TER - Edit Interview Conference
Overview
It is recommended that you have read 'Parent Teacher Interviews (Overview)' and 'How to Setup and Run a Parent Teacher Interview' before attempting to edit a Parent Teacher Interview (PTI) conference.
Once a conference has been added (using the stepped process described in 'PTI Conferences'), various editing options will be available.
To make changes to a PTI conference, click the 'Edit' button in the 'Action' column next to the appropriate conference.
Some of the tabs described below are not available until after program Student Admin > Teacher Records > Parent Teacher Interview > Generate Conference Schedule has been run for the PTI conference. They are indicated accordingly.
Some of the tabs have different functionality before and after program Student Admin > Teacher Records > Parent Teacher Interview > Generate Conference Schedule has been run for the PTI conference.
General Tab
This is a read-only version of the data that was entered using Steps 1 and 2 of the PTI Conferences article. You can edit selected fields on this tab before the conference schedule being generated or the pre-release access date/time for teachers has arrived.
For school's running a non-unitised timetable; if the 'Year', 'Semester', 'Campus' or 'Subject Year Groups' are edited, the PTI conference subjects will be regenerated when you click the 'Save' button.
To change session details click the 'Edit' button in the 'Action' column next to the appropriate session. The appointment schedule will be recalculated when you click the 'Save' button on the 'General' tab.
After the conference has been created, you cannot change the ‘Maximum Number of Appts’, but you can update the settings to reflect if the number entered is ‘per students’ or ‘per parents’ using TASS.web program Student Admin > Teacher Records > Parent Teacher Interview > PTI Setup. Refer to the PTI Setup article for more information.
SMS Reminders History
The ‘SMS Reminders History’ button at the top of the screen exports a history of SMS sent for the conference to PDF or Excel.
This button becomes active when viewing or editing conference details, and where SMS have been sent. If no SMS have been sent, the button remains inactive.
The report includes the following details:
Parent Code
Parent Name
SFA Num.
Generated date/time
Status
Sent date/time
Mobile Number
Message Text
Web Access Tab
This is data that was entered using Step 3 of the PTI Conferences article.
You can edit selected fields on this tab prior to the conference schedule being generated.
An additional field 'Interview Requests Processed' is displayed if this PTI conference is being run using Method 1 or 2.
Appointment Schedule Tab
This tab displays a timetable style overview of the interview conference appointment schedule. The schedule has been calculated based on the data entered in Step 2 of the PTI Conferences article.
Prior to program Student Admin > Teacher Records > Parent Teacher Interview > Generate Conference Schedule being run for the PTI conference if you notice a mistake (e.g. An incorrect appointment length has been used) you can edit the session details on the 'General' tab and recalculate the schedule.
After program Student Admin > Teacher Records > Parent Teacher Interview > Generate Conference Schedule has been run for the PTI conference:
Use the 'Edit' button in the 'Action' column to access the 'Interview Conference Appointment Time' screen and make changes to the 'Appointment Start Time' or 'Appointment End Time'.
You can only make changes to appointment times prior to parent appointments being made or requested.
Use the 'View' button in the 'Action' column to access the 'Interview Conference Appointment Time' screen and view data for this appointment time including:
Teachers involved.
Parents attending.
Students.
Year group of student.
Subject.
An indicator if the subject is split.
Use the 'Print' button to produce a listing for this appointment time that includes details that can be used during the conference.
Subjects Tab
This tab displays the subjects that will be covered in this PTI conference.
The subjects displayed have been determined using the selection criteria entered in Step 1 (or Step 1a if your school is running a unitised timetable) when the PTI conference was created following the instructions defined by the PTI Conferences article.
Use the 'Print' button to produce a listing of all subjects and students involved in this conference including details on 'Teacher Requests' and 'Allocated Bookings'.
Use the 'View' button to display PTI details of the students and teachers included in the selected subject by class.
Use the 'Delete' button to remove subjects that you do not want to be included in this PTI conference.
Use the 'Add Subjects' button to add subjects that are not currently included in this PTI conference.
For School's Running a Non-Unitised Timetable
The 'Choose from these Subjects' column will display the subjects that are available to add to this PTI Conference.
To be available for a PTI conference the subjects must:
Not already be included in the conference.
Be assigned to class(es) in the 'Year', 'Semester/Term' and 'Subject Year Groups' nominated in Step 1, when the PTI conference was created (refer to the PTI Conferences article).
Be flagged for inclusion in PTI conferences using the 'Interview Flag' in TASS.web program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Subjects' tab.
Select the subject(s) to add and use the 'Selected' or 'All' icons to add/remove them from the 'Subjects Included in this Interview Conference' column.
Alternatively, you can double-click on the subjects within the list to add or remove them.
Click the 'Save' button to add the subjects in the 'Subjects Included in this Interview Conference' panel into your PTI conference.
For Schools Running a Unitised Timetable
To be available for a PTI conference the subjects must:
Not already be included in the conference.
Be flagged for inclusion in PTI conferences using the 'Interview Flag' in TASS.web program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Subjects' tab.
Use the 'Subject Lookup' icon to search for the subject(s) to add into this PTI conference.
Click the 'Search' button to search for all subjects or use any of the fields in the 'Subject Lookup' screen to search for a subset of subjects.
Click the 'Import' button to return your selected subjects to the 'Choose from these Subjects' panel.
You can then select the subject(s) to add and use the 'Selected' or 'All' icons to add/remove them from the 'Subjects Included in this Interview Conference' column.
Alternatively, you can double-click on the subjects within the list to add or remove them.
Click the 'Save' button to add the subjects in the 'Subjects Included in this Interview Conference' panel into your PTI conference.
Rooms Tab
This tab is only available after program Student Admin > Teacher Records > Parent Teacher Interview > Generate Conference Schedule has been run for the PTI conference.
This tab is used to display or add the room(s) in which this conference will be held and to allocate teachers into these room(s).
Click the 'New Room' button to display the 'Add an Interview Conference Room' screen.
Fields that require detailed information | |
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*Room | Use the drop-down list to select the first (or only) room in which this PTI conference will be held. If the conference is to be held in a single room then all teachers who are participating in the conference can be allocated to this room in the one-step. The rooms that appear in this drop-down list have been flagged using program Student Admin > Timetable > Setup Information > Timetable Setup on the 'Rooms' tab. The 'Interviews' flag must be set to 'Y'. This is a mandatory field. |
Sessions | This field will only be visible if you are running a PTI conference with multiple sessions. Nominate the session during which the room above will be used. |
*Capacity | The value displayed here has been set up using program Student Admin > Timetable > Setup Information > Timetable Setup on the 'Rooms' tab. |
Attachment | You can use this field to attach a document such as a map showing where the interview room is located at the school. The attachment entered here becomes available to teachers in Staff Kiosk and parents in Parent Lounge. |
The next step is to allocate teachers into this room.
Select the teachers who will be conducting their PTI conference in this room from the 'Choose from these Teachers' panel.
From this screen, you can add individual teachers or a range of teachers by clicking on the teachers' names and clicking the 'Selected→ ' or 'All→ ' buttons.
Alternatively, you can double-click on the teacher names within the list to add or remove them.
If this conference is being held in multiple rooms, repeat this process until all teachers are allocated against rooms for all sessions.
Click the 'Save' button to add the teachers in the 'Teachers allocated to this room' panel into this room for this PTI conference.
Use the 'Edit' button in the 'Action' column to access the 'Add an Interview Conference Room' screen.
Use the 'Print' button to produce a listing of the rooms that will be used for this PTI conference.
Cloning a Room
This is a facility that allows you to copy the 'Room' details from one session to another.
The program will create the room record and the teachers allocated to each room in subsequent sessions.
It is only available for multi-session conferences, e.g. A conference that runs over two evenings. Tuesday 6.00 to 8.00 p.m. and Wednesday 6.00 to 8.00 p.m.
The cloning facility does not become available in a multi-session conference until you have added at least one room in one session.
The best way to use this is to set up all the rooms for the first session, then clone this setup to the second and subsequent sessions.
Click the 'Clone' button to view the 'Copy all teacher/room allocations' screen.
Select the session you would like to copy from and the session you would like to copy to.
Click the 'Save' button to add the teachers into the nominated room(s) for the session selected.
Teachers Tab
This tab is only available after program Student Admin > Teacher Records > Parent Teacher Interview > Generate Conference Schedule has been run for the PTI conference.
This tab is used to display the teachers who are involved in this PTI conference.
It can also be used to perform similar functionality that is available to the teachers in Staff Kiosk.
This screen can be used to manage an interview conference schedule on behalf of teachers who do not have access to Staff Kiosk.
The level of functionality that is available through this tab will depend on the stage of the interview conference.
For each teacher this screen displays:
Their interview room.
The total number of appointments that he/she has requested.
The total number of appointments that have been requested by parents.
The total number of bookings for parent appointments.
Actions
Use the 'View' link to access the 'Teacher Interview Maintenance' screen and view data for this teacher, including:
General Information Tab
This tab will display conference description details and information from the teacher record.
Appointments Tab
This tab will display the appointment schedule for this PTI conference for this teacher.
Functionality options are available in the 'Action' column on the right-hand side of the screen.
The availability of these is dependent on the stage and parameters of this PTI conference and the status of the appointment item.
Use the 'Print' button to produce an appointment listing for this teacher for this PTI conference.
Prior to program Student Admin > Teacher Records > Parent Teacher Interview > Process Interview Requests being run (Method 1 or 2) or prior to parents having made bookings (for Method 3), this tab will have 'Block' Add' and 'Split' functionality.
Block — Allows you to make the teacher unavailable for this appointment.
Add — Allows you to manually enter an appointment for this teacher.
Split — Allows you to split this appointment into two appointments, e.g. A teacher may be oversubscribed and decide to split an appointment slot into two to be able to see more parents.
Join — Allows you to rejoin a previously split appointment. It is not a function to join two standard (non-split) appointments.
If there is an appointment for this teacher then there is 'Move', 'Swap' and 'Cancel' functionality for an appointment.
Move — Allows you to move an appointment to another time (that is available for that teacher and parent).
There is an option to email and or SMS the parent if an appointment is moved.
SMS functionality must be set up in TASS.web for this to work. Refer to 'SMS Notification Setup Checklist'.
Example of Appointment Rescheduled - Email to Parent |
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Title: Interview Appointments with [teacher name] Rescheduled Body: Please note that your interview appointment with [teacher name] re: [student name] - [subject] has been rescheduled to [date/time]. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select 'Appointment Rescheduled - Email to Parent.' |
Example of Appointment Rescheduled - Email to Teacher |
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Title: Parent Teacher Interview Appointment with [Parent Name] has been Rescheduled Body: Your Parent/Teacher interview appointments with [Parent Name] for [Preferred Name] - [Subject] has been rescheduled to [date/time]. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select ‘Appointment Rescheduled - Email to Teacher.’ |
Example of Appointment Rescheduled - SMS to Parent |
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Pls note that your interview appt with [teacher name] re: [student name] / [subject] has been rescheduled to [date/time]. |
Swap — Allows you to swap appointments for two parents. The swap process checks that both parents you are trying to swap are available for that interview time. It also allows you to make changes for booked appointments. Changes can be made to the 'Parent Attending/Name', 'Parent Email' and 'Parent Mobile Phone' fields.
There is an option to email and or SMS both parents who are affected by the appointments that are being swapped.
The SMS functionality must be set up in TASS.web for this to work. Refer to 'SMS Notification Setup Checklist'.
Example of Appointment Rescheduled - Email to Parent |
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Title: Interview Appointments with [teacher name] Rescheduled Body: Please note that your interview appointment with [teacher name] re: [student name] - [subject] has been rescheduled to [date/time]. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select 'Appointment Rescheduled - Email to Parent.' |
Example of Appointment Rescheduled - Email to Teacher |
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Title: Parent Teacher Interview Appointment with [Parent Name] has been Rescheduled Body: Your Parent/Teacher interview appointments with [Parent Name] for [Preferred Name] - [Subject] has been rescheduled to [date/time]. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select ‘Appointment Rescheduled - Email to Teacher.’ |
Example of Appointment Rescheduled - SMS to Parent |
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Pls note that your interview appt with [teacher name] re: [student name] / [subject] has been rescheduled to [date/time]. |
Cancel — You can also elect to cancel all appointments for a parent by using the 'red cross/cancel all' button at the top of the screen. This then allows you to Add a Teacher Notes and Add an Appointment note.
There is an option to email and or SMS the parent if an appointment is cancelled. The SMS functionality must be set up in TASS.web for this to work. Refer to 'SMS Notification Setup Checklist'.
Example of Appointment Cancelled - Email to Parent |
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Title: Parent Teacher Interview Appointments with [Teacher Name] has been Cancelled Body: Please note that your interview appointment with [teacher name] re: [student name]- [subject] has been Cancelled. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select 'Appointment Cancelled - Email to Parent.' When all appointments for a Teacher are cancelled the ‘All Appointments for a Teacher Cancelled’ email template will be used in place the template mentioned above. |
Example of Appointment Cancelled - Email to Teacher |
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Title: Parent Teacher Interview Appointment with [Parent Name] has been Cancelled Body: Please note that your interview appointment with [parent name] re: [student name] has been cancelled – please contact the school. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select ‘Appointment Cancelled - Email to Teacher.' When all appointments for a Teacher are cancelled the ‘All Appointments for a Parent Cancelled’ email template will be used in place the template mentioned above. |
Example of Appointment Cancelled - SMS Message to Parent |
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Pls note that your interview appt with [parent name] re:[student name] has been cancelled – pls contact the school. |
When using the Email and SMS options
The email and SMS functionality that is available when appointments are moved, swapped or cancelled use the contact details for the parent that are displayed here.
The parent also has the option to change the email address and mobile number to use for SMS messages when they request or book appointments in Parent Lounge.
Email Templates for moving, rescheduling and cancelling appointments are maintained in TASS.web program System Admin > Utilities > Email Settings > System Email Templates:
Transfer
The 'Transfer' button at the top of the screen allows you to transfer all of the appointments in this PTI conference for a teacher for a particular subject to another teacher.
It is a two-stepped process:
Step 1 - 'Transfer Teacher PTI Appointments Step 1 of 2'
Subject | All appointments from the originating teacher for this subject will be transferred. |
Transfer to teacher | The teacher who you intend to transfer the appointments to must be teaching the subject and already be included in the conference for this subject. If the 'Transfer to Teacher' is not being displayed in this drop-down list then there are two possible scenarios:
Click the 'Next' button to move to Step 2. |
Step 2 – 'Transfer Teacher PTI Appointments Step 2 of 2'
Transfer | By default, all appointments will be ticked. You can untick any appointments that you don't want to transfer. |
New Appointment | By default, the program will display and transfer the appointment times to the 'Transfer to Teacher'. If the 'Transfer to Teacher' or the parent involved in the interview is unavailable at this time, then the picklist will default to a blank value where you will have to make a mandatory manual selection. The appointment times listed will factor the availability of both the parent and 'Transfer to Teacher'. Click the 'Transfer' button to complete this process. |
There is an option to email and or SMS all parents who are affected by the transfer. The SMS functionality must be set up in TASS.web for this to work. Refer to 'SMS Notification Setup Checklist'.
Example of Appointment Transferred - Email to Parent |
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Title: Parent Teacher Interview Appointment with [Original Teacher Name] has Changed. Body: Please note that your interview appointment with [old teacher] re: [student name] - [subject] has now been scheduled with [new teacher] at the same time or at: [date/time]. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select Appointments Transferred to Another Teacher.' |
Example of Appointment Transferred - SMS to Parent |
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Title: Interview Appointments CHANGED! Body: Please note that your interview appointment with [old teacher] re: [student name] - [subject] has now been scheduled with [new teacher] at the same time or at: [date/time]. |
Required Students Tab
This tab is only available after program Student Admin > Teacher Records > Parent Teacher Interview > Generate Conference Schedule has been run for the PTI conference.
This tab can be used to view the students of parents who the teacher wishes to interview. These may have been entered by the teacher in Staff Kiosk.
A teacher request for a student/parent interview can also be added here on behalf of the teacher.
To process a new teacher/parent interview request click the 'Add Required Students' button.
The 'Subject' drop-down list will display the subjects for this teacher for this PTI conference.
Chose the appropriate subject and indicate the required students by ticking the 'Required' box.
Click the 'Save' button to complete this process.
Use the 'Print' button to produce a listing of required students for this teacher for this PTI conference.
Subjects Tab
This tab can be used to:
View or print the subjects for this teacher for this PTI conference.
Add priorities to subjects on behalf of teachers.
Delete the subject for this teacher for this PTI conference.
By deleting a teacher's subject class, you are effectively excluding the teacher from conducting interviews for the deleted subject. This may be useful for multi-teacher classes.
Use the 'Print' button to produce a listing of the subjects for this teacher for this PTI conference.
Subject Classes Tab
This tab is only available after program Student Admin > Teacher Records > Parent Teacher Interview > Generate Conference Schedule has been run for the PTI conference.
This tab can be used to:
View or print an overall summary for this teacher for this PTI conference broken down by subject classes.
Drill-down on each subject class to view interview information for each student:
If the teacher has requested an interview.
If the parent has requested an interview.
If an interview has been booked.
Use the 'Print' button to produce a subject class list for this teacher for this PTI conference.
Parents Tab
This tab is only available after program Student Admin > Teacher Records > Parent Teacher Interview > Generate Conference Schedule has been run for the PTI conference.
This tab is used to display the parents who are involved in this PTI conference.
It can also be used to perform similar functionality that is available to the parents in Parent Lounge.
Therefore it can be used on behalf of parents who do not have access to Parent Lounge to request or book interview appointments and manage the parent's interview schedule.
The level of functionality that is available through this tab will depend on the stage of the interview conference.
For each parent this screen displays:
A flag to indicate if they have split family access.
Their students involved in this PTI conference.
The total number of requests that they have lodged for interviews (Method 1 or 2).
The total number of allocated interview bookings.
Use the 'View' button in the 'Action' column to access the 'Parent Interview Maintenance' screen and view data for this parent including:
General Information Tab
This tab will display conference description details and information from the parent record.
Child Details Tab
The top section of this screen will display students for this parent who are involved in this PTI conference.
The lower section will display the other students for this parent who are not involved in this PTI conference.
Use the 'View' or 'Edit' button in the 'Action' column to access the main student record.
Appointments Tab
This tab will display the appointment schedule for this PTI conference for this parent.
Functionality options are available in the 'Action' column on the right-hand side of the screen.
The availability of these is dependent on the stage and parameters of this PTI conference and the status of the appointment item.
Use the 'Print' button to produce an appointment listing for this parent for this PTI conference.
Add — Allows you to manually enter an appointment for this parent.
Select the 'Book' radio button on the 'Add Parent Teacher Interview Appointment' screen next to the teacher with whom you want to book the appointment for this parent.
If there is an appointment for this parent then this tab will have 'Move', 'Edit' and 'Cancel' functionality.
Move — Allows you to move an appointment to another time (that is available for that teacher and the parent).
There is an option to email and/or SMS the teacher if an appointment is moved.
The SMS functionality must be set up in TASS.web for this to work. Refer to 'SMS Notification Setup Checklist'.
Example of Appointment Rescheduled - Email to Parent |
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Title: Interview Appointments with [teacher name] Rescheduled Body: Please note that your interview appointment with [teacher name] re: [student name] - [subject] has been rescheduled to [date/time]. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select 'Appointment Rescheduled - Email to Parent.' |
Example of Appointment Rescheduled - Email to Teacher |
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Title: Parent Teacher Interview Appointment with [Parent Name] has been Rescheduled Body: Your Parent/Teacher interview appointments with [Parent Name] for [Preferred Name] - [Subject] has been rescheduled to [date/time]. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select ‘Appointment Rescheduled - Email to Teacher.’ |
Example of Appointment Rescheduled - SMS to Parent |
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Pls note that your interview appt with [teacher name] re: [student name] / [subject] has been rescheduled to [date/time]. |
Edit — Allows you to make changes for booked appointments.
Changes can be made to the 'Parent Attending/Name', 'Parent Email' and 'Parent Mobile Phone' fields. You can also add a 'Parent Comment', 'Teacher Note' or 'Appointment Note' relating to this interview.Cancel — Allows you to cancel an appointment for this parent.
There is an option to email and/ or SMS the teacher if an appointment is cancelled. The SMS functionality must be set up in TASS.web for this to work. Refer to 'SMS Notification Setup Checklist'.
Example of Appointment Cancelled - Email to Parent |
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Title: Parent Teacher Interview Appointments with [Teacher Name] has been Cancelled Body: Please note that your interview appointment with [teacher name] re: [student name]- [subject] has been Cancelled. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select 'Appointment Cancelled - Email to Parent.' When all appointments for a Teacher are cancelled the ‘All Appointments for a Teacher Cancelled’ email template will be used in place the template mentioned above. |
Example of Appointment Cancelled - Email to Teacher |
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Title: Parent Teacher Interview Appointment with [Parent Name] has been Cancelled Body: Please note that your interview appointment with [parent name] re: [student name] has been cancelled – please contact the school. This Email Template can be modified in TASS.web program System Admin > Utilities > Email Settings > System Email Templates > then select ‘Appointment Cancelled - Email to Teacher.' When all appointments for a Teacher are cancelled the ‘All Appointments for a Parent Cancelled’ email template will be used in place the template mentioned above. |
Example of Appointment Cancelled - SMS Message to Parent |
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Pls note that your interview appt with [parent name] re:[student name] has been cancelled – pls contact the school. |
You can also elect to cancel all appointments for a parent by using the 'red cross/cancel all' button at the top of the screen:
This allows you to perform a single cancellation for all of a parent's PTI conference appointment bookings, e.g. A parent advises that he/she is unable to attend the PTI conference.
The same email and SMS options are available as detailed in the 'Cancel' button help directly above.
Interview Requests Tab
This tab is only available after program Student Admin > Teacher Records > Parent Teacher Interview > Generate Conference Schedule has been run for the PTI conference (only for Method 1 and 2)
This tab can be used to:
View the request for interviews made by a parent.
View the priority that parents have placed on requests.
Change the availability of a parent to attend a conference session(s) on behalf of the parent.
Add requests for interviews for a parent.
Change the priority that parents have placed on requests.
To make changes or add a parent request click the 'Edit' button.
It is a two-stepped process.
Step 1 - 'Parent Interview Requests Step 1 of 2'
'Parent Attending/Name', 'Parent Email' and 'Parent Mobile Phone' fields | You can make changes to these fields for this parent. The changes are for this conference only. They do not change the TASS.web Parent Record. |
'Parent available in this Session' | You can also change the parent's availability to attend this PTI conference session(s) by ticking or un-ticking this box. Click the 'Next' button to move to Step 2. |
Step 2 – 'Parent Interview Requests Step 2 of 2'
Request | By default, the requests already made for this parent will be ticked. You can tick additional requests or untick requests to remove them for this parent. |
Priority | Use the drop-down list to change priorities for these parent requests. |
Add | Click this button to add a note for this request. |
Click the 'Save' button to complete this process.
Use the 'Print' button to produce a listing of this parent's requests.
Interview Subjects
This tab can be used to view or print the subjects for this parent for this PTI conference.
Use the 'Print' button to produce a listing of the subjects for this parent for this PTI conference.