12.0.0 New Feature Release Notes

Notable
SIS
General

Added the ability to quickly select a student or staff member and view their student or user record without having to conduct a search. A pull-down is available at the top-left corner of every screen. Once the pull-down is opened, click the Staff or Students buttons to include or exclude students and staff from the list of users. Use the Filter box to quickly locate the desired student or staff member using a full or partial name or ID number. Once the student or staff member is selected, the Student Info or User Info screen is opened. In ERP, a similar pull-down is available to select employees.

  • Added the “Back to Search Results” button to the navigation arrows in the student/user info section of the header. The button displays when a student/user has been selected from a search from the portal or search screen.
  • Added the ability to clear the “Search Results” when a student/user is closed or deselected (when the X is clicked).
  • The Staff and Students tabs display depending on users’ profile permissions set via Users > Profiles > Students tab and/or Users tab. Users will have access to the Staff tab if they have access to User Info and will have access to the Students tab if they have access to Student Info.
  • Added the ability to search for “Inactive Students” and/or “Inactive Staff” by selecting the corresponding tabs.
  • Added the ability for users to hover over students’ photos in order to view additional information, which is determined by the selection made via Users > My Preferences > Columns in Student Lists.

See Searching for Students and/or Portal for detailed information in SIS. See Portal and/or Employee for detailed information in ERP. See Portal for detailed information in the Teacher Portal.

On the Student Info and User Info screens, the student’s or user’s name that had previously displayed at the top-left corner of the screen has been removed as it is now displayed in the header. The General Information that previously displayed when clicking the student or user’s name is now displayed in its own Primary Info category. The student photo is now edited from Primary Info. Individual student badges are also generated from Primary Info.

  • The arrows that previously displayed near the Save button at the top-right corner of the screen to navigate to the next or previous student or user have been replaced by the arrows in the student/staff pull-down in the header.
  • Additionally, results from the last search are added to the pull-down. The options from the search results are given an additional tag of “Search Results” so users can filter through them or ignore them and find users outside the search results.

The Select Student/Staff search feature is an improvement upon the prior Quick Pick pull-down in Student Info and User Info. Student and staff search results will be limited to the school selected at the top-right of the screen. For example, a staff member with access to all schools (no schools selected in their User Permission record) will not appear in search results.

See Student Info and User Info for detailed information.

Redesigned the menu for teachers for improved usability. The new menu provides quick access to the programs teachers use the most, such as Take Attendance, Seating Chart, and Gradebook. Menu items with an arrow can be clicked to expand the menu display. For example, click Students to expand the menu and access the Demographics, Schedule, Requests, and other student screens. Reports are now housed under the Reports section of the menu instead of their specific module menus.

See Teacher Portal for detailed information.

Setup
Imports (New)

Added the new “Imports” screen, which replaces the following screens: Match Students - Admin Panel, Match Students - School Panel, AP Test Parser, Import Tools, and Importer. Note: There is a transition plan in place for these screen replacements. At this time, these screens have not been removed from Focus. Districts should contact their support team (Project Coordinator or Account Executive) for details on how to transition from the original screens to the new Imports screen.

  • Added the following profile permissions, which determine the tabs the users have access to utilize: Imports, Import Tools, Student Match Files, Reports, Settings.
  • Added the “Imports” tab, which allows users to upload a file from the computer or from the local server, select the correct format, and from different tools, including:
    • Import File: To import the contents from the uploaded file into Focus.
    • Student Match: To find student_ids for the students in the uploaded file.
    • Create Table from File: To create a database table using the data from the uploaded file.
  • Added the “Student Match Files” tab, which allows users to review student matches started and complete the process. A Student Match import must first be conducted before users can view the process from this tab. The Student Match import tool is used to find student_ids for the students in an uploaded file.
  • Added the “Reports” tab, which allows users to review a report of imports processed including date, time, import tool, file, etc.
  • Added the “Settings” tab, which allows users to review and enable “Import Tool Settings,” review and set “Conversion Fields,” create and edit file mapping “Templates,” and view and create “File Parsers.”

See Imports for detailed information.

Students
Communication (New)

Added the “Communication” module, which replaces the Portal Messages, Messenger, and Phone Communication screens. Note: The features within Communication, such as Phone Communication (Call-Out System) and Translations, require additional purchases. Contact the district's support representative to set up a demonstration.

  • Added Communication profile permission to Users > Profiles > Students tab, which includes the following permissions:Communication, Send Messages, Include Profile in Messaging Search, Send SMS, Announcements (View and Edit), Templates Created by Others (View and Edit), Publish Templates, Attendance Messages, Academic Record, and Phone Calls. Note: Some of these features require additional purchases based on add-on modules, such as the Call Out System. Contact the district's support representative to set up a demonstration.
  • Added the “Compose” tab, which allows users to create a message (Messenger) to selected students and/or staff members, use a template, create a new announcement (Portal Messages), and/or create a new template.
    • Messages can be created manually and be assigned a Letterhead template, flagged as a Secure Message, added to the Log Record, and enabled to allow student replies.
    • Messages can also be discarded, saved as drafts, printed, scheduled to be sent at a later date and time (or set up as Recurring), and sent.
    • Files, multimedia messages, recorded messages, and text-to-speech messages can be added to messages, as well. Note: Some of these features, such SMS and Call features, require additional purchase based on add-on modules, such as Call Out System. Contact the district’s support representative to set up a demonstration.
    • Added the ability to send messages to Students, Student Personal, Primary Contacts, All Contacts, Once Per Family, Students & Primary Contacts, Students & All Contacts, and Teachers Of.
      • The “All Contacts” option includes all users and/or persons in a student’s addresses & contacts. The “Primary Contacts” option limits to the contacts marked as custody.
      • Updated the “Once Per Family” option so students must be linked to contacts, contacts must have custody of one of the linked students, and contacts must have an email address.
      • Updated so if a student does not have a contact and contacts are selected as the recipient, the student will get the message instead.
  • Added the “Templates” tab, which gives users the ability to create templates and use said templates to generate messages to students and/or staff (previously known as Messenger and Phone Communication).
    • Templates include a Title, Letterhead, Profiles, Schools, Attach to Tab, Academic Record, and a Secure Message option, which flags messages as secure and requires users to log into Focus in order to view the message.
    • Emails, files, multimedia messages, recorded messages, and text-to-speech messages can be added to templates, as well. Note: Some of these features, such SMS and Call features, require additional purchase based on add-on modules, such as Call Out System. Contact the district’s support representative to set up a demonstration.
    • The upgrade to version 12 will convert existing Print Letters & Send Emails to Templates, available through the Templates tab within Communication. The migration for Print Letters & Send Emails is a one-time migration. Changes made to a Print Letter & Send Email Template after the migration will not be reflected in Communication, and vice versa.
  • Added the “Announcements” tab (previously Portal Messages), which allows users to enter a Title, assign Profiles, assign Grade Levels, establish an Active time frame for when the message should display on select Portal screens, and assign Schools. From the Announcements tab, new announcements can be created and posted to the selected profile users’ portals. Announcements can also be discarded and posted.
    • The Announcement itself is entered in the Announcement tab.
    • Emails (messages), files, test messages (SMS), recorded messages and text-to-speech messages (Call) can be sent with announcements, as well. Note: Some of these features, such SMS and Call features, require additional purchase based on add-on modules, such as Call Out System. Contact the district’s support representative to set up a demonstration.
    • Updated users’ ability to edit announcements created by other users, which is now determined by the Schools assigned to the announcement and the schools to which said user has access. In addition, users can only create announcements for schools to which they have access, which is reflected in the Schools pull-down.
  • Added the “Inbox” tab, which houses all incoming messages from which a chat is displayed with all incoming and outgoing messages between the user and the applicable users or students.
    • Upon sending messages from the Inbox tab, users have the option to create a new message, schedule a time and date for the message to be sent, and send messages instantly, in addition to viewing incoming messages.
    • When messages are received, a Portal Alert displays the number of unread messages; when clicked, Focus navigates to the Inbox where unread messages display users’ names and the number of unread messages.
  • Added the “Sent” tab, which houses all sent messages from which a chat is displayed with all outgoing and incoming messages between the user and the applicable users or students.
    • Upon sending messages from the Sent tab, users have the option to create a new message, schedule a time and date for the message to be sent, and send messages instantly.
  • Added the “Scheduled” tab, which houses all messages that have been scheduled to be sent out at a later date and/or time. Scheduled messages can be sent manually before their scheduled date and time, as needed, as well as created and edited exactly like a new message.
    • Added the “Communication Processing” scheduled job to Setup > Scheduled Jobs, which locates all scheduled messages being held in the queue and prepares them to be sent out. Scheduled messages will not be sent out without the execution of the Communication Processing scheduled job. Each time the job is set to run, it will send out any messages scheduled for the time at or before the current time of processing. Note: The Communication Processing job replaces the old Phone Communication Processing job.
  • Added the “Drafts” tab, which houses all messages saved as drafts. From the Drafts tab, users can schedule, send, or edit messages, as well as perform all other tasks as if creating a new message.
  • Added the “Settings” tab, which allows users to enable various settings applicable throughout the Communication module.
    • Users can determine if receipts can reply to emails (messages) sent or if a “do not reply to this email address” email address is displayed upon messages being sent.
    • Users can add an Email Signature that will display on all sent messages.
    • The Attendance table now displays on the Settings tab, which was previously housed in Phone Communication; functionality remains the same. Note: This feature still requires the purchase of the Call Out System.
  • Added “Purchased Communication Translation," which can be enabled by Focus once purchased by the district. This setting allows districts to utilize the translation feature available in Communications. Note: This feature requires an additional purchase. Contact the district’s support representative to set up a demonstration.
    • The Communication module allows users to manually translate messages into over 30 different languages, as needed. Messages are automatically translated based on the receiving party’s language preferences.
    • Messages can be manually translated when clicking “Edit Translations” from the Compose tab, Templates tab, Announcements tab, Scheduled tab, and Drafts tab.
  • Added the “SMS Character Limit” setting to Setup > System Preferences > Default School Preferences tab, which allows districts to determine the maximum number of characters allowed in creating and attaching text messages to messages in Communication. The default number of characters allowed is 130 and cannot exceed 160 characters.
  • Added the “Import Recipients / View Imported” button, which allows users to import recipients via a CSV file and view imported recipients once the importation is complete.  Importing recipients from a CSV file is useful when sending messages to external users and/or students and parents who do not currently have access to Focus. This functionality has been added to the Compose tab, the Scheduled tab, and the Drafts tab
  • Updated so when “Add Log Record” is selected and the message/email is Printed, the function of printing the letter is logged in the student’s Letter Log via Student Info.

See Communication for detailed information.

Communication Reports (New)

Added the Communication Reports screen, which displays a log of all sent messages including the Type of message, Date, Sender, Recipient(s), Total, Sent, Errors, Email (message sent), SMS sent, TTS, and included Audio.Note: The report includes information about SMS, TTS, and Audio, if the district has purchased and enabled the Call Out System. For more information on purchasing the Call Out System add-on module, contact the district's representative to set up a demonstration.

  • Added the following profile permissions via Users > Profiles > Students tab, which determines if users have access to the report and to view records of messages sent by other users: Communication Reports (View and Edit), and View All Users.
  • Added the option to “Show All Records,” which allows users (with permission) to view all messages sent by all users in the school or district depending on the user’s accessibility. 
  • Added the “Flagged” message indicator, which displays as selected if the message was flagged from the Communication screen.
  • Added the “Admin Flagged” check box, which allows administrative users to flag the message upon reviewing the message from this report.
    • Teachers are able to initiate a referral directly from their inbox when a message is flagged as inappropriate.

See Communication Reports for detailed information.

SIS/ERP
General

Added the ability for browser tabs or windows to have different active sessions values without the user receiving the Recover Options message. This includes different packages (SIS, ERP), roles (administrator, teacher, parent, student), schools, school years, marking periods, progress periods, course periods, selected users, and selected students. 

  • When switching between tabs or windows with different session values, the values that are different will flash briefly to draw the user’s attention to them. 
  • When the user logs out or their session expires, only active or visible tabs/windows will redirect to the login screen. This gives the user a chance to log back in on the active tab/window without losing their progress on the other tabs/windows. The inactive tabs/windows will only redirect to the login page if the user switches over to them while still logged out. 
  • This logic similarly applies if the user logs back in under a different username. The tab/window reloads the current page. The standard menu permissions within Focus will determine if the user can still access that page.
  • The “Log In As” functionality is treated the same as logging out and back in under a different username when redirecting the tabs/windows.
Other Changes
SIS
General
Student Info, User Info, Referrals
  • Added options to change the layout to one column, two columns, or three columns. For Student Info and User Info, the layout can be set for each category. Note: The default for the Student Info Layout can still be set in My Preferences; the new layout buttons in Student Info will override the My Preferences setting.

See Student Info and User Info for detailed information.

Grades
Gradebook

Updated so that the "Not in Class" indicator displays in the teacher’s Gradebook for all classes attached as child sections to the primary homeroom/attendance generating period.

Graduation Requirements Report

Updated so that alert icons now display next to student names on the Graduation Requirements Report in the list view.

See Graduation Requirements Report for detailed information.

Parent/Student Portal
Communication (New)

Added the Communication module, which replaces Messenger and allows parents and students to compose messages, view inbox of sent messages, view messages sent to other users, and save and view drafts.

  • Added the following profile permissions to Users > Profiles > My Information tab for the Role: Parent and Role: Student: Communication and Send Messages.
    • If parents and students don’t have permission to "Send Messages," all received messages will be viewable via Communication > Inbox where replies can be sent. However, all other tabs will be hidden disallowing students and parents from composing and drafting messages. Note: In order to receive messages, parents and students must have access to "Communication."
    • Parents and students must have permission to "Send Messages" in order to send any messages or respond to received messages.
  • Added the “Compose” tab, which allows parents and students to write messages to be sent to selected teachers. Messages can be saved as draft, printed, or sent.
  • Added the “Inbox” tab, which allows parents and students to view messages sent to them and send replies.
  • Added the “Sent” tab, which displays all messages sent to other users.
  • Added the “Drafts” tab, which houses all messages saved as drafts from the Compose tab, and allows students and parents to create drafts.

See Communication (Parents/Students) for detailed information.

Preferences

Updated the Portal Student Name Format nickname option to “Preferred First Name Preferred Last Name.” The name format options are student fields, which are customizable and can display as needed by districts via Students > Student Fields; i.e. users have the ability to edit the field Titles.

Scheduling
Courses & Sections

(Florida only) Updated so that an error message displays when attempting to Save and the Inclusion Minutes Weekly are greater than the Class Minutes Weekly.

Elementary Scheduler

Added the ability to include race as a scheduling factor in the Elementary Scheduler. Select the “Race” option in the pull-down at the top-left of the screen to include race as a scheduling factor.

See Elementary Scheduler for detailed information.

Setup
Application Editor
  • Updated the Student Re-enrollment Setup tab:
    • The Required Forms and Available Forms tables have been combined into one “Required/Available Forms” table. The “Optional Form” check box is now used to determine if a form is required or optional. 
    • Added a new column “Require Custody.” When this check box is selected along with the “Parent Portal” check box, only the linked user that has been flagged as custodial contact can access the form. 
    • Added the following new columns: 
      • Publish Date, Publish Time - Enter the date and time the form will be available.
      • End Date, End Time - Enter the date and time after which the form will no longer be available. 
      • Student Profiles - If the form is published to the Student Portal, select the student profiles who can view and complete the form. 
      • Parent Profiles - If the form is published to the Parent Portal, select the parent profiles who can view and complete the form.

See Application Editor for detailed information.

Copy School
  • Added the ability to select specific subjects, courses, and sections to copy to other schools.
    • To copy all subjects, courses, and sections from the school, select the “All Courses, Subjects, & Sections” check box.
    • To only copy specific subjects, courses, and sections, use the new pull-downs at the bottom of the screen. In order for a subject to display in the Select Subjects pull-down, it must have a short name in Courses & Sections.
    • After selecting one or multiple subjects, the active courses within the subject(s) will be available for selection in the next pull-down. After selecting one or multiple courses, the active sections within the course(s) will be available for selection in the next pull-down. 
    • Focus will check if the selected subjects, courses, and sections already exist in the target school(s). Only items that do not already exist at the target school(s) will be inserted.

See Copy School for detailed information.

Form Builder

Added a new translation system for Form Builder forms. 

  • A new action, “Clone & Translate,” has been added to both the District Forms tab and Focus Forms tab of the Form Builder. When “Clone & Translate” is clicked for a form, the user can select the language for the new version of the form and use machine translation (Bing) for the initial setup of the form.
  • After the machine translation process is completed, the new form is opened and displays the machine translations. The language of the form is added to the end of the Form Name, e.g. “Present Levels of Academic Achievement and Functional Performance (PLAAFP) (Spanish [SP]).”
  • A “Disable” toggle is now available in the Form Settings for translated forms only. This toggle is automatically enabled. The form will not be available as a translation until the user ensures all necessary changes have been made. The user can disable the toggle when the form is ready for use.
  • In the District Forms tab and Focus Forms tab, two new columns have been added, Language and Parent Form. The Language column displays the language of the form. For cloned forms, the Parent Form column displays a View link to view the original English (parent) form.
  • Two new options were added to the File menu when viewing a form: Import Translation and Export Translation. When Export Translation is selected, a pop-up window displays to copy the translatable text. On the other form, the user can select Import Translation and paste the translated text. 
  • In SSS > Manage Student, the user can select the desired Language when printing forms. The form and form inputs will be translated. Translated forms that have the “Disable” toggle enabled in the Form Builder will not be available.
  • In SSS > General, the “Multilingual Printing” option has been removed.

See Form Builder and General for detailed information.

Run Lottery
  • Added the ability to select the program(s) to run in the lottery.

See Run Lottery and School Choice Setup for detailed information.

School Choice Setup
  • Added the preference “Don’t Cancel Alternate Choices” to the Customize Application - Magnet, SPA, and Choice tabs. When this preference is enabled, the student’s other applications will not be declined while running the lottery, as well as when a parent accepts a Pending Acceptance application on the parent portal. Additionally, the lottery will run for all school_choice_application_statuses at once, rather than iterating for 1 to 20. This will eliminate the priority for choice; all of the student’s applications will be treated equally and multiple acceptances for one student will be allowed.
School Fields
  • Added a new option called “School Filter” for “select one” and “select multiple” school fields. When this option is enabled on a field, the select options for the field will display as tags which can be used as filter options within the Schools pull-down. 
    • These tags are available in the Schools pull-down on the Student Info, Mass Assign Student Info, District Reports, User Info > Permissions tab, Third Party Systems, Rollover, Calculate GPA, Pull Grades for Report Cards, and Graduation Requirements > District Graduation Programs and Requirements screens. 
    • For example, a user can set up a school field called School Committee Members, enable the School Filter option, and set up the school committee members as select options. In School Information, the school committee members for that specific school can be selected in the School Committee Members field. When the Schools pull-down is opened on one of the aforementioned screens, the school committee member select options will display as tags that can be clicked to filter the list of schools. A “Match all” check box is available; when selected, only options that match all of the selected tags will display.

See School Fields for detailed information.

System Preferences > Default School Preferences/School Preferences > Enrollment
  • Added a new preference “Show Preferred Name fields on Add a Student.” When enabled, the Preferred First Name and Preferred Last Name fields will be included in the search fields on the Add a Student screen and in the Primary Info category in Student Info.
Third Party Systems

Added a Debug column to Third Party Systems. Clicking the “Debug” button will activate the corresponding vendor in the login session so that browsing to API endpoints uses that vendor’s configuration. This removes the need to add ?external_api_id=X to the end of URLs, though that functionality is still available. Click the “Clear” button at the top of the screen to clear the debug value if the user wants to revert back to the default configuration.

See Third Party Systems for detailed information.

Students
Computed Student Fields
  • Removed the old Computed Student Fields screen. Any computed fields set up using the Computed Student Fields screen will be removed from the Advanced Report. Computed fields are currently set up in Students > Student Fields.
Enrollment Codes
  • Added the Application Statuses tab to the Enrollment Codes screen, which is used to set up application status options. These options will be available in the new Status column in Students > Online Enrollments > Unprocessed Applications tab. Users can select a status for an unprocessed application.

See Enrollment Codes and Online Enrollments for detailed information.

Online Enrollments
  • Added the ability to provide override reasons for student address changes on the Online Enrollments screen for districts that use the Address Catalog for verification. When an address change makes the student out of zone for that school, the user who approves the address change will be prompted to select an override reason if they have the profile permission “Allow overriding zoned address restrictions” for Students > Add a Student. If the user does not have this profile permission, the user will receive a message “You are not allowed to override that error.” Similarly, users with the profile permission “Allow enrolling out-of-district students“ will be prompted to select an override reason when an address change is out of the Address Catalog, while users without this permission cannot. Once an override reason is selected and submitted, the student's address will update in the system.
    • Override reasons are populated based on the system preference “Override Reason Field” in Setup > System Preferences > Default School Preferences/School Preferences > Enrollment tab. If no value is set in the system preference, the state’s default student_enrollment column is used.

See Online Enrollments for detailed information.

Uploaded Files

Added the ability for districts using the add-on Document Management module to include SSS events and SIS Form Builder forms to the Uploaded Files screen for students. If your district is interested in using this functionality, please reach out to your support representative to schedule a demonstration. 

  • The Academic Category can now be set on a form in Setup > Form Builder.
  • The Academic Category can now be set on an SSS event in SSS > Setup > Events tab.
  • When an SSS event with an Academic Category designated is locked, the PDF of the event forms will be included in the SSS Event Forms table on the Uploaded Files screen for the student. If the event is unlocked, the PDF will be removed. 
  • When an SIS Form Builder form is finalized, it will be included in the Formbuilder Forms table on the Uploaded Files screen for the student.
  • The Letters table on the Uploaded Files screen has been updated to “Letter Log.” Letters that have an Academic Category designated and that have been generated and logged will be displayed for the student.
  • In Users > Profiles, a new permission has been added under Student Info called “Manually Process Files.” Users with this permission will have access to the “Manually Process Files Now” button on the Uploaded Files screen. When new files are uploaded for a student and the files have not yet been processed, the user can click this button to process the files now (which allows text searching and redacting), instead of having to run the Document Management scheduled job.

See Form Builder, Setup, and Uploaded Files for detailed information.

Students/Users
Student Fields, User Fields
  • Added the ability for “select one” fields to be displayed as a set of radio buttons rather than as a select box in Student Info, User Info, and online applications. To enable this option for a field, select “Display as Radio Buttons” in the Edit Field window. This preference is stored in the column “display_as_radio.” If a field is not marked as Required, an N/A option will be included in the set of radio buttons.

See Student Fields and User Fields for detailed information.

Student Info, User Info
  • Updated so that the icons that are set on categories in Student Fields or User Fields display next to the category name in the list on the left side of the screen for easier identification. If a color and icon is not set on a category, a default icon will display.

See Student Info and User Info for detailed information.

Teacher Portal
Communication (New)

Added the Communication module to the Students menu, which replaces the Messenger and Phone Communication screens. Note: The features within Communication, such as Phone Communication (Call-Out System) and Translations, require additional purchases. Contact the district's support representative to set up a demonstration.

  • Added Communication profile permission to Users > Profiles > Students tab, which includes the following permissions for Role > Teacher: Communication, Send Messages, Class Announcements, Send SMS, and Phone Calls. Note: The SMS and Phone Calls features require additional purchase by the district. Contact the district's support representative to set up a demonstration.
  • Added the “Compose tab,” which allows teachers to to create a message (Messenger) to selected students, use a template, create a new announcement, and/or create a new template.
    • Messages can be created manually and be assigned a Letterhead template, flagged as a Secure Message, and added to the Log Record.
    • Messages can also be discarded, saved as drafts, printed, scheduled to be sent at a later date and time (or set up as Recurring), and sent.
    • Files, multimedia messages (SMS), recorded messages, and text-to-speech messages can be added to messages, as well. Note: The SMS and Phone Calls features require additional purchase by the district. Contact the district's support representative to set up a demonstration.
    • Added the ability to send messages to Students, Student Personal, Primary Contacts, All Contacts, Once Per Family, Students & Primary Contacts, Students & All Contacts, and Teachers Of.
    • The “All Contacts” option includes all users and/or persons in a student’s addresses & contacts. The “Primary Contacts” option limits to the contacts marked as custody.
    • Updated the “Once Per Family” option so students must be linked to contacts, contacts must have custody of one of the linked students, and contacts must have an email address.
    • Updated so if a student does not have a contact and contacts are selected as the recipient, the student will get the message instead.
  • Added the “Templates” tab, which gives teachers the ability to create templates and use said templates to generate messages to students (previously known as Messenger and Phone Communication).
    • Templates include a Title, Letterhead, and a Secure Message option, which flags messages as secure and requires users to log into Focus in order to view the message.
    • Emails, files, multimedia messages (SMS), recorded messages, and text-to-speech messages can be added to templates, as well. Note: The SMS and Phone Calls features require additional purchase by the district. Contact the district's support representative to set up a demonstration.
  • Added the “Announcements” tab, which allows teachers to enter a Title, assign Sections, establish a Publish time frame for when the message should display on select Portal screens as a Class Announcement. From the Announcements tab, new announcements can be created and posted to the selected students in a section. Announcements can also be discarded and posted.
    • Emails (messages), files, test messages (SMS), recorded messages and text-to-speech messages (Call) can be sent with announcements, as well. Note: The SMS and Phone Calls features require additional purchase by the district. Contact the district's support representative to set up a demonstration.
  • Added the “Inbox” tab, which houses all incoming messages from which a chat is displayed with all incoming and outgoing messages between the user and the applicable users or students.
    • Upon sending messages from the Inbox tab, users have the option to create a new message, schedule a time and date for the message to be sent, and send messages instantly, in addition to viewing incoming messages.
    • When messages are received, a Portal Alert displays the number of unread messages; when clicked, Focus navigates to the Inbox where unread messages display users’ names and the number of unread messages.
  • Added the “Sent” tab, which houses all sent messages from which a chat is displayed with all outgoing and incoming messages between the user and the applicable users or students.
    • Upon sending messages from the Sent tab, users have the option to create a new message, schedule a time and date for the message to be sent, and send messages instantly.
  • Added the “Scheduled” tab, which houses all messages that have been scheduled to be sent out at a later date and/or time. Scheduled messages can be sent manually before their scheduled date and time, as needed, as well as created and edited exactly like a new message. Note: Emails are sent out when the message is scheduled; however, calls and text messages still respect the “Do Not Send Calls Before This Time” and the “Do Not Send Calls After This Time” system preferences set via Setup > System Preferences > Default School Preferences > General.
  • Added the “Drafts” tab, which houses all messages saved as drafts. From the Drafts tab, users can schedule, send, or edit messages, as well as perform all other tasks as if creating a new message.

See Communication for detailed information.

Communication Reports (New)

Added the Communication Reports screen, which displays a log of all sent messages including the Type of message, Date, Sender, Recipient(s), Total, Sent, Errors, Email (message sent), SMS sent, TTS, and included Audio. Note: The report includes information about SMS, TTS, and Audio, if the district has purchased and enabled the Call Out System. For more information on purchasing the Call Out System add-on module, contact the district's representative to set up a demonstration.

  • Added Communication Reports profile permission to Users > Profiles > Students tab, which includes the following permissions for Role > Teacher: Communication Reports (View).
  • Added the “Flagged” message indicator, which displays as selected if the message was flagged from the Communication screen.
  • Added the “Admin Flagged” check box, which allows administrative users to flag the message upon reviewing the message from the report.
    • Teachers are able to initiate a referral directly from their inbox when a message is flagged as inappropriate.

See Communication Reports for detailed information.

Users
Calendar

Added the “Type” pull-down when adding an event or recurring event to the calendar. The Type pull-down allows users to add an SSS service to a student or create a log record for a student from a calendar event. 

  • The SSS Service check box has been removed. Users with the Edit profile permission for Services in Caseload & Services can select “SSS Service” from the Type pull-down. After the event is saved, the user can click the event, click “Add New Service,” and add a service for the student to the Caseload & Services screen, as was the previous functionality.
  • The Type pull-down also allows users to add a log record to a logging field for a student from a calendar event. The pull-down includes all of the student logging fields the user has permissions to create records for that have a date and time field.
  • When a logging field is selected, the logging field is displayed in the event window. The user can set default values for the log record as needed.
  • In the Upcoming Events block on the Portal, events with a logging field selected have a green plus sign next to them. When the green plus sign is clicked, a pop-up window displays the log record. Any default values entered by the user on the event are populated. The current date and time are also populated into the logging field. The user will complete the log record and click Create to add it to the student’s record.

See Calendar (Admin) and Calendar (Teachers) for detailed information.

My Preferences/Preferences
  • Updated the student “Nickname” field to be called “Preferred First Name.” This updates the student field as well as the Student Name Format options in My Preferences/Preferences > Student Listing tab. Additionally, the “Preferred Last Name” student field has been added. This displays along with the “Preferred First Name” field in the Primary Info category in Student Info. 
    • Added a new Student Name Format option in My Preferences/Preferences > Student Listing tab called “Preferred Last Name, Preferred First Name.”
    • When the “Preferred Last Name” option is selected in My Preferences/Preferences, this will function similarly to the Preferred First Name field; if the field is null, the last_name will be used in its place.
    • When the “Preferred Last Name” option is selected in My Preferences/Preferences, the Preferred Last Name will display on all user, staff, and student screens like it does with the Preferred First Name field; this includes but is not limited to Take Attendance, Post Grades, and Student Info. The Preferred First Name and Preferred Last Name will also display in student pull-downs.
Profiles
  • Removed the Messenger and Portal Messages permissions from the Setup tab because Messenger and Portal Messages have been replaced with the new Communication module; the following permissions have been removed: 
    • Messenger: “Messenger: Allow Access,” “Messenger: Include Profile in Search,” and “Messenger: Send Messages.”
    • Portal Messages: “Portal Messages” and “Allow Push Notifications & Public Messages.”
SIS / ERP
General

Updated so that the first five numbers in student and user Social Security numbers are masked with asterisks. A new profile permission “View Full SSN” will allow users to view the full Social Security number for students. 

  • This change affects:
    • Students > Student Info
    • Users > User Info
    • Students > Advanced Report
    • Users > Advanced Report
    • Student online application and re-enrollment forms
    • Scheduling > Print Class Lists
    • Students > Print Student Information > Classified
    • Students > Print Avery Labels
    • Users > Print Avery Labels
    • Students > Print Letters & Send Email
    • Users > Print Letters & Send Email
    • Setup > Letterhead Templates
    • Report cards
    • Setup > Form Builder > Headers (custom headers)
    • Student/Parent Portal > Forms Summary > Completed Forms > View Changes button
    • ERP > Human Resources > Applicant Tracking
  • Users with the new profile permission “View Full SSN” for students will be able to view full student Social Security numbers. Users that have this permission enabled will be able to edit Social Security numbers for students in an Advanced Report. Users without this permission will have read-only access to the masked Social Security numbers in the Advanced Report, regardless of the Edit permission to the SSN field. 
  • Users with the “View Full SSN” permission for students will see the full student Social Security number on a generated document/report if the template includes the student Social Security number field.
  • User Social Security numbers are always masked in the SIS. User Social Security numbers are not editable in the Advanced Report. Changes to user Social Security numbers can be made in User Info for those with Edit permission to the field. The Social Security number will be masked after it is edited and saved. 
  • In Students > Audit Trail and Users > Audit Trail, all digits will display in the Social Security number. Additionally, custom district reports will display all digits.
  • ERP > Setup > Settings > Payroll > “Display SSN in Employee Dropdown” continues to work in the same fashion as before. User Social Security numbers are not masked for users with View and Edit access to this employee field (556).

Added an “Exact” check box to the filter in select multiple pull-downs. Select “Exact” to only see exact matches when entering text in the filter. The style has also been updated for select one and select multiple pull-downs. Additionally, the search algorithm when filtering within a pull-down has been improved. 

ERP
Fixed Assets

Added the “Edit Department” permission to Setup > Profiles > Fixed Assets tab, which determines which users who have access to the “Department” pull-down in Manage Assets upon creating and editing assets and Receive Transfer upon receiving an asset transfer.

See Manage Assets and Receive Transfer for detailed information.

Human Resources
Online Applications
  • Added a profile permission for each tab, so only users with permission to each tab can view the applicable information held within said tab, add comments on select tabs, approve or deny applications, and delete applications. The following permissions have been added via Setup > Profiles > Human Resources tab:
    • View Unprocessed Applications
    • View Unsubmitted Applications
    • View Processed Applications
    • View/Leave Comments on Unprocessed Applications
    • View/Leave Comments on Unsubmitted Applications
    • View/Leave Comments on Processed Applications
    • Approve/Deny Unprocessed Applications
    • Approve/Deny Unsubmitted Applications
    • Approve/Deny Processed Applications
    • Delete Unprocessed Applications
    • Delete Unsubmitted Applications

See Online Applications for detailed information.

SSS

Added the ability for parents to view SSS documents from locked events in the Parent Portal. Also added the ability for parents to view and sign SSS forms that need the parent signature. 

  • SSS > Setup > Events tab - Added the option “Publish to Parent Portal.” When this option is selected for an event, the event is published as a PDF to the Parent Portal. 
  • When an event that has the “Publish to Parent Portal” option enabled is locked, the user is asked “Do you want to publish to parent's portal?“ If the user clicks Cancel, the event is locked, but the document is not published to the Parent Portal. If the user clicks Yes, the event is locked and the following occurs:
    • The parent receives an alert in the Alerts box on the Parent Portal: “A Student Service document (event name) has been published for your review for your student (student name).” 
    • Clicking the alert opens the Reports tab in the student block on the Portal. The document is displayed in the Student Services section of the Reports tab. It includes the link to the document, the Date Published (when the event was locked), and the Date Viewed (when the parent last viewed the linked document). 
    • Clicking the document link opens a PDF of the event forms in a new tab. The alert is removed from the Alerts block once the parent opens the document. 
    • If a user unlocks the event, or deletes the event, the alert and document is removed from the Parent Portal.
  • Setup > Scheduled Jobs - Added a new scheduled job called “SSS Parent Portal Notifications” which is used to send an email to the parent (contact priority of 1) if an SSS alert remains unread for 24 hours. 
  • Setup > Form Builder -  Added a new option “Signable by Parent” for E-Signature components. Enable this option for parent signature fields on the appropriate forms. 
  • Users > Profiles - Added the “Student Services” View permission for parent profiles in order for parents to access the new Student Services screen in the Parent Portal. 
  • SSS > User Profile Permissions > System Permissions tab - Select the “Allow” permission for “View Events” for the parent profile for the appropriate programs.
  • SSS > User Profile Permissions > Event Permissions tab - Select the “View All” and “Edit All” permissions for the parent profile for the appropriate events.
  • When a form that contains a “Signable by Parent” e-signature component is saved and validated by a user, the parent receives an alert in the Alerts box on the Parent Portal: “Signature required in a student service event for (student name).”
    • When the parent clicks the alert, the Student Services screen is opened for the event. 
    • At the top-right corner of the screen, a blue “Click to Sign” button is displayed. Clicking this button navigates the parent to the page where the e-signature component is located. The e-signature component is also highlighted. The parent will click the e-signature component, authenticate their signature, and sign. No other fields will be editable by the parent. The parent will click Save & Validate after signing.
    • After completing the parent signatures, the alert will be removed from the Portal.

See Student Services, Setup > Events tab, Manage Student, Form Builder, Parent Portal, and Scheduled Jobs for detailed information.