Quick Start Guide ADMINISTRATIVE ACTIVITIES · 2015-12-11 · drop down arrow and select the organization you want this user to have permissions for. • If you select the Campus

Quick Start Guide ADMINISTRATIVE ACTIVITIES

© 2014 by ACT, Inc. All rights reserved. Page 1 of 16

For: Campus Admins and Test Center Admins

This guide explains how to locate the tasks you need to perform in ACT® Compass® 5.0 and provides detailed steps for each task.

CONTENTS

Roles and Tasks 2 Detailed Steps 3

Creating Test Centers and Enabling Remote Test Centers 3 Editing a Test Center 6 Creating and Editing Users (Admins or Proctors) 7 Creating Custom User Roles 9 Creating and Managing System Announcements 10 Ordering Units and Managing Unit Settings 12



ROLES AND TASKS

This table summarizes the roles and related permissions that will enable you to perform the administrative activities covered in this document. The area on the right shows the path and name of the tab(s) you click to reach the screen where you can perform a task.

Built-in User Accounts

Please note that while ACT creates the first campus admin for your organization, it does not create any test center admins. Your campus admin can create other campus and test center admins.

Roles Campus Admin

Test Center Admin (Campus wide permissions)

Test Center Admin (Permissions limited

to a Test Center)

Tabs/Tasks Path

Creating Test Centers and Enabling Remote Test Centers Create New, Activate/ Deactivate, and Delete

Systems Centers

New Center Not Allowed

Editing a Test Center Edit contact information and Remote Test Center settings

Test Center Systems

Creating and Editing Users

Create Test Center Admins and Proctors, edit user permissions, upload multiple users

Systems Users Not Allowed

Creating Custom User Roles Create custom user roles

Systems Roles Not Allowed

Creating and Managing System Announcements

Systems Announcements Not Allowed

Ordering Units and Managing Unit Settings Order units, set auto-order threshold and notification settings, manually transfer units to Test Centers or enable auto unit transfers

Systems Unit Allocation Not Allowed



DETAILED STEPS

CREATING TEST CENTERS AND ENABLING REMOTE TEST CENTERS

Task Role / Steps

Creating a test center

Role: Campus Admin

Quick Path: Systems > Centers > New Center > [Test Center tab: enter required information.] > Main Contact tab > [Enter main contact information.] > (optional) Remote Center tab > [Enter Remote Center information, if needed.] > Save > OK

Detailed Steps: 1. Click on the Systems tab. It will show your campus’ name.

Do not drill down to a previously created test center. 2. Click the Centers tab and then New Center at far right.

The Create New Center pop up window appears. Fill in the required information on the Test Center and Main Contact tabs. The remaining tabs are optional.

3. On the Test Center tab, enter information in the required fields (marked with a red asterisk) and then scroll down and fill out information in the remaining boxes on this tab, as needed.

• Center Name: Enter a name for your center.

• Test Center Type: Mark which type of center you are creating.

• URL Identifier: Create a unique identifier for the end of the test center url. Example: for a center named Eastlake, you might enter eastlake for the url.

4. On the Main Contact tab (required), enter a First Name, Last Name, and an email for the person who serves in this capacity. Your Main Contact is not necessarily a Test Center Admin. This person is only listed as the Main Contact for information purposes.

(optional) Remote Center tab: If you want other campuses to be able to see this center and to register examinees to test remotely, click the Remote Center tab (at top) and enter the required information. In the Instructions box, be sure to include all critical information that remote examinees should know before arriving at your test center. For example, remote examinees should always arrive with their registration ticket.

Be aware that each test will use units from the campus that registered the student.

5. Click Save, and then click OK when you see the confirmation message.



Task Role / Steps

Enabling remote testing at a test center

Role: Campus Admin, Test Center Admin

Quick Path: [Drill down to Test Center.] > Systems (your test center tab) > [Check the test center address information.] > [Scroll down to Remote Testing section.] > [Select Remote Testing: Enabled.] > [Add information.] > Save

Detailed Steps:

1. Drill down to your test center in the organization bar.

2. Click the Systems tab.

3. On the test center tab, check the information in the Address, City, State, and Zip fields.

4. Scroll down Remote Testing and select the Enabled radio button.

5. Fill in the information in this section and click Save.

6. To verify that your test center has been enabled in the Remote Testing network:

a. Click the Examinees tab. b. Double-click the name of any examinee in the list to display the

examinee’s details window.



Task Role / Steps

c. Click Actions > Find Remote Testing Centers.

7. Select your state from the State dropdown and click Apply. Find your test center in the list.



EDITING A TEST CENTER

Task Role / Steps

Editing test center details


Quick Path: Systems > Centers > url > [In new browser tab, click Systems tab.] > [Edit the center details.] > Save

Detailed Steps:

1. Click on the Systems tab and then click the Centers tab.

2. Click the url for the center you want to edit. A new tab will open in your

browser window listing your test center’s name in the navigation bar.

3. In the new tab, click the Systems tab to display your center’s details.

4. In the Center Details screen, you can edit the test center information such

as the center name, url, contact details, hours, remote testing settings, etc. What fields you will see or be able to edit will depend on your role and the permissions that you have been assigned.

5. Click Save when you are done.



CREATING AND EDITING USERS (ADMINS OR PROCTORS)

Task Role / Steps

Creating an individual user

Role: Campus Admin, Test Center Admin (campus-wide)

Quick Path: Home tab > your campus > Systems tab > Users tab > New User > [Enter user information.] > Add role > Role > [Select a role.] > OK > Save (in Create New User window) > OK (in confirmation popup)

Detailed Steps:

1. Click on the Systems tab. Your campus’ name will be displayed on the navigation bar.

Do not drill down to a test center.

2. Click on the Users tab and then on New User at far right.

3. In the Create New User window, enter the information for the required

fields (marked with a red asterisk): First Name, Last Name, User Name, and Email.

You do not need to fill in other information at this point.

4. Click Add Role.

5. In the Add Role popup window click the Organization drop down arrow and select the organization you want this user to have permissions for.

• If you select the Campus organization, the user (including test center admins and proctors) will have permissions for all test centers.

• Select a specific test center if you want to limit permission for a test center admin or proctor to one location.

6. In the Add Role popup window, click the Role drop down arrow and select a role for the new user.

7. Click OK.

8. In the Create New User window, click Save.

9. On the New User confirmation message, click OK.

10. To view the new user in the list on the Users screen, click Apply. If you do not see the Apply button, maximize the window.



Task Role / Steps

Editing user information and managing user roles

Role: Campus Admin, Test Center Admin (with a campus-wide role)

Quick Path: Systems tab > Users tab > [Search for user.] > [Click at the end of a user’s row.] > Edit User > Add Role and/or Select Remove Role > [Select Organization and Role.] > Save

Detailed Steps:

1. Click on the Systems tab. It will show your campus’ name.


2. Click on the Users tab, and then search for the user you want to edit.

• To sort the list, click Apply, and then click on whatever column heading is most helpful.

• To locate a user by name, type first or last name in the Search field (or first part of the name followed by an asterisk (*) wildcard and click Apply.

3. At the end of a user’s row, click the dropdown arrow and select Edit User.

4. In the Edit User popup window, you can edit the user’s information and

Add Role or Remove Role for the user.

• To add a role, click Add Role and follow the steps for adding a role

in the Creating an Individual User task above. • To remove a role, click Remove Role.

5. When you are done with changes, click Save.



CREATING CUSTOM USER ROLES

Task Role / Steps

Creating custom user roles

Role: Campus Admin

Quick Path: Systems tab > Roles tab > New Role> [Enter role information.] > Save

Detailed Steps:

1. Click on the Systems tab. It will show your campus’ name.

Do not drill down to a previously created test center.

2. Click on the Roles tab and then click New Role.

3. Before naming the custom role, select the role you wish to base the new

one on from the Start With dropdown.

4. To define what a user in this role can do, adjust the role’s permissions:

a. Click the dropdown arrow for the Module/Feature table under Roles Permissions.

b. Adjust the permissions for the new role by selecting the radio buttons under Allow or Deny.

In the example below for the default Campus Admin role, the permissions for creating and editing users have been deselected because the person in this role would not be required to manage staffing but would need to be able to manage testing, placement and reporting.



Task Role / Steps

5. In the Role Name field, enter a name for the new role.

You do not need to change the Organization Level selection. It will indicate Campus or Center, depending on the role you started with.

6. Click Save to create the custom new role.

7. Click OK to the confirmation message.

CREATING AND MANAGING SYSTEM ANNOUNCEMENTS

Task Role / Steps

Creating announcements

Role: Campus Admin

Quick Path: Systems tab > Announcements tab > New Announcement > [Enter information.] > Create Announcement

Detailed Steps:


Do not drill down to a test center. Announcements can only be made at the campus level by a Campus Admin.

2. Click the Announcements tab and then click New Announcement.

3. Complete the Create New Announcement popup form.

a. Enter the Start date for the announcement. This is when the

announcement will first appear to users.

b. If you want the announcement not to display after a certain date, uncheck the Display Indefinitely box and enter an End date. Otherwise leave the box checked.

c. Enter a Subject.

d. Enter the announcement details in the text box.

4. Click Send to submit the announcement. It will post on the start date you specified and will no longer be visible after the end date.



Task Role / Steps

About creating announcements:

• You cannot adjust the To field. Announcements are always posted for the entire organization. All campuses and test centers can see the announcements from the system they belong to.

• You cannot create an announcement just for one test center. When you create an announcement, your campus and all associated test centers will see it.

• All ACT Compass organizations will see announcements from ACT.

Editing or deleting announcements


Quick Path: Systems tab > Announcements tab > right end of row for an announcement > Edit and Send or Delete and Yes

Detailed Steps:



2. Click on the Announcements tab.

3. Click the drop down arrow at the end of the row for the announcement you want to change and select the desired action: Edit or Delete.

To edit an announcement:

a. Select Edit from the drop down.

b. Edit the announcement.

c. Click Send to submit the changes.

To delete an announcement:

a. Select Delete from the drop down.

b. Click Yes on the confirmation popup.



ORDERING UNITS AND MANAGING UNIT SETTINGS

Each time your campus administers a test or creates a student record, it uses "units". Your campus must have a sufficient number of units in its account to conduct testing.

Task Role / Steps

Ordering units Role: Campus Admin

Quick Path: Systems > Unit Allocation > Order Units > [Under Choose an Amount: Change.] > [Select option and click Order.] or [Enter an amount in the Order box, press Tab and click Order.] > [Under Enter Payment Details: Change.] > [Invoice and Select a Billing Contact and Address. You may enter a PO #, if desired.] > OK > Review and Submit Order > OK > OK

Detailed Steps:

1. At the campus level, click on the Systems tab. It will show your campus’ name.


2. Click on the Unit Allocation tab and then on Order Units.

A popup window will display the 3 steps for ordering units.

3. Under Choose an Amount, click Change.

• Select one of the default amount options and click Order. OR • Type an amount in the Other field and press the Tab key to show

the total cost for that amount. Click Order.

4. Under Enter Payment Details, click Change. The payment type, Invoice, is pre-selected and is the only choice. (Credit Card payment is not available yet.) You may enter a PO Number, if desired.

a. Select a Billing Address: Click anywhere on a row to select an institution. To display all possible selections, click Apply. Or, you can type part of the name in the Institution box and click Apply to search for a particular address.

b. Select Billing Contact: Click on a row to select a related contact.

c. When you are done, click OK.



Task Role / Steps

5. Click Review and Submit Order, verify that the details are correct, and click OK.

When you click OK and submit the order, the units will be deposited in your organization’s account. You will also receive an email confirming the purchase. If you entered a PO number, it will appear in the email.

• You will not be able to edit or cancel the order once submitted.

• If you submit an order in error, you will need to contact ACT Compass Customer Services at 1-800-645-1992.

Setting a minimum unit threshold

A minimum unit threshold is the lowest number of units you choose to maintain in your account. Should the number of units fall below this threshold, ACT will send an alert to the email you specify.

Role: Campus Admin

Quick Path: Home tab > your campus > Systems tab > Unit Allocation tab > Unit Settings > [Enter positive number of units in Unit Threshold box.] > [Enter Email address.] > Save

Detailed Steps:

1. Click the Systems tab and then the Unit Allocation tab.

2. Click Unit Settings.

3. Type the number of units (in positive integers) in the Unit Threshold box.

4. For Notification email, type the email address where a confirming



Task Role / Steps

message should be received.

5. Click Save.

Setting up automatic ordering for units

Role: Campus Admin

Quick Path: Home tab > your campus > Systems tab > Unit Allocation tab > Unit Settings > [Mark “Allow automatic transfer…”.] > [For Unit Threshold, enter number of units to trigger an automatic order.] > [Enter a Notification Email address.] > Save

Detailed Steps:



3. Type the number of units (in positive integers) to trigger an automatic order in the Unit Threshold box.

4. For Notification email, type the email address where a message should be received.

5. Click Save.

Transferring units to test centers

Role: Campus Admin

Quick Path: Home tab > your campus > Systems tab > Unit Allocation tab > Unit Settings > [Click at right for a campus or test center to allocate units to or from.] > Transfer to or Transfer from > [Select the campus or test center to receive/provide units.] > [For Amount to Transfer, enter the number of units.] > OK

Detailed Steps:

1. Click the Systems tab and then the Unit Allocation tab below it.


3. Click the drop down arrow at right for the campus or test center that you want to allocate units to or from.

4. Click Transfer to or Transfer from depending on which action you want to perform.

5. In the Transfer to popup window, select the campus or test center to receive or provide the units.

6. Enter the number of units in the Amount to Transfer box.

7. Click OK.

Setting up automatic transfers of units to test centers

Role: Campus Admin

Quick Path: Home tab > your campus > Systems tab > Unit Allocation tab > Unit Settings > Under Automatic Transfers, check “Allow automatic transfer of unallocated units to a testing center” > Save

Detailed Steps:





Task Role / Steps

3. Under the Automatic Transfers section, check the box to “Allow automatic transfer of unallocated units to a testing center”.

4. Click Save.

When you select this setting, all test centers will be able to launch tests provided your campus has sufficient units in its account.

Insufficient Units If you do not have units and have not set an auto order threshold, the test center attempting to launch a test will see an error message indicating that the test cannot be launched due to insufficient units at the campus level.

Finding out how many units you have

Role: Campus Admin

Viewing your campus’ total units

If you have set up automatic transfers of units from a campus to one or more testing centers, you will only see the total number of units available for your campus on the Unit Allocation tab.

Viewing the total units at your test centers

To see a list of test centers and their available units:

1. Click Unit Settings. 2. Deselect “Allow automatic transfer of unallocated units to a testing

center” on the next screen. 3. Click OK.

(You can set up Automatic Transfers again at any time.)



Task Role / Steps

Viewing the Unit History for a campus or test center

Using the Unit History feature, you can review the number of units your institution has received.

Role: Campus Admin

Quick Path: Home tab > your campus > Systems tab > Unit Allocation tab > Unit Settings > Under Automatic Transfers, check “Allow automatic transfer of unallocated units to a testing center” > Save

Detailed Steps:

1. At the campus level, click the Systems tab. It will show your campus’ name.

2. Click the Unit Allocation tab. 3. Click the arrow at the right end of the row for the campus or for a test

center and click Unit History.

If you don't see a list of test centers and their units on this tab: When Automatic Transfers of unallocated units to test centers is enabled, you will only see the “Current number of units” on this screen. Automatic Transfers are set in the Unit Settings window.

To display a list of test centers and their available units on the Unit Allocation tab, click Unit Settings, deselect Automatic Transfers, and click Save. You can reselect Automatic Transfers at any time.

Example:

The Unit History screen displays the following:

• Units added or subtracted to your institution's account by ACT. • Units your institution orders from ACT. • Units your institution transfers from one campus or test center to

another.

Click Close when you are done reviewing the information.

Documents

Quick Start Guide ADMINISTRATIVE ACTIVITIES · 2015-12-11 · drop down arrow and select the organization you want this user to have permissions for. • If you select the Campus