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Healthy School Environments Assessment Tool (HealthySEAT)

Section 8: Recommended Business Practice

Reminder

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

In an effort to enhance the value of HealthySEAT for school districts and other potential users, the following recommended business practices are provided. Each of these practices offers suggestions to districts about how to further design a district-wide assessment program and tailor HealthySEAT to maximize its use and value in implementing the district’s program.

8.1 Email Functionality

Many districts may be interested in using Email to communicate with the district assessments director, assessors, specific primary and facility contacts, and district contacts for remediation. Using Email to communicate between the district assessors and each school facility limits the amount of paperwork, reduces costs associated with mailings, and expedites communication between the district and each of its school facilities. While HealthySEAT is not an Email program, it has been designed with features that support the use of Email. For example, fields are included within HealthySEAT to store Email addresses for assessors, primary and facility contacts at each school facility, and district contacts for remediation. Additionally, starting with Version 2, HealthySEAT has a button on the Assessment Details screen that allows the user to open an email message addressed to the facility primary contact.

The following suggestions and recommendations will facilitate Email communication among district staff and administration.

8.1.1 Saving Letters and Reports as Electronic Files

To facilitate Email communications, it is important to use a file format that is ubiquitous, such as PDF (Portable Document Format), from Adobe, or RTF (Rich Text Format). It is strongly recommended that users of HealthySEAT obtain full versions of Adobe Acrobat so that they can easily save HealthySEAT letters and reports as PDF files.

The following example demonstrates several ways to save HealthySEAT letters or reports as electronic files. The same basic techniques can be applied throughout HealthySEAT.

  1. From the Main Menu, click on the “Open Reports/Output Menu” button.
     
  2. Step 1 – select “Program-Level”.
     
  3. Step 2 – select “Assessment Guidebook” from the drop-down list.
     
  4. Step 3 – select “Print Preview” as the output format. In the case of reports available from the Reports/Output Menu, other output formats can be selected in this step. However, for the sake of demonstrating general functionality that applies throughout HealthySEAT, select Print Preview.
     
  5. Click the “Generate Report/Output” button.
     
  6. The Assessment Guidebook report will be presented in Print Preview mode. From this Print Preview window, there are two key ways to save the Assessment Guidebook report as an electronic file.

    secton 8, figure 1

     
  7. To save as a PDF file: If a full version of Adobe Acrobat is installed, use the Print button on the button bar, select “Adobe PDF” from the list of available printers, click “OK”, pick a file name and location for the PDF file, then click “Save”. The report will be converted to a PDF file and placed in the location specified.

    section 8, figure 2

     
  8. To save as an RTF file: If Adobe Acrobat is unavailable, use the OfficeLinks button on the button bar, to output the report in RTF format. The report will automatically be saved according to the report name (in this case rpt_Assessment_Guidebook.rtf) and placed in the “My Documents” folder.

    section 8, figure 3

     
  9. Press the Close button on the button bar to return to the Reports/Output Menu.

8.1.2 Adding Attachments to Emails

Once a letter or report is saved as an electronic file, it can easily be attached to an email. For example, to send an assessment notification Email to a facility primary contact, save the assessment notification letter and assessment checklist as electronic files, then attached them to an Email.

To help streamline this process, there is a button called “Email to Facility Primary Contact” on the Assessment Details screen. If the computer is configured for Email, and there is an Email address for the facility primary contact, this button will open a new Email message and address it to the facility primary contact. Attach the electronic files to the message, enter a message title, add some text to the Body of the email, add some CCs, and send the Email.

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8.2 Additional Facility Information

For districts interested in storing additional information specific to each facility within the HealthySEAT database, a page has been provided where facility information can be catalogued. Districts can enter and store an unlimited number of references to additional information about the facility. For example, the location of environmental reports and documents; where to find photographs and images from previously conducted assessments; the existence of maps and campus layouts for planning and emergency response purposes; where material safety data sheets can be found; work order information; facility permit information; and any other information the district determines to be helpful and/or useful for cataloging in this central database location.

To access and utilize the “Additional Facility Information” page in the HealthySEAT database, 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 “Add/Edit Facilities” button.
     
  3. On the Facility Section screen, under Step 1 – Scope, select “Active.” Under Step 2 – Criterion, select a facility from the “Facility Name is…” drop-down list.
     
  4. On the “Add/Edit Facilities” page, click on the “Additional Facility Data” tab.

    section 8, figure 4

     
  5. Determine what additional information the district would like to catalog on this page and use the “Reference No.,” “Description,” “Location,” and “Sort Order” fields to record the desired information about each data set, file, document, or set of files for the facility.

While these files and documents are not stored directly in the HealthySEAT database, this Additional Facility Data page provides a centralized location where references to additional facility information can be entered, catalogued and stored over time.

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8.3 Backing Up and Restoring HealthySEAT Data

Assessment-related data and program customization information are stored in a “back end” database file called BE_HSEAT.mdb. It is highly recommended that this file be backed up on a regular basis. If the HealthySEAT “back end” database becomes corrupt, the district will need to revert to a recent non-corrupt backup, and any data modifications since that last backup will have to be repeated.

8.3.1 Database File Location

In a single-user HealthySEAT installation, the back end database file will usually be located on the local hard drive. In a multi-user or networked HealthySEAT installation, the production back end database file will most likely be located in a network folder, although there may be a back end database of the same name on the local hard drive.

If HealthySEAT is properly connected to the production back end database, the best way to determine the location of the back end database is to click on the “Re-Establish Database Connection” button on the Customize for District screen. The full path to the production back end database is displayed next to “Currently Connected To:” on the “Re-establish Database Connection” screen.

8.3.2 Backup Considerations

Access database files should be backed up when they are unopened (i.e., when no user is actively using HealthySEAT). Thus, it is recommended that backups be made at a time when the Administrator is certain no one has HealthySEAT open. The presence of a lock file called BE_HSEAT.ldb in the same folder as BE_HSEAT.mdb indicates that a user has HealthySEAT open. In such cases, the administrator should first backup both the .ldb and .mdb files as a set. Then, if the administrator can confirm that no one has HealthySEAT open, try deleting the .ldb file, after which the administrator should test to make sure that HealthySEAT functions properly.

Backups of the database can be made to another network folder (preferably on another hard drive or server) or to a CD-ROM. Because database corruption may not be detected immediately, it is recommended that the administrator maintain several backups.

8.3.3 Restoring a Backup

Follow these steps to restore a backup of the HealthySEAT database:

  1. Make sure that no one is actively using HealthySEAT.
     
  2. Locate the folder that contains the active HealthySEAT database file.
     
  3. Rename the active database file to BE_HSEAT_[current date].mdb (and the lock file to BE_HSEAT_[current date].ldb if present).
     
  4. Copy the BE_HSEAT.mdb file from the backup location to this folder (and the BE_HSEAT.ldb file if present in the backup set).
     
  5. Open the HealthySEAT application and test to make sure that it is functioning properly. If not, use the “Re-establish Database Connection” option on the “Customize for District” menu to verify the connection to the correct database.

8.3.4 Repairing a Corrupt Database

If the HealthySEAT database becomes corrupt, and the administrator does not have a non-corrupt backup to restore, the administrator may be able to repair the corrupt database. Seek direction from Microsoft and/or the district’s IT staff before attempting this. The user will likely need a full version of Microsoft Access 2003 to complete this repair. In the event that the database has to be re-built, be certain that the format of the re-built database is Access 2002/2003.

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