NEW Tool to assist with sharing important documentation with parents/carers (e.g. communication plans, therapy plans, etc.. )

In talking with school leaders during the last week, it's become clear that one of the challenges schools are facing (especially right now) is sharing critical documentation with parents/carers, as well as resources and materials to help with home learning and support. In response to this, we've diverted some of our development resources from existing projects to build a possible solution to this challenge.

We've rushed through a new feature in the Evidence Web Console that allows staff to upload PDFs into any learner's profile so that they can be shared via the secure EfL Parent Portal. Parents/carers can then access and download these PDFs from their computers, tablets or phones - for printing, etc..

This is a free upgrade within the Web Console and will not require an update to the app. PDF documents can be uploaded via the Web Console into any learner's cloud profile and then optionally shared with parent/carers using the iOS app in the same way that you can share PDF reports that are created in the app (e.g. Learning Journals, Assessment Book Reports, Coverage Grids, etc...)

Please note that you can access the Web Console on any device with access to the Internet, this includes computers, iPads and other tablets. The maximum file size of any PDF that you can upload is 25MB.

Here are the steps to upload a PDF to your Web Console for one Learner:

1.    Go to your Web Evidence Console login page ( https://web.evidenceforlearning.net/efl/login/). 

NB: If you have not yet set up the Web Console for your school please see this set of articles in the EfL Resource Centre (https://resources.evidenceforlearning.net/article/206-setup-your-web-console)

2.    Enter your schools "domain" in the 1st box and in the 2nd and 3rd box enter your unique Username and Password (the same as you use to enter into the assessment area of the App). 

NB: For quicker access, use your school's customised URL: https://web.evidenceforlearning.net/efl/login/"yourschoolsdomain"

To find out your schools domain please see this article: How do I find out my school's domain?

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4.    Click on Upload Documents (top right)

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5.    Click on the 1st box to enter the title of the PDF as you'd like it to appear in EfL. 

Click on Choose File to select the correct PDF from your computer. 

Finally,  select the Learner by starting to type the Learner's name in the box and then click on the name of the appropriate Learner:

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6.    Click Upload (Bottom Right)

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A copy of the PDF will then be placed in the Learner's Cloud Profile.

You and colleagues will be able to access, view and download this PDF from the Learner's Cloud Profile in the App on their device and also from the Documents screen in the Web Console.

** CAUTION: Unlike the PDFs that are generated in the App, via the PDF/Reports screen (such as Learning Journals, Coverage Grids, Indicator Reports) and Assessment Book PDFs (created from within a Learner's Assessment Book), the EfL system obviously cannot check the content of any PDFs uploaded using this tool, or validate that any uploaded PDF is suitable for the assigned learner and parents/carers. Therefore, we strongly advise that you check every PDF from within the Learner's Cloud Profile (via the Web Console or the App) to ensure that it is suitable to be shared with the parents/carers of that Learner. **

Here are the steps to upload a PDF to your Web Console for multiple Learners:

1.    Follow the steps 1-4 as above.

5.    Click on the 1st box to enter the title of the PDF as you'd like it to appear in EfL

Click on Choose File to select the correct PDF from your computer. 

Finally,  select the Learners by starting to type each Learner's name in the box and click on the name of that Learner. Repeat the process until all of the chosen Learners' names are shown in the 3rd box:

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6.    Click Upload (Bottom Right)

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A PDF is then placed within each of the Learners' Cloud Profiles.

** CAUTION: Unlike the PDFs that are generated in the App, via the PDF/Reports screen (such as Learning Journals, Coverage Grids, Indicator Reports) and Assessment Book PDFs (created from within a Learner's Assessment Book), the EfL system obviously cannot check the content of any PDFs uploaded using this tool, or validate that any uploaded PDF is suitable for the assigned learner and parents/carers. Therefore, we strongly advise that you check every PDF from within the Learner's Cloud Profile (via the Web Console or the App) to ensure that it is suitable to be shared with the parents/carers of that Learner. **

Here are the steps to review the PDF and to share it with parents/carers using the Web Console:

1. Login to your Web Console and select  Documents from the menu (left side)

2. Click in the Learner Box and start to type the Learner's name. Then click on the appropriate Learner(s)

3. Click Search (top right)

4. Click on the name of the PDF that you would like to preview

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3.    Once you have clicked on the name of the PDF, it will open on your computer/device. Depending on your browser, you may be prompted to open the file:

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4.    Once you are certain that you want to share that PDF with the parent/carers of that particular Learner, you click the grey Share Icon to the right of the name of the PDF.

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5. A warning message will appear asking you to confirm that you have checked that the selected PDF is suitable to share with that Learner's parents/carers. 

** CAUTION: Unlike the PDFs that are generated in the App, via the PDF/Reports screen (such as Learning Journals, Coverage Grids, Indicator Reports) and Assessment Book PDFs (created from within a Learner's Assessment Book), the EfL system obviously cannot check the content of any PDFs uploaded using this tool, or validate that any uploaded PDF is suitable for the assigned learner and parents/carers. Therefore, we strongly advise that you check every PDF from within the Learner's Cloud Profile (via the Web Console or the App) to ensure that it is suitable to be shared with the parents/carers of that Learner. **

If in doubt, select Don't Share.

If you're happy to share, select Share.

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6.    Once you are have shared the PDF the Shared Icon will be blue and parents/carers will be able to access and download it via the secure Parent Portal.

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If you decide that you no longer want to share the PDF, Click on the blue Shared Icon and it will become grey and that PDF will no longer be available to access or download in the Parent Portal by the parents/carers of that Learner.

Here are the steps to review the PDF and to share it with parents/carers using the iOS App:

1. From the home screen of the App (with the animated stars), Tap on the Learner Profiles Icon (on the left under "Capture")

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2. Drill down to the appropriate Learner Profile.

3. Tap the Cloud (top right) to access the Learner's Cloud Profile.

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3. You will then see all PDFs in the Cloud for that Learner. Tap on the name of the PDF to preview it.

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3. Once you have previewed the PDF, Tap Done (top left)

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4. Once you are certain that you want to share that PDF with the parent/carers of that particular Learner, you can Tap the grey Share Icon to the right of the name of the PDF.

** CAUTION: Unlike the PDFs that are generated in the App, via the PDF/Reports screen (such as Learning Journals, Coverage Grids, Indicator Reports) and Assessment Book PDFs (created from within a Learner's Assessment Book), the EfL system obviously cannot check the content of any PDFs uploaded using this tool, or validate that any uploaded PDF is suitable for the assigned learner and parents/carers. Therefore, we strongly advise that you check every PDF from within the Learner's Cloud Profile (via the Web Console or the App) to ensure that it is suitable to be shared with the parents/carers of that Learner. ** 

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4.    Once you are have shared the PDF the Shared Icon will be blue and parents/carers will be able to access and download it via the secure Parent Portal.

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If you decide that you no longer want to share the PDF, Tap on the blue Shared Icon and it will become grey and that PDF will no longer be available to access or download in the Parent Portal by the parents/carers of that Learner.

Here are the steps for Parents/Carers to access/download PDF(s):

1.    The parent/carer logs into their Parent Account and Selects Reports from the menu.

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2.    Any shared PDF(s) will be listed. To view or download any PDF(s), Tap/Click on the name of the PDF.

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