Embedded Files
use the quick links below to navigate
use the quick links below to navigate
Required Annually
Required, As Needed
Additional Access Requests
Forms for STAFF
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
required annually
Principal or designated representative should submit the following forms.
Principal or designated representative should submit the following forms.
Engagement and Technology Lead (ETL) & ES Technology Coordinator
Engagement and Technology Lead (ETL) & ES Technology Coordinator
Information Technology will provide a stipend to Unit 1 employees who serve in the role of ETL for each school building and meet the requirements identified during the school year. School principals should select one person to serve in this role. The ETL will work alongside school leaders and professional development lead teachers to drive transformation in teaching and learning through the use of instructional technology in a 1:1 environment as well as lead the school-based technology team to provide Tier 1 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. Principals must follow the Compensatory Emolument process as well as guidelines to request a second assignment, if applicable, as outlined by Human Resources to ensure that the employee receives payment by PGCPS.
See our website for more details.
Security Permissions Form
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.
Synergy roles
Synergy roles
Synergy rights are requested via the PGCPS Principal SIS Role Designee Selection Form (located on the inSync with Synergy Principal's Corner page).
If indicated, training is required as a prerequisite to receiving rights.
Central Office
Central Office
If you are in Central Office and need access to a Synergy role, please complete the
Attendance Manager
Attendance Manager
# Staff per Role/Building: Min 2/Max 3
Update data for student attendance in Synergy.
Monitor attendance entry at the school level using available reports.
Correct weekly Certify errors.
Access:
Principals can access the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
Request for Rights must be submitted after training.
Discipline Manager
Discipline Manager
# Staff per Role/Building: Min 1
Complete data entry for student discipline incidents in Synergy.
Monitor discipline entry at the school level using APEX Reports.
Correct weekly Certify errors.
Access:
Principals can acc
ess the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
Request for Rights must be submitted after training.
Enrollment and Online Registration (OLR) Manager
Enrollment and Online Registration (OLR) Manager
# Staff per Role/Building: Min 1
Complete data entry for student enrollment in Synergy.
Monitor enrollment entries at the school level using APEX Reports.
Correct weekly Certify errors.
Access:
Principals can access the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
Training is required
ParentVUE Manager
ParentVUE Manager
# Staff per Role/Building: Min 1
Assist parents in activating/creating ParentVUE Accounts.
Assist parents with password resets and account management.
Access:
Principals can access the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
Highly Recommended
Grade Manager
Grade Manager
# Staff per Role/Building: Max 2
Complete data entry for approved grade change requests in Synergy 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 Course History Manager or the Principal.
Access:
Principals can access the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
Request for Rights must be submitted after training.
Scheduler - Elementary
Scheduler - Elementary
# Staff per Role/Building: Min 1
Complete, update, and manage schedules for students in Synergy.
Monitor student schedules entry at the school level using available reports.
Correct weekly Certify errors
Access:
Principals can access the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
Training is highly recommended
Scheduler - Middle School
Scheduler - Middle School
# Staff per Role/Building: Min 1
Complete, update, and manage schedules for students in Synergy.
Monitor student schedules entry at the school level using available reports.
Correct weekly Certify errors
Access:
Principals can access the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
Training is required.
Scheduler - High School
Scheduler - High School
# Staff per Role/Building: Min 1
Complete, update, and manage schedules for students in Synergy.
Monitor student schedules entry at the school level using available reports.
Correct weekly Certify errors
Access:
Principals can access the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
Training is required.
SIT Chair Role for Grade Changes
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:
Principals can access the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
Request for Rights must be submitted after training.
Course History Manager
Previously Transcripts + Student Service Learning Hours Managers Course History Manager
# Staff per Role/Building: Min 2
Complete data entry for student records in Synergy.
Monitor student service learning hours
Correct weekly Certify errors.
Complete data entry for approved grade change requests in Synergy and the PS-140.
Monitor transcripts at the school level using relevant 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:
Principals can access the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
Request for Rights must be submitted after training.
TeacherVUE
TeacherVUE
# Staff per Role/Building: N/A
A request for TeacherVUE 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 Synergy after they are assigned to your building in Oracle.
Access:
Principals can access the PGCPS Principal SIS Role Designee Selection Form on the inSync with Synergy Principal's Corner page
In-house Training Required: Focused on Grades & Attendance (refer to resources below)
Training Resources: Teachers who enter grades or attendance should review the training found on the Synergy TeacherVUE page of the PGCPS inSync with Synergy website.
required as needed
required as needed
Submit the following forms as staffing or roles change within the school.
Oracle Authorization Forms
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)
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
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 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
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
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.
Request for Digital Tool Review form
Request for Digital Tool Review form
Any digital tool that is not already in use in PGCPS MUST BE REVIEWED reviewed BEFORE it can be purchased. This helps to ensure it meets our privacy, security, interoperability, and accessibility standards.
Learn more about the review process and access the PGCPS Request for Digital Tool Review form.
Access
To request a review, please complete the PGCPS Request for Digital Tool Review form.
bit.ly/PGCPSdigitaltoolreview
Clever App Sharing Request
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.
Additional access details
Additional access details
SIS Modules
SIS 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)
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
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
required
Digital Tools Opt-Out Guidance
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
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
required as needed for access
ParentVUE Access
ParentVUE Access
ParentVUE is the portal that allows parents and guardians to view information about their student, including classroom assignments and scores, attendance, transcripts, graduation status and more. In ParentVUE, families can also update their phone numbers and emergency contact information and access the Online Registration (OLR) Application.
Access:
Family Portal Guide and Videos
For help, families may contact the ParentVUE Manager at the school.
Student Device Usage Agreement
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
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
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.
Parents must make an appointment.
STATUS and LOCATIONS for SY24-25 pending
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