What to do when your school year has ended?
In order to prepare for the new school year by setting up a new class, we'll be working inside of the ChildFolio web app! For instructions on how to access the web app, please check out this link!
To prepare for a new year without losing any of your moments and observations, we want to Archive the classroom. Archiving the classroom will protect all the evidence you have captured, allowing you to view it at a later date if necessary, or retrieve evidence for licensing or parent purposes!
Once you're signed into the web app, we're ready to begin! Start by selecting the gear icon on the left hand navigation:
If you do not see the highlighted gear icon on your web portal access, please see your site supervisor or contact us using the Intercom help messenger in the bottom right corner of the screen.
Inside of the Settings menu, we'll be clicking on "Classes" in the new navigation window:
Now that we're inside of our Class list, select the classroom you want to archive by clicking the orange notepad to the right of the class:
Now that we're inside of the classroom, there are two steps left for Archiving:
- Change the classroom name
- Change the classroom status
By changing the classroom name, it will help identify the classroom for any possible time you need to retrieve information from it. For that reason, we suggest adding the period of the year that it pertains to. For this example, I'll be adjusting my "Spring Classroom" to "Spring Classroom 2017":
And lastly, we'll change the status of the classroom from "Active" to "Inactive" and then select Submit:
After pressing submit, you have successfully archived your classroom! For instructions on how to retrieve that classroom for any purposes, please follow this guide!
Our next step is to create the new classroom, which can be done by selecting Create from the Classes menu:
The system will then prompt you for all the necessary information to create a class:
- Class Name
Once you have filled out those 5 fields, you can press Submit to create your classroom!
Now we'll navigate over to our Students tab, where we can see categories for children:
- Existing Classrooms
If the children you want to assign to a classroom are already created inside of ChildFolio's system, you can go to Unassigned for this next step. If you wish to add new children, please navigate to the new classroom for this portion.
If your school currently uses another MCT provided software, your children should already be created inside of ChildFolio. If you do not see the children in Unassigned, do not create them, instead, please contact us for assistance!
(children are already created in the system):
If your children are already inside of ChildFolio, and you have navigated to the Unassigned tab, you can select each child you want to add to your class by selecting the checkbox to the left of their names:
After all your children have been selected, you can select Group Edit at the top, followed by Update Class:
This will open a new menu where you can select your class to assign the children to!
Congratulations, your classroom is now ready to go!
(children need to be added to the system):
If you don't see your children in ChildFolio already, then we'll need to add them into the system! For this step, we'll be working inside of your newly created classroom, for this example I'll be working inside of Fall Classroom, and selecting Create at the top of the page:
Selecting Create will then take you to a creation prompt where only three pieces of information are necessary:
- First name
- Last name
You can then press Submit to create the child, and repeat the steps as many times as necessary!
Once all of your children have been created.