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Lauren

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Lauren last won the day on September 6 2017

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About Lauren

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  1. Group Observations

    If you want to direct the parents of several children to a particular Easy Peasy video, rather than adding an observation for each individual child, you could make a group observation. That will then be visible to all the relatives! To do that you need to, first of all, click on the 'add observation' button. You can also do this through the app by clicking on the + button. Next, click on the 'Select Children'' button. You can select children from the list of children, according to their group(s) or according to their cohort. If you've set up a group for your Easy Peasy children (as shown in this tutorial), you can select all of them at once by choosing that group and clicking on the 'select all'. You can then untick any the children in the group who the observation you're making isn't suitable for if you like. As you add children, you'll see that their names appear above the 'select children' button and that they'll have little 'x's next to them: If you incorrectly add a child you can easily remove them from this list of children by clicking that 'x'. You can then finish the rest of the observation in the normal way and when you've saved it, you will see the observation appear only once in your overview/home screen: The group of children will be listed but if the list is longer than three you will see a button showing how many more have been earmarked as belonging to that observation. If you click on this button you'll find a popup listing all of the added children: Although you can see all of the children's names as a staff member, the parents will only see their child. If a parent comments however, everyone will see it, so if you're going to do this it's important that you think about whether you want to allow them to do that. Doing so might mean they build a rapport with each other and help each other out, but equally, they might not be comfortable sharing some feedback if they know that other relatives will see their comments. Take a look at our user permissions tutorial if you're not sure how to change that. Any changes you make to that observation will affect all the children, so if you want to add something individual for each one, you might want to split this observation. To do that click the cog to the right of the multiple observation you want to split, and choose 'Split Group Observation' from the drop down list as shown below: Click this button and you'll see a popup box that lists all children who are part of this group observation. To the right of the names of these children is a check box: You can choose which children you want to split away from the group observation by putting ticks in the boxes next to their names and then press the 'split observation' button. Once you've done that, you'll find that the home page now lists observations for those children you have split away separately from the main group observation. That means you can edit the text and the assessments of the observation as though they are a normal individual observations and what you do to one won't affect another.
  2. Once you have added a relative/relatives to Tapestry you will want to take a look at what they can do there! Whilst most of the permissions won't affect what you're adding to Tapestry in terms of Easy Peasy, it is still good to make sure relatives aren't able to see anything in Tapestry that you don't want them to! So, to do that, just make sure you're logged in as a manager, and then go to the Control Panel by clicking on your name in the top right hand corner and selecting ‘Control Panel’ from the drop-down menu. You’ll then need to select ‘User Permissions’ from the left-hand side menu. Click on the ‘Relatives’ tab at the top of the page. To change a permission you will need to click on the ‘Edit’ button at the end of the row. Once you have clicked on the edit button you will get a pop-up box from which you can choose the default option, permitted or not permitted (1). Then if you want to allow some users different permissions you just need to tick the 'set different permissions for some users' box (2). You will then see a list of all the relatives and will be able to set a different preference for each of them (3). Assessment settings This isn't really relevant to Easy Peasy posts, but you can also change whether or not relatives are able to view any assessments related to their child's observations by doing the following; 1. Accessing your Control panel 2. Click on the 'Settings' tab 3. Click on the 'Assessments' tab 4. On this page you see all your enabled Assessment frameworks and you can allow relatives to see the assessments on their children's observations by ticking the box next to 'Display to relatives' for each assessment framework. Please ensure you save any changes you make.
  3. If you would like relatives to add their feedback about Easy Peasy videos to Tapestry you'll need to make sure they've each got a login to your account. This will also allow them to view and add to their child’s learning journal. If you would like to add multiple relatives at once to Tapestry in bulk, you will be able to do so by importing a CSV (spreadsheet) file into Tapestry. For further details on this, please refer to this tutorial here. But, to add them one at a time you first need to be logged in as a manager, then go to the "Control Panel" and then select (1) "Manage Relatives" and then (2) "Add Relative". This will take you to a form with a number of options that will allow you to add a new relative. The form contains various fields for you to fill in to set up the relative's account. (1) Use this button to upload a portrait photo of the relative that will be used as their profile picture. This can then be edited by using the crop and rotate buttons (optional). (2) Enter a first and last name for the relative (required). (3) In this next section you will need to enter an email for the relative to log in with (required). Activating The Account In the screenshot above,(4) refers to the activation method, for which there are 3 ways of adding a relative and activating their account; you may choose one of the following options: Email an activation link to the user. Manually enter a password and make active immediately. Do not activate yet. Email an activation link to the user means an activation email will be sent to the registered email for the account. There will be a link in that which enables the relative to set their password and PIN. This link is valid for 30 days, after which point it will expire and they will not be able to use this activation link to activate their account. Instead a new activation email will need to be sent (details on how to resend an activation email can be found here). When an activation email is sent, the relative will enter a state of activating. This means that in order to complete the activation process and become active, they will need to use the link provided in the activation email, setting up a password and PIN for their account. Once they have set their password and PIN, their account will move from activating to active and they will be able to log into Tapestry. Manually enter a password and make active immediately means you (the manager) need to manually set the account up with a password and PIN. This means you will have to inform the parent of the password and pin yourself, then get them to log in and change it to something of their own choosing. When the password and PIN are manually set by a manager, their account is made active immediately and they are therefore able to log into Tapestry. This option is the method you will need to select, if the relative is being registered with a fake email address as they will not be able to receive the activation email. Do not activate yet allows you to add the relatives to the Tapestry account, but not to send an activation email or to manually enter their password and PIN yet. When you do this, you're adding the relative to the account but they will not be able to log into Tapestry until you send them an activation email and the link in that is used or you manually set the password and PIN yourself. The final thing you need to make sure you do, is link the child to the relative. You can do that at the bottom of the adding relative form. Click on (1) to choose the child, and (2) to select the relationship of this relative. If a relative has more than one child in the setting, click the "Add Another Child" button, and select them from the drop-down list. Once you are ready to save the relative click on save (3) Please note that you can save without attaching a child but if you do that, when the relative logs in they won't see any observations. If you do not attach the child to the relative at this stage, then you may do so later and this tutorial will guide you through this.
  4. Notifications

    It's worth making sure both you and your relatives are getting notifications in the way you all want. Doing so should mean that you're less likely to miss a post about an Easy Peasy video! Each user on Tapestry (so every individual relative and staff member) can choose how they would like to receive each type of notification. That can be internally, which means they won't get an email but a mark will appear in the bell next to their name on the browser version (see picture below), immediate email, daily email, or weekly email. Please note that PIN only staff are forced to only get internal notifications as they do not have an email address associated with their logins. There are a lot of different things you can be notified about though and each can be set individually - so you might decide that you want an immediate email when a new observation is added, but you might not want to get an email at all and only be notified internally when something changes on an 'About Me' page. By default, everyone will be set to receive daily emails, but each person can change it for themselves within the browser version of Tapestry. To do that you first need to log in, click on your name and choose ‘Edit Preferences’. This will take you to your preferences screen. At the bottom, in the notifications section, you will see how your notifications are currently set up. To change these you will need to click on the 'Change Notification Preferences' button. The screen shot above is for a staff member. The relative version looks very similar but there are a few less options. They change it in the same way though - by clicking on the blue 'Change Notification Preferences' button. Managers on Tapestry can also change the default notification settings for everyone. So, whilst each user will be able to override that, managers can make it so everyone is set up in a certain way to begin with. This might be helpful if you know your relatives aren't particularly good at exploring new systems but that they will want to receive email notifications. The page where you set these can be found in your (1) ‘Control Panel’. You will then need to click on (2) ‘Settings’ and select (3) 'Notifications' from the drop down list. The first section to this is the default area. Any changes you make to this, whether it be at the beginning of your Tapestry subscription, or a significant length of time after, will only affect the people who haven't changed their settings personally in their own 'Edit Preferences' page. Internal means they won't get any email notifications. Notifications will only appear as a mark next to the notification bell when they log into Tapestry. Immediate Email means they will be emailed as soon as the observation/comment is posted. Daily Email means they will get one email every 24 hours with all the observations/comments in. Weekly Email means they will get one email every 7 days. Once you are happy with your choices for the default settings, please remember to press 'Save'. If your parents are not receiving notifications when they should be, please check that their email address is correct and you have set Tapestry to allow relatives to receive notifications. That setting can be found in your 'Control Panel' by going to 'User Permissions', 'Relatives', and scrolling down to the 'Notifications' section. That needs to be set to 'Permitted'. If this does not help please see our troubleshooting tutorial: Not receiving email notifications Managers also have the option to reset a specific kind of/all user/s to these default settings, although they will be able to change them back on their own accounts to whatever they want. This can be done by choosing the group of users and pressing 'reset'. Notifications and Email Log Regarding checking on the delivery of notifications - you may like to refer to this tutorial here on the email log which provides an account of the different types of notifications as sent out by Tapestry and on their delivery status. This is a useful tool for managers to use to see if a notification has been sent. That's all there is to it! Happy weaving!
  5. Reports on App?

    Hi MatildaNursery, I'm sorry, the care diary isn't on the app either at the moment. Would you like me to add you to our list of people to contact when that does become available though? Best wishes, Lauren
  6. How many Observations

    Oh no problem! I'll go find it now :).
  7. How many Observations

    We'll look at amending that long term, but right now the data for the PDF comes from the same place as the data comes from when you load the page. So the filters you set will carry through to the PDF, but how you order the information when it's already on the page won't. We can definitely see the benefit of being able to export the PDF with the data in the order you've chosen though!
  8. Following on from a forum question I thought it might be helpful to go through some of the issues that you might need to take into consideration in preparation for the GDPR that comes into effect next year. I have been using this document as the basis of this piece: Preparing for the General Data Protection Regulation (GDPR). 12 steps to take now [ ICO. V.20 201700525] Thing you need to know: • GDPR stands for: General Data Protection Regulation • The new regulation comes into effect from 25th May 2018 • Much of it is the same as the current Data Protection Act requirements - however some things are different, and you need to know about them! Something you need to do first: Work out who in your team will be able to help make sure you're compliant. It's probably good to have at least a couple of you working together so you can help each other out. This is what early years settings might like to think about in preparation. • Use the '12 steps to take now' document to audit what they already do to meet data protection requirements. • Use the audit sheet to document the audit process • Collate details from 'To Do' list - make action plan • Complete action plan! This is #11 of 12 threads which will help you think about what you need to do to be ready for 25th May and is about data protection officers. Data Protection Officer (DPO) Under GDPR lots of companies now need to have a data protection officer. The DPO’s role is essentially to advise the company on data protection obligations, check that they are complying with GDPR (and tell the ICO if they’re not), and be the contact point with the ICO if they need to be in touch with them at any point. There are some cases where having a DPO is an actual legal requirement. Every company that processes data can choose to have one, but it’s not always necessary and you may decide that you don't formally want to nominate one. You do have to have one if you’re a: - Public authority or body - Systematically monitoring individuals on a large scale - Processing special categories of data or data relating to criminal convictions and offence on a large scare In reality, we think it’s unlikely that any of those things will apply to anyone reading this (although large scale isn’t actually defined so it’s open to interpretation), but if you don’t think you can justify your reasons not to have one, or you can but you want one anyway, the first thing to think about is whether your LA might have one that you can use. If not, it’s worth knowing that your DPO can have other tasks in the organisation, as long as they wouldn’t result in a conflict in interest. So the owner couldn’t be your DPO for example, because they’re the one coming up with the data protection policies and wouldn’t be likely to whistle blow on themselves if they’re not complying. They do need to be able to do the things mentioned in this first paragraph though and have expert knowledge of data protection law, so you might want to consider sharing one with other local settings. If you do appoint a DPO, you'll need to make their contact details easily accessible to those who might need it e.g. the people who's data you're processing. If you have a website, that might be a good place to put them. You'll also need to tell the ICO. If you’d like to know a bit more about it you can find some guidance here and here.
  9. How many Observations

    Sure! That orders the children by number of observations that the staff member you're looking at has done for them. Because it changes the order the children are in, it also changes the numbers for the other staff members.
  10. Relatives Leaver Letter

    Okay yeah, that's what I was thinking too. It would be totally mad for them to expect you to do that! I'm really interested to see whether they do start prosecuting people for not following it 100% straight away. It feels like a lot is open to interpretation! Best wishes, Lauren
  11. Relatives Leaver Letter

    Hi Finleysmaid, By 'it's not retrospective' do you mean it doesn't apply to data collected before May 25th 2018? If so can I ask where you found that? If you're still processing that data when it does start to apply, then I'm pretty sure you are covered by it, but I totally agree that I don't think you'll be penalised for anything you did in breach of GDPR prior to it being enforced. Best wishes, Lauren
  12. Relatives Leaver Letter

    Hi Lioness, I'm sorry, I'm afraid we don't have a letter like that on the forum. I think you're right to remind them of that, but I wouldn't have thought you'd be expected to keep track of all the journals that you share with parents across the years. You do need to make sure you have consent from the parents of any children that appear in journals other than their own though and that when you ask for that consent the parents know exactly what that means i.e. that other parents will get a copy and although you ask them not to share anything, you can't be responsible for who they show. As much as you can ask people not to share what you give them and most are pretty understanding if you explain why you ask them not to, you can't 100% guarantee that they won't, so I'd recommend not giving them anything you'd be particularly concerned about if it was shared online - if it came down to it, I'm not sure in that situation if just having a bit of paper that the sharer has signed to say you're not liable will be enough to trump GDPR, if by giving them the data you have breached something in the regulation. Maybe you could consider this as part of your DPIA? If the data you're giving them only refers to that family anyway, then I wouldn't be too worried - if they're the ones sharing information about themselves then it's their call. Best wishes, Lauren
  13. Following on from a forum question I thought it might be helpful to go through some of the issues that you might need to take into consideration in preparation for the GDPR that comes into effect next year. I have been using this document as the basis of this piece: Preparing for the General Data Protection Regulation (GDPR). 12 steps to take now [ ICO. V.20 201700525] Thing you need to know: • GDPR stands for: General Data Protection Regulation • The new regulation comes into effect from 25th May 2018 • Much of it is the same as the current Data Protection Act requirements - however some things are different, and you need to know about them! Something you need to do first: Work out who in your team will be able to help make sure you're compliant. It's probably good to have at least a couple of you working together so you can help each other out. You may also want to designate a Data Protection Officer. They will be able to advise you and check that you have done everything you need to. Not every setting will need this though - we'll come back to whether you do in post #11. This is what early years settings might like to think about in preparation. • Use the '12 steps to take now' document to audit what they already do to meet data protection requirements. • Use the audit sheet to document the audit process • Collate details from 'To Do' list - make action plan • Complete action plan! This is #10 of 12 threads which will help you think about what you need to do to be ready for 25th May and is about data protection by design. Data Protection by Design and Data Protection Impact Assessments This is the idea that keeping data secure and being aware of the potential risks of having it should be an integral part of your process when it comes to collecting and storing data. So, a couple of the things you need to think about are; if there was a breach how big of an effect could it have on the person it’s about, and how likely is a breach when considering how you’re planning to store the data. For example, lets take a child’s name on their peg. How severe would the impact of that be: If someone who shouldn’t be in your setting saw the child’s name, the impact of that would be quite minor. They would know that a child with that name went to your setting, but there isn’t a lot they could do with that data alone. How likely is a breach: It wouldn’t be easy for someone to walk in off the street because the doors are locked outside of opening times and visitors are monitored and need to have a legitimate reason to come in. It’s quite likely that someone who doesn’t need to know each child’s name will come in and see it (e.g. cleaners), but the chance of them doing something with the data that would cause the child harm is very low, and the harm they could do is also low, so you may decide that no action is needed. Equally though, if you have both their first and surname on the peg, you may decide that you only need the first name. The action there would be an example of data minimisation, which is something you should try to do as much as possible – that basically just means only use/store the data if you must in order to do what needs to be done. In my example above, you need to know which peg belongs to each child, but you can know that from their first name and maybe one letter of their surname, rather than their full name. Thinking about this sort of thing and writing it down, is called doing an ‘data protection impact assessment' (DPIA). The ICO have a template for a DPIA which might be useful for you to have a look through, you can find that here. If you’ve been following the posts we’ve been making, you may have already done most of one of those using the excel document we provided in #2 of 12. To add to that though, you should have a think about how the data subject might be negatively affected (economically or socially) by a breach and consider how well you’re securing the data, as described above. Do you think you think what you’re doing right now is secure enough? If not, you need to come up with some ways to change that. As well as meaning you are following the law, doing this will help to reduce the chances of breaches, which are bad for your business as well as for the data subjects themselves! Another thing that is good for you to think about as part of this, is restricting access to data to those who need it. I don’t think there would be much I could reasonably/would be willing to do to further restrict who could potentially see the names on my pegs, but other bits of data might be kept in a shared folder on a computer. If I felt that not everyone who has access to that computer/shared drive needs to see that data, I could move the folder to a computer only certain people have access to and password protect that document.
  14. Trying to take out a subscription

    Hi Gill, I'm so sorry about that! That sounds really irritating! That error message generally indicates that the system doesn't like something about your billing address - usually the name or postcode, although it doesn't look as though that's the case for you. The other thing that error message often means is that there is a problem with the encryption on the form you're trying to send. I would have thought that you trying it on different platforms would get over that, but I'm wondering if you're paying through your school network? Maybe there is some kind of web filtering that the payment system isn't able to work through. Either way, I'm going to send you a direct message about this - I think the easiest thing will just be to take payment over the phone. Best wishes,Lauren
  15. My GDPR 'To Do' list

    I think you would count as a controller too Mouseketeer - sorry! The way I see it is it's about who is making decisions and controlling who has access to what data. So for example, you (as a setting), decide to send a parent a newsletter, you decide when you update their address, you decide where you store the data, you take photos of the children... so you're the controller. You might handle the data but not blindly and not only in the very specific ways the committee tells you to, right?
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