Summary

This article provides a general overview on how to manage Parent Portal Accounts in MyEd BC.

 

Audience

This article is intended to be used by SD68 staff.

 

Instructions

Parent Portal Preparation Checklist

Below is the Parent Portal Account Preparation Checklist. These are items to be actioned PRIOR to requesting parent accounts. Parent Accounts are created at the District Level only.

1. Review Student Alerts - Save a .CSV file of All Student Alerts 
2. How to find students that may need to be shared with Priority 1-4 contacts 

a. Family List Report – groups students by phone number

b. Student Contact CSV

3. How to Share a Priority 1-4 Contact Record with additional Siblings 
4. Run Contact Clean-Up from Intranet

 

Requesting Parent Portal Account(s)

In order to create accounts for Parents/Guardians, there are three criteria that must be met:

• Parent/Guardian must be listed as a Priority 1-4 contact in their student’s contact screen
• Parent must have a unique email address entered in their primary email field
• ‘Contact has family portal access’ box must be checked for each student where they are a Priority 1-4 contact

 

Step 1 - Search for Parents/Guardians Requesting Portal Account

Path: 

1. Global (top tab)
2. Favorite (side tab)
3. Student Contact hyperlink
4. Filter = 68 – Priority 1-4
5. Field set = 68 – Parent Portal Information
6. Click on column header = LegalLast
7. Search and select Parents requesting portal access
8. PortalAccess column = N
9. Options
10. Show Selected
     

Identifying Grade 8 Parent/Guardian Contact Records

Path:

1. Global (top tab)
2. Favorite (side tab)
3. Student Contact hyperlink
4. Filter = 68 – Grade Level = 08 > Search based on 68 – Priority 1-4
5. Submit
6. Field set = 68 – Parent Portal Information

 

Step 2 - Check for Email Addresses

Entering/Editing Email Addresses Individually

Path:

1. Global (top tab)
2. Favorite (side tab)
3. Student Contact hyperlink
4. Filter = 68 – Priority 1-4
5. Field set = 68 – Parent Portal Information
6. Click on the Student > Name blue hyperlink
7. Click on Default Template drop-down menu (top right)
8. Select > 68 – Parent Portal Information
9. Enter Primary email address
10. SAVE and Cancel

 

Entering / Editing email addresses using Modify List

Path: 

1. Global (top tab)
2. Favorite (side tab)
3. Student Contact hyperlink
4. Filter = 68 – Priority 1-4
5. Field set = 68 – Parent Portal Information
6. Options
7. Modify List
8. Column header Email 1 > check on the blue hyperlink pencil
9. Enter email addresses as required
10. Click Green checkmark to save before moving to next page

 

Step 3 - Change Family Portal Access Box to "Y" (Yes)

Setting Portal Access to Y (Yes) individually

Path: 

1. Global (top tab)
2. Favorite (side tab)
3. Student Contact hyperlink
4. Filter = 68 – Priority 1-4
5. Field set = 68 – Parent Portal Information
6. Click on the Student > Name blue hyperlink of the contact without family portal access
7. Click on Default Template drop-down menu (top right)
8. Select 68 – Parent Portal Information
9. Check ‘Contact has family portal access’ box
10. SAVE and Cancel

 

Setting Portal Access to Y (Yes) using Mass Update

Path: 

1. Global (top tab)
2. Favorite (side tab)
3. Student Contact hyperlink
4. Filter = 68 – Priority 1-4
5. Field set = 68 – Parent Portal Information
6. Select Parents/Guardians requesting portal access
7. Options
8. Mass Update
9. Field = Contact has family portal access 
10. Value = Checked 
11. Update 
12. Ok 
13. Verify number of records affected 
14. Ok

 

Step 4 – Filter ‘Ready for User Account’

Use this filter to see all priority 1 - 4 contacts that are ready for portal accounts to be created. If student contact names DO NOT appear in this filter, it is because they are missing one of the required 3 criteria and, therefore, an account cannot be created for them until all criteria have been met.

Path: 

1. Global (top tab)
2. Favorite (side tab)
3. Student Contact hyperlink
4. Filter = Ready for User Account
5. Field set = 68 – Parent Portal Information

 

Ready for User Account

It is important that the parent names which appear in your ‘Ready for User Account’ match the names in your submitted CSV. This is because when our team creates parent accounts, the parent names appear in the filter ‘Ready for User Account’ filter are who will receive accounts because each person listed in that filter met the bulleted criteria as listed in the beginning of Parent Portal Account section.

Unlike other areas of the application, when we run the process to create parent accounts there is not an option for us to omit any records that appear in that list, nor can we isolate and work with only selected records. This is why when schools submit CSVs of parent account requests that do not match the ‘Ready for User Account’ filter results, we send it back to the school so that the submitter is aware and can make adjustments to parent records as required (i.e., remove the ‘Contact has family portal access’ checkmark from student contact records WHO should not have an account created or who need to have their access removed).

 

Step 5 - Create CSV and Submit Request via Service68

Path: 

1. Quick Print Menu = Create CSV
2. Save to your desktop and name the CSV ‘xx_Parent Account Requests’ (replace xx with your school’s two-digit school code)
3. Open your Excel CSV spreadsheet 
4. Apply filters and freeze the top row.

Attach CSV to a MyEd - Parent Portal Request and submit.

Once the account (s) are created by the IS Department, an email notification will be sent to parents with their Login ID and Password.

 

Additional Help

If you are still experiencing issues after attempting all of the steps outlined above, please submit a Service Request via Service68 for further assistance.