Alternate Format Materials Website. School Administrator Manual. Version # 1.4

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Shawn Robbins
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1 Version # 1.4

2 Table of Contents 1.0 Introduction Software Requirements Accessing the Website Log In Procedure Forgotten School Administrator Password School Administrator Main Page Find Content by Grade/Course Search Content Downloading a File Forgotten Student Passwords Change School Administrator Password Online Help Page Log Out Procedure List of Figures Figure 1 Main Public Page... 2 Figure 2 - User Agreement Screen... 3 Figure 3 - Login Screen... 4 Figure 4 - Forgotten Password Screen... 5 Figure 5 - Forgotten Password Successful Screen... 6 Figure 6 - School Administrator Main Screen... 6 Figure 7 - Content Listing by Grade/Course... 7 Figure 8 - List of publications for a specific course... 8 Figure 9 - Publication Details... 9 Figure 10 - Search Content Screen Figure 11 - Search Results Screen Figure 12 - File Download Window Figure 13 - File Save Window Figure 14 - Change School Administrator Password Screen Figure 15 - Online Help Instructions... 15

3 1.0 Introduction Principals, or school administrators, may use the Alternate Format Materials Website to find and download available on-line alternate format material required and requested by educators in their school who work with students that qualify for alternate format material accommodation. School administrators have access to all holdings of the Department of Education. Files available for download include Word, Kurzweil, PDF, MP3, and DAISY. Principals may not download on-line alternate format material for student use. This content is provided directly to the student by the Department of Education through an application process. This Department process ensures that Copyright law with respect to alternate format materials is followed. If the principal chooses to delegate responsibility for providing alternate format material to educators in their school, they must ensure through training and monitoring that the designate follows Department of Education procedure and copyright law. 2.0 Software Requirements The following software must be installed on the computer used to access the alternative format materials: A compatible web browser; either Internet Explorer (version 6+) or FireFox (version 2+) Adobe Acrobat Reader software is required for viewing PDF documents. It may be downloaded for free from Audio playback software such as Windows Media Player is required for listening to MP3 files. To convert PDF, Word or Kurzweil files to voice, specific text to voice software is required. To use Daisy files, DAISY reader software is required. Page 1

3.0 Accessing the Website School administrators follow the same steps as students to access the Alternate Format Materials website. 1) Open a supported web browser.

4 3.0 Accessing the Website School administrators follow the same steps as students to access the Alternate Format Materials website. 1) Open a supported web browser. Supported browsers are listed in the Software Requirements section of this document. 2) In the address bar of the browser, enter the URL: Press the <enter> key on your keyboard. 3) Click on the Alternate Format Materials Site Entrance link. 4) If successful, your browser will be redirected to the website and you will see the following page: Figure 1 Main Public Page Notice that this website has some common layout elements. The left side of the screen presents a list of menu options. The top line of the right section shows a breadcrumb which is a trail of the path you have taken throughout the system. You may click on any link in the breadcrumb to immediately navigate to that page. Note that the Home link navigates to the Department of Education s home page. The above figure represents the Home page of the Alternate Format Materials (AF) web page. You may click anytime on the second link in the breadcrumb to navigate to the AF home page and you will be presented with the above screen. The top portion of the page is the standard header which is used for all pages launched from within the Department of Education s website. The bottom of the page is the standard footer which is used for all pages launched from within the Department of Education s website. Page 2

Notice there is a scroll bar to the far right side of the screen; (not shown in the above figure). Click and drag on the scroll bar to read additional text.

5 Notice there is a scroll bar to the far right side of the screen; (not shown in the above figure). Click and drag on the scroll bar to read additional text. (See the general public manual for a screen capture of the complete text on the main public page.) There are two paths that you can now follow. Either browse the available content with no ability to download files (same as for the general public as described in the general public user manual) or log into the system to access all available files. The Department of Education will automatically provide all school principals with an account to log into the system. The system will send an with your username and a temporary password. If you do not receive such an , contact the Department of Education. 4.0 Log In Procedure From the menu on the left side of the main public page, click the Login option. You will be presented with a screen as shown below. Figure 2 - User Agreement Screen Read the information presented on the screen. If you do not agree with this information then click the Do Not Agree link. You will be returned to the main public page. Otherwise, click the I Agree link to proceed to the login screen shown below. Page 3

6 Figure 3 - Login Screen After you receive an from the system with your account information, you may proceed to set up a permanent password. Your temporary password expires after 12 hours. Enter your username and password with the proper capitalization. If you enter an incorrect password for the same username three consecutive times, your account will be locked for 20 minutes. After you enter your temporary password, you will be presented with the Change Password screen. Refer to the Change Password section of this document for more details about changing your password. If you enter your permanent password correctly, the main page for the school administrator will be displayed as described in section 6.0 of this document. Note that unlike for students your temporary password cannot be reused after you have set up a permanent password. If you forget your password, you will have to follow the instructions described in the next section. If you have forgotten your password, click the School Administrator link pointed to by the arrow shown in the above figure and described in the next section. Page 4

7 5.0 Forgotten School Administrator Password Alternate Format Materials Website If you have forgotten your password, you may obtain a new password using this web site. Navigate to the Login Screen as described above, and click on the School Administrator link. You will be presented with the following screen. Figure 4 - Forgotten Password Screen Enter your username, and school information. All information must be entered with the proper capitalization and spacing. Use your district address which must end with one of the for District for District for District for District for District 5 Page 5

8 Click on the Reset Password button. The following information will be displayed if you have entered all information correctly. Figure 5 - Forgotten Password Successful Screen The system will automatically send you an with a new temporary password. Proceed to your system, open the and note your new temporary password. Then return to this web page and click on the Return to Login link on this page. Use the password in the to log into the system to set up a new permanent password. You have 12 hours from the time you receive the until the temporary password expires. 6.0 School Administrator Main Page After you have successfully logged into the system, you will be presented with the following page. Figure 6 - School Administrator Main Screen The left side shows the menu options and the main page repeats some of these options. (Note that this is different from the student s main page whereby only their assigned courses are shown; school administrators have access to all materials.) Each of the menu options are discussed in more detail in the following sections. Page 6

9 7.0 Find Content by Grade/Course Click on the Find Content by Grade/Course menu option on the School Administrators main page. You will be presented with a list of all grades and courses as depicted in the sample shown below. Figure 7 - Content Listing by Grade/Course The columns may be sorted by clicking on the column name. The above listing is sorted by Grade. To sort by course, click on the Course column heading. To reverse the sort order, click again on the column heading. Notice as well that if the listing does not fit on the page, then page navigational buttons appears at the bottom of the page as shown in the two examples below: Each course may have one or more associated publications. To see these, click on the course name. For example, to view the available publications for the Art course, simply click on the Art link in the course column on the above screen. You will be presented with a screen similar to the example shown below: Page 7

Figure 8 - List of publications for a specific course This screen shows the course name and grade at the top followed by a list of available publications for this course.

10 Figure 8 - List of publications for a specific course This screen shows the course name and grade at the top followed by a list of available publications for this course. For each publication, the available formats are shown. From this screen, you may return to the previous screen by clicking the <Back to Grades/Courses link or you may want to see more details about one of the publications by simply clicking on the title name. For example, to view more details for the finger painting publication, click the underlined title name and you will be presented with a screen similar to the one shown below. Page 8

11 Figure 9 - Publication Details This screen shows informational fields pertaining to the publication at the top. This is followed by a list of sections such as chapters or a page range and the available formats that may be possibly downloaded. As well, the screen shows the total number of times that each file format has been downloaded. Refer to the Downloading a File section in this document for more information. Page 9

12 8.0 Search Content Click on the Search Content menu option on the School Administrators main page. You will be presented with the following screen: Figure 10 - Search Content Screen If you do not enter any information and simply click the Search button, you will be presented with a long listing. To locate items of interest to you, then enter some information into one or more of the fields presented on this screen. For example, to search for all publications for a particular course, then click on the down arrow in the course field, click on the grade course combination in the list and then click on the Search button. For example, if you select Kindergarten Art from the course list then you will be presented with a list of Page 10

available publications for that course as shown in the example screen below. Note if you want to clear all fields on this screen, click the Reset Form button.

13 available publications for that course as shown in the example screen below. Note if you want to clear all fields on this screen, click the Reset Form button. Figure 11 - Search Results Screen This screen shows all results matching your specified search criteria. To change your search criteria, click the <Go back to Search Form shown at the top. The columns may be sorted by clicking on the column name. The above listing is sorted by grade and course. To sort by any other column, click on the column heading. To reverse the sort order, click again on the column heading. Notice as well that if the results do not fit on the page, then page navigational buttons such as first, next, previous and last will appear as necessary at the bottom of the page. To view the publication details such as the breakdown of files, click on the Title name. For example, click on Finger Painting:A History to bring you to the Publication Details Screen. Refer to the Downloading a File section in this document for more information. Page 11

9.0 Downloading a File To download a file, click on the corresponding link in the format column of the Publication Details Screen. You will see a screen similar to the example shown below.

Note you may open the file directly but this will be slower. Also if you are reading the file for more than 20 minutes, your session will timeout and you will have to log back into the system.

14 9.0 Downloading a File To download a file, click on the corresponding link in the format column of the Publication Details Screen. You will see a screen similar to the example shown below. This is the same Windows screen that you will see when downloading any file from the internet. Click on the Save button to download the file to your local machine. Note you may open the file directly but this will be slower. Also if you are reading the file for more than 20 minutes, your session will timeout and you will have to log back into the system. Figure 12 - File Download Window After you click the Save button, you will be presented with the standard file save screen as shown below. You may save the file where ever you like on your local system. Figure 13 - File Save Window Page 12

15 After you have saved the file, you may open it if you have the appropriate software installed on your machine. For a MP3 file, you may play the file with Windows Media player or any other compatible software. For a PDF file, you may open it with Adobe Acrobat Reader or your text to voice software such as Kuzweil. For a DOC file, you may open it with Microsoft Word. For a KMS file, you may open it with Kuzweil software. For a Daisy file, you may open it with Daisy reader software Forgotten Student Passwords If students forget their password, their website directs them to contact their school administrator for assistance. To obtain the student s original password, refer to the approval letter send to the school from the Department. The original password may be re-used to gain access to the system. But it is also a temporary password because when it is entered on the login screen, the student will have to immediately set a new password to gain access to their assigned content. This process will overwrite their previous permanent password and can be used from this point on. If the student approval letter cannot be found then you will have to contact the Department. Note this is a very different process then if you forget your password. Refer to section 5.0 of this document for instructions for obtaining your own password. Page 13

16 11.0 Change School Administrator Password You will be directed to the change password screen if you log in with your temporary password. Also at any time you may change your password by selecting the Change Password menu option. This line of text appears only when you log in with your temporary password. Figure 14 - Change School Administrator Password Screen On the change password screen, enter a new password in the first field. In the second field, enter the same password again. You must choose a password with at least six characters and at least one character must be a number. When completed, click the Change Password button. If the fields do not match or are less than six characters or does not contain a number, you will be informed to try again. Remember your username and password are case-sensitive. If you are successful in changing your password, the school adminstrator s main page will be shown on the screen. Page 14

17 12.0 Online Help Page To obtain online help, click on the Help menu option on the School Administrators main page. You will be presented with the following screen: 1 2 Figure 15 - Online Help Instructions You can take the following actions: 1) Click on School Administrator User Manual (PDF) to access a copy of this manual. Follow the same instructions as for downloading any file as described in section 9.0 above. 2) Click on the address to send an to a person at the Department of Education describing your problem Log Out Procedure To log out of the system anytime, select the Logout menu option. You will be brought back to the main public page. You may now navigate elsewhere or log back into this system. Note that the system will automatically log you off if there has been no activity for 20 minutes. You can log back in anytime. Page 15

PowerTeacher Administrator User Guide. PowerTeacher Gradebook

PowerTeacher Administrator User Guide. PowerTeacher Gradebook PowerTeacher Gradebook Released June 2011 Document Owner: Documentation Services This edition applies to Release 2.3 of the PowerTeacher Gradebook software and to all subsequent releases and modifications