FORMS
use the quick links below to navigate
Required Annually
Required, As Needed
Additional Access Requests
Required
Required, As Needed
Updates for 2023-2024 coming soon
Forms for STAFF
Various IT-related forms and/or processes are required to be submitted by school leadership teams on an annual or as needed basis to ensure that school-based staff have access to their assigned user/administrator roles. Some roles require attending training and form submission as a prerequisite to access.
required annually
Principal or designated representative should submit the following forms.
Engagement and Technology Lead (ETL) & ES Technology Coordinator
ETL’s work alongside school leaders and PDLT’s to drive transformation in teaching and learning through the use of instructional technology. The ETL is also responsible for helping lead and organize the school-based technology team to provide Tier I support. See full description for stipend position.
ES Technology Coordinator (elementary schools only): Supports the school-based technology team to provide Tier 1 support including inventory of devices in AMS and password resets to receive the school-based emolument.
See 8/10 IT memo and our website for more details.
Security Permissions Form
Select individuals who
have full administrative control over all workstations at a school;
can manage student/staff passwords at a school;
can manage the school's website content.
For more information, view guidance from Email Services.
Access
Select Login, then Email & Security Forms (for your specific level)
Click New Request
(must be connected to the PGCPS network)
eForms Submission due by August 24.
SchoolMAX roles
SchoolMax rights are requested via the SIS User Access Form or eforms.pgcps.org. See below for which form is used for each role. Eforms must be completed by the principal and require being connected to the PGCPS network. Click SchoolMAX/ Oracle Forms then navigate to the appropriate form.
If indicated, training is required as a prerequisite to receiving rights.
Central Office
If you are in Central Office and need access to a SchoolMAX role, please complete the
Attendance Manager
# Staff per Role/Building: Min 2/Max 3
Update data for student attendance in SchoolMAX.
Monitor attendance entry at the school level using SchoolMAX and APEX Reports.
Correct weekly Certify errors.
Access:
Request for Rights must be submitted after training.
Annual training is required no later than September 30th as a prerequisite to receiving rights.
Discipline Manager
# Staff per Role/Building: Min 1
Complete data entry for student discipline incidents in SchoolMAX.
Monitor discipline entry at the school level using APEX Reports.
Correct weekly Certify errors.
Access:
Request for Rights must be submitted after training.
Annual training is required no later than September 30th as a prerequisite to receiving rights.
Enrollment Manager
# Staff per Role/Building: Min 1
Complete data entry for student enrollment in SchoolMAX.
Monitor enrollment entries at the school level using APEX Reports.
Correct weekly Certify errors.
Family Portal Administrator
# Staff per Role/Building: Min 1
Assist parents in creating Family Portal Accounts.
Assist parents with password resets and account management.
Grade Manager
# Staff per Role/Building: Max 2
Complete data entry for approved grade change requests in SchoolMAX and the PS-140
Monitor grading and reporting at the school level using APEX Reports.
Manage grading windows at the school level for the school year.
Note: This role may not be held by the Transcript Manager or the Principal.
Access:
Request for Rights must be submitted after training.
Annual training is required no later than September 30th as a prerequisite to receiving rights.
Scheduler - Elementary
# Staff per Role/Building: Min 1
Complete, update, and manage schedules for students in SchoolMAX.
Monitor student schedules entry at the school level using APEX Reports.
Correct weekly Certify errors
Scheduler - Middle School
# Staff per Role/Building: Min 1
Complete, update, and manage schedules for students in SchoolMAX.
Monitor student schedules entry at the school level using APEX Reports.
Correct weekly Certify errors
Scheduler - High School
# Staff per Role/Building: Min 1
Complete, update, and manage schedules for students in SchoolMAX.
Monitor student schedules entry at the school level using APEX Reports.
Correct weekly Certify errors
SIT Chair Role for Grade Changes
# Staff per Role/Building: Max 2
Facilitate and document SIT Grade Appeal Committee meetings.
Initiate grade change requests or appeals in the PS-140 Grade Change Module.
Note: This role may not be held by the Grade Manager.
Access:
Request for Rights must be submitted after training.
Annual training is required no later than September 30th as a prerequisite to receiving rights.
Student Service Learning Hours
# Staff per Role/Building: Min 1
Complete data entry for student records in SchoolMAX.
Monitor student service learning hours at the school level using APEX reports.
Correct weekly Certify errors.
Access:
eforms.pgcps.org and Principal email to doreen.hogans@pgcps.org
Request for Rights must be submitted after training.
Transcript Manager
# Staff per Role/Building: Max 2
Complete data entry for approved grade change requests in SchoolMAX and the PS-140.
Monitor transcripts at the school level using APEX Reports.
Add/modify/remove transcript entries for his/her school. Note: School needs to contact the publishing school if the transcript entry is not entered by that school.
Access requested via eForms (must be on the PGCPS network)
Note: This role may not be held by the Grade Manager or the Principal.
Access:
Request for Rights must be submitted after training.
Annual training is required no later than September 30th as a prerequisite to receiving rights.
Teacher Tools
# Staff per Role/Building: N/A
A request for Teacher Tools is only necessary for long-term substitutes who need to be assigned as additional educators or for educators who have an alternate primary assignment.
*Teachers have automatic access to SchoolMAX after they are assigned to your building in Oracle.
Access:
Required: In-house Delivery on Grades & Attendance (refer to resources below)
Training Resources: Teachers who enter grades or attendance should review the training found on the SchoolMAX for Teachers page of the T3 Website.
required as needed
Submit the following forms as staffing or roles change within the school.
Oracle Authorization Forms
Oracle is the application used for many of the HR and financial tasks within a building, including:
Payroll
iExpense
iProcurement
FinApps
Position Transaction
iRecruitment
HR Management
Training is required in order to receive access.
Automated User Management (Certify)
Principals have the ability to manage users and roles for their staff to receive weekly Certify reports. These individuals should have the authority and ability to correct errors associated with their role. Instructions for using the Certify automated user management application are located on the login page of Certify.
SchoolMessenger Forms
All users must complete training prior to gaining access. To appoint a designee for school or district-wide access, correct information on a user’s account, or remove an existing designee’s account, use the forms listed on the T3 SchoolMessenger website.
Teacher accounts are enabled upon completion of the self-paced training found in eDoctrina.
Access
SchoolMessenger Designee Form school-wide access for trained staff
SchoolMessenger Account Correction Form - for staff with access who changed locations
Removal of SchoolMessenger Account Form - remove designee access
For more information, view the School Messenger webpage.
Frontline Absence Management
Frontline Campus User rights provide users with the ability to manage substitutes and generate reports for the school. All users are required to attend training prior to being given rights to the system. This form must be completed by the school principal.
Zoom | Access for Long Term Subs and Contractors
All full time staff members have access to a licensed Zoom account. Complete the form to request a Zoom account for long-term substitutes and/or contract employees.
This form must be completed by the employee’s supervisor.
For more information, view the Zoom webpage.
Zoom | Temporary Large Meeting or Webinar License Request
All full time PGCPS staff members have Zoom accounts with 300 seats.
Staff may occasionally host a meeting that will require more seats. In these instances, the meeting host can request to temporarily have a Large Meeting (500, 1000) or a Webinar license (1000) attached to their account.
Complete this form in advance of the meeting date to request a temporary license adjustment.
For more information, view the Zoom webpage.
Clever App Sharing Request
If your school has purchased licenses for an application that works with Clever, complete the appropriate form to have the app shared with your target audience. Before completing the form, confirm the request app is available in Clever by reviewing the list of PGCPS Clever Apps
For more information, view the Clever webpage.
Request for Digital Tool Review form
Any app that is not already integrated into Clever MUST BE REVIEWED reviewed BEFORE it can be purchased. To request a review, please complete the PGCPS Request for Digital Tool Review form
Access
bit.ly/PGCPSdigitaltoolreview
Additional access details
SchoolMAX Modules
For access to the following modules, principals must send an email to the authorizing official:
APEX Student Record Card - Gayle Huggins, Supervisor, Student Records, Transfers, and Archival Services Email: gayle.huggins@pgcps.org
McKinney Vento (Homeless Education Entry) - Homeless Education Office, Email: homeless.education@pgcps.org
FARM Data Privileges - Wanda Contee, Program Manager, Nutrition Office Email: Wanda.Johnson@pgcps.org
Service Learning and Graduation Standards - Doreen Hogans, Supervisor, Professional School Counseling Services Email: doreen.hogans@pgcps.org
Service Requests (SRAs)
To request reporting data that you cannot obtain on your own via APEX or another source, principals and IT staff may submit an Service Request Authorization (SRA) to Student Apps.
To learn to submit SRAs, view the SRA Submission Guide.
Access: SRA to Student Apps.
Forms for Families
Various IT-related forms and/or processes are required to be completed by families to ensure we are protecting students’ data privacy while providing families with the access needed to students’ information. Since some information requires school/teacher action, schools may access information below, make needed adjustments and share on your schools website or other method.
required
Digital Tools Opt-Out Guidance
The Opt-Out for Digital Tools Form should be submitted by families who want to opt-out of students’ having the ability to use specific digital tools, namely - EdPuzzle, Kami, and Flip (formerly Flipgrid).
No action is required if access is permitted.
Access:
*Requires school/teacher action before sharing with families.
Schools should read the directions provided to prepare the opt-out form for their school: Digital Tools Opt-Out Guidance Document for Schools/Teacher
For help, families may contact the school/teacher who shared the Opt-Out Form for Digital Tools.
Electronic Absence Reason Notes for Students
Starting this year, parents will have the option to complete the district approved Electronic Absence Note Google Form to indicate why their child was absent.
This new district-created form replaces any school-created form.
Written absence notes may still be accepted.
Access:
*Requires school action before sharing with families.
Schools should read the directions provided to prepare the absence reason notification form for their school: Electronic Absence Reason Notification Form Guidance Document
For help, families may contact the school/attendance manager.
required as needed for access
Family Portal Access
Allows authorized caretakers to log into SchoolMAX to view the child's student information, including current attendance and grades.
Family Portal registration is required in order to receive access to a few other PGCPS systems - student transfer process, Canvas access for families, and others.
NOTE: Selecting a family portal administrator who is available throughout the school year and summer is critical to ensuring families can access other PGCPS systems that rely on Family Portal
registration. District support for the family portal is not available since verification of who should have access to personal student data is needed and retained at the school.
Access:
Family Portal Guide and Videos
The following resources are available for families on the website provided above:
For help, families may contact the Family Portal Administrator (FPA) at the school.
Student Device Usage Agreement
When distributing devices to students, ensure that a school-based staff member updates device details in Asset Management. Once Asset Management is updated, a Student Device Usage Form is automatically emailed to the student’s PGCPS email address.
The Student Device Usage Agreement provided may be shared with families to provide an awareness of the responsibilities for using a PGCPS-issued device and fees that will be incurred for lost or damaged devices and peripherals. Signatures are not required.
School Messenger Subscriber
The notification system used to send systemic emails, text messages, and newsletters. Families automatically receive district-wide emergency and attendance notifications. Subscribing to SchoolMessenger allows families to receive notifications from various specialty groups in PGCPS (e.g. Board Members).
Parent Centers Scheduling
Locations have been designated throughout PGCPS to provide families an opportunity to receive after-hours troubleshooting and technical assistance on Mondays from 5-8 PM, beginning September 11, 2023.
Parents must make an appointment.