Welcome to August Schools! We know that learning a new system can be difficult, so we have written up a full introduction guide to help you and your team transition to our platform. Below, you will find sections on every page in the platform: Board, Students, Encounters, Plans, and Analytics.
Logging into August
You should have received an email invitation to your August Schools platform from [email protected]. From this invite, you will click to accept the invitation and will be brought to your site to set up a login method with one of the two options:
Single sign on (SSO) through your Google or Outlook email - this is our favorite option!
Username and password credentials
Board
Board
The Board is your personal dashboard and is home to a variety of widgets:
To-Dos: a customizable list for you to track things you need to accomplish, reminders, etc.
Schedule: shows you your encounters for the day, encounters will be pre-populated here if you utilize our calendar sync!
Open encounters: this will show you all of the encounters still in "open" status, meaning they are in progress and need to be completed.
Analytics: gives a high-level overview of your analytics for the week, month, or all-time.
Students
Students
Students populate in August from your Student Information System (SIS) via a daily overnight sync. There are three pages within the Student page: Roster, Sections, and Groups, but the Student Card is accessible via all of the pages.
Student Card
All information regarding a student lives on their student card, which can be accessed through the following pages under Students. See a full overview of the student card here.
Roster
This student roster populates through the sync between your SIS and August Schools and contains the columns for each of the most important pieces of information about the student.
Sections
Sections are synced directly from your SIS are not editable within August. The sections are broken down into specific subsets like classes, courses, advisory, sports teams, etc. If edits are necessary to the students within a Section, please make this update within your SIS.
Groups
Student Groups are built directly within August Schools are a saved subset of the student population, i.e. Students with an IEP. These groups allow you and other staff to save time by easily accessing and exporting data for these students.
Encounters
Encounters
Encounter Overview
Encounters are incidences of support between a provider and a school community member. Documentation of these student visits, faculty visits, and indirect support is done in the Encounters section of August. Encounters can range from simple, single-interaction events to those that are complex, multi-interaction events of different notes and/or stakeholders. Note: Encounters differ across roles.
Subject and Present Fields
There are two fields on an encounter that may look similar, but have different purposes: subjects and present.
Subject(s) - The person/people being supported or cared for whether it be a student or faculty member.
Present - the Present field is to record anyone involved in an encounter, including but not limited to the subject.
Encounter and Note Status
When charting visits and care for students within encounters, you will see two statuses to be set: encounter status and note status. The encounter status indicates the status of the visit, where as the notes house the record of care administered by an individual.
Available Statuses
Open- This encounter/note is incomplete and may be edited by any user with the right permissions. This should be the status for encounters with outstanding notes.
Closed- Closing the encounter/note will mark it as complete and prevent future edits unless it is reopened. This is the preferred status after encounters and notes are complete.
Locked- Locking the encounter/note will prevent any future edits or additions. This status is best used in an emergency encounter to ensure the record is sealed.
Archived- Archiving the encounter/note will exclude it from analytics and other reporting.
No-Show*- Marking as no-show will close the encounter and record the party's failure to appear. This status is used when a visit has been scheduled.
Cancel*- Cancelling the encounter will remove it from analytics, and prevent any future edits
*Indicates as an encounter-only status
Messaging
Often school-based care necessitates notifying guardians of an event, asking a family a question, requesting a student be picked up at school, consulting a faculty member about a student, etc. By embedding messaging capabilities into the documentation experience practitioners can communicate with families and leave a documentation history in one place.
There are two ways to send the messages in August:
Within an encounter
Via the Student Card
Plans
Plans
Generating Plans in August Schools is an easy and collaborative way to record accommodation, safety, or more plans that you may need for students. This article provides step-by-step directions on creating new plans.
Adding a Plan
Navigate to the Plans page on the left-hand menu.
Click "Create Plan"
A modal will appear asking for the following information:
Student: search for the student name that you would like to create a plan for.
Concern: This is the category of plan; Accommodation, Safety and Planning are the default options. Select from the options configured for your August Platform.
Optional Collaborators: add August users that you would like to collaborate on this plan.
Click "Confirm" and a row will be added to the Plans page with the student's name.
Click into the row of the student to open the plan details. There are two options:
Have a plan developed outside of August? Upload the document(s).
Want to build the plan directly within August? Send us the template and we can get that built!
Click "Add Form" to select the template
Fill out fields on the form template
Once the form is complete, navigate back to All Files and select to "Generate files" to get a PDF copy.
Analytics
Analytics
Analytics give you insight on what is occurring in your student body through a variety of charts and graphs. Analytics stem from your Closed or Locked encounters. Any of the charts shown below can be exported by clicking on the export button for each chart.
Encounters by Issue
This chart will show you the issues documented on your encounters. This chart has up to 3 rings of information; these levels stem from the levels in the Issue tree menu.
Encounters by Encounter Type
This chart shows you the various encounter templates being used by your and/or your team. This is a great chart to show you how and where you are spending time! Again, there are up to 2 rings of information on this chart; the levels stem from the encounters within a header (Consult > Guardian Consult).
Encountered Students
This chart shows the students you have encountered in your entire student body. Interested in more information about those students you're seeing? Comparative analytics will help with this!
Issues Over Time
This graph looks at the issues documented over time; showing you spikes or trends in issues in your student body.
Comparative Analytics
These charts show you comparison analytics for students by grade, gender, age, race, or by practitioner. You can also switch all of the charts to show you normalized data instead of raw data; the benefit of normalized data is it will show you analytics that consider the size of the group of students being analyzed.
Questions or Concerns?
The August Schools Help Center has more articles for Behavioral Health users that cover each of the sections outlined in this guide in more detail!
Didn't find what you need in the Help Center? Please do not hesitate to reach out to the August Schools Support Team at via live chat with the "Help" icon or via email at [email protected].