User Manual - STI Support Site

Winter 2008 School Year
STI PD AL
Principal User Manual
Information in this document is subject to change without notice. Student and school data used herein are fictitious
unless otherwise noted.
The contents of this document are the property of STI. This information is intended for users of the STI suite of products
only. Reproduction or redistribution of these materials to anyone other than STI customers or users of STI Software is
prohibited without prior written consent from STI.
© 2004-2009 Software Technology, Inc. All rights reserved.
Microsoft, Windows, Word and Internet Explorer are registered trademarks or trademarks of Microsoft Corporation in
the United States and other countries.
Other product and company names herein may be the trademarks of their respective owners.
Software Technology, Inc.
USA Technology and Research Park
307 University Boulevard North
Bldg. IV, Suite 400
Mobile, AL 36688
(800) 844-0884
This document was last modified on February 25, 2009. Any subsequent changes made to the STI applications described
herein will be discussed in the release notes that accompany each product’s update.
Contents
Overview
1
Principals and STI PD ............................................................................................................... 1
Getting Started
2
Logging In ................................................................................................................................. 2
Welcome Screen ........................................................................................................................ 2
Home Tab
3
My Profile: Editing User Profile................................................................................................ 3
My Sessions: Viewing the Session Schedule Calendar ............................................................. 4
My History: Viewing Training History ..................................................................................... 6
My PD Plans: Creating PD Plans............................................................................................... 7
Creating a New Professional Development Plan......................................................... 7
Learning Communities .............................................................................................................. 8
Management Tab
9
Management Tools .................................................................................................................... 9
Creating Announcements ............................................................................................ 9
Programs.................................................................................................................... 10
Enrollments ............................................................................................................... 10
Approve Training ...................................................................................................... 12
Employees Tab
14
Employee Options ................................................................................................................... 14
Search for Employee Profiles .................................................................................... 14
Edit Employee Profiles.............................................................................................. 15
PD Titles Tab
17
PD Title Options ...................................................................................................................... 17
Searching the PD Title Catalog ................................................................................. 17
Editing PD Title Information..................................................................................... 19
Adding a Session to a PD Title Record ..................................................................... 20
View Schedule........................................................................................................... 23
View Roster: Managing a Session Roster ................................................................. 24
Roster-Wide Updates................................................................................................. 25
Create New PD Title ................................................................................................. 25
View Session Offerings............................................................................................. 26
Update Global Session Confirmation ........................................................................ 26
Make a PD Title Suggestion...................................................................................... 26
Reports Tab
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28
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Contents • iii
Report Options......................................................................................................................... 28
Login Report.............................................................................................................. 28
Enrollment Percentage Report................................................................................... 29
Instructors Report ...................................................................................................... 30
Session Report........................................................................................................... 30
PD Titles Report........................................................................................................ 31
Substitute Report ....................................................................................................... 32
Credential Expiration Report..................................................................................... 32
Uncertified Employees Report .................................................................................. 33
Average Hours Drill Down Report............................................................................ 34
Professional Development Hours Report .................................................................. 34
Completed Sessions Report....................................................................................... 35
Resources
36
Other Resources Available for STI PD.................................................................................... 36
Knowledgebase ......................................................................................................... 36
User Manuals and Quick Reference Guides.............................................................. 37
Tutorials .................................................................................................................... 37
Support ...................................................................................................................... 38
Index
iv • Contents
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39
Winter 2008 School Year STI PD AL
Overview
Principals and STI PD
In STI PD, a principal encompasses most of the same aspects of the PD application
as a Professional Development Manager, with the exception that principals may
ONLY work with employees at their locations. Functionality for principals includes:
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•
Creating Announcements
•
Managing Programs
•
Approving Training Histories
•
Managing PD Titles and Session Schedules
•
Managing Employees at their locations
•
Running Reports
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Overview • 1
Getting Started
Logging In
Before you may access the features of the PD Management System, you must first
log in. When you go to the STI PD Web site, you will see a login screen similar to
the one shown below.
•
Enter Username and Password in the appropriate fields. If there is an
option to choose LEA, choose the appropriate LEA from the drop-down
list.
•
After entering the above information, click the Click to Login button
to log in to the program.
Welcome Screen
The welcome screen will appear after you log in. The workspace is organized by
clickable tabs at the top of the window. Each tab has sub-tabs listed below the tab
label.
2 • Getting Started
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Home Tab
My Profile: Editing User Profile
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•
Step 1: To view or edit your profile, click on the My Profile link on
the menu bar under the Home tab.
•
Step 2: Click on one of the three links available to view/edit your
profile information.
•
Step 3: View or edit your information as desired. There are three
options to choose from:
o
Login Username and/or Password: Allows you to change your
login and/or password used to log in to the STI PD program.
o
Contact Information: Allows you to view/update your contact
information such as Name, Address, Date of Birth, Phone, etc.
o
Employment Information: Allows you to view/update basic
employee information such as Grades Taught, Credentials in
progress, Career Objective, Classes Taught, etc.
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Home Tab • 3
My Sessions: Viewing the Session Schedule Calendar
•
Step 1: To View your schedule of sessions, click the My Sessions
link on the menu bar under the Home tab.
•
Step 2: Choose which session you wish to view: Sessions Taught
(sessions that you are marked as the instructor of) or Sessions Enrolled
(sessions you are enrolled in to attend).
•
Step 3: To view the details of a specific session in the calendar click
on that session.
Note: You may use the navigational links (Previous Week, Next Week or
Current Week) above the calendar to go to different weeks. You may also view
sessions in a list view by clicking the Go to List View link.
4 • Home Tab
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•
Step 4: If you would like to indicate a time of year this session could
be offered to better suit your needs, click on the Submit Session
Request button in the top right corner of the Session Information
screen.
Note: You may also view any other session requests made previously. These can be
deleted as well.
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Home Tab • 5
My History: Viewing Training History
•
Step 1: To view your training history, click on the My History link
on the menu bar under the Home tab.
Note: The training history screen outlines the date, name and location of your
training sessions. In addition, your proficiency level, attendance, point, credits and
status are provided. To filter your history by date range, enter the desired dates in the
Start Date and End Date fields and then click the Filter by Date Range button
(you may leave one or both fields empty).
•
Step 2: In this screen, you may scroll to the bottom of the page to
view and submit new training items for approval.
Note: These history items are generally items that take place outside your LEA but
this could also be used for any other history items as well.
•
6 • Home Tab
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Step 3: Click Submit New Training History Item for approval
to add items to be approved for your history.
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Note: These additional sessions will be added as pending approval items for your
manager or principal to approve.
My PD Plans: Creating PD Plans
To view or manage your PD Plans, click on the My PD Plan link on the menu bar
under the Home tab.
Creating a New Professional Development Plan
Follow the instructions on the screen to create a new PD Plan. See the red arrow
below.
Once a new plan has been created, users may access the following options:
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•
View most recent plan
•
Upload a revision
•
History
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Home Tab • 7
•
Delete plan
Learning Communities
The Learning Communities feature is provided to allow employees to post
messages for other employees to view.
•
8 • Home Tab
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Learning communities may be accessed from either Communities
link.
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Management Tab
Management Tools
Most management options may be accessed by clicking the Management tab in the
main menu.
Creating Announcements
To create an announcement, click the Announcements link or tab and perform the
steps listed below. Your announcements may only be viewed by users who belong to
your LEA.
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Management Tab • 9
•
Give the announcement a Title. In the Message box, enter any text you
wish to display for users upon login.
•
Click the pick date buttons to select the beginning and ending dates
for the duration of the announcement’s display. Announcements will
display from 12:01 AM of the specified Start Date until 12:01 AM of
the specified Expire Date.
•
Click the Create Announcement button.
•
You may view and Delete previous announcements in the list below.
Programs
Programs is an optional feature. Once you create one or more programs, PD Titles
may be added to the programs so that users may search PD Titles by program.
•
Click create a new program.
•
You may EDIT any existing programs from the program list.
Enrollments
This screen will list any users who have pending requests for approval to enroll in a
session. To process a request, click the Process this Request link. To correspond
with the user, you may click on the user’s e-mail address or lookup his/her contact
information by clicking the View/Edit Profile link.
Note: This is applicable only for those users who have been flagged with Enrollment
Approval Required. See the section “Edit Employee Profiles” on page 15 for more
details.
10 • Management Tab
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•
To process a request for an employee, click the link click here to process
this request.
•
To process a session enrollment request, review the request information on the
process screen and be sure to select the appropriate approval status in the form.
When you are ready, click the PROCESS NOW button.
•
An e-mail will be generated and sent to the user when you process this request.
Any comments you enter will also be sent.
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Management Tab • 11
Approve Training
Employees have the ability to submit training records for activities they have
completed that are not offered within the PD system (outside courses, workshops,
etc). This area allows you to review those activities and approve them if you have
determined that they qualify for credit. Any approved items are added to the
employee’s training history.
Step 1: Approve Employee Training History
The first step in this process is to search for employees. You may enter search
criteria here or leave all fields blank to search for all. Please not that only employees
who have submitted training history requests will appear in the search results.
Step 2: View Submitted Training History
In the employee list, click the View Submitted Training History link to view
this information for applicable employees. Also shown are the numbers of pending
requests and total requests.
12 • Management Tab
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Step 3: Approve Status
To approve a training status, check the Approved? box or click the modify link.
When finished, click the Update Approved Status button.
You may also submit a New Training History item for an employee from this screen
as well.
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Management Tab • 13
Employees Tab
Employee Options
Search for Employee Profiles
Enter search criteria in the spaces provided, or search for all by clicking the Search
Now button with no criteria entered.
All users/employees matching your criteria will be listed. For each user, you may
click the view/edit profile link to edit the profile. Similarly, you may view the
user’s training history and training reports.
You may print out training histories for all users on this list by clicking the PRINT
TRAINING FOR ALL USERS ABOVE button at the bottom of the list. To print
out histories for a particular date range, first enter the Start Date and/or End Date to
filter the histories by date range.
14 • Employees Tab
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Also note that you may create a downloadable file that may be used to create mailing
labels (using MS Word or similar word processing software). To do so, click the
GENERATE MAILING LABELS link at the top of the list.
Edit Employee Profiles
Select a user profile by clicking View/Edit Profile from the search results screen
and then make any necessary changes. Click the Update Now button to save your
changes.
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•
An asterisk (*) indicates a required field.
•
Selecting Yes for Enrollment Approval Required will require all online
registrations by this user to be processed for approval by a manager or
principal.
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Employees Tab • 15
16 • Employees Tab
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•
Assigned Login Roles: Select the appropriate assigned user login
role for an employee. PD Managers may work with any employees in
their LEA’s; principals may work with employees at their locations;
and instructors may work with any employees who attend their
sessions.
•
If an employee does not fall under one of these roles, do not check
anything under Assigned Login Roles.
•
Instructors are those employees who are instructing PD sessions, not
necessarily instructors at the school.
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PD Titles Tab
PD Title Options
The PD Titles tab allows the user to enter or edit PD titles, add sessions, enroll
students, view session schedules, enter PD title suggestions and update confirmation
messages.
Searching the PD Title Catalog
To search for a PD Title, enter search criteria in the spaces provided, or search for all
PD Titles by clicking the Search Now button with no criteria entered.
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PD Titles Tab • 17
•
18 • PD Titles Tab
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Search results will appear as shown below. Results reflect criteria you
selected from the search screen. For each PD Title, you have options to
Edit PD Title, Add Session or View Schedule.
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Editing PD Title Information
Click Edit PD Title and make changes as necessary. Click the Update Now button
to save. You may attach references and programs here.
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PD Titles Tab • 19
Adding a Session to a PD Title Record
Click Add Session to enter the session schedule for the PD title. Use the Pick
Date and Pick Time buttons to enter date and time information. When finished,
click Add Now to save.
•
If you do not wish for users to enroll online for this session, select No in the
Allow Online Enrollment? field.
•
If you wish for users to enter payment (credit card) information for this
session, select Yes in the Enable Online Payment Form? field and enter a
Default Payment Amount.
•
You must also enter a Location for this session. If the location you wish to
select is not listed, go to the Locations Management area and be sure your
location is listed there as a training location (or District+Training location).
•
Before adding this session, you must select any LEA(s) from which users
may enroll for this session. Users from those LEA’s not selected here will
be unable to enroll.
•
Finally, you may optionally select evaluations to associate with this session.
•
You may specify a pre-enrollment evaluation along with a date. This will be
sent to registered users on the date specified.
•
The On completion evaluation, if specified, will appear to registrants when
they complete the session. They will be required to complete this evaluation
in order to see their status for this session.
•
Follow-up evaluations may also be specified. These will be e-mailed to
registrants on the specified dates.
Note: There are two options to choose from when adding a session to a PD Title.
You may either add a session using a New Session form or you may copy and use
information from a previously scheduled session.
20 • PD Titles Tab
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Copy and Use Information from a Previously Scheduled
Session
This allows you to copy and use information already created in a previous session.
Once you have selected this option you will see a list of all previous sessions for the
selected PD Title.
•
To copy a session, click on the Copy Session button provided.
New Session Form
This allows you to add a session using a new form as shown below. Fill in all
appropriate information.
Fill out the form according to each field provided.
Note: You must select a Session Location. The only locations you will see in the
drop-down are locations created under the Management tab that are marked with a
location usage of Training Location or District+ Training.
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•
Limit Enrollees to my schools/location: This feature allows you
to create a session that is offered only to the employees at your
location. If you select this option, the program will note your location
(such as the high school) and will only allow employees from that
location to enroll in this session. This is generally used by Principals,
not by PD Managers.
•
In the last part of the form, you may attach evaluations to this session.
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PD Titles Tab • 21
•
22 • PD Titles Tab
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LEAs: This option shows a list of all available LEA’s. Your LEA will
be selected by default. You would select other LEA’s for situations in
which the session you are creating will have employees from other
LEA’s attending. Only employees in the selected LEA’s will be able to
enroll in a session.
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View Schedule
By clicking the View Schedule link for a PD Title, you will see a list of all
sessions that have been scheduled for the selected PD Title. For each scheduled
session, you may:
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•
View Roster: Shows the roster details for this session. You may
update attendance, registrant status, completion status, etc. from this
screen.
•
Edit Session Information: Allows you to change the session details.
•
Close the Session: This prevents any additional users from
enrolling.
•
Cancel the Session: Cancels the session and e-mails all enrollees
(as well as instructors) of the cancellation.
•
Delete the Session: Permanently erases all information entered for
this session. This includes enrollee information, payment information,
attendance, etc. Only use this option if the session was created by error.
•
Edit Waiting List: You may manage the session waiting list by
adding and removing users from the list. Also, you may disable the
waiting list feature if you do not want users to be able to enroll after the
maximum enrollment has been reached.
•
Enroll Now: Allows an employee to enroll in a session.
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PD Titles Tab • 23
View Roster: Managing a Session Roster
View Roster is found on the Session Information screen. This allows you to view
the current roster for a selected session and also allows management of that roster.
24 • PD Titles Tab
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•
You may mark attendance for an employee by selecting the checkboxes
under each date that they attended
•
You may enter the Hours of Credit Granted for each employee
•
You may set a current class status for an employee such as Currently
Enrolled, Completed Course, Withdrew from Course and Dropped
Course.
•
Add a New Student: Allows addition of students to this roster.
•
Add Many Students: Allows addition of students based on
employee number.
•
Print Sign In Sheet: Prints a sign-in sheet with current students on
roster.
•
Print Roster: Creates a printout of the roster.
•
Mailing Labels: Produces a text file that may be used with 3rd party
programs such as Microsoft Word to use the mail merge feature to
create your mailing labels for employees on this roster.
Winter 2008 School Year STI PD AL
•
Email Enrollees: Allows you to send an e-mail to student(s) on this
roster.
Note: Be sure to click SAVE ROSTER CHANGES to save your changes after any
modifications have been made to the roster.
Roster-Wide Updates
This area allows for changes to be made to entire roster at one time, without having
to go to each student individually. This feature is located at the top of the roster.
Create New PD Title
Enter the information for the new PD Title and click the Add Now button. You may
then add the session schedule for the class.
The information entered here when creating a new PD Title will allow for employees
to search for PD Titles in the PD Title Catalog that meet specific criteria.
Note: When you first create a PD Title, you do not have the option to attach
Programs or References. This may be done after the PD Title has been created by
editing the PD title.
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PD Titles Tab • 25
View Session Offerings
Session offerings may be shown in either Calendar or List view. Click on the desired
class to edit session information or to enroll in that class.
You have the option of viewing session offering for ALL LEA’s or just your LEA.
Update Global Session Confirmation
Select this option to update the session confirmation message that all attendee
receive when enrolling in any session.
Make a PD Title Suggestion
Select this option to submit a suggestion for a PD Title that is not currently offered in
your district. Fill out the PD Title suggestion form and click Submit Now to send
the suggestion.
Note: This option is available for all employees.
26 • PD Titles Tab
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•
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Once a suggestion has been made, it may be viewed under the
Management tab.
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PD Titles Tab • 27
Reports Tab
Report Options
You may find that the Reports tab will be the most useful feature for tracking
Professional Development for employees.
The reports listed in the screen shot below may be generated from the Reports tab:
Login Report
This report is used track the number of logins that have occurred during a specific
time range. Enter the date range in the fields and click CREATE to view the report.
28 • Reports Tab
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Winter 2008 School Year STI PD AL
Sample Login Report
Enrollment Percentage Report
This report is used to find enrollment percentages for PD titles over a range of dates.
You may generate the report by PD title, by location or by instructor.
The sample report shown below was generated by PD title.
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Reports Tab • 29
Instructors Report
This report is used to find instructors and track the sessions they have taught.
This generated report displays our instructors.
Session Report
This report is used to list sessions offered over a date range and display them by
grade level, instructors, proficiency levels, references or course subject.
30 • Reports Tab
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Winter 2008 School Year STI PD AL
This generated report displays sessions offered by grade level.
PD Titles Report
This report is used to list sessions offered over a date range and display them by
grade level, proficiency levels, references, course subjects or taken by employees.
This generated report displays PD titles offered by grade level.
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Reports Tab • 31
Substitute Report
This report is used to find the number of substitutes needed over a specified date
range.
Credential Expiration Report
This report is used to find employees whose credentials will expire within the
specified time or on the specified date.
For each employee found, you may generate a list of all PD activities taken
during the period of the selected credential by clicking the View PD History
link. Or you may view the user’s credentials by clicking the View All
Credentials link.
When the View PD History link is clicked, the PD history for the selected user
is listed for the timeframe of the selected credential.
Additionally, you may choose to print PD histories for all the users listed. To
accomplish this, simply click the PRINT TRAINING FOR ALL USERS
ABOVE button at the bottom of the list. The resulting screen may be printed
(each user will print out on a separate page).
32 • Reports Tab
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Uncertified Employees Report
This report is used to find employees whose certifications have expired or will expire
within a specified time.
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Reports Tab • 33
Average Hours Drill Down Report
This report is used to find the average number of hours of training that has occurred
either in the district or outside of the district.
Professional Development Hours Report
This report is used to find the average number of hours of professional development
time that has occurred either in the district or outside of the district.
34 • Reports Tab
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Completed Sessions Report
This report is used to generate lists of completed sessions that have occurred over a
specified date range and by a specified PD title or titles.
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Reports Tab • 35
Resources
Other Resources Available for STI PD
Other resources available for STI PD provide information on the program that users
may download at any time. These resources include:
•
STI Knowledgebase
•
User Manuals
•
Quick Reference Guides
•
Tutorials
•
Support
To access any of these resources, visit STI’s Web site at www.sti-k12.com and click
on the Support link in the top right corner of the screen (user login and password
required).
Knowledgebase
The STI Knowledgebase contains articles pertaining to all of our STI Products. To
search for articles on STI PD, select STI PD from the drop-down list and enter your
search criteria in the text area provided.
36 • Resources
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User Manuals and Quick Reference Guides
Click on Documentation and then select either the User Manuals or Quick
Reference Guides links as desired.
Tutorials
Tutorials are available for users to download and watch for STI PD. There are
currently tutorials for both principals and employees. These may be found under the
Tutorials link on the STI Documentation page.
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Resources • 37
Support
For any questions concerning the STI Professional Development program or any
other STI product, contact support at 1-877-844-0884.
Online Support
Alternately, you may submit a question via the Web using STI’s Online Support
menu.
38 • Resources
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•
To use this feature, simply select the Online Support link and then
click Create/Update an Entry.
•
Click New Incident and fill in the appropriate information on the
form that will be provided
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L
Learning Communities 8
Logging In 2
Login Report 28
Index
M
Make a PD Title Suggestion 26
Management Tab 9
Management Tools 9
My History
Viewing Training History 6
My PD Plans
Creating PD Plans 7
My Profile
Editing User Profile 3
My Sessions
Viewing the Session Schedule Calendar 4
A
Adding a Session to a PD Title Record 20
Approve Training 12
Average Hours Drill Down Report 34
O
Other Resources Available for STI PD 36
Overview 1
C
Completed Sessions Report 35
Create New PD Title 25
Creating a New Professional Development Plan 7
Creating Announcements 9
Credential Expiration Report 32
E
Edit Employee Profiles 15
Editing PD Title Information 19
Employee Options 14
Employees Tab 14
Enrollment Percentage Report 29
Enrollments 10
P
PD Title Options 17
PD Titles Report 31
PD Titles Tab 17
Principals and STI PD 1
Professional Development Hours Report 34
Programs 10
R
Report Options 28
Reports Tab 28
Resources 36
Roster-Wide Updates 25
G
Getting Started 2
S
Search for Employee Profiles 14
Searching the PD Title Catalog 17
Session Report 30
Substitute Report 32
Support 38
H
Home Tab 3
I
Instructors Report 30
T
Tutorials 37
K
Knowledgebase 36
U
Uncertified Employees Report 33
Update Global Session Confirmation 26
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Index • 39
User Manuals and Quick Reference Guides 37
V
View Roster
Managing a Session Roster 24
View Schedule 23
View Session Offerings 26
W
Welcome Screen 2
40 • Index
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