Draft Version 1 - College of Educationed.mnsu.edu/field/studentteaching/faculty_manual.pdf · Only the latest news item is shown on the Welcome page. ... The Analyze My Browser functionality

PASS-PORT

Professional Accountability Support System Using a PORTal Approach

University Faculty Manual

Welcome to PASS-PORT PASS-PORT is an innovative and exciting web-based interactive system designed for use by colleges and universities in Louisiana with four-year teacher education programs.

PASS-PORT offers candidates, university faculties and university administrators the tools needed to gather, track, evaluate and report performance data on initial and advanced candidates. The system assists teacher education programs in meeting the National Council for the Accreditation of Teacher Education (NCATE) 2000 Standards.

PASS-PORT was developed, tested and implemented by a working group of university faculty members and graduate assistants from the University of Louisiana at Lafayette and Xavier University of Louisiana in New Orleans.

PASS-PORT is designed to assist teacher education programs meet the ultimate goal of preparing candidates to become quality teachers who provide the best education possible for students in their classrooms.

Copyright © 2006 University of Louisiana at Lafayette, College of Education, Version 1.61.00, 1/18/06, All rights reserved.

Acknowledgments Many individuals statewide helped to bring PASS-PORT to life and continue to sustain and expand the initiative. See Appendix II for information about the original development team. The PASS-PORT Help Desk Team continues to develop support materials, such as this manual, and work with institutions on a daily basis to enable successful implementation of PASS-PORT. Despite the inadequate time available to meet the needs of all institutions using PASS-PORT and the myriad of other responsibilities each team member carries, they continue to conduct themselves with the utmost professionalism and dedication. 2005-2006 Help Desk Team Help Desk Manager Lynn Laakkonen Programmer Stacy Crochet Technical Support Specialist Swaty Chandel Student Researcher Shilpa Phadke, Graduate Student In-kind Contributions Apurve Bhargava; System Administration, Security Srimathi Harinarayanan; Graduate Student Programmer Mohan Kishore Kolli; System Administration, Security Jayasurya Mangipudi; Graduate Student Programmer Durga Prasad Palamakula; Analysis, design, programming Michael Pellegrin; Graphic Artist Louise Prejean; Training Materials Development Prabhu Shanmugam; Graduate Student Programmer Doug Williams, Ph.D.; Principal Investigator, Advisor An underlying motivation that drives our team is the desire to provide a web-based tool that helps teacher preparation programs address the daunting task of gathering and analyzing performance data on candidates and faculty. Our hope is that PASS-PORT helps make this process simpler. Doug Williams, Ph.D. University of Louisiana at Lafayette


Table of Contents

Introduction.................................................................................................................................... 6 PASS-PORT Home Page ............................................................................................................... 7

Signing In to PASS-PORT ........................................................................................................... 8 PASS-PORT Security Features ................................................................................................... 8

MY PASS-PORT Tab...................................................................................................................... 9 Launch Nav-Tool.......................................................................................................................... 9 Analyze My Browser .................................................................................................................. 10 My Portfolio Templates .............................................................................................................. 10 Export My Portfolios................................................................................................................... 13 My Form Builder......................................................................................................................... 14

Questionnaires ....................................................................................................................... 14 Evaluation Tools..................................................................................................................... 20

My Syllabi................................................................................................................................... 21 My Syllabi ............................................................................................................................... 21 Departmental Syllabi .............................................................................................................. 23

Generate Reports ...................................................................................................................... 25 Tasks I have Assigned to Others............................................................................................... 30

Send Alert............................................................................................................................... 30 Send E-mail ............................................................................................................................ 31 Send Questionnaire................................................................................................................ 32 Send Portfolio Template......................................................................................................... 33

Tasks Assigned to Me................................................................................................................ 34 Tasks I Have Completed............................................................................................................ 40

ACCOUNT INFO Tab.................................................................................................................... 41 Upload Photograph .................................................................................................................... 41 Remove Photograph .................................................................................................................. 42 Change Password...................................................................................................................... 42 Personal Information.................................................................................................................. 42 View/Edit Personal Vita.............................................................................................................. 42 Send Tasklist E-mail Notification ............................................................................................... 47

ARTIFACTS Tab........................................................................................................................... 48 Files............................................................................................................................................ 48 Professional Development ......................................................................................................... 51 User Groups............................................................................................................................... 53

Filters...................................................................................................................................... 54 Lists ........................................................................................................................................ 56 Saved Questionnaire Batches................................................................................................ 58

Links........................................................................................................................................... 59 FOLIOS Tab.................................................................................................................................. 60

Working Portfolios...................................................................................................................... 60 Create Folio from Scratch ...................................................................................................... 60 Create Folio from Template.................................................................................................... 65 View Archive........................................................................................................................... 69

UNIT ASSESSMENT Tab ............................................................................................................. 70 PORTAL UNIT ASSESSMENT.................................................................................................. 72


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UNMET REQUIREMENTS ........................................................................................................ 73 PORTAL FOLIO STATUS.......................................................................................................... 74 FACULTY PORTAL ASSIGNMENTS........................................................................................ 75

HELP CENTER Tab...................................................................................................................... 76 Contact....................................................................................................................................... 76

Send Comment /Help Question/ Bug Report ......................................................................... 76 Hot Topics .................................................................................................................................. 77 Index .......................................................................................................................................... 77 Search........................................................................................................................................ 77

Appendix I .................................................................................................................................... 78 Types of files supported by PASS-PORT.................................................................................. 78

Appendix II ................................................................................................................................... 80 Original Development of PASS-PORT ...................................................................................... 80


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Introduction PASS-PORT is a web-based system that provides college of education candidates, university faculty and administrative staff a tool to gather, demonstrate and evaluate the performance data on initial and advanced candidates.

• PASS-PORT provides candidates a tool for the creation of standards-based portfolios, a mechanism for sending and receiving feedback on portfolios, and functionality for exporting portfolios to CD.

• PASS-PORT provides university faculty with a system to collect data, manage and evaluate candidate performance based on coursework, field experiences and clinical practice. University faculty use these data to improve their teaching, scholarship, and service.

• PASS-PORT provides institutions with a mechanism to directly address the National Council for the Accreditation of Teacher Education (NCATE) Standards 2000 that require institutions to have a viable method of collecting and analyzing data on program qualifications, initial candidate and advanced graduate performance, and unit operations to evaluate and improve the unit and its programs.

This manual is written for UNIVERSITY FACULTY and describes procedures and tasks associated with performing the functions in PASS-PORT.

PASS-PORT University Faculty Functionality

PASS-PORT provides university faculty with the following types of functionality:

1. Functionality for University Faculty to:

• Store and display personal information (vita and photograph); • Create, upload and manage artifacts (i.e. files, professional development, and links); • Create individual working portfolios.

2. Functionality for University Faculty in Managing Candidate Work to:

• Construct and edit university faculty templates for candidate users; • Create and save user group filters and user lists; • Provide feedback and evaluation on candidate portfolios; • Review and view Portal Folios during portal evaluation; • Utilize the various forms, rubrics and survey assessment forms to quantify and

analyze data; • Send questionnaires and important messages to candidates.


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PASS-PORT Home Page PASS-PORT is a web-based program that runs on the Internet. Gaining access to PASS-PORT requires the following minimum system qualifications:

• Windows compatible computer running Windows 95 or higher; • Macintosh computer G3 or above running MAC OS8 or higher; • Microsoft Internet Explorer, Firefox, or Safari web browser and Internet connection; • Screen area set to 1024 x 768 pixels.

The program runs best in Microsoft Internet Explorer 6.0.

To display the PASS-PORT home page, type pass-port.org in the Address bar of your web browser.

Click on Directory, and select your institution from the list.

The navigation buttons on the PASS-PORT home page feature an interface design similar to tabs in a binder. Click the tabs to move from page to page.

• WELCOME – new and existing users sign in to MY PASS-PORT • BROWSE – allows users to browse published portfolios • FACULTY – allows users to browse faculty vitae • INSTITUTION – link to your institution’s website • CREDITS – lists original development team and system support personnel • CONTACT – provides mailing address information for the PASS-PORT

development/support team.


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The NEWS sidebar posts informational items in two formats:

• FYI – important messages and information sent by university faculty members or administration.

• ALERTS – notifications of upcoming deadlines.

Only the latest news item is shown on the Welcome page. Once the user logs into their account, they are able to view the remaining news items (if any) on the NEWS sidebar.

Signing In to PASS-PORT

The System Administrator on your campus is responsible for designating user passwords and managing user accounts. The Administrator will issue you a username and password to gain access to PASS-PORT.

To Log In to PASS-PORT:

In the Sign In boxes type your username and password. Click Go.

If you have forgotten your password, contact your institution’s PASS-PORT Contact person.

PASS-PORT Security Features

PASS-PORT contains security features that protect your online data.

• Time Out – PASS-PORT will automatically sign you out every 90 minutes if your computer is left idle, or if, while working in PASS-PORT, you continue to work on the same page without performing a different action (e.g., if you have not used your mouse to click on a new task button).

• Secure Sockets Layer – This feature scrambles your username and password when you are signing in. This is the same system that protects your credit card when you use it online.


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MY PASS-PORT Tab

The MY PASS-PORT tab page is the first page you see upon login. You will have access to tasks and other functions in PASS-PORT.

Launch Nav-Tool

1. Click on the gray Launch-Nav Tool button on the top-right hand side of the screen for quick access to tabs and tab menus.

2. Click on a section name to access a section. 3. Click Close.

Copyright © 2006 University of Louisiana at Lafayette, College of Education,

Version 1.61.00, 1/18/06, All rights reserved.

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Analyze My Browser

The Analyze My Browser functionality allows you to view your browser capabilities and settings and to determine whether your browser meets the minimum qualifications to support PASS-PORT. Browser Fixes provides links for you to quickly download software necessary to support the system.

1. Click Analyze My Browser.

The browser diagnostics will be listed.

My Portfolio Templates

As a university faculty member you will have the capability of designing pre-configured templates for completion by candidates. This is a valuable management tool because it allows you to create templates for specific purposes and to meet specific objectives.

Creating a new Portfolio Template

1. Click My Portfolio Templates on the MY PASS-PORT tab page.

2. Click Create New Template.

The Create New Template window will appear.

You can also use the Copy Template button to create a new template based on one of your already created templates.

3. Enter a name for this template. 4. Click Create.

The Editing Template page with the template name you entered will appear.


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Use the Editing Template page to create the portfolio name and type a cover note that may include a list of required contents, the template purpose, or other information that may be useful to the candidates. Add and define tabs to assist the user in organizing the required information.

5. Click Rename to the right of the template name on the blue bar if you want to change the name of the template.

6. Click Edit to the right of Folio Name (once created) for entering the name of the folio that you want your candidates to use.

7. Click Edit to the right of Folio Cover Note (once created) for entering a folio note for the candidates.

8. Click Add A Tab to add tabs to the portfolio template.

The Add A Tab window will appear.

9. Enter a name for the tab. 10. Type a description for the tab (optional). 11. Click Save.

The tab will be displayed with tab name and description under the words Folio Tabs.


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You can edit the tab name or description using the Edit buttons in front of the tab name and description. You can also delete a tab using the Delete button in front of a tab name. You can add more tabs by clicking Add A Tab and entering the tab information each time.

12. Select Active or Inactive from the drop-down menu at the top right of the Template Name blue bar to make the template active or inactive.

A template will be available for use by candidates only if it is Active.

13. Click Return To Template Manager.

The portfolio template will be displayed under My Folio Templates.

Making a Template Active or Inactive

1. Select Active or Inactive from the drop-down menu to the right of the template name.

A template will be available for use by others only if it is Active.

Editing a Template

1. Click Edit to the right of the name of the template you want to edit. 2. Make the required changes in the template.


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Previewing a Template

1. Click Preview to the right of the name of the template you want to preview.

A preview of the template to be seen by the candidates will be displayed.

Deleting a Template

1. Click Delete to the right of the name of the template you want to delete.

A pop-up window asking Are you sure you want to delete this? will appear.

2. Click Ok to delete.

A template can only be deleted if it has not yet been used.

Export My Portfolios

PASS-PORT’s portfolio export functionality allows you to archive portfolios to disk to share with others, including potential employers.

1. Click Export My Portfolios under the MY PASS-PORT tab. 2. Check the box in front of the portfolio(s) which you want to export. 3. Click Export.

The following message is displayed: You may now download your zipped export file by clicking below.

4. Click Download My Portfolio.

A pop-up window will appear which will ask you to open or save the file to your computer.

5. Click Save to save the file to a location on your computer or disk. 6. Close the Download My Portfolio window.



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My Form Builder

In order to provide the tools necessary for standards-based assessment of candidates and faculty, PASS-PORT provides for the creation of forms (questionnaires and evaluation tools). Faculty can use the My Form Builder section to create forms for Faculty-to-candidate evaluations, Recommendation requests, Portfolio evaluations, and Course based evaluations.

1. Click My Form Builder under the MY PASS-PORT tab.

The My Form Builder section of PASS-PORT will be displayed. It consists of two sections, QUESTIONNAIRES and EVALUATION TOOLS. These forms differ only in the context in which they are used.

Questionnaires

Questionnaires can be sent to individuals or groups of users in the system.

Creating a new Questionnaire

1. Click CREATE NEW to the right of QUESTIONNAIRES.

The Add A Form page will appear.


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You can also use the Copy Form button if you want to create a new questionnaire based on one of your already created questionnaires.

2. Enter a name for the new form. 3. Enter a purpose or description (optional). 4. Enter a category for the questionnaire (e.g. course name). 5. Click Save.

The Basic Information and Questionnaire items section of the Questionnaire will be displayed.


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The Basic Information section consists of Form (form name), Date created, Date last modified, Purpose and Category.

6. Click Edit Basic Info if you want to edit any of the basic information.

You can also change the form type (Questionnaire or Evaluation Tool) using the Edit Basic Info button.

7. Click Create New Item to the right of Questionnaire items on the Basic Information page.

The Add An Item page will appear.

8. Select the type of item by clicking on the radio button to the right of the item. You can select from Number Entry, Text Area, Likert Scale, Labeled Likert Scale, and Rubric Item.

For a Number Entry, Text Area or Likert Scale, follow steps 9-11 below:

9. Enter a question or construct for the item. 10. Enter a description for the item (optional). 11. Click Save.

The entered item will be displayed under Questionnaire items with an Edit, Delete, and Standards button. By clicking on the Standards button you can view the standards, if any, attached to that item.

You can attach standards to each item by clicking on the Edit button in front of the Item and then clicking Add Standards.


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For a Likert Scale item you can also change the number of points being displayed by clicking on the Edit button.

For a Labeled Likert Scale item, follow steps 12-17 below:


The Edit Item window will appear. The entered question or construct and description will also be displayed in the text boxes, and can be edited.

15. You can select the number of points for the item from the drop-down menu. 16. Enter text for each point in the text boxes. 17. Click Save.



For a Rubric Item, follow steps 18-28 below:




21. Click Edit to the right of the displayed rubric item.

The Edit Item window will appear. The entered question or construct and description will also be displayed in the text boxes, and can be edited.


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22. You can change the number of points for the item from the drop-down menu. 23. Click Add Group to the right of Edit Group Settings.

The New Group window will appear.

24. Select the span of this group from the drop-down menu. 25. Enter a name for the group. 26. Enter a description for the group. 27. Click Save.

The entered group details will be displayed under Edit Group Settings with an Edit and Delete button for editing or deleting the group.


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Complete the group settings for all the points by following the steps 23-27 above.

28. After completing all the group settings, click Save.

The entered information will be displayed under Questionnaire items.

29. Click Return to My Forms above BASIC INFORMATION.

The questionnaire you created above will be displayed under Questionnaires.

Editing a Questionnaire

1. Click Edit to the right of the name of the questionnaire you want to edit.

The questionnaire will be displayed for you to make changes.

Previewing a Questionnaire

1. Click Preview to the right of the name of the questionnaire you want to preview.

A pop-up window, displaying the questionnaire as it will look in the user’s account to whom the questionnaire will be sent, will appear.

Deleting a Questionnaire

1. Click Delete to the right of the name of the questionnaire you want to delete.


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A questionnaire can only be deleted if it has not yet been used.

Making a Questionnaire Active/Inactive

1. Select Active or Inactive from the drop-down menu to the right of the name of the questionnaire you want to make active or inactive.

A questionnaire will be available for use only if it is Active.

Evaluation Tools

Evaluations are forms available in the context of evaluating artifacts (e.g. field experiences) and portfolios.

Creating an Evaluation Tool

1. Click CREATE NEW to the right of EVALUATION TOOLS.

Follow the same procedure as for questionnaires.

Editing an Evaluation Tool

1. Click Edit to the right of the name of the evaluation tool you want to edit.

The evaluation tool will be displayed for you to make changes.

Previewing an Evaluation Tool

1. Click Preview to the right of the name of the evaluation you want to preview.

A pop-up window, displaying the evaluation tool as it will look in the user’s account who will be using the evaluation tool, will appear.

Deleting an Evaluation Tool

1. Click Delete to the right of the name of evaluation tool you want to delete.




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An evaluation tool can only be deleted if it has not yet been used.

Making an Evaluation Tool Active/Inactive

1. Select Active or Inactive from the drop-down menu to the right of the name of evaluation tool you want to make active or inactive.

An evaluation tool will be available for use only if it is Active.

My Syllabi

Faculty can create, upload, download, and make available in the system their course syllabi.

1. Click My Syllabi under the MY PASS-PORT tab.

The My Syllabi section of PASS-PORT will be displayed. It consists of MY SYLLABI and DEPARTMENTAL SYLLABI.

My Syllabi

Creating My Syllabi 1. Click CREATE SYLLABUS to the right of MY SYLLABI. The Syllabus Upload window will appear. 2. Click Browse to navigate to and open the file containing the syllabus. 3. Enter a name for the syllabus. 4. Choose a course from the drop-down menu. 5. Type a description for the syllabus. 6. Click Submit. A pop-up window showing you the progress of the upload will appear.


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The syllabus will be added under MY SYLLABI with a Download, Edit and Delete button. If you want to attach Standards to your Syllabus, click Edit. (See Editing My Syllabus below).

Downloading or Viewing My Syllabi 1. Click Download to the right of the syllabus name. You will be prompted to Save or Open the file. 2. Click Save if you want to download the file on your computer or disk. Click Open if you only want to view the file without saving it locally on your computer.

Editing My Syllabi 1. Click Edit to the right of the syllabus name. The Edit Syllabus window will appear. 2. Make the appropriate changes if any. 3. Click Add Standards if you want to add standards to your syllabus. A pop-up window for attaching the standards will appear.


224. Select a standard body from the drop-down menu.

Standards pertaining to the selected standard body will appear towards the left. 5. Click Add in front each of the standard you want to attach. The selected standards will appear to the right under Connected Standards. You can remove a connected standard by clicking Remove to the right of the standard name. 6. After completing adding the standards, click Save at the bottom. 7. Click Submit in the Edit Syllabus window.

Deleting My Syllabi

1. Click Delete to the right of the syllabus name. A pop-up window asking Are you sure you want to delete this? will appear.


Departmental Syllabi

Adding Departmental Syllabi

1. Click Add Syllabus to the right of DEPARTMENTAL SYLLABI. 2. Choose a Department Syllabus from the drop-down menu. 3. Click Submit.


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The syllabus will be added under DEPARTMENTAL SYLLABI with a Download, Standards and Remove button.

Downloading or Viewing Departmental Syllabi

1. Click Download to the right of the syllabus name. You will be prompted to Save or Open the file. 2. Click Save if you want to download the file on your computer or disk. Click Open if you only want to view the file without saving it locally on your computer.

Viewing Connected Standards for Departmental Syllabi 1. Click Standards to the right of the syllabus name. A window displaying the Connected Standards will appear. 2. Click Close to close the window.

Removing Departmental Syllabi

1. Click Remove to the right of the syllabus name. A pop-up window asking Are you sure you want to remove this? will appear. 2. Click Ok to delete.


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Generate Reports

PASS-PORT allows for the aggregation of data for simple reporting needs. In the situations where more in-depth analysis is needed (i.e., ANOVA, ANCOVA) one can export data for analysis in statistical packages such as SPSS.

1. Click Generate Reports under the MY PASS-PORT tab.

2. Select the type of report to be generated by clicking on the appropriate radio button. 3. Click Next. 4. Choose a group for generating the report by clicking on the appropriate radio button.

You can choose from Single User, Dynamic Group, and Static Group.


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If you have selected Questionnaire Data as the type of report, then you will see a Questionnaire Batch option also.

If you have selected User Demographics as the type of report, then you will have an additional step of choosing the User Type before choosing the group. You can choose to run a report on Candidate user demographics or Faculty user demographics.

If you have selected Site Contact Data or Site Data as the type of report, you will not be asked to select a group.

5. Click Next.

If you have chosen Single User, you will be asked to enter the user’s PID (Personal Identification Number) or Social Security Number. If you have chosen Dynamic Group or Static Group (or Questionnaire Batch in case of Questionnaire Data), then you will be asked to select a group from the drop-down menu.

After selecting the group, click Next.

6. Select a Date Range by selecting the Start Date and End Date from the calendar.

To use the calendar, click on the calendar icon. The calendar will open up in a small window with the current month’s calendar displayed. To change the months, click the arrows near the month on the blue bar. To change the years, click the outside-most arrows on the blue bar. To select a date in the displayed month and year, click on the date.

If you have selected Site Contact Data, Site Data, or User Demographics as the type of report, you will not be asked to select a date range.

7. Click Next.

For the Evaluation Instruments Report, follow steps 8-13:

8. Choose a Form from the drop-down menu. 9. Click Next. 10. Choose the Evaluation Criteria from the drop-down menu. 11. Click Next.

The Evaluation Report Confirmation page will be displayed.

12. Click Finish. 13. Click Generate Reports.

The File Download pop-up window will appear. You can download and view the generated report. The report will be generated as an Excel file.


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For the Feedback Data Report, follow steps 14-17:

14. Choose a Template from the drop-down menu. 15. Click Next.

The Feedback Data Report Confirmation page will be displayed.



For the Field Experience Data Report, follow steps 18-23:

18. Choose a Template from the drop-down menu. 19. Click Next. 20. Select a Field for Analysis by clicking on the appropriate radio button. 21. Click Next.

The Field Experience Data Report Confirmation page will be displayed.



For the Field Experience Evaluations Report, follow steps 24-31:

24. Choose a Template from the drop-down menu. 25. Click Next. 26. Select Form Type by clicking on the appropriate radio button. 27. Click Next. 28. Choose the form by clicking on the appropriate radio button. 29. Click Next.

The Field Experience Evaluations Report Confirmation page will be displayed.




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For the Field Experience Site Data Report, follow steps 32-37:

32. Choose a Template from the drop-down menu. 33. Click Next. 34. Select a Field for Analysis by clicking on the appropriate radio button. 35. Click Next.

The Field Experience Site Data Report Confirmation page will be displayed.



For the Portal Folio Review Data Report, follow steps 38-45:

38. Choose a Template from the drop-down menu. 39. Click Next. 40. Select the Review Type by clicking on the appropriate radio button. 41. Click Next. 42. Choose a Form from the drop-down menu. 43. Click Next.

If you have selected Finalize review as the Review Type, you will not be asked to select a form.

The Portal Folio Review Data Report Confirmation page will be displayed.



For the Praxis Data Report, follow steps 46-49:

46. Choose a Test from the drop-down menu.

You can also choose the All Tests option which will generate a combined report on all the PRAXIS tests.

47. Click Next.

The Praxis Report Confirmation page will be displayed.


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For the Professional Development Data Report, follow steps 50-51:

The Professional Development Report Confirmation page will be displayed.



For the Questionnaire Data Report, follow steps 52-55:

52. Choose a Form from the drop-down menu. 53. Click Next.

The Questionnaire Confirmation page will be displayed.



For the Site Contact Data Report, follow steps 56-63:

56. Choose a Site Contact Template from the drop-down menu. 57. Click Next. 58. Choose a Site and the Year Associated with this Site from the drop-down menu. 59. Click Next. 60. Select a Field for Analysis by clicking on the appropriate radio button. 61. Click Next.

The Site Contact Data Report Confirmation page will be displayed.




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For the Site Data Report, follow steps 64-71:

64. Choose a Site Template from the drop-down menu. 65. Click Next. 66. Choose a Site and the Year Associated with this Site from the drop-down menu. 67. Click Next. 68. Select a Field for Analysis by clicking on the appropriate radio button. 69. Click Next.

The Site Data Report Confirmation page will be displayed.



For the User Demographics Report, follow steps 72-75:

72. Select a Field for Analysis by clicking on the appropriate radio button. 73. Click Next.

The User Demographics Report Confirmation page will be displayed.



Tasks I have Assigned to Others

PASS-PORT provides you with the functionality to send questionnaires, alerts, e-mails, and portfolio template tasks.

Send Alert

1. Click CREATE NEW TASK to the right of Tasks I Have Assigned To Others under the MY PASS-PORT tab.

2. Choose the recipient type.

You may choose from Single User or One of My Groups.

3. Click Next.


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4. Select a Group. 5. Click Next. 6. Choose task type.

You may send an alert task, e-mail, questionnaire, or portfolio template.

7. Choose Send Alert Task and click Next. 8. Choose Alert options.

You may choose to Get a return receipt.

9. Click Next. 10. Create Alert Content by entering it in the Alert text box. 11. Click Next.

An Alert Confirmation page will be displayed.

12. Click Finish.

The Alert task is listed in the Tasks I Have Assigned to Others section on the MY PASS-PORT tab page with a Details button. This Details button can be used to view the task details or access the following buttons:

• Rescind: Remove all tasks that have not yet been completed by users from the users’ accounts.

• Delete All: Remove all tasks that have been sent to users’ accounts, whether they have been completed or not.

• Push: Send the same task to one or more users.

Send E-mail




3. Click Next. 4. Select a Group. 5. Click Next. 6. Choose task type.



317. Choose Send an E-mail and click Next.

8. Complete E-mail by entering the subject and the contents of the mail in the text boxes.

You can also add an attachment to you e-mail using the Browse button.

9. Click Next.

The E-mail Task Confirmation window will appear.

10. Click Finish.

The E-mail task is listed in the Tasks I Have Assigned to Others section on the MY PASS-PORT tab page with a Details button. This Details button can be used to view the task details or access the following buttons:




Send Questionnaire






7. Choose Send a Questionnaire Task and click Next. 8. Choose questionnaire options.

You may choose from the following options:

a. Get a return receipt: Receive a return receipt in your TASKS ASSIGNED TO ME task list when each user completes his/her task.

b. Answering questionnaire is optional: Make the task that you are assigning optional for the user(s).


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c. Save task recipients as an analysis batch: Save the group of users to whom you are assigning the task with a specific “name” that you can select later to run reports for analysis. An analysis batch can be used to generate a report at a later date. It is saved in the User Groups section of the ARTIFACTS tab.

9. Click Next. 10. Check the Optional Attached Note box if you want to add a note. 11. Type the note. 12. Select a form to attach. 13. Click Next.

The Questionnaire Task Confirmation window will appear.

14. Click Finish.

The Questionnaire task is listed in the Tasks I Have Assigned to Others section on the MY PASS-PORT tab page with a Details button. This Details button can be used to view the task details or access the following buttons:




Send Portfolio Template

1. Click CREATE NEW TASK to the right of TASKS I HAVE ASSIGNED TO OTHERS under the MY PASS-PORT tab.





7. Choose Send a Portfolio Template and click Next. 8. Choose Template Task Options.

You may choose from the following options:


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a. Get a return receipt: Receive a return receipt in your TASKS ASSIGNED TO ME task list when each user completes his/her task.

b. Creating the portfolio is optional: Make the task that you are assigning optional for the user(s).

9. Click Next. 10. Check the Optional Attached Note box if you want to add a note. 11. Type the note. 12. Select a form to attach. 13. Click Next.

The Template Task Confirmation window will appear.

14. Click Finish.

The Portfolio Template task is listed in the Tasks I Have Assigned to Others section on the MY PASS-PORT tab page with a Details button. This Details button can be used to view the task details or access the following buttons:




Viewing Tasks I Have Assigned to Others Archive

1. Click VIEW ARCHIVE to the right of TASKS I HAVE ASSIGNED TO OTHERS under the MY PASS-PORT tab.

The archived tasks will be displayed with a Details button.

Clicking Return To Task List will take you back to the MY PASS-PORT tab.

Tasks Assigned to Me

It is important that you review your task list regularly. The types of tasks that faculty may see in their task lists include questionnaires, course-based evaluation requests, working portfolio evaluation requests, and alert messages (including task completion return receipts).

Viewing Tasks Assigned to Me

If there are any tasks assigned to you, they will appear under the Tasks Assigned to Me section. Below are all the possible types of tasks that you might see listed in this section. Each section explains how to view/complete a particular task that is listed in this section.


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Alert Task

1. Click ALERT from PASS-PORT to view the alert task.

The Alert Task window will appear to display the alert message.

2. Click Dismiss to remove this task from your task list.

Questionnaire Task

1. Click Complete questionnaire to view the questionnaire task.

The Complete questionnaire pop-up window will appear.

2. Click Answer Now to go to the questionnaire and complete it.

Clicking Save For Later will keep this task in your task list for completing later.

Course Based Evaluation

1. Click Request for Course Based Evaluation.

The Course Based Artifact Evaluation pop-up window will appear. The artifact details will be listed on the left with a View Artifact button.

2. Click View Artifact to view the artifact. 3. Click Select to the right of the rubric to be used for the evaluation in the right frame of the

window. 4. Complete the selected rubric. 5. Click Submit.


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Clicking Save For Later will keep this task in your task list for completing later. Clicking Cancel Evaluation will cancel the evaluation and remove the task from your task list. The Send E-mail option can be used to send an e-mail to the candidate while evaluating the artifact. You can also attach a file with the e-mail.

Portfolio Feedback Request

1. Click Portfolio feedback request.

The portfolio will be displayed. You can access different parts of the portfolio by clicking on the tab names or through the side navigation tabs on the right. Clicking on each numbered tab gives you access to the contents of that particular tab. Clicking on the STANDARDS button gives you the list of all standards attached with the portfolio and allows you to provide feedback on each attached standard. In this section, you may add feedback in any/all sections that are available to provide feedback.

2. Click on a tab to enter it. 3. Click on the artifact name.


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4. Click View/Download Artifact to view the artifact. 5. Click Artifact Standards Feedback to provide feedback on the attached standards.

The Object Standards Feedback window will appear.

6. Type your feedback in the text area.

Using Macros: You can create and add macros (saved groups of words) to your feedback. Follow the steps below for adding macros to your feedback.

a) Click Create New Macro.

The Add Macro pop- window will appear.

b) Enter you macro in the provided text box.

c) Click Create.

Your added macros will appear in the form of a drop-down menu.

d) Select a macro from the drop-down menu.

The selected macro will be added in the text box provided for entering the feedback. You can delete a macro using the Delete Macro button.

7. Click Submit Feedback. 8. Click Artifact Reflection Feedback to provide feedback on the reflection.

The Artifact Reflection Feedback window will appear.


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9. Type your feedback in the text area. 10. Click Submit Feedback. 11. Click Artifact Feedback to provide feedback on the artifact.

The Overall Artifact Feedback window will appear.

12. Type your feedback in the text area. 13. Click Submit Feedback. 14. Click on the tab name to go back to the tab page. 15. Click Tab Note Feedback to provide feedback on the tab note.

The Tab Note Feedback window will appear.

16. Type your feedback in the text area. 17. Click Submit Feedback. 18. Click Tab Feedback to provide feedback on the overall tab and its contents.

The Tab Feedback window will appear.

19. Type your feedback in the text area. 20. Click Submit Feedback.

You can click on the other portfolio tabs and repeat the above steps to complete the feedback.

21. Click COVER to return to the folio cover. 22. Click Portfolio Note Feedback to provide feedback on portfolio note.

The Folio Note Feedback window will appear.

23. Type your feedback in the text area. 24. Click Submit Feedback. 25. Click Portfolio Feedback to provide feedback on the portfolio.

The Overall Folio Feedback window will appear.

26. Type your feedback in the text area. 27. Click Submit Feedback.

When you have completed submitting feedback for the various sections of the candidate’s portfolio, click End Feedback. The will finalize your feedback for this portfolio and make it available for viewing by the candidate.

28. Click End Feedback to complete the feedback.


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The End Feedback & Submit To Candidate window will appear.

29. Click End Feedback.

Your feedback will now be viewable in the candidate’s account.

Clicking Save For Later will keep this task in your task list for completing at a later time.

Portfolio Evaluation Request

1. Click Portfolio evaluation request.

A pop-up window containing the folio and course-based evaluation rubrics will appear.

2. Click and view the contents of each of the tabs in the portfolio. 3. Click Select to the right of the rubric to be used for the evaluation. 4. Complete the selected rubric. 5. Click Submit.

You can also receive Task Return Receipts, Portfolio Templates, and Recommendation requests. (The recommendation requests functionality must be activated for your institution).

Viewing Tasks Assigned to Me Archive

1. Click VIEW ARCHIVE to the right of TASKS ASSIGNED TO ME under the MY PASS-PORT tab.

The archived tasks will be displayed with a View and/or Delete button.




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Tasks I Have Completed

Viewing Tasks I Have Completed

1. Click VIEW ARCHIVE to the right of TASKS I HAVE COMPLETED under the MY PASS-PORT tab.

Your completed tasks will be displayed with a View and/or Delete button.



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ACCOUNT INFO Tab Click the ACCOUNT INFO tab to upload/remove your photograph, change your password, view your personal information, and enter and view your personal vita. You can also choose to receive an e-mail notification whenever a task is sent to your account.

Upload Photograph

1. Click ACCOUNT INFO. 2. Click Upload Photograph. 3. Click Browse. 4. Click on the filename containing the picture to be uploaded. 5. Click Open. 6. Click Submit.

The uploaded picture will be displayed under the ACCOUNT INFO tab. A message stating Upload was successful will also be displayed at the bottom of the ACCOUNT INFO tab.


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Remove Photograph

1. Click Remove Picture (now displayed in place of Upload Photograph).

A pop-up window asking Are you sure you want to remove this picture? will appear.

2. Click Ok.

The uploaded picture will be removed from the ACCOUNT INFO tab and the Remove Picture button will be changed to Upload Photograph again.

Change Password

1. Click ACCOUNT INFO. 2. Click Change Password. 3. Enter a new password in the Enter a new password text box. 4. Enter the new password again in the Confirm the new password text box. 5. Click Save.

Your password will be changed and a message stating Your password has been successfully updated will be displayed at the bottom of the ACCOUNT INFO tab.

Personal Information

1. Click ACCOUNT INFO. 2. Click Personal Information.

Your demographic information will be displayed.

View/Edit Personal Vita

1. Click ACCOUNT INFO. 2. Click View/Edit Personal Vita.

The Vita Editor page will be displayed. You can enter your information on this page by clicking the appropriate Edit buttons.


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Complete one or more of the steps below to complete your vita in PASS-PORT. The steps below are based on PASS-PORT’s default vita template. Since the vita template is configurable, the fields might be different for your institution.

3. Click Edit to the right of Department. 4. Select your department name from the drop-down menu. 5. Click Save.

The selected department will be displayed.

6. Click Edit to the right of Rank. 7. Select your rank from the drop-down menu. 8. Click Save.


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The selected rank will be displayed.

9. Click Edit to the right of Degrees Held. 10. Enter your degrees. 11. Click Save.

The degrees entered will be displayed.

12. Click Edit to the right of Website. 13. Enter your website. 14. Click Save.

The Website entered will be displayed.

15. Click Edit to the right of Office hours. 16. Enter your office hours. 17. Click Save.

The Office hours entered will be displayed.

18. Click Edit to the right of Office. 19. Enter your office. 20. Click Save.

The Office entered will be displayed.

21. Click Edit to the right of Phone. 22. Enter your phone number. 23. Click Save.

The Phone number entered will be displayed.

24. Click Edit to the right of E-mail. 25. Enter your e-mail address. 26. Click Save.

The e-mail address entered will be displayed.

27. Click Edit to the right of Role. 28. Enter your role. 29. Click Save.

The Role entered will be displayed.

30. Click Edit to the right of Areas of Teaching.


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A text editor which allows you to enter the details will appear. You can use the text editor to type in the text, apply formatting, copy from Word, add smiley faces, and much more. For copying from Word, click on the Word icon in the text editor, then paste the text and click Ok.

31. Enter your areas of teaching using the text editor. 32. Click Save.

The Areas of Teaching entered will be displayed.

33. Click Edit to the right of Research Interests.


34. Enter your research interests using the text editor. 35. Click Save.

The Research Interests entered will be displayed.

36. Click Edit to the right of Professional Organizations (National, State, Local).


37. Enter the name of the professional organizations you are affiliated with using the text editor.

38. Click Save.

The Professional Organizations entered will be displayed.

39. Click Edit to the right of Selected Publications (Type and Year).


40. Enter your selected publications with their type and year of publication using the text editor.

41. Click Save.

The Selected Publications entered will be displayed.

42. Click Edit to the right of Grants.


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43. Enter the details of the grants you have received using the text editor. 44. Click Save.

The Grants entered will be displayed.

45. Click Edit to the right of Selected Presentations (Type and Year).


46. Enter your selected presentations with their type and the year in which they were given using the text editor.

47. Click Save.

The Selected Presentations entered will be displayed.

48. Click Edit to the right of School/Community Outreach.


49. Enter school/community outreach using the text editor. 50. Click Save.

The entered School/Community Outreach will be displayed.

51. Click Edit to the right of Committee Memberships (Department, College, University).


52. Enter your membership in committees along with the department, college, and university using the text editor.

53. Click Save.

The Committee Memberships entered will be displayed.

54. Click Edit to the right of Awards.


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55. Enter the awards you have received using the text editor. 56. Click Save.

The Awards entered will be displayed.

You can view your completed vita by clicking on the FACULTY tab and then your name on the WELCOME page of PASS-PORT.

Send Tasklist E-mail Notification

You can choose whether to send tasklist e-mail notification or not by clicking on the radio buttons Yes or No in front of the question Send tasklist e-mail notification? at the bottom of the ACCOUNT INFO page.


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ARTIFACTS Tab PASS-PORT provides users with the capability to create, upload and manage artifacts. The ARTIFACTS tab in the faculty account provides the ability to upload file artifacts, enter professional development and link artifacts, as well as create user groups. User groups consist of filters and lists, and may be used for reporting purposes and other tasks.

The candidate accounts do not have the user groups functionality. Candidate Artifacts include Files, Professional Development, Field Experiences, and Links.

Files

Uploading a File

1. Click on the gray ARTIFACTS tab. 2. Click on the blue Files button on the left or the word Files at the top.


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3. Click Upload File Here to the right of Files on the blue bar. 4. Click Browse to navigate to the file to be uploaded. 5. Click on the filename name. 6. Click Open. 7. Enter a name for the file. 8. Enter a description of the file (optional). 9. Click Submit.

A pop-up window showing you the progress of the upload will appear. This window will close automatically after the upload is complete.

The File will be displayed in a list under the blue Files bar.

Renaming a File

1. Click Rename below the filename to be renamed. 2. Enter a new name for the file. 3. Click Rename.

Deleting a File

1. Click Delete below the name of the file you want to delete.



Cutting and Pasting a File

1. Click Cut below the name of the file you want to cut. 2. Click Paste (now visible under each folder name and to the right of the Add Folder

button) where you want to paste the cut file.

The cut file will now be moved to the place you pasted it.

Viewing the Properties of a File

1. Click Properties below the name of the file whose properties you want to view.

A window displaying the Filename, Location, Size, Date uploaded, and Artifact description will appear.

2. If you want to change the description of the file artifact, click Edit to the right of Artifact description.

3. Type the new description in the Edit Artifact Description text box.


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4. Click Save.

The new description will be displayed in the properties.

Adding a Folder

1. Click Add Folder on the blue bar to the left of the word Files. 2. Enter a name for the folder. 3. Click Create Folder.

The Folder will be displayed in a list under the blue Files bar.

4. Click on the underlined name of the folder to enter the folder.

5. Click Upload File Here on the right side of the blue Files bar.

Complete the steps in the Uploading a File section above for uploading a file.

The uploaded file will be listed under the blue bar containing the name of the folder in which you uploaded this file.

6. Click Files on the blue bar to return to viewing the Folders and Files in your File Artifacts bin.

Renaming a Folder

1. Click Rename below the folder name to be renamed. 2. Enter a new name for the folder. 3. Click Rename.

Deleting a Folder

1. Click Delete below the name of the folder you want to delete.



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Cutting and Pasting a Folder

1. Click Cut below the name of the folder you want to cut. 2. Click Paste (now visible under each folder name and to the right of the Add Folder

button) where you want to paste the cut folder.

The cut folder will now be moved to the place you pasted it.

Creating a Subfolder

1. Click Create Subfolder below the name of the folder in which you want to create a subfolder.

2. Enter a name for the subfolder. 3. Click Create Folder. 4. Click on the underlined name of the main folder to enter it.

The new subfolder will be listed under the blue bar containing the name of the folder in which you created this subfolder.

5. Click on the underlined name of the subfolder to enter it.

You can perform the same functions with the subfolder as you did with the main folder, including uploading a file into the subfolder, or creating another subfolder within this subfolder.

Viewing the Properties of a Folder

1. Click Properties below the name of the folder whose properties you want to view.

The Type of file, Location, Size, and Contents will be displayed.

Professional Development

This feature will allow you to add community service activities, conferences, trainings, and workshops that enhance your professional development. Candidates and Faculty can include professional development activities as artifacts in portfolios.

Adding a New Activity

1. Click on the gray ARTIFACTS tab. 2. Click on the green Professional Development button to the left or on the word

Professional Development at the top.


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3. Click ADD NEW ACTIVITY to the right of PROFESSIONAL DEVELOPMENT ACTIVITIES.

The Professional Development Activity Registration page will appear.

4. Select the type of activity from the drop-down menu. 5. Enter the name of the activity. 6. Enter the name of the sponsoring organization. 7. Enter the duration of the activity in hours and minutes.


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8. Select the completion date of the activity from the calendar (click on the calendar icon to select a date).

9. In the Choose descriptions section, check all of the boxes which describe your activity. Check Others and enter the information in the text box to add a description which is not listed.

10. Click Add Activity.

The Professional Development Activity will be displayed according to the calendar year as well as the academic year. The most recent activity added will be listed under the current year.

Editing an Activity

1. Click Edit to the right of the activity you want to edit. 2. Make the appropriate changes. 3. Click Save.

Deleting an Activity

1. Click Delete to the right of the activity you want to delete.

A pop-up window stating This action cannot be reversed. Are you sure you want to delete the activity? will appear.


User Groups

A User Group is a selected group of PASS-PORT users determined by certain properties (e.g., age or major) for the purpose of assigning tasks (e.g., surveys, alerts) and conducting analysis (e.g., field experience data reports, demographic data reports). The group can be classified as either a filter or user list.


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Filters

A User Group Filter allows you to select students/faculty, enrolled or not, and choose demographic variables (e.g., age, gender, major). Filters are dynamic in that they identify users by certain properties and, as user data changes, the group changes.

Creating a new Filter

1. Click on the gray ARTIFACTS tab. 2. Click on the purple User Groups button to the left or on the words User Groups at the

top. 3. Click CREATE NEW FILTER to the right of SAVED FILTERS.

4. Select the type of candidates to include from the candidates drop-down menu.

You can select from Currently enrolled, Not currently enrolled, No, and All.

5. Select the type of faculty to include from the faculty drop-down menu.

You can select from Currently employed, Not currently employed, No, and All.

The number of users yielded by the filter after selecting the type of candidates and faculty will be displayed. You can view the users in this filter by clicking on the View button to the right of the number of users.

6. Click Add A Filter if you want to further refine your filter.

The Add A Filter window will appear.

7. Select a filter variable from the drop-down menu.

The options available in the drop-down menu will be Adjusted GPA, Adjusted GPA Hours, Adjusted Quality Pts, Age, Classification, Cohort, Department, Education Hours, Education GPA, Exceptionality, Gender, High School GPA, Hours Completed, Last Portal, Major, Non-Adjusted GPA, Non-Adjusted GPA Hours, Non-Adjusted Quality Pts, Primary Language,


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Program Category, Program Level, Race, Religious Affiliations, Secondary Language, SES (Socioeconomic status), and PID (Personal Identification Number) or SSN (Social Security Number).

8. Click Select. 9. Select the value of the filter variable. 10. Click Save.

The selected filter variable will be displayed. The number of users that this filter yields will be displayed below it.

11. Click Edit to the right of the displayed filter variable if you want to change its value. 12. Click Delete to the right of the displayed filter variable if you want to delete it.

Clicking Cancel Filter will remove the filter.

13. Click Save Filter to save the filter.

The Save Filter window will appear.

14. Enter a name for the filter. 15. Click Save.

The saved filter will be displayed under SAVED FILTERS.

Viewing a Filter

1. Click View to the right of the name of the filter you want to view.

The users will be displayed on the Filtered Users page.

Editing a Filter

1. Click Edit to the right of the name of the filter you want to edit. 2. Make the appropriate changes.


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3. Click Save Filter.

Deleting a Filter

1. Click Delete to the right of the name of the filter you want to delete.



Saving a Filter as a List

1. Click View to the right of the filter you want to save as a list. 2. Click the Save as List button on the top right corner of the page. 3. Enter a name for this list. 4. Click Save.

The list will be displayed under SAVED LISTS.

Lists

User Lists are more specific user groups in that you create a particular group of candidates by Social Security Number (SSN) or Personal Identification Number (PID), such as your class roster, to push tasks or send information.

Creating a new List

1. Click CREATE NEW LIST to the right of SAVED LISTS. 2. Enter a name for this list. 3. Click Save.

The Edit User List page will appear.


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4. Click Edit to the right of the list name if you want to change the name of the list. 5. Click Add User To List for adding users in this list. 6. Enter user’s PID. 7. Click Add User.

The name of the user along with the PID will be displayed. If you want to delete this user, click Delete to the right of the user name.

You can add as many users as you want by clicking Add User To List each time and entering each user’s PID.

An alternate way of adding users to the list is using the Data Load Tool with a formatted text file. The file should contain a PID or SSN column, containing the PIDs of all the users to be added in the list. The File should be in tab delimited format, with a .txt extension.

a. Click Data Load Tool on the Edit User List page. b. Click Browse to navigate to the formatted file. c. Click on the file name. d. Click Open. e. Click Next.

All users contained in the formatted file will be added to the list and their names and PIDs or SSNs will be displayed.

8. Click Save to save the list.

The saved list will be displayed under SAVED LISTS.


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Viewing a List

1. Click View to the right of the name of the list you want to view.

Users will be displayed on the View List page.

Editing a List

1. Click Edit to the right of the name of the list you want to edit. 2. Make appropriate changes. 3. Click Save.

Deleting a List

1. Click Delete to the right of the name of the list you want to delete.



Saved Questionnaire Batches

Viewing a Saved Questionnaire Batch

A Questionnaire Batch is the name given to a particular group of users to whom a questionnaire task was sent. While sending a questionnaire task, an option for saving the users (receiving the task) as a questionnaire batch is provided. If that option is selected, the users are saved as a named batch under SAVED QUESTIONNAIRE BATCHES in the User Groups artifacts bin. This named batch can be used to run reports on the associated data.

1. Click View to the right of the name of the questionnaire batch you want to view.

The list of users in the questionnaire batch will be displayed.

Deleting a Saved Questionnaire Batch

1. Click Delete to the right of the name of the questionnaire batch you want to delete.




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Links

This feature will allow you to add web pages as artifacts in your portfolios.

Adding a new Link

1. Click ARTIFACTS. 2. Click on the yellow Links button to the left or on the word Links at the top.

3. Click ADD NEW LINK to the right of WWW LINKS. 4. Enter a name for the link. 5. Enter the link address. 6. Enter a link description (optional). 7. Click Save.

The link will be displayed under WWW LINKS.

Editing a Link

1. Click Edit to the right of the link you want to edit. 2. Make the appropriate changes. 3. Click Save.

Deleting a Link

1. Click Delete to the right of the link you want to delete.

A pop-up window asking Are you sure you want to delete? this will appear.



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FOLIOS Tab The electronic portfolios that your students build for specific content courses are called Working Portfolios. (As a university faculty member, you can also create and manage your own Working Portfolios.) These portfolios allow candidates to present their coursework and activities, and to demonstrate their understanding of the knowledge and skills needed to successfully move through the teacher education program.

Candidates also create evaluation portfolios called Portal Folios that are required at specific levels (transition points) throughout the program. These are pre-configured templates with specific components that must be included in order to progress to the next level in the program.

A Working Portfolio provides candidates and you with a mechanism to organize artifacts and to present and review material in an organized and consistent manner. The following is an overview of the working portfolio functionality for creating working portfolios from scratch or from a template.

Working Portfolios

Create Folio from Scratch

1. Click on the gray FOLIOS tab. 2. Click CREATE FOLIO.

The Create New Folio window will appear.

3. Enter a name for the folio. 4. Click Create.

The folio name will be displayed under WORKING PORTFOLIOS.

5. Click on the underlined name of the folio to enter it.

The status of the portfolio will be Open for editing.


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The folio cover page will appear.

6. Click Edit Title if you want to change the name of the folio. 7. Click Edit to the right of the words “Type your folio cover note here” if you want to enter a

folio note. 8. Type your folio note in the text box. 9. Click Save.

The Folio Cover Note you entered will be displayed.

10. Click Add A Tab to add a tab to your portfolio. 11. Enter a name for the tab. 12. Click Save.

The tab just entered will be displayed. You can add more tabs by clicking on the Add A Tab button each time you want to add a new tab.


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You can also view the properties of the tab, rename the tab, or delete the tab using the Properties, Rename, and Delete links below the tab name.

13. Click on the underlined name of the tab to enter it.

14. Click Rename to the right of the tab name if you want to change the name of the tab. 15. Click Edit to the right of the words “Type your tab note here” if you want to enter a tab

note. 16. Type a note for the tab in the text box. 17. Click Save.

The Tab Note you entered will be displayed.

18. Click Add Artifact From Bin to add an artifact to this tab.

The Artifacts bin will appear.

19. Click on the picture button of the type of artifact you want to add.

The example shown below is for a professional development artifact.


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20. Check the box in front of the artifacts that you want to add to this tab.

You can use the Check All button to check the box in front of all the artifacts at once and the Clear All button to remove all the checks.

21. Click Add To Tab.

The artifact just added will be displayed.

22. Click Add Standards to attach standards to your artifact.

A pop-up window for attaching the standards will appear.


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23. Select a standards body from the Select a standards body from the list below drop-down menu.

The standards belonging to the standards body you selected will appear on the left side of the pop-up window.

24. Click Add in front of each standard you want to attach to your artifact.

The selected standards will appear on the right side of the pop-up window under Connected Standards. Click Remove below any standard you want to remove.


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25. Click Save.

The selected standards will be attached to the artifact. You can click on the View Standards link at the top right corner of the folio cover page to view the attached standards.

26. Click Add Reflection to add a reflection to your artifact. 27. Type your artifact reflection in the text box. 28. Click Save. 29. Click on the artifact name to see the details for the artifact.

The artifact name along with the attached standards, reflection, file size, and upload date will be displayed. An Edit button for editing the reflection and a View/Download Artifact button for downloading and viewing the artifact will also be displayed.

You can also view the artifact, view the properties of the artifact, or delete the artifact using the View, Properties, and Delete links below the artifact name.

Create Folio from Template

Your students may create a working portfolio from a template that you have created in your My Portfolio Templates section. You may also create a working portfolio from a template using the following steps:

1. Click on the gray FOLIOS tab. 2. Click CREATE FOLIO.

The Create New Folio window will appear.



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3. Click Create From Template. 4. Select the name of the faculty member who created the template from the drop-down

menu. 5. Select a template from the template list drop-down menu. 6. Click Create And Edit.

The portfolio template with all the tabs (as created by the faculty member) will be created. You can edit the template accordingly using the procedure explained above for Creating Portfolio from Scratch.

Preview and Apply Skins

1. Click on the gray FOLIOS tab. 2. Click on the folio name to enter it. 3. Click Preview and Apply Skins.

A pop-up window with the portfolio on the left and a list of skins on the right will appear. You can preview each skin on the portfolio on the left before clicking Save.

4. Click on the name of the skin you want to apply to your portfolio.

A preview of the selected skin applied to your portfolio will be displayed on the left.


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5. Click Save.

The selected skin will be applied to your portfolio. This skin will be viewable when you export

Publish Settings

The Publish Settings button will be visible if your institution has activated this functionality.

1. Click Publish Settings.

A window asking Would you like to make the current folio available for public viewing?

2. Click Yes to make your portfolio available for public browsing.

Requesting Feedback for a Working Portfolio

1. Click Request Feedback below the gray bar containing the name of the folio. own

3. bmit.

A message indicating that the Feedback request has been sent will be displayed.

The status of the portfolio will change to Feedback in progress.

your portfolio (See the section titled Export My Portfolios). The skin will also be viewable to the faculty member to whom you submit your portfolio for feedback or evaluation.

will appear.

2. Choose the faculty member from whom you want the feedback from the drop-dmenu. Click Su


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Requesting Evaluation for a Working Portfolio

will appear.

valuation.

u want the evaluation from the drop-down menu.

rtfolio will change to Evaluation in progress.

Vie

andards above the gray bar containing the portfolio name.

Vie

eedback above the gray bar containing the portfolio name.

Vie

aluation above the gray bar containing the portfolio name.

valuation.

Vie

me in the FOLIOS tab.

odified will be displayed.

Ren

ortfolio name in the FOLIOS tab.

1. Click Request Evaluation.

A window asking Are you sure?

2. Click Submit to submit your portfolio for e

The Request Evaluation window will appear.

3. Choose the faculty member from whom yo

4. Click Submit.

The status of the po

wing Standards

1. Click View St

Standards associated with all the artifacts in the portfolio will be displayed.

wing Feedback

1. Click View F

Feedback from the faculty member, if any, will be displayed.

wing Evaluation

1. Click View Ev

Folio evaluation from the faculty member, if any, will be displayed.

2. Click View to the right of Folio Evaluation Request to view the e

wing Properties of a Working Portfolio

1. Click Properties under the portfolio na

The Folio name, Location, Contents, Date created, and Date last m

aming a Working Portfolio

1. Click Rename under the p


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2. Enter a new name for the folio. 3. Click Save.

Sending a Working Portfolio to Archive

1. Click Send To Archive under the portfolio name in the FOLIOS tab.

The portfolio will be removed from the WORKING PORTFOLIOS section list and will be sent

Deleting a Working Portfolio

1. Click Delete under the portfolio name in the FOLIOS tab.

A pop-up window asking Are you sure you want to delete? this will appear.


View Archive

1. Click VIEW ARCHIVE to the right of WORKING PORTFOLIOS.

The archived portfolios will be displayed under Archives.

Sending an Archived Portfolio back to the Work List

1. Click VIEW ARCHIVE to the right of WORKING PORTFOLIOS. which you want to send

The portfolio will be displayed under WORKING PORTFOLIOS in the FOLIOS tab.

to the Archive section.

2. Click Send To Work List to the right of the name of the portfolio back to the work list.


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UNIT ASSESSMENT Tab

Review Terminology

Portal folios: Assessment portfolios required for movement through unit or program defined transition points. A PASS-PORT candidate user will create and complete one comprehensive portal folio per program defined transition point at his/her institution.

Portal: A Unit or program-defined transition points. Common transition points for an undergraduate teacher preparation program are: Declaration of Major, Entrance into Teacher Education Program, Entrance into Student Teaching, and Exit from Program. The number of unit or program defined transition points may vary depending on the institution.

One of the goals of PASS-PORT is to support the collection and analysis of data at various stages in the teacher candidate preparation program through the submission of special portfolios called Portal Folios. A Portal Folio is special in that it has the requirements that must be met before a candidate can pass through the portal.

Portal Folio submission may occur at these major checkpoints:

Portal I: Declaration of Major

Portal II: Entry into Teacher Education Program

Portal III: Entry into Candidate Teaching

Portal IV: Exit from Teacher Education Program

Program-specific Portals: PASS-PORT supports program-specific portals whereby the requirements for each major can be different. But, in order to support unit assessment there must be a set of artifacts and evaluation instruments in common.

For example, Kinesiology could require that all of its majors include a Health Promotion Artifact in addition to the list of artifacts we have defined as being in common for the entire unit for Portal III: Entrance to Student Teaching. This artifact would have its own evaluation instrument.


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Unit Assessment: Automated Portal Review

Unit Evaluation of Artifacts

As candidates take courses, key artifacts are created and assessed by the designated university

ay be one

l add the artifact to the portal folio.

the

trument. 5. The faculty member(s) completes the evaluation.

candidate in the Portal Folio.

er th re teaching different sections of the same course on technology integration. Let’s say that in the process of developing the unit

ment t a required artifact for Portal III (Entrance to Student Teaching) will be a technology integration project. Key faculty meet and develop

velop a rubric for its evaluation.

hnology

Later, when the student prepares for moving through Portal III, she builds a portal folio and

gy integration project artifact and the assessment instrument at the same time. The faculty member scores the artifact. The associated assessment completed by their professor is automatically included with the artifact in the Portal Folio.

When the overall portal folio is submitted after all evaluations are completed, PASS-PORT looks at all of the required portfolio checklist items and assessments associated with each of the artifacts included in the portal folio. If all of the requirements defined (e.g., that a rating of x or higher was received on each assessment item or the required summative score was

faculty using a unit approved assessment instrument.

In PASS-PORT, the process occurs in the following manner:

1. The candidate creates (or uploads) the artifact in PASS-PORT. This artifact mof the four types of PASS-PORT artifacts: Files, Professional Development Activities, Field Experiences, or Links.

2. When it is time for the candidate to create their Portal Folio, they wil

3. When the artifact is added to the Portal Folio, it becomes available for evaluation to faculty team member(s) responsible for completing the unit-level evaluation.

4. The faculty member(s) click on the task and are presented with the artifact and the appropriate unit-approved evaluation ins

6. The resulting scored instrument is made available to the

Example Scenario

Consid e scenario where two faculty members a

assess system, the college decides tha

criteria for the technology integration project and de

During the semester, candidates taking the technology integration course create a tecintegration project (a Microsoft Word document) and upload it into PASS-PORT.

adds the technology integration project artifact. The portal folio containing the artifact becomes available in the Unit Assessment section of the reviewing faculty team member(s) account allowing the faculty member to view the portal folio containing the technolo


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met) are met, then the portal folio is automatically moved through the portal without the need for intervention.

If the requirements are unmet, then the portal folio is transferred to the process where

On the Mtop. Aftesection. enting the 4 sections that encompass your institution’s Unit Ass m

POR

UNM

POR

FACULTY PORTAL ASSIGNMENTS: View faculty member assignments

designated person(s) review the Portal Folio and make a final decision and provide any necessary prescriptions.

Working in the Unit Assessment Section

Y PASS-PORT Tab upon login, you will see the grey UNIT ASSESSMENT tab at the r clicking on UNIT ASSESSMENT, you will be in the PORTAL UNIT ASSESSMENT

You will see 4 buttons represess ent section of PASS-PORT:

TAL UNIT ASSESSMENT: Complete your portal folio assignments

ET REQUIREMENTS: View evaluated portal folios with unmet requirements

TAL FOLIO STATUS: View status of all portal folios

PORTAL UNIT ASSESSMENT

This

Thenum me of the portal folio.

For

section contains your current Portal Unit Assessment assignment(s).

PORTAL UNIT ASSESSMENT section is divided into different sections according to the ber of Portals at your institution. To access a portal folio assignment, click on the na

example:

Click on Portal I: Admission to Program, Amy Johnson

candidate’s (Amy Johnson) portal folio (Portal I: Admission to Program) will open with a list of the candidate’s portal folio requirements. These may include artifacts, surveys, externics (a type of PASS-PORT faculty rubric), checklist items, and automated requirements. ociated assessment instrument, reviewer, and requirement information will be listed with eirement. To the right of each requirement, the status will b

The f all o al rubr The ass ach requ e listed:

Pas

Unm

Pending: This requirement has been submitted by the candidate but not yet been evaluated.

sed: This requirement has passed after faculty evaluation.

et: This requirement was unmet after faculty evaluation.


72

Com

You can tell which assignment(s) is (are) yours by finding your name in the reviewers list for each req to comvisi

ou can view them in the archive by clicking on View Archive at the top right of the blue Portal title bar.

hat the Candidate has submitted, along with the associated rubric that will be used by the designated reviewer to evaluate that Portal Folio

pleted: This survey requirement has been completed by the candidate.

uirement. There will be a light blue Evaluate button next to your name. Click this button plete the evaluation (your assignment). Do this for all of the Evaluate buttons that are

ble.

Once you have completed your assignments in PASS-PORT, y

Note: When you click on a Portal Folio assignment, you can also view the status of the Candidate’s other Portal Folio assignments in the Portal Folio. You can also view any of the Candidate’s Portal Folio assignments t

requirement.

UNMET REQUIREMENTS

(A designated person(s) at your university is assigned this section.)

pon evaluation to be addressed ONLY by the designated person on your campus. Other faculty members may only

g to Portal. The portal folios that have been completed and then determined to contain unmet requirements will be

For example:

Click on Portal I: Admission to Program, Amy Johnson

This section contains portal folios determined to have unmet requirements u

view these portal folios.

The UNMET REQUIREMENTS section is divided into different sections accordin

listed in the applicable portal section. The designated person will click on the name of a portalfolio in the list to view its unmet requirements.

The candidate’s (Amy Johnson) portal folio determined to contain unmet requirements (Portal I:

y

d to address the UNMET REQUIREMENTS will see two buttons: Consensus Rubric and Portal Folio Decision.

When the designated person has viewed the unmet requirement in the portal folio, he/she can rubric for that portal folio or directly

click on the Portal Folio Decision button to take action on the portal folio.

Admission to Program), will open. The list of all of the candidate’s portal folio requirements will be visible. These may include artifacts, surveys, external rubrics (a type of PASS-PORT facultrubric), checklist items, and automated requirements. The associated evaluation, reviewer, and requirement information will be listed with each requirement. To the right of each requirement, the status will be listed. At the top right of the page the person designate

click on the Consensus Rubric button to fill out a consensus


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After clicking Portal Folio Decision or completing the consensus rubric, the designated person can choose one of the 4 choices to take action on the portal folio:

2. Fail: The portal folio has failed unit assessment.

idate to address further. The candidate can rework the unmet requirements and submit the portal folio again.

d person will make the appropriate choice (may include any Portal Folio Comments) and click Submit to complete the steps for taking action on the portal folio.

Note: An e-mail may also be sent by the designated person along with the portal folio to notify e E-mail and Submit

button instead of the Submit button.

1. Pass: The portal folio has passed unit assessment. The candidate may begin his/her next portal folio.

3. Return to Candidate: The portal folio has been returned to the cand

4. Return to Faculty: The portal folio has been returned to the faculty member to address further. The faculty member can reevaluate the unmet requirement.

The designate

the candidate of any applicable information or instructions by clicking on th

PORTAL FOLIO STATUS

This section shows the status of all portal folios.

The status of any portal polio can be viewed by clicking on the View Status button to the right of template name in this section.

For exa a portal folio template listed underneath it would be Portal I: Admission to Program.

The names of all portal folio templates corresponding to each portal (transition point) will be displayed underneath the blue portal title bar for each portal.

the portal folio

mple, the first blue title bar will say Portal 1. An example of

Click View status to the right of the Portal I: Admission to Program.

The status of Portal I: Admission to Program will be displayed. There are 5 categories that are listed:

Passed

Failed

Returned to Candidate


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Returned to Faculty

Open Portal Folios

he number of portal folios that have passed unit assessment. These candidates may begin their next portal folio.

2. Failed The number of portal folios that have failed unit assessment.

ed to the candidate to address further.

urrently returned to the faculty member to address further.

urrently open.

The Portal Folios Status section also contains the Portal Folios Archive. The completed portal archive section by the designated person at

your institution as and when desired.

1. Passed T

3. Returned to Candidate The number of portal folios that have been currently return

4. Returned to Faculty The number of portal folios that have been c

5. Open Portal Folios The number of portal folios with this particular template that are c

Portal Folios Archive

folios (passed as well as failed) are moved to the

FACULTY PORTAL ASSIGNMENTS

This section shows all faculty portal folio assignments.

h faculty member (including you) will be displayed to the right of the faculty member’s name underneath the blue FACULTY PORTAL

If you click on your name, you will be transferred back to the Portal Unit Assessment tab that lists

ulty member’s name. The number of assignments that have been assigned to that faculty

member will be listed under the title bar for each portal. You may click on any portal folio to w the assignment and associated rubric assigned for that faculty member.

The number of Portal Folio Assignments for eac

ASSIGNMENTS title bar.

your portal folio assessment assignment(s).

To view the portal folio assignments that have been assigned to other faculty members, click onthe fac

further vie


75

HELP CENTER Tab

SS-PORT.

Click the Help Center tab or click on the Help Icons located throughout PASS-PORT to

In the Help Center, you will have access to help software and reference materials to assist you while performing tasks in PA

take you to the Help Center.

Contact

By default Contact is selected. The Contact tab provides you with an electronic mail function to send bug reports, help questions and comments to the PASS-PORT help desk.

You can choose from Comment, Help question, and Bug report.

2. Type your comment, help question, or bug report in the text area.

Send Comment /Help Question/ Bug Report

1. Select the type of contact to send by clicking on the appropriate radio button.


76

If you are sending a bug report, it will be helpful to the scopy and paste the URL of the problem location in the te

upport team at the help desk if you xt box.

3. Click Submit to send this as an e-mail to the help desk.

Hot Topics

The Hot Topics section contains helpful software.

1. Click Go to the right of Browser Helper Applications to view the list of browser helper applications.

2. Click Go to the right of Digital Video Tools to view the list of digital video tools. 3. Click Go to the right of Animation Tools to view the list of animation tools. 4. Click Go to the right of PASS-PORT Help Documents and Animations to view the PASS-

PORT user manuals and animations.

Index

The Index section provides an alphabetical listing of help materials in the system.

1. Click Index. 2. Click Go to the right of any topic to view the information related to that topic.

Search

Search allows you to search for help materials using key words and help text.

1. Click Search. rm te io

arch.

Topics related with the entered keyword will be displayed.

n.

2. Enter a Keyword or Help text in the search te xt box along with the appropriate radbutton selection.

3. Click Se

4. Click Go to the right of the displayed topics to view the related informatio


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Appendix I

Types of files supported by PASS-PORT

e extensions and their parent programs. If you experience difficulty while uploading a file to PASS-PORT, please refer to the list below in order to verify whether PASS-POR t included below can be added to PASS-PORT by notifying the PASS-PORT contact at your institution with your request.

If you are unable to view a file downloaded from PASS-PORT, your computer may not have the nec ning befo

Following is a list of fil

T supports that type of file. File Types which are no

essary software installed. Also, in some cases, the software needs to be up and runre you open a file in order to view it.

Extension Function File Extension Example A tor ai filename.ai dobe IllustraAudio Interchange File aif filename.aif

Audio/Video Interleave avi filename.avi

Bitmap Graphics bmp filename.bmp Corel Chart cch filename.cch Corel Vector Graphic Drawing cdr filename.cdr C ata cwk filename.cwk laris Works D

Kodak Digital Camera Raw Image File dcr filename.dcr Word Document doc filename.doc Flas ile h Movie Authoring F fla filename.fla Graphic Interchange Format gif filename.gif

xt Markup Hyper Te htm filename.htm Hyper Text Markup Language html filename.html Insta .ins llShield, Inspiration ins filenameJPEG/JIFF image jpg filename.jpg/ filename.jiff/ filename.jpeg Kid Pix Deluxe Slide Show KPP filename.kpp Kid Pix Deluxe Data File KPX filename.kpx Access Database mdb filename.mdb

Quicktime Video Clip (QuickTime, mov, midi, aiff, wav, avi) mov filename.mov MPEG Audio Stream, Layer III, mp3PRO Audio File mp3

filename.mp3/ filename.mpg/ filename.mpeg3

MPEG Animation mpg filename.mpg/ filename.mpeg


78

Acrobat Portable Document ormat F pdf filename.pdf

Fireworks Image File png filename.png ower Point Slideshow pps filename.pps P

Power Point Presentation ppt filename.ppt ublisher Document pub filename.pub ealMedia Streaming Media ra filename.ra ealMedia Streaming Media rm filename.rm

PRRRich Text Format File rtf filename.rtf Stuffit Compressed Archive File sit filename.sit

hockwave Audio File swa filename.swa acromedia Flash Format File swf

SM filename.swf Macromedia Flash Format swl filename.swl Tagged Image Format File tif filename.tif/ filename.tiff Text (Notepad, WordPad) txt filename.txt Waveform Audio wav filename.wav Windows Media Audio File wma filename.wma

Works

Windows Media File/ Winamp wmv filename.wmv WordPerfect Document wpd filename.wpd Works Text Document wps filename.wps Quattro Pro Spreadsheet wq1 filename.wq1 Quattro Pro Spreadsheet wq2 filename.wq2

xlr filename.xlr Excel Worksheet xls filename.xls Compressed Archive File zip filename.zip


79

Appendix II

Original Developme of PASS

t have gotten off the ground witho support of the Louisiana nter for Innovative Teachi g (CITAL). In particular, Dr. oner Jo Savoie have ntly in supporting PASS-

PORT development and ongoing support.

Col s of Education s of the Technology r Education ( ) provided mu ical feedback on the system.

the Divisio on at X ity of Louisiana and faculty and candidates in the College of Education at the University of Louisiana at Lafayette contributed

eas on how to e of the system.

plex projects, the t tion of ideas the implementation team. lue were the long h and many sa y team members. Many

al imp m:

Principal Investigators ant Vice Pre Accreditation and Accountability, University of

Xavier Uni of Louisianairector, T.H.E. | QUEST, Univ na at Lafayette Professor,

rogrammer Analyst iversity of Louisiana

Graduate/Undergraduate Student Programmers, Artists, Technicians ilind Gokhale, Lead Developer endra Kanda, Developer da Larkan, Developer / Quality Assurance

Bharani Kumar Mantrala, Developer Durga Palamakula, Developer

ichael Pellegrin, Graphic Designer / Technical Support aroop Rane, Developer

Deepak Sharma, Developer Sameera Velagapudi, Developer Statistical Analysis Denise Benton, Ph.D., University of Louisiana at Lafayette Graphics and Interface Design Kody Chamberlain, 50Caliber.com Technical Writing Karen Williams

nt -PORT

This project would no ut the financialBoard of Regents and the Ce ng & LearninJeanne Burns and Commissi seph worked dilige

Additionally, Louisiana deans of lege and memberConsortium for Teachefunctional design of the

TCTE ch needed crit

Faculty and candidates in n of Educati avier Univers

countless hours testing and providing id nhance the functionality As with most comOf inestimable va

ranslaours

to reality fell tocrifices made b

thanks to these dedicated individuals of the origin lementation tea

Loren Blanchard, Assist sident for Louisiana System John Fulwiler, Professor, Juanita Guerin, Project D

versity ersity of Louisia

Doug Williams, Assistant University of Louisiana at Lafayette Lead PRyan Brooks, Un at Lafayette

MUpLin

MSw


80

Training / Training Materials DeveloDolores Champagne

pment

Gloria Hendrickson Sue Jackson

Help Desk Team

-kind Contributions

Members from Prior Years

Rose Abshire, Undergraduate Phil Bordelon; Configuration Specialist Neeraj Sharma; Graduate Student Programmer InSaumil Annegeri; Graduate Student Programmer Ian Chang-Yen; Systems Administration, Security


81