Parents’ Evenings at LJS are delivered online using the Schoolcloud Parents’ Evening System Please click here to login On this page you will find guidance on accessing and using the Parents’ Evening System. Please choose from one of the following options to begin. Guide for Booking Appointments Guide for Accessing Video Appointments Inviting Additional Parents Troubleshooting Guide for booking appointments STEP 1: LOGIN Fill out the details on the page then click the Log In button. A confirmation of your appointments will be sent to the email address you provide. Enter your unique login code shared by the school. STEP 2: SELECT A PARENTS’ EVENING Click on the date you wish to book. Unable to make all of the dates listed? Click I’m unable to attend. STEP 3: SELECT BOOKING MODE Choose Automatic if you’d like the system to suggest the shortest possible appointment schedule based on the times you’re available to attend. To pick the times to book with each teacher, choose Manual. Then press Next. We recommend choosing the automatic booking mode when browsing on a mobile device. STEP 4: CHOOSE TEACHERS If you chose the automatic booking mode, drag the sliders at the top of the screen to indicate the earliest and latest you can attend. Select the teachers you’d like to book appointments with. A green tick indicates they’re selected. To de-select, click on their name. STEP 5A (AUTOMATIC): BOOK APPOINTMENTS If you chose the automatic booking mode, you’ll see provisional appointments which are held for 2 minutes. To keep them, choose Accept at the bottom left. If it wasn’t possible to book every selected teacher during the times you are able to attend, you can either adjust the teachers you wish to meet with and try again, or switch to manual booking mode (Step 5b). STEP 5B (MANUAL): BOOK APPOINTMENTS Click any of the green cells to make an appointment. Blue cells signify where you already have an appointment. Grey cells are unavailable. To change an appointment, delete the original by hovering over the blue box and clicking Delete. Then choose an alternate time. You can optionally leave a message for the teacher to say what you’d like to discuss, or raise anything beforehand.Once you’re finished booking all appointments, at the top of the page in the alert box, press click here to finish the booking process. STEP 6: FINISHED All your bookings now appear on the My Bookings page. An email confirmation has been sent and you can also print appointments by pressing Print. Click Subscribe to Calendar to add these and any future bookings to your calendar. To change your appointments, click on Amend Bookings. Guide for video appointments In order to make video calls you need to have as a minimum: a device with a microphone and speaker/headphones a compatible up-to-date web browser: iPhone/iPad: Safari, Chrome Android: Chrome, Firefox or the Samsung Browser Windows: Chrome, Firefox or Microsoft Edge (Chromium – download here) Mac: Safari, Chrome or Firefox Linux: Chrome or Firefox SchoolCloud also recommend: Using your smartphone for video appointments. If you don’t have a smartphone with a front-facing camera, use a laptop or computer with a webcam. Using a headset (or earphones with a microphone) to reduce echo. STEP 1: LOG IN AND GO TO THE EVENING On the day of the video appointments (or before, if you want to test your camera and microphone) login to Parents Evening at the usual web address for your school, or click the login link from the bottom of the email confirmation you will have received. Once logged in you will see a notice that you have upcoming video appointments and under this the details of the event, along with a Join Video Appointments button. Press the button to join your appointment on the day – or to test your camera/microphone at any time. STEP 2: CHECK AUDIO AND VIDEO When you click Join Video Appointments the Check Audio and Video screen will be displayed. You may at this point be asked if you wish to allow access to your camera/microphone, in which case please click yes. From here you can turn on or off your microphone and camera, change which devices are being used for the call, and check your microphone and speakers. Once you are happy, click Proceed to Video Call. STEP 3: THE VIDEO CALL On this screen you can see the following, when in a call: At the top left the teacher name (and subject details) for the current and next appointment At the top right a countdown to the start of the appointment. At the bottom the controls for the microphone and camera. When another person is available these also show a pick up button to start the call and a hang up button to leave the call. In the middle, when your appointment is due to start, the Start Appointment Step 4: Making a Call Click the Start Appointment button. You will see yourself in the bottom right corner of the screen (unless you have no camera, or have chosen to turn it off). If the teacher has not yet joined you will see a notice to that effect in the centre of the screen. When a teacher joins a call you will see them in the main part of the screen – or hear them, if they have no camera (or have turned it off) – and can start your discussion with them. You will also see the remaining time for the appointment counting down in a blue bar at the top of the screen, which will turn red when the last 10 seconds begin. If anyone loses access to the system for some reason during the call, they can log in again and click Start Appointment on the video call screen. As long as the other person is still in the call this will let you continue with the appointment. When the countdown in the blue bar stops the appointment time is over and the call will automatically end. Note that if you or the teacher are late, or leave and rejoin the call, it does not reset the timer. The appointment will always end at the scheduled time. STEP 5 FOLLOW-ON CALLS If you have a consecutive appointment scheduled the screen will display a Start Next Appointment button. When you are ready to proceed, click on it Note that if you delay starting a call it does not extend the duration for that appointment. The appointment will always end at the scheduled times. If you do not have a consecutive appointment, but you have not completed your final scheduled appointment you will see a countdown telling you how long until the start of your next appointment. Once your final appointment for the evening is complete you will see a message advising you of this. Inviting Additional Parents STEP 1: GO TO MY BOOKINGS AND CLICK INVITE PARENT/GUARDIAN Once you have made your bookings (or when you later log in and go to My Bookings) click on the Invite Parent/Guardian link at the top of the list of your bookings. If you have already sent an invitation this link will show as Manage Invites instead. STEP 2: INVITE PARENT/GUARDIAN You will then be presented with a box asking for the details of the parent/guardian to be given access. If there is more than one student linked to you and involved in the evening they will all be shown. You must enter a Name, and an Email address, as well as tick the box to consent to that person being given access to the information used to make the appointments. If there is more than one student linked to you, choose the student(s) in respect of whose appointments the access to this person will be granted. When you click the blue Send Invite button an email is sent to the address entered, giving them a link and details on how to join the call. Please note that ONLY that one invited guest should use this link. Anyone else using it (including the parent that sent the invite, who should log in via their own confirmation email) will knock the guest out of appointments. STEP 3: MANAGE INVITES You will then see a Manage invites box that shows your sent invitation(s), allows you to add another invite if you have any more available (you can have one invite per student, if wished), and allows you to Resend invites or Remove them. If you click Remove the link in the previously sent invitation will no longer work and that person can no longer join the video call. STEP 4: CHOOSE TEACHERS If you chose the automatic booking mode, drag the sliders at the top of the screen to indicate the earliest and latest you can attend. Select the teachers you’d like to book appointments with. A green tick indicates they’re selected. To de-select, click on their name. Note that a call can have a maximum of 4 people in it at any one time. A school can assign 3 teachers to take joint appointments for a class, if they do this the parent can still invite their ONE guest, however once the number of active participants in the call reaches 4 no further people can join it (unless one of the existing participants leaves the call). Having Trouble? In order to make video calls you need to have as a minimum: a device with a microphone and speaker/headphones a compatible, up-to-date web browser: iPhone/iPad: Safari Note: there is a known issue joining video calls using iOS 14.2. Please upgrade any iOS 14.2 devices to iOS 14.3, or use an alternate device. Android: Chrome or Firefox Windows: Chrome, Firefox or Microsoft Edge (Chromium – download here) Mac: Safari, Chrome or Firefox Linux: Chrome or Firefox Schoolcloud also recommend: Using your smartphone for video appointments. If you don’t have a smartphone with a front-facing camera, use a laptop or computer with a webcam. Using a headset (or earphones with a microphone) to reduce echo. Still having trouble? For issues accessing the core service, if you are confident that your login details are correct, your device meets the minimum system requirements and you have access to a valid parents’ evening booking or video appointment, you can also try the following. Force a browser refresh (e.g. on Windows this is CTRL + F5) Force close the web browser, reopen and try again Try using an Incognito or InPrivate browser window/tab Try clearing the browser cache and cookies or temporary internet files for schoolcloud.co.uk Try a different web browser and/or a different device Mic problems: Check the web browser mic access permissions for https://laurencejackson.schoolcloud.co.uk. Using the Schoolcloud call settings button (shaped like a cog wheel), check that what you believe is the correct mic is selected (some devices have multiple hardware and software mic inputs). Check your device does not have a software mute activated, e.g. is the mic muted Schoolcloud browser app or operating system settings. Ensure no other device has locked the mic input stream such as a previous online Teams meeting or Zoom video call. If so, close the app and try again. Camera problems: Check the web browser camera access permissions for https://laurencejackson.schoolcloud.co.uk. Check that your device does not have a physical privacy shutter to block the camera view often found on laptops and all-in-one PCs and that there is no software toggle disabling the camera hardware (e.g. such as Fn+F5 on a laptop). Using the Schoolcloud call settings button (shaped like a cog wheel), check that what you believe is the correct camera is selected (some devices have multiple hardware camera inputs such as when using an external camera or when forward and rear facing cameras are available). Check your device does not have the Schoolcloud web browser software mute activated. Ensure no other device has locked the camera input stream such as a previous online Teams meeting or Zoom video call. If so, close the app and try again. Sound problems: Check that your device does not have the volume turned down too low or that the speakers are it is muted. A software toggle disabling the audio is often found on a laptop keyboard (e.g. such as F10 on a Macbook). Check that the operating system and web browser app is using what you believe is the correct playback device and that the volume is adequately adjusted. Perhaps you are using an external monitor for audio or USB headset which needs to be selected as the playback device. Check your device does not have the Schoolcloud web browser software mute activated. For any other technical issues relating to online parents evenings, school will be running a telephone help desk. Simply call the main reception line and follow the option for IT support to be put through to a member of the school IT Support team.