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Information for New Staff

Admin & Finance

14/04/2019 Induction for new admin staff 2019


Contents ................................................................................................................................................................................................... 1 Information for New Staff ..................................................................................................................................................... 1 Welcome to JESS Dubai! ...................................................................................................................................................... 3 Who’s Who .............................................................................................................................................................................. 3 Jumeirah: ............................................................................................................................................................................ 3 Primary: ................................................................................................................................................................................ 3 Secondary: ......................................................................................................................................................................... 3 Sixth Form: ........................................................................................................................................................................... 4 Finance Arabic Admin: ........................................................................................................................................... 4 Administration and the Health Office ........................................................................................................................... 5 The IT Department ............................................................................................................................................................. 6 Other support staff ................................................................................................................................................................. 7 The Facilities Team ............................................................................................................... Error! Bookmark not defined. IT - Who should you see for what? ...................................................................................................................................... 7 Technical Issues (Hardware / Software failure) ........................................................................................................... 7 Logging on to the school network ................................................................................................................................. 8 Network Security & Integrity ............................................................................................................................................ 9 Saving Files .......................................................................................................................................................................... 9 Planning for Trips and Events ............................................................................................................................................. 11 Communication – E-mail ............................................................................................................................................... 12 Wi-Fi Access ...................................................................................................................................................................... 12 Public Calendars .................................................................................................................................................................. 12 Site Maps ............................................................................................................................................................................... 15 Arabian Ranches ............................................................................................................................................................. 15 Jumeirah ........................................................................................................................................................................... 16 Generic Email addresses: ................................................................................................................................................... 16 The School Website ............................................................................................................................................................. 17 iSAMS (Schools Administration Management Systems) ............................................................................................... 17 Parent Communication ................................................................................................................................................. 17 iSAMs Calendar ............................................................................................................................................................... 19 Shared email templates in iSAMs ............................................................................................................................. 22 Groups in iSAMs: .......................................................................................................................................................... 22 Links to other systems: ......................................................................................................................................................... 25 School Interviews ........................................................................................................................................................ 25 Form Assembly ............................................................................................................................................................. 25 Your JESS ID card ................................................................................................................................................................. 25 Access Control ................................................................................................................................................................. 26 Printing / Photocopying / Scanning ............................................................................................................................ 26 The JESS Diner (please note this will be changing for 2019/20) ............................................................................. 26 Fire Drill ................................................................................................................................................................................... 29 Finance .................................................................................................................................................................................. 29 Outside Hire of JESS sites ..................................................................................................................................................... 30

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Welcome to JESS Dubai! Thank you for joining our team, we look forward to working with you. This guide is intended to give you an idea of some of the fundamentals of how we work and the systems we work with.

Who’s Who Jumeirah:

Primary:

Secondary:

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Sixth Form:

Arabic Admin:

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Administration and the Health Office:

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Finance and Facilities:

Facilities Team at Jumeirah:

Please report any site related issues to the Facilities team. They have a helpdesk which can be contacted at facilities@jess.sch.ae Please ensure that Facilties are ‘invited’ to any activity around the school which you may be planning and will require any set up of tables/ chairs or gates opened or closed.

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Other Support staff: Steve Bambury

Nelly Gamil

Emma Newman

Yasmine Hassan

Head of Digital Learning & Innovation Whole School

iSams and Sharepoint technical help

iSAMs specialist

Data & Systems Assistant

Ext 233

Ext 235

Ext 418

Ext 429

The IT Department The IT Services Department is responsible for the day-to-day running and maintenance of the IT network and infrastructure at JESS – Arabian Ranches (Secondary), Arabian Ranches (Primary) and JESS Jumeirah (Primary). The IT Helpdesk Office is located opposite the secondary SLT offices. The IT Services department consists of:

IT - Who should you see for what? Technical Issues (Hardware / Software failure) For any IT technical problems (hardware / software failure) you should send a request via e-mail to the IT Helpdesk (helpdesk@jess.sch.ae). Do not call the technicians on their personal mobile numbers or go to the helpdesk unless it is absolutely vital. Note: If your e-mail is not working then you may call or visit the helpdesk directly. Categorise your helpdesk request with the ‘Level of Impact’ in accordance with the table below. This helps the technicians to prioritise the most urgent requests.

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Logging on to the school network To log on to the school network you will need a user-id and a password. USERID

PASSWORD

STAFF user-ids

All staff passwords are set to a default password: pa$$word21 at first login

USERID = INITIAL OF FIRSTNAME & SURNAME Eg. ASmith Note: Where staff have the same userid, fullname is used instead of the initial

If you have trouble connecting to the internet it is worth making sure you are logged into the JESS Captive portal first: Go to the following link: http://10.10.104.10:8090/ and enter your school ID and password:

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Network Security & Integrity Passwords This is fundamentally the only way you can ensure no-one has access to your personal area. All users are prompted at their very first logon to change their password. It is important you change your password from the default password to something more secure. Passwords must be a minimum of 8 characters and should contain a mix of letters and numbers. You will be required and prompted to change your password at least once a term.

To change your password PRESS: CRTL & ALT & DELETE You will then need to enter you old password once and new password twice. It is good practice to log off after changing your password and log on using your new password. Locking your computer If you want to stay logged on, but need to leave your computer unattended, please lock your computer to prevent anyone gaining unauthorised access. To lock your computer PRESS: CTRL & ALT & DELETE Select LOCK WORKSTATION

To unlock your computer PRESS: CTRL & ALT & DELETE Enter your password

Virus protection software The school runs Symantec Anti-Virus software which automatically checks for viruses on external devices plugged into the network. Staff are asked to be vigilant when transferring information between home and school. Please ensure your home computer has anti-virus software if you are using it for work that will be transferred to school. Please see the IT Services department for further information if you are unsure how to install anti-virus software. Note: If your memory stick / external hard drive does not open as expected through My Computer try right click, explore to open. Internet filtering For those new to Dubai, the internet filtering provided by the service provider in the UAE is very high in comparison to those in other countries. As a result you may find you do not have access to some pages you might normally have access to in other countries eg. The National Lottery – which might be used for probability in Mathematics is banned as it is associated with gambling which is illegal in the UAE. If you have problems accessing any web pages, please send a request via e-mail to the IT Helpdesk (IT Services) as it maybe that the website is available in the UAE but just blocked inside school by the monitoring software.

Saving Files All areas of the school are now working predominantly from sharepoint sites to enable collaborative working and you will have been allocated access to the relevant areas for your role. SharePoint: Access to SharePoint is via a web browser and the URL http://mail.jess.sch.ae You can access SharePoint by clicking the SharePoint icon on your dashboard.

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One of the most useful sections to access on SharePoint for new staff is the JESS Staff Handbook shown below. This can be accessed via the Admin site on SharePoint.

Please note that the agreed JESS templates for word letters and powerpoint presentations are available from this page along with forms you may require for purchasing or HR issues. As an admin member there are various additional places you can save information if necessary. Local Storage: If you select MyComputer you will have access to the centralised RMAdmin drive as well as a personal local drive. The advantage of storing data on the local network drives is that if the internet is down your files are still available. The disadvantage of storing data on the local network drives is that these drives are only accessible through the network at school. Ie. You cannot access these drives at home. RMAdmin ( Drive) This contains information for ADMIN STAFF ONLY. Cloud Storage The school subscribes to Office 365 which means all staff and students have access to cloud services provided by Office 365 online. This includes 1TB of storage space via ONE DRIVE. The advantage of storing your data on ONE DRIVE is that your files are available to you anywhere, anytime providing you have an internet connection. It is also easy to share files with colleagues and students via ONE DRIVE. The disadvantage of storing data on ONE DRIVE is that if the internet is not available you will be unable to access your files and, if you leave then your one drive files will no longer exist. For this reason, most files should be saved on sharepoint for legacy purposes. Please note – more detailed & continued training will be provided on Office 365 throughout the school year. One Drive: To access your ONE DRIVE: • •

Open a web browser such as Google Chrome, Microsoft Edge or Safari. Note: The preferred browser for using ONE DRIVE is Microsoft Edge. Type the URL: http://mail.jess.sch.ae 10


• •

Login using your school username and password You should then see the cloud services provided by Office 365 on your dashboard, as shown below

Select the ONE DRIVE icon to access your online 1TB storage

Note: It is advisable to setup a folder structure to keep your information organised on ONE DRIVE just as you would on your local storage drive, a flash drive or your home computer.

Planning for Trips and Events In addition to the Staff Handbook you should familiarise yourself with the Internal Events planning page (accessed via the staff handbook). These pages contain helpful information for booking/planning events.

and the External Conferences, Trips and Events page.

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Communication – E-mail E-mail is one of the main communication mediums used between staff. Staff are expected to check their email on a daily basis for notices. E-mail access is online through the program Outlook and attachment size limit is 25mb. It is important to clear / file e-mails on a regular basis. All Secondary students are also provided with a school e-mail address through http://mail.jess.sch.ae All e-mail addresses are made up in the following way: userid@jess.sch.ae E-mail access Your school e-mail can be accessed via the Internet in the following way:

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Open a web browser such as Google Chrome, Microsoft Edge or Safari. Note: The preferred browser is Microsoft Edge. Type the URL: http://mail.jess.sch.ae Login using your school username and password You should then see the cloud services provided by Office 365 on your dashboard, as shown below

Select the MAIL icon to access your school e-mail.

Wi-Fi Access There are two Wi-Fi networks within JESS used for connecting mobile devices to the network. 1. JESS 2. JESS-PUBLIC The JESS Wi-Fi network is used to connect school owned devices only to the network and requires a password via IT Services Department. The JESS-PUBLIC Wi-Fi network can be used to connect non-school owned, ie. Personal devices such as smartphones, tablets and laptops, to the JESS network. To access the JESS-PUBLIC Wi-Fi: • • •

Connect your device to the JESS-PUBLIC Wi-Fi network via your device network settings You will then be prompted to enter your JESS username and password via a web browser Once you have entered your school username and password, you should have access to the JESSPUBLIC Wi-Fi and the Internet

Public Calendars Access to calendars (eg. school events and dates) is through the school database management system: iSAMS. All dates for events are managed by the Senior Management Team of your school. Some rooms such as the Auditorium are managed through the calendar feature on OUTLOOK. These calendars can be accessed by clicking the FOLDERS icon in OUTLOOK. By clicking PUBLIC FOLDERS you should then be able to see any public calendars you have authorisation to view. To view the calendars you need to be in the mail ‘side’ of outlook. At the bottom of your left hand menu bar you should see Public Folders. If you do not please click on the ‘3 little dots’ as circled below. 12


You should then select Folders and you will see:

Include as much information as possible in bookings. See examples below. Option booking 1: Event coordinator: Caroline Qayyum Event Start time: 11am Event Details. Date of Event If there is a clash with another existing booking, the event organiser must liaise directly to reach a compromise. For outside users email accounts@jess.sch.ae

Event actual start time

11am

Facility Required

Primary Studio

Event end time

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11.45am

27th June 2018


If offsite, please specify Organiser

Mrs S Peters

Mob, if outside JESS

Email

Who is involved? Students Please circle

YES/NO

If Yes, who & how many?

Yes 66 F1

Parents Please circle

YES/NO

If Yes, who & how many?

Yes - approx 150

JPG Please circle

YES/NO

If Yes, how?

Others Please specify

no

teachers

Facilities Support,email facilities@jess.sch.ae Arrangements for seating & resources If possible draw or attach a plan staging 3 Benches required for children on stage 6 Large blue mats on stage Clavinova on box at the back. Seating for parents, seating for 150 people please

Refreshments please specify Tea, coffee and water please set up on table at back end of venue.

Gates please advise of any gates that require to be opened outside regular times : Please arrange for primary gates to be open at 10.45am to 11.05am Banners YES/NO IT Support, email helpdesk@jess.sch.ae IT Requirements-

Outside Signs

YES/NO

Internal Signs

YES/NO

Laptop 2 microphones Projector extension lead Sound system for back up music Please ensure a technician is available prior to start and throughout event.

Option booking 2: Include layout

attachment where possible. 14


If you do not have permissions for booking a room please check with the relevant school PA who should be able to make a booking for you.

Site Maps Arabian Ranches

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Jumeirah

Generic Email addresses: The roles assigned to monitor published generic email addresses re shown below. CENTRAL ADMINISTRATION: PA to the Director – director@jess.sch.ae Registrar – Admissions@jess.sch.ae Accounts department – Fees, debentures, payments – accounts@jess.sch.ae Arabic administration- govliaison@jess.sch.ae Recruitment – recruitment@jess.sch.ae Music administrator – perimusic@jess.sch.ae Marketing / PR Executive – marketing@jess.sch.ae Parent portal/ parent app queries (Receptions) parentportal@jess.sch.ae Site Administrator – outsidehire@jess.sch.ae

JESS: JUMEIRAH PA to the Headteacher: jessjumhead@jess.sch.ae JESS Jumeirah admin: jjprimary@jess.sch.ae (also used for club queries) Nurses: jjhealthoffice@jess.sch.ae After school care: emc@jess.sch.ae

JESS PRIMARY PA to the Headteacher: jessprimaryhead@jess.sch.ae JESS Primary admin: primaryadmin@jess.sch.ae (also used for club queries) Nurses: healthoffice@jess.sch.ae After school care: aremc@jess.sch.ae

JESS SECONDARY & SIXTH FORM PA to the Headteacher: jessheadsec@jess.sch.ae JESS Secondary admin: academicsec@jess.sch.ae (also used for club and bus queries) JESS Sixth Form admin: sixthform@jess.sch.ae Nurses: healthoffice@jess.sch.ae Vocational & University Counsellor: unicounsellor@jess.sch.ae Head of Year 7: headofyear7@jess.sch.ae Head of Year 8: headofyear8@jess.sch.ae Head of Year 9: headofyear9@jess.sch.ae Head of Year 10: headofyear10@jess.sch.ae Head of Year 11: headofyear11@jess.sch.ae Head of Year 12: headofyear12@jess.sch.ae Head of Year 13: headofyear13@jess.sch.ae Head of Key Stage 3 (Years 7,8,9): deputyheadks3@jess.sch.ae 16


Head of Key Stage 4 (Years 10,11): deputyheadks4@jess.sch.ae Head of Sixth Form (Years 12,13): headofsixthform@jess.sch.ae

In Secondary and Sixth Form an email pertaining to the school life of a child should be directed to the Head of Year first. Heads of Year have an overview of everything that happens in their year group, both academic and pastoral. The Head of Year will either deal with the email directly or pass it on to the relevant person. If the concern is more serious in nature parents may contact the Deputy Head with responsibility for that section, e.g. Y8 = Head of Key Stage 3 Website links: How to apply: https://www.jess.sch.ae/admissions/can-i-applySchool Tours

https://www.jess.sch.ae/admissions/school-tours-contacts

Job vacancies: https://www.jess.sch.ae/working-at-jess/job-vacancies If you require an additional generic email address you would need to complete the form found here: New Generic Email request

The School Website The school website contains general information on all three JESS Schools and can be accessed via www.jess.sch.ae. The external school website is maintained and managed on a daily basis by the Marketing Department.

iSAMS (Schools Administration Management Systems) iSAMS is the school’s administration management system. Training will be provided for new staff on iSAMS during INSET week. iSAMS can be used to access: • Staff & Student Timetables • Classlists & Setlists • Staff & Student Data (phone numbers, etc)

Parent Communication We use a Parent Portal (and a corresponding app) as our main means of communicating with JESS parents. How do I access the information? All new parents are sent log-in details and useful links in their email confirming the place. What is the difference between the portal and the app? You can find all information (calendar events, messages, online sign-ups etc.) either on the portal or the app. It is the same information on both the portal and the app. The two different systems simply give you a different way to access the information. The isams Parent Portal The parent portal is the browser-based version, generally accessed via a PC / laptop (it’s a URL basically) and it can be accessed: via this icon on the JESS website www.jess.sch.ae

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The isams Parent App This is available to download from your usual app store. Find it on your usual app store by searching on ‘iparent’, then download it - it looks like this:

Once you have downloaded the app you will need the school code which is JDXB Then enter the same username and password that you use to access the Parent Portal. If you can’t remember your username, please email parentportal@jess.sch.ae). If you can’t remember your password, use the ‘I have forgotten my password’ link from the log-in page. N.B. You use the same username and password for both the portal and the app. Remember that your username will be an email address.

Key points to be aware of Please be aware that, on the isams portal and app, some information cannot be personalised, so for calendar events and online sign-ups you will see things relating to all year groups The ‘Daily Bulletin’ (which is used for almost all messages) is year-group specific Documents will sometimes be attached to a bulletin but more long-term ‘reference’ documents such as uniform lists and club timetables can be found in the ‘Documents & Files’ area. Documents are also year-group specific. Online sign ups cannot drill down to year group but they will all appear in the same place and the school division (i.e. Primary, Secondary, Sixth Form) and the year group (or groups) will be clearly marked in the title FAQS What if I have one child at Jumeirah and one at Arabian Ranches? We now have just one portal for both Arabian Ranches and Jumeirah parents, so it is the same login for both. Jumeirah parents can only access school reports via the current portal, however. IMPORTANT: All other daily communication regarding events, messages etc. is still being distributed via the D6 Communicator at Jumeirah. All events, online sign-ups, bulletins and documents on the portal and app relate to the Arabian Ranches school only. What if I have a child at another school which also has the isams app? You can either deal with this by accessing the different school apps on two different devices, or within the app, go to ‘Settings / Manage Schools’ to switch between schools. Is everything I need to know on the portal / app? For Ranches parents, all practical information that pertains to the whole school, tutor groups (or any other groups), the school division (i.e. Primary, Secondary) or the whole (or a few) year group(s) will be on the portal / app, i.e. parent meetings, report dates, trips, events etc. School reports can also be accessed via the portal/app. Any other personal or confidential information relating to your child or any very important or urgent messages will be sent out via email. What do I do if I have problems or if I have forgotten my login details? Call the school or email: Parentportal@jess.sch.ae

N.B. This information and more (relating to communication at JESS) can be found in the 18


'Documents & Files' area of the portal under 'General Information / Parent Communication'.

iSAMs Calendar iSAMS calendar entries should include the appropriate school prefix and Year Group as required. Year Groups should be written in full, not abbreviated (ie. Year 3 not Y3). • Primary – Year 3 Trip to Kidzania • Secondary – Year 7 New Student Induction Day • Primary & Secondary – JPG Second Hand Uniform Sale • Whole School – Last Day of Term 1 Calendar entries can be made public or for staff viewing only. All public calendar entries must also be added to corresponding internal school calendar. Available calendar selections are as follows: • All Calendars – internal and public calendars • Jumeirah (Internal) – for staff viewing only • Primary (Internal) – for staff viewing only • School Calendar – public to parents, automatically published to Parent Portal • Secondary (Internal) – for staff viewing only • Website – public viewing, automatically published to JESS website Sporting fixtures should not be published to iSAMS public calendars. Fixtures may be added to internal calendars only. Calendar events can be added manually or by importing from an Excel spreadsheet. To add a calendar event manually: 1.) Select School Management. 2.) Select Calendar Manager. 3.) Select ‘Add Events’ or ‘Add Recurring Events’. Complete calendar event information. Ensure correct school prefix is used and corresponding calendar(s)

are selected. Select ‘authorise event’ to publish immediately to calendars you authorise.

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Select ‘Finish’ to finalise entry.

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To update or delete a calendar entry, select ‘edit’ or ‘delete’.

To import calendar events from an Excel spreadsheet, select ‘Import’. Choose file, name import and authorise.

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Important – Excel spreadsheets must be saved as ‘Excel 97-2003 Workbook’ format’ to import to iSAMS calendar and using the following formatting. Import events using internal school calendar in the first

instance. Once uploaded, edit entries individually to publish to additional calendars.

Shared email templates in iSAMs Shared email templates are a very efficient way of communicating with parents and groups of students. To ensure we manage the list of shared templates efficiently please use the following categories when creating a new shared template: a. PRI – at the start of any primary only templates b. JUM – at the start of any Jumeirah templates c. SEC – at the start of secondary only templates and d. SIX – at the start of 6th templates e. DEB – at the start of any debenture related templates f. HEALTH - at the start of any Health Office templates g. GOV – for any Ministry /PSC / KHDA related templates h. ADM – for anything admissions related i. OTH – for anything else. If a template is only used by one person please save this to your own Email templates rather than the shared and delete templates that are no longer required.

Groups in iSAMs: CREATING A ‘TRIP’ GROUP • PUPIL MANAGER • CUSTOM GROUP MANAGER • CREATE NEW GROUP

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Name = Name of the trip and Year Category = trips Make it shared and with an expiry date of the end of the academic year

Shared groups then appear in the Shared / Active section

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•

Select the group and

Add pupils

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When you need to contact the group you go into pupil manager and select Custom Groups. You can then select your trip group and send them all an email using the email wizard.

Links to other systems: School Interviews Is used for booking parents evenings, school clubs and school tours. Each PA/ Administrator manages their own account with the receptionists managing the school tours. The login page is: https://www.schoolinterviews.co.uk/login?z=bdiy6E You will then need a separate username and password for each instance.

Form Assembly Is used for anything where we require parents to complete an on-line form or sign up. Absence reporting (ordinary): http://www.tfaforms.com/249211 Absence reporting (Exceptional): http://www.tfaforms.com/440051

Your JESS ID card HR will issue you with a JESS ID card on your first day. You should wear this, on the JESS Dubai lanyard at all times whilst you are on-site. This card is used for: 1. Identification purposes and access 2. Printing/ Scanning and copying 3. Cashless purchases in the JESS Canteen 4. To get money off at some of the local restaurants eg: Costa Coffee, Maison Mathis (Details are in the staff handbook page on sharepoint.)

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Access Control At Arabian Ranches Staff have access throughout the site by tapping their JESS ID card on the access control points. These are located: • Main reception • Car Park entry doors (and the car park barrier) • Student entry point at Gate 2 • Field entry point at Gate 5 • Turnstile by the shopping centre(Gate 7) • Rear door to admin block • Oasis Door in admin block • Third Floor of admin block • English office There are a few rooms controlled by separate access arrangements and IT will be able to give you access to these areas if required eg: Lecture theatre, ICT rooms.

Printing / Photocopying / Scanning Printing is managed by the Administration department and all staff are issued with a staff card which is used for accessing the printers / photocopiers / scanners. HR should provide you with this card. Secure printing is available which means the printout will not be released until you release the job using your card at one of the printers around the school. The main printers are located in the reprographics room and in the ICT corridor. The printers can also be used to scan in documents. Instructions on how to scan are located at the printers. Note: Please send large printouts to the reprographics room, as these machines are the heavy-duty printers.

The JESS Diner (please note this will be changing for 2019/20) We have been accepting cashless purchases in the JESS Diner for some time and from November 2018 we plan to offer only card payment. The system to add money to your JESS ID card, check your balance and track spending can be accessed online, and via the app called Way2Pay:

An account had been created for you. An automated email will be sent to your school email address from the sender: way2pay@countersolutions.com with the title: Your new account To begin this login and payment process, please find the automated email from way2pay. It looks like this:

You will see your username (jess email) and temporary password. First, right click and copy the password … …then click here

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Login using your jess email and pasting your temporary password, then create a new password; your new password must be 8-20 characters in length, please use at least one capital letter, and at least 1 number or special character.

Once you have an account with a new password you will be taken to the way2pay landing page, which is the place you will normally go to when you want to top up the card. Please click on Secure Top Up:

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For one time only you are required to register. This is done by clicking on the Register option, shown here:

You need to check your details and add a few more.

Once registered, you can go to the payment area. First, select one of the pre-determined amounts that have been created in the Card Top Up section

Then follow the instructions to use your credit card (visa or mastercard). Once a top up is made, a receipt will be emailed to the registered address. It is important to note that:

• •

Payments are facilitated via the Network International Payment gateway No credit card information is stored on the website

You can now return to the website https://way2pay.countersolutions.com/app/ to check the balance, monitor spending and make further top ups, or download the way2pay app

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Fire Drill Certain members of the admin staff have pre-defined roles in the event of a fire or evacuation. These are shown below. All other staff should gather in the centre of the field and report their presence to their line manager. Receptionist

- Take the clipboards from reception and distribute as follows: • Late students (clearly marked to show which records have not yet been updated in iSams) – to the HOY line • Students leaving for medical reasons – to the HOY line • Visitors to Marketing Executive • Staff holding temporary badges to Rachel B (or Emma in my absence)

Telephonists take the orange evacuation bag and distribute the tabards: ORANGE Jackets Distribution 1st Person

In their absence – 2nd Person One of the Primary Deputy Heads

1. Senior representative from primary

HeadTeacher

2. Senior representative from Secondary 3. Arabic Liaison Person

One of the secondary Deputy Heads Arabic Administration Manager Cover organiser

Arabic Administrator

Finance Manager

Finance Assistant – Fees

Marketing Manager/ Event Manager Secondary Head Taecher

Primary Head Teacher

4. Person responsible for secondary teaching & cover staff 5. Person responsible for admin/finance/support/peri staff 6. Person responsible for visitors/contractors YELLOW Jacket to Person in Charge Primary PA / Administrator -

Take the primary emergency file and ensure everyone is accounted for

Academic Secretary / Primary PA

Distribute class lists for checking by teachers

Music Coordinator

Check peri timetables for who should be on site, complete roll check and report absence to Finance Manager

Administration Manager iSAMs Data Analysts

Proceed to the middle of the field and run Entro watch reports for • • • •

Staff OFF site PAs to check for missing staff who may be off site JJ Staff ON site Marketing Exec to check for additional people Parents ON site Peris ON site – if required

Run Entro watch report for Sixth Form OFF site Ian to check if missing any sixth form students who may be off site.

Sixth Form Administrator

Finance Most of the forms you might need (or might need to direct teaching staff to) are available on the staff handbook page of sharepoint. The dates for submission of petty cash claims, supply payments etc are issued by finance at the start of each academic year and are published on the finance page of sharepoint. Please make sure that you are aware of these deadlines at the start of the year.

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Timeframes you should be aware of for finance. Salary is due on the last day of each month but usually paid a bit earlier. Payments are made by direct bank transfer. Petty cash is usually paid towards the middle of the month for claims correctly authorised and submitted to finance ahead of the published deadlines. Supply salaries are paid at the end of the month by separate bank transfer. Payments are completed once a week, usually on a Tuesday. To be included in the payment run invoices must be signed off by the appropriate Head Teacher and submitted to Finance by the end of the preceding Sunday.

Outside Hire of JESS sites Both JESS sites are hired out to companies and groups after school. This process is managed by the Site Administrator.

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Profile for JESS Dubai

JESS Admin induction  

Induction document for new admin staff starting at JESS

JESS Admin induction  

Induction document for new admin staff starting at JESS

Profile for jessdubai