GAWICONLINE.ORG USER MANUAL - dph.georgia.gov … · 06/04/2017 · Non Georgia WIC Participants are able to take the online nutrition lessons. Before being able to access the lessons,

GAWICONLINE.ORG USER MANUAL

Revised 4/6/17

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GAWIConline.org is an intuitive, online nutrition education option available for use by GA WIC participants and staff.

This user manual is designed as a resource for questions or technical issues that may arise.

There are five (5) levels of user access in the GAWIConline.org system. Each of these levels and their access rights will be defined in this manual:

• GA WIC Program Participants• Guests: Non GA WIC Participants• GA WIC Clinic Administrators• GA WIC District Administrators• GA WIC State Administrators

GAWICONLINE.ORG USER MANUALWhat is GAWIConline.org?

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GAWIConline.org contains online nutrition education Lessons and Activities for Georgia WIC participants.

LESSONSThe “upper level” topic areas such as Fruits and Vegetables or Breastfeeding*.

ACTIVITIESThe interactive method of learning within each Lesson. There are four (4) Activities associated with each Lesson. At this time a Georgia WIC participant only needs to complete one Activity to fulfill the Lesson requirements and receive secondary education credit. The date of completing the activity must be between the day after the certification and the day of issuing vouchers for that certification.

*The lesson list may be added to over time as new topics are developed.

GAWICONLINE.ORG USER MANUALUnderstanding Lessons and Activities

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GAWICONLINE.ORG USER MANUALUnderstanding Lessons and Activities

LESSONS

• The completed date for a lesson is the most recent date the participant completed any activity for that lesson.

• This is the date to use for documenting the completed education.

ACTIVITIES

The Start Date of an Activity is the date that the Activity is started, regardless if it has been taken previously.

The Completed Date is the date that an Activity is completed.

• The Activity start and completed dates change each time the activity is taken.

PARTICIPANT SECTIONGeorgia WIC Program Participants – New or Returning Users

1.) To begin, go to http://www.gawiconline.org/

2.) Choose the appropriate language

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http://www.gawiconline.org/

1.) New Users = GA WIC Participants who have never been to site

2.) Returning Users = GA WIC Participants who have previously used the site as a GA WIC participant

3.) Guests = Non GA WIC Participants using the site

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PARTICIPANT SECTION

Enter the WIC ID Number. When there are multiple participants in the family, any one of the family participant WIC ID numbers can be entered on this screen. Entering the WIC ID number twice is required. Click ‘Press to Continue’

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PARTICIPANT SECTIONNew Users*

*Returning users will be covered separately on P. 12

On the next screen, name and phone number are mandatory fields. E-mail address is not required. If no e-mail address is provided, uncheck the ‘I want to receive periodic emails from the Georgia Department of Public Health Georgia WIC Program.’ Click ‘Press to Continue’

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PARTICIPANT SECTIONNew Users

The participant should review their information for accuracy. They can click ‘Back’ to make changes. They will check ‘Yes’ to add other family members, or check ‘No’ if they are the only participant. Then click ‘Press to Continue’

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If ‘Yes’ has been selected, the participant can add the new family member information. Additional family members can be added by choosing the ‘Add Additional’ button. To remove the last record added, click ‘Cancel Last’. When all family members have been added click ‘Save’.

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PLEASE NOTE: Only Administrators can change names, remove family members or add family members who are already registered on GAWIConline.org. This will be covered in the “Administrator” sections of the manual.

After all the family information has been saved, the participant can move forward into the nutrition education lessons by clicking ‘Press to Continue’.

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Returning users will need to enter one of the family WIC ID#, then re-enter the WIC ID# to confirm. This series of screen shots shows you how the family will look if they are already linked. The participant can add more family members by clicking ‘Add Additional.’ (See P. 10).

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PARTICIPANT SECTIONReturning Users

Random requests to complete a survey may pop up while using GAWIConline.org. Surveys are optional, and the Skip Survey button always appears to indicate this. We are hopeful that participants will complete a survey at some point during their utilization of GAWIConline.org to help us in improving the service.

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PARTICIPANT SECTIONNew & Returning Users

After user logs in or completes the registration process, the lesson list screen is displayed. Participants can choose any lesson that they wish to complete by clicking on the lesson name. The scroll buttons indicate when additional lessons are available.

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ScrollButton

In this example, clicking on the Calcium icon pulls up the “Did You Know” page for this lesson. Click on ‘Press to Continue’ to proceed with the lesson. Click on ‘Previous Page’ to return to the Lesson List.

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Within each lesson are activities. Each lesson contains educational content and interactive games/quizzes to ensure content is being learned. Completed activities are displayed in lilac. Clicking on an activity name begins the activity.

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During the activity the title of the lesson and activity remains at the top of each page. There are additional content tips along the right side of the page for other important information related to the topic. When working through the activity, the ‘Press to Continue’ button must be used in between each page, as well as when the activity is completed.


After the activity is completed participants can access their Certificate of Completion, complete a survey and/or view additional resources. There are handouts, tip-sheets, and web-links as well as a button to complete another activity within the lesson. At this time, participants only have to complete one activity to count towards their GA WIC low-risk secondary nutrition education.

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The Certificate of Completion provides the information on the dates activities were last completed as well as a reinforcement statement. The certificate does not need to be filed in the participant medical record; so the participant only needs to print a certificate for their records or to show they have completed the lesson/activity. The data base keeps track of all lessons and activities that are completed. Completed lessons and activities can also be seen in the My Account section.

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The two ring menus provide additional resources for participants. The banner along the top with the three circular buttons will link to the referenced web pages; these take the participant out of GAWIConline.org.

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The ring menu on the left keeps the participant within the GAWIConline.org web site. These buttons take the participant to the various sections of the ‘public’ participant area of the site:

1. Home page with the grocery bag

2. The lesson list with all available lessons

3. Their personal account where they can print certificates and see the lessons they have completed

4. The handouts list for all the lessons

5. The help and information page

6. Always recommend to participants that they should log off once they have completed their session

Participants can use GAWIConline.org as often as desired. To receive their low-risk secondary nutrition education credit, they must participate within the certification period in which they are seeking credit.

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Non Georgia WIC Participants are able to take the online nutrition lessons. Before being able to access the lessons, Guest Users are guided through survey screens that must be completed.

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GUEST SECTIONNon Georgia WIC Participants

Local Clinic Administrators are front line staff who may need to:

1. Check for completed nutrition education information for participants;

2. Update participant information when names change or family members are removed (e.g. foster family);

3. Manually associate multiple family members if they have registered separately during previous sessions.

All information about nutrition lessons and activities that are completed by participants are maintained in the GAWIConline.org database. Local Clinic Administrators have access to this database to view and edit participant information.

GA WIC does not want barriers to participants receiving credit for their low-risk secondary nutrition education.

• Certificates are a participant resource

• They are not required to receive credit for Secondary Nutrition Education

• They should not be filed in the WIC or Medical Record

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Local Clinic Administrators

Local Clinic Administrators can access the administrative section of GAWIConline.org by clicking on the handle of the grocery bag. This will take you to the log-in page.

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Local Clinic AdministratorsAdministrative Access

Type in your username and password. Your District Clinic Administrator will provide you with your username and initial password. At the present time, Georgia WIC is not registering users via the web-site, so please disregard this option. If you have problems logging in, please contact your District Clinic Administrator.

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Local Clinic AdministratorsAdministrative Access

After you log-in , you will be taken to the WIC Nutrition Education Program Administrative Area. You have four primary administrative functions and access to the live site.

• ‘Reports’ is where you can see what nutrition education a participant has completed

• ‘Manage Users’ is where you will go to update a participant record

• ‘Manage Families’ is where you can associate members within a household

• ‘Edit My Information’ – is where update your password

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Local Clinic AdministratorsAdministrative Area

The ring menu along the left hand side is also useful.

• ‘Admin menu’ takes you to the main screen of the Administrative Area

• ‘Reports’ takes you to the participant and activities reports

• ‘Log-off’ logs you out of the Admin section

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Local Clinic AdministratorsAdministrative Area

The ‘Edit My Information’ page appears as below. Your District Administrator will have given you a logon and password. If you have forgotten your password, please contact him/her. Change your password immediately upon being granted access. An email address is required to participate on GAWIConline.org as a Local Clinic Administrator. Verify that your e-mail address is correct when you update your password. Information listed below the email address field is optional.

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Local Clinic AdministratorsAdministrative Area – EDIT MY INFO

The ‘Reports’ page is where you will find information related to lessons completed by participants. You can use this feature for participants who do not bring in their printed certificate to confirm that they completed their online education. Most of the time you will be using “Quick Search” and “Household Participation Reports” only. The other reports will be reviewed in the District Clinic Administrators section.

The easiest way to access current participant information is to use the “Quick Search” with the participant WIC ID number.

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Local Clinic AdministratorsAdministrative Area - REPORTS

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‘Quick Search’ provides a list of all activities completed, with the dates. Please verify that you have the correct participant or participant family member. The participant shown here has been using GA WIC online for a while.

To be counted as low risk secondary nutrition education, the completed date must be at least one day after the certification date and prior to the expiration of the certification period.

You can enter the information into your front end system on the nutrition education page. Your codes for the provider type will be P7. You will enter “O” for the type of education.* There are no requirements for specific initials to be used.

*In February 2016, the front end systems and GAWIConline.org started automatically updating this information and you will no longer need to enter this data.


Occasionally, you may have a participant who did not enter their WIC ID number correctly or believes they completed a lesson but only did part of it. When this happens you are able to use ‘Household Participation Reports’ to find the participation through other identification like the participant’s name. (See P. 44 for the Manage Families if you still cannot find the participant information; they may have entered it under a different family member’s WIC ID. )

Alternate search method to locate participant information

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This is what the Participant Reports Search Page looks like with the set defaults. You may change the defaults to best suit the search trials you are trying to run. Currently, GAWIConline.org is not inactivating users; this means you should NOT de-select “no” for “Show Inactive Users”. On the next pages of this manual, we will show you some tips about searching.

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Search by last name or portion of last name

Search by portion of WIC ID Number

Currently, GA WIC is not enforcing Family ID # use

Search by e-mail address

Search by phone number

If you obtain too many results with your initial search, you could limit to a specific district.

Start by filling out one of the top section search criteria.

It is recommended that you leave this next section at the default settings.

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The last section of the page has some very helpful search tools.

‘Most Recent Start Date’ defaults to the past week. If a participant comes in without their certificate and states that they completed their education in the past couple of days, then this can remain at the default setting. However, if the participant is not sure when they completed their secondary education, you can change the date to the day after their most recent certification.

Search results can be displayed by:• Last Name• WIC ID• Date• Lesson• Status

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Always search first with ‘Completed’ lessons checked to avoid giving credit for incomplete nutrition education lessons.


Here is an example of a search page for a participant.

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Here is the result after submitting the search request.

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Sometimes you will have a participant who is sure that they have completed a lesson, but the lesson is not coming up on the screen.

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Use the back button; select the status ‘Not Completed”, and resubmit the request.

Participants who have started but not completed their activity; do not receive credit.


Here are search results for a participant who has started but not completed their lesson;thus no credit. Refer them to a nutrition education provider in your clinic for a secondary nutrition education.

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DEFINITIONS:Lesson Started = The date an activity was most recently started.Date Completed = The most recent date of completing an activity (which means the participant is credited for secondary nutrition education).


On occasion you may need to update a participant’s name or WIC ID information. This is done through the Manage Users section.

In the Manage Users section you can:

• Change WIC participant names and WIC ID number• Change an email address or Phone number• Change a Participant’s District and/or Clinic

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Local Clinic AdministratorsAdministrative Area – MANAGE USERS

You can search by any of these parameters

• Last Name

• WIC ID#

• Email Address

• District

• Clinic

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Click on the participant's name or their WIC ID to pull up that participant’s information.

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A local clinic administrator can:

• Correct names

• Correct WIC ID numbers

• Correct email addresses

• Change District

• Change Primary Clinic

Do not enter anything into the Password field on this screen. The WIC participant’s password is the WIC ID # and is automatically set.

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On occasion you may need to update a participant’s family information. This is done through the Manage Families section.

In the Manage Families section you can:

• Add a participant to a family• Remove a participant from a family

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Local Clinic AdministratorsAdministrative Area – MANAGE FAMILIES

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Once you have entered the Manage Families section, type in a WIC ID number for a participant in the family.

THEN,

• Determine if all family members are included

• Remove a family member if desired by clicking the ‘Remove’ button

• Add a family member if desired

Note: you must have the WIC ID numbers to edit a family.


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By clicking on ‘Remove’ by a name (Jimmy)…

Clicking ‘Add’ and entering the WIC ID will add a participant to the household.

…the participant is removed from the household.


The District Administrator - The District Administrator is granted access by the Site Administrator at the State WIC office after notification by the Nutrition Services Director.

1.) creates the Local Clinic Administrator user accounts;

2.) has access to more reports than a Local Clinic Administrator;

3.) trains front line staff (Local Clinic Administrators) in the use of GAWIConline.org;

4.) can perform all the functions of a Local Clinic Administrator.

District Administrators have five primary administrative functions and access to the live site:

• Reports – view user participation, evaluations and lesson/activity reports

• Clinics – add new or edit existing clinic information

• Manage Users –

– ADD a new Local Clinic Administrator account;

– EDIT/UPDATE a Local Clinic user or GA WIC participant account or;

– INACTIVATE Local Clinic Users. (Performed when employees join/leave GA WIC or should no longer have access to GAWIConline.org administrative functions).

• Manage Families – associate members within a household

• Edit My Information – is where update your password

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District Administrators

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This section will highlight:

Lesson / Activities ReportsReports detailing lesson and activity usage

Evaluation Response Reports

WIC participant evaluation results

Registered Households Reports

A quick view of all registered households

NOTE: Quick Search and Household Participation Reports are discussed in the Local Clinic Administrator section of this manual.

District AdministratorsAdministrative Area – REPORTS

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Lesson/Activity Reports allow District Administrators to see what type of use is occurring within Georgia WIC. Although not precise enough for statistical reporting as of 2015 by district*, these reports can give you some general idea about what lessons participants are utilizing in GAWIConline.org.

All of the reporting pages are similar. Select what lesson you are interested in evaluating. Then, submit the report request.

Georgia WIC does not require any reporting at the present time by districts related to Georgia WIC online. This information is provided for general information purposes.

*Currently the system is coding participants to clinics by the first three digits of the WIC ID number.

District AdministratorsAdministrative Area – LESSON/ACTIVITY REPORTS

Below are the search results for the Being Active lesson. From here you can download the data and use your spreadsheet software, like Excel, to develop a report.

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District AdministratorsAdministrative Area – LESSON/ACTIVITY REPORTS

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This is for the Evaluation Reports

District AdministratorsAdministrative Area – EVALUATION REPORTS

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This is for the Household Reports

District AdministratorsAdministrative Area – HOUSEHOLD REPORTS

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District AdministratorsAdministrative Area – CLINICS

This is for the Clinics section. We should include adding new, editing existing and inactivating clinics.

1) Type in all or part of the last name;

2) Select the user group level (next to ‘Include’). You do not have to screen for General Users because that is the WIC participant. If the new local clinic administrator is a WIC participant, you will be creating a username for them. They cannot use their WIC ID as a local clinic administrator.

Click the Yes button for Show Inactive Users. The person may have been employed in another district or as a district administrator in another district. That district may have inactivated them.

District Admin can add new Local Clinic Admin to GAWIConline.org. To add a new user, first check to make sure that user does not already exist in the system.

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District AdministratorsAdministrative Area – ADDING NEW USERS

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In this example we typed the last name Stahnke. The search results below show that we have two local clinic administrators with that last name. You can tell they are local administrators because of the Username. (WIC participants will have their WIC ID number displayed in that field). Neither user below is Barbara who is the new local clinic administrator in Gwinnett.

Click on ‘new user’ to create Barbara’s new access account.


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New user accounts must contain the following mandatory fields:

First Name Last Name Username Password – the employee will change

after they receive the access Status = Active E-mail District Primary Clinic – this does not limit

their access in the system; it is required to know where the user is located

User Type


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District AdministratorsAdministrative Area – SAMPLE USER RECORD

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NOTE: You can verify you activated the Local Administrator by searching with only the

active users selected on the first screen of the manage users screen.

Shown here is the list of current active users without the inactive users.


To edit an existing user, first follow the steps on P. 54 to search for the user. In this search result example are trying to find Betty Stahnke, who is working at the Laney Walker Clinic in Augusta.

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We have two records listed here for Betty. Both should be reviewed prior to adding her as a new user. We know from her employment application that she used to work in the Rome district. If you are in doubt that you have the correct person, please create a new username and let the State WIC office know that there might be a duplicate.

District AdministratorsAdministrative Area – EDITING EXISTING USERS

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Once you have located the correct account for Betty you can:

• Change her Username

• Update her Password

• Change her status to Active

• Update her email

• Update her District

• Update her Primary Clinic

• Designate her User Type(Local Clinic Administrator)

See next page for the completed example.

District AdministratorsAdministrative Area – EDITING EXISTING USERS

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District AdministratorsAdministrative Area – INACTIVATING USERS

Occasionally users will need to be inactivated. This is generally performed when employees join/leave GA WIC or should no longer have access to GAWIConline.org administrative functions.

To inactivate a user, begin by following the steps on P. 30 to search for the user. To simplify your search, add the last name and click only the ‘Local Clinic Administrators’ group next to ‘Include’.

In the example above we typed in the Last Name ‘Stahnke’. The search results show that we have two local clinic administrators with that last name.

Robert is still working in Marietta. Betty has left employment in Douglasville, so we want to Inactivate her.

Select Betty either by clicking on the ‘Name’ or ‘Username’.

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Next, go to Status, click Inactive and then click Save at the bottom of the page.


If the e-mail address is expired use “[email protected]”

Site Administrator

The Site Administrator is housed at the State WIC Office, Program Operations and Nutrition.

1. Creates the District Administrators;

2. Has full access to GA WIC Online;

a) including updating handouts,

b) adding/updating web-links,

c) changing the order of lessons,

d) making simple corrections.

3. Trains and provides guidance to District Administrators;

4. Can perform all of the functions as a District Administrator and Local Clinic Administrator.

The Site Administrator is granted access by the Developer. The Developer will provide for major site updates

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Site Administrator

Follow the District Administrator instructions for creating a Local Administrator found on P. 54.

Screen for new user

Then:

• Activate – if previously a local clinic administrator,

• Inactivate – if leaving Georgia WIC,

• Add – if new user for GeorgiaWIConline.org

Provide access information to District Administrator

Activate/Inactivate Users

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Site AdministratorSite Administrators have access to all of the programs capability. The developer currently recommends that “Edit Help” & “Edit Admin Help” be used only by the developer until advanced training can be provided.

The Site Administrator will create the District Administrators with Manage Users.

The primary advanced availability to the Site Administrator is “Add/Edit Lessons” and “Add/Edit Activities”.

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Site AdministratorAdding “Handouts”, “Tips” or “Learn More”Handouts and tips are supporting materials to the lessons that can be read while on-line or printed for future reference. Links are other web-sites that will provide information about the topic.

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Site AdministratorAdding “Handouts”, “Tips” or “Learn More”Choose Add/Edit Lessons in the WIC Nutrition Education Program Administrative Area. This will take you to the Lesson Display Order. Select the lesson that you want to update and select either Handouts, Tips or Learn More Buttons. This will take you to the page to add the materials or links.

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Site AdministratorAdding “Handouts”, “Tips” or “Learn More”Below is a sample of what you will see when you click on the Handouts, Tips or Learn More buttons. Handouts and Tips are files that are uploaded; Learn More is a URL that is pasted into the form. The instructions for adding handouts, tips and links are basically the same.

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Site AdministratorAdding “Handouts”, “Tips” or “Learn More”To add or change a handout (tip/link) to GA WIC Online:1. Use the “Select Handout (tip/link)” drop down box. Either select the appropriate document to change or select “New

Handout”.2. Name your Handout (tip/link) at “Handout (tip/link) Name”3. We do not delete materials from GA WIC Online. A material is “hidden” when it is no longer desired to be used. For a new

document (link) you will choose “visible”. 4. To upload your document click on the browse button to browse for where the document is in your computer. Once identified

you will click on the document; the system will automatically upload to the site.5. “Display Order” is from top to bottom starting with 1 at the top. The system will automatically defer to the next option below

currently displayed items. If you want this item closer to the top of your display, choose the appropriate number. The system will automatically renumber your display order for the rest of the items.

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Site AdministratorThere is additional functionality available to the Site Administrator in the “Add/Edit Lessons” tab:

• “New”, “Delete”, and “Did You Know” – currently the developer is the only user of this function.

• “Edit” – used to edit for small noted problems; the developer has recommended that major edits to content be limited due to the risk of damaging program functionality

• “Save” – use this button to save a new lesson order; when changing the order both Spanish and English lessons should be the same. The screen provides the directions of how to sort lesson order.

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Site Administrator

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There is additional functionality available to the Site Administrator in the “Add/Edit Activities” tab:

• “New”, “Delete”, “Edit” and “Info Pages” – currently the developer is the only user of this function. Changes made in this area can significantly damage program functionality.

• “Save” – use this button to save a new activity order; when changing the order both Spanish and English lessons should be the same. The screen provides the directions of how to sort activity order.

GeorgiaWIConline.org

• Contact the Office of Program Operations and Nutrition for comments, questions or problems about Georgia WIC Online.

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Documents

GAWICONLINE.ORG USER MANUAL - dph.georgia.gov … · 06/04/2017 · Non Georgia WIC Participants are able to take the online nutrition lessons. Before being able to access the lessons,