Unitis 4.3. Administrator Manual

Transcription

1 Unitis 4.3 Administrator Manual

2 Unitis 4.3 Modified by: Caroline Watson March 14, 2011 Version 1

3 Table of Content Unitis 4.3: An Introduction... 1 What s in this Manual?...1 Section 1: Logging in... 2 Section 2: People Information... 3 Editing People Information...5 Adding a Photograph...7 Adding Affiliated, Graduate and Visiting People...8 Section 3: Groups Create a Group...11 Assign People to a Group...13 Adding and Removing Groups from the Organizational Chart...14 Section 4: Courses Add Course Syllabus...16 Add Section Outlines...17 Section 5: Mailing Lists Add a New List...19 Add a Group to the mailman list...20 Add People to the mailman list...20 Section 6: Student Supervision Glossary of Symbols

4 Unitis 4.3: An Introduction U nitis is a tool, integrated into your unit s website, that allows you to maintain information about the People in your unit preferred names, locations, addresses, phone numbers. It effectively replaces the current Teleweb tool. In addition to maintaining and displaying information about People, Unitis also aggregates Courses to help display them consistently on your unit s website. What s in this Manual? A step-by-step guide to the features available that will help you administer Unitis 4.3. Section 1: Logging in Section 2: People Information Section 3: Groups Section 4: Courses Section 5: Mailing Lists Section 6: Student Supervision Section 7: Glossary of Symbols 1

5 Section 1: Logging in You must log in on your unit s website to make changes. You will only have access to the Faculty, Department and/or Service areas that you maintain. 1. Open an Internet Browser (Firefox is preferred, but feel free to use the browser of your choice). 2. Enter the URL or Site Address (you can also Browse to your unit s website) for your unit s website in the address line: for example and add the word user after the last forward slash in order to access the log in screen. or 3. Enter your IT username and password and select Sign In to gain access to the site. Note: If you are unable to login, please contact the IT Support Center at itsupport@ucalgary.ca, or call

6 Section 2: People Information People information is maintained in Unitis and includes location and contact information Room, Phone, , and any Websites they would like to list. It is important to note that the list of People in your unit is generated through Human Resources. New employees will appear in your list once HR completes their process. There is no need to add a person manually if they are employed by your unit. You MAY need to add a Person in manually if they are a Graduate Student, an Associate of the unit, or if they are a Visitor. There are a few different ways to access the People in your unit. Here is one option: i. Ensure you are logged in. On the left hand side of the screen, look for a block with your Username on it. Select People. 3

7 ii. Select Manage People. iii. You will see a list of Current People with the ability to Edit their information next to each person. Note: You can also select the drop-down arrow to see, Archived People (who have left your unit according to Human Resources), as well as People with Upcoming Positions (who are hired but have not yet begun working). 4

8 Editing People Information There are sections within each person s profile: 1. Name 2. Rooms & Phones 3. & Web 4. Position 5. Groups 6. Privacy 1. Modify the Name fields if required. Note: This becomes the Preferred Name that appears on contacts.ucalgary.ca as well as within the Global Address Lookup in Microsoft Outlook. 2. The Rooms & Phones section includes office locations and phone numbers associated with a person. To Add or Change a Room/Phone number, enter directly into the text field or select the drop down arrow. If the room and/or phone number are not listed, you can select Add New Phone or Add New Room and follow the steps. 5

9 3. The & Web section can be modified. The first Address is intended for official University communications and cannot be altered; however, it can be unpublished to the public. Select Add to include additional addresses if desired. One or more Website addresses associated with this person can be added as well. Note: If the address is unpublished, this person will not be included in mailing lists which you will learn about later in this manual (Section 5). 4. Please note that the first entry under Position is pre-set by Human Resources and cannot be altered. By selecting the arrow ( ) symbol, you will reveal the Job Title assigned by Human Resources. Note: If the Job Title is blank, please contact Human Resources to ensure a Job Title is entered in their system; otherwise people will be listed with their HR Job Family Position (i.e. MAPS, Specialist Advisor, Operational/Administrative etc.) which may not be ideal. 6

10 5. Groups can be assigned where necessary by selecting the drop down arrow. (You will learn how to create New Groups in the next section). By assigning a Time Period (with a Start and End Date), people will be removed automatically (i.e Visiting Professors, Sessionals, Temporary Work Teams), however, you can leave the end date empty if there is no term. A person can be part of multiple groups. Simply select Add Membership. 6. The Privacy section allows you to Publish or Unpublish the profile. Adding a Photograph People Profiles can also contain a Photograph of the person. 1. Ensure you are in Edit and select Photograph. 2. Browse to the photograph on your computer. 3. Select Preview 7

11 Adding Affiliated, Graduate and Visiting People At times, you will need to add People that are not officially employed by your unit. This means that they will need to be added manually. They can be categorized as: Affiliated to the unit Masters or PhD student within the unit Visiting the unit i. Ensure you are logged in. On the left hand side of the screen, look for a block with your Username on it. Select People. ii. Select Manage People. 8

12 iii. Select Add People. a. You can Search for People by entering their UCID, IT username, eid and/or address b. If they are visiting, you can simply select Add Visitor and fill in their details. c. If a person was employed by your unit in the past, they can be found under From archive 9

13 d. You can add in multiple People at once using the From File option. Note: Remember that most People will be part of your unit automatically via Human Resources data. Adding People is only necessary when including Affiliated people, Graduate students and Visitors to your unit. iv. Once you have added People manually, you can edit their Name & Web, Position and Group by following the steps in Editing People Information. 10

14 Section 3: Groups You can organize people into Groups by following the next few steps. Some groups have already been created by default according to Human Resources, however remember that this does not have to be the way you organize your own Groups. Groups can have several purposes, most often to show association within a Faculty, Department or Unit. Groups can be created for: a) Your Contact page, located at OR b) Mailing lists (which you will learn more about in Section 5) For example, there can be a group called Undergraduate Studies Office in The Faculty of Engineering to make it easier for students to locate key contact information, or Academic Staff in the Department of Geosciences to add to a mailing list. Groups can be organized in any way according to how each unit sees itself or how visitors might find people in your unit. Create a Group i. On the left hand side of the screen, look for a block with your Username on it. Select People and it will expand the menu. 11

15 ii. Select Groups. iii. At the top of the page, select Add Group. Enter the Group Name, a general Phone number and Room number for the Group (not mandatory). Ensure Allow Assigning People directly to Group is selected. If the checkbox next to Show on profile pages of members is selected, Members assigned to this group will have the Group name appear on their individual profile page. 12

16 Assign People to a Group Once a Group is created, you can add People to it. 1. Select People and then Groups. 2. Select the group you would like to add People to (i.e. Media Services) 3. Select Edit next to People OR Assign at the top of the page. 4. Select a Person from the drop down arrow list. Remember that you can enter an End Date if necessary to automatically archive each person from the group. 13

17 5. Select Add New for the next person and continue this process until your Group is completed. 6. Select Save Group Members. Adding and Removing Groups from the Organizational Chart The organizational chart will be listed on your website at or It can contain the Groups that were created in the previous section to make it easier for visitors to access contact information for your unit. Each group can be added to the organizational chart by following the steps below: 1. Visit the Contacts page on your website (i.e. and select Edit. 2. Select Add Group. 14

18 3. Select an Existing Group and click Assign Existing Group OR select Create New Group if the group does not exist yet. Note: If there are no People in a Group, it will not show up when you are logged out of the site. 4. If you select a Group on this page you will have options to Add Subgroup, Remove, and Assign People to your Group. 5. Select Save Contacts Order. 15

19 Section 4: Courses Many websites contain a list of courses that are available in the department/faculty. These are usually added manually every semester. The Courses feature in Unitis allows you to simply import courses and assign a Course Syllabus and Section Outlines. Add Course Syllabus The course syllabus pertains to all of the lectures. 1. Select Teaching. 2. Select Course Listings. 3. Locate the Course you would like to add a syllabus to and select Edit. 4. (a) Browse for the PDF of the course syllabus. Then select (b) Upload Syllabus. Note: You can also choose to Publish Course or not by simply checking/unchecking the Publish Course checkbox. 16

20 Add Section Outlines The Section Outline pertains to a single Lecture. 1. Select Teaching 2. Select Course Listing. 3. Find the Course you would like to add the Outline and select Edit. 4. Find the Lecture or Lab you would like to add the Outline and select Edit. 5. (a) Browse for a PDF of the course syllabus. (b) Select Upload Outline. (c) A link to the Blackboard for each lecture is automatically imported from PeopleSoft if available. However, if you would like to override the link, simply replace the Blackboard URL or ensure that Show BlackBoard link on web is unchecked. You can also reset the BlackBoard URL to the one provided within PeopleSoft by selecting Reset Url. 17

21 6. You will also notice that you can choose to Publish or unpublish a certain lecture. Note: Courses will be listed within the Instructors profile. 18

22 Section 5: Mailing Lists You can manage your Closed Mailman lists through Unitis. Mailman lists must be set up through Information Technologies (IT) prior to managing your lists through Unitis. You cannot create a brand new mailman list via Unitis. Add a New List Ensure there is already a Closed list created through Information Technologies. If a brand new list is required, visit and submit a request form. There is no need to use the mailman tool to add People, this can be managed within Unitis. Once you receive confirmation that the mailman list has been created, proceed with the steps below. 1. Select People from the left hand menu. 2. Select Mailing Lists. 3. Select Add New 19

23 4. Add the mailman address provided to you by Information Technologies (i.e.new-list) Note: The list you create in Unitis will OVERWRITE any EXISTING list that was managed in the Mailman tool. Add a Group to the mailman list You can add Groups that you have created in Unitis, i.e. Academic, or Communications Team, to your mailing lists. 1. Under Mail List Members, ensure the drop down list is labeled Group and select the arrow. 2. Under the heading Group, select the drop down arrow and choose the Group that you would like to add to the mailman list. 3. You may add several Groups by continuing to select Add New. Add People to the mailman list You can add individual People to your mailman lists if they don t appear in a Group. 20

24 1. Under Mail List Members, ensure the drop down list is labeled People and select the arrow. 2. Under the heading Person, select the drop down arrow and select the Person that you would like to add to the mailman list. 3. You may add several People by continuing to select Add New. Note: Remember that People with unpublished addresses will not receive an as part of the mailman list. 21

25 Section 6: Student Supervision You may choose to manage Graduate Students through Unitis. Graduate Students with job positions will automatically be part of your People list once Human Resources has completed their process. Graduate Students without job positions can be added in manually (see Section 2: Adding Affiliate, Graduate, Visiting People). 1. Once you have the contact information listed for the Graduate Student, scroll down to Position and choose the Grad position they hold, i.e. Ph.D. or Masters. Then select the arrow icon located to the left. 2. Fill out the Degree, Program Type, Thesis Title and select the Supervisor (there can be more than one Supervisor). Start and End Date can also be included for both Ph.D. student term and Supervisory Term. Graduate Students will automatically be listed within their Supervisor s profile. 22

26 Glossary of Symbols Publish Checkbox Any information with this checkbox can be published and unpublished from a person s contact information. Privacy If someone prefers not to have any of their contact information published, unselect the checkbox within their profile. Drag and Drop to re-order When you see this symbol, you can drag and drop information to reorder lists. Expand for more information When you see this arrow, click on it to expand for more information. Delete When you see this symbol in the color red, you can delete information. 23

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