Download - UTeach Alumni Management System: User Guide · UTeach Institute and UTeach STEM Educators Association (USEA) UTeach Alumni Management System: User Guide August 2017 2 • Viewing:

August2017

UTeachAlumniManagementSystem:UserGuide

LoggingInToaccesstheUTeachInstituteUTeachAlumniTrackingSystem,navigatetohttps://uteach.force.com/partner.Ifyouarelogginginforthefirsttime,clickthe“ForgotYourPassword?”link.

Youwillbepromptedtoenteryourusername.Yourusernameistheemailaddresssuppliedasthecontactownerforyouralumnirecords.Youwillreceiveanemailcontainingyourlogininstructions.

Ifyouhavetroubleloggingin,[email protected].

NavigatingtheUTeachAlumniManagementSystemTherearefourtabsonthenavigationbaracrossthetop.TheDashboardtableadstoyouthelistofbothnationalandprogram-specificgraphsavailabletoyou.TheContactstableadstoalistofyourindividualalumnirecords.TheReportstableadsyoutoalistofcannedreports.Moredetailsforeachofthesetabsfollowlaterinthisdocument.TheHometabwillbeblank.

GeneralNavigation

Allsectionsinthesystemaresetupwiththesamenavigation.Onthecontactviewpage,youaregivenasummaryoftheinformationwithineachsection.Fromthispointyouhavetheabilitytocreateanewentry,edittheexistingentry,ordeletetherecordifit’serroneous.BelowisanexampleoftheEducationsectionsummary.

UTeachInstituteandUTeachSTEMEducatorsAssociation(USEA) UTeachAlumniManagementSystem:UserGuide

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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,[email protected].

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.