{"id":1805,"date":"2020-09-01T09:07:38","date_gmt":"2020-09-01T16:07:38","guid":{"rendered":"https:\/\/blogs.ubc.ca\/cheq\/?page_id=1805"},"modified":"2025-04-24T12:47:10","modified_gmt":"2025-04-24T19:47:10","slug":"e-system-tutorials","status":"publish","type":"page","link":"https:\/\/blogs.ubc.ca\/cheq\/e-system-tutorials\/","title":{"rendered":"e-System Tutorials"},"content":{"rendered":"

CHEQ e-System Tutorials<\/b><\/h2>\n

Thank you for visiting our CHEQ e-System Tutorial page. Below you will find tutorials on the most important functions for your role in the CHEQ project. You can also refer to, download, and\/or print the CHEQ e-System Manual<\/strong> here<\/a>.<\/p>\n

\n

Conducting a Mail Merge (School District Led)<\/a><\/h3>
<\/p>\n

Step 1: Download the CSV from the e-System (Watch video here<\/a>)<\/strong><\/h1>\n
    \n
  1. Log into the CHEQ e-System<\/a>.<\/li>\n
  2. Once logged in, click the \u201cQuestionnaire\u201d tab in the left-hand sidebar.<\/li>\n
  3. Select your School District from the list.<\/li>\n
  4. In the top right-hand corner, click the \u2018Generate Child Login Excel Workbook\u2019.<\/li>\n
  5. Please save this worksheet to an easy-to-find location.<\/li>\n<\/ol>\n

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

    Step 2: Open up the previously downloaded 'Generate Child Login Excel Workbook' excel file.<\/strong><\/h1>\n

    Step 3: Add PENs and Parent\/Caregiver Email Addresses to the 'Parent Emails' sheet.<\/strong><\/h1>\n
      \n
    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).<\/li>\n
    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.<\/li>\n
    3. Please save your worksheet to an easy-to-find location and start the mail merge process in Microsoft Word.<\/li>\n<\/ol>\n

      Step 4: Perform the Mail Merge with Microsoft Word (Watch video here<\/a>)<\/strong><\/h1>\n

      Please note that the \u201cStep-by-Step Mail Merge Wizard\u201d will take you through all of these steps. The detailed steps below can be viewed as supplementary.<\/p>\n

        \n
      1. Open up the Microsoft Word document that you want to send.<\/li>\n
      2. Click on the header \"Mailings\".<\/li>\n
      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.<\/li>\n
      4. Select \"E-mail messages\" as the document type and click \"Next: Starting document\" at the bottom of the guide.<\/li>\n
      5. Select \"Use the current document\" for the starting document.<\/li>\n
      6. Select \"Use an existing list\" and then \"Browse...\".<\/li>\n
      7. Locate your Excel file with the parent\/caregiver email address and unique links in the pop-up window and click \"Open\".<\/li>\n
      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\".<\/li>\n
      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\".<\/li>\n
      10. Click \"Next: Write your letter\".<\/li>\n
      11. Navigate to where you want to add the links and click on that spot as if you were going to type something in.<\/li>\n
      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.<\/li>\n
      13. Click \"Next: Preview your letters\".<\/li>\n
      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\".<\/li>\n
      15. Select \"Next: Complete the merge\".<\/li>\n
      16. Select \"Electronic Mail...\"<\/li>\n
      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\".<\/li>\n
      18. \u00a0Microsoft 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.<\/li>\n
      19. Lastly, in Microsoft Outlook, click Send\/Receive. The messages will be in the draft folder until you do so.<\/li>\n<\/ol>\n

        \n<\/div>\n

        Setting up login credentials and logging into the e-System<\/a><\/h3>
        <\/p>\n

        Setting up login credentials<\/h1>\n

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

        Note: If you have not received an email to create your own password you can click \u201cForgotten your password?\u201d 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.<\/p>\n

        Logging into the e-System<\/h1>\n
          \n
        1. Go to https:\/\/cheq.ubc.ca\/accounts\/admin-login\/<\/a><\/li>\n
        2. Enter your institutional\/work email address and password that you created after receiving the password reset email.<\/li>\n
        3. Click \"Log in\".<\/li>\n
        4. A popup box will appear alerting you to the start and end dates for the CHEQ. Click \"OK\" to move past the popup.<\/li>\n
        5. View the CHEQ How-To Video for an overview of administering the CHEQ.<\/li>\n<\/ol>\n

          \n<\/div>\n

          Reviewing your classlist & adding\/editing\/withdrawing students<\/a><\/h3>
          <\/p>\n