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WSIPC Guide toFamily andStudent Accessfor Students andGuardians

STUDENT MEMBERSHIP SERVICES

IntroductionWhat This Guide is AboutThis Guide will show you how to log in and use the different Applications in Family Access andStudent Access.

Who This Guide is ForThis Guide is intended for guardians and students using Family and Student Access.

What This Guide ContainsThe first thing you'll see in this Guide is information about logging into Family and StudentAccess and how to manage your account information. Next, you' II learn about each area of data,called Applications, that your district may have made accessible to you. For each Application,you'll learn how to view and/or edit the data.

What You Should Know Before You Read This GuideYou'll find this Guide much more helpful if you already have your Login and Password so thatyou can log into Family and Student Access to follow along with this Guide. Contact your schooldistrict for more information if you do not have a Login and/or Password.

What You Need to Get StartedYou'll need a computer that has an active internet connection and your school district's URL forFamily and Student Access. For more information about workstation compatibility, pleasecontact your school district.

WSIPC Guide to Family and Student Access for Students and GuardiansAugust 2010

Logging into Family and Student AccessTo log into Fami ly and Student Access , type the URL prov ided to you by your school districtinto the Address Bar of any compatible Web browser. The Family and Student Access login pagewill appear:

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Figure 1 - Family Access logiu pa ge

On the Family and Student Access login page, type the login and password provided to you byyour school district and click Login. The login and password you use to access Family andStudent Access determines what you can view and/or edit. For example, only guardians areallowed to submit Absence Notificat ions (if enabled by your district).

If you do not have your school district ' s Family and Student Access URL or your login andpassword, please contact your schoo l district.

Retrieving Your Login or PasswordIf you have forgotten your Log in and/or Password, you can retrieve them if you have providedyour email address to the school district. To do so:

I. Click the Forgot your login or password? hyperJink on the Login page

2. Type your email address and click Submit.

If the system successfully identifies you, a confirmation page appears and an email conta iningyour login and password is sent to your email address on file. If the system can't identify you,contact your school district to retrieve your credentia ls.


Navigating in Family and Student AccessThe Family and Student Access screen is divided into three portions. The left side of the screencontains hyperlinks that allow you to access the different Applications made avai lable to you byyour school district. You' ll find detailed information about each Application in this Guide. Toaccess an Application, simply click the name of the Application on the left side of the screen.

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NOTE: In this Guide, you may read about Applications or features that you do not see whenyou log into Family and Student Access because your school district may not haveenabled all Applications or all features within an Application.

The top portion of the screen contains the student 's name, Entity, and buttons that allow you toview or change your account information, print, and logout.

The main part of the screen displays information based on the Application that you haveselected.

Selecting a Student and SchoolGuardians who have more than one student in a school distr ict can choose between each studentusing the Student drop-down menu. Student users do not have this drop-down menu as they arenot allowed to view information for their siblings.


Students who are enrolled in more than one school can choose between the schools using theEntity drop-down menu.

Managing Your Account InformationIf your school district has enabled the option, you can change your login, password, and/or emailaddress. If you are the Primary Guardian of a Family, you may also be able to change the emailaddresses of other Guardians within your Family.

To manage your account information, click Account Info.

To change your login:

I. Click Change [Your Name]'s Login.

2. Type your new login and your current password.

3. Click Save.

To change your Password:

I. Click Change [Your Name]'s Password.

2. Type your new password, and retype it for confirmation.

3. Type your current password.

4. Click Save.

To change email addresses:

I. Click Change [Name]'s Email.

2. Type the new email address and click Save.


CalendarThe Calendar Application allows you to view absences, tardies, Gradebook Ass ignments/Eventsand Grades earned, Message Center messages, Act ivity Events, Notes, and Non-School Days .

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To navigate between months in the Calendar, click Previous Month or Next Month. To hide orshow types of information on the Calendar (for example, to hide all Gradebook assignments), usethe check boxes beneath the Calendar. You can hide or show Absences and Tardies, MessageCenter Messages, Notes, Gradebook Ass ignments and Grades Earned, and Activity Events.

If there are items on a date, the date number is a hyperlink. Click the date number to view detailsof all the items on that date. You can also click an item (for example, an assignment) to viewdetails about that specific item.


Student InformationThe Student Information Application allows you to view demographic, family, emergencycontact, and busing information.

Student/Family InfoThe StudentlFamily Info tab displays the student's demographic, family, and emergencyinformation. E-mail addresses on this tab are hyperlinked. You can click any email address tosend a message to the recipient. If their names are hyperlinked, you can also click the name ofthe student' s Homeroom teacher, Advisor, or Discipline Officer to send them an e-mail message.

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Changing Student and Family InformationDependin g on your school district' s configuration, guardians may be able to change or request achange to Student and Family Information through Family Access. This option is not available toStudent users.

To change student and family information:

1. Click Request Change(s) to my Child's Information.

2. Click Request Changes in the area in which you wish to make changes .


3. Make the desired changes and click Save.

Some changes require approval from your school district. These changes appear in red indicatingthat they are pending approval. Before a change is approved by your school district, you canclick Undo Request Changes to delete the request. Other changes do not require approval andare updated immediately.

You can also click View History to see a log of changes or change requests made through FamilyAccess, their statuses, and the denial reason if a change is not approved by your school district.


GradebookThe Gradebook Application allows you to view the student's current year Gradebook data for allclasses. This may include midterm, term, semester, final, semester exam, final exam, citizenship,athletic, assignment, event, skill, and subject grades. It can also displays the student's missingassignments, entr ies in the Teacher's Log, GPA, and term Comments .

Progress ReportThe Progress Report tab displays the student's current year classes and their grades. To viewclasses and grades for a specific term, click Prev or Next to cycle through the terms of the schoolyear. You can also send an email to a teacher by clicking their hyperlinked name.

The layout and features of the Progress Report tab are different depending on which Gradebookis used by the student's school. The following sections describe each layout. If you are unsurewhich Gradebook is used by the student's school, please contact your school district.

Secondary Gradebook and Standards Gradebook with Term GradesThis sect ion pertains to the Progre ss Report tab for schools that use Secondary Gradebook andschools that use Standards Gradebook with Term Class Grades.

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Class InformationTo view detailed information about a class, including its Department, Subject, number of credits,duration, period, time, and room number, click the Course and Section code in the Classcolumn.


Term GradesMidterm, term, semester, final, semester exam, final exam, citizenship, and athletic grades arelisted in the grid on the Progress Report tab. These grades may appear with special formatting.The special formatting is described in the table below.

Grade format Description

Grade in bold This indicates that the grade is a calculated final grade based onassignment scores. This usually means the term has ended and that allassignments have been graded.

Grade not in bold This indicates that the grade is a calculated running grade based onassignment scores. This usually means that term has not ended andthat the grade may change as more assignments are entered andscored by the teacher.

Grade not underlined This indicates that the grade is a final grade that was manuallyentered by the teacher at the end of a term. This usually indicates thatthe teacher does not use Gradebook and therefore there are noassignments to be viewed.

Progress Report icon 1j This also indicates that the grade is a calculated running grade basedon assignment scores (same as Grade not in bold). However, youmust click on the Progress Report icon to view the grade.

Secondary Assignment Grades and Standards Subject, Skill, aud Eveut GradesTo view assignment grades or subject, skill, and event grades for Standards Gradebook for aclass in a specific term, click the underlined grade in the column that represents the term youwish to view. For example, to see all assignments in a class from Semester 1,click the grade ofthat class in the Semester 1 column.

The Progress Detail Report screen shows detailed information about assignments for aSecondary class or subjects, skills and events for a Standards class in a specific term. This mayinclude the Category of an Assignment, subject and skill of an event, due date, name, grade (inpoints, percentage, and grade mark), points possible, Special Code, Missing indicator, No Countindicator, and comments. You may also see statistical information about an assignment byclicking the name of the assignment (for example, high score, low score, and average score).

To view the percentage ranges that are associated with each Grade Mark, click View GradeMarks.

To view all details about all classes in a specific term, click the term heading.


CommentsThe Comments tab displays the student' s report card comments in each class for each term. ClickShow Comments for dropped classes to also view the students report card comments in classesthey have been dropped.

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Contact UsClick the Contact Us tab and then the Contact Us button to send an email to the Gradingspec ialist at your school district.


Message CenterThe Message Center Application allows you to view and reply to messages posted by the schoo land by teachers regarding the student' s classes. Current messages are listed in the Current tab.Expired messages are listed in the Expired tab.

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Administrator Messages are posted by the school and are not specific to a class. These messagesare listed in the Administrator Messages area. If the message has an attachment, click DownloadAttachment to view it.

Class Messages are posted by the teacher and are specific to a class. To view messages for aclass, click View Messages in the row that corresponds to the class. If the message has anattachment, click Download Attachment to view it.

Some teachers may allow you to respond to a Class Message. Click Post Reply, enter yourresponse, and click Post Reply. Please note that all students and guardians in that class can seeyour response. To respond privately to the teacher, click the teacher's name to send them an email message.


NotesThe Notes Application allows you to enter notes which are also then displayed on the CalendarApplication for the guardian and the student. This can be used to create reminders. For example,you may enter a note on a specific date on the Calendar to remind you to bring money to pay aschool fee. Current notes appear on the Current tab. Expired notes appear on the Expired tab.

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To add a Note:

1. Click Add Note.

2. Type the Date on which you wish the note to display on the Calendar.

3. Select a Class if desired. This is optional.

4. Enter the Note Summary and Detail.

5. Select a Priority. Notes with a Normal Priority appear on the Calendar in black. Noteswith a High Priority appear on the Calendar in red.

6. Click Save.

To edit or delete notes from the Notes Application, click Edit (pencil icon) or Delete (red Xicon). You can also edit or delete notes by clicking the Date number on a date that contains anote in the Calendar Application.


AttendanceThe Attendance Application allows you to view the student' s tardies and absences in a calendarformat or in a list format. You can also view the student's term attendance totals and submitabsence notifications to the school.

Viewing Attendance DataThe Calendar tab displays the student' s attendance data in a calendar format. The color (green,yellow, blue, pink) of a day on the Calendar indicates that attendance data exists on that date.Click the date number to view the detailed attendance information for that day.

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The By Day tab shows the student's attendance data in a list format. All days in which a studenthas attendance data are listed chronologically. Attendance data is broken down by period. Pleaserefer to the Attendance Codes and Attendance Reason legends at the bottom of the page fordescriptions of the codes and reasons.

WSIPC Guide to Family and Student Access for Students and GuardiansAugust 20 10

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The Term Tota ls tab displays the student's statistical attendance data broken down by term.

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Submitting Absence NotificationsThe Absence Not ifications tab allows guardians to notify the school attendance office when thestudent is expected to be absent from school. This feature is not available to student users.

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To submit an Absence Notification:

1. Click Add Notification.

2. Enter the Beginning Date and Time when the student is expected to be absent.

3. Enter the Ending Date and Time when the student is expected to return to school.

4. Select a Reason for Absence.

WSIPC Guide to Family and Student Access for Students and GuardiansAugust 20 10

5. Enter any Additional Comments. This is optional.

6. Click Save.

All submitted Absence Notifications are listed on this tab. The Status column indicates whetheran Absence Notification is pending approval from the school attendance office or Accepted andprocessed. To edit or delete a pending notification, click Edit (pencil icon) or Delete (red Xicon).

You can also view all historical absence notifications submitted (current and previous years) byclicking View History.

Contact UsClick the Contact Us tab and then the Contact Us button to send an email to the Attendancespecialist at your school district.


ScheduleThe Schedule Application allows you to view the student 's current and next yea r schedules.

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The Current Term tab displays the student's schedule in the current term. To view moreinformation about a class, cl ick the Course and Section Code in the Class column. If a teacher' sname is hyperlinked, you can also email them by clicking it in the Teacher column.

The Curren t Yea r - All Terms tab displays the student' s current year schedule for all terms.

The Next Year - All Terms tab displays the student's next year schedule for all terms.

Click the Contact Us tab and then the Contact Us button to send an email to the Schedulingspec ialist at your school district.

WSlPC Guide to Fam ily and Student Access for Students and GuardiansAugust 2010

Food ServiceThe Food Serv ice Application allows you view your or the student's Food Service Payor acco untinformation and the student's Food Service Customer account information. Some school districtsalso allow you to make online payments using a credit card through RevTrak or Mag ic-Writer.

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Figure 25 - Food Serv ice

"'.0004 /22/2009

Viewing Account InformationThe Account Information tab displays a summary of the Food Service account of the payor' scustomers (students). This includes the customer ' s lunch type (for example, paid, free, orreduced), total payments, and purchases.

The Payments for [Name of Customer] tab displays itemized payments made by the payor for aspecific customer.

The All Payments tab displays itemized payments made by the payor for all of their customers.

The Purchases tab displays the items purchased by the customer on a weekly basis. ClickPrev ious and Next to navigate to another week .

NOTE Depending on your school district' s configuration, the payor (the person responsiblefor payment) may be the student or the guardian. Contact your school district formore information.

Making an Online PaymentTo make an Online Payment, click Make Online Payment on the Account Information tab. Enterthe amount you wish to pay and click Pay with [vend or]. Please contact your school district formore information about the payment processing vendor they use and any assoc iated fees .

Contact UsClick the Contact Us tab and then the Contact Us button to send an email to the Food Servicespec ialist at your school district.


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