Behind The Scenes

Easy Ways to Add Info

These four forms are the common ways that are users can add basic information to the website.

Please note that Add an Update links to Add an Event and Add an Opportunity as often we are doing them all at once.

Add an Update

Add an update to the website including:

News items for the home page
News items for other pages
Links to add related events and opportunities if needed.

Add Update

Add an Alert

Add an alert to the website to run at top of home page. Can set begin and end dates.

Add Alert

Add an opportunity to appear in the schools opportunity table. This includes internships, summer jobs, career opps, field trips and more. Can also set Department eligible so appears on only certain web pages.

Add Opportunity

Add an Event

Add an Event to the website calendar

Add Event

Tips:

when pasting content - do a right click and paste without formatting to remove extra junk so that it looks correct.

Organizing & Access Control

Roles

Administrator: Full access to everything. Limited to Elizabeth Mettler & Niki Van.
AdminTech: Ability to add and edit behind the scenes elements but not delete. Not allowed to add/remove pugins.
Alumni: access to Transcript & Diploma request data. Brandon Hall and Charissa Young.
Aspen: access to Aspen help request data. David Thompson
Attendance: ability to access attendance data. Attendance counselors, Mr. Bellino & Mr. Omoniyi
Clubs: ability approve and edit clubs - Ms. Dionne Clemmons
College: ability to update the College & Career pages - Ms. Levenson and Mr. Reeves
Counselor: ability to view and edit the schedule request form
Forms: ability to access and export attendance data as well as see other back end data. Mr. Bellino & Mr. Omoniyi
Library: ability to update the Library page - Mr. Cat
Locker: access to locker requests table. Mr. Bellino
LSAT: ability to update the LSAT pages. Current officers have access.
PTSO: ability to update the PTSO pages. Current officers have access.
Schooladmin: Full access to all data - limited dashboard/backend access. Set to Patricia Cebrzynski and Jessica Lawrence
Staff: generic level of access for all staff with login. Ability to access Clubs page.
WebSiteClub: access to Website Club home page and data

Website
Help

Website Content
Update Requests

Websit Features
Wishlist

Website
Club

Style Guide

Main Logo

Fonts

Main: Roboto
Headings: Raleway

Header Information

All text is in standard Jackson-Reed dark green: #306223
Jackson-Reed font: Karma - semibold - 4.5 rem font size.
Menu font: Roboto - bold - 1.6 rem - Small Caps variant

Radius: 10px on most callouts

Colors

Main Dark Green: #306223
Light Gray: #F2F2F2
Light Green; #F5FBF7;
Muted Gray-Green: #D9E9E5;
Overall palette

Data Views

Add a Data View

Name	Description	Email Results To	Form ID	Views	Status	Roles with Access
Add A Staff Account	Allows users with the appropriate roles to add users with the role "staff" and "clubs". Sends an email to user to activate account.		33		Active	clubs, schooladmin
Alerts	Easily creates alerts to run on the website with start and end dates.		20	3180	Active	schooladmin
Aspen Help Request	Allows a parent or student to get help accessing Aspen. Ask for the appropriate information depending on their role.	David Thompson	13	2618	Active	aspen
Attendance Form Requests	Attendance form allows a parent to notify the school if a student will be absent, late arriving, or departing early. It asks for the reason for the absence as well as the arrival time or departure time if needed. If illness is a reason - it asks for a medical note to be uploaded. The parent receives an email notification of the form and a formatted and easy to read email is sent to the correct counselor by grade. This view is for the counselors by grade - allows them to see simple information and change it if necessary before exported by Mr. Bellino.	Attendance counselors for the grade.	12	2371	Active	attendance, counselor
Calendar Admin	Links to all events submitted to the calendar. Easy way to update event information. Linked to News form - filled in via Add an Update button/link. Linked to JRWebsiteFeed calendar feed.		14	1862	Active	schooladmin
Clubs	This form allows sponsors to add clubs - once they have approved notifications are sent to Ms. Clemmons for approval. Once she has approved them - they display on the main Clubs page. If a sponsor edits a club, a notification is sent to Ms. Clemmons to re-approve. This Club has the following notifications: Request Admin Approval for new clubs. Club Request Denied or Clarification requested by Admin. Changes made notificatino Club Request Approved by Admin	dionne.clemmons@k12.dc.gov	19	Standard Listing - 3121 Admin Table -3147 Interest Club -4901	Active	clubs, staff
Contact Us	Basic Contact form for the entire website. No Views	Patricia Cebrzynski	7		Active	schooladmin
Course Catalog	Keeps track of all current courses		36	Course Catalog - 6680 Course Catalog List View - 6705 Course Catalog Graphic - DIY - 6684 Course Catalog Admin - 5824	Active	admin, schooladmin, websiteclub
DC One Card Request	Request for a DC One Card. No views...need one?	Mark Martin	10		Active
Events	Adds events to calendar. Can pick which calendar.	None	45	32379 - Front Page Upcoming Events - key events for entire school. 32377 - Home page upcoming events for mobile view 32397 - Calendar Admin - table to edit on page Tools->Views-Calendar Admin 32378 - Weekly Preview for Newsletter - not being used but should. On Tools-> General->Weekly Newsletter Building Page 33127 - Academy wide calendar - in use?	Active	admin, schooladmin, websiteclub
Form to Trip Parent Form OCL - Test	Fills in form 30		31
Locker Help Request Form	Allows the user to ask for help accessing or finding their locker.	Marquan Roberts	18		Active	lockers
Locker Request Form	Requests a locker for a student. Student receives email saying they will be contacted in 7 days.	Marquan Roberts	11	2578	Active	lockers
News Update Posts Table	Allows users to create posts to be added to the websites - links to the ability to add related events & opportunities in separate forms. Post is shown on pages according to category & tag. Current ones include: keyposts tag - appears on front page fundraiser tag - appears on fund raiser page principal category - appears on principal's message page college category - appears on College & Career page. college-reps category - appears in sidebar on college & career page	https://jacksonreedhs.org/forms-views/add-an-update/	14	News Update Posts Table 2528 - on Tools-> Views -> News Update Posts Table FrontPagePosts Preview for Newsletter - 5234 - Tools->General->Weekly Newsletter	Active	admin, schooladmin, websiteclub
Off-Campus Lunch Parent Approval	Send link to this form to allow parents to approve off-campus lunch for their students.	No one.	28	4869	Active	attendance
Parent-Teacher Conference Link	Allows users to input 4 digit code to get early access to link.		34		Active	attendance
Report a Concern	Allows students or staff to submit any issues. Can do so anonymously though we encourage contact information if possible so it can be resolved.	Ms. Cebrzynski for routing.	25		Active	schooladmin
Schedule Change Request	Schedule change requests forms from students are sent to the appropriate counselors via email. Counselors can also view results in table and update.	Counselors by grade and first letter of Student's last name.	26	4825	Active	counselor
Sitemap	Shows all pages in the website and what their current status is.		1	430	Active	schooladmin, websiteclub
Staff Table	Display all Staff on the Quicklinks menu and displays an editable table on the Tools->VIews->All Staff menu.		6	Quicklinks - 3001 Admin - 956 By Area - 2981	Active	schooladmin
Transcript & Diploma Requests	Allows alumni to request a transcript, diploma, graduation/education verification or other. Displays appropriate fields based on choice. There is a Data View which allows those with access to update the status of all requests. This view can be accessed either directly from the Transcript & Diploma Request page from the Tools->Views->Transcript & Diploma menu.	Generic email & Lorena Marshall	8	2421	Active	alumni
Update to Website	Allows staff, students, parents & community to request updates to content on web page.	Jessica Lawrence	15	4581	Active	schooladmin, websiteclub
Website Club Interest	Find out what people want to do and learn!		24	5371	Active	websiteclub
Website Club To Do List	Detailed list of tasks for Website Club. This takes the requests from Update to Website and Website Feedback and makes them into actionable tasks.		17	1960	Active	websiteclub
Website Feedback	Accessible via the Footer - this is intended for general requests about overall design. Might overlap with Update to Website.	Ms. Mettler	23			schooladmin, websiteclub
Name	Description	Email Results To	Form ID	Views	Status	Roles with Access

Off Campus Lunch

First Step: Student Fills Out Form

There is an accordion on the Policies & Procedures page that explains the Off-Campus lunch policy. There was also a stand along page created which we could use if needed.

This accordion item is the starting point for students to request off-campus lunch. It contains basic information about qualifications, procedures and revocation policy. It also has a link to the form.
To start the the process, student fills out the Off Campus Lunch Student Application Form. This also has a link to the policy page.
We can either add a link to this page or the the form on the Quicklinks menu or as a post on the website.

Second Step: Administration Verifies Student

After a student submits the form, an email will be sent to the designated staff member - currently that will be Obi Kingsley.
This email will have a link which takes you directly to a page to edit that entry. They should be marked as qualifying or not.
If they are marked as qualifying that will redirect to a another page showing the same information. Click submit to create a new entry in the Parent Approval table.
This will also cause an email to be sent to the parent/guardian email contained in the form.
These can all be viewed in this table.

Third Step: Parent Approval

And email is sent to the parent with the student information already filled in. This entry asks the parent for approval with a link to the Off-Campus Lunch Parent Approval Form.
This table shows the final results.
Need notification?
Can export entries.

Clubs

Adding a Club Process

Step 1: Sponsor Requests Creation of New Club

Create a new club by finding a sponsor and filling out the Add a Club form which is located on the Students->Clubs & Extracurricular menu. Only a staff member can create a club.Note: initially this was set up so that students could create the club and then the request would be forwarded to the sponsor for approval.
The Add a Club form (ID: 19) is set up to request a new form including club name, & description, Interest Group Information, Communication methods, Meeting time & place, Sponsor name, Student leader name and club members.
Sponsor checks the Sponsor Approved box and submits form.

Step 2: Administration Approval

Once the Sponsor checks the sponsor approved box and submits the form, an email notification is sent to the Clubs Administrator (currently Ms. Clemmons).
This email has basic information about the club and and a link which takes the administrator to a list of all the information. If needed, the administrator can update information here.
At the bottom of the form is a link to allow the administration to approve.
The administrator will be taken to a page like this. By changing the red x in the left hand column to a green check, the club is approved.
Once the club is approved it shows on the Students->Club page.
The club sponsor also receives a confirmation email.

Step 3: After Approval

Sponsors can make changes and update their clubs by logging in to the Jackson-Reed website and then going to the Tools->Views -> Clubs Table link.
This page will show a list of all the clubs that the user sponsors.
The user can click on the pencil icon in the row to edit and update the club info.
When they are done, the club status will be set back to Unapproved and an email sent to the Club Administrator to approve along with a summary of any changes made. See an example below.

Shortcodes Used

Spare View Code for Front Events

<div class="tooltip">
{Event Title for Calendar:8}<span class="tooltiptext">{Location:24}</span>
</div>

[/gvlogic]

Attendance Form Technical Notes

There are currently two Attendance Forms - the one that the students/families input daily attendance on is the main one.

All WordPress tables have the wRoiTuj_ prefix. Gravity Forms tables all have the wRoiTuj_gf prefix - notice the extra gf?

wRoiTuj_ gf_form contains an entry for each unique form that was created using Gravity Forms.
wRoiTuj_ gf_entry contains an entry for each time a form was submitted but no form data. In the example below we pull all the data in this table for our Attendance table.
If we look at wRoiTuj_ gf_entry_meta we see:
form_id matches the id of the specific form - those are listed above in the Data Views table. We are showing examples for the Attendance table which has a form_id of 12.
entry_id is the specific entry - we customize this number to create the Session_ID for Attendance. In the example above, we are looking at entry_id 241 which is a test case.
meta_key is the id of the field in the form - you can open up the form to see the field IDs. But there they are the Attendance Table.
meta_value is the actual value held in a specific form, for a specific entry, for a specific field.

meta_key	Field Name	Export meta_key
entry_id	ID	3
21	Session ID	5
1.3	First Name	3.3
1.6	Last Name	3.6
4	Grade	4
20	Student ID	4
5	Date of Absence	6
6	Type of Absence	7
18	Early Time of Departure	9
19	Late Time of Arrival	8
9	Reason	10
10	Image of Doctor's Note	11
11	Comment	13
13.3	Parent First Name	14.3
13.6	Parent Last Name	14.6
15	Parent Email	15
14	Parent Phone	16

Jackson-Reed High School