Parent-Teacher Interview Process

This contains information for Administrators or Users using the Parent-Teacher Interviews Module.

Instructions

Steps in the Parent Interview module:

1. Administrator make logistical decisions
2. Creating and sending the Parent Interview event
3. Parent receive invitation and schedule bookings
4. Administrator monitors and oversees booking process
5. Staff engage with the Parent Interview process. Before/during/after the event

Administrator - Process for creating the Parent Interview event

1. Does the school need a workflow before sending out?
• If Yes - Create a template
• If No - No need to create a template. You can use the standard template that is preloaded in the platform.

2. Go to the Parent Interview Module

• Click on “Add New”
• Select Template

3. Upon selecting the template, this takes you to the Parent Interview event creation page where you will enter the following information:

1. Subjects
2. Student lists
3. Staff involved

• Event Title - We suggest creating a naming convention
• Event Date
• Event Times - Start / End
• Location - In the EdSmart Settings page you are able to enter a range of locations in the school to be used in this module.
• Year level(s) - The program will offer the following three groups that you can select from to activate for this event, based on the year level(s) you have chosen:

For each one of these groups, you can select make them active by click on them, and they will move to the active box. This feature enable you to now make a particular staff member of student list or subject not active for this event.

• Interview duration minutes
• Interval minutes between interviews
• Maximum number of booking by contacts/parents
• Parent sequential booking
• Send settings:
1. Date and time to send
2. Booking due date for parents/ can initiates reminder
3. Send reminder (Y/N) and due date, repeat reminders and the number of times
4. Close bookings date
5. Save to folder
6. Send a copy to user/user group
• Introduction Field (Long description field) This enables the school to provide information and instructions. This field displays in the email.

4. If you wish to make a teacher unavailable for a specific set of appointment times you can do this after you have saved the event, this is from the draft stage onwards. To make a teacher unavailable for all the event, do not make them active in step 3. Once the draft has been completed, go to the schedule tab for the event, and make a teacher unavailable for whatever sessions they are unavailable. This can is be done teacher-by-teacher.

Parent Interview - Parent Engagement

Parent(s) can interact with the Parent Interview process via any device phone/tablet/computer

The program will package each child with subjects and teachers that are specific to them.

1. Parent receives an email with the link to the Parent Interview booking event along with the introductory text. A parent will receive one email per child.
2. Parent clicks on the link
3. Booking form opens in a browser
1. Name of student
2. Slip due date
4. Parent can choose -
1. Automatic booking - the program will allocate the best fit appointment, or
2. Manual booking - parent chooses from available appointments
5. If Automated booking is selected -
1. Select earliest time parents can arrive
2. Select latest time they can stay
3. Parent will be alerted to items the school has made mandatory
4. Parent can add items they wish to see
5. Click on suggested schedule

     6. If Manual booking is chosen -

1. Program displays available sessions
2. Parent chooses time slot, teacher, subject, clicks “book now”
3. When parent clicks on “book now”, they have an option to add comments for the teacher
4. Program will block out teacher chosen from all other time slots
5. Repeat process for all teacher/subject as needed.

Administrator monitoring and overview

All take place on the Parent-Interviews Dashboard. Administrators get a full view. The User sees all items, except bookings.

1. Choose appropriate Interview event that you wish to work with. Click View.
2. The following actions can be done in the  Interview Event Dashboard
   1. Event - all details of the event are displayed
   2. Notes - internal notes about the event shared by Users and Administrators
   3. Schedule - can view - appointments by individual teachers
   1. With the individual teacher’s view, you can change availability for each time slot if the time slot is not already booked
   2. Here you can make a teacher unavailable.

d. Bookings - View all student booking status

1. View individual student(s) bookings and print appointments
2. Can action broadcasts to subsets of responses
3. Resend/reopen booking invite for an individual student
4. Send manual reminder
5. Filter responses by subsets of responses and/or student lists

e. Broadcast - Displays all broadcasts that you have created/sent from the event booking

f. Reminders log - Displays due date reminder(s)

1. Displays all manual reminders
2. Can delete pre-planned reminders

Parent Interview  - Staff Engagement  -

Prior the event:

1. A staff member can view the parent-interview event
2. Staff can go to the Schedule tab in a particular event and can update their availability status
3. They can then open “My Interview” - this is the personalised interview page for each staff member.  Each staff member can view their current appointments live leading up to the Interview period.

During the Interview period:

Inside the “My Interviews” page, the staff member can manage their interviews. This includes a live clock.

There are two tabs in the “My interview” page.

Interview Tab - Staff can:

1. View the student, Parent/contact names, the time of the appointment and any comments/queries that parent made when booking an appointment.
2. Mark attendance
3. Make interview notes and save them

Schedule Tab - Staff can

1. Print the full interview schedule along with attendance and interview notes

After the Interview

All information remains part of the specific Parent Interview event.

Staff can return to the interview event and” My Interview” page to refer to notes etc.