Training - Adults / Students

Below are some tips and resources available to help with your Pass training plan. These recommendations are geared toward clients doing a “Self Serve” implementation. “Streamlined” implementation clients have access to group training webinars and should have received documentation and registration links for this training.

There are many training resources available directly in the Pass system, which are customized for each user role. The training resources available in Pass are the most recent, updated versions. Anything marked with an asterisk below is available directly in Pass from the “Training” menu.

Teacher/Staff Training
1. Resources
  1. Pass Teacher/Staff Guide*
  2. Teacher/Staff Training Videos*
  3. Guides or Videos created internally by school
2. Planning Tips
  1. Identify the best time, place, and method for introducing Pass to teachers and staff.
  2. Consider asking teachers/staff to watch the Overview of Pass (for Teachers/Staff/Admin) video prior to the training session.
  3. Another option to consider having your teachers and staff watch the videos on the Teacher/Staff Pass Online Training document and then hold a Q & A session at a staff meeting.
  4. Show teachers/staff where the training guide and videos are located in Pass so they can use these tools later if needed. (These can be found in the “Training” menu within Pass.)
  5. Share any internal policies and procedures with teachers/staff that they will need to know.
  6. Inform teachers/staff of their responsibilities for introducing Pass to the students and explain the details of that plan.
  7. Make sure everyone understands the timeline and rollout schedule, including your PM.
3. Tips for Conducting In-person Teacher/Staff Training
  1. If someone is planning to demonstrate the system “live” to this group, make sure the necessary sample users exist in the system and confirm the login credentials.
    1. It is usually nice to have at least 1 teacher, 1 staff and 2 students as sample users to utilize during a training session.
    2. Point out the red bubble on the student device and blue bubble on the teacher’s dashboard that shows how many passes the student has already done today. Very helpful feature!
  2. Prepare and practice ahead of time what types of passes should be shown as examples during this training session:
    `1. Roundtrip - This type of pass does not have another adult approving or entering a PIN at the destination. Instead, the student goes to the destination and returns to the same teacher/location. The system expects the same person to approve the pass upon leaving and returning. Examples usually include: Bathroom, Locker, Water Fountain. a) First pass - Show the teacher entering PIN on student device to approve the pass. b) Second pass - Show the teacher approving the pass from the dashboard.
    2. Layover - This pass is similar to a layover at an airport. The layover may be a quick connection, or they may need to wait a few minutes before returning, or they may not return at all. An example might be the Media Center or the Main Office. A student goes to a destination, like the Media Center, and may check in and out quickly if the Librarian has their reserved book ready, or the student may be checked in at that location and then need to wait for the Librarian to process the book before leaving and returning to the place of origin.
    3. Show options for destination approvals & demonstrate as desired: Arrived, In/Out, End/Keep. a) Show entering comments on the pass.
    4. One Way - This pass is not as common as the two listed above, so you may or may not want to demonstrate this or cover it with your group. It is where the student is leaving point A or Teacher A and going to point B and they will not return. Some examples may be: a pass when a student is leaving for early dismissal (when a school has that as a specific location) or to a testing room where the student could be there for a few hours. The approvals or PINs on the pass are from different people. a) Check with a Pass Admin to see if your school has any One Way destinations or pass types set up. If so, you may want to include this as a sample during training.
  iii. Prepare for showing other Pass features and functionality that your school will use. These may include: Reviewing the menu options on the teacher dashboard, Auto Pass, Appointment Pass, Kiosk Mode, and various limits or settings that may be set or you plan to use, etc.
  iv. If doing a “live” system training or demonstration with multiple users, log into a different browser for each user (not just a different browser tab, but a completely different browser or incognito window).
  v. Provide some time for teachers and staff to ‘practice’ or play around in the Pass system.**
Student Training
1. Resources
  1. Pass Student Guide
  2. Training Videos
  3. Guides or Videos created internally by school - These may be helpful since internal policies and procedures can be incorporated.
2. Planning Tips
  1. Identify the best method for introducing Pass to the students.
  2. Prepare Teachers to introduce Pass to the students during a homeroom or study hall.
    - Teachers could show the Overview of Pass for Students video to the class (or have them watch this on their own). There is also a Student Pass Online Training document with recommended videos to use for training students. Teachers should be prepared to help students log into Pass based on the school’s login method.
    - Teachers could present and demonstrate Pass for the students, if desired.
      - In this case, the teacher will need to walk them through logging into Pass and creating a pass. The teacher can approve some passes from the Pass dashboard and some from the student devices.
      - If using Appointment Pass, review this feature with the students and remind them to look for upcoming Appointment Passes by clicking on the “Appointment Pass” menu option and reviewing the information.
    - Teachers should show students where the training videos and QRC are located in Pass so they can use these tools later if needed.
    - Teachers can review some of the school and classroom guidelines for using Pass during this time.
    - Allow for practice time between teacher and students during this session.
3. Tips for Conducting In-person Student Training
  i. If necessary, provide sample users and Pass login credentials to anyone demonstrating multiple users and various functions, etc.
  ii. If doing a “live” system training or demonstration with multiple users, log into a different browser for each user (not just a different browser tab, but a completely different browser or incognito window).