Overview
The August Schools platforms allows users to generate exports of student emergency information for individuals to access and use in case of emergency. These exports of emergency information consist of PDF exports of a student summary and a range of additional information from the student record that users can choose to include for one or more students.
Users can designate that these exports of student emergency information be accessed either by anyone via QR codes or a special URL and access code, or by designated individuals who have an August Schools Portal account.
While the generated PDF component of this export cannot be reversed, users at any time can deactivate the accessibility of this information via the generated QR code, URL and access code, or August Schools Portal, which helps to manage privacy after an emergency or any period of time when this information should have been available.
Instructions
Step One: Navigate to the Emergencies > Information page.
Step Two: Select the 'Export emergency information' button.
Step Three: Select the students for whom you wish to export emergency information in the 'Students' field. You may type to search and then select from the dropdown menu.
Note: Users will soon be able to select sections/groups of students.
Step Four: Choose how you wish this emergency information to be accessed.
By choosing 'Visible with QR code,' the platform will generate and place on a PDF export a QR code that anyone can scan to access this emergency information. The QR code will take the individual to the part of the August Schools Portal where the export lives. No one will be required to have an August Schools account of any sort to access the information once they can the QR code.
By choosing 'Visible access code,' the platform will generate and place on a PDF export a URL and access code that anyone can use together to access this emergency information. The URL and access code will take the individual to the part of the August Schools Portal where the export lives. No one will be required to have an August Schools account of any sort to access the information after navigating to the URL and entering the access code.
By choosing 'Visible in portal,' the platform will make the emergency information to the individuals with an August Schools account whom you designate to access the information. These individuals will log onto the August Schools Portal to access the information on the Emergencies tile.
If you choose 'Visible with QR code,' you can also set the 'Visibility expiration' field to the date on which you want the export to no longer be accessible via the QR code in the Portal.
Likewise if you choose 'Visible with access code:'
If you choose 'Visible in Portal,' you will have the ability to specify the 'Visibility expiration' as well as 'Visible to specific people,' and 'Visible to roles' which allow you to choose the individual(s) or user roles who should be able to access the export in the Portal via the Emergencies tile.
Be sure to fill out either the 'Visible to specific people' or 'Visible to people with roles' fields in this case, otherwise the export will not be visible in any user's portal.
Step Five: Determine whether you would like the platform to collate all the files and/or collate all the file generated for each student into a single file.
Step Six: Choose what information from the student record should be exported.
For each kind of information, the user will have the opportunity to include either all of that kind of information that exists across the records of the chosen students (e.g., all conditions), or include/exclude subsets of that information (e.g., exclude a list of mental health conditions, or only include a list of specific chronic conditions).
Simply type to search and select the items from the dropdown menu(s).
Step Seven: Select 'Push' to begin exporting the chosen information.
Step Eight: Monitor the status of the export until the platform has collected and exported the information in the manner you have selected.
When the export is complete, the value of the 'Status' column will switch from 'In progress' to 'Ready.'
You may edit or deactivate an export by selecting the appropriate button in the 'Actions' column.
Step Nine: Access the generated PDF of the export by clicking on the row for the export and clicking on the 'Exported files' hyperlink.
