ELEANOR ROOSEVELT HIGH SCHOOL

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ELEANOR ROOSEVELT HIGH SCHOOL SCIENCE AND
TECHNOLOGY CENTER

• INTRODUCTION TO SCHOOLMAXs FAMILY PORTAL
• The purpose of SchoolMAXs Family Portal is to
  ensure that all legally responsible family
  members can have 24 x 7 access to accurate and
  timely information about their PGCPS student(s)
• Family Portal is a web based portal thats
  accessible to any web-enabled computer with a
  live internet connection
• It is the Board of Educations intent to have
  this information available as soon as possible
  but PLEASE BE PATIENT, this is a work in progress
  and, much of the work has fallen on the
  individual schools

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SchoolMAX Family Portal

• The Family Portal in SchoolMAX includes views of
• Attendance (cumulative for the year)
• Schedule (classes that should be attended
  presently)
• Gradebook (all grades, assignments, scores,
  weights)
• Progress reports (progress P and quarter Q
  grade types)
• Discipline (all recorded incidents and responses)
  
• My Profile (to update info, request attendance
  notifications)
•  
• The system went live on 1/26/2009 and
  letters will be generated after that date by our
  school that give parents access keys.
•  

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SchoolMAX Family Portal
Family Portal is accessible with any web-enabled
computer here https//family.sis.pgcps.org
This address is accessible at the county
website but you should enter this address into
the address bar of your browser and make it a
favorite or bookmark This way if the county
website is down you still have access (they are
on two different servers) Screen shots
explaining how to get started/registered and a
downloadable instruction manual are
here http//www1.pgcps.org/schoolmax/family/inde
x.html
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SchoolMAX Family Portal
Family Portal is accessible the first time after
you receive a letter from our school containing
an access key and register Upon login, student
information is visible based on information
provided in the enrollment record If the
enrollment record is faulty our communications
will be faulty If a family has multiple students
in the system, persons of record will be able to
select which students info to view Downloadable
instruction manual here http//www1.pgcps.org/sch
oolmax/family/index.html
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Registration, Access Keys, Usernames/Passwords

• The school will automatically generate an access
  key for each parent/guardian and print a letter
  to parents/legal guardians
• During registration the access key is used on the
  first screen along with the I need to register
  link to gain access for the first time
• As you register you will create your username and
  password
• You will also have to choose three questions from
  the password hint drop down menu (what is your
  favorite color, mothers maiden name, etc). You
  will have to be able to answer these questions if
  you try to retrieve your password using the I
  forgot my password link
• As with all initial access codes and
  username/password combinations, it the
  responsibility of the parent/legal guardian to
  safeguard access keys and usernames/passwords
• If the access keys and username/passwords are
  compromised, whoever has your username/password
  has the same privileges as you
• The school and school system is not responsible
  if you give out your access information to other
  people including your children

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Resetting/Retrieving your password

• Once you have registered for the first time you
  can change your password using My Profile and get
  your password if forgotten using the I forgot my
  password link
• When using the link you have three tries to
  answer the questions correctly and, if you cant,
  you get locked out.
• This isnt a software malfunction, it is the
  operation of the software as designed
• If you are locked out you can email Family Portal
  Administrator and you will be asked 4 questions
  in a reply email
• What is the username for this account
• Security Question 3 (from account creation)
• Security Question 2 (from account creation)
• Security Question 3 (from account creation)

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Resetting/Retrieving your password

• If you answer correctly you will be emailed in a
  message that contains nothing but a new password.
  Use that password to enter and immediately change
  the password to something you will remember.
• If you answer incorrectly you can some to school
  and see the Family Portal Administrator with
  proper ID and your account can be unlocked and
  your password reset.
• At this point NO PHONE CALLS or any other
  COMMUNICATION can substitute for your in person
  visit

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Lockouts

• As with other secure, online software you are
  allowed three attempts to logon to the Family
  Portal with a username and password combination.
  After three unsuccessful attempts to logon you
  will be locked out.
• This isnt a software malfunction, it is the
  operation of the software as designed.
• If you are locked out you can email Family Portal
  Administrator and you will be asked 4 questions
  in a reply email
• What is the username for this account
• Security Question 3 (from account creation)
• Security Question 2 (from account creation)
• Security Question 3 (from account creation)

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Lockouts

• If you answer correctly you will be emailed in a
  message that contains nothing but a new password.
  Use that password to enter and immediately change
  the password to something you will remember.
• If you answer incorrectly you can some to school
  and see the Family Portal Administrator with
  proper ID and your account can be unlocked and
  your password reset.
• At this point NO PHONE CALLS or any other
  COMMUNICATION can substitute for your in person
  visit

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Forgot your password?
As with other secure, online software you are
allowed three attempts to self-serve finding
your own password. After three unsuccessful
attempts answering the prompt questions you will
be locked out of access to your account. This
isnt a software malfunction, it is the operation
of the software as designed. When you are
notified of your password after your request it
will not be the password you made up. It will be
a reset password that you will have to use to
access your account. When you get back in you can
then change your password to something more
suitable.
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SOME HINTS FOR SMOOTHER OPERATION

• Every screen is extremely case sensitive
• Do not type spaces after any thing you enter
• Delete all browser history, cache, passwords, etc
• Only have the family portal running on your
  desktop

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Access Key Letter
Your access key will be printed in the body of a
letter to be distributed to each parent/legal
guardian listed as Caretaker 1.
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After you create an account and you go to the web
address the logon page looks like this
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SchoolMAX Family Portal

• On the login page
• SchoolMAX Logo and Home link (top right)
• return participants to the general information
  screen
• Help is not functional presently in the Family
  Portal
• Auto Logout in provides 2915 minutes of access
• to navigate within the portal before
  automatically logging out
• you will get a nag screen warning about automatic
  logout
• changing screens/menus will reset this to 2915
• Academic Year shows current year but you may view
  
• other years as we use SchoolMAX into the future

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The user registration page looks like this
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The next user registration page looks like this
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The Password Hint drop-down questions look like
this
When finished with these click Create Account.
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After you create an account and you go to the web
address the logon page looks like this
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The next page looks like this if you have more
than one student enrolled
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And looks like this if you have one student
enrolled
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Attendance

• Attendance displayed is cumulative
• Attendance in the elementary schools is taken by
  the day and in the secondary ( high and middle)
  schools is taken period by period
• No county schools record hourly attendance
• Questions regarding attendance or attendance
  discrepancies should be directed to the specific
  teacher of the class in question

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The Attendance page looks like this
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Schedule

• The schedule displayed is the current schedule
  your student should be attending PLEASE NOTE As
  of 1-23-2009 the times that the courses begin and
  end are inaccurate as displayed and they are
  being worked on by the county
• The page defaults to a schedule depicting Todays
  Classes as the term code . To see all classes
  change the term code to ALL in the drop-down menu
  next to Change Term Code
• Questions regarding a specific class should be
  directed to classroom teachers. Direct eMail
  links to teachers are provided and if you press
  the link it may auto start your email client
  (seems to work with Outlook, not sure on
  Firefox/Chrome, wont auto start web-based or
  company email clients)
• Questions regarding scheduling and schedule
  changes should be directed to the assigned
  guidance counselor [phone]

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The Schedule page looks like this
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Gradebook

• The gradebook displayed is the current gradebook
  in each class your student should be attending
• This page can display grades, scores and details
  about assignments in specific classes PLEASE NOTE
  As of 1-23-2009 the current Grade Period Weighted
  Average displayed when you press Grades is
  cumulative for the year, not the quarter. That is
  being worked on by the county so eventually you
  will be able to see quarter grades
• The Current Grade Period Weighted Average
  displayed is not the official grade for the
  course and can be updated at any time. Official
  grades are published on grade reports and
  transcripts
• Questions regarding grades should be directed to
  the specific classroom teacher, direct email
  links to teachers provided on the Schedule page
  may auto start your email client.

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The Gradebook page looks like this
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When you get to Grades the Grade Period Weighted
Average on this page is cumulative
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Progress Reports

• The progress report screen displayed are all of
  the most recent P grade types (progress report
  grades), Q grade types (quarterly report card
  grades), and FG grade types (final grades) in
  each class your student should be attending.
  PLEASE NOTE as of 1/23/2009 the final grades are
  displayed and are inaccurate, please disregard
  for now, the county is working to fix this
  ongoing problem. (The software is generating and
  displaying final grades for courses that havent
  ended, none of them have ended yet)
• By the end of the year you should see 9 grades
  per year long course and 5 grade per semester
  course for each class attended
• In very few cases a W grade appears in those
  courses that were dropped after the 20th day of
  school and approved by the principal. The W
  grades will appear on transcripts
• Questions regarding grades should be directed to
  the specific classroom teacher

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The Progress Report page looks like this
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Discipline

• The discipline screen displays all of the
  recorded incidents and responses about eh student
  in question
• Questions regarding discipline incidents should
  be directed to the specific grade level
  administrator

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My Profile

• The My Profile page displays an option for
  changing your phone number and address, entering
  your eMail, and some choices for Communication
  Medium for Printed Material
• Entering information here does not change the
  record, it sends a request to change records to
  the Registrar. That request can be accepted or
  declined. Questions regarding data in the
  enrollment record or requests for an appointment
  to change data should be directed to the
  Registrar's Office [phone]
• Please see the next slide regarding changes to
  data in the enrollment record.
• You can enter an eMail address by pressing the
  Edit Profile link and choose some options in
  Communication Medium for Printed Material PLEASE
  NOTE As of 1-23-2009 the Communications options
  dont work but please pick one, they are supposed
  to work in the future The eMail address entered
  is used only for the communications options on
  this page and not for direct contact with
  parents/guardians

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START RIGHT FROM THE START

• In order to facilitate communications the data in
  the enrollment record has to be maintained.
• It is the responsibility of the parent/legal
  guardian of record to provide accurate
  information and updates to the registrars
  office.
• In order to comply with FERPA and county
  registration procedures we can only accept or
  decline changes to data made in My Profile after
  verification which has to be in person at the
  Registrars office with proper ID and original
  documentation (no copies).
• Data in the enrollment record can be changed by
  making an appointment with registrars office,
  coming to school in person, providing proper
  identification, and proper documentation for the
  data change
• NO PHONE CALLS, EMAILS, or any other
  COMMUNICATION can substitute for your in person
  visit to change data
• Updates submitted electronically in My Profile
  will be evaluated and then accepted or declined
  based on your visit

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The My Profile page looks like this
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PLEASE EXPERIMENT ON YOUR OWN FIRST
The downloadable instruction manual has more
detail and is available here http//www1.pgcps.o
rg/schoolmax/family/index.html If all else fails
contact the school [phone] and ask for
the Family Portal Administrator in our school
for further assistance