Instructions for Elementary School Admin

I implemented drupal at a public elementary school. Not sure if this would help anyone but here are some instructions I gave them:

This website was setup to help teachers & administrators communicate with parents. The site can be expanded to have teachers create and maintain homework/classroom calendar up-to-date along with class assignments and work samples. In addition, more than one administrator can create and maintain general site information to help keep information current.

In order to add and maintain information, you must use a web browser that adheres to internet standards: Firefox, Opera, or Netscape. If you are using Internet Explorer or Safari web browser, you will need to disable "Use Rich Text" and use HTML instead.

Why have a Content Management System (CMS) website?

How does the this website work?

How do I add a calendar event?

How do I add a story to the front page of the website?

How do I add a newsletter?

How do I set up a teacher for his/her own sub-website?

How do I know this website is secure?

How do I contact someone who can help with the website?

Why have a Content Management System (CMS) website?

CMS websites are easy to update and require no special software like FTP or Microsoft Frontpage - they only require a simple browser. Most data (calendar events, stories) are stored in a database on the webserver. Some data (pictures, PDF files) are simply uploaded using a web browser and stored on the webserver.

A CMS website aids in quickly adding calendar items, PTA meeting minutes, information, news items, announcements, and even pictures. This system requires usernames and passwords to contribute information to the site.

One possibility is to create accounts for a teacher and students in the class. Each individual could then log in and design a sub-website (such as [insert website example here]). In addition to a subwebsite, you could make it so that teachers could maintain web forums, wiki pages, calendars, and content areas for schedules and homework assignments. Teachers can then log in using any web browser and update their pages.

In addition, PTA folks can use it to simply add calendar items and post meeting minutes.

How does the Garfield website work?

The Garfield website uses drupal software (see drupal.org ). This is Open Source software and is found at Oregon State Univerisity's Open Source Labs website. The good news on Open Sources software is that it is free, often pretty flexible, and usually updated often. The bad news is that it sometimes has bugs and is updated often (that means someone has to update the new files and test it). Some general information about drupal can be found at http://www-128.ibm.com/developerworks/ibm/osource/implement.html

Drupal requires PHP to be installed on the web server. It should be version 4.3.xx or higher. It also requires MySQL database server to be installed. That should be version 4.1.x or higher.

For the most part, events, page and story will be used. A story defaults to show on the main webpage. A page is just a simple HTML page that can be used for staff directory, teacher class schedule and assignments, or to list links or PDF files for people to download. Events can show up in the little calendar on the left and the main big one and also as a story if you click the box "Promoted to front page" under "Publishing Options" when creating the event item.

How do I add a calendar event?

1. Make sure you are logged in as [username]
2. Under [username] menu, click on create content
3. Select Event
4. You'll need to enter dates AND times. Unfortunately it is a requirement.
5. Put in the title, try to keep it short
6. Under the category, choose . This will make it show up on the main calendar - otherwise it won't show up.
7. Enter in more information in the body
8. Under "Publishing options" you can select "Publish" (put it in the calendar) and even publish it as a story to the front page of the website by selecting "Promoted to front page"

How do I add a story to the front page of the website?

1. Make sure you are logged in as [username]
2. Under [username] menu, click on create content
3. Select story if it is a new story type of event. A story gives a teaser on the main page but upon clicking on the story title you will go to the entire story.
4. Put in the title, try to keep it short
5. Under the [name] category, choose [name]. This helps correctly categorize the story as being for all of [name].
6. Enter the story in the body area
7. Under "Publishing options" you can uncheck "Publish" (unchecking makes it unavailable for the public to see) and also uncheck "Promoted to front page" (unchecking keeps it from going on the main front page).

How do I add a newsletter?

1. Make sure you are logged in as [username]
2. Under [username] menu, click on create content
3. Select Story
4. Put in the title. Try keep titles alike: [sample]
5. In the body, enter in the second part of the title (above) starting with the month. You can put anything in here, really, but it can't be blank.
6. Under Category -> -> Check the box for Newsletter
7. Under File Attachments -> Browse Button -> Find the file name on your computer -> Attach button. Make sure it is in PDF format.
8. Under Publish, you can choose to publish it to the front page or not. If you don't publish to the front page it will automatically show up under the appropriate newsletter link but only if you selected the category.
9. Submit the story.

How do I set up a teacher for his/her own web area?

1. Ensure the teacher has an account and that it is activated (go to administer -> users)
2. If there is no account already, create the new user (last name plus first initial) (administer -> users -> add user tab)
3. Ensure the teacher is assigned the role of teacher and that the "personal contact form" box is checked under the edit user tab. The personal contact form allows teachers to receive email without putting their email address on the web and thus avoid receiving more spam email.
4. Create a category for the teacher (administer -> categories -> under Teacher click on add terms link) - add the full name of the teacher if not already listed under list terms for Teacher. This is a one-time setup for each teacher in the system. Categorizing helps organize the site and is essential.
5. Either create the teacher page or have the teacher log in and do it
6. If you create the page (sub site) for the teacher, LOG IN AS THAT TEACHER. If you stay as Garfield and create the page, the teacher will not be able to update the page.
7. * Title: Mrs. Teacher Grade 4/5
   * Category: Mrs. Teacher (you created this in #4)
   * Body: copy and paste from another teacher page already setup and change the names/links
   * You'll need to change the number in the link for Assignments (event calendar), Contact Me (optional), and Student Work (Photo Gallery - optional).
8. At the bottom of the page, add to appropriate menu item
9. Submit the page

Optional:

1. Create an Photo Gallery Category for the teacher so work samples can be uploaded.
2. Edit the user (Administration -> user), click on the contact tab, and copy part of the URL in the top of the browser - it should look something like user/3/contact where the number is the unique ID number for the user. Keep that handy in a document like MS Word or Wordpad. You will add this contact link on the teacher's page

How do I know this website is secure?

The site has been setup so that new users have to be added by the administrator.

You can make it so that only teachers (with the teacher role) have access to certain things such as uploading files. You'll want to test this out by creating test user accounts with different roles. Currently there are anonymous (everybody), authenticated (those with an account), and teachers.

How do I contact someone who can help with the website?

[name] can be contacted at anytime by emailing [email]. She can help with any problems, questions, or updates. She can also assist teachers with their sub-websites.