eConsent for Clerical and Admin Staff

Summary

This article provides an in-depth review of the eConsent application and it's use.

 

Audience

This article is intended to be used by Clerical and Admin staff.

 

Instructions

Overview of the eConsent Application

eConsent is a web-based application for schools to manage several required consents and signed permissions from students’ parents and guardians.

eConsent allows:

  • The school office to send consent requests via email to parents and guardians and then to view and report on the responses for every student in their school.
  • School teachers to view consent responses for students in their class(es).

 

How to Access eConsent

On the SD68 Intranet, you can click on the eConsent link.  Or you can access the app directly at the following link at: https://www.sd68.bc.ca/information-technology/econsent/

 

How to Log On

User Name = Use your regular school district credentials, e.g. firstname.lastname
Password = computer login password

 

In Preparation - Must Have Information before Sending Email

Step One: Missing Emails

Step 1: eConsent Blank Emails

  • Path: Send Form Tab > arrow drop down = Student Emergency Release form > Click word Email > brings blank emails to top.

Step 2: Investigate = Student Verification form
Has the parent/guardian selected the box to receive emails?

  • No = School process to whom will contact parent/guardian. Once parent/guardian confirms Yes to receiving emails update checkbox in MyEd > Contact (side tab) > click contact > add checkbox > add email or update email.
  • Yes = Update MyEd > Contact (side tab) > click contact > add checkbox > add email or update email

MyEd Changes/Updated Information: Will take 24 hours to reflect in eConsent

 

Step Two - Missing Account (SAM's)

Step 1: eConsent Blank Accounts

  • Path: Send Form Tab > arrow drop down = Cloud Consent form > Click word Account > brings blank accounts to top.
  • Please reach out and notify your School’s designated Student Account Manager OR email helpdesk to connect you with your school IT support technician.

***New student accounts created by SAM can take up to a couple of hours to appear in eConsent***

TIP: Make sure to click Refresh students from AD – Access to eConsent is Instant.

 

Navigating eConsent

Send Form Tab - 4 Steps - Repeat for Each Form

Step 1: Select the Form to Emailed
Click drop down arrow = Select Form Type:

  • Student Emergency Release
  • Cloud Consent
  • Student Information Consent

Step 2: Send Form – Two Ways to Select Students
1. Multiple Students

  • Select multiple students by clicking the drop down arrow next to items per page (On the bottom bar) Select the number of students – 20/50/100/All
  • Select the box next to StudentID – This will highlight the number of students chosen above

OR

2. Individual Student(s)

  • Select individual student(s) by clicking the Last Name (text) for Alphabetical (See arrow after Last Name to indicate sort order)
  • Select the Filter on Last Name, then choose operation to sort by adding Student Last Name in Blank Field > Click Filter
  • Select student(s) by clicking the box next to their name, highlighting the row
  • TIP: Click refresh circle arrow to refresh screen > Bottom right hand corner

Step 3: Preview Consent Form

  • Click Preview Consent Form to confirm which form will be emailed

Step 4: Send Consent Form
****MUST not close browser and MUST wait for Pop-Up Window to display how many forms where sent***Any interruption will result in restarting process from beginning****

  • Click Send Consent Form to email parents/guardian with MyEd Priority 1 and/or 2

 

Cloud Consent – Students without Account

The following message will appear when student(s) do not have a login account in “SAM – Student Account Manager.” Please reach out and notify your School’s designated Student Account Manager OR email helpdesk to connect you with your school IT support technician. ***New student accounts created by SAM can take up to a couple of hours to appear in eConsent***

  • Click name Account twice to bring up Blank(s) > Select All students (reminder – click items per page at bottom of screen) > then Un-Select students with Blank(s) under Account Column > Click Send Consent Form
  • Pop-Up Window – Click OK. ***Double check form title matches form chosen***

***MUST wait for Pop-Up Widow to display how many forms were sent > Click Ok***

 

Information - Use Filter for: Form Sent or Responded

Will display Yes email sent to parent/guardian OR No email was not sent to parent/guardian

  • Click on filter button select Yes or No > Click Filter. Will display Yes parent/guardian filled out email and clicked Submit or No parent/guardian has not filled out email.
  • Once students are filtered click ALL the students to select > click Send Consent Form

 

View Sent Form Tab

Select the form to view by clicking on the drop down arrow titled "select form type." From here, you can view:

  • Student Emergency Release,
  • Cloud Consent, and
  • Student Information Consent

Student Emergency Release

  • Consent Answer = Yes, No, Null (parent/guardian has not answered and clicked Submit)
  • Signature Date = Date Priority 1 and/or 2 clicked Submit
  • Signature = Of Priority 1 and/or 2
  • Requestor = Admin or Clerical who sent form
  • Note = Information regarding email
  • Details = Click details button to see full view of form answers

Cloud Consent

  • Consent Answer = Yes, No, Null (parent/guardian has not answered and clicked Submit)
  • Signature Date = Date Priority 1 and/or 2 clicked Submit
  • Signature = Of Priority 1 and/or 2
  • Requestor = Admin or Clerical who sent form
  • Note = Priority 1 and 2 email address
  • Details = Click details button to see full view of form answers

Student Information Consent

  • Photo Release = Yes, No, Null (parent/guardian has not answered and clicked Submit)
  • Media Release = Yes, No, Null (parent/guardian has not answered and clicked Submit)
  • Image Release Consent = Yes, No, Null (parent/guardian has not answered and clicked Submit)
  • Photo & Video Release Consent = Yes, No, Null (parent/guardian has not answered and clicked Submit)
  • Field Trips Release = Yes, No, Null (parent/guardian has not answered and clicked Submit)
  • Signature Date = Date Priority 1 and/or 2 clicked Submit
  • Signature = Of Priority 1 and/or 2
  • Email = Parent/Guardian Email
  • Requestor = Admin or Clerical who sent form
  • Note = Priority 1 and 2 email address
  • Details = Click details button to see full view of form answers

 

Print Student Emergency Release Forms

Elementary School

Bulk Printing - 3 Steps

Step 1: Select Form to Print

  • Click drop down arrow = Select Form Type:
  • Student Emergency Release

Step 2: Select Parameters

  • By Grade = Click drop down arrow and select grade level
  • By Homeroom = Click drop down arrow and select homeroom
  • By Alphabetical = Click Student Last Name (text)

Step 3: Print

  • Click Print Form
  • Click drop down arrow on PDF at bottom of screen
  • Click Open
  • Click Printer Icon top right
  • Click drop down arrow to select a printer
  • Click Print

 

Secondary School

Bulk Printing - 3 Steps

Step 1: Select Form to Print

  • Click drop down arrow = Select Form Type:
  • Student Emergency Release

Step 2: Select Parameters

  • By Grade = Click drop down arrow and select grade level
  • By Alphabetical = Click Student Last Name (text)

Step 3: Print

  • Click Print Form
  • Click drop down arrow on PDF at bottom of screen
  • Click Open

 

Print Course or Teacher - 4 Steps

Step 1: Select Form to Print

  • Click drop down arrow = Select Form Type:
  • Student Emergency Release

Step 2: ***Optional*** - Search MyEd for Course Code and Section Number
Path: MyEd > School View > Schedule (top tab) > Master (side tab) > Filter = Current Year > Field Set = Primary Teacher

  • Search by Course = Click Column Header = Description
  • Search by Teacher = Click Column Header Primary Staff > Name
  • Search by Block = Click Column Header = Schedule
  • Copy down the Course Code and Section Number under Course Column

Step 3: Select Parameters

  • By Grade = Click drop down arrow and select grade level
  • By Course Code = Click drop down arrow and select course
  • By Section Number = Click drop down arrow and select section

Step 4: Print

  • Click Print Form
  • Click drop down arrow on PDF at bottom of screen
  • Click Open
  • Click Printer Icon top right
  • Click drop down arrow to select a printer
  • Click Print

 

Print Individual Student - 3 Steps

Step 1: Select Form to Print

  • Click drop down arrow = Select Form Type:
  • Student Emergency Release

Step 2: Search for Student

  • By Grade = Click drop down arrow and select grade level
  • By Alphabetical = Click Student Last Name (text)

Step 3: Print

  • Click Print Form
  • Click drop down arrow on PDF at bottom of screen
  • Click Open
  • Search for Student = Ctrl + F. Pop-up window right hand corner = Enter Student Name
  • Make Note of Page Number (example page 6)
  • Click Printer Icon top right corner
  • Pages = Click drop down arrow = Click Custom
  • Pages = Number from above (example page 6)
  • Destination = Choose printer
  • Click Print

 

Export to PDF or Excel

Pulling an Excel spreadsheet and adding filters will providing answers like:

  • Which parent/guardian has not clicked Submit? = Null
  • Which students have a Yes
  • Which students have a No
  • Who is missing an Email

 

Print Schools Statistics

Running this report will show in detail how many students have eConsent forms YES, NO, and still MISSING.

  • Path: Consent Form Report > Click drop down arrow = Cloud Consent > Click Print Schools Statistics

 

On Behalf of Parent/Guardian

Admin and Clerical do have the ability to sign on behalf of parent/guardian and requires indication of approval from parent/guardian, via signed paper copy or notes taken from phone call, all approvals are required to be kept in the student file.

 

View Sent Form Tab – 4 Steps

Step 1: Select the Form to Signed On Behalf of Parent/Guardian
Click drop down arrow = Select Form Type:

  • Student Emergency Release
  • Cloud Consent
  • Student Information Consent

2. Individual Student

  • Select individual student(s) by clicking the Last Name (text) for Alphabetical (See arrow after Last Name to indicate sort order)
  • Select the Filter on Last Name, then choose operation to sort by adding Student Last Name in Blank Field > Click Filter
  • Select student(s) by clicking the box next to their name, highlighting the row

3. Fill Out Parent Consent Form

  • Click the Detail Button

4. Form Pop-Up Window

  • Fill out form answers on behalf of parent/guardian
  • Signature = Authorized by: Principal First & Last Name
  • Click Update

 

Cross-Enrolled Students

Students who are cross-enrolled to your school and information is being entering into eConsent using “On Behalf of Parent/Guardian”.

Step 1: Obtain Parent/Guardian Approval

  1. Email using Outlook for each parent/guardian separately the 3 forms (Contact communications for up-to-date forms), OR
  2. Parent/guardian fills out paper copy of all 3 forms

Step 2: Find individual Student(s) and Create eConsent Record

  • Path: Click Send Form Tab > Choose Form type (must repeat steps for each form) >Use filter to search for student(s) > Place checkmark next to each student(s) name > Uncheck “Send Form to parents email” > Click Send Consent Form (Must click Send Consent Form to create Details Button on the View Sent Forms Tab)

Step 3: Click Refresh at the bottom of the screen

  • Path: Click View Sent Forms Tab > Choose Form type (must repeat steps for each form) > Click Refresh bottom right hand of screen.

Step 4: Enter Information On Behalf Of Parent/Guardian

  • Path: Click View Sent Forms Tab > Choose Form type (must repeat steps for each form) >Use filter to search for student(s) > Click Detail button > Follow steps above on entering information On Behalf Of Parent/Guardian

 

International Students - Semester Change

Step One – Update MyEd

  • Enrolment status changed from Pre-Reg to Active
  • Assign calendars
  • Add Homestay Family contact information – International Department will supply

 

Step Two – Wait 24 Hours

  • Once the above information is added to MyEd it takes 24 hours for eConsent to update

 

Step Three - Missing Account (SAM’s)

  • Step 1: eConsent Blank Accounts
  • Path: Send Form Tab > arrow drop down = Cloud Consent form > search for student > Bland Account
  • Please reach out and notify your School’s designated Student Account Manager OR email helpdesk to connect you with your school IT support technician. ***New student accounts created by SAM can take up to a couple of hours to appear in eConsent***
  • TIP: Make sure to click Refresh students from AD – Access to eConsent is Instant.
  • Step 2: eConsent Accounts Display
  • Path: Send Form Tab > arrow drop down = Cloud Consent form > Search for Student > Account display students SAM’s ID > move onto next steps

 

Step Four – On Behalf of Parent/Guardian

  • All steps are list above in document. Ctrl+F search ‘On Behalf of Parent/Guardian’ and follow all steps.

 

What Will Priority 1 and 2 Receive

  • Priority 1 and 2 will receive an email with a blue hyperlink for each form emailed. Each link will display the form name that is emailed.
  • Priority 1 and 2 will click link and fill out information as it pertains to their student.
  • Student Emergency Release: Priority 1 and 2 MUST click check box related to natural disaster before clicking Submit

 

Printable eConsent Forms for Parent

  • Please email IS-SAS@sd68.bc.ca for current eConsent forms to print and provide parents.

 

Q & A

If a Parent/Guardian Does Not See Email(s), be sure to check:

  • MyEd
    • Email address entered?
    • Receives emails checkbox checked?
    • Confirm email address
  • Parents Email
    • Check Junk Folder
    •  

Parent/Guardian Email Only Show’s Submit Button

  • Parent/Guardian needs to copy and paste the link into a new browser. Their security setting has an extra security feature.

 

Additional Help

If you are still experiencing issues after attempting all of the steps outlined above, please contact the SD68 Helpdesk (Link)

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