1. End-of-Year Rollover Tasks (00:30 - 1:45)

• Importance: Mandatory for all schools, to be completed by the end of July.
• Resources: Detailed guides, checklists, and step-by-step videos available on bcsupportonline.com under "Getting Support" - "Training Recordings" - "End of Year Rollover".
• Support: Book a one-on-one session with Patreen through the website for personalized assistance.

2. Entering Final Marks (1:45 - 3:00)

• For Schools Not Using Report Cards: Use the "Entering Final Marks & PSR Recording" guide to input final marks into the Permanent Student Record (PSR).
• For Schools Using Report Cards: Final marks are automatically populated to PSR; no action required.

3. New Search Tool for Training Videos (3:00 - 6:15)

• Location: bcsupportonline.com under "Getting Support" - "Open Sessions".
• Functionality: Allows searching through past open session webinar recordings by keyword or topic.
• Benefits: Easier access to specific questions and answers from previous sessions.
• Future Development: Expansion to include all training videos on the website.

4. Viewing Next School Placement for Students (6:30 - 12:00)

• Accessing Information (6:30):
  • Navigate to the "Student" top tab.
  • Select the "Pre Transition SETTINGS" field set (grid icon).
  • "Current School" and "Next School" columns display placement information.
• Identifying Students Returning to the Same School (8:45):
  • Use the filter (funnel icon) and select "Next Year Students".
  • This filter also includes:
    • Active students next-schooled to the same school.
    • Pre-registered students (e.g., incoming Kindergarteners).
    • Students transferring from other schools.
• Updating Information for Transfer Students (11:00):
  • Edits to student information (e.g., addresses) for students transferring from another school are restricted until the end-of-year rollover process is completed.
  • Downloading Data: Use the "Print" option and select "CSV" to export data into an Excel spreadsheet for further manipulation (e.g., creating class lists).

5. Managing Staff Records for the Next School Year (12:30 - 18:00)

• Staff Leaving (12:40):
  • Do not delete records immediately: Retain records until the end-of-year rollover is finalized to avoid disruptions in mark entry for final report cards.
  • Disabling Access:
    • Remove email addresses to prevent password resets.
    • Remove homeroom assignments.
    • Set status to "Inactive".
    • Use the "Password Reset" option (under School top tab > Setup side tab > Options > Password Reset) to reset passwords and prevent access without providing a new password via email.
  • Locating Inactive Staff: Use the filter and select "All Staff" or "Inactive Staff".
• Staff Joining (16:00):
  • Creating Placeholder Records:
    • Add new staff members with temporary names (e.g., "Temp Grade 4") if the actual teacher is not yet known.
    • Assign a relevant staff type. This only controls our email distribution list (Admin, EOYR & Admin and Secretary receive all emails; other roles receive role-specific emails).
    • Assign homerooms as needed.
  • Updating Placeholder Records: Once the actual teacher is hired, update the placeholder record with the correct name and information.

6. Copying Courses and Active Schedules for Elementary Schools (19:15 - 23:00)

• Benefits: Simplifies the setup process for the next school year.
• Steps:
  • Copying Course Catalog (20:15):
    • Go to Schedule top tab > Courses side tab > Options > Copy Course Catalog
    • Copy from the current year to the next year, select 'Copy All' to copy all course codes to next year (Build Year).
  • Copying Active Schedule (20:45):
    • Go to Build view > Scenario top tab > Options > Copy Active Schedule
    • Adjust the name of the copied schedule
    • Include the Master Schedule but exclude Student Schedules.
  • AFTER EOYR: After the end-of-year rollover, use the "Commit Schedule" option under "Scenarios" to activate the copied schedule for the new year.
  • Updating Teacher Assignments: Update teacher assignments for any sections where there are changes.

1. Monthly Attendance Reports and Transfer Students (3:15 - 5:15)

• Question: How to exclude withdrawn/transferred students from the monthly attendance report?
• Key Point: Currently, no option exists to remove withdrawn/transferred students. They will appear with zero attendance. Consider removing their homeroom to minimize their presence.

2. Setting Up Parent Portals for New MyEd Users (5:15 - 10:00)

• Question: How to set up parent portals for new MyEd users?
• Key Points:
  • Resources: Training videos on the BC Support Online website under "Getting Support" and then "Training Videos" specifically within the "Parent and Student Portal" section.
  • Student Accounts:
    • Use "Create Student User Accounts" option.
    • Set login ID format to email address for easier access.
  • Parent Accounts:
    • Ensure parents have "Family Portal Access" and "Receive Email" checked in their contact information.
    • Use "Create Parent User Accounts" option.
    • Set login ID format to email address.
    • Merge accounts for parents with multiple children.

3. Information not populating on Report Cards (10:00 - 13:00)

• Question: Work habits entered in the gradebook are not showing on old report cards.
• Key Points:
  • Possible mismatch between transcript definition in schedule courses and student transcript record.
  • Solution: Delete the transcript record and repost grades to recreate it with the correct definition.
  • If issue persists, submit a help desk ticket with student and course details.

4. Reporting High Absence Rates (13:00 - 15:00)

• Question: Do schools need to report high absence rates to the Ministry or Fraser Health?
• Key Points:
  • No direct reporting requirement for high absence rates.
  • ES Audit: Third-party audit examines unexcused absences and potential impact on funding based on student attendance hours.

5. Teacher Comments Missing on Report Cards with Proficiency Scale (15:00 - 17:00)

• Question: Teacher comments and work habits are blank on report cards using the provincial proficiency scale.
• Key Points:
  • "Learning Update" report card should display comments and work habits correctly.
  • Consider switching to "Learning Update" as the Ministry is phasing out support for older report cards.
  • If using older report cards, submit a help desk ticket with student and course details for further assistance.

6. Entering Excused Absences for Medical Conditions (17:00 - 20:00)

• Question: How to enter excused absences for students with medical conditions (not illness or appointments)?
• Key Points:
  • Use "Illness" or "Parent/Guardian Excused" as the reason for absence.
  • Add a comment specifying "medical reason" or the specific condition (e.g., blood sugar levels) for clarity and documentation.
  • Ensure proper documentation is maintained for ES audit purposes.

7. Selecting Specific Term in Learning Update Report Card (20:00 - 24:30)

• Question: How to select a specific term (e.g., Term 2) in the Learning Update report card?
• Key Points:
  • Use the "Term Selection" option to choose the desired term.
  • Bug: Semester 1 courses still appear (without marks/comments) when selecting later terms. A fix is in progress.
  • Workaround:
    • Go to Grades > Transcript.
    • Set book icon to "All".
    • Choose field set "Hide on Report Card/Transcript".
    • Filter for Semester 1 courses using "Section Schedule Term".
    • Use "Options > Mass Update" and set "Hide on Report Card" to "Yes".
    • Remember to unhide courses at the end of the year for a complete report card.

8. Student Designations and Supporting Documents (24:30 - 27:30)

• Question: Requirements for adding student designations and supporting documents.
• Key Points:
  • Add designation under Student > Membership > Programs > Student Designations.
  • Set one designation as primary and enter the start date.
  • Supporting documents are not required to be stored in MyEd due to privacy concerns.
  • Maintain physical or secure digital copies of supporting documents for audits and inspections.