Teacher OnCall
Absence Administration and Management Software

Frequently Asked Questions

1. What information is required to setup the Teacher Oncall program?
2. Can I do the setup myself?
3. What other training do you provide?
4. Can I make changes as they occur throughout the semester to the linear or Oncall/supervision schedule?
5. Can I track other absences for school staff such as office or custodial staff?
6. How do you install the Oncall Program?
7. How do I backup the Oncall program?
8. How do I recover damaged file or restore from backup?
   

What information is required to setup the Teacher Oncall program?

KEV Software Inc. will setup Teacher OnCall for you. Setup usually takes between 6 to 10 hours to input the data and prepare the Teacher Oncall files (depending on the supervision schedule).

The following items are what we require to complete your Teacher Oncall data setup:

1. Linear Timetable indicating teacher names, periods, course codes,  rooms and OnCall availability (or text files of this information)
2. Daily Schedule - with start and end times of regular day cycles along with any special days (i.e. Early Dismissal or Tap Days, etc.)
3. School Year Calendar - indicating Holidays, PD days, exam days etc.
4. Supervision Schedules- indicating Teams, Rotations etc., if applicable
5. Maximum OnCall parameters (i.e.:  cap of 3 per week, 8 per month, 30 per semester)
6. Absent Codes with Reasons
7. Supply Teacher Info

Can I do the setup myself?

Yes, we offer Semester Setup Process training for anyone who wishes to do the setup themselves. The Teacher Oncall Semester Setup Process training service is provided in a 3 session format. This training will enable your school staff to complete the 11 step Teacher Oncall setup process within their school office prior to each semester. Upon completion, the user will be able to close out one semester and prepare for the next and subsequent semesters. The benefit of this service is that the school could then complete the work within their own timelines to setup the system and learn more in-depth features of the Teacher Oncall program.

What other training do you provide?

We also offer Daily Processes and Reports training. The training staff at Kimputer Evolutions (KEV Software Inc.) have developed a unique and personalized training plan that will allow you to save time right away while learning the program. Interval training sessions are arranged at your convenience and carried out at the time you are doing the "task". These training sessions are usually taken when the Teacher Oncall program is first purchased, but with the normal changes in staff in a school these training sessions are always beneficial and available to new staff using the Teacher Oncall program. They may also be taken as a refresher course for a current user.

Can I make changes as they occur throughout the semester to the linear or Oncall/supervision schedule?

Yes, changes can be made throughout the semester as they occur easily through Set-Up and Parameters. During the Daily Process training the trainer will walk you through making changes to the areas that require it.

Can I track other absences for school staff such as office or custodial staff?

Yes, on the Staff Demographics screen you can select the "Staff Type" of the person you have entered such as "TEA" for teachers and "CUS" for custodial. This dropdown can be edited to suit your schools requirements.

How do you install the Oncall Program?

Installation is quick and easy whether you're installing from a CD or a downloaded file. When the Oncall program is installed a shortcut to the Kev Product Launcher will be available on the desktop.

1. Before you begin, quit all programs that are running and close any windows that are open
2. Insert the Teacher/Employee Oncall CD and via "My Computer" select the "CD" drive. Or if link is supplied via e-mail save the .exe file to the desktop.
3. Double click on the setup.exe file.
4. A window will appear indicating that "This will install KEV Products." select "Yes".
5. At the Welcome screen select "Next".
6. Files will be installed to the default directory C:\Program Files\ Kim puter Evolutions, select "Next".
7. Click "Install" to complete the installation of Oncall program.
8. A message will appear asking you to select the language of your choice.
9. Select "Finish" to exit the Installer Program.

How do I backup the Oncall program?

It is a good idea to backup the Teacher Absence/OnCall Program on a regular basis to ensure minimal loss of data in the event of files being lost/damaged. The frequency of backing up the program is entirely up to you, but should be based on the amount of activity. If you do not backup the program and your computer crashes, you may be required to re-enter all absences and changes that have occurred since the last backup. It is good to get into the habit of backing up regularly. Backing up is a simple procedure and is carried out quickly (approximately 3 minutes). You can access the backup feature from "Program Maintenance" OR when selecting the "Quit" option, both from the Main Menu.

Step 1: Select "Back-Up Important Files". At the message "This option will backup all your data into a Zip format file. What type of backup would you like?" We recommend you select "All". Selecting "DATA" will only create "dat" files of the Oncall data contained in the Oncall files. It will not be backing up the actual files. Selecting "All" will back-up all the Oncall files that contain data.

Step 2: The system will offer 3 different methods of back-up. It is recommended that you do an external backup (a backup off the hard drive) on a regular basis.

• Backup files to Hard Drive - selecting this option will backup the files to the hard drive (the default will normally be to the OnCall directory unless directed elsewhere) but this can be changed in the 'Save As' window.
• Back up the files to Floppy Disk(s) - (external backup) - selecting this option will backup the files to floppy disks. A warning will appear each time a floppy disk needs to be inserted (be aware that any information on a disk will be overwritten when the backup is performed).
• Backup Location - (external backup if a server, board drive or other networked computer is selected) - selecting this option will backup the files to the location you select in the 'Save As' window.
• Select the location for the backup in the 'Save As' window. Using the arrow to the right of the 'Save in' field you are able to direct the location of the backup.
• The backup file is created in a 'Zip' format and is named ONCALLBK with the backup date attached (e.g., ONCALLBK1_19_2005.zip).

Step 3: Backup Results will display indicating the total files compressed. The 'working bar' indicates that the 'Backup process was completed' and the day the OnCall backup was created is shown on the bottom of the window along with the path of where the backup file is located. Select "OK".

Step 4: Select the "Close" option in the bottom right hand area of the screen.

Step 5: Select "OK" to the "Backup Completed" message.

How do I recover damaged file or restore from backup?

Through the Utilities option on the KEV Launcher you can:


Recover Files

This option will recover damaged files for any Kimputer EVolutions (KEV Software Inc.) product. Click on the 'Recover Files' option and select the program which has the damaged files.
A warning will appear. Select 'OK'.
The program will launch Filemaker and prompt you to enter your password.
Click on 'OK' to the message 'Recover all Files?'
The system will then go through the process of recovering the damaged files.
Click 'OK' to the message 'All files have been recovered'.
The file will then close. You should now be able to launch the program normally. If you still require assistance, please contact the help desk.

Restore Files

This option will allow you to restore data from a zipped backup file.
Click on 'Restore Files'.
Select which backup file you'd like to restore.
Locate the backup file to be restored. (i.e. ONCALLBK7_7_2005) and click 'Open'. (Default path is C:\Program Files\Kimputer Evolutions\Oncall)
A 'Kev Restore' box will appear displaying the zip file content.
Click on the green 'Restore' button.
An Information box will appear and will show the path and directory that the restored file is located in. It will create a folder called 'Restored_mm_dd_yyyy".
Click 'OK' to 'Restore Procedure Completed!'
Click 'Exit'.

KEV Software Inc.             Tel: (800) 362-1756           info@kevsoftware.com