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August2017
UTeachAlumniManagementSystem:UserGuide
LoggingInToaccesstheUTeachInstituteUTeachAlumniTrackingSystem,navigatetohttps://uteach.force.com/partner.Ifyouarelogginginforthefirsttime,clickthe“ForgotYourPassword?”link.
Youwillbepromptedtoenteryourusername.Yourusernameistheemailaddresssuppliedasthecontactownerforyouralumnirecords.Youwillreceiveanemailcontainingyourlogininstructions.
Ifyouhavetroubleloggingin,pleasecontactPeggyPittsatpitts@uteach.utexas.edu.
NavigatingtheUTeachAlumniManagementSystemTherearefourtabsonthenavigationbaracrossthetop.TheDashboardtableadstoyouthelistofbothnationalandprogram-specificgraphsavailabletoyou.TheContactstableadstoalistofyourindividualalumnirecords.TheReportstableadsyoutoalistofcannedreports.Moredetailsforeachofthesetabsfollowlaterinthisdocument.TheHometabwillbeblank.
GeneralNavigation
Allsectionsinthesystemaresetupwiththesamenavigation.Onthecontactviewpage,youaregivenasummaryoftheinformationwithineachsection.Fromthispointyouhavetheabilitytocreateanewentry,edittheexistingentry,ordeletetherecordifit’serroneous.BelowisanexampleoftheEducationsectionsummary.
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• Viewing:Toviewtherecordinitsentirety,clickonthehyperlinkedID(inthisexample,itistitledEducationID).Thiswillalwaysbeinthesecondcolumn.
• Editing:Therearetwowaystoeditarecord.Oneistoclicktheblue“Edit”linkfromthisscreen.Thesecondwayistoviewtherecord,andfromthatwindowclicktheEDITbuttononthetopmiddleofthepage.
• AddingNew:ClicktheNewEducationbuttononthetopofthesection.
• Saving:Afteryoucompleteyouredits,remembertoclicktheSavebutton,asnothingautomaticallysaves.
TIPYoumayalsoenteralastorfirstnameinthesearchfieldtonarrowyoursearch.
TypesofFieldsandHowtoEnterDataintoEach
Picklist:Hasdrop-downarrowsontheendofthefield.Clickintheboxandmakeyourselection.
TIPClicktheSavebuttoneverytimeyoumakechangesinSalesforce.Nothingautomaticallysaves.
Multi-valuepicklist:Highlightitemsyouwantfromtheleft-handboxandmovethemtotheright-handboxbyeitherusingtheblackarrowslocatedbetweentheboxesorbydouble-clicking.Canbemovedinbothdirections.
Checkboxes:Clicktoturncheckonoroff.
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Textboxes:Double-clickinsidethefieldwherethepenciliconisdisplayed.
Lookups:Lookupsdonotallowformanualentry.Youmustsearchforthedesiredinformationandthenattachittotherecord.Toactivatethemagnifyingglass,hoveroverthefieldanddouble-clickonthepencilicon.Dothistochangeanentryortoaddanentry.
1. Clickonthemagnifyingglassandapop-up
windowwillappear.
2. Usethesearchfieldintheupperlefttoputinthenameoftheschool.ItisbesttokeepwiththegeneralnameandavoidusinginitialsordesignationslikeMiddleorHigh.ChangethesearchfromNametoAllFields,thenhitGo!
3. Thiscanpotentiallyreturnalonglistofschools,butyoucanusethefilterboxtonarrowdownyourchoices.SelectState(abbreviation)andaddCity.ThenclickApplyFilters.
4. Toattachtheschooltotherecordyou’reupdating,clickontheschoolnamefromthelistyieldedbyyourlookup.
IMPORTANT!Ifyoucannotlocatetheschoolyouneed,pleasecontactPeggyPittsatpitts@uteach.utexas.edu.
5. RemembertoclickSave.
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UTeachNationVirtualNetworkFields
UnderContact,Education,EmploymentandAwardsthereisanadditionalsectionforUTeachVirtualNetworkInformation.ThedatainthesefieldsisprovidedbyalumniviatheVirtualNetwork,andthereforethefieldsarereadonly.
ContactsTheContactstabiswhereallofyouralumniarelisted.Youcanaccessindividualcontactrecordsbyclickingonthealumnus’sname.
Thealumnicontactrecordcontainsthefollowingmajorcomponents:
• ContactDetail
• UniversityInformation
• EmploymentSummary
• HighSchoolDetails(thisisthehighschoolthealumnusattended)
• SystemInformation
• Credentials
• Education
• Employment
• Awards
• NotesandAttachments
• Tracking
• NOYCEScholarships
ContactDetail
Thissectionholdsallthecontactinformationforthealumnus.
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NOTETheUTeachInstitutewillpre-populatethissystemusinginformationgatheredwhilestudentswerestillintheprogram.AlumniareaddedtothesystemduringtheirApprenticeTeachingsemester/term.
1. SelecttheEditbuttontomakechanges.
2. Clickintowhicheverfieldyouwishtoupdateandeitherselectortypeyourchoice.
3. Afteryoucompleteyouredits,remembertoclicktheSavebutton.
IMPORTANT!AlumnilogintotheUTeachNationVirtualNetworkusingtheiremailaddressthereforethisfieldisnoteditable.PleasecontactPeggyPittsifyouhaveanyissues.
AfteryouclickSave,youwillbereturnedtothefullcontactrecordforthealumnus.
UniversityInformation
Thissectionholdsalltheuniversityinformationforthegraduate.AllfieldscanbeeditedexceptfortheUndergraduateGPA.PlaceacheckintheNOYCEScholarboxifthegraduateisaNOYCEScholarrecipient.SeeNOYCEScholaratthebottomontherecordtoenteradditionalNOYCEScholarinformation.
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EmploymentSummary
TheEmploymentSummarysectionispopulatedwithinformationenteredintheEmploymentsection.Tochangetheinformationhere,updatetheEmploymentsectionlocatedfartherdownthepage.
HighSchoolDetail
Thissectioncontainsthehighschoolthealumnusattendedandmaybeedited.
SystemInformation
Thissectionmaynotbeedited.Itdisplaystheuniversitythealumnusattendedandwhentherecordwascreatedandlastmodified.
CredentialsThissectionholdsallofanalumnus’scredential/certificationinformation.
Thealumnicredentialrecordcontainsthefollowingmajorcomponents:
• CredentialType
• Ifitwasthecredentialrecommendedbytheprogram
• CredentialName,SubjectandGradeLevels
• Statecredentialwasawardedin
• Received&ExpirationDates
NOTETheHighSchoolAttendedfieldisaLookUp.Pleaserefertopages3-4onhowtousealookup.
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• Notes
Toaddanewcredential,choosefromeithersubjectbasedornon-subjectbased.Entertheinformationandsave.
SubjectBasedCredential:Selectthesubjectbasedcredentialreceived.
Non-SubjectCredential:Credentialsnotrelatedtoacoursesubject.
• Entriesforthisinclude:
• AssistantPrincipal
• Bilingual
• Counselor
• ESL/ELL
• GiftedandTalented
• NationalBoardCertified
• Principal
• SpecialEducation
• Superintendent
• Other(pleasespecify)
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EducationThissectiondisplaysanalumnus’shighereducationrecord.
Entertheinformationandsave.
NewEmploymentThissectionholdsallofanindividual’semploymentinformation.
INFORMATION
Alumniemploymentistrackedonayearlybasis.Ifemploymentinformationisknownforaspecificyear,wesetthestartdateas8/1andtheenddateas7/31ofthefollowingyear.Forexample,ifanalumnusisemployedasabankerin2015–2016,wesetthestartdateas8/1/2015andtheenddateas7/31/2016.Ifthealumnushasthesamejobformultipleyears,donotcreateanewemploymentrecord;rather,edittheexistingrecordandchangetheenddatetothecurrentyear.Inourexampleabove,ifthesamegraduatewerestilllistedasabankerin2016–2017,wewouldedittherecordandchangetheenddatefrom7/31/2016to7/31/2017.Thisappliestoalltypesofemploymentrecords.
Tocreateanewrecord,clicktheNewEmploymentbuttonandselectwhichtypeofemploymentrecordyouwishtocreate.
Therearethreetypesofemploymentrecords:
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• K–12Employment:EmployedinaK–12schoolordistrict.
• NonK–12Employment:Employed,butnotinaK–12schoolordistrict.
• Unemployed:Notcurrentlyemployed(thisincludesstayathomeparent,graduateschool,andretired).
YoucanenterthedetailsforNon-K–12EmploymentandUnemployedandselectSave.K–12Employmentrequiresmoredetails.
CreatingaK–12Employmentrecord
Theschoolordistrictatwhichthealumnusisemployedisalookup.Pleaserefertopages3-4fordetailedinstructions.
Theenddatewillalreadybesetfortheendofthecurrentacademicyear.
EnteringK–12EmploymentDetail
ForK–12Employment,pleaseenterthefollowing:
• PrimaryRole:Primaryroleattheschool/district(e.g.,teacher,principal,etc.)
• AdditionalRole:Anyadditionalrolesthealumnusmayhaveattheschool/district(e.g.,coach,teamlead,etc.)
• Course:Subjectsthealumnusteaches(e.g.,AlgebraI,grade9)
Toaddoneofthesedetails,clickontheappropriateNewbuttonlistedintheEmploymentDetailsectionoftheK–12Employmentrecord.
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Becauseanalumnuscanbeemployedatmultipleschools,makesureyouareaddingtheappropriateemploymentdetailsintotheappropriateschool.Intheexamplebelow,teachingdetailsarebeingaddedforthisgraduate’semploymentatYatesHigh.
PrimaryRoleandAdditionalRole
Enteranewprimaryrolerecordforeachyearanalumnusisemployedattheschoollistedintheemploymentrecord.ToaddPrimaryandAdditionalRoles,clickontheapplicablebutton.Choosetheroleandteachingyearfromthedrop-downmenus.
NewCourseTeaching
Thisiswhereyoucanenterspecificdetailsaboutanalumnus’steachingassignment.
Thecourserecordcontainsthefollowingmajorcomponents:
• TeachingSubject,Grade(s)andSubjectLevel(s)
• AcademicYear
TIP
TheNotesfieldsareforyoutousetofillinanyadditionaldetails.InformationstoredinNotesfieldscannotbeusedinanyreportcalculations.
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Afteryousave,youwillbetakentoarecapscreen.
Ifeverythinglookscorrect,returntothealumnus’semploymentrecordbyclickingontheEmploymentIDinthelowerrightcorner.
AwardsAwardsmaybeaddedtoanalumnus’srecordusingthesamenavigationasothersections.
NotesandAttachmentsNotesandfileattachmentsmaybeaddedtoanalumnus’srecord.
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Toaddanote:clickNewNote,enterinformation,andSave.
Toaddanattachment:clickAttachFileandfollowtheinstructionsonthescreen.
TrackingThissectionsummarizesthewayeachalumnus’semploymentwastracked.
Foreverynewtrackingrecord,theTrackingCurrentThroughdateispre-populated.Selectfrom:
• AlumniProvided
• ManuallyTracked
• ProgramProvided
Alinktothealumnus’sSchoolDirectorycanbeentered,aswellasanyTrackingNotes.ClickSavewhenentryiscomplete.
NoyceScholarship
Clickonthedrop-downarrowstoselecttheSemesterAwarded,TeachingObligation,andObligation.ClickSavewhenentryiscomplete.
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DashboardsClickontheDashboardtabinthenavigationbartoaccessyourdashboards.Usethedrop-downmenuatthetoplefttonavigatetothefulllistofdashboards.
Thedrop-downlistdisplaystwocategories:RecentlyViewedandNationwide.
• RecentlyViewed:Thosedashboardsyouviewedlast.
• Nationwide:DashboardsthatdisplaynationalUTeachalumnistatistics.
CoursesTaught:Displaysoverallcountsofalumniteachingatthehigh,middle,andelementaryschoollevel.Includescountsofalumniteachingspecificmathorsciencesubjects.Countsareuniquewithinacategory,butnotacross.Forexample,alumniteachingmiddleandhighschoolareincludedonceinthemiddleschoolgraphandonceinthehighschoolgraph.
GraduateProduction:Displayscumulativeinformationaboutgraduates,includingproductionbyprogram.
NationalAlumniSummary:Summarycountsofalumniforthecurrenttrackingyear.
TeachingbySubject:Summarycountsofgraduatesteachingmath,science,orother—notbyspecificsubject.
TrackingDashboard:providesyouwithtrackingstatusforthecurrentacademicyear.
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ReportsClickontheMyAlumniDatafoldertoviewthefollowingreportsspecifictoyourprogram:
• AllContactInfo
• CurrentEmployment
• CurrentTeachingAssignmentData
• DemographicandAcademicData
• MyContactsNeedingUpdates
• MyContactswithNoEmployment
• TeachingCredentials
• Title1StatusofSchools
• WholeHistory:AllEmployment
• WholeHistory:K-12TeachingDetails
Clickonthereporttoview.AlwaysclickRunReportwhenthereportfirstopens.
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Toexportareport:
1. ClickRunReport
2. ClickExportDetails
3. FromtheExportReportscreen,selectthedesiredfileformat(ExcelorCSV).IgnoretheExportFileEncodingdrop-down.
4. ClickExportandthefilewillbedownloadedtoyourcomputer.
5. ClickDonetobringyoubacktoyourreport.
RefertoAppendix1foralistofavailablereportsanddescriptionofeachreport.
Questions?QuestionsaboutenteringdatashouldbedirectedtoPeggyPittsatpitts@uteach.utexas.edu.
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Appendix1:Listofavailablereports
ReportName ReportDescriptionAllContactInfo Alumniemails,mailingaddresses,phonenumbers,etc.
MyContactswithNoEmployment Alistofalumnithathaveneverhadanyemploymentinformation.
WholeHistory:AllEmploymentIncludesallalumniemploymentrecords.NOTE:MULTIPLERECORDSPERALUMNUS.
TitleIStatusofSchools
AlistofalumniworkinginK-12schools,includingschoolTitleIstatus,employmentdates,etc.YearsTeachingindicatesthetotalyearsofteachingatthatcampus.
DemographicandAcademicData
Alumniacademicinformation:major,ethnicity,gender,Noycereportingfields,GPA,highschool.
CurrentTeachingAssignmentData
Assignmentlocation,subject,gradelevel,etc.Ifgradelevelwasmissingforaspecificsubjecttaught,theschool'sgraderangewassubstituted.NOTE:MULTIPLERECORDSPERALUMNUS.
CurrentEmployment
Alumnicurrentemploymentdata.If"FinalEmploymentStatus"isblank,alumnuswasnottrackedinmostrecentyear.Includestotalyearsteaching.
MyContactsNeedingUpdates Alumniwhoaremissingcurrentyearemploymentinformation.
WholeHistory:K-12TeachingDetails
Includesallteachingdetailsincludingprimaryandadditionalrole,subject,subjectlevel,teachingyear,schoolanddistrict.Schoolgraderangewassubstitutedifgradelevelwasmissingforspecificsubjecttaught.NOTE:MULTIPLERECORDSPERALUMNUS.
TeachingCredentials Teachingcredentialsheldbyalumni.