Program Administrator User Manual
Contents
1. Page 10 You can also E mail CCL or E mail All Participants 1 Click E mail all Participants to send an e mail message to all the participants in the program 2 Click on the E mail CCL button to send an e mail directly to the Client and Assessment Services Group at CCL CCL will respond within one business day When you have finished viewing the status of a group 3 Scroll to the top of the page and click Track Activity Group Status on the menu bar to view another group s status or Click Choose a Function to return to the main menu Section 3 1 3 To Access an Archived Activity Wnternet Assessment System PROGRAM ADMINISTRATOR Choose a Functon gt gt iwity G 5 Previous Help Activity Archi we Select the first letter of the Activity to view its status ABCDEFGHIJKLMNOPORSTUVWAY2 session Session Group Title Date Name Cocation Ski Love 10 28 02 CCL sreensbara Figure 14 Track Activity Group Status 1 Click Track Activity Group Status on the menu bar 2 Click Activity Archive in the column to the left of the alphabet 3 Click the first letter of the name of the archived event you want to review The page showing the event s details appears Note This section is identical to the section that allows you to view status of current activities 4 Click the Previous link on the blue Taskbar to return to the previous screen 5 Click Events Current in the column to the left of the alphabet2. Client and Assessment Services Group within CCL This group manages participant assessments for all CCL programs Program Administrators have access to administrative functions such as Tracking Program Status Tracking Participant Status Communication with participants and CCL Journaling O00 0 Note Program Administrators do not have access to individual assessment data Page gt Section 2 How do Program Administrators Access and Use IAS You will receive an invitation letter via e mail with your password After you have received this letter you will be able to access the Internet Assessment System using your Internet browser Make a note of your password and keep it for future reference You will need your password each time you access IAS Z Internet Assessment System LOG IN gt Microsoft Internet Explorer w ix E K E t 2a im l x File Edit view Favorites Tools Help El Back gt A A Gsearch Gyravortes CBuistory Gh SH 9 Q Address E hepta O do Links Customize Links Free Hotmail Windows WindowsMedia Best of the Web Channel Guide Internet Explorer News 4 Internet Start 4 Liquid Music Network Center for 7 Creative Leadership nternet Assessment Gystem Please enter your e mail address and password E mail Address lf you have problems or questions M please call the Assessment Services Password Group at 336 545 2620 Forgot
3. Participant Background Form Participant Background Form California Psychological Inventory CPI Change Style Indicator Survey FIROB FIROB Supplemental Biographical Information LDP Benchmarks Self amp Observer English Myers Briggs Type Indicator Profile 3 page Campbell Leadership Index Standard Report Self amp Observers Not Accessed TER al internet Figure 9 Participant Detail Screen There are two 2 blue links in the upper right corner of the Participant Detail screen that says View Journal Entry and Shipping Information 7 Click View Journal Entry to see any notes entered for this participant The Journal entries for the participant appear Page 8 Note Comments entered here should be specific to the assessment process and should not include general comments about the program or participant Unternet Assessment iystem PROGRAM ADMINISTRATOR Previous Help Ski Love Franco Harris Journal Entries View Participant Detail Return to Journal Selection Add a New Entry Message Date Assessments have not been accessed as of 1024402 2 50 14 this date Phyl Figure 10 Journal Screen Note The Journal Entry screen will display options to View Participant Detail Return to Journal Selection and Add a New Entry The View Participant Detail command takes you back to the Participant Detail screen The Return to Journal Selection takes you to the Journal Search screen New En
4. you want to view Page 4 Choose a Function gt gt Track Activity Group Status Select the first letter of the Activity to view its status Figure 4 Activity Search Screen A list of your company s activities beginning with the letter you selected appears Trek a s ete gt PROGRAM ADMINISTRATOR Choose a Function gt gt Track Activity Group Status Previous Help Select the first letter of the Activity to view its status ABCDEFGHIJKLMNOPQRSTUVWXYZ The Cranford Leadership 10 23 01 Greensboro Figure 5 Detail of Activity Search Screen Click the Session Title you want to view The Status Page for the selected activity appears This screen shows the automatic notification schedule On these dates the participants with valid e mail addresses will receive an e mail to remind them of the assessment s status Page 5 Ski Love Start Date 102802 First Second z 2 See Notification Notification avast chen qi2aro2 1 007702 Disable Paper internet Disable Switch Changes C Email C amp L Email All Participants Participant Test Packet Status Email Hame Shipped Harris Franco Yes Email selected participants T r a Figure 6 Activity Status Screen Note On the Activity Status page if you mark the Disable Paper Internet Changes checkbox it will prohibit participants from switching between on line and paper documents for their assessment forms 3 Scroll down the p
5. your password l Internet Figure 1 IAS Home Page 1 Click on the icon on your Desktop or Start Menu to activate your Internet browser Your browser is the application that gives you the ability to access the Internet For optimum efficiency use Internet Explorer 4 0 or Netscape 4 0 or higher as your Internet browser 2 Type the following URL in the address field of your Internet Home Page http as ccl org 3 Type your e mail address in the E mail address field Your e mail address is your account identification 4 Type your password in the Password field You received your password in your invitation e mail 5 Click LOG IN 6 Choose the Program Administrator role Page 2 CCL Microsoft Internet Explorer Ele Edit View Favorites Tools Help Back gt A A Asearch Favorites history B 3 W 2 g http www microsoft comjisapifredir dll S THE LOBBY To begin choose your role CCL ADMINISTRATOR CCL PROGRAM ADMINISTRATOR PROGRAM ADMINISTRATOR PARTICIPANT Figure 2 IAS Lobby Note You may have more than one role in IAS The above screen shows various access levels In this manual we will discuss the role of Program Administrator gt Section 3 Program Administrator Functions If you chose Program Administrator a menu of administrator functions appears There are two functions available to Program Administrators Track Activity Group Status and Journal Clic
6. Internet Assessment System Program Administrator User Manual Internet Assessment System LOG IN gt Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt G A A Gsearch GaFavortes C4nistory G4 amp 2 Q Address 2 http fias ccl org ccl Links customize Links Free Hotmail Windows Windows Media Best of the Web 4 Channel Guide Internet Explorer News Internet Start 4 Liquid Music Network Center for Creative Leadership Qnternet Assessment System Please enter your e mail address and password E mail Address whitiillb leaders ccl If you have problems or questions Panarit p please call the Assessment Services Group at 336 545 2820 Forgot your password a Internet Final Draft 18 11 11 2002 Table of Contents gt Section 1 Introduction to Internet Assessment System ccccccccccceessssteeeeeeeeeeens l Section Wha is TAS meiren iane a a ee l Sections 2 Who WSes TAS henma a ee ea l gt Section 2 How do Program Administrators Access and Use IAS ccccccccccceeeees 2 gt Section 3 Program Administrator Functions cccccccccceeeesssseceeececeeeeesssnseeeeeeeeeeens 3 Section 3 1 Track Activity Group Status ccssssssesssseeseessessseesseessessseesseeeeens 4 Section 3 1 1 To View Status of an Activity and its PArtiCiPpQnts cccccccceseeees 4 SCC
7. UON 3 1 2 To E mail Faricipa tls creases en Taaa enn sesiak austen 10 Section 3 1 3 To Access an Archived Activity eeeeeeeeeeeeeeesssessssssseererreeeesessss l1 SECHON 3 27 Jomalig sissioni ae i a A Ea a Raa 12 Section 3 2 1 To Open and View a Journal Entry ccccccccccccceeeceeeceeessccccceeecsseeeees 12 Section 3 2 2 To Create a Journal ENV 2 vssoc0 esse ok eee tne dee Maecenas 12 gt Appendix AY Ouick Reference Guid Siessvccsspicwuitorctinadsateaucsesaa sees Maas tence nadebtn Success 14 Final Draft 18 11 11 2002 gt Section 1 Introduction to Internet Assessment System Section 1 1 What is IAS The Internet Assessment System is an online tool to help administer assessments for CCL Programs As a Program Administrator you will be able to use IAS to track the status of your programs and participants You also have the ability to communicate with CCL and the participants via E mail and Journaling Some of the functions IAS performs are Stores status information about online entry or scanned paper documents in a central location Facilitates the distribution process Provides easier access to status information Provides avenues for communication Section 1 2 Who Uses IAS Participants who are registered and confirmed for an event program Raters who have been selected to rate participants CCL Administrators CASG who have access to IAS administrative functions Note CASG is the
8. age to see the list of participants registered for this program The Participant table will show the Participant Name Test Packet Shipped Status and provide the ability to e mail selected participants If the Test Packet Shipped cell displays Yes the Participant s assessments have been released and are available for completion The Status cell will display the current status of the assessments Members of the Client and Assessment Services Group at CCL enter these statuses Status types are See Journal Indicates there is a note in the Journal regarding the participant s assessments e Scorable Indicates the minimum scoring requirements for each assessment have been met Complete Indicates enough valid forms have been returned for feedback in every category of each assessment 4 Click on a participant s name to view the status of the individual assessments The Participant Detail screen displays Page 6 Sys y PROGRAM ADMINISTRATOR peel Z Choose a Function gt gt Track Activity Group Status Previous Help The Leadership Program Keith B Real View Journal Entry Deadline Date 9 25 01 Shipping Information Reflections Program Expectations LDP Participant Background Form Participant Background Form Benchmarks Self amp Observer English Not Accessed zi i internet o Figure 7 Participant Detail Screen The Progress cell will display the progress a participant has ma
9. de on each document in their packet Not Accessed Indicates the participant has not accessed this document In Process Indicates the participant has accessed the document but has not yet submitted it back to CCL Submitted Indicates a participant has completed the survey and submitted it to CCL Complete Indicates that the submitted assessment has been successfully received in the database Canceled Indicates the form is no longer applicable for the participant to complete This will rarely be seen 5 Click a document name that is highlighted in blue to view details for returned rater totals The Rater page appears Page 7 Ski Love Franco Harris Benchmarks If you completed your self form via paper then your distribution will not appear under the Total column Figure 8 Rater Table The table shows the total number of raters the participant has assigned in each category and the number of valid rater forms submitted to the Client and Assessment Services Group at CCL 6 Click the Previous link on the blue Taskbar to return to the previous screen a BACK TO LOBBY y i Dr rnet A gt gt S gt 7 Ef S I PROGRAM ADMINISTRATOR Center for 7 Choose a Function gt gt Track Activity Group Status Previous Help The Leadership Program Keith B Real View Journal Entry Deadline Date 9 25 01 Shipping Information Reflections Program Expectations LDP Not Accessed
10. f the Event or Participant from the Journal Page 2 Click on the Session Title or Participant Name 3 Click Add New Entry n Unternet Assessment System thoose a Function gt gt Journal Add a New Entry Add Entry Figure 16 Add Journal Entry screen 4 Type new Journal entry Note At the end of your comment please note your name in parentheses Journal messages are time and date stamped but do not reflect the name of the person making the entry as shown in figure 17 5 Click Add Entry Sat E E KORNET Ea PROGRAM ADMINISTRATOR Previous Help Ski Love Franco Harris Journal Entries View Participant Detail Return to Journal Selection Add a Mew Entry Message Date Assessments have not been accessed as of 102402 2 55 14 this date Figure 17 Completed Journal Entries screen The new Journal Entry will display on the Journal Entries page Page 13 gt Appendix A Quick Reference Guide How Do Program Administrators Access and Use IAS 1 Click on the icon on your Desktop or Start Menu to activate your Internet browser Your browser is the application that gives you the ability to access the Internet For optimum efficiency use Internet Explorer 4 0 or Netscape 4 0 or higher as your Internet browser 2 Type the following URL in the address field of your Internet Home Page http Aas ccl org 3 Type your e mail address in the E mail address field Your e mail address is
11. k on the function you want to use We will begin with Track Activity Group Status Page 3 Z CCL Microsoft Internet Explorer File Edit view Favorites Tools Help Back gt A Qsearch Favorites CBristory B S fe O g Address http fias ccl org ccl custom_admin BACK TO LOBBY I PROGRAM ADMINISTRATOR W Previous Help Choose a function Track Activity Group Status Journal E internet Figure 3 IAS Program Administrator Function Menu Section 3 1 Track Activity Group Status Tracking Activity Group status gives you the ability to View the list of activities programs in progress View status of returned assessments in each activity program View archive of activities programs that have occurred in the last 12 months Note Activities Groups move to archive 7 days after Program Start Date Administrators can view activity group information for one year from the time the activity is archived e Communicate with participants and CCL via e mail Click the Track Activity Group Status option from the menu A blue letter links to a list of activities beginning with that letter For example Leadership Development Program would be found by looking under L A black letter indicates that no activities begin with that letter Section 3 1 1 To View Status of an Activity and its Participants 1 Click on the first letter of the title of the activity program
12. rn to the previous screen Click View Journal Entry to see any notes entered for this participant The Journal entries for the participant appear Click View Participant Detail to return to the Participant Detail screen Click Shipping Information to view shipping status Click the Previous link on the blue Taskbar to return to the Activity Status Screen To E mail Participants l 2 Mark the checkbox next to each participant you want to e mail Click E mail selected participants Type a subject then compose the message To E mail All Participants or E mail CCL l Click E mail All Participants to send a message to all participants in the program Click E mail CCL to ask questions or to request information A CCL representative will respond within one business day Click Send Message when you have finished composing the message IAS automatically sends the e mail to the list IAS will then return you to the Activity Status Page Scroll up to the top of the page and click Track Activity Group Status on the menu bar to return to the Search screen to choose another activity Page 15 6 Click Choose a Function to return to the main menu To Access an Archived Activity l Zz Click Track Activity Group Status on the menu bar Click Activity Archive in the column to the left of the alphabet Click the first letter of the name of the archived event you want to review The page showing the event s de
13. tails appears Click the Previous link on the blue Taskbar to return to the previous screen Click Events Current in the column to the left of the alphabet to select a current event or Click Choose a Function to return to the main menu Journaling To Open and View a Journal Entry l 2 gt Click on the Journal menu item on the Administrator Function page Click the first letter of the Activity Event name These letters will be highlighted in blue All current activities that begin with the letter you selected are listed Click an Activity to open it The list of Participants for the selected group appears Click a participant s name to open the Journal The Journal entries for the participant appear Click View Participant Detail to see the status of the participant s documents To Create a Journal Entry l 2 Select the first letter of the Event or Participant from the Journal Page Click on the Session Title or Participant Name Click Add New Entry Type new Journal entry Click Add Entry Page 16
14. to select a current event or Click Choose a Function on the blue Taskbar to return to the main menu Page 11 Section 3 2 Journaling Journaling is a way to share information with CCL and other Program Administrators in your organization Journals record notes or comments entered by both Program Administrators and CCL Administrators Participants cannot access Journals All entries are automatically time and date stamped Once submitted entries cannot be edited You can locate Journal entries by searching for a group or by participant name Section 3 2 1 To Open and View a Journal Entry 1 Click on the Journal menu item on the Administrator Function page 3 3 bn 4 ter Ajs seos 4 m ee ari I PROGRAM ADMINISTRATOR Creative Leadership Choose a Function Previous Help Choose a function Track Activity Group Status Journal Figure 15 Program Administrator Function Screen 2 Click the first letter of the event activity group Note You can also search by the first letter of the Participant s last name 3 Click an event to open it The list of participants for the selected group appears 4 Click a participant s name to open the Journal The Journal entries for the participant appear 5 Click View Participant Detail to see the status of the participant s documents as discussed in Section 3 1 1 Section 3 2 2 To Create a Journal Entry Page 12 1 Select the first letter o
15. tries will be discussed in Section 3 2 8 Click View Participant Detail to return to the Participant Detail screen 9 Click Shipping Information to view shipping status Shipping Information Joyce s Group Document Title Ship Date amp Time Carrier Name Tracking Number Participant Background Form 10 4 01 2 00 47 PM Internet Benchmarks 10 4 01 2 00 47 PM Internet Policy on Privacy 10 4 01 2 00 47 PM Internet Figure 11 Shipping Information Screen 10 Click the Previous on the blue Taskbar until you return to the Activity Status Screen Page 9 Ski Love Start Date 102802 First Second z T Notification Notification Solace eet gyo 1 07702 Disable Paperinternet 5 P Disable Switch Changes _ Email CL Email All Participants Participant Test Packet Status Email Harme Shipped Harris Franco Yes m Email selected participants Figure 12 Activity Status Screen Section 3 1 2 To E mail Participants 1 Scroll down to the participant list 2 Mark the checkbox next to each participant you want to e mail 3 Click E mail selected participants to send a custom message to those participants Note This is a good way to announce changes or send warning messages to participants who have outstanding assessments Unternet Assessment System Choose a Function gt gt Track Activi Group Status Email Participants Subject Message Send Message Figure 13 Compose E mail Screen
16. your account identification 4 Type your password in the Password field You received your password in your invitation e mail 5 Click LOG IN 6 Choose the Program Administrator role Track Activity Group Status To View Status of an Activity and its Participants 1 Click on the first letter of the title of the activity program you want to view 2 Click the Session Title you want to view 3 Scroll down the page to see the list of participants registered for this program The Participant table will show the Participant Name Test Packet Shipped Status and provides the option to e mail selected participants If the Test Packet Shipped cell displays Yes the Participant s assessments have been released and are available for completion The Status cell will show the current status of the assessments Status types are See Journal Indicates there is a note in the Journal regarding the participant s assessments Scorable Indicates the minimum scoring requirements for each Page 14 10 assessment have been met Complete Indicates enough valid forms have been returned for feedback in every category of each assessment Click on a participant s name to view the status of the individual assessments The Participant Detail screen appears Click a document name that is highlighted in blue to view details for returned rater totals Click the Previous link on the blue Taskbar to retu
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