Teacher Portal Module
Overview
Teacher Portal
A Teacher Portal within a Student Management System (SMS) is dedicated online access designed to provide teachers with comprehensive tools and resources to efficiently manage and monitor student-related information. It serves as a centralized hub where teachers can access, update, and analyse student data, facilitating effective communication, assessment, and instructional planning. Here is an overview of the key features and functionalities typically found in a Teacher Portal:
Class Management: Teachers can manage their classes by creating and organizing class rosters, tracking attendance, and assigning students to specific groups or sections. They can also view individual student profiles and access essential demographic data, contact information, and academic records.
Class Management: Teachers can view class timetables and class rosters, track attendance. They can also view individual student profiles and access essential contact information, and academic records.
Assessment: The Teacher Portal allows teachers to record, calculate, and manage student grades and assessments.
Communication and Messaging: The Teacher Portal enables effective communication between teachers and students. Teachers can send announcements, reminders, group or individual messages to students, facilitating timely and efficient information exchange. The portal may support email notifications, chat functionality, or discussion forums.
Analytics and Reporting: Teachers can access analytics and reports to gain insights into student performance, attendance trends, or assessment outcomes. The portal may provide visual representations of data, allowing teachers to identify patterns, spot areas for improvement, and make data-informed instructional decisions.
Integration and Connectivity: The Teacher Portal is typically integrated with other modules or components of the Student Management System, such as the student information system, Student portal, or administrative tools. This integration ensures seamless data flow, reduces redundancy, and provides a holistic view of student information.
Overall, a Teacher Portal in a Student Management System serves as a comprehensive platform that empowers teachers with the necessary tools to efficiently manage student information and enhance instructional effectiveness. It streamlines administrative tasks, improves communication, and facilitates data-driven decision-making, contributing to an enriched educational experience for both teachers and students.
Meshed Platform
In the Meshed Platform, the Teacher Portal allows the Teacher to:
Manage Profile details, Password, Security Question and Answer, Leave and Availability
Download and view College documents
Download and view Timetable information
Manage Student Academic results
Manage Student Attendance
Access communication tools; Student Mailing Lists, SMS (Optional), Student Communication Logs, Requests to Provider.
Manage and view Course and Subject resource Materials
Enter and Submit Timesheets (Optional)
Record and view Work Placement Activity for Students
Generate relevant reports
User Login
To log in to your Teacher portal, follow the instructions below:
On your web browser, enter your college system's URL account e.g. https://yourcollege.rtomanager.com.au
Enter your username and password as shown below and click Login.
Note: When your College administrator added you as one of the Teachers in the system, an auto generated email notification will be sent to you via your email. You will be given your login credentials in which you can use. The system will prompt you to change your password on your first login.
Home Page
Home page is the initial screen you see after you log in to the system. Your homepage is composed of the following:
Main Navigation Tabs (menu) – which includes Home, View Doc, Result Management, View Timetable, Attendance Entry, Communication, Course Materials, Time Sheet, Work Placement Activity and Reports. These menus allow you to navigate to any page by clicking on any menu as per your role and permissions.
Quick Access Icons – These icons on the left hand side (as shown above) represent their functionality. They are also called short cut icons as they allow user to access the functions easily with one click of the button.
News and Reminder – allows you to view new College updates and other important reminders.
To Do List – allows you record and keep track any tasks, appointments or meetings you may have scheduled for the day. You can also view this list on a daily, weekly, monthly or yearly format (as required).
Main Navigation tabs
Home
From this menu you can edit and view your profile. To do this, follow the instructions below:
Click Home > Profile
You will go to the Edit your profile page where you can edit your personal information. Once changes has been made, click Update.
Note: A confirmation message will appear to validate changes (as shown below).
Change Password
From this menu you can change your password by following the instructions below:
Click Home > Account & Security.
Enter existing password, new password and confirm your new password. Click Change Password to confirm changes. Note that the system will send an auto generated email to advise you of your new password.
Once password has been changed, system will confirm that the process has been completed.
Click Continue and you will be redirected to your Homepage.
You may also reset your Security Question & Answer by entering your current password and adding your own security question and answer.
Click Reset once done.
Leave Info
From this menu you can enter your Leave information by following the instructions below:
Click Home > Leave Info.
Enter leave details for the required Semester
Click Record Data
Teacher Availability
This menu allows for the recording of a Teachers day and time availability for each semester. e.g. Monday 3PM-5PM, Tuesday 9AM-2PM. This supports situations where Teaching Staff are not full-time and may only be available for specific days and times.
This information is integrated into the timetabling functionality to check Teacher availability.
To add Teacher Availability, follow the instructions below:
Click Home > Teacher Availability.
Select the Semester
Select the Available Day, From and To times
Click Save
Repeat for additional days as required
There is an option to delete the record if required.
There is an option to modify the record if required.
View Documents
This menu allows you to download and view all the College documents like College news, fees updates and changes, college notices published by the College.
To view/perform the download, follow the instructions below:
Click View Doc > College Materials. Note that only those documents that has been set visible for Teacher Role will be available (as shown below).
The documents you are looking for are arranged in the folders (directories). Click on the hyperlinked Folders located on the left hand side of the list to access documents required. They can be downloaded in a PDF version which can be saved on your desktop or printed (as needed).
Note: You may also do a search on all the documents uploaded in the system by typing in a few keywords and click Search Document.
Result Management
This menu allows you to add your students' assessments results online.
To manage this function, follow the instructions below:
Click Result Management.
You will go to Enter Results page as shown below.
Select Course Type
Select Year
Select Semester and Term
Select Subject (listed in order of Subject Code)
Select Class
Click View Class list to bring up Student list for the semester semester/class selected.
Enter the marks obtained or competency achieved by the student in assignment 1 (as selected) as shown in figure 3.
Note: Please note that if it's a competency grading you do not have option to enter marks.
Type any comments as required and click Update and Save.
You also have the option to lock the task by clicking Lock task after which you may no longer be able to make any changes until and unless someone higher in position in hierarchy unlocks the task.
Reminder: Please note that results cannot be transferred until and unless the assessment tasks are locked.
You may also select other assessment task from the drop down menu and enter the result (marks) as discussed above.
You can also generate all the assessments submitted by your students. Click Generate icon
located on the right hand side as shown below. All Documents will be downloaded in a zip file.
Note: Generate Icon is only visible if college has purchased an additional Optional Online assessment submission Module
Once all marks has been submitted, you can export the updated Student marks to an Excel spreadsheet by clicking the Export button
located on the right hand side of the Student list.
You may also view individual Student submitted assessments in two different ways:
Click View document icon
on the student list to download a copy of the assessment for you to review.
Click action icon
to view Student's assessment details. A page will open as a pop up window for your to see due date, submission date and status e.g. submitted. You may also change the status by clicking the green icon
(as shown below).
Another pop up window will appear to endure you want to change status to 'Select for marking'. Click Yes or No.
Once student assessment has been marked, Click Upload to ensure a copy has been recorded on the system.
View Timetable
This menu allows you to view your teaching timetable online by logging in to your Teacher portal. To use this function, follow the instructions below:
Click View Timetable. You will go to the View Timetable page as shown below:
Select View Timetable as weekly/Monthly/Between Dates to view the timetable as per your choice.
Select semester, term week for which you want to view your timetable.
Your Class Timetable (if present) will be displayed as per below:
Note: You may also export information in Excel format by clicking Export icon .
Attendance Entry
This menu allows you to mark your Students' attendance either online or manually.
If you want to mark their attendance online, you may log in to the system and mark the attendance online one by one or in some cases, you may have marked their attendance on paper but you may want to upload them later either by yourself or by an administration staff.
To perform attendance entry, follow the instructions below:
Click Attendance Entry.
You will go to Daily Attendance Roll page.
Select the semester, Term/week, day, and class from the drop down menu as shown below.
Once all information has been entered, Click Mark Attendance. You will be directed to Attendance Roll page as shown below:
Please note that there is only one Student in the class as shown. Tick the check box
for the Students to mark their attendance \ and click
link to calculate total number of hours the Student has attended that day for that class. On the below example, this student has a total attendance hours of 4.75 hours.
You may also modify Student's attended hours by clicking this modify icon
To modify the hours, click on each time slot and you can change the time. This features is useful in instances where Students attended the Class but left an hour earlier. You may record only the attended hours as required. To record changes, click the green icon
Note: You also have the option to print the attendance roll sheet by clicking
icon as shown below. This will allow you to download the sheet in PDF file allow you to check the attendance in a traditional way (in paper) and then enter in to the system. The steps explained above are for real time environment.
Once attendance is marked, click Record Attendance. You will receive a confirmation message in green which will confirm that the attendance has been recorded successfully as shown below:
Communication
This menu allows you to access the methods of communication available within your System:
Mailing List
SMS
Communication Log
Request to Admin
For your reference, each method has detailed instructions written below:
Mailing List
Teachers can communicate (send email) to their Students (Class) through group emails in a single click. However, it is a must that the Students have at least one email address.
To understand this, follow the instructions below:
Click Communication > Mailing list
Select Semester, Current Term and Class from the drop-down menu in the Selection Criteria.
The list of all Students as per the above criteria will be displayed as shown in Student list section as shown below. Note - Class for Timetables and Assessment Groups can be selected.
Using this screenshot as an example, follow the below steps in sending email via mailing list:
Type the subject of the email e.g. Recommendation to attend class that you are sending to the selected Students.
Type the body of the message
Click Browse and attach any files that you want to send the Student. No files selected in the above figure.
Tick the check box if you also want this email to be recorded in each Student Communication Log.
Tick the check box if you also want this email to be copied to IT.
Tick the check box in Student list section to select the Students to receive the email. (You have option to choose either Private Email or College Email.
Click Send Email. You will see message in green confirming your delivery of mail.
Preventing email sent from Meshed System being considered as spam or treated as Junk email
To assist with preventing email sent from Meshed Student Management System from being considered as spam and treated as Junk email, our Network Administrator has suggested adding or modifying an SPF record in your DNS server. Further information see Ensuring Email Delivery (Security): SPF, DKIM, and DMARC Implementation
SMS (Optional Module)
Teachers can communicate via SMS to their Students (Class) through group SMS. However, Students need to have a mobile number.
To understand this, follow the instructions below:
Click Communication > SMS as shown below.
Select Semester, Current Term, Class, and Include Students from the drop-down menu in the Selection Criteria.
The list of all Students as per the criteria will be displayed as shown in Student list section
Select a Template or enter the required text
Select the required Student recipients for the SMS by ticking the check-box
Click Send SMS
SMS Integration
Meshed RTOManager has the capacity to integrate SMS capability from a third party provider to send bulk and/or individual text/ SMS messages. This integration is required to use SMS functions. More information on the SMS Integration can be found on the SMS Functionality Integration page.
Communication Log
This menu allows you to record and view all the communications made about the Students (e.g. the Student not attending the class, Student not submitting any assignments on time etc.). This communication log can be viewed by other Staff in hierarchy.
To add and understand communication log, follow the instructions below:
Click Communication Menu > Communication Log as shown below.
Select relevant Semester, term, Class and Student Name from the drop down menu.
Type in the comments on the fields provided.
Indicate the Status of the communication log e.g. Assessed, Escalated, In progress (refer to the drop down shown below).
Select Type of log – e.g. for which communication this log is pertaining to – i.e. Academic, Administration, payment etc.
Tick the box to whom you want to send the notification to – e.g. applicable college staff.
Optionally Add File Attachments
Click Add Log. Your recently entered log will appear in the list and a confirmation message will be displayed as shown below:
Request to Admin
This menu allows you to access online interface from which teachers can directly contact the administration staff by writing a message. The message normally has a subject and a body. To do this, follow the instructions below:
Click Communication > Request to Admin.
You will be directed to Email request to College page as shown below.
Type in the request or concern you need to flag to the College. Refer to the example below:
Select the topic of the email request for e.g. Complaints as shown in the example above.
Type the body/content of request/message.
Click Send Request to send the email. You will receive a confirmation for the delivery of the message as shown below: