FORMS

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Forms for STAFF

Various IT-related forms and/or processes are required to be submitted by school leadership teams on an annual or as needed basis to ensure that school-based staff have access to their assigned user/administrator roles. Some roles require attending training and form submission as a prerequisite to access.

required annually

Principal or designated representative should submit the following forms.

Engagement and Technology Lead (ETL) & ES Technology Coordinator


  • ETL: work alongside school leaders and PDLT’s to drive transformation in teaching and learning through the use of instructional technology. See full description for stipend position.


  • ES Technology Coordinator (elementary schools only): Set up, use, troubleshoot and resolve Tier I technology support for staff and students to receive the emolument.


See IT memo for details. Click here to access the IT memo.

Access

bit.ly/techjobs23

Google Form Submission due by August 18.



Security Permissions Form


Select individuals who

  • have full administrative control over all workstations at a school;

  • can manage student/staff passwords at a school;

  • can manage the school's website content.

For more information, view guidance from Email Services.

Access

  1. eforms.pgcps.org

  2. Select Login, then Email & Security Forms (for your specific level)

  3. Click New Request

(must be connected to the PGCPS network)


eForms Submission due by August 24.

Contact List


Identify the individuals serving in various roles in the building to facilitate communication from IT to the correct individual.


Including a name in the Contact List form does not assign someone rights.


Access


bit.ly/ITcontactlist



Google Forms Submission due by September 1.


SchoolMAX roles

All SchoolMax rights are requested via eforms.pgcps.org (must be connected to the PGCPS network). Click SchoolMAX/ Oracle Forms then navigate to the appropriate form.


If indicated, training is required as a prerequisite to receiving rights.

Attendance Manager

# Staff per Role/Building: Min 2/Max 3


  • Update data for student attendance in SchoolMAX.

  • Monitor attendance entry at the school level using SchoolMAX and APEX Reports.

  • Correct weekly Certify errors.

Access:

eForms Submission due by September 30.

Training is required no later than October 28th as a prerequisite to retaining rights.

Discipline Manager

# Staff per Role/Building: Min 1


  • Complete data entry for student discipline incidents in SchoolMAX.

  • Monitor discipline entry at the school level using APEX Reports.

  • Correct weekly Certify errors.

Access:

eForms Submission due by September 30.

Training is required no later than October 28th as a prerequisite to retaining rights.

Enrollment Manager

# Staff per Role/Building: Min 1


  • Complete data entry for student enrollment in SchoolMAX.

  • Monitor enrollment entries at the school level using APEX Reports.

  • Correct weekly Certify errors.

Access:

Training is required.


Family Portal Administrator

# Staff per Role/Building: Min 1


  • Assist parents in creating Family Portal Accounts.

  • Assist parents with password resets and account management.


Access:

Training is required.


Grade Manager

# Staff per Role/Building: Max 2


  • Complete data entry for approved grade change requests in SchoolMAX and the PS-140

  • Monitor grading and reporting at the school level using APEX Reports.

  • Manage grading windows for the school year.

  • Note: This role may not be held by the Transcript Manager or the Principal.

Access:

eForms Submission due by September 30.

Training is required no later than October 28th as a prerequisite to retaining rights.

Scheduler

# Staff per Role/Building: Min 1


  • Complete, update, and manage schedules for students in SchoolMAX.

  • Monitor student schedules entry at the school level using APEX Reports.

  • Correct weekly Certify errors

Access:

Training is required.


SIT Chair Role for Grade Changes

# Staff per Role/Building: Max 2


  • Facilitate and document SIT Grade Appeal Committee meetings.

  • Initiate grade change requests or appeals in the PS-140 Grade Change Module.

  • Note: This role may not be held by the Grade Manager.


Access:

eForms Submission due by September 30.

Training is required no later than October 28th as a prerequisite to retaining rights.

Student Service Learning Hours

# Staff per Role/Building: Min 1


  • Complete data entry for student records in SchoolMAX.

  • Correct weekly Certify errors.

Access:

Training is required.

Transcript Manager

# Staff per Role/Building: Max 2


  • Complete data entry for approved grade change requests in SchoolMAX and the PS-140.

  • Monitor transcripts at the school level using APEX Reports..

  • Add/modify/remove transcript entries for his/her school. Note: School needs to contact the publishing school if the transcript entry is not entered by that school.


  • Note: This role may not be held by the Grade Manager or the Principal.


Access:

eForms Submission due by September 30.

Training is required no later than October 28th as a prerequisite to retaining rights.

Teacher Tools

# Staff per Role/Building: N/A


*Teachers have automatic access to SchoolMAX after they are assigned to your building in Oracle.


A request for Teacher Tools is only necessary for long-term substitutes who need to be assigned as additional educators or for educators who have an alternate primary assignment.

Access:

Required: In-house Delivery on Grades & Attendance (refer to resources below)


Training Resources: Teachers who enter grades or attendance should review the training found on the SchoolMAX for Teachers page of the T3 Website.

required as needed

Submit the following forms as staffing or roles change within the school.

Oracle Authorization Forms


Oracle is the application used for many of the HR and financial tasks within a building, including:

  • Payroll

  • iExpense

  • iProcurement

  • FinApps

  • Position Transaction

  • iRecruitment

  • HR Management


Training is required in order to receive access.

Automated User Management (Certify)

Principals have the ability to manage users and roles for their staff to receive weekly Certify reports. These individuals should have the authority and ability to correct errors associated with their role. Instructions for using the Certify automated user management application are located on the login page of Certify.

Access

Certify user management application

(must be connected to the secure PGCPS network)



SchoolMessenger Forms


All users must complete training prior to gaining access. To appoint a designee for school or district-wide access, correct information on an user’s account, or remove an existing designee’s account, use the forms listed on the T3 SchoolMessenger website.


Teacher accounts are enabled upon completion of the self-paced training found in eDoctrina.



Access

For more information, view the School Messenger webpage.

Frontline Absence Management


Frontline Campus User rights provide users with the ability to manage substitutes and generate reports for the school. All users are required to attend training prior to being given rights to the system. This form must be completed by the school principal. This form must be completed by the employee’s supervisor.

Access

Frontline Campus User Request Form - for new campus users



Zoom Access for Long Term Subs and Contractors


All full time staff members have access to a licensed Zoom account. Complete the form to request a Zoom account for long-term substitutes and/or contract employees.

This form must be completed by the employee’s supervisor.

For more information, view the Zoom webpage.

Clever App Sharing Request


If your school has purchased licenses for an application that works with Clever, complete the appropriate form to have the app shared with your target audience.

For more information, view the Clever webpage.

Additional access details

SchoolMAX Modules

For access to the following modules, principals must send an email to the authorizing official:

  • APEX Student Record Card - Gayle Huggins, Supervisor, Student Records, Transfers, and Archival Services Email: gayle.huggins@pgcps.org

  • McKinney Vento (Homeless Education Entry) - Natasha White Jones, Supervisor, Homeless Education Office, Email: Natasha.Jones@pgcps.org

  • Service Learning Manager - Elizabeth Faison, Associate Superintendent of Student Services, Email: elizabeth.sessoms@pgcps.org

  • FARM Data Privileges - Wanda Contee, Program Manager, Nutrition Office Email: Wanda.Johnson@pgcps.org

Service Requests (SRAs)

To request reporting data that you cannot obtain on your own via APEX or another source, principals and IT staff may submit an Service Request Authorization (SRA) to Student Apps.

Forms for Families

Various IT-related forms and/or processes are required to be completed by families to ensure we are protecting students’ data privacy while providing families with the access needed to students’ information. Since some information requires school/teacher action, schools may access information below, make needed adjustments and share on your schools website or other method.

required

Digital Tools Opt-Out Guidance


The Opt-Out for Digital Tools Form should be submitted by families who want to opt-out of students’ having the ability to use specific digital tools, namely - EdPuzzle, Kami, and Flip (formerly Flipgrid).


No action is required if access is permitted.


Access:

*Requires school/teacher action before sharing with families.


Schools should read the directions provided to prepare the opt-out form for their school: Digital Tools Opt-Out Guidance Document for Schools/Teacher


For help, families may contact the school/teacher who shared the Opt-Out Form for Digital Tools.


Electronic Absence Reason Notes for Students


Starting this year, parents will have the option to complete the district approved Electronic Absence Note Google Form to indicate why their child was absent.


This new district-created form replaces any school-created form.


Written absence notes may still be accepted.


Access:

*Requires school action before sharing with families.


Schools should read the directions provided to prepare the absence reason notification form for their school: Electronic Absence Reason Notification Form Guidance Document


For help, families may contact the school/attendance manager.



required as needed for access

Family Portal Access


Allows authorized caretakers to log into SchoolMAX to view the child's student information, including current attendance and grades.


Family Portal registration is required in order to receive access to a few other PGCPS systems - student transfer process, Canvas access for families, Frontline Health Portal, and others.


NOTE: Selecting a family portal administrator who is available throughout the school year and summer is critical to ensuring families can access other PGCPS systems that rely on Family Portal

registration. District support for the family portal is not available since verification of who should have access to personal student data is needed and retained at the school.



Access:

Family Portal Guide and Videos


The following resources are available for families on the website provided above:


For help, families may contact the Family Portal Administrator (FPA) at the school.

Student Device Usage Agreement


When distributing devices to students, ensure that a school-based staff member updates device details in Asset Management. Once Asset Management is updated, a Student Device Usage Form is automatically emailed to the student’s PGCPS email address.


The Student Device Usage Agreement provided may be shared with families to provide an awareness of the responsibilities for using a PGCPS-issued device and fees that will be incurred for lost or damaged devices and peripherals. Signatures are not required.




School Messenger Subscriber


The notification system used to send systemic emails, text messages, and newsletters. Families automatically receive district-wide emergency and attendance notifications. Subscribing to SchoolMessenger allows families to receive notifications from various specialty groups in PGCPS (e.g. Board Members)..

Access:

School Messenger Subscriber Directions


For help, families may email websupport@pgcps.org



Parent Centers Scheduling


Locations have been designated throughout PGCPS to provide families an opportunity to receive after-hours troubleshooting and technical assistance on Mondays from 5-8 PM, beginning September 13, 2022.


Parents must make an appointment.