Student Maintenance: Notepad

TWebSchlAdmin 5.40.20 and newer

Overview

In Student Maintenance, you've got a student open. Hover over Maintain Student and Click Notepad. The Student Notepad screen maintains any notes or comments about the student for the current school year. It may contain Medical Alert instructions, Teacher Comments, Truancy flags or any other observations. It could contain information of a personal nature. You can email these Notes to your co-workers or to a student's Contacts.

Security

STUMNT - Notepad access – controls access to the Notepad screen.

STUMNT - Notepad Full access to all notepads controls who is designated as the person who can access any note, regardless of who created it and can edit or delete the note and the comments, i.e. a Super User.

Our application adheres to the Update Flag setting for the particular user when determining whether fields are editable. There are other Security tasks that apply. Consult your technical staff.

If the Update Flag is deselected (meaning: off):

You will not have any update privileges, even if assigned any of the tasks described in the user privileges section.
All buttons should be invisible except for Student Search
Use the All Students flag to determine access to the notepad screen. When All Students is not granted, the you can only see and access students in your own classes, elementary subjects and/or student groups.
User access rights are determined in Security settings in Core Trillium. Depending on Security, in CT there are two criteria for those who have access to a student’s Notepad:
- Only the author of a note or a user who has been given sharing rights to the note may view the notes;
- Only the author of a note may update the note.

Preferences

School Setup > Preferences > School Academic > Notepad > Default Access to Public

Notebook Details

To get started: go here: Student Maintenance > Maintain Student > Notepad. Then Search for the Student you need.

On the resulting screen, Click Add to display the Notepad Details pop-up window. Enter or select the details for the particular note.

1. Select the Notepad Area (a specific category of notes) from the drop-down list. These categories are defined by your school in the Notepad Areas validation table. This is a mandatory field.

2. Subject is a mandatory free-text field.

3. Expiry Date is for this particular note and is not a mandatory field. If you don't enter a date, this note will be retained until the student is retired from the school.

4. Checkboxes for Public, Alert, and OSR are found under the label Access, along with a drop-down list of school staff with whom you may share the Note. You may select multiple staff.

Select the Public checkbox to indicate whether the note can be shared with all other users. This will disable the Note Shared with field, which allows you to select specific users who can view this information. The checkbox defaults to the values specified in School Academic Preferences.
Selecting the Alert box produces the Alert icon and pop-up window on the Student Header.
Selecting the OSR box indicates the note is subject to the OSR (Ontario Student Record) information retention standards.

Once the Note has been saved, the Filter by Notepad Area drop-down list is available to filter the notes. The notes within the selected Notepad Area are displayed in ascending date order. If the note has an Alert on it, the Alert icon displays. The Public checkbox is also displayed, if applicable.

On the student's display, selecting Display Expired Notes checkbox includes all notes the student has that have an expiry date. Expired notes can be from any school year.

Clicking the Notification icon (postal envelope) on the note produces the Notification pop-up window, if you have an email address. Your email address populates the From field. In the To field, a roll-open section - Send Notification To - has selections for School Staff or Current Student Contacts.

In the School Staff picklist, all staff with an email account are available for selection. Multiple selections can be made.
In the Current Student Contacts area, all of the student's contacts who have an email account and have the Receives Mail flag ON are available for selection. Fields to define the contact's relationship to the student will assist in determining if this contact should receive notification.
The email subject is limited to 78 characters
The body of the email is limited to 4,000 characters.

Clicking the Comment icon (ellipsis) produces the Add/Edit Comment pop-up window. Here, staff members whom the note is shared with can create additional comments. These comments belong to the creator and cannot be edited or deleted by anyone else. These comments appear below the original note in a framed field. Within this field are icons for Edit and Delete that apply only to the comment.

The Edit and Delete icons for the original note are to the right of the Comment icon. When you Click Edit, the Notepad Details pop-up window with the original note displays. Clicking the Delete icon produces a message asking if you want to delete the note and all comments.

Click Yes to delete everything.
Click No to close the message and remain on the main Notepad page.

To handle cases where the creator of a note leaves the school, making the editing or deletion of the note impossible, we have added the ability to create a Super User. Our intent is for you to assign to that User, a staff member, Principal, Vice Principal, Guidance Counsellor, who would normally have full access to the student.