First responder facilitator_guide

Copyright ©2010 Moraine Valley Community College. All rights reserved.

Slide 1

Slide notes: Welcome to the First Responders Tutorial, for the student self-service function. This is a self-paced tutorial and can be taken as many times as needed. Your job is very important. You are one of the first individuals to have contact with the student. So, we need to make sure you are prepared to respond to student's questions and concerns. The self-service function you are about to see, is where students will go to register for classes, and handle other student responsibilities.

Slide 2

Slide notes: Students will be accessing MVConnect from the Moraine Valley Internet homepage. This is good news, because they are already familiar with this page. So from the home screen, they would simply click on the MVConnect image.

Text Captions: Click MVConnect image

*Disclaimer: The materials in this training presentation may change prior to August 2nd.

Facilitator Guide for

First Responder

Trainers MVConnect Self-Service for Students

Moraine Valley Community College

Center for Teaching and Learning

First Responder Facilitator Guide Jul-10

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Getting Started

Duration: This training session should take 1 ½ to 2 hours.

Equipment: Classroom with podium and multiple PC workstations; all with access to the Internet. Each participant will need to login to the simulation without voice. Please include the URL for the training simulation on your whiteboard for easy access. http://online.morainevalley.edu/websupported/ctl

Preparation: Be sure to review this facilitator guide and the self-study video tutorial before facilitating this training.

Audience: Those individuals who will have direct contact with students during the registration process.

Outcome

The purpose of this train-the-trainer session is to provide facilitators with the knowledge, materials and format to deliver an effective First Responder Training Session.

Training Format & Agenda

Each training session will be scheduled for a maximum of 2 hours. A maximum number of 15 participants are allowed to register in each session. Participants register via Training Manager.

There will be an additional online demonstration of the Portal functions available as a supplemental resource.

Each training session should include an Overview, Demonstration, Practice, and Debriefing. and here are some recommended formats for training:

o Give Overview of Self Service, Demonstrate, Take Questions, Practice and Debrief o Give Overview of Self Service, Demonstrate, Practice, Take Questions and Debrief

Timeline* subject to change at facilitator discretion Overview and Demonstration 60 minutes Practice 40 minutes Questions/Debrief 20 minutes

Total = 2 hours

http://online.morainevalley.edu/websupported/ctl


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Training Content

Item

Timing 3 minutes

Activity/Content Overview of Student Self-Service Tab The Student Portal Self-Service Tab was designed to give busy students direct access to their personal academic information at any time of the day or night. Using an easy web-based interface, they can:

Access grades, GPA, and schedules with a single sign-on

Register, add, and drop courses without waiting in lines

Calculate credits needed to graduate

Plan their academic career toward the completion of a degree or program, and contact advisors online

Pay for courses and check financial aid status using a secure, online e-commerce solution

Participant Materials

None

Notes for Facilitator

Discussion format. You are welcome to tailor this to meet your needs.

Item

Timing 4 minutes

Activity/Content Colleague Terms and Definitions As a part of a successful implementation, we need to make sure that we are speaking a common language. Let’s discuss the different terms that you will begin to hear and label them accordingly.


Datatel The company providing the software for the new student registration system.

Colleague This is the software—the Campus Business System that allows us to store and manage our student records, human resources, finance operations and of all our course and program records.

Portal This provides access to the areas of colleague that are specific to your role. For example, if you are faculty, you will see content that is relevant for your role as faculty.

MVConnect MVCC Brand for Portal and designed to give busy students access to their personal academic information at any time, day or night. It is accessed from the Moraine Valley Internet homepage.The place where students register for classes online and perform other student functions and responsibilities

First Responder

The first line of defense as students learn to use the new registration system


Discussion Format: Let First Responders know they will be the “first line of defense” as students learn to use this new registration system. If there are questions that are not answered in this session, document the information and please contact the Center for Teaching and Learning. Colleague is the Room and MVConnect is the Door.

MVConnect gives you access to the things that “you” or the “student” needs.


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Item

Timing 3 minutes

Activity/Content Username and Password Information



The system is CASE SENSITIVE. Also, if students are experiencing difficulty

logging in, they should contact the Help Desk at (708) 974-5757 or via email at

helpdesk @ morainevalley.edu

NEW STUDENTS

New students will be

mailed their user name &

password, when they apply

to the college.

EXISTING STUDENTS

Existing students will use

the same login information

they currently use for

Blackboard.

Student’s default password is their 8-digit birth date. For example, if your

birthday is November 7, 1985, your password would be “11071985”. You will

immediately be required to change this password at your first login.


New students will be mailed their user name and password, when they apply to Moraine Valley Community College. Existing students will use the same login information they currently use for Blackboard. If they do not remember their password, their default password is their 8 digit birth date. We have provided an example for you. Also, remind students that the system is case sensitive. If they still have difficulty logging in, they should contact the help desk.


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Item

Timing 1 minute

Activity/Content Demonstration: Students Logging In/Out of MVConnect

Information:

Figure 1-1 Login Screen Username and Password are needed in this area

Figure 1-2 Student MVConnect Screen Student home screen of MVConnect



You should ask the participants to launch the Online Demonstration without audio so they will be able to follow along with you during the review of the screens. . http://online.morainevalley.edu/websupported/ctl

Advise the first responders that students will see a security message during navigation through the menus. If the message appears, they should click YES.

Item

Timing 4 minutes

Activity/Content Demonstration: Tabs on the MVConnect Home Screen

Figure 1-3 Self Service The focus of this training includes all services students can do on their own

Figure 1-4 My Week Shows the students calendar and weekly activities

Figure 1-5 Announcements Important updates that students need to know

Figure 1-5 Events Happenings around campus, news articles and photos taken at Moraine.

Figure 1-6 Cy-Tools Carpooling, Pace Bus Routes, Questions, Email Access

Figure 1-7 Quick Links College website, Café Menu, and School Newsletter

Figure 1-8 Academic Services College Catalog, Final Exam Schedule, Library, Policies, Testing and Tutoring

Campus Connections

Student Services Adult Learning Services, Multicultural Student Affairs

Technology Resources Blackboard, Help Desk Assistance and Email Access

Figure 1-1 Figure 1-2

http://online.morainevalley.edu/websupported/ctl


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Activity/Content Demonstration: Tabs on the MVConnect Home Screen



You will need to walk the first responders through the each section. Please be sure to have the participants’ login and look at the screens from their computers.


Figure 1-5

Figure 1-8



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Item

Timing 5 minutes

Activity/Content Demonstration: Additional Student Resources Take a quick tour of the additional resources available for students to access through MVConnect.


Under Academic Services, students will find information on the college catalog, final exams, general information, library, policies, testing, and tutoring.

Campus Connections houses Athletics, Bookstore, Faculty Contact List, Intramural Sports, Police Department, Student Life, and so much more.


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Activity/Content Demonstration: Additional Student Resources Take a quick tour of the additional resources available for students to access through MVConnect.


The Student Services section provides a wealth of information, from Adult Learner Services to International Student Affairs. Students will have fun exploring what this section has to offer.

In Technology Resources, students will find Blackboard classes, twenty four seven access to all their questions, help desk assistance, and email access.


Please give a basic overview of what will be included in each of these sections. The links will go out ot the MVCC website so as content is updated the portal will stay current. Also, let the first responders know there will be a job aid available for students use of these resources.


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Item

Timing 3 minutes

Activity/Content Demonstration: Self Service Menu



Under the self-service tab, you will see several menu items. To expand a menu, click its name to see the sub menu. Clicking on Academic Profile allows you to see the sub-menus. Choosing a sub menu opens a tab to the right of the self-service menu. You can open up to six tabs at one time. To close a tab, you must click OK or submit. Or you can close it with the X, in the top right corner of the tab. If you exceed six tabs, an information box will appear. Click ok, and then close one of the tabs to continue. Additional Notes: Be sure to tell the First Responder that students will experience some loading time and security warnings. These are all normal; they should not interfere with their ability to help the student. Please remind the first responder that the student will see a security box appear. They should not be alarmed. This is strictly a security measure. Please direct the student to click the yes button.


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Item

Timing 5 minutes

Activity/Content Demonstration: Self Service Financial Information



The Financial Information menu allows students to view their account information, and make credit card payments. They can view their account summary in its entirety, or they can view it by term. Please remind the first responder that the student will see a security box appear. They should not be alarmed. This is strictly a security measure. Please direct the student to click the yes button.



Here, we see the account summary for Billy Student. His balance is nine hundred ninety one dollars, and ninety five cents. From the bottom of this screen, Billy can also view his account summary by term, pay on his account, register for classes, add classes, or view his schedule. Let's view his account summary by term. Remember, we can do this from the bottom of the screen.


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Activity/Content Demonstration: Self Service –Financial Information



The Account Summary by Term screen shows that Billy's balance is for the Fall Term of 2010. If he wanted to pay on his account, he can click on the pay on my account button, at the bottom of the screen. Let's click it to see how payments are made.



To pay the balance the following steps are needed:

Check the balance and brief description

Enter payment amount in the blank payment box

Using the drop down menu, select method of payment and click submit


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Activity/Content Demonstration: Self Service Financial Information



The Financial Information menu allows students to view their account information, and make credit card payments. They can view their account summary in its entirety, or they can view it by term. Please remind the first responder that the student will see a security box appear. They should not be alarmed. This is strictly a security measure. Please direct the student to click the yes button.



Here, we see the account summary for Billy Student. His balance is nine hundred ninety one dollars, and ninety five cents. From the bottom of this screen, Billy can also view his account summary by term, pay on his account, register for classes, add classes, or view his schedule. Let's view his account summary by term. Remember, we can do this from the bottom of the screen.


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Item

Timing 1 Minute

Activity/Content Demonstration: Self-Service Financial Aid



Please let the first responders know that there will be three sub-menus under Financial Aid. Students will be able to view their Financial Aid by year, by term, and take a look at their financial aid award letter. It is currently under construction, but will be fully operable by the go live date of August 2nd.

Item

Timing 1 Minute

Activity/Content Demonstration: Self-Service Communication



Please let the first responders know that Communication will have one sub-menu called My Documents, but is also under construction. It will be fully operable by the go live date on August 2nd.


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Item

Timing 10 minutes

Activity/Content Demonstration: Self Service Registration



Registration is where students will go to search for classes, register for class, drop classes, and perform other registration duties. We will begin with the Search for Sections option.


The Search for Sections screen is used to search for on e or more courses, which meet the students search requirements. They can fill out as many, or as few search criteria as they need, to narrow the list of courses they are interested in.


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Example: If Billy wants to find out what sections are available for Chemistry 120, and what Physics courses are being offered at the 200 level. He would first use the drop-down box, to select the term he is interested in. Billy would then select Chemistry, and enter one twenty in the Course Number field. He would move to the following table, and select Physics in the Subjects field, then 200 levels in the Course Levels field.

Activity/Content Demonstration: Sample Search for Sections


The Search for Sections screen is used to search for one or more courses that meet the students search requirements. They can fill out as many or as few search criteria as they need, to narrow the list of courses they

are interested in.

The selection results tab opens and displays Billy's search criteria.


If Billy wants to return to the search for sections tab, he would click the back button in the upper left corner of the screen. Or if Billy wants to return to the main screen, and choose another menu item, he would click the ok button at the bottom of the screen. To see detailed information about one of the courses displayed, he would click the section name and title.


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Activity/Content Demonstration: Additional Search Options



If they enter a word, such as Accounting, in the search field called Course Title Keyword, the system will display all courses where the word Accounting appears in the title. For the Locations and Academic Level field, they can only choose the search parameters available in the drop-down list box. In Instructor's Last Name field they should only enter the actual last name of the instructor, without any prefix or suffix. For example, for an instructor whose full name is Dr. Ned Land the third, you would enter Land, rather than Dr. Land or Land the third. If there were multiple instructors, with the last name of Land, all courses with an instructor of that last name, would be displayed, along with their full names.

Search by time, day, and section

Search keyword, location, level, or instructor


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Item

Timing 12 Minutes

Activity/Content Demonstration: Registering for Sections



This screen represents the multiple ways that students are allowed to register for a section. The simulation will emphasize search and register for sections as that will be the most commonly used way students will register.



They can use Register from my Worksheet if they want to register for sections from their course planning worksheet. The program they select here, will be the default, the next time they use the Program Confirmation Form.


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Activity/Content Demonstration: Registering for Sections



The wizard uses their program evaluation, to help them plan courses that they need. Then, they would continue into registration to pick the section or sections they want. They can only plan for programs, in which they are already enrolled. They should see their advisor if they want to enroll in a different program, or add an additional program.



Express registration allows students to register, or add classes, in the most expeditious way possible. They must know the exact Subject, Course Number and Section Numbers, for the classes they intend to register or add. For example, psychology one oh one, zero zero one.


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Activity/Content Demonstration: Sample Registering for Sections



This will be the most common way to register. Let’s revisit our example to complete the registration. Billy Student is searching for a psychology class. Notice he has entered the course number and section number. Because he has this information, he can enter it and get exact results. If students only know the course number that's fine, they will just see larger search results when they click submit. Let's click submit for Billy's course.


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Activity/Content Demonstration: Sample Registering for Sections



The student will validate this is the course he wants and click submit. To offically register, he will select register from the list of options in the drop menu. Once registered, the student screen will appear like the last image.


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Item

Timing 8 Minutes

Activity/Content Demonstration: Academic Profile



The Academic Profile will be the home of information that students will need throughout their entire time at Moraine Valley. As you can see, there a quite a few items that are crossed out. These items will not be functional on August 2nd, so there is no need to view them at this time. They will not be visible to students until they are fully functional. We will cover the sub-menus that students will see.


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Activity/Content Demonstration: Grades



These screens show Billy’s grades for the selected term.


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Activity/Content Demonstration: Grade Point Average By Term


These screens show Billy’s GPA by term.


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Activity/Content Demonstration: Transcript


These screens shows Billy’s transcript to date.


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Activity/Content Demonstration: Test Summary


This screen will show a summary of any standardized testing that Billy has taken while at Moraine Valley.

Activity/Content Demonstration: My Class Schedule


My class schedule is another sub-menu, but unfortunately it has not been activated yet.


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Activity/Content Demonstration: My Profile


This screen shows all personal and academic information on the student.

Notes: