Difference between revisions of "Student Event Messages"

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====Video====
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'''This program will provide the user a way to create and maintain event messages for communication.'''
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[[media:New_Project.mov|Student Event Messages - Text to Voice video]]
 
  
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==Menu Location==
 
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[[File:mb56.png]]
 
  
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'''On the left navigation panel select Communication > Entry > Student Event Message.'''
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For '''Student Event Messages''' in [[User Management]], a user will need to have Category>Telephony and Program> EDGEAR Home Interface System RW.
 +
 
 +
For '''Staff Event Messages''' in [[User Management]], a user will need to have Category>Telephony and Program> Staff Events RW.
  
 +
==Menu Location==
  
 +
'''Communication > Entry > Student Event Messages''' or click on the '''Phone''' icon at the top right of the screen.
  
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===Emergency Call===
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[[File:Emergency.png]]
  
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[[File:EmergencyCallButton.png]]
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Whether the menu option is used or the phone icon is chosen, a Normal or an Emergency call can be created to send out to students and staff.
  
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To place an emergency call to send out to students and staff, click on the phone in the top right corner of the screen.
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[[File:normal.png]]
  
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Next, select either '''Student''' or '''Staff'''.
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For creation of the  emergency description buttons, go to  Communication>[[Message Manager]]>Emergency tab.
  
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[[File:mb104.png]]
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Select either '''Normal''' or '''Emergency'''.
  
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This will skip having to browse the navigation panel of JCampus and go directly to '''Setup Box 1''' described below. Only staff have permissions to make Emergency call(s) via the JCall system. Staff members are Admin (700), Principals, Assistant Principals and Superintendent. A 911 call manually cannot be input when creating a new message and is only available through the emergency call button.
+
Note that only staff members that have permission can view and create Emergency call(s), which is hard coded in the JCall system. They are Admin (AD and 700), Principals (PR, S0), Assistant Principals (AP), and Superintendent (SI). A 911 call manually cannot be input when creating a new message and is only available through the emergency call button.
  
 
==Setup Options==
 
==Setup Options==
  
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===Setup Box 1===
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[[File:event setup box.png]]
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[[File:mb57.png]]
 
  
 
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
 
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
  
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'''District''' - Default value is based on your security settings. You will be limited to your district only.
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'''District''' - Default value is based on the user's security settings. It will be limited to their district only.
  
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'''School''' - Default value is based on your security settings. If you are assigned to a school, the school default value will be your school site code. You will not be able to change this value. If you are a supervisor or other district office employee with access to the Student Information System, you will be able to run programs for one school, a small group of schools, or all schools in your district.
+
'''School''' - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.  
  
 +
'''All Students and Staff''' - Click to choose all students and staff members. The totals of the students and staff will display below the buttons. Click on the totals to see a roster of the student/staff with other information as well.
  
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'''Filters'''
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'''All Students''' - Click to choose all students. The total of the students will display below the buttons. Click on the total to see a roster of the students with other information as well.
 +
:*Make sure the student's parent/guardian has correct information and are not blocked in [[Student Master]] to receive messages. Also, the user can check the [[Do Not Call List]] to make sure they are not blocked.
  
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[[File:mb58.png]]
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'''All Staff''' - Click to choose all staff. The total of the staff members will display below the buttons. Click on the total to see a roster of the staff with other information as well.
 +
:*Make sure the staff has correct information in [[Human Resource Master]]> Contact Information field> Email Types/Addresses fields to receive messages.
  
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*'''Grade''' - Grade level of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if all grade levels are to be included. Otherwise, click in the field to the right of Grade(s) to select the desired grade level(s) to be included.
+
'''[[Student Filters]]''' - Click to be able to choose from filters for the students.
  
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*'''Gender''' - Gender of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if both genders are to be included. Otherwise, click in the field to the right of Gender to select the desired gender to be included.
+
'''[[Staff Filters]]''' - Click to be able to choose from filters for the staff members.
  
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*'''Homeroom''' - The teacher who is assigned a group of students in addition to the regular classes that they teach. Leave blank if all homerooms are to be included into the report. Otherwise click in the field to the right of Homeroom to select the desired homeroom(s) to view.
+
'''Schedule Call''' - Select if the message is to be scheduled for a future date/time.
  
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*'''Club''' - Extracurricular activities in which students may participate. Leave blank if all clubs are to be included into the report. Otherwise click in the field to the right of Clubs to select the desired club(s) to view.
+
'''Date''' - Select the date for the message to go out.
  
−
*'''A.M. Bus''' - This is the morning bus number the student rides.
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'''Time''' - Select the start time for messages to start going out.
  
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*'''P.M. Bus''' - This is the afternoon bus number the student rides.
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'''Stop Time''' - Set the stop time for this call. Any calls that have not been processed at this time will not be sent.
 +
*In [[Communication Configuration]], calls are set for start and stop times for the district as a whole. But, the intended purpose of this stop time option is to ensure calls, that are only useful until a certain time period, do not go out after that time. It is a further limit to the stop time set in [[Communication Configuration]] but not an override. If that option did act as an override, everyone with access to the program could bypass the stop times. Other than changing the stop time options in [[Communication Configuration]], the only way to send out messages after hours would be to use the Emergency call option.  
  
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*'''Program''' - Leave blank if all program codes are to be included into the report. Otherwise click in the field to the right of Program Codes to select the desired program code(s) to view.
+
'''Next'''- Click to continue.
  
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*'''Parent Home Language''' - Select the language spoken at the students home.
 
  
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*'''Ethnic''' - Ethnicity of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if all ethnics are to be included. Otherwise, click in the field to the right of Ethnic to select the desired ethnic(s) to be included.
+
Click on the drop down arrow in the top line for a list of messages to choose from.
  
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*'''Counselor''' - Responsible for scheduling, testing, student grades and transcripts. Leave blank if all counselors are to be included into the report. Otherwise click in the field to the right of Counselor to select the desired counselor(s) to view.
 
  
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*'''Sport''' - Leave blank if all sports are to be included into the report. Otherwise click in the field to the right of Sports to select the desired sport(s) to view.
+
'''<u>SMS 160 Text Message</u>''' - Select to send out a SMS 160 Text Message. Each district will have their own 800 series (844, 866, etc.) number for all SMS messages. This will help better relate your district to your parents and show the message is from a trusted source. This also reflects the updated federal guidelines on trusted sources. We have worked with carriers to ensure your district is identified and the messages are not filtered as spam.
  
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*'''A.M. Bus Stop''' - This is the morning bus stop number.
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[[File:studeventmess7.png]]
  
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*'''P.M. Bus Stop''' - This is the afternoon bus stop number.
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'''Enter Title''' - Enter a title for this message.
  
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*'''Special Codes''' - Special Codes must have been entered into the Student Master record for students. Leave blank if all special codes are to be included into the report. Otherwise click in the field to the right of Special Codes to select the desired special code(s) to view.
+
''' Enter Message''' - Type the body of the message in this area to send out. The SMS character limit  being sent is 160 characters. As you type in the text, the counter will count down to keep track.
  
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*'''Show Remote Only''' - If this box is checked, the report will list only those students who come to your school from another school in the district.
+
'''Include Student Cell''' - Select this option to send this message to the student's cell phone, if one is available in the [[Student Master]] Name> Student Cell field.
  
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*'''As of Date''' - This choice will list only those students who are actively enrolled as of the date selected in the date field. For Students, the '''As of Date''' defaults to first day of school, if before school starts.
+
'''Send in Home Language ''' (if available) - Select this option and the SMS 160 Text Message will be automatically translated into the home language.
 +
*Languages available can be seen on the [[Message Manager]] by clicking on the SMS counts> Add button> Select Language.
 +
*In order to choose the language for the student, go to [[Student Master]]> Country Entry> '''Home Language''' pull down option and select the language needed.
  
−
'''Sped'''
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'''Send Text To Speech When No Cell''' - If no cell phone is available to receive the SMS text message, select this option to send the message as a 'Text To Speech' call to a land line phone.
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*'''All''' - Select to view all students.
 
−
*'''Sped Only''' - Select to view sped only students.
 
−
*'''Non Sped''' - Select to see non sped students.
 
  
−
'''504'''
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'''Also Send Email''' - Select this option to also send this message as an email.
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*'''All''' - Select to view all students.
 
−
*'''504 Only''' - Select to view sped only students.
 
−
*'''Non 504''' - Select to see non sped students.
 
  
−
'''LEP'''
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'''Show Reply Name and Address in Messages''' - Select this option to show the creating user's name and email address in message.
−
*'''All''' - Select to view all students.
 
−
*'''LEP Only''' - Select to view sped only students.
 
−
*'''Non LEP''' - Select to see non sped students.
 
  
 +
'''Previous''' - Select this option to return to the previous page.
  
−
'''Clear''' - Select to clear out selections.
+
'''Preview''' - Select this option to view the SMS message being sent out.
  
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'''OK''' - Click to continue.
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'''Send''' - Select this option to send the SMS message.
  
  
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'''Select Individual Students''' - This will list all students that meet the criteria of the options selected in "Filter" options. Within that list, select the students to call or leave blank to call all students. This program will only make one call per household.  
+
'''<u>SMS Web Link Message</u>''' - Select to send out a SMS Text Web Link Message for text messages over 160 characters. Each district will have their own 800 series (844, 866, etc.) number for all SMS messages. This will help better relate your district to your parents and show the message is from a trusted source. This also reflects the updated federal guidelines on trusted sources. We have worked with carriers to ensure your district is identified and the messages are not filtered as spam.
  
 +
[[File:smsmessage.png]]
  
−
'''Add Staff'''
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'''Enter Title''' - Enter a title for this message.
  
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[[File:mb59.png]]
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'''Enter From''' - This will add text in front of the link. It defaults to 'School' but other text can be added in [[Sponsor Site Editor]]> in the field 'Name ABV' on the 'Site Demographics' tab.
  
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'''Object Code''' - Choose an object code to further filter the list of staff members to call in '''Select Individual Staff'''. This is not picking the staff, only filtering the staff list. This field relates to Human Resource. Leave blank to call all staff members regardless of object code.
+
'''Enter Message''' - Type the message in this area to be send out. Since the user knows that their SMS character amount is more than 160 characters, they will choose this option so it will be sent as a web link.
  
−
'''Function Code''' - Choose a function code to further filter the list of staff members to call in '''Select Individual Staff'''. This is not picking the staff, only filtering the staff list. This field relates to Human Resource. Leave blank to call all staff members regardless of function code.
+
'''Include Student Cell''' - Select this option to send this message to the student's cell phone, if one is available in the [[Student Master]] Name> Student Cell field.
  
−
'''Select Call Groups''' - Select to limit the staff only by a selected group. Staff Groups are defined by using the [[Call_Group_Loader|Call Group Loader]].
+
'''Send in Home Language (if available)''' - Select this option and the SMS Web Link Message will be automatically translated into the home language, assuming the language is available within the program.
 +
*In order to choose the language, go to [[Student Master]]> Country Entry> '''Home Language''' pull down option and select the language needed.
 +
*Languages available can be seen on the [[Message Manager]] by clicking on the SMS counts> Add button> Select Language.
  
−
'''As of Date''' - This date will display only the staff who are active as of the date selected in the date field.  The Staff filter '''As of Date''' should also default to first day of school if before school start date.  
+
'''Also Send Email''' - Select this option to send this message as an email.
  
−
'''Home Site Only''' - Selecting this option will limit the message to only those staff members who are "home based" at the school site.
+
'''Previous''' - Select this option to return to the previous page.
  
−
'''Select Individual Staff''' - Select individuals staff to send a message to.
+
'''Preview''' - Select this option to view the SMS message being sent out.
  
−
'''Clear''' - Select to clear out selections.
+
'''Send''' - Select this option to send the SMS message.
  
−
'''OK''' - Click to continue.
+
'''[[Add Attachment]]''' - Click on this tab to select file to be attached.
  
  
−
'''Next''' - Click to continue.
+
'''<u>Text to Speech Message</u>''' - Select to send out a Text to Speech Message.
  
−
===Setup Box 2 - Select Schedule Options===
+
[[File:texttospeechmessage3.png]]
  
−
[[File:mb60.png]]
+
'''Enter Title''' - Enter a title for this message.
  
−
'''Schedule Call''' - Select if the message is to be scheduled for a future date/time.
+
''' Enter Message''' - Type the message in this area to be send out.  
−
*'''Date''' - Select the date for the message to go out.
 
−
*'''Time''' - Select the start time for messages to start going out.
 
−
*'''Stop Time''' - Select the stop time for messages to stop going out.  In [[Communication Configuration]], calls are set for start and stop times for the district as a whole. This will override and allows an earlier time to be selected, if needed.
 
  
 +
'''Send SMS If Cell Available''' - Select this option to send a SMS text message INSTEAD of a call if a cell phone is found, but NOT both. The only way to send both a SMS text message and call would be to set them up separately.
  
−
'''Previous''' - Select this option to return to the previous page.
+
'''Also Send Email''' - Select this option to also send this message in an email.
  
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'''Next'''- Click to continue.
+
'''Send in Home Language ''' (if available) - Select this option and the SMS 160 Text Message will be automatically translated into the home language.
 +
*Languages available can be seen on the [[Message Manager]] by clicking on the T2S counts> Add button> Select Language.
 +
*In order to choose the language for the student, go to [[Student Master]]> Country Entry> '''Home Language''' pull down option and select the language needed.
  
−
===Setup Box 3 - Select Message Type===
+
'''Include Student Progress Center Message''' - If checked, this option will append the following text to the end of the message.  Please visit your district's web based Student Progress Center for more details.
  
−
[[File:mb74.png]]
+
'''Override Caller ID''' - Select this option to override caller ID's.
−
 
 
−
'''Caller ID''' - Enter the phone number that will be displayed on parents phones when the call is made. If left blank, the school`s phone number that is listed in the Sponsor Site will be used.
 
  
 
'''Previous''' - Select this option to return to the previous page.
 
'''Previous''' - Select this option to return to the previous page.
  
−
'''Next'''- Click to continue.
+
'''Preview''' - Select this option to view the SMS message being sent out.
  
 +
'''Send''' - Select this option to send the SMS message.
  
−
'''<u>Pre-Created Message</u>''' - A message must be created prior to setting up a campaign.
 
  
 +
'''<u>Record Voice Message Over Phone</u>'''  - Select to record voice message using a land and/or cell phone.
  
−
'''Campaign''' - These are messages that are setup in advance.
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[[File:recmessoverphone2.png]]
  
−
[[File:mb75.png]]
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Follow the instructions in box above.
  
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'''On The Fly''' - These are messages that are setup and sent out.
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'''Override Caller ID''' - Select this option to override caller ID's.
  
−
[[File:mb76.png]]
+
'''Previous''' - Select this option to return to the previous page.
  
−
'''Message Manager''' - Select to setup a campaign to send out at a later date.
+
'''Preview''' - Select this option to view the SMS message being sent out.
  
−
'''Refresh''' - Refresh the screen to seen '''Campaign''' or '''On The Fly''' messages that have been set up.
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'''Send''' - Select this option to send the SMS message.
  
−
[[File:mb79.png]]
 
  
−
'''Title''' - This is the title that was set up for the campaign.
+
'''<u>Record Voice Message With Microphone</u>''' - Select to record a voice message using a microphone.
  
−
'''Description''' - This is the message that will be sent out in the campaign.
+
[[File:recvoicemesswithmic.png]]
  
−
'''Voice''' - Count of Languages this '''Voice Recorded''' message has available to send. Click in the field and a popup box will appear. Select '''Add''' located at the bottom of the box. Another popup box will appear to select the language the message is to be sent out in and give it a title. Follow the instructions listed below.
+
'''Title''' - Enter a title for this message.
  
−
'''WAV''' - Count of Languages this '''WAV''' message has available to send. Click in the field and a popup box will appear. Select '''Add''' located at the bottom of the box. Another popup box will appear to select the language the message is to be sent out in and give it a title. Follow the instructions listed below.
+
'''Description''' - Add a description.
  
−
'''T2S''' - Count of Languages this '''Text to Speech''' message has available to send. Click in the field and a popup box will appear. Select '''Add''' located at the bottom of the box. Another popup box will appear to select the language the message is to be sent out in and give it a title. Follow the instructions listed below.
+
'''Script''' - This is only optional but the user can type in in the script here to read from once clicking on Record.
  
−
'''SMS''' - Count of Languages this '''SMS''' message has available to send. Click in the field and a popup box will appear. Select '''Add''' located at the bottom of the box. Another popup box will appear to select the language the message is to be sent out in and give it a title. Follow the instructions listed below.
+
'''Record''' - Speak the message into a microphone that has been previously set up to your computer. Using JCampus Mobile, the user can also use their cell phone as a microphone.
−
 
 
−
'''Email''' - Count of Languages this '''Email''' message has available to send. Click in the field and a popup box will appear. Select '''Add''' located at the bottom of the box. Another popup box will appear to select the language the message is to be sent out in and give it a title. Follow the instructions listed below.
 
−
 
 
−
'''Created Date''' - This is the day and time the message was created.
 
−
 
 
−
'''Create User''' - This is the user who created the message.
 
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−
 
 
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'''Setup''' - Select the year, district and school.
 
−
 
 
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'''Help''' - This takes you to written instructions and instructional videos.
 
−
 
 
−
'''Add''' - Select to add a new campaign.
 
−
 
 
−
'''Close''' - Select to close the popup box.
 
  
 +
'''Play''' -  Once the message is recorded, the user can play back the message to check for accuracy.
  
 +
'''Override Caller ID''' - Select this option to override caller ID's.
  
 
'''Previous''' - Select this option to return to the previous page.
 
'''Previous''' - Select this option to return to the previous page.
Line 196: Line 179:
  
  
−
'''<u>Record Voice Message</u>''' - Select to send out a Record Voice Message.
+
'''<u>Choose Recording</u>''' - Select to choose a voice recording to send out.
−
 
 
−
Follow the instructions below.
 
−
 
 
−
[[File:mb62.png]]
 
−
 
 
−
'''Also send an email''' is available in additional to recording the message.
 
−
 
 
−
'''Previous''' - Select this option to return to the previous page.
 
−
 
 
−
'''Preview''' - Select to view the recording.
 
  
−
'''Send''' - Select to send out the message.
+
[[File:chooserecording2.png]]
  
 +
'''Play''' - Play recorded message.
  
−
'''<u>WAV Voice Message</u>''' - Select to send out a WAV Voice Message.
+
'''Title''' - Title of recorded message.
  
−
[[File:mb63.png]]
+
'''School''' - School site number.
  
−
After checking the box to send out a WAV Voice Message, click '''Next''' to continue.
+
'''Description''' - Description of recorded message.
  
−
When the popup box appears, select '''Manage Recordings'''. Another popup box will appear to show all previous voice recording, select the '''New''' button located on the bottom of the page. By doing this, a title, description and script will need to entered, next select '''Record'''. Once this has been done, select '''Play''' to hear the recorded message. Make sure to select '''Save'''. The message can be deleted by selecting '''Cancel'''.
+
'''Manage Recordings''' - This button will take the user to Manage Voice Recordings for playing, editing, and deleting of the voice recordings.
  
−
By selecting the '''Refresh''' button, the new recording will display in the list.
+
'''Refresh''' - Refresh the screen to see '''Campaign''' or '''On The Fly''' messages that have been set up.
  
 +
'''Override Caller ID''' - Select this option to override caller ID's.
  
 
'''Previous''' - Select this option to return to the previous page.
 
'''Previous''' - Select this option to return to the previous page.
  
−
'''Preview''' - Select to view the recording.
+
'''Preview''' - Select this option to view the email message.
  
−
'''Send''' - Select to sent the message.
+
'''Send''' - Select to send the message. Once '''Send''' has been selected, a pop up box will appear with the number of students to send the email to.
−
 
 
−
 
 
−
'''<u>Text-to-Speech Message</u>''' - Select to send out a Text-to-Speech Message.
 
−
 
 
−
[[File:mb221.png]]
 
−
 
 
−
'''Enter Title''' - Enter the title of the message.
 
−
 
 
−
'''Enter Message''' - Type the body of the message in this area to send out. There is an 800 character space limit.
 
  
  
−
'''Also send SMS''' - Check the box to send out a SMS message in addition to the '''Text to Speech''' message.
+
'''<u>Email</u>''' - Select to send out an email.
  
−
'''Also send email''' - Check the box to sent out an email in addition to the '''Text to Speech''' message.
+
[[File:studeventmessemail.png]]
  
 +
'''Subject''' - Enter subject of email.
  
−
'''Previous''' - Select this option to return to the previous page.
+
'''From Email''' - This field is for when a user wants to override the default sender's email address which comes from their username/password information. For a different email to show, type in the email address that will display to the receiver of the email.  Leave blank to use default.
 +
*Also note that if "Send As Sponsor Site" is checked in [[Communication Configuration]]> JCall tab>, all emails sent through JCall will use the Sponsor Site email address as the from email address BUT the "Email From" filter will override this setting.
  
−
'''Preview''' - Select to view the Text to Speech message being sent out.
+
'''Show Reply Name and Address''' - Select this option to show the creating user's name and email address in email message.
  
−
'''Send''' - Select to sent the message.
+
'''Enter Message''' - Type the message in this area to be send out.
  
 +
'''To Student''' - Send this email to student. At least one of the choices has to be checked.
  
−
'''<u>SMS Text Message</u>''' - Select to send out an SMS Text Message.
+
'''To Single Parent/Guardian''' - Send this email to only one parent or guardian for the selected students. It will default to the first parent listed in [[Student Master]]. At least one of the choices has to be checked.
−
 
 
−
[[File:mb220.png]]
 
−
 
 
−
'''Enter Title''' - Enter the title of the message.
 
−
 
 
−
''' Enter Message''' - Type the body of the message in this area to send out. Any SMS message over 160 characters may be sent in multiple messages. The order of delivery of these messages is not guaranteed.
 
−
 
 
−
 
 
−
'''Aslo send Text-To-Speech''' - Check the box to send out a Text to Speech message in addition to the '''SMS Message'''.
 
−
 
 
−
'''Also send email''' - Check the box to sent out an email in addition to the '''SMS Message''' message.
 
  
 +
'''To All Parents/Guardians''' - Send this email to all parents and guardians for the selected students. At least one of the choices has to be checked.
  
 
'''Previous''' - Select this option to return to the previous page.
 
'''Previous''' - Select this option to return to the previous page.
  
−
'''Preview''' - Select to view the SMS message being sent out.
+
'''Preview''' - Select this option to view the email message.
  
−
'''Send''' - Select to sent the SMS message.
+
'''Send''' - Select to send the message. Once '''Send''' has been selected, a pop up box will appear with the number of students to send the email to.
  
 +
'''Add Attachment''' - By selecting this option, a popup box will appear. Next, select '''Add from JDrive''' and it will display the JDrive to where the attachment was saved.
  
 +
Next a list will appear of all of the student's that will receive the email, along with a popup box reiterating the number of student's who will receive the email. Select '''OK''' for the email to send.
  
−
'''<u>Email</u>''' - Select to sent out an Email.
 
  
−
[[File:mb66.png]]
+
'''<u>Campaign Message</u>''' - Select to to resend out an On The Fly or Campaign Message.
  
−
'''Subject'''  - Type the subject in the subject line.
+
[[File:campaignmessage2.png]]
  
−
'''Arena''' - Select from EV, AT, DI and GR.
+
'''School''' - School site number.
  
−
'''Code''' - Input a code.
+
'''Title''' - Title of message.
  
−
'''Show Reply Name and Address''' - Check the box to show a reply name and address. If the box is left unchecked, it will automatically generate a reply message, '''Please do not reply to this email. Please contact the school with any questions you may have.'''
+
'''Description''' - Description of message
  
−
'''Message''' - Type in the body of the email message that will be sent out.
+
'''Create Date''' - Date and time when the message was created.
  
 +
'''Create User''' - User's name who created message.
  
−
'''To Student''' - Check the box to send out an email to students.
+
'''Campaign''' - These are messages that were set up in advance and not on the fly.
  
−
'''Single Parent/Guardian''' - Check the box to send out an email to the first parent/guardian to have an email.
+
'''On The Fly''' - These are messages that are set up as they are needed (on the fly) and sent out. A user can resend a previously sent out message whether it is a voice message, text to speech message, etc.
  
−
'''All Parents/Guardians''' - Check the box to send out an email to all parents/guardians listed with an email.
+
'''[[Message Manager]]''' - This button will take you to the Message Manager.
  
 +
'''Refresh''' - Refresh the screen to see '''Campaign''' or '''On The Fly''' messages that have been set up.
  
 +
'''Override Caller ID''' - Select this option to override caller ID's.
  
 
'''Previous''' - Select this option to return to the previous page.
 
'''Previous''' - Select this option to return to the previous page.
  
−
'''Preview''' - Select to view the email message.
+
'''Preview''' - Select this option to view the email message.
  
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'''Send''' - Select to send the message. Once '''Send''' has been selected, a pop up box will appear with the number of students to send the email to.
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'''Send''' - Select this option to send the message. Once '''Send''' has been selected, a pop up box will appear with the number of students to send the email to.
  
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[[File:mb71.png]]
 
  
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Next a list will appear of all of the student's that will receive the email, along with a popup box reiterating the number of student's who will receive the email. Select '''OK''' for the email to send.
 
  
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[[File:mb72.png]]
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'''Q&A'''
  
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'''Q''' -  Is there the capacity in Jcall to preschedule the same message over multiple days or according to a set schedule?  And, is there the ability to replicate/copy an existing messages without having to start from scratch? 
  
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'''Add Attachment''' - By selecting this option, a popup box will appear. Next, select '''Add''' and it will display the JDrive to where the attachment was saved.
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'''A''' - There is not currently a way to schedule multiple JCalls all in one setup process. However, once the first JCall is created that message is saved and available to send as many times as you want without having to type it out again. To do this, you would need to select the message type as '''Campaign Message''' and the click on the '''On The Fly''' tab to see all previously sent messages. Then, just select the message and hit Send.  
  
  
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'''Caller ID''' - Enter the phone number to display on Caller ID when the message is sent out. If left blank, the school`s phone number that is listed in the Sponsor Site will be used. This option is applicable to '''Record Voice Message''', '''WAV Voice Message''' and '''Text-to-Speech'''.
 
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'''Previous''' - Select this option to return to the previous page.
 
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'''Next'''- Click to continue.
 
  
  
 
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:[[Communication|'''Communication''' Main Page]]
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[[Communication|'''Communication''' Main Page]]
  
 
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:[[WebPams|'''JCampus''' Main Page]]
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[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 13:57, 7 February 2024

This program will provide the user a way to create and maintain event messages for communication.


For Student Event Messages in User Management, a user will need to have Category>Telephony and Program> EDGEAR Home Interface System RW.

For Staff Event Messages in User Management, a user will need to have Category>Telephony and Program> Staff Events RW.

Menu Location

Communication > Entry > Student Event Messages or click on the Phone icon at the top right of the screen.

Emergency.png

Whether the menu option is used or the phone icon is chosen, a Normal or an Emergency call can be created to send out to students and staff.

Normal.png

For creation of the emergency description buttons, go to Communication>Message Manager>Emergency tab.

Select either Normal or Emergency.

Note that only staff members that have permission can view and create Emergency call(s), which is hard coded in the JCall system. They are Admin (AD and 700), Principals (PR, S0), Assistant Principals (AP), and Superintendent (SI). A 911 call manually cannot be input when creating a new message and is only available through the emergency call button.

Setup Options

Event setup box.png

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user's security settings. It will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

All Students and Staff - Click to choose all students and staff members. The totals of the students and staff will display below the buttons. Click on the totals to see a roster of the student/staff with other information as well.

All Students - Click to choose all students. The total of the students will display below the buttons. Click on the total to see a roster of the students with other information as well.

  • Make sure the student's parent/guardian has correct information and are not blocked in Student Master to receive messages. Also, the user can check the Do Not Call List to make sure they are not blocked.

All Staff - Click to choose all staff. The total of the staff members will display below the buttons. Click on the total to see a roster of the staff with other information as well.

  • Make sure the staff has correct information in Human Resource Master> Contact Information field> Email Types/Addresses fields to receive messages.

Student Filters - Click to be able to choose from filters for the students.

Staff Filters - Click to be able to choose from filters for the staff members.

Schedule Call - Select if the message is to be scheduled for a future date/time.

Date - Select the date for the message to go out.

Time - Select the start time for messages to start going out.

Stop Time - Set the stop time for this call. Any calls that have not been processed at this time will not be sent.

  • In Communication Configuration, calls are set for start and stop times for the district as a whole. But, the intended purpose of this stop time option is to ensure calls, that are only useful until a certain time period, do not go out after that time. It is a further limit to the stop time set in Communication Configuration but not an override. If that option did act as an override, everyone with access to the program could bypass the stop times. Other than changing the stop time options in Communication Configuration, the only way to send out messages after hours would be to use the Emergency call option.

Next- Click to continue.


Click on the drop down arrow in the top line for a list of messages to choose from.


SMS 160 Text Message - Select to send out a SMS 160 Text Message. Each district will have their own 800 series (844, 866, etc.) number for all SMS messages. This will help better relate your district to your parents and show the message is from a trusted source. This also reflects the updated federal guidelines on trusted sources. We have worked with carriers to ensure your district is identified and the messages are not filtered as spam.

Studeventmess7.png

Enter Title - Enter a title for this message.

Enter Message - Type the body of the message in this area to send out. The SMS character limit being sent is 160 characters. As you type in the text, the counter will count down to keep track.

Include Student Cell - Select this option to send this message to the student's cell phone, if one is available in the Student Master Name> Student Cell field.

Send in Home Language (if available) - Select this option and the SMS 160 Text Message will be automatically translated into the home language.

  • Languages available can be seen on the Message Manager by clicking on the SMS counts> Add button> Select Language.
  • In order to choose the language for the student, go to Student Master> Country Entry> Home Language pull down option and select the language needed.

Send Text To Speech When No Cell - If no cell phone is available to receive the SMS text message, select this option to send the message as a 'Text To Speech' call to a land line phone.

Also Send Email - Select this option to also send this message as an email.

Show Reply Name and Address in Messages - Select this option to show the creating user's name and email address in message.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the SMS message being sent out.

Send - Select this option to send the SMS message.


SMS Web Link Message - Select to send out a SMS Text Web Link Message for text messages over 160 characters. Each district will have their own 800 series (844, 866, etc.) number for all SMS messages. This will help better relate your district to your parents and show the message is from a trusted source. This also reflects the updated federal guidelines on trusted sources. We have worked with carriers to ensure your district is identified and the messages are not filtered as spam.

Smsmessage.png

Enter Title - Enter a title for this message.

Enter From - This will add text in front of the link. It defaults to 'School' but other text can be added in Sponsor Site Editor> in the field 'Name ABV' on the 'Site Demographics' tab.

Enter Message - Type the message in this area to be send out. Since the user knows that their SMS character amount is more than 160 characters, they will choose this option so it will be sent as a web link.

Include Student Cell - Select this option to send this message to the student's cell phone, if one is available in the Student Master Name> Student Cell field.

Send in Home Language (if available) - Select this option and the SMS Web Link Message will be automatically translated into the home language, assuming the language is available within the program.

  • In order to choose the language, go to Student Master> Country Entry> Home Language pull down option and select the language needed.
  • Languages available can be seen on the Message Manager by clicking on the SMS counts> Add button> Select Language.

Also Send Email - Select this option to send this message as an email.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the SMS message being sent out.

Send - Select this option to send the SMS message.

Add Attachment - Click on this tab to select file to be attached.


Text to Speech Message - Select to send out a Text to Speech Message.

Texttospeechmessage3.png

Enter Title - Enter a title for this message.

Enter Message - Type the message in this area to be send out.

Send SMS If Cell Available - Select this option to send a SMS text message INSTEAD of a call if a cell phone is found, but NOT both. The only way to send both a SMS text message and call would be to set them up separately.

Also Send Email - Select this option to also send this message in an email.

Send in Home Language (if available) - Select this option and the SMS 160 Text Message will be automatically translated into the home language.

  • Languages available can be seen on the Message Manager by clicking on the T2S counts> Add button> Select Language.
  • In order to choose the language for the student, go to Student Master> Country Entry> Home Language pull down option and select the language needed.

Include Student Progress Center Message - If checked, this option will append the following text to the end of the message. Please visit your district's web based Student Progress Center for more details.

Override Caller ID - Select this option to override caller ID's.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the SMS message being sent out.

Send - Select this option to send the SMS message.


Record Voice Message Over Phone - Select to record voice message using a land and/or cell phone.

Recmessoverphone2.png

Follow the instructions in box above.

Override Caller ID - Select this option to override caller ID's.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the SMS message being sent out.

Send - Select this option to send the SMS message.


Record Voice Message With Microphone - Select to record a voice message using a microphone.

Recvoicemesswithmic.png

Title - Enter a title for this message.

Description - Add a description.

Script - This is only optional but the user can type in in the script here to read from once clicking on Record.

Record - Speak the message into a microphone that has been previously set up to your computer. Using JCampus Mobile, the user can also use their cell phone as a microphone.

Play - Once the message is recorded, the user can play back the message to check for accuracy.

Override Caller ID - Select this option to override caller ID's.

Previous - Select this option to return to the previous page.

Preview - Select to view the recording.

Send - Select to send out the message.


Choose Recording - Select to choose a voice recording to send out.

Chooserecording2.png

Play - Play recorded message.

Title - Title of recorded message.

School - School site number.

Description - Description of recorded message.

Manage Recordings - This button will take the user to Manage Voice Recordings for playing, editing, and deleting of the voice recordings.

Refresh - Refresh the screen to see Campaign or On The Fly messages that have been set up.

Override Caller ID - Select this option to override caller ID's.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the email message.

Send - Select to send the message. Once Send has been selected, a pop up box will appear with the number of students to send the email to.


Email - Select to send out an email.

Studeventmessemail.png

Subject - Enter subject of email.

From Email - This field is for when a user wants to override the default sender's email address which comes from their username/password information. For a different email to show, type in the email address that will display to the receiver of the email. Leave blank to use default.

  • Also note that if "Send As Sponsor Site" is checked in Communication Configuration> JCall tab>, all emails sent through JCall will use the Sponsor Site email address as the from email address BUT the "Email From" filter will override this setting.

Show Reply Name and Address - Select this option to show the creating user's name and email address in email message.

Enter Message - Type the message in this area to be send out.

To Student - Send this email to student. At least one of the choices has to be checked.

To Single Parent/Guardian - Send this email to only one parent or guardian for the selected students. It will default to the first parent listed in Student Master. At least one of the choices has to be checked.

To All Parents/Guardians - Send this email to all parents and guardians for the selected students. At least one of the choices has to be checked.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the email message.

Send - Select to send the message. Once Send has been selected, a pop up box will appear with the number of students to send the email to.

Add Attachment - By selecting this option, a popup box will appear. Next, select Add from JDrive and it will display the JDrive to where the attachment was saved.

Next a list will appear of all of the student's that will receive the email, along with a popup box reiterating the number of student's who will receive the email. Select OK for the email to send.


Campaign Message - Select to to resend out an On The Fly or Campaign Message.

Campaignmessage2.png

School - School site number.

Title - Title of message.

Description - Description of message

Create Date - Date and time when the message was created.

Create User - User's name who created message.

Campaign - These are messages that were set up in advance and not on the fly.

On The Fly - These are messages that are set up as they are needed (on the fly) and sent out. A user can resend a previously sent out message whether it is a voice message, text to speech message, etc.

Message Manager - This button will take you to the Message Manager.

Refresh - Refresh the screen to see Campaign or On The Fly messages that have been set up.

Override Caller ID - Select this option to override caller ID's.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the email message.

Send - Select this option to send the message. Once Send has been selected, a pop up box will appear with the number of students to send the email to.


Q&A

Q - Is there the capacity in Jcall to preschedule the same message over multiple days or according to a set schedule? And, is there the ability to replicate/copy an existing messages without having to start from scratch?

A - There is not currently a way to schedule multiple JCalls all in one setup process. However, once the first JCall is created that message is saved and available to send as many times as you want without having to type it out again. To do this, you would need to select the message type as Campaign Message and the click on the On The Fly tab to see all previously sent messages. Then, just select the message and hit Send.



Communication Main Page

JCampus Main Page

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