Welcome to (enter school name)’s Welcome Parents. Make sure LCD & presentation are ready Possibly have index cards for parents to ask questions Make sure you have a procedure for distributing parent letters tonight SchoolMax Family Portal Information Session

Please make sure: You have signed in You have taken one handout per family You select all cell phones to silence/vibrate You hold all questions until the end Please have sign in sheet readily available ( should have a place for student name and parent name(s) printed) Perhaps you should have index cards for parents to write down questions

Tonight’s Agenda Family Portal System Access Logging in Main system navigation Main system tabs Attendance Schedule Gradebook Progress Reports Discipline My Profile Updating Account Information Requesting access Verbalize what will be covered Remind parents to hold questions until the end

SchoolMax Family Portal System Access

Accessible from PGCPS Home Page (top) Hover your mouse over the “Parents” tab. When “SchoolMAX” Family Portal appears, click on that link. Let Parents know there are two places to access SchoolMAX Hover over the Parents Tab Scroll down to the bottom of the screen (advance to next slide)

Accessible from PGCPS Home Page (bottom) Point out to parents where to log in at the bottom of the screen

SchoolMax Family Portal Logging In

Currently two options: English Spanish Enter username and password here Main account assistance Let parents know that this is the screen they will see when they log in Point out the “Choose Language for Display” option (comes in on a click) Point out where parents will enter their Username and Password and click “Log in” (comes in on a click) Point out where parents can go for main account assistance like registering (after tonight’s meeting) and If they forgot they password (comes in on a click)

“I need to register” links here: 1 2 Enter Parent Access Key from letter given in the dialogue box. Click on Submit. Let parents know this is the screen they will see when they register to set up and access their account. They should enter the Access Key given them through their letter (to be received tonight) Click on Submit

Create a Username and Password. Choose three security questions and their appropriate answers. Click Create Account. This next screen will require caretakers to create a username create a password (please note the restrictions) choose & answer three security questions ** Please note that these should be remembered and kept in a safe place **

“I forgot my password” links here: Let parents know this is the screen they will see if they need to reset their password Parents will need to: Enter the District Number: 16 Enter their username (established when they registered) Click Continue Click on “I forgot my password” link Enter District Number: “16” Enter username established when you registered Click Continue

You must answer the three secret questions set up when you registered for your account. Click Reset Password. 1 2 Verbalize to parents that they will need to answer the security questions in order to reset their password

SchoolMAX Main Screen User Name School of Student’s enrollment Home Link Logout and Auto Logout Feature School of Student’s enrollment Main system navigation: tab based Student name General account information Let parents know this is the screen they will see once they have logged in Point out the following features on the screen (each comes in on a click): School of Student’s Enrollment User Name, Home Like (takes you back to this main screen), Logout and Auto logout Feature Main system navigation (this is how parents will navigate through the different sections of SchoolMax) General account information (this is specific to the student you are looking at)

SchoolMAX Family Portal Attendance Tab

Attendance Tab Information (top) Verbalize to parents this is the screen they will see at the top of the screen when they click on the Attendance tab Discuss each of the following (each comes in on a click) Today’s Attendance Elementary Schools report daily attendance Middle & High Schools report class period attendance Teachers are responsible for putting in attendance information (except reason code – done in the office) Today’s Hourly Attendance Not used by PGCPS Will not be displayed Summary Attendance for the Year Displays the number of absences & tardies by course Information can be sorted by Term Code, Course Name, Period or Educator This information can be sorted.

Attendance Tab Information (bottom) This information can be sorted. PGCPS does not use nor display this information. Verbalize to parents this is the screen they will see at the bottom of the screen when they click on the Attendance tab Discuss each of the following (each comes in on a click) Absences This Year & Tardies This Year Displays a singular look at absences & tardies Can be sorted by Date, Course Name, Term code, Period, Educator, or Reason Code Hourly Absences This Year & Hourly Tardies This Year PGCPS does not use this information Will not be displayed

SchoolMAX Family Portal Schedule Tab

This is what will been seen after clicking on the Schedule Tab. This is a Middle School Schedule. (MS & HS) To see all of your student’s classes, click on the drop down arrow and choose “All”. Then click “Go” Verbalize to parents this is what they will see when they click on the Schedule Tab. For Elementary School Students their entire schedule will show. For Middle & High School Students, their schedule will show based on which “day” it is (comes in on a click)

Middle School/High School Schedule Verbalize to MS & HS parents, when they click on “All” by Term Code, they will see their student’s complete schedule for both “days” A Day B Day

What’s shown for each class: Educator’s email address Course number Course name Location of class Primary educator Educator’s email address Verbalize to parents, this is the information listed for each course on the schedule screen ** In this example, the educator’s email address doesn’t show, but when parents log in they will see it **

SchoolMAX Family Portal Gradebook Tab

This is what is seen on the Gradebook Tab Two ways to view student’s grades Verbalize to parents this is what is seen when you click on the Gradebook tab. Parents will be able to view their student’s teacher’s gradebook (grades and assignments) – (comes in on a click) Point out there are two ways to view a student’s grades (comes in on a click)

Verbalize to parents this is what is seen when you click on the link “Grades” (comes in on click) Point out the message at the top and the necessity of understanding that the Progress Report and Report Cards are the official grades: This status report does not represent the student's official grades. The information presented here is subject to corrections and revisions. Final grades will be published on the student's official report card. Point out the Current Grade Weighted Average for the course (comes in on a click) Point out the next section, Period and Term Grade (comes in on a click) – advance the slide

Additional Course Grade Information B C D E A – Category & Assignments B – Due Date of Assignments C – Whether the assignment has been graded D – Scoring information (maximum, student’s score, percentage) E – Any notes on the assignment from the teacher Verbalize to parents the various columns and what information is included in each

Two ways to view student’s grades Remember, there are two ways to view grades. Let’s explore the Assignment’s link. Two ways to view student’s grades

All assignments for the course appear in chronological order. This information can be sorted by Assignment, Due Date, Max Points or Comments Verbalize to parents this is what is seen when they click on Assignments Indicate the same information seen on the Grades link can be seen here (comes in on a click) Verbalize this information can be sorted by Assignment, Due Date, Max Points or Comments (comes in on a click) Same information displayed as Grades link (Due Date, Maximum Points, Score, Comments)

Clicking on an individual assignment link gives you more information about that particular assignment Verbalize to parents click on the individual assignment link gives you more information about that particular assignment. The information on this screen is inputted by the teacher. Indicate that at this time the information is not mandatory and more information can be requested by contacting your student’s teacher. Required materials are any materials needed for the assignment listed by the teacher. Recommended reading list are any reading materials needed for the assignment listed by the teacher.

SchoolMAX Family Portal Progress Report Tab

Provides information from the last published grade Verbalize to parents the information shown on this page are grades published by your child’s teacher. Remind parents that grades are published twice a quarter: progress repots (4 weeks in the quarter) and quarter grades (8 weeks)

SchoolMAX Family Portal Discipline Tab

Displays all Discipline Referrals entered by an Administrator Verbalize to parents any discipline referrals entered into SchoolMax will appear on this tab. Briefly identify each column Incident date Incident time Event Referred by ID Response – indicates what was selected as a response to the student’s involvement in the incident by the administrator Response From Date & Response To Date – dates for which the response will be enforced

SchoolMAX Family Portal My Profile Tab

This tab allows you to view and request an update on account information Verbalize to parents the My Profile tab allows them to do three things to their account access (click) Change their password Submit a request to change their Phone Number and Address Edit their current profile

Please note there are restrictions on creating your password. Clicking on Change Password Link will allow you to change your pass to your account. Please note there are restrictions on creating your password. Verbalize to parents clicking on the Change Password Link will bring them to this page where they can change their password according to the restrictions set by the system.

Enter corrected information Click on Update Phone/Address button Clicking on Edit Phone/Address button will allow you to submit a request to change your address pending verification. 1 2 To request: Enter corrected information Click on Update Phone/Address button Verbalize to parents when the click on the Edit Phone/Address button it will bring them to this screen where they can submit a request to their student’s school to change their address and/or phone number. Remind parents that all address requests have to be verified by the proper documentation and point out the message at the top of the screen (click) The page allows you to submit the change in address and phone number request form to administrator. The administrator once approves, the changes in information is found in Parent Access My Profile. Make parents aware how to change the information (click) Inform parents they will be notified via a system message when they log in once the school has processed the request.

Clicking on Change Profile button will allow you to change your email address. Verbalize to parents clicking on the Change Profile link will also allow them to change their password and insert any email address information.

SchoolMAX Family Portal Frequently Asked Questions

Family Portal FAQs How do I receive my letter with my access key? What do I do if I forget my password? Who can I call for assistance? (Enter your school’s procedures here) Use the “I forgot my password” link (Enter the names of your Parent Liaisons or other staff members assisting with the Portal)

SchoolMAX Family Portal Where to find information

PGCPS Home Page > www1.pgcps.org/sis Verbalize to parents the accessibility of information on line. Point out the link for Caretaker Support

Shows information regarding report cards Point out two major links for information (each comes in on a click) Will take you to a link for the manual on how to navigate the Family Portal

SchoolMax Family Portal Any questions?

Thank you for coming!