Support Support PRONOTE

  • Distributing information/Conduct a survey

Table of Contents

1. Send information

With PRONOTE, you can distribute information to all those involved in the institution - including students, guardians and teaching assistants. Sending information does not imply a response from the recipient, but you can request an acknowledgement of receipt.

Authorize users to send information

Authorize the staff connected in Administrative Mode

  1. Go to the menu File > User administration.
  2. In the pop-up window, click the display User groups.
  3. In the menu on the left, select the concerned user group, and then select the category Communication.
  4. Tick Send information/Conduct surveys/Create votes.

Authorize the teachers/staff (connected in Student Administration mode)

  1. Go to the display Resources > Teachers/Staff > Authorization profiles.
  2. From the list on the left, select the concerned profile.
  3. In the category Communication, tick Send information/Conduct surveys.

Authorize the guardian representatives

  1. Go to the menu Parameters > Communication > Mail/SMS/Messaging service.
  2. In the frame Messaging service, tick Activate the messaging service between the guardians. If you want to restrict e-mail access to authorized representatives only, tick only between the guardian representatives. The guardian representatives will be able to share information with the parents of the students in their child's class.

Publish information

  1. Go to the display Communication > Info/surveys >  Information and surveys.
  2. Select the menu on the left, click on Distributed, then click on the button New information.

  1. Designate the classes concerned by the information by clicking on the button  then specify the user categories by ticking the corresponding boxes.



    Note
    By ticking the boxes Teachers and Staff, you can send information to teachers and staff added to the pedagogical team in the display Resources > Classes >  Pedagogical team -if applicable, remember to add PEC, Teaching and Educational assistants to this list.

  2. If the information is to be communicated to guardians, you must also choose between two mailing methods:
    • A dispatch per student (acknowledgements of receipt are listed by student: you can be sure that at least one guardian has read the information);
    • A dispatch per guardian (acknowledgements of receipt are listed by guardian: suitable if you want to make sure that all legal guardians are aware of the information - you can identify students later, via extraction).



      Note
      You can also add Recipients on an individual basis, or via a mailing list by clicking on the button .
      You can further refine the selection of individual recipients by adding the groupings Half-board regime and Permission slip in the drop-down menu Group by.



  3. Enter the title and body text of your information. You can format it using the toolbar.

    Note
    By clicking on the button Recover a template, you can import an information template written beforehand: useful when you need to send the same type of message multiple times (information regarding permission slips, internships, Student Administration, etc.).
  4. Select a category.
  5. You can also:
    • attach a document by clicking on the button ;
    • add a signature (button Insert my signature).



  6. The option With an acknowledgment of receipt is ticked by default: recipients will be invited to acknowledge receipt of the information. You will be able to view the acknowledgments of receipt.
  7. The box Publish is also ticked by default. Define the period during which the information should remain visible by clicking on the two calendars. If you un-tick the box Publish, you can save the information as a draft, see step 11.
  8. In addition to the dates, you can specify the time the information will be published.



  9. You can also publish on the institution's page by ticking the appropriate box: information will be accessible to everyone on the Web, PRONOTE users and non-users alike.
  10. Depending on your choice in step 9, click on the button Publish or Create the draft.

Note
You can send information from a list of resources: select the concerned resources in the list, then click on the buttonin the toolbar.

Consult the acknowledgements of receipt

To obtain the list of acknowledgments of receipt, you must have ticked the option With an acknowledgment of receipt in the creation window for the corresponding information.

  1. Go to the display Communication > Info/surveys > Information and surveys.
  2. In the left-hand menu, click on Distributed then select the information from the list: the content of the information will appear on the right side of the screen.
  3. Click on Returns: PRONOTE displays the percentage of acknowledgments received by recipient type (teachers, staff, etc.).



  4. Click on a rubric to expand it and see who has or has not yet acknowledged receipt of the information.



2. Conduct a survey

With PRONOTE, you can conduct surveys among everyone at the institution, including students, guardians, and teaching assistants. Survey results are available in real time and can be submitted anonymously or with names included.

Authorize the users to conduct surveys

Authorize the staff connected in Student Administration Mode

  1. Go to the menu File > User administration.
  2. In the pop-up window, click on the display User groups
  3. In the left-hand menu, select the concerned user group, then select the category Communication.
  4. Tick Send information/Conduct surveys/Create votes.

Authorize teachers/staff (connected in Student Administration Mode)

  1. Go to the display Resources > Teachers/Staff > Authorization profiles.
  2. In the list on the left, select the concerned profile.
  3. In the category Communication, tick Send information/Conduct surveys.

Authorize the guardian representatives

  1. Go to the menu Parameters > Communication > Mail/SMS/Messaging service.
  2. In the frame Messaging service, tick Activate the messaging service between the guardians. If you want to restrict e-mail access to authorized representatives only, tick only between the guardian representatives. The guardian representatives will be able to share information with the parents of the students in their child's class.

Draft the survey

  1. Go to the display Communication > Info/surveys > Information and surveys.
  2. In the menu on the left, click on Distributed, then click on the button New survey



  3. Designate the classes included in the survey by clicking on the button , then specify the user categories by ticking the corresponding boxes.



    Note
    By ticking the boxes Teachers and Staff, you send the survey to the teachers and staff members added to the pedagogical team in the display Resources > Classes > Pedagogical team - if applicable, be sure to include PEC, educational and teaching assistants in this list.
  4. If the survey is to be communicated to guardians, you must also choose between two mailing methods:
    • A dispatch per student (acknowledgements of receipt are listed by student: you can be sure that at least one guardian responded to the survey);
    • A dispatch per guardian (acknowledgements of receipt are listed by guardian: suitable if you want to make sure that all legal guardians are aware of the information - you can identify students later, via extraction).



      You can also add Recipients on an individual basis, or via a mailing list by clicking on the button .
      You can further refine the selection of individual recipients by adding the groupings Half-board regime and Permission slip in the drop-down menu Group by.



  5. By clicking on the button Recover a template, you can import an information template prepared in advance: practical when you need to send the same type of survey several times (survey relating to permission slips, Student Administration, etc.).
  6. Indicate whether the survey should be nominative (respondents' identities appear next to their answers) or anonymous.

    Note
    You can certainly conduct a survey that collects respondents' names and then anonymize the results later, when you're ready to share them.
  7. Specify the title of the survey.
  8. Indicate a category.



  9. You can also:
    • attach a document by clicking the button ;
    • add a signature (button Insert my signature).
  10. Select the type of the first question and, if necessary, enter the possible answers: You can format this using the toolbar:
    • Response to be entered: the recipient must enter a free-form response.



    • Unique choice: the recipient can select only one answer from the options provided. By default, the answers Yes and No are provided, but you can edit them by double-clicking on them, and/or add other answers by clicking on Creation of a new choice.



    • Multiple choice: the recipient can select several answers from the suggested responses. You can limit the number of possible answers by ticking the box Define a maximum number of choices then by entering that number in the box on the right. You can also add a free-form response by ticking the box Propose the writing of a comment under the title then choosing a designation for this free-form field.



  11. Add as many questions as you like. You can also insert text, for example to include an introductory message (use the arrows on the side to reorder the text and questions).



  12. If you want to give others access to consult the survey, click on the button to identify the concerned teachers and/or staff members — these individuals will not be included among the respondents.
  13. To publish the survey, tick the corresponding box, then define the period during which the survey should remain visible by clicking on the two calendars. If you leave the box Publish un-ticked, you can save the survey as a draft.
    In addition to the dates, you can specify the time surveys will be published.



  14. Depending on the choice you made in the previous step, click on Publish or Create the draft.
Note
You can also conduct a survey from a list of resources: select the concerned resources from the list, then click on the button in the tool bar.

Consult the results of a survey

  1. Go to the display Communication > Info/surveys > Information and surveys.
  2. In the left-hand menu, click on Distributed, then select the survey in the list: the survey content appears on the right side of the screen.
  3. Click the tab Returns and select a question. PRONOTE aggregates the results by recipient type: clicking on a line displays the details, unless the survey is anonymous.
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