  Login Location:  Administrator’s Guide can be found at: “How to Get the Most out of ePals” 39

Confidential ePals Customer Fulfillment Team  Victoria McEachern, VP Customer Fulfillment and Management  ePals Support Team (unlimited support) 40