Student Message - WAV Voice Message

Getting Started

It is a good idea to compose a script of what is to be recorded before starting this task.

• To place an Emergency Call, click on the phone in the top right corner of the screen, then click Student.

This will skip having to browse the navigation panel of JCampus and go directly to Setup Box 1 described below. The only staff that have permissions to make Emergency call via the JCall system are Admin (700), Principals, Assistant Principals and Superintendent. NOTE: You cannot input a code 911 call manually when creating a new message and is only available through the emergency call button.

Otherwise, on the left, click on Communication. Under the heading Entry, click on Student Event Messages.

Setup Box 1

Setup Box Options

To find definitions for standard setup values, follow this link: Standard Setup Options.

For other set up values not listed in the standard set up list:

• Select Individual Students 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.

If the message is meant for only Students, the user can jump down to click the Next button at the bottom of the setup box. If the user wishes to add Staff members to the message, continue with the next steps.

• 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.
• 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.
• Select Call Groups: Click here to limit the staff only by a selected group.
  • Staff Groups are defined by using the Call Group Loader
  • Clicking the box in the upper left will select all staff members.
• Phone Type: Click to select the type of phone number to communicate to.
  • Commonly used types: 06 Home telephone number and 12 Personal cellular number.
• Home Site Only: If including staff members in this message, selecting this option will limit the message to only those staff members who are "home based" at the school site.
• Select Individual Staff: Click to select individual staff members.

Click Next to move to the next step in the create message process.

Setup Box 2

1. If the message is to be scheduled for a future date/time, check the Schedule Call box, then select the date and time.
2. Schedule Time End will end your calls from going out past a certain time. In Communication Configuration, calls are set for start and stop times for the district as a whole. This will override and allow you to set it at an earlier time, if needed.
3. If the user wishes to send the message out now, leave the Schedule Call box unchecked.
   • If no date and time is selected, the message will go out in the next call interval.
4. Click Next to move to the next step in the create message process.

Setup Box 3

1. Select WAV Voice Message
2. In the Caller ID, enter the phone number that will be dislayed 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.
3. Click Next.

Setup Box 4

1. A list of voice recorded messages that have been created for the selected school will be displayed.
   • If the desired voice recorded message is not available, click Manage Voice Recording. (NOTE: A microphone must be connected to your computer to continue).
     1. On the setup box, year, district, and school should be set based on security. Click OK
2. Also send an email is available in addition to the chosen message.
   • 1. A list of existing voice recorded messages will appear on the screen. To begin recording a new message, click New.
     2. Enter a Title,a brief Description and a Script of the new message. Then, click Record to begin recording the message.
     3. Click Stop Recording when the message is complete.
     4. Click Play to review the message. Repeat step 3 and 4 until the message is correct.
     5. Click Save when the message is correct.
     6. Click Close when finished recording messages.
     7. Upon returning to the WAV Voice Message setup screen, click the Refresh button to view any newly created messages.
3. select the voice recorded message to send.
   • Click the green Play cell to review the message prior to sending.
4. Click Preview and enter a phone number to preview how the call will sound. Click Send when ready to send the message to the selected students and staff.
5. A dialog box showing number of messages to deliver as well as "Yes" or "No" choices will be displayed. Cliick Yes to continue with the message delivery, or click No to return to the recording options.
6. If Yes is clicked, a listing of the person's slated for message delivery is shown on the screen.

Results

1. A list of students that are scheduled to receive the message will be displayed on the screen. Print or save this report at this time if desired.

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JCampus / Communication / Student Event Messages