Step 1: Download the CSV from the e-System (Watch video here)

1. Log into the CHEQ e-System.
2. Once logged in, click the “Questionnaire” tab in the left-hand sidebar.
3. Select your School District from the list.
4. In the top right-hand corner, click the ‘Generate Child Login Excel Workbook’.
5. Please save this worksheet to an easy-to-find location.

Note: Only download this document when you are ready to send out the mail merge. This file updates continuously and will remove completed questionnaires.

Step 2: Open up the previously downloaded 'Generate Child Login Excel Workbook' excel file.

Step 3: Add PENs and Parent/Caregiver Email Addresses to the 'Parent Emails' sheet.

1. Add the parent/caregiver email addresses and their corresponding child's PEN to the sheet 'Parent Emails' in their designated column (PEN = Column A, Parent Emails = Column B).
2. Once added, open up the 'CHEQ Login Links' sheet. You will notice that the parent's/caregiver's email addresses have been populated into Column D, 'Email (Populated from formula and 'Parent Emails' sheet')'. The sheet is equipped with a formula that will pull over the current parent/caregiver email based on the PEN.
3. Please save your worksheet to an easy-to-find location and start the mail merge process in Microsoft Word.

Step 4: Perform the Mail Merge with Microsoft Word (Watch video here)

Please note that the “Step-by-Step Mail Merge Wizard” will take you through all of these steps. The detailed steps below can be viewed as supplementary.

1. Open up the Microsoft Word document that you want to send.
2. Click on the header "Mailings".
3. Click the tab "Start Mail Merge" and select "Step-by-Step Mail Merge Wizard...", The Mail Merge Guide will open up on the right side of your screen.
4. Select "E-mail messages" as the document type and click "Next: Starting document" at the bottom of the guide.
5. Select "Use the current document" for the starting document.
6. Select "Use an existing list" and then "Browse...".
7. Locate your Excel file with the parent/caregiver email address and unique links in the pop-up window and click "Open".
8. If you have multiple sheets in the Excel sheet, make sure you select the one with the parent/caregiver email address and unique links and click "Okay".
9. The next pop-up will allow you to verify the information that is being brought over from your Excel document. Please ensure you see the parent/caregiver email addresses and unique links. Then click "OK".
10. Click "Next: Write your letter".
11. Navigate to where you want to add the links and click on that spot as if you were going to type something in.
12. Select "More items..." and select "Login Link" from the list. If you named this something else, please select the heading associated with the unique links. Hit insert and you will see <<Login_Link>> within your document.
13. Click "Next: Preview your letters".
14. You will now see the links being added for each recipient. You can "scroll" through each recipient using the forward and backward buttons around "Recipient 1".
15. Select "Next: Complete the merge".
16. Select "Electronic Mail..."
17. In the "To:" section, select "Email". In the "Subject line:", enter the Subject line you want to use. In the "Mail format:", select "HTML". And, click "OK".
18.  Microsoft Word will now send individual messages to Microsoft Outlook for delivery. Depending on the size of your Kindergarten population, this may take a few minutes to fully process. Please note that you can see the unique links updating as they are being sent to Microsoft Outlook.
19. Lastly, in Microsoft Outlook, click Send/Receive. The messages will be in the draft folder until you do so.

Setting up login credentials

You will receive an email from cheq@help.ubc.ca with a link that you can follow to create a new password and login to the CHEQ e-System https://cheq.ubc.ca/.

Note: If you have not received an email to create your own password you can click “Forgotten your password?” on the CHEQ/District Leader or Administrator login and type in your institutional/work email to be sent new login information, or we can reset it for you now.

Logging into the e-System

1. Go to https://cheq.ubc.ca
2. Click "CHEQ Leader/Administrator Login".
3. Enter your institutional/work email address and password that you created after receiving the password reset email.
4. Click "Log in".
5. A popup box will appear alerting you to the start and end dates for the CHEQ. Click "OK" to move past the popup.
6. View the CHEQ How-To Video for an overview of administering the CHEQ.

Review Class List

1. Click “Review Class List” on the left side menu.
2. Click on your school.
3. If students have not yet been assigned to classrooms, there will be a red box near the top of the page alerting you to this. These students will also appear under “Unassigned Students” and you will be able to see the first and last name, PEN, gender, and date of birth for each unassigned student. Please note, you can hold off on creating classrooms and assigning students until your school has established its Kindergarten classrooms for the school year. Students can be assigned to classrooms any time before the end of September.
4. If students have already been assigned to classrooms, they will appear under their respective classrooms. Under the list of Unassigned Students is the Classrooms list. Click the classroom you wish to review the class list for. You will now be able to see the first and last name, PEN, gender, and date of birth of each assigned student.

Add Students

1. Click “Review Class List” in the left side menu.
2. Click on your school.
3. Click “Add Students” at the top of the page.
4. Enter the information for the student (PEN, first and last name, date of birth, gender, postal code (no space), Aboriginal status (optional), Special needs designation (optional), English Language Learner (optional), and English as a Second Dialect (optional).
5. Click “Save changes”.

Edit Students

If you notice any incorrect student information, you will need to edit it in the e-System manually.

1. Click “Review Class List” in the left side menu.
2. Click on your school.
3. If the student is assigned to a classroom, you will need to click on their classroom.
4. To edit information for an individual student, click on their name.
5. Click the orange “Edit” button in the top right.
6. Edit any information that needs to be changed.
7. Click “Save changes”.

Withdraw Students

A student can be withdrawn at any time. Parents/caregivers can withdraw at any point during the questionnaire. You can also withdraw students.

1. Click “Review Class List” in the left side menu.
2. Click on your school.
3. If the student is assigned to a classroom, you will need to click on their classroom.
4. To withdraw an individual student, click on their name.
5. Click the red “Withdraw” button in the top right.
6. Select a reason in the drop-down menu and provide a brief explanation.
7. Click “Withdraw Student”.

Create Classrooms

If classrooms have not yet been created or you need to add additional classrooms, you can create them by following the steps below. Please note, you can hold off on creating classrooms and assigning students until your school has established its Kindergarten classrooms for the school year. Students can be assigned to classrooms any time before the end of September.

1. Click “Review Class List” on the left side menu.
2. Click on your school.
3. Click “Create Classrooms” at the top of the page.
4. Enter the name for the classroom, for example, “Div 1”.
5. Click “Save changes”.
6. If you need to edit a classroom, click on the “Options” dropdown bar in the upper right-hand corner of the screen and select “Edit”.

Assigning Students to Classrooms

If you have students that are currently not assigned to classrooms, you can assign them to classrooms once classrooms have been established for your school.

1. Click “Review Class List” on the left side menu.
2. Click on your school.
3. Click “Add Students to Classrooms” at the top of the page.
4. For each student, use the dropdown menu on the right side under “Classroom” and select the classroom you would like to place them in.
5. Click “Save changes”.

Print Parent/Caregiver Login Sheets

Before your CHEQ meeting or asking parents/caregivers to complete the CHEQ at home, you will need to print login information for each parent/caregiver.

1. Click “Print Logins” on the left side menu.
2. Click on your school.
3. Click the green “Print All Parent Login Sheets” button in the top right corner. This will open the login sheets in a new tab.
4. Click the green “Print” button in the top right corner.
5. Alternatively, if you need to print an individual login sheet, you can click the green “Print Login” button beside an individual student’s information. If this button is greyed out, it is because the parent has already completed or withdrawn from the questionnaire. If the parent/caregiver wants to re-enter the questionnaire, please contact HELP and we can ‘uncomplete’ them so that they can use their login information again.

Monitoring CHEQ Completion

You may find it helpful to monitor which parents/caregivers have not yet completed the CHEQ.

1. Click “Print Logins” on the left side menu.
2. Click on your school.
3. Under the third column, “Status”, you will see either “Issued”, “Complete”, “Started”, or “Withdrawn”. Those marked as Issued or Started are those that we have not yet received a completed response for. We would recommend following up with these parents/caregivers and encouraging them to complete the CHEQ at home before October 13, 2023.

Accessing CHEQ Reports

You will be able to access your School Report, Classroom Reports and Snapshots, and Individual Reports for your school. These reports are available on the e-System once parents/caregivers complete the CHEQ. School reports require a minimum of five parents/caregivers completing the CHEQ to be produced and Classroom Reports and Snapshots are only created once you have created classrooms and assigned students to these classrooms.

1. Go to https://cheq.ubc.ca/.
2. Click “CHEQ/District Leader or Administrator”
3. Enter your institutional/work email address and password that you received to your email
4. Click “Log in”
5. Click “Reports” on the left side menu.
6. From the main page, you can access your School Report, or you can click “View Classrooms” to see Classroom Reports and Snapshots as well as Individual Reports.

Sharing CHEQ Reports with Teachers

1. Go to https://cheq.ubc.ca/.
2. Click “CHEQ/District Leader or Administrator”
3. Enter your institutional/work email address and password that you received in your email
4. Click “Log in”
5. Click “Reports” in the left side menu.
6. Click “View Classrooms”
7. On the top right corner click the button that says “Share with Teacher”.
8. This button will lead you to a form where you can fill in a teacher’s: first and last name, email address, and which classroom you would like them to access reports.
9. Once the teacher is added they will receive an email to set up a password for the CHEQ website.
10. As soon as the teacher sets up a password they can log in and view their classroom reports.

Downloading/Printing CHEQ Reports

Select the report you would like to print or share and it will generate in a separate window with the option to print/save on the bottom of the left navigation menu. These reports can inform classroom planning, identify areas for school programming to build additional experiences for students, and can be looked at together with EDI data to give insight into vulnerability rates. We recommend waiting until the majority of CHEQs are completed or before the CHEQ e-System closes.

Viewing and Editing Missing Data

In some cases, the MyEducationBC extract that we received could be incomplete. As a District Lead, you are able to review what is missing and edit this information in the e-System.

1. Go to https://cheq.ubc.ca/.
2. Click “CHEQ/District Leader or Administrator”
3. Enter your institutional/work email address and password that you received to your email
4. Click “Log in”
5. Select your school district from the list.
6. Select the “Steps” dropdown list in the top right-corner of the screen.
7. Click “View Missing Data”.
8. On the next page you will see missing data related to your schools, CHEQ Leaders, and Children. In each case, it will note what field or information is missing.
9. To edit, select the item from the list.
10. Add/edit the missing information.
11. Click “Save changes”.