MyGradeBook Help Menu

Seating Chart Help


Sections in the Seating Chart help screen

General Description.
Moving students to different locations.
Updating attendance.
Working with other days.
Sending email notices.
Example of an attendance email notice.
Deleting attendance.
Pictures.



General Description

The Seating Chart can be used to record attendance online for students and send the students and their parents automatic emails when specific attendance events occur.

When you first open the the Seating Chart screen, it shows you a list of all the active students in your class as of the latest class meeting day. Use the Meeting Days screen to define the days of the week your class meets. You can move the students to different locations on the screen by clicking and slowly dragging them to new locations. More help on moving students...

If no attendance has been recorded for the day you are viewing, a message saying "** Not recorded yet" is shown to the right of the date to indicate that you have not clicked the "Save" button. In addition, each student is initially given the default attendance code. Most teachers have their default attendance code set to "Present". However, you can use the Attendance Definitions screen to make any code the default code and even create your own codes.


Moving students to different locations

You can move students to new locations on the screen by clicking and SLOWLY dragging them to the desired location. Click the "Save" button once you have the students in the desired locations.

Steps involved in clicking and dragging students:

  1. Place the mouse pointer over a students name.
  2. Left-Click and hold the button down.
  3. While holding down the mouse button, SLOWLY drag the student to a new location.
  4. Release the mouse button when the student is in the desired location.
  5. Click the Save button when you are finished moving students.
If the student stops following your mouse pointer, you moved your mouse to fast for your computer/web browser to keep up. Move the mouse pointer back to the student and do a normal left-click (click and release). The student should be released and you can try the normal click and drag steps outlined above.

** Tip ** New students are place at the bottom of the seating chart.


Updating attendance

Change the attendance by left clicking on a student and then typing the letter corresponding to the attendance code want. For example, if you use "A" for absent, you would left-click a student and then press the "A" key on your keyboard. Once you have updated the students, press the "Save" or "Send Email Notices" buttons to save the changes.


Updating attendance

Change the attendance by clicking on the appropriate radio buttons for each student. Once you have made your changes press the "Save" or "Send Email Notices" buttons to save the changes.


Working with other days

By default the latest class meeting day is shown. However, you can easily work on other days by clicking on the links that say "Previous Day   Next Day". The links you use to switch days are to the left and right of the date. Use the Meeting Days screen to define the days of the week your class meets.

When you go to a different date, the screen refreshes and shows list of all the active students in your class as of the date you are currently viewing. The Enrollment Date and Drop Date fields in the Student screen are used to determine if a student is active as of the date you are viewing.


Sending Automatic Emails

When you click the "Send Email Notices" button, the data on the screen is saved and automatic email notices are sent to students and parents for those attendance events you have indicated result in an email notification. You can indicate which attendance events should result in an automatic email by using the Attendance Definitions Screen.

You do not have to worry about sending duplicate emails more than once for the same day because emails will only be sent once for any student on any date. When you hold your mouse pointer over a students name, "Bubble" help will display. The bubble help tells you the students ID number assigned by MyGradeBook and whether or not an email was sent to that student and the students parents.

Reasons why the "Email Sent" indicator does not change to "Yes"

  1. There are no email addresses assigned to the students record. Use the Student screen to assign email addresses for the student and the students parents.
  2. The student did not have an attendance event that should result in an automatic email. For example, the student was "Present". Use the Attendance Definitions Screen to indicate which attendance events should result in an automatic email.


What a typical automatic email looks like

Subject: "Attendance in (your class name)"

This automatic email was sent to inform you of the following attendance event:

Attendance Event: (Description)
Student Name: (Students name)
Date: (Date event occurred)

Sincerely,

(your name)


Deleting attendance

> Once you have displayed the correct date, click the "Delete" button to delete the attendance recorded for that day from the system. If you do not see a "Delete" button, it is because there is no attendance that has been recorded on the day you are viewing.


Pictures

You can upload pictures of your students in jpeg, gif, or png format for each of your students. You can also replace existing photos, and delete existing photos.

To get the best quality pictures, you should preformat your pictures to be 92 pixels wide and 87 pixels high. Alternatively, you can make sure your files are less than 400 KB (Kilobytes) and MyGradeBook will automatically do a high quality rescale for you. If a file needs to be rescaled and it is larger than 400 KB, image quality is reduced when rescaled. Image quality is reduced even more when the file is larger than 1,000 KB, and even more reduced when the file is larger than 2,0000 KB.

MyGradeBook will reject any files that are larger than 5,000 KB (5 Megabytes).

  • >Uploading Photos - Click the Upload Photo button and choose a student from the drop down. Read the instructions shown next to the picture box.Replacing Photos - This is done the same way as Uploading Photos is done. The only difference is that you initially see the old photo instead of a generic student icon.
  • >Deleting Photos - Click the Upload Photo button and choose a student from the drop down. Click the Delete Current button and then click the Accept button.
>**SPECIAL NOTE** - Macintosh ™ users are currently not able to upload pictures.











































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