Elementary Clerical Guide
Getting Started
December 2014
Getting Started – Table of Contents
Contents
Freedom of Information and Protection of Privacy (FOIPPA) ....................................................... 1
Online Help ................................................................................................................. 2
Logging in to MyEducation BC............................................................................................ 6
Changing your password: Setup ......................................................................................... 7
Basic Navigation ........................................................................................................... 8
Page Elements – Settings Bar .......................................................................................... 9
Reports and Extracts ..................................................................................................... 11
Quick Chart ............................................................................................................. 11
Quick Letter ............................................................................................................ 11
Quick Print .............................................................................................................. 11
Tips and Shortcuts ................................................................................................. QRC - 1
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Getting Started - TOC
Getting Started
Freedom of Information and Protection of Privacy (FOIPPA)
What is FOIPPA? FOIPPA (also known in some school districts as FOIPOP) is legislation that regulates the
collection, storage, and use of personal information (regardless of how it is recorded) by public bodies.
Personal information is defined as "recorded information about an identifiable individual, other than the
contact information for school and school district employees." The Ministry of Education and all school
boards are public bodies and are subject to all the provisions of the legislation.
The School Act contains an "access to student records" clause. Under this section, parents have a right of
access to their child's records and do not have to go through freedom of information to get them.
Resources have been created for freedom of information training by the Ministry of education and can be
found at:
http://mytrainingbc.ca/myedPOI/overview/001.html
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Online Help
One very welcome feature to MyEducation BC is it’s built in online help resources. In this document we will
show you where to find and how to use them. Online help is context sensitive which means, if you are in the
attendance area that MyEd knows where you are and will show you the resources specific to that area.
General help and support documentation for the entire system is also readily available. Please bear in mind
that most of the online help resources are for the generic Aspen product and have not been customized to
match BC specific changes or services.
1. Select the top tab for the
area you need help, in this
example I’m using the
Student top tab. Then click
HELP
2. You will see a popup with a
number of support options
available.
3. The first of these options is
Online Help. This section
will provide you with context
sensetive help related to
where you are in
MyEducation BC. Since I’m
on the Student top tab when
I do this, I am taken directly
to the related areas in the
TOC(Table of Contents view
of the help screen). I can
also explore many other
areas but it takes me direct
to the topics related to the
Student top tab.
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4. You also have a number of
other options at the bottom.
a. Clicking INDEX allows you to
view the entire help system in
alphabetic order. Using the
box at the top of the list, you
can enter a certain word such
as MARKS and it will take you
direct to that area in the
index.
b. Clicking SEARCH will allow
you to search the entire help
system for all topics related
to that word. You can search
for a phrase just by putting
the phrase in “double quotes”
as shown on the right.
Without the quotes the
system would have searched
for topics related to the
individual words
c. Clicking GLOSSARY provides
an alphabetic list of words or
phrases used within the
MyEducation BC system.
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d. FAVORITES provides you with
a list of searches or topic
areas you wanted to retain for
future reference. You can add
topic areas to your list of
favorites by using the favorite
icon at the top of the help
screen. You can select a
favorite and use the X to
delete it from your list.
Favorite Icon
e. USER GUIDES can be found on
the main help menu. In here
you will find a list of
documents to assist you with
common tasks in MyEducation
BC. Many of these documents
are detailed reference guides
to the specified topic.
f. The QUICK REFERENCE
CARDS option gives you a list
of common tasks but these
are very brief documents,
generally 1 or 2 pages which
are excellent to just refresh
your memory on a certain
subject.
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g. The VIDEOS & TRAINING
TOOLS area will provide some
excellent resources in video
format as well as a matching
Quick Reference Guide as a
take away reference for the
video you’ve just watched.
5. In addition to all the support
information inside
MyEducation BC, we also
have support resources on
the BC Integrated Services
Website (www.isw-bc.ca) by
clicking Learning Resources
on the main menu bar and
select MyEducation BC.
6. Resources created in-district
for MyEducation BC can be
found on the Langley Schools
website.
All the information housed here is BC specific. If you are
looking for information on topics unique to BC, such as
Trax, 1701 or Class Composition, you will find it here.
http://www.sd35.bc.ca/staff/myedbc/default.aspx
7. If you still can’t find the
information you need,
contact your in-district
support resource for
assistance.
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Logging in to MyEducation BC
1. Select the MyEd link on the
SD35 website and in a few
seconds you will connect to
the MyEd system and the
following logon box will
appear.
http://www.sd35.bc.ca/staff/myedbc/default.aspx
2. In the Login ID text box type
your username (l + your
employee id).
Press TAB or click in the
password field. Enter your
password and click on Log On.
Note that MyEducation BC is CASE
sensitive.
3. The first time you login
MyEducation BC will request
that you change your
password. Enter your current
password, enter a new
password, and confirm the
new password (re-enter the
new password). Click on OK.
Note: an error message will appear
if you have not used the password
requirements listed to create a new
password.
You will be taken to your staff
view in MyEducation BC.
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Changing your password: Setup
Once you are logged into MyEducation BC. The following steps will enable you to use
the “I Forgot My Password” function on the login screen. This will avoid the need to
call for support any time you forget your password.
1. Click on Set Preferences in
the top right corner of your
screen.
2. Click on the Security tab
3. You should see your SD35
email address in the primary
email box. If not, enter it
here.
4. Select a security question
from the drop down list. Use
something that you will not
forget.
5. In the security answer box,
enter the answer to the
question you selected and reenter the answer in the
confirm answer box.
6. Click on SUBMIT to save your
changes. You may be
prompted to re-enter your
password.
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You’re done, your new account is ready to use.
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Basic Navigation
To use MyEducation BC effectively you will need some basic knowledge of how the system is organized, how
data is stored, and ways to navigate. Below is an example of a student demographic screen (fictitious data).
In the following document we will explore each of the areas shown on this form.
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Page Elements – Settings Bar
SETTINGS BAR - Changes the VIEW and allows changes to user preferences.
Change View Menu - allows you to change
your level of access to MyEd. The options
you see here will vary depending on your
level of security.
Change School menu – if granted access to
multiple schools; allows a user to select the
specific school to work with in School View.
If you have access to more schools than will
display on the list, you can use the arrows
to page through the list of students.
Set Preferences menu - used to set user
specific preferences for MyEducation BC.
Password can be reset from this menu and
display options (number of lines per page)
can be set from this menu.
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Page Elements – Top Tabs
The top tabs allow you to access different areas of MyEducation BC – each area is shown on top tabs.
Pages
By default, all users have a Home page, which often displays MyEducation BC news and
information. Additional pages will display depending on the class or groups that staff, students or
parents belong to. Pages are designed as a communication tool for people who use
MyEducation BC.
Other tabs
All other top tabs are areas of MyEducation BC that allow users access to different
parts of the MyEducatin BC System. Tabs will display depending on the security set up
on your account in MyEducation BC.
Page Elements – Blue Action Bar – Sub Tabs and Tools
The blue menu bar where sub tabs are contained is your ACTION bar in MyEducation BC.
Sub-Tabs:
Options
are actions that can be performed on the items on the current page. Options change
depending on the page you are viewing.
Reports
listed under the reports sub-tab change depending on the page in view.
Help
allows access to all on-line help options. If on-line help is selected from a specific
page the help information displayed is in reference to the area of MyEducation BC in
use.
Filter
changes WHAT records are displayed on the screen. There are pre-defined filters for
each page and users can set up their own filters (and save them) using the QUERY
option on the Options menu.
Field Set
changes what fields are displayed on the screen. Users can add or remove fields they
would like to view and save their settings.
Sort Order
changes the order in which records are displayed on the screen. Whenever the FIND
feature is used (CTRL-F) in MyEducation BC the column searched is the column the
screen has been sorted on. Users can decide which field to sort their data on every
time they visit the screen and save their settings to allow them to search using the
field they have selected.
Tools:
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Getting Started - Reports
Reports and Extracts
Any data that can be displayed on a list screen in MyEducation BC can be reported or extracted if the tools
menu displays the printer button in the top right hand corner of the screen.
The other tools on the blue menu bar allow a user to select the records they would like to include (filter),
select the fields they would like to include (field set) and sort the records (sort order).
Once the data to report is selected use the quick print tool to print or extract your data:
Quick Chart
presents the data from your page in a chart, the user selects the chart type.
Quick Letter
uses the records selected on the page and allows the user to generate a letter or
email to send using a letter wizard. Note: if using email as a communication tool
all people selected must have an email address entered in order to receive an
email.
Quick Print
uses the records selected on the page and allows the
user to generate a printed list or extract
Web Page (HTML)
view the information in an HTML file.
CSV
view the information in a text file that separates
each field with a comma. If saved, the file will have
a .CSV extension
TXT
view the information in a text file that separates each
field with a comma. If saved, the file will have a .TXT extension.
Note: The two comma-separated values formats (CSV and TXT) create identical
files; the only difference is the file extension. Some Web browsers only handle
one extension properly.
Microsoft Word (DOC)
view the information in a Word document. The data appears in a table, which
has all the available options for borders and shading.
NOTE: A detailed guide for reporting is available on the HELP menu in MyEducation BC.
Student> Help> User Guides> MyEducation BC System Reports
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Getting Started - Quick Reference Cards
Tips and Shortcuts
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Getting Started - Quick Reference Cards
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