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Healthy School Environments Assessment Tool (HealthySEAT)

Section 4: Customize for District

Reminder

Make frequent copies of your data file (BE_HSEAT.mdb).

The first step in using HealthySEAT is to customize the tool with District-specific information, including:

  • District name, address, and contact information, and Logo
  • Information about all school facilities within the district, including contact information
  • District assessors and contacts for remediation
  • Areas/topics the district would like to assess at each school facility
  • Custom assessment checklists, including those for special purposes
  • Notification letters (standard and custom), which are sent to each facility prior to, and immediately following assessments, tailored to the district’s needs
  • Security and user configurations

Detailed instructions for completing the customization process are provided below.

HealthySEAT Customization by State Agencies

EPA recognizes that agencies such as state health, education, environment, transportation and numerous other departments offer guidance and resources to assist school districts with compliance with state regulations and recommendations. Therefore, HealthySEAT has been designed to be flexible and expandable to facilitate states downloading and customizing the content included in the tool. While content included in HealthySEAT primarily introduces and guides school districts to federal EPA program information, the flexibility of HealthySEAT allows states the opportunity to edit and/or add in state guidance and requirements.

States agencies interested in customizing content within HealthySEAT are encouraged to collaborate across all state departments interacting with school districts. States can follow the same customization process outlined in Section 4.2.1 below, prepare PDF versions of the state-customized guidebook and checklist, and then distribute the customized guidebooks and checklists to school districts and private school organizations within the state’s jurisdiction. School districts and private school organizations will then be able to further customize HealthySEAT to create assessment programs reflecting federal, state and local level regulations and recommendations.

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4.1 District-Specific Information

The following features of HealthySEAT allow districts to enter in district- and facility-specific information.

4.1.1 Edit District Information

Entering district information customizes the title at the top of the main menu page of the tool and enables the software to generate reports and forms with the district’s customized contact information included on the letterhead.

figure 1
  1. From the main menu, click on the “Customize for District” button.

    figure 2


    Click on the “Edit District Information” button.
    In the corresponding mandatory fields (marked with a red asterisk), enter the district’s name, address, and phone number.

    figure 3


    In the other fields, enter a fax number, the department responsible for assessments (assessments department), the name of the director responsible for assessment oversight (assessments director), assessments director’s title, and the name of the district Superintendent.
     
  2. Once all the fields are completed, click on the “Save and Return to Customize for District” button to return to the Customize for District menu.
     
  3. If the “Save and Return to Customize for District” button is clicked before information is entered in the required fields, the “Main Menu” application title and other branded application output may not have the district’s name.
     
  4. Click on the “Return to Main Menu” button. The customized district name should now appear on the Main Menu page.

4.1.2 Load/Update District Logo

Since HealthySEAT is intended to reflect the district’s own program content, districts should display their own logo in the tool and on notification letters and reports generated by HealthySEAT. The district logo will appear on the left-hand corner of the Main Menu page in the database and on most of the reports generated by HealthySEAT.

Identify the logo that the district would like to incorporate into the tool. The logo image file should correspond to a supported graphic type (.jpg, .bmp, .gif, .wmf) and be sized approximately 100 pixels by 100 pixels.

  1. From the Customize for District menu, click on the “Load/Update District Logo” button.

    figure 4

     
  2. Click the Browse button next to the file path name. The logo’s file pathway should appear.

    figure 5

     
  3. Click on the “Load/Update Logo” button. A preview of the logo will be displayed in the “Logo Preview” box.
     
  4. To verify that the logo has been incorporated into the tool, click on the “Save and Return to Customize for District” button. Then click on the “Return to Main Menu” button. The logo should appear in the upper left-hand corner of the screen.
     
  5. If an incorrect logo appears, verify that the logo image file corresponds to a supported graphic type (.jpg, .bmp, .gif, .wmf) and is sized approximately 100 pixels by 100 pixels. Repeat steps 2 through 6 above.

4.1.3 Add/Edit Facilities

This feature allows districts to add new facilities and/or edit or delete information on existing facilities currently stored in the tool. The facility drop-down list and the facility selector arrows at the top of the screen allow users to page through the names of the facilities one at a time or jump to the beginning or end of the list. Note that fields marked with a red asterisk are required while field marked with a green asterisk are recommended.

To add new facilities, complete the following steps:

  1. Access the Customize for District menu from the Main Menu page.

    figure 6

     
  2. Click on the “Add/Edit Facilities” button. The screen will automatically show the “Main Facility Data” page.
     
  3. Enter the name of the facility. This field must contain text before information can be entered into the remaining fields.

    figure 7

     
  4. If applicable, enter an Alternate Facility ID. This field can be used to address multi-use facilities with multiple administrators (i.e. a traditional day time high school and an evening continuation high school that are both on the same campus but have different principals).
     
  5. Enter the type of facility on the field to display the drop-down list. The options include:

    • Multi-use: multiple facilities at one location such as a middle school and a high school on the same campus
       
    • Elementary school: as defined by the district
       
    • Middle school: as defined by the district
       
    • High school: as defined by the district
       
    • Bus depot: location where the school bus fleet is parked
       
    • Administration: administrative offices such as the School District headquarters
       
    • Industrial: various vocational schools, chemical storage facilities, etc.
       
    • ??Career/Vocational??
       
    • Other: facilities that are not described by the categories listed above
       
  6. Enter the Mailing Address and the Physical Address (which may differ). Line 2 may include information such as mail stop and location identifiers. Note that letters are all sent to the mailing address
     
  7. Enter the phone number and fax number.
     
  8. Enter the primary contact’s name, title, and email address (e.g., person with overall responsibility for that school or facility such as the principal).
     
  9. If the facility contact is different from the primary contact, enter the name of the facility contact (e.g., person with overall responsibility for school operations and facility management such as the head of facilities or the head custodian).
     
  10. The “Other Facility Information” field is provided to allow entry of optional additional information on the facility such as building square footage, enrollment, capacity, etc.
     
  11. Note that the “Active?” checkbox is checked by default, indicating that the facility is currently active, or being used, and thus is included in the assessment program. If the facility is inactive (i.e. a closed school), click on the box to toggle off the checkmark.

    NOTE: the option to “delete” a facility exists, however it is recommended that this button be used cautiously. In the event that a facility is closed, toggling off the checkmark in the “Active?” checkbox is recommended instead of deleting the facility. This will retain the historical records of assessments conducted at the facility. In the event the facility is demolished and the district no longer needs the historical record of assessments, the “delete” button can be used.
     
  12. Upon entering all information for the facility, either click on the “Add Facility” button, if you want to enter additional facilities, or, if finished entering facility information, click on Save and Return to Customize for District.
     
  13. Repeat steps 3 through 12 above until all facilities are entered into the database. NOTE: Districts are free to develop their own programs to import facility information from existing databases. See Section 7.3 of this User’s Manual for more information.
     
  14. To verify that the new facilities have correctly been entered and saved in the database, click on the down arrow in the “Facility Name Search” field to display the drop-down list. The new facilities should appear in the drop-down list. If an alternate facility ID has been entered, click on the down arrow in the “Alternate Facility ID” field to display the pull-down menu. Verify that the new facility IDs appear in the pull-down menu.
     
  15. The HealthySEAT database also provides an option to create an index for additional facility data such as financial tracking information, photos from assessments, site plans of schools, work order numbers, and more. To create an index, click on the “Additional Facility Data” tab. See Section 8.3 of this user’s manual.
     
  16. Enter a reference number, a location where the data can be found (i.e. assessment photos are located in file drawer X), a description of the data, and a sort order (order of appearance in the index).
     
  17. Click on the “Save and Return to Customize for District” button to return to the Customize for District menu.

To edit an existing facility, complete the following:

  1. Access the Customize for District menu.
     
  2. Click on the “Add/Edit Facilities” button.
     
  3. Choose the name of the facility from the Facility Search drop-down list or by using the facility selectors.
     
  4. Once the facility information has appeared on the screen, click in the corresponding text field(s) to enter new information.

To delete an existing facility, complete the following:

  1. Access the Customize for District menu.
     
  2. Click on the “Add/Edit Facilities” button.
     
  3. Choose the name of the facility to be deleted from the Facility Search drop-down list or by using the facility selectors at the bottom of the screen.
     
  4. Click on the “Delete Facility” button. The following warning message will appear: “Are you sure you want to delete this facility and it’s associated assessments?” Deleting a facility will remove all of the details associated with the facility, including past assessment results.
     
  5. To continue with deleting the facility, click on the “Yes” button.
     
  6. Click on the “Save and Return to Customize for District” button to return to the Customize for District menu.

4.1.4 Add/Edit Assessors

The “Add/Edit Assessor” function of the tool customization allows users to add new facility assessors and edit information on existing facility assessors. A facility assessor can be any person the district designates to conduct assessments. The “Assessor Search” pull down menu at the top of the page allows users to quickly select an assessor for which information has already been added. The “Assessor Selector” arrow buttons at the bottom of the screen allow users to page through the names of the facility assessors one at a time or jump to the beginning and/or end of the list.

  1. From the Customize for District menu, click on the “Add/Edit Assessors” button.

    figure 8

     
  2. Enter the name of the assessor, a suffix (e.g., CIH1234) if applicable, the assessor’s title, department, address, phone number, fax number, and email address.

    figure 9

     
  3. In the “cc” fields, enter the name(s) of persons who should receive copies (cc) of assessment related correspondence (i.e. letters, reports) with individual schools. Note that on letters, the facility contact will always appear as the first “cc.”
     
  4. Note that the “Active Assessor?” checkbox is checked by default, indicating that the assessor is currently conducting assessments. If the assessor is no longer conducting assessments, click on the box to toggle off the checkmark.

    NOTE: Assessors cannot be deleted from the database because doing so could potentially orphan assessment records linked to that assessor. While editing of assessor names is permitted, DO NOT abuse this feature by “re-using” inactive assessor records for a new assessor, as this could result in old assessment records being linked to the new assessor.
     
  5. To add the next assessor, click on the “Add a New Assessor” button. The fields will appear blank to allow additional assessors to be entered.
     
  6. Repeat steps 2 through 5 until all assessors, and their respective contact information, are entered into HealthySEAT.
     
  7. To verify that the new assessors have been entered, click on the down arrow in the “Assessor Search” field to display the drop-down list. The new assessors should appear in the drop-down list.
     
  8. To edit information on an assessor previously entered, select the name from the “Assessor Search” pull down menu at the top of the screen. Refer to steps 2 through 7 above.
     
  9. When finished entering facility assessor information, click on the “Save and Return to Customize for District” button to return to the Customize for District menu.

4.1.5 Add/Edit Contacts for Remediation

The “Add/Edit Contacts for Remediation” function of the tool customization allows users to add new contact information for remediation contacts and/or responsible entities within the district as well as edit information on existing remediation contacts and responsible entities. Remediation contacts are responsible individuals within the district who are responsible for addressing, resolving and/or implementing assessment recommendations. Examples include asbestos, lead, and mold abatement departments and staff, Integrated Pest Management/ landscaping staff, facilities directors, maintenance staff, and/or district Indoor Air Quality (IAQ) and heating, ventilation, and air conditioning (HVAC) specialists.

NOTE: This feature is entirely optional. Districts may use the feature to identify who within the district should be contacted by the assessor regarding any problems found. If the district prefers not to include contacts for remediation, it will not affect other functions of the database.

The “Contact Search” drop-down list at the top of the page allows users to quickly select a remediation contact for which information has already been added. The “Contact Selector” arrow buttons at the bottom of the screen allow users to page through the names of the remediation contacts one at a time or jump to the beginning and/or end of the list.

  1. From the Customize for District menu, click on the “Add/Edit Contacts for Remediation” button.

    figure 10

     
  2. In the corresponding required fields (marked with a red asterisk), enter the remediation contact and the contact’s department or scope of responsibility.
     
  3. In the corresponding optional fields, enter the remediation contact’s address, phone number, fax number, and email address.
     
  4. Note that the “Active?” checkbox is checked by default, indicating that the remediation contact is currently providing remediation oversight and/or services. If the remediation contact is not currently providing remediation services, click on the box to toggle off the checkmark.
     
  5. To enter additional Contacts for Remediation, either click on the “Add Contact” button or use the right selector arrow to page to a blank screen. The fields will appear blank to allow additional contacts to be entered.
     
  6. To verify that the new contact has been entered, click on the down arrow in the “Contact Search” field to display the drop-down list. The new contact should appear in the drop-down list.
     
  7. To edit information on a contact previously entered, select the name from the “Contact Search” pull down menu at the top of the screen. Refer to steps 2 through 6 above.
     
  8. Once the facility assessor information has been entered, click on the “Save and Return to Customize for District” button to return to the Customize for District menu.

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4.2 Program Information

The following features of HealthySEAT allow districts to customize the content associated with their district-specific assessment program.

4.2.1 Customize Assessment Guidebook

The guidebook is a complete reference handbook that includes the areas/topics, subtopics, assessment standards, types of actions (i.e., regulatory requirement or recommendation), priority levels, guidance for assessors, importance, background information, and links to references and detailed guidance. Content in the guidebook identifies each area and topic addressed in the tool, identifies EPA and other federal agency programs, explains the benefits of implementing the programs, and provides specific links to program resources. Use the following steps to customize the assessment guidebook to reflect the assessment standards that apply to your district:

  1. Access the Main Menu and click on the “Customize for District” button.
     
  2. Click on the “Customize Assessment Guidebook”” button.

    figure 11

     
  3. The screen will display the default areas/topics and subtopics suggested by EPA for inclusion in the district’s guidebook and checklist. All EPA areas/topics and subtopics are checked for inclusion by default.

    figure 12


     
  4. To customize the content to be included in the guidebook and checklist, the user can check or uncheck the boxes under “Include” next to each area/topic and subtopic. To include an area/topic or subtopic in the district’s assessment program, check the box. To omit an area/topic or subtopic from the district’s assessment program, uncheck the box. If you try to omit an area/topic or subtopic that includes assessment standards that may be regulatory, the following message will appear: "This [area/topic or subtopic] contains at least one assessment standard that may be a regulatory requirement. Are you sure that you want to remove it from your program?"
     
  5. Note that the “Delete Area/Topic” and “Delete Subtopic” buttons do not apply to the areas/topics and subtopics that originate with EPA. EPA areas/topics and subtopics cannot be deleted. However, the user can omit an EPA area/topic or subtopic from the guidebook by un-checking the “Include” box as described in step 4 above.
     
  6. To scroll through each area/topic and view the associated subtopics, use either the “Area/Topic Selectors” at the top of the page or, to go directly to a specific area/topic, use the “Go To Area/Topic…” drop-down list at the top of the page.
     
  7. Users have control over the order in which areas/topics, subtopics, and assessment standards appear in the guidebook and checklist. The ordering is ascending and is controlled by the respective numeric Sort Order fields. Area/Topic Sort Order is relative to other areas/topics only. Subtopic Sort Order is relative to the other subtopics within the same area/topic only. Assessment Standard Sort Order is relative to the other assessment standards within the same subtopic only. While sort order values are pre-set by default, these can be edited to suit district preferences.
     
  8. To view the assessment standards within a particular subtopic (the number of which is indicated in the “# Stds.” Text box), click on the “>> View/Edit Assessment Stds.” button to the right of the subtopic, which brings up the Assessment Standard Details page. The Assessment Standard Details page provides complete details for the assessment standards within the subtopic. To cycle through multiple assessment standards, use the Standard Selectors.

    figure 13


     
  9. Also listed on the Assessment Standard Details page are the Type of Standard, Guidance for Assessor, Default Corrective Action, Priority, Importance, Background, and Links to Detailed Guidance. Each of these additional resources can be viewed by clicking on the corresponding tabs on the bottom half of the page. Each of these provides additional resources and information related specifically to the assessment standard. Regarding Default Corrective Action, which is new in Version 2, any text placed in this field will pre-populate the Problem Description/Corrective Action field on recommendations created for this assessment standard.
     
  10. The user can choose to either include or exclude an assessment standard in the district’s assessment program by clicking on “Yes” or “No” next to the question “Include this assessment standard in the assessment guidebook?” To include an assessment standard, click on “Yes”. To omit an assessment standard, click on “No”.

    Note that this selection is not considered an edit to the assessment standard, so it can be made without clicking on the “Edit Assessment Standard” button.
     
  11. The user can edit the content of any assessment standard, including the type of standard, guidance for assessor, default corrective action, priority, importance, background, and links. To make edits, click on the “Edit Assessment Standard” button. The following warning message will appear: “Assessment standard fields are unlocked for customization. Use caution when editing.” Click in the corresponding field to add and/or edit text. In most of the large text fields, pressing the Enter key will cause a new line to begin. Cut and paste is also fully functional. When edits are complete, the user should click the “Save Edits” button. To cancel edits and revert to the last saved version, the user should click the “Cancel Edits” button.

    figure14

     
  12. Upon editing an assessment standard that originated with EPA, the user will notice that in the “Select Program View” box, the active selection switches from “EPA (Default)” to “District.” After editing the assessment standard, the user can revert back to the original EPA text by clicking on the “Restore EPA Defaults” button.
     
  13. The user may preview of the guidebook page(s) for the assessment standard by clicking on the “Preview Guidebook Page” button. This feature provides a preview of the guidebook page(s) that relate to the assessment standard, including its context within the selected area/topic and subtopic. The resulting guidebook page(s) include all assessment standards within the selected area/topic and subtopic.
     
  14. When finished customizing the content for each assessment standard, click on the “Save and Return to Customize Assessment Guidebook” button to save any unsaved changes and return to the main “Customize Assessment Guidebook” page.

    figure 15

     
  15. From the “Customize Assessment Standard” page, the user may preview the guidebook content for the current area/topic by clicking the “Preview Guidebook for this Area/Topic” button. The resulting guidebook page includes all subtopics and assessment standards associated with the area/topic.
     
  16. The user may also preview a checklist for the current area/topic by clicking the “Preview Checklist for this Area/Topic” button. The resulting checklist includes all subtopics and assessment standards associated with the area/topic.
     
  17. To quickly view/print a list of all areas/topics and subtopics currently included in your program, use the “Area/Topic & Subtopic Quick Find” button.
     
  18. To print a complete guidebook or master checklist, return to the Main Menu, click on the “Open Reports/Output Menu” button, then select the program-level reports entitled “Assessment Guidebook” or “Master Checklist,” respectively. Select the output format (i.e. Print Preview, Text, Excel, RTF, or HTML) and click the “Generate Report/Output” button.

Users can further customize the guidebook by adding or deleting district-specific areas/topics, subtopics, and assessment standards. To add new areas/topics, subtopics and assessment standards, complete the following steps:

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. Click on the “Customize Assessment Guidebook” button.
     
  3. To add a new area/topic, click on the “Add a New Area/Topic” button, the enter an appropriate name for the area/topic. By default, the Area/Topic text will set to “…New…”, but this should be replaced with the actual area/topic name desired. For example, the district may choose to add a campus security area/topic. Thus, the user would enter “Campus Security” into the Area/Topic text field.
     
  4. Areas/Topics that are added by the district may be deleted by clicking on the “Delete This Area/Topic” button, which will only be active when appropriate. The user may not delete areas/topics that originate with EPA, although these can be omitted from the program by un-checking the “Include” check box.
     
  5. To add new subtopics to either an existing area/topic or a newly added area/topic, click on the “Add a New Subtopic” button. By default, the Subtopic text will be set to “…New…”, but this should be replaced with the actual subtopic name. For example, “Campus Perimeter” and “Entrances and Exits” may be two subtopics of the “Campus Security” area/topic.
     
  6. Subtopics that are added by the district may be deleted by clicking the subtopic, then clicking on the “Delete Subtopic” button, which will only be active when appropriate. The user may not delete subtopics that originate with EPA, although these can be omitted from the program by un-checking the “Include” check box.
     
  7. To add new assessment standards to a subtopic, first select the subtopic, then click the “>> View/Edit Assessment Stds.” button. This will bring up the “Assessment Standard Details” screen. Click the “Add Assessment Standard” button, which makes all fields available for editing. By default, the “Assessment Standard” text field is set to “…New…”, but this should be replaced with the actual the condition the facility assessor should be looking for at the school facility. For example, to direct an assessor to check for visitor access procedures, under the “Entrances and Exits” subtopic created above the user might add an assessment standard that reads “Visitor access is controlled through a particular point or entrance.” To be consistent with EPA assessment standards, assessment standards added by the district should be written such that a positive condition is described, and that the desired response by an assessor during a site visit is affirmative that the standard is being met. To the extent possible, assessment standards should allow the assessor to determine the optimal “yes” answer in an objective and practical manner.
     
  8. Click on the “Type of Standard” tab. In the text field, enter state and/or district regulations and policies that pertain to the assessment standard.
     
  9. Click on the “Guidance for Assessor” tab. Enter specific directions for the facility assessor guiding him or her in determining if assessment standard is being met. For example, for the assessment standard added in Step 7 above, this field should direct the assessor to determine if access by visitors is managed through a specific point.
     
  10. Click on the Default Corrective Action tab (new in Version 2) and enter any standard direction you wish to provide to facility managers when the assessment standard is not being met. The text entered here will pre-populate the “Problem Description/Corrective Action” field on all recommendations created based on this assessment standard. This field is optional. If the district prefers to have assessors provide direction specific to each recommendation, then there is no need to enter any text in this field. Standards that originate with EPA do not, by default, contain text for this field.
     
  11. Follow the procedures outlined in Step 11 above to enter and save text. Note that since such standards do not originate with EPA, the Select Program View box will always show “District” as the selected view, and the “Restore EPA Defaults” button will be inactive.
     
  12. The user may also delete district-specific assessment standards using the “Delete Assessment Standard” button, which is active when appropriate. If recommendations exist that are linked to the assessment standard, the user will be warned of this, and asked to confirm the deletion. If confirmed, the deletion will result in the deletion of the assessment standard and any recommendations that are related to it.
     
  13. To add assessment standards and associated resource information for newly-added areas/topics and subtopics, click on the “View/Edit Assessment Stds.” button. Note that the area/topic and subtopic entered on the previous screen now appear. Next click on the “Add Assessment Standard” button.
     
  14. In the “Assessment standard” field, enter the condition the facility assessor should be looking for and where to look at the school facility. The assessment standards will appear on the checklist to guide the facility assessor through the assessment. For example, if the user would like to direct the assessor to check for visitor access procedures, the user might enter, “Visitor access is controlled through a particular point or entrance.”.” Assessment standards should be written such that the desired answer is “yes,” or affirmative to be consistent with all other assessment standards included in the tool. To the extent possible, assessment standards should allow the assessor to determine the optimal “yes” answer in an objective and practical manner.
     
  15. Click on the “Type of Standard” tab. In the text field, enter state and/or district regulations and policies that pertain to the assessment standard.
     
  16. Click on the “Guidance for Assessor” tab. Enter specific directions for the facility assessor guiding him or her in determining the appropriate response for the assessment standard. For example, if the subtopic is “entrances and exits,” this field should direct the facility assessor to determine if access by visitors is managed through a specific point.
     
  17. Click on the Default Corrective Action tab and enter any information that you wish to appear on the form when you create a recommendation based on this [something else supposed to be here?]
     
  18. Click on the “Priority” tab. Select the appropriate priority number (1 through 4) from the pull-down menu. Included in the pull-down menu is guidance on the recommended number of “Days to Resolve” the recommendation. Upon selecting the priority, a definition of the priority number appears in the “Priority Description” field. To customize the priority scheme, refer to Section 4.2.3.

    figure 16

     
  19. Click on the “Importance” tab. Enter the environmental, safety and/or health consequences which the assessment standard is intended to prevent, avoid, or minimize. For example, inadequate visitor control can put students and staff at risk from unauthorized intruders. Users could enter information discussing the importance of campus security and visitor control and potential concerns associated with inadequate visitor control.
     
  20. Click on the “Background” tab. Briefly summarize the area/topic and subtopic, provide information on state and local laws and regulations applicable to the area/topic and subtopic, and describe state and district level programs that apply to the area/topic and subtopic.
     
  21. Click on the “Links to Detailed Guidance” tab. Enter Internet links and/or documents that provide specific program guidance applicable to the area/topic, subtopic, and assessment standard. To enter or change a hyperlink, select the appropriate link field using the Tab key, then type: (1) the text that you wish to be displayed; (2) the # symbol; and (3) the full web site uniform resource locator (URL). For example, “US Environmental Protection agency#http://www.epa.gov”. Examples of Internet links include the school district’s policy website, a state’s environmental health department website, and the regional EPA office website. NOTE: File paths to documents stored on common drives can also be entered. Examples include documents describing district policies, informational handouts/presentations, and memos.
     
  22. Click on the “Save and Return to Customize Assessment Guidebook” button. Repeat steps 1-21 to enter additional state and district level areas/topics, subtopics, and assessment standards.
     
  23. After all of the state and district level areas/topics and subtopics have been entered and selected for inclusion in the facility guidebook and checklist, click on the “Save and Return to Customize for District” button.

4.2.2 Add/Edit Custom Checklists

The Master Checklist contains all areas/topics, subtopics, and assessment standards that are included in the district’s assessment guidebook, presented in a format designed for assessors to use during site visits. While this checklist is comprehensive, it may be too extensive for practical use during a single facility assessment. Hence, a new feature added in Version 2 is the ability to create custom checklists.

Custom checklists are subsets of the Master Checklist that can be tailored for specific types of assessments. For example, the district may create a custom checklist for asbestos assessments, including on this checklist only assessment standards that relate to asbestos. When assessments are being planned, the user may designate the checklist to be used for the assessment, either the Master Checklist or a specific custom checklist.

Also new in Version 2 is the ability to create new assessment notification letters, which may be associated with a specific custom checklist (see Section 4.2.4). This new feature enables the district to send out notification letters that identify the specific type of assessment to be conducted.

Following is the process for creating a custom checklist:

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. Click on the “Add/Edit Custom Checklists” button under Program Information.

    figure 17

     
  3. Click the “Add New Checklist” button, then enter a unique name for the checklist (there cannot be two checklists with the same name). You may also enter a description of the checklist, although this is not required.
     
  4. Select a notification letter to be used in conjunction with this checklist. By default, the standard “ASSESSMENT_NOTIFICATION” letter is selected, but you may select another custom assessment notification letter, if you have created one (see Section 4.2.4).
     
  5. Listed in tabular format at the bottom of the screen are all areas/topics, subtopics, and assessment standards that are included in the district’s assessment guidebook and Master Checklist. To select assessment standards for inclusion in the custom checklist, simply click on the row in the table. Included assessment standards will be highlighted with a black background. To unselect an included assessment standard, simply click it once and the highlighting will disappear.
     
  6. When you have finished adding assessment standards, or periodically during the editing process, click the “Save Edits” button to save your changes.
     
  7. Click the “Preview Checklist” button to see the custom checklist formatted for use in the field.
     
  8. When you are satisfied that the custom checklist is complete, click the “Save and Return to Customize for District” button.

4.2.3 Edit Assessment Standard Priority Levels

Each assessment standard is assigned a default priority level of 1 through 4. The priority level is an indication of the urgency in implementing recommendations to meet assessment standards. When a recommendation is created, the priority level of the selected assessment standard is automatically assigned to the recommendation, and a due date calculated, though the assessor can adjust these.

By default, the number of days permitted for resolving problems at each priority level are as follows:

Priority Level # of Days to Resolve
1 1
2 30
3 90
4 180

The district can adjust the number of days allowed to resolve each priority level using the following procedure:

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. Click on the “Edit Assessment Std. Priority Levels” button under Program Information.

    figure 18

     
  3. To revise the timelines associated with each priority level, click in each of the “# of Days to Resolve” fields and enter new numbers. (NOTE: The HealthySEAT database recognizes all days of the week, as opposed to only working days. Therefore, one week represents 7 days, two weeks represents 14 days, and so forth.) Upon completing these edits, the changes will be reflected throughout HealthySEAT. The changes will apply to new recommendations, but will not apply retroactively to existing recommendations.
     
  4. To revise the guidance language associated with each of the four priority levels, click in each of the “Description” fields and enter new text. Upon completing these edits, the changes will be reflected throughout HealthySEAT whenever priority guidance appears.
     
  5. Click on the “Save and Return to Customize for District” button to return to the Customize for District menu.

4.2.4 Add/Edit Notification Letters

HealthySEAT comes pre-configured with three notification letters – the Facility Assessment Notification Letter, the Facility Re-Assessment Notification Letter, and the Recommendations Cover Letter, which are named “ASSESSMENT_NOTIFICATION”, “RE-ASSESSMENT_NOTIFICAITON”, and “RECOMMENDATIONS_COVER ”, respectively (each of these letters is discussed further in Section 5 of this User’s Manual). The “ASSESSMENT_NOTIFICATION” letter is intended to be sent to the facility prior to the initial assessment. The RE-ASSESSMENT_NOTIFICATION” letter is intended to be sent to the facility prior to a re-assessment (if necessary). The “RECOMMENDATIONS_COVER” letter is intended to be sent to the facility following the initial assessment, as an accompaniment to a report of recommendations (See Section 5.4). These standard letters can be edited by the district to suit its needs.

To edit standard notification letters, follow these steps:

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. Click on the “Add/Edit Notification Letters” button.

    figure 19

     
  3. Use the letter selector arrows to select one of the standard letters, which are always the first three.
     
  4. Default text will appear for the Letter Name, Subject Line 1, Subject Line 2, Subject Line 3, Letter Body, and Closing Text. Of these fields, the Subject Line 1, Letter Body, and Closing Text may be edited for each standard letter.
     
  5. To preview a generic letter with the edits you have made, click on the “Preview Letter” button. Select “Close” return to the “Add/Edit Notification Letters” screen.
     
  6. Repeat steps 3-5 for each standard notification letter.
     
  7. When you are satisfied with you edits, click on the “Save and Return to Customize for District” button.

New in Version 2 is the ability to add custom assessment notification letters, which can be assigned to custom checklists in support of special-purpose assessments. These letters are alternatives to the standard “ASSESSMENT_NOTIFICATION” letter, and are only used prior to an initial assessment.

To add a new notification letter, complete the following steps:

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. Click on the “Add/Edit Notification Letters” button.
     
  3. From the “Add/Edit Notification Letters” screen, click on the “Add New Letter” button.

    figure 20

     
  4. Enter a unique Letter Name, Subject Line 1, Letter Body, and Closing Text.
     
  5. Use either the previous letter selector or the “Save and Return to Customize for District” button to save the changes to the letter.
     
  6. Return to the letter to preview it using the “Preview This Letter” button, rename it using the “Rename This Letter” button, or delete it using the “Delete This Letter” button. Note that standard letters may not be deleted or renamed but custom letters added by the district may be deleted provided there are no custom checklists configured to use the custom notification letter.

4.2.5 Manage District Policies/Programs

This optional function assists districts in developing and tracking their inventory of district-level environmental policies and programs currently in place or in development. District-level policies are managed and tracked at a district-wide, as opposed to school-by-school level. HealthySEAT currently includes 19 areas in which districts may already have, or want to develop policies and/or programs.

In addition to the 19 policies/programs currently included, the district can add new policies/programs to the tool. The text fields allow the user to track the status of policies/programs as well as obtain additional information.

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. Click on the “Manage District Policies/Programs” button.
     
  3. Use the “Policy/Program Selectors” at the top of the screen to scroll through each policy/program, or use the “Got To Policy/Program…” drop-down list to go directly to a specific policy/program.

    figure 21

     
  4. If desired, edit the existing text by clicking on the “Edit Policy” button.
     
  5. If desired, enter a number in the sort order field to adjust each policy’s order of appearance.
     
  6. Click on the down arrow button in the status field to display the pull-down menu. Select “in place,” “in development,” or “none,” as appropriate for the relative status of each policy or procedure.
     
  7. In the “Additional details” text box, enter details on the policy/program such as the effective date, policy reference, location of policy documents, availability of training, etc.
     
  8. In the Link to District Policy/Program field, enter the description of the link, followed by the # sign, followed by the complete URL or universal naming convention (UNC) path (e.g. EPA Healthy Schools#http://www.epa.gov/schools/).
     
  9. Click on the “Policy Selector” arrows to view the next policy/program. The edited information will be automatically saved.
     
  10. To add a new policy/program, click the “Add Policy” button. Repeat steps 4 through 8.
     
  11. Click on the “Save and Return to Customize for District” button to return to the Customize for District menu.

In addition to being able to add new district-level policies and programs, the district can also delete policies and programs included in HealthySEAT. To delete district-level policies and/or programs, complete the following:

  1. Use the “Policy Selector” arrows at the bottom of the screen to scroll through each policy/program to select the desired policy or program.
     
  2. To delete the policy or program, click on the “Delete” button. The following message will appear: "Are you sure you want to remove this policy from the District Policy Group?" Click “Yes” to delete the policy or program.
     
  3. Click on the “Save and Return to Customize for District” button to return to the Customize for District menu.

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4.3 Application Settings

The following features of HealthySEAT allow districts to customize the application settings associated with the electronic functions of the tool. Some of these features are intended for advanced users with information technology experience. Please refer to Section 7 of this User’s Manual for additional advanced user information.

4.3.1 Re-establish Database Connection

In case the front end database (See Section 7.1.1) of HealthySEAT becomes separated from the back end database (See Section 7.1.2) the connection can be re-established through this function.

To re-establish the database connection, complete the following steps:

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. Click on the “Re-establish Database Connection” button.

    figure22

     
  3. The path to the back end database to which HealthySEAT is currently, or was last, connected to is listed next to “Currently Connected To:”
     
  4. To change the database connection, click on the “Browse” button next to the “Establish Connection To:” field.
    Note: The “Browse” for file dialog box allows the end-user to browse only for files named BE_HSEAT.mdb or BE_HSEAT.
     
  5. Select the path to the back end of the database, which is entitled: “BE_HSEAT.mdb” and click “Open.”

    figure 23

     
  6. Click on the “Establish Connection” button. HealthySEAT will attempt to establish the connection and will let you know if the connection is successfully established.
     
  7. Click on the “Save and Return to Customize for District” button to return to the Customize for District menu.

4.3.2 Configure Security

HealthySEAT allows users to select whether they would like security enabled or disabled. The default setting for HealthySEAT Version 2 is security disabled, though it is not recommended to use this in a production, multi-user environment (See Section 3). However, users of HealthySEAT Version 1 who had security enabled will find that security is enabled upon connecting to, and updating, the Version 1 back end database.

To enable security, first ensure that there is at least one user with permission level “Administrator” whose password is known, then complete the following steps:

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. Click on the “Configure Security” button.
     
  3. To enable security, click on the check box next to the “Enable Security?” field to toggle on the checkmark.

    figure 24

     
  4. Click on the “Save and Return to Customize for District” button.
     
  5. Click on the “Save and Return to Main Menu” button.

4.3.3 Manage User Accounts

HealthySEAT has three different user levels built into the tool when security is enabled (see Section 4.3.2 above). As discussed in detail in Section 3 of this User’s Manual, the three default users include: 1) Admin; 2) Assessor; and 3) Viewer. Each of the three users has varying degrees of access to functions within the tool. The “Administrator” has access to all HealthySEAT functions; the “Assessor” has access to the “Manage School-Specific Assessments” and “Open Reports/Output Menu” functions; and the “Viewer” only has access to the “Open Reports/Output Menu.” The Manage Users function allows a user with “Administrator” permission level to enter users into the database, assign user access levels, and re-set passwords for each user.

To enter new users, or edit information for existing users into the database, complete the following steps:

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. Click on the “Manage User Accounts” button.
     
  3. Enter the “User Name” in the first field. (NOTE: The User Name is the identifier the user will enter during each log-in into the HealthySEAT database.)

    figure 25

     
  4. Enter the user’s first name in the “First Name” field.
     
  5. Enter the user’s last name in the “Last Name” field.
     
  6. Select the user’s security level using the pull-down menu next to the “Level” field. The three security levels, and their corresponding database access levels, include:

    • Administrator: The database administrator has access to all screens and functions in the HealthySEAT database. Administrator-level access should be granted to network/IT administrators, individuals responsible for entering and updating facility and district-wide information, and the individual(s) responsible for customizing the content included in the district’s assessment program.
       
    • Assessor: Assessors have access to the “Manage School-Specific Assessments” and “Open Reports/Output Menu” functions. Assessor-level access should be granted to all district assessors responsible for preparing, conducting, and reporting on assessments completed at school facilities.
       
    • Viewer: Viewers have access only to the “Open Reports/Output Menu” function. Viewer-level access should be granted to any individuals that the district would like to view the results from assessments at the district-wide level.

    NOTE: For all new users entered into the HealthySEAT database, the default password is <changeme> . Upon each user’s first login to the database, the user will be prompted to re-enter the default password and create a new personalized password.
     
  7. Enter the user’s organizational affiliation or district unit/department in the “Organization” field.
     
  8. Enter the user’s phone number in the “Phone” field.
     
  9. For informational purposes only, the “Last Login Date” field allows any individual(s) with administrator-level access to see when the last time each user logged into the database.
     
  10. To enter the next user into the database, click on the “Create New User” button to bring up a blank user data entry screen.
     
  11. Upon entering all users into the database, click on the “Save and Return to Customize for District” button to return to the Customize for District menu.

In the event that existing users lose or forget their personalized passwords, to reset user passwords, complete the following steps:

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. From the Customize for District menu, click on the “Manage User Accounts” button.
     
  3. Use either the “Go To User…” drop-down menu or the User Selectors at the top of the screen to select the user needing the password to be reset.
     
  4. To reset the user’s password, click on the “Reset Password for This User” button on the right side of the page. The following message will appear: “Password Changed. User: “xxx” has had their password reset to the default password, which is: changeme.”

    NOTE: For all new users entered into the HealthySEAT database, the default password is <changeme> . Upon each user’s first login to the database, the user will be prompted to re-enter the default password and create a new personalized password.
     
  5. Click “OK” to return to the Manage User Accounts screen.
     
  6. Click on the “Save and Return to Customize for District” button to return to the Customize for District menu.

4.3.4 Configure Reminders

HealthySEAT has the ability to provide reminders on start-up. There are two types of reminders - Scheduled Assessment Reminders and Assessment Frequency Reminders. By default, both types of reminders are turned off. The reminder configuration is specific to each user’s installation of HealthySEAT – it is not global. If a user would like to receive reminders on start-up, someone with administrative permissions can configure the reminders using the following steps:

  1. From the Main Menu, click on the “Customize for District” button.
     
  2. Click on the “Configure Reminders” button.
     
  3. To enable the “Scheduled Assessment Reminder” report, click on the box next to the “Show Scheduled Assessment Reminder?” field to toggle on the checkmark. Adjust the preview windows as desired.

    figure26

     
  4. To enable the “Assessment Frequency Reminder” report, click on the box next to the “Show Assessment Frequency Reminder?” field to toggle on the checkmark. Adjust the target assessment frequency as desired.
     
  5. Click on the “Save and Return to Customize for District” button.
     
  6. Click on the “Return to Main Menu” button.
     
  7. To verify that the reminders are working properly, exit HealthySEAT and re-launch the tool. At the outset, the reminders that you requested should appear. If the reports do not open, you may need to repeat steps 1 through 6 above and verify that a checkmark does appear in the toggle box next to each report title.

    figure 26

HealthySEAT is now entirely customized, configured and ready for use.

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