MESA Database User Guide

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1 MESA Database User Guide

2 Table of Contents Introduction... 5 Login Screen... 5 Dashboard... 6 My Profile... 7 School Management... 8 Search for a School... 8 Add a School to Your Center... 8 Remove a School from Your Center... 8 User Manager... 9 User Roles... 9 Center Administrators... 9 Advisors... 9 Facilitators... 9 Guests... 9 Staff Students Volunteers User Actions Add a User Registration Returning Users Add to Invite? Feature New Students Returning Students Enrollment Form Student Enrollment Form, Page 1: Basic Information Student Enrollment Form, Page 2: Record Information Student Enrollment Form, Page 3: Transcript Information Student Enrollment Form, Page 4: Graduate Information (11 th and 12 th graders only) Search Users Search Results Export to Excel Perform New Search Export Tool Display Search Criteria These Users Invite Selected Users MESA Database User Guide Page 2 of 55

3 Table of Contents (continued) Update Year View User Edit User Add/Remove Roles Remove User Enroll/Unenroll and Activate/Deactivate Allow Login and Disallow Login Pending Tab Login Problems Forgot Username Forgot Password Issue Password Reset Change Password Event Manager Event Actions Add Event All-Day Event Directions Registration Info Waitlist on Registrations? on Waitlistings? Allow Conflicts? Centers SAPEP Categories Current/Upcoming Events Actions Column View Event Invitation URL Sub-events Documents Notification Recipients Messages Event Banner Registration Waitlisted Event Full Registrants Add Registrant Selected Registrants All Event Registrants Event Export Tool View Registrant Unregister Waiting List Register Unregister Edit Event Register Attendees MESA Database User Guide Page 3 of 55

4 Table of Contents (continued) Copy Event Remove Event Past Events Search for an event Event Search Results Add Event Export to Excel Redo Search My Events View Event View a Sub-event Register for a Sub-event View Event Documents Print Registration Confirmation Cancel Registration Survey Manager Reporting Navigation Tips Home Breadcrumbs Quick User Search Center Administration Edit Center Custom Parental Authorization Form (PAF) Banner Frequently Asked Questions Why is student grade level data missing? I can see it in the student profile! MESA Database User Guide Page 4 of 55

5 Introduction One of the country's most innovative and successful programs, MESA works with thousands of educationally disadvantaged students so they excel in math and science and graduate with math-based degrees. The MESA Database (MESA DB) replaces the OIS database. User and event data for have been transferred from OIS to the MESA DB. The MESA DB URL is: Login Screen When you view the MESA DB in your web browser, you'll see a login screen: Figure 1: Login screen Enter your username and password in the appropriate boxes and click Log in to proceed. If you have forgotten your username or password, you can click Forgot Username? or Forgot Password? to have the information ed to you. If you don't have a MESA DB account, ask your center administrator or center staff members to create an account for you. MESA Database User Guide Page 5 of 55

6 Dashboard After you've logged into the MESA DB, you'll see the Dashboard. From here, you can click My Profile to update your information or go to the User Manager, Event Manager, Schools or Center Administration. The Dashboard also features shortcuts to popular actions, such as Add a User, Create an Event, and Quick User Search. Figure 2: Dashboard MESA Database User Guide Page 6 of 55

7 My Profile Enter new profile data if your information is outdated. Required data fields are denoted with a red asterisk (*). If your profile is longer than one page, navigate with Next Page and Prev Page or pull down the menu next to Go to Page and choose a page. These actions will also save your information. Click Save to save your information and continue working. Click Save & Exit to save your data and log you out of the MESA DB. You can log in later and continue to edit your profile data. On the last page of your profile, click Finish to make sure that you've completed all of the required fields. If you click Finish without filling in all required fields, you will be notified with warnings in bold, red text. Click on a warning message to be returned to the page with missing information. Figure 3: Profile screen with missing required questions highlighted in bold, red text MESA Database User Guide Page 7 of 55

8 School Management Under the Schools tab, you can search for California schools based on name, county, and/or CDS code. Search for a School Search for schools based on name, county, and/or CDS code. Click Perform Search. Figure 4: Searching for a school Add a School to Your Center This feature is only available to center administrators. Click Assign to Center to add the desired school to your center. This button will only appear if the school hasn't already been assigned to your center or another MESA center. Figure 5: Assigning a school to your center Remove a School from Your Center This feature is only available to center administrators. Under Assigned Schools, you'll see all of the schools assigned to your center. Click Remove from Center to remove it from your center. Figure 6: Removing a school from your center MESA Database User Guide Page 8 of 55

9 User Manager User Roles There are seven different user roles in the MESA DB, and each one has different privileges in the system. All users have basic privileges, such as maintaining their profiles and joining events to which they have been invited, but additional privileges, if any, are detailed below. A user's role should represent his/her function in the MESA program. For example, if you have a student worker to whom you have entrusted center administration, that person should be given the "administrator" role instead of the "student" role. Only student roles can be created via Enroll Me in , which is located on the MESA DB login page. All other user roles, with the exception of Guests, must be created via Add a User. Center Administrators Center administrators have complete control over their centers. A center administrator can create, view, edit and remove all user accounts at his/her center. They can also add, edit and remove all events that were created by their center. These accounts are automatically approved, and the user can immediately log into the system. Advisors An advisor can view and edit user records for students and advisors from his/her school. Advisors can edit student records to enter the EDI data that they've collected. Advisor accounts expire every year on July 1 and need to be approved by the center. Before account approval, Advisors can log in and edit their profile information, but they cannot access the rest of the MESA DB. Facilitators Facilitators have limited control over their centers. A facilitator can view and edit records for all users at his/her center but can only create non-administrator center accounts. They can also create events and edit events that were created by their center. These accounts are automatically approved, and the user can immediately log into the system. Guests Guests only have basic system privileges. They can maintain their profiles and join events to which they have been invited. These accounts are automatically approved, and the user can immediately log into the system. If visitors follow an event Invitation URL, they can create a Guest account via the "I'm a New Guest" link. MESA Database User Guide Page 9 of 55

10 Staff Staff members also have limited control over their centers. A staff member can view and edit records for all users at his/her center but can only create non-administrator center accounts. They can also create events and edit events that were created by their center. These accounts are automatically approved, and the user can immediately log into the system. Students Students only have basic system privileges. They can maintain their profiles and join events to which they have been invited. Student accounts expire every year on July 1 and need to be approved by the center after they've received the student's signed and verified Parental Authorization Form (PAF). Before account approval, Students can log in and edit their profile information, but they cannot access the rest of the MESA DB. Volunteers Volunteers only have basic system privileges. They can maintain their profiles and join events to which they have been invited. These accounts are automatically approved, and the user can immediately log into the system. MESA Database User Guide Page 10 of 55

11 User Actions Add a User Center administrators, facilitators and staff members can access this feature from the Dashboard. For some user roles, the Add a User option also appears if you hover your mouse over the User Manager tab. Specify the role for the user, and fill in the required fields, which are denoted with a red asterisk (*). Required fields will differ based on the specified role. Figure 7: Add a User The system checks if the person already has an account, matching on the non-student user's first name, last name, and address. Students are matched differently on first name, last name and birth date, since a student may not necessarily have an address. If the user account exists, you will be notified with the message, "Your user may already exist in our database." Click Choose This User to select this user and proceed to the next step. Figure 8: Existing user account found in the system MESA Database User Guide Page 11 of 55

12 Registration At this point, you will be brought to the Edit User screen. You can fill in the information on the user's behalf, or you can let the user fill in his/her own profile information. To do this, click Registration at the top. This will send the user an message and prompt him/her to complete the profile information. Figure 9: Send registration Returning Users IMPORTANT: In order for a user to log in to the system, s/he must have a User Role for the current academic year. If a user had a login account in OIS in the academic year, then s/he can use Forgot Username? and Forgot Password? to have their login credentials ed to them. If the user does not remember or no longer has access to the address associated with that record, then the center administrator, facilitator, or staff member can retrieve and/or edit that information in the MESA DB. There are a couple of different ways to add a role to non-student users for the current year: 1. The center admin, facilitator or staff member uses the blue Add to checkboxes to select the user(s) and clicks on Update Year. 2. The center admin, facilitator or staff member uses the green Invite? checkboxes to send an to the user to register for the current academic year. MESA Database User Guide Page 12 of 55

13 Add to These blue checkboxes will only appear next to users who don't have a role for the current academic year. This column is only available to center administrators, facilitators and staff. Click the blue checkboxes next to the desired user(s) and click Update Year to give the selected user(s) a role for the current year. The system will "remember" your selections across multiple pages, so depending on the number of search results, you can navigate with the first, prev 100, next 100 and last links to select the desired users from your search results. The system will also automatically increment a student's grade level based on the grade level in his/her last active MESA year, taking into account any elapsed years. The Add to functionality will copy the user's most recent role. If a user has gained additional responsibility and you need to change his/her role in the MESA DB, see Add/Edit/Remove Roles. Figure 10: Use the Update Year button to give a role to users for the current academic year. MESA Database User Guide Page 13 of 55

14 Invite? Feature These green checkboxes will only appear next to users who have a username and address. This column is only available to center administrators, facilitators, and staff. Click the green checkboxes next to the desired users and click Invite Selected Users to send an invitation to the selected users. The system will "remember" your selections across multiple pages, so depending on the number of search results, you can navigate with the first, prev 100, next 100 and last links to select the desired users from your search results. If you want to change a user's role, you must do so before sending out the invitation. See Add/Edit/Remove Roles. If you have mistakenly sent out an invitation prior to changing a user's role, change the user's role and then send out another invitation. Figure 11: Use the Invite Selected Users button to ask users to register for the current academic year. MESA Database User Guide Page 14 of 55

15 New Students If your center allows students to self-register for the MESA DB, students can click Enroll Me in on the Login Screen. Students will indicate their program, center and school. Then they'll enter their first name, last name, and birth date. Figure 12: New student signup screen The system matches student records based on first name, last name, and birth date, so if the student already exists in the MESA DB but is trying to create a new account, s/he will be asked if s/he has attended any of the schools that are associated with users with the same first name, last name, and birth date. Figure 13: Existing user account found in the system If the student clicks on a school name that is associated with an existing account, s/he will proceed to the Enrollment Form. MESA Database User Guide Page 15 of 55

16 Returning Students If a student had a login account in OIS, then s/he can use Forgot Username? and Forgot Password? to have their login credentials ed to them. If the student does not remember or no longer has access to the address associated with that record, then the center administrator, facilitator, or staff member can retrieve and/or edit that information in the MESA DB. The school advisor can also help in a similar capacity, but they're limited to students records at their school, not the entire center. There are a couple of ways for center users to give students a role for the current academic year: 1. The center admin, facilitator or staff member uses the blue Add to checkboxes and clicks on Update Year. 2. The center admin, facilitator or staff member uses the green Invite? checkboxes to send an to the student to register for the current academic year. Once a returning student has a role for the current year, s/he can log in and proceed to the Enrollment Form. A student can also give himself/herself a role for the current year in the following ways: 1. A new student self-registers via Enroll Me in and proceeds to the Enrollment Form. 2. A returning student self-registers via Enroll Me in and enters data that matches an existing account in the MESA DB. At that point, the student account receives a role for the current academic year, and s/he proceeds to the Enrollment Form. MESA Database User Guide Page 16 of 55

17 Enrollment Form Required data fields are denoted with a red asterisk (*). The student enrollment form is three to four pages long, so navigate with Next Page and Prev Page or pull down the menu next to Go to Page and choose a page. Click Save to save your information and continue working. Click Save & Exit to save your data and log you out of the MESA DB. On the last page of the student profile, click Finish to make sure that you've completed all of the required fields. If you click Finish without filling in all required fields, you will be notified with warnings in bold, red text. Click on a warning message to be returned to the page with missing information. Figure 14: Student enrollment form, page 1 MESA Database User Guide Page 17 of 55

18 Student Enrollment Form, Page 1: Basic Information Page 1 asks for basic student information. address is an optional field to accommodate centers that don't allow students to log in. However, since the student logged in to reach this page, the Username and Address fields are required. You cannot proceed beyond this page without filling in all of the required fields. This is the minimum amount of information that each student record must contain. Student Enrollment Form, Page 2: Record Information Page 2 asks for information about the student's primary home language, academic programs, career interest, and the parents' educational and occupational background. Student Enrollment Form, Page 3: Transcript Information Page 3 asks for a student's standardized test results and transcript information. To add a standardized test score, enter the requested information and click Add Test. To edit a test that you've already added, click Edit next to the desired test. Change the test name, type, score and/or year, and click Update Test. To delete a test score, click Remove next to the desired test. Figure 15: Student enrollment form, page 3 To add a course to the transcript, enter the requested information and click Add Course. To edit a course that you've already added, click Edit next to the desired course. Change the course name, grade and/or grade level, and click Update Course. To delete a course, click Remove next to the desired course. MESA Database User Guide Page 18 of 55

19 Student Enrollment Form, Page 4: Graduate Information (11 th and 12 th graders only) Page 4 asks about a student's post-high school plans. This page only appears if the student has specified that s/he is in 11 th or 12 th grade. None of the questions are required. Figure 16: Student enrollment form, page 4 MESA Database User Guide Page 19 of 55

20 Search Users You can search for users based on many different criteria, such as First Name, Last Name, Username, Ethnicity, City, Gender, , Grade Levels, Login Status, Approval Status, and Academic Year(s). Center administrators, facilitators, and staff members can also search by user roles and schools. Advisors are restricted to seeing advisors and students from their associated school, so they don't get to specify a role or school for their user search. To search by Academic Year, move the desired year(s) from the left box to the right box. Select a year and click on the blue arrow pointing to the right. To choose more than one year, hold the Shift key and select years before clicking on the blue arrow. If you only want to move a single year to the right box, double-click on the year. To search across all academic years, don't select any years and leave the right-hand box empty. Click Perform Search, which is located at both the top and bottom of the search form. Figure 17: Search Users screen MESA Database User Guide Page 20 of 55

21 The user search is an "AND" search, so if you type "Jerry" into the First Name field and "Long Beach" into the City field, the search will only return users who are named Jerry AND reside in Long Beach. The user search performs wildcard searches for all of the text fields, so if you search for "Anne" in the "First Name" field, the system will find both Sue-Anne and Anne-Marie. As a result, if you simply enter "a" in the "Last Name" field, the system will find everyone with the letter "a" in their last name. Please keep this in mind as you perform user searches. Search Results Now that you've found the desired users, many actions are available to you. Figure 18: Search results Export to Excel This downloads the information that you currently see on the screen into an Excel spreadsheet: Name, School & City, , Approval Status, Center, Role, Year, Grade, PAF, and Login Status. Perform New Search This initiates a new search. MESA Database User Guide Page 21 of 55

22 Export Tool This lets you choose information from the user profile that you'd like to download. Click and drag the data fields and profile questions from the left box to the right box. If you have performed a search on a specific user role and want to auto-select all of the role's required fields, use the Click here to auto select Required fields link at the top of the page. If you have performed a search on multiple roles, this will auto-select the required fields for all of the roles that have been specified in the search. Rearrange the fields so that the desired sort field is first. If you want the downloaded data to be sorted by last name, make sure that User Last Name is at the top. Since the resulting file is an Excel spreadsheet, you can also re-sort the data after you've downloaded it. Click Submit Request to download the file. Figure 19: Export tool select data fields to export MESA Database User Guide Page 22 of 55

23 Display Search Criteria If you can't remember the specifics of your search, hover your mouse over Display Search Criteria, and a box will appear with the search details. Figure 20: Display search criteria MESA Database User Guide Page 23 of 55

24 These Users This allows you to send an to every person in your search results who has an address. In Figure 20 above, this means that the system will only send an to Marissa Kawasaki. She is the only person in the search results with an address listed. Since the is being sent from the MESA DB, it won't keep a copy of the message in your program's Sent folder. Figure 21: These Users message composition screen Enter an subject line and message. If you'd like to include an attachment, click Browse to navigate to a file on your computer. Click Upload File. If the attachment was successful, you'll see a message at the top: You have added a new file attachment Repeat these steps if you'd like to attach multiple files. Click Send Message. Invite Selected Users See Invite? Feature. Update Year See Add to MESA Database User Guide Page 24 of 55

25 View User Click View next to desired user to see his/her profile. If the profile is longer than one page, navigate with Next Page and Prev Page or pull down the menu next to Go to Page and choose a page. Click Edit Record to edit the user's record. Click Exit to return to the Search Results. Figure 22: View user screen Edit User Edit a user's profile information. address is an optional field to accommodate centers that don't allow students to log in, but if you specify a username, you are required to provide an address. If you are editing a student record, you will see the post-high school plans page, regardless of the student's grade level. From the Edit User screen, you can also access Add/Remove Roles and Registration . MESA Database User Guide Page 25 of 55

26 Add/Remove Roles If you want to change a user's role in the MESA DB, go to the Edit User screen and click Add/Remove Roles. This button is only available to center administrators. Figure 23: Edit User screen - Add/Remove Roles button Once you reach the Center Assignment screen, you have a few options. Figure 24: Add/Remove Roles (Center Assignment) screen Click Assign/Update Center to give the user a role. Click Edit to change the user's role for the specified academic year. Click Remove to remove the user's role for the specified academic year. Click Export to Excel to download the information that you see on the screen into an Excel spreadsheet. Once you've given a user a role for the current year, a link will appear that lets you Activate the user (Enroll if the user is a student). This is to save you from having to go back to the search results and clicking on the Activate (or Enroll) link from that screen. Remove User This removes the user from the MESA DB. DO NOT use this if you only want to remove a user's role for a specific year. You should use Add/Remove Roles instead. MESA Database User Guide Page 26 of 55

27 Enroll/Unenroll and Activate/Deactivate For students who have been given a User Role for the current academic year, you will see the Enroll button next to their records. Clicking on Enroll means that the student's signed Parental Authorization Form (PAF) has been received and verified by the center. After you have clicked Enroll, the Approval Status column value automatically changes from inactive to active. If the student record has an address associated, the student receives an e- mail message about his/her account approval. If the student's parent revokes authorization or the student cannot participate in MESA for another reason, you can click Unenroll to change the student's Approval Status to inactive. No messages are sent out as a result of this action. Figure 25: Enroll button A similar button shows up for advisors, since their participation in the MESA program needs to be renewed from year to year. For advisors who have been given a User Role for the current academic year, you will see Activate next to their records. Clicking on the Activate button means that MESA has approved the advisor to participate in the program for the academic year. The advisor receives an message about his/her account approval. Allow Login and Disallow Login For users who have a User Role for the current academic year, you will see Allow-Login or Disallow-Login next to their records. Click Allow-Login to allow the user to log in to the MESA DB, provided s/he has both a username and address. If one or both are missing, you will be prompted to provide them before the action can be completed. After you click Allow-Login and the user has a username and address, the Login Status column value changes from no-access to access. If you edit the user record to remove username and/or address, the Login Status column value will change back to no-access. For students who self-register on the MESA DB Web site, their Login Status is automatically set to access. MESA Database User Guide Page 27 of 55

28 If you wish to stop a user from logging in to the MESA DB at any time, click Disallow-Login next to his/her user record. Figure 26: Disallow Login button Pending Tab Students and advisors will appear in the Pending tab if they have completed all of the required fields in their profiles and they've clicked Finish on the last page of the user profile. As a convenience, the Pending tab lists all users who are awaiting account approval in one location. Login Problems In order for a user to log in to the MESA DB, s/he must have a User Role for the current academic year. If a user tries to log in without having a role for the current year, s/he will be sent back to the Login Screen and shown the message: Your account is not active for the current year. Please contact your MESA advisor or administrator. Check Returning Users and Returning Students for ways to add a User Role for the current year. MESA Database User Guide Page 28 of 55

29 Forgot Username If you've forgotten your username, click Forgot Username? on the Login Screen. You'll be prompted to enter your first name, last name, and address that is associated with the account. If all three of these data pieces match, you'll receive an note with your username. Figure 27: Forgot Username screen Forgot Password If you've forgotten your password, click Forgot Password? on the Login Screen. You'll be prompted to enter your username and address that is associated with the account. If both pieces of data match, you'll receive an note with a temporary password. Figure 28: Forgot Password screen After you successfully log in with the temporary password, you'll be asked to specify a permanent password, which must meet certain security criteria. MESA Database User Guide Page 29 of 55

30 Issue Password Reset Center administrators, facilitators, and staff members can click Edit User and then Issue Password Reset to send a temporary password to the address in the user account. School advisors also have access to this feature, but they are limited to students at their associated school. For security reasons, we do not allow admins to specify passwords for other users' accounts. Only the end user should know his/her password. Figure 29: Issue Password Reset Change Password MESA Database User Guide Page 30 of 55

31 Event Manager The Event Manager tab is only available to center administrators, facilitators and staff members. If you are a/an Advisor, Guest, Student, or Volunteer, you will see a My Events tab. You can click the down arrow newest) and the up arrow Event Actions Add Event to sort available items in ascending order (a-z, oldest to to sort items in descending order (z-a, newest to oldest). Center administrators, facilitators and staff members can access this feature from the Dashboard. For some user roles, the Add Event option also appears if you hover your mouse over the Event Manager tab. Fill in the required fields, which are denoted with a red asterisk (*). Figure 30: Add Event screen event details All-Day Event Check this box if you are planning an all-day event. If the box is checked, you won't need to specify times for the event. MESA Database User Guide Page 31 of 55

32 Directions In this space, you can include directions for users. If you'd like to link to a Google map URL, type "Directions to Event" and select the text that you want to link. Once you've selected the text with your mouse, the link icon, which is located next to the underline icon, will be available. Figure 31: The link icon is available Click the link icon. This will open a pop-up window, so be sure you've turned off your pop-up blocker software. Figure 32: Insert link Copy and paste the Google map URL into the Link URL box. If you enter a URL without you will encounter this confirmation message: Figure 33: Complete URL needed Click OK, and the will be automatically added to your link. For Target, indicate whether you want the link to open in the same browser window or in a new browser window on the visitor's computer. You can leave this on the Not set option without triggering an error. In the Title box, enter any text that you want to appear when the user hovers over the link with a mouse. You can leave this blank without triggering an error. Click Insert when you're done. If you'd like to remove the link, select the linked text again and click the link icon. Remove the URL from the Link URL box and click Update. MESA Database User Guide Page 32 of 55

33 Registration Info Enter a number if you'd like to limit the event registration to a certain number of people. By leaving it blank, the event registration is unlimited. Waitlist If you have specified a Registration Limit and the event has reached its capacity, anyone who attempts to register will be added to the waiting list. If you don't enable a waiting list, people who attempt to register will be notified that the event is full. Select Yes if you'd like to enable a waiting list for your event. The default value is No. on Registrations? Check this box if you'd like to be ed every time someone registers for the event. The system will send messages to the address(es) listed on the Notification Recipients tab. on Waitlistings? Check this box if you'd like to be ed every time someone is added to the waiting list for the event. The system will send messages to the address(es) listed on the Notification Recipients tab. Allow Conflicts? Check this box if you want to allow people to register for sub-events at conflicting times. For example, if you are planning MESA Day and have a windmill sub-event at 8-10 AM and a robotics sub-event at 9-11 AM but want students to be able to sign up for both, you should check this box. If the box is not checked, users will not be allowed to register for sub-events at conflicting times. MESA Database User Guide Page 33 of 55

34 Centers Click in the checkbox next to the centers that you wish to participate in the event. As a result, the invited centers will see this event in their Current/Upcoming Events tab. By default, your center is already checked. Figure 34: Add Event screen Centers SAPEP Categories Click in the checkbox next to the SAPEP categories that apply to your event. This is not required but is very important for the statewide office's SAPEP reporting. Figure 35: Add Event screen SAPEP categories MESA Database User Guide Page 34 of 55

35 Current/Upcoming Events The Current/Upcoming Events page lists all current and upcoming events at your center or to which your center has been invited by another center. The Sub-events column indicates the number of sub-events within a main/parent event. The # Reg column indicates the number of people who have registered for the event. The Reg Limit column is the event's Registration Limit, if the option has been enabled. Figure 36: Current/Upcoming Events screen Buttons in the Actions column let you View Event, Edit Event, Register Attendees, Copy Event or Remove Event. You can also Export to Excel, which downloads the information that you currently see on the screen into an Excel spreadsheet. Actions Column If your center created the event, you'll see the available actions in the Actions column: Figure 37: Close-up of Actions column If your center was invited to an event that was created by another center, you'll only see the View and Register Attendees buttons in the Actions column. MESA Database User Guide Page 35 of 55

36 View Event If you click View in the Actions column, you'll be brought to the View Event screen, which lists the event details. Additionally, the information and tabs at the bottom of the screen will help with your event coordination. Figure 38: View Event screen MESA Database User Guide Page 36 of 55

37 Invitation URL Once you've created an event, you can invite people to attend by ing them the Invitation URL. Copy and paste the URL into an message and send it to your desired attendees. Sub-events A standalone event will meet most center needs, but if you are planning a large event (i.e., MESA Day, MASME) with smaller breakout sessions, you can create sub-events within a parent event. In the Sub-events tab, click Add Sub-event. Most of the sub-event details (All-Day Event, start and end date/time, registration start and end date/time, Centers, and SAPEP Categories) have been pre-populated with the details from the parent event. Documents Click the Documents tab to add documents that you'd like to make available to event registrants. These documents will be available to everyone who registers for the event, so if you have a document that you'd like to circulate among center staff but don't want students to see, please send the document via instead. Click Add Document to add a new document to the event. Enter the document title, a description, and click Browse to navigate to the document on your computer. Click Save. Figure 39: Add a document to an event MESA Database User Guide Page 37 of 55

38 You'll be brought back to the Documents tab, where you'll see a listing of the associated documents. Click Edit to change the document title, description, or change the linked document. Click Remove to delete the document from the event. Click Download to download the document to your computer. If you are viewing an event that was created by another center, you will be able to Download the available document(s), but you won't be able to add any documents. Coordinate with the originating center if you have documents that you'd like to add to the event listing. Figure 40: Documents associated with an event Notification Recipients Click the Notification Recipients tab to add the address(es) of people who should be notified about new registrants or waitlisted people, based on your selections in on Registrations and on Waitlistings. By default, the address of the user who created the event has already been added. Click Add Recipient to add an address from the notification list. Click Remove to delete an address from the notification list. If you are viewing an event that was created by another center, you will be able to see the notification recipients on the event, but you won't be able to add any. Coordinate with the originating center if you would like to receive notification s regarding newly registered and waitlisted people. MESA Database User Guide Page 38 of 55

39 Messages Click the Messages tab to manage the messages that appear on your event registration page and registration s to registrants. There are some default messages, but you can customize the messages for your center or event. Be sure to click on Update Messages to save your changes. Event Banner This message appears at the very top of your event registration page. Registration This message will be sent to people who successfully register for your event. Waitlisted This message will be sent to people who have been added to the Waiting List for your event, if you've enabled that option. Event Full This message will be sent to people who attempt to register for an event that has reached its Registration Limit, if you've enabled that option. Figure 41: Manage event messages If you are viewing an event that was created by another center, you will be able to see the event's messages, but you won't see the Update Messages button, so you won't be able to edit them. Coordinate with the originating center if the messages need elaboration or correction. MESA Database User Guide Page 39 of 55

40 Registrants Click the Registrants tab to view and manage the people who have registered for an event. People can register for an event using its Invitation URL, but you can also register people from this page. Add Registrant Click Add Registrant to search for people to register for an event. The resulting screen looks like the Search Users screen, but with a key difference: The event name is located at the top of the page. Figure 42: Search for people to register for an event MESA Database User Guide Page 40 of 55

41 The next screen shows the users who match your search criteria. You will only see users from your center. You can register users by individually clicking Register next to each user or clicking the Reg? checkbox next to the desired users and then clicking Commit Registrations. Figure 43: Register Attendees screen MESA Database User Guide Page 41 of 55

42 Selected Registrants If you need to send an to a few of your event registrants, click the ? checkbox next to the desired users and then click Selected Registrants. Figure 44: Selected Registrants This brings you to the message composition screen, which lists your selected registrants. Enter an subject line and message. If you'd like to include an attachment, click Browse to navigate to a file on your computer. Click Upload File. If the attachment was successful, you'll see a message at the top: You have added a new file attachment Repeat these steps if you'd like to attach multiple files. Figure 45: Message composition screen MESA Database User Guide Page 42 of 55

43 All Event Registrants This works in a similar manner as Selected Registrants, but it will send an message to all event registrants, regardless of the users that you've selected via the ? checkboxes. If you only want to a few people, be sure to use Selected Registrants. Figure 46: all event registrants Event Export Tool The Export Tool link on the Registrants tab lets you choose information from the user profile that you'd like to download. Unlike the Export Tool in the Search Users section, this is restricted to information on the event registrants. You are normally restricted to viewing the profile information for students at your center, but to facilitate the planning of multicampus events, you will be able to download the selected user profile fields for all registrants, even if they belong to another center. Click and drag the data fields and profile questions from the left box to the right box. Rearrange the fields so that the desired sort field is first. If you want the downloaded data to be sorted by last name, make sure that User Last Name is at the top. Since the resulting file is an Excel spreadsheet, you can also re-sort the data after you've downloaded it. Click Submit Request to download the file. View Registrant You can view the record of the person by clicking View next to his/her record. If you are viewing an event that was created by another center and try to View a user who doesn't belong to your center, you will encounter an error: You have insufficient permissions to access that function. To facilitate the planning of multicampus events, you will be able to download user profile fields for all registrants (even if they belong to another center) via the Event Export Tool, but you can't view the user's actual profile. MESA Database User Guide Page 43 of 55

44 Unregister You can remove a person from the event by clicking Unregister next to his/her record. If you are viewing an event that was created by another center and try to Remove a user who doesn't belong to your center, you will encounter an error: Waiting List You have insufficient permissions to access that function. If you enabled a Waiting List in the event settings and your event has reached its Registration Limit, the Waitlisted tab will appear. Figure 47: Waitlisted tab The Selected Registrants, All Event Registrants, and Export Tool links on the Waitlisted tab work in exactly the same way as the corresponding links on the Registrants tab. Register You can manually push a person from the waiting list to the registrant list by clicking Register next to his/her record. Doing this will automatically increase the event's Registration Limit. Unregister You can remove a person from the event's waiting list by clicking Unregister next to his/her record. If you are viewing an event that was created by another center and try to Unregister a user who doesn't belong to your center, you will encounter an error: You have insufficient permissions to access that function. MESA Database User Guide Page 44 of 55

45 Edit Event If you click Edit in the Actions column, you'll be brought to the Edit Event screen, which lets you edit the event details, including All-Day Event, Directions, Registration Limit, Waitlist, on Registrations, on Waitlistings, Allow Conflicts, Invited Centers, and SAPEP Categories. Make the desired changes and click Save at the bottom of the screen. You can also add Notification Recipients directly from this page. Figure 48: Edit event screen If you want to view or add a Sub-event, Documents, Registrants, or the Waiting List, this can be done from View Event. You can also view the Invitation URL and change the Event Messages from View Event. Register Attendees This brings you to the same screen as the Add Registrant link from the Registrants tab. MESA Database User Guide Page 45 of 55

46 Copy Event If your center holds recurring events, the Copy feature will come in handy. To copy an existing event, click Copy in the Actions column. You will encounter this confirmation message: Figure 49: Copy Event confirmation Click OK, and a copy of the event will be created. You'll see the new event listed as "Copy of [Event Name] 1". Click Edit to remove the prepended "Copy of" and the extra numeral at the end of the event name. All settings from the original event have also been copied over, so make any other applicable changes and click Save. If the original event contained any Sub-events, they will also be copied via this action. The names of the Sub-events will also be renamed to reflect their copy status (Copy of [Subevent Name] 1). Click Edit to update the sub-event name and make any other applicable changes. Click Cancel if you don't want to copy the event. Remove Event If you'd like to remove an existing event, click Remove in the Actions column. You will encounter this confirmation message: Figure 50: Remove Event confirmation Click OK, and the event will be removed. Click Cancel if you don't want to remove the event. Past Events The Past Events tab lists past events at your center, including past event data that we've imported from OIS. For some user roles, the Past Events option also appears if you hover your mouse over the Event Manager tab. MESA Database User Guide Page 46 of 55

47 Search for an event You can search for events based on many different criteria, such as Event Name, Description, Location, and Starting Date Range. The Display Center(s) search option is for statewide office use, since they can see events at all centers and may need to pare down the search results. Center users are limited to seeing events at their own center (or to which their center has been invited), so they don't need to bother with the Display Center(s) box. If you leave the Assigned Centers box empty, the search results will still show events from your center. For some user roles, the Search Events option also appears if you hover your mouse over the Event Manager tab. Figure 51: Search Events screen MESA Database User Guide Page 47 of 55

48 Event Search Results Now that you've found the desired events, many actions are available to you. Figure 52: Event Search Results screen Add Event This takes you to the Add Event screen. Export to Excel This downloads the information that you currently see on the screen into an Excel spreadsheet. Redo Search This initiates a new search. Buttons in the Actions column let you View Event, Edit Event, Register Attendees, Copy Event or Remove Event. If your center was invited to an event that was created by another center, you'll only see the View and Register Attendees buttons in the Actions column. MESA Database User Guide Page 48 of 55

49 My Events The My Events tab is only available to Advisors, Guests, Students, or Volunteers. You'll see listings of upcoming events, past events, and events for which you are on the waiting list. Since these roles are only allowed to register for events to which they have been invited, the layout is different from that of a center-level user, who has the Event Manager tab. Figure 53: My Events tab View Event The View Event screen lists the event details. From here, you'll be able to View Event Documents, View a Sub-event, Register for a Sub-event, Print Registration, and Cancel Registration. Figure 54: View Event (non-center user) MESA Database User Guide Page 49 of 55

50 View a Sub-event The View Sub-event screen lists the sub-event details. Figure 55: View Sub-event (non-center user) Register for a Sub-event While viewing the parent event, click Register under the Actions column to register for a sub-event. While viewing the sub-event, click on Register for this Event to register. View Event Documents If you are viewing an event or sub-event with associated documents, you'll see the Documents tab. If you want to download a document, click on the Download button next to the desired file. Figure 56: View Event Documents (non-center user) Print Registration Confirmation Click Print Registration to print a copy of your registration confirmation, which also contains event details. A printer dialog box will immediately pop up. Cancel Registration While viewing the parent event, click Cancel Registration at the top of the page to cancel your attendance in the entire event. While viewing the sub-event, click on Cancel Registration at the top of the page to cancel your registration in the sub-event. MESA Database User Guide Page 50 of 55

51 Survey Manager This module is in development. Reporting This module is in development. MESA Database User Guide Page 51 of 55

52 Navigation Tips Home From anywhere within the MESA DB, you can click Home to return to the Dashboard. Figure 57: Home button Breadcrumbs To save time, you can use breadcrumbs to navigate through the system. For example, say you searched for all students from Orland High and decided to view a specific student's profile. To return to the search results, click on Search Results in the breadcrumbs. This saves you from going through the Search Users screen again and specifying students from Orland High. Figure 58: Breadcrumbs Quick User Search Quick User Search is located at the bottom of the Dashboard. You can search for a user based on First Name, Last Name and/or School. You can log in and immediately search for users from the Dashboard, without having to visit the Search Users page. Figure 59: Quick User Search MESA Database User Guide Page 52 of 55

53 Center Administration This feature is only available to center administrators. Click Center Admin in the upper righthand corner of the screen. Figure 60: Center Admin button location Click Edit on the following screen, which lists your center. Edit Center From the Edit Center screen, you can edit your center region, name, address, phone number, and Banner. Figure 61: Edit Center screen MESA Database User Guide Page 53 of 55

54 Custom Parental Authorization Form (PAF) All centers are set up to use the default Parental Authorization Form (PAF) in the system. You can upload a custom PAF. The link to this custom PAF will be included in all registration notes that are sent to students who register for your center. Click Browse to navigate to the document on your computer. Click Save. To remove the custom PAF and revert back to the default PAF, click on (remove). To replace the customer PAF with an updated version, click Browse to navigate to the new document on your computer. Click Save. The updated version will now be used. Banner The words, formatted text and links that you specify in the Banner area will appear on the Dashboard between the Main Menu title and the Did you know? quick tips area. All users will see this message upon initial login. Figure 62: USC's banner MESA Database User Guide Page 54 of 55

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