Paperless Assessment Instructions

Transcription

1 Paperless Assessment Instructions H ow t o D ow n loa d, C o m plet e a n d S u b m i t Fi lla b le P D Fs Faculty of Education ISA office 07/25/2017

2 H ow t o D ow n loa d, C o m plet e a n d S u b m i t Fi lla b le P D Fs Contents Introduction...3 About the Paperless Assessment Model... 3 Overview... 3 Advantages... 3 About this Document... 3 Before You Start...4 Downloading and Installing Adobe Acrobat Reader... 4 Working with the Forms...5 Introduction... 5 Obtaining the Form... 5 Accessing the Form...5 Saving the Blank Form...6 Filling the Forms... 7 Filling-In the PDF Forms...7 Saving the Filled Form...7 Sending the Form Off... 8 Attaching the Form to an ing your Form...8 Essential Resources...10 Placement Coordinators Getting Assistance on using Paperless Forms Technical Assistance...10 Help with Using the Forms...10 Additional Training

3 Introduction About the Paperless Assessment Model One of the main goals of the Internships and Student Affairs Office (ISA) is to seek innovative technologies that can help us conduct our business more efficiently. A paperless assessment model enables more timely communications, transparent record-keeping and makes sure we are up to date with industry best practices. Moreover, this initiative reduces our environmental impact. Overview Fillable PDF forms are like any other PDF forms that you open on your computer but they eliminate the need to print, hand-fill and physically deliver documents. The PDFs are created in a way that allows users to save documents to their computer, fill them in by typing into the designated fields and them as attachments. Advantages The Paperless Assessment Model presents multiple advantages: 1. Security: Forms are delivered directly to the ISA Office, and not handled by the students, providing less risk for information tampering. 2. Clarity: Forms will be easier to read and less likely to be misinterpreted. 3. Shareability: Easier to share forms between Field Supervisors, CT s and Students. 4. Efficiency: Cuts down on paper-handling time and on time spent preparing packages in the ISA office. Save on space used to archive forms. 5. Searchabilty: Easier to retrieve forms when they are needed. 6. Cost effectiveness: Paperless forms cut down considerably on cost of printing. 7. Environmental Impact Reduction: Less paper wasted in printing. About this Document This document was created to aid users with the Paperless Assessment Form process. The Instructions in this document were kept generic as possible in order to apply to multiple user interfaces. Certain commands and images may differ slightly depending on the Operating System used. (Mac, Windows, Linux). Notes and Tips are added where applicable. Introduction 3

4 Before You Start In order to fill and use the PDF forms successfully make sure you have the following: 1. PDF Reader (Acrobat Adobe) installed on your computer (Can be downloaded free of charge, link: If you use your computer to view documents, chances are you already have a PDF reader already Note Tip Note installed. 2. Create a folder to store your electronic forms. To keep things organized, create a Folder on your computer for each Year, Field Experience/Internship Number, and a sub-folder with the student name. Downloading and Installing Adobe Acrobat Reader If you do not have a PDF reader already installed: Go to 1. Click on, a Dialogue Box will appear. 2. Click on (OR in some browsers click on the File on the bottom of your Browser Window and skip step 3) 3. From Downloads choose the.exe file (Depending on the browser you use the Download can be accessed through a small arrow on the top right hand of your window.) > Click on the.exe file 4. A Dialogue Box will open > Click. 5. A Dialogue Box will appear asking if you want to allow the program to make changes to your computer > Click. If you have any trouble Installing the PDF Reader please call the ICS helpdesk: Have your McGill ID on hand, and identify yourself as a McGill Faculty of Education Field Supervisor so they can better assist you. Congratulations! You have Installed Acrobat Adobe Reader. Before You Start 4

5 Working with the Forms Introduction The following flow chart illustrates the Paperless Assessment Form Filling Process. This document follows this chart, and details how to go about fulfilling each step outlined. Paperless Assessment Form Filling Process Obtaining the Form Accessing the Form Saving the Blank Form Filling the Form Filling-In the PDF Form Saving the Filled Form Sending the Form Off Attaching the Form to an ing your Form Obtaining the Form The first thing you need to do is locate the forms you need, and save the one(s) you want to your computer. Accessing the Form 1. Visit the to access the Undergraduate Student Forms, or to access the Graduate Student Forms. 2. From the Menu on the left you will see Forms Used In Field Experience 1. Forms Used In Field Experience 2, Forms Used In Field Experience 3, Forms Used In Field Experience 4 > Click on the Field Experience that applies to you. 3. Click the (+) sign to expand the program heading > Click the Assessment heading> Click the link with the title of the form you want to fill. 4. A fillable PDF file will open, proceed to Save the Forms Section of this document. Working with the Forms 5

6 Note Tip Note DO NOT FILL the PDF while it is still in the browser as your entries will not save. Saving the Blank Form 1. Right-click on the document (Depending on the browser and the Operating System installed on your computer this process may vary, some require you to locate the File drop-down Menu) 2. Select Save (Alternate: Save Page As or Save Target As or Save Link As. ) 3. Choose the Location you would like to save the Form to (i.e. Folder in My Documents, Folder on your desktop etc.) You can browse for the destination folder from the left hand panel. A pre-determined Destination folder will help you keep your forms organized, and facilitate the location of the Form after you have saved it to your computer. 4. In the File Name field the generic name of the form already appears, you may choose to rename the form at this stage. If so, type the name for your PDF form (i.e. Blank_FE4_PreObservationform ). If you would like a paper copy of the form, Click the Print button, or choose File > Print. 5. Click the Save button to save the document inside your desired folder. Congratulations! You have just downloaded an unfilled Fillable PDF form and saved it to your computer! Working with the Forms 6

7 Filling the Forms Now that you have a blank copy of the form saved to your computer, you can open, fill and save the changes you made. Filling-In the PDF Forms 1. Open the folder where you saved your Form. 2. Double Click on the Form to open it. 3. Fill in the fields shown in Light Blue-Grey, by simply placing the curser inside the field and typing in the information. 4. Click on the Buttons to make selections, and mark check-boxes with an X. Note Tip Note Note If you are submitting/sharing the form by no need to Sign the form. Sending it from your McGill is enough to verify you as the sender. Saving the Filled Form 5. When you are done filling in all the fields, click on the Disk Icon to save the filled form (Or choose File > Save.) You can choose to Save-As, allowing you to reuse a blank Fillable Form multiple times without having to get it from the website again. It is a good idea to have a method for naming your Forms that helps you keep track of which form belongs to which student. For example if you filled a form for Jane Doe, for Field Experience 4, completed in Fall 2016, you could rename the Form Jane_ Doe_FE4_Fall2016. There is not right or wrong, do what works for you. If you want a paper copy of the filled form, you can print the form with all the changes you made. Click the Print button, or choose File > Print. 6. Close your document by clicking the x on the right hand corner of the page. Congratulations! You have now Filled and Saved your PDF form! Working with the Forms 7

8 Sending the Form Off The forms are now filled and ready to be ed off to the ISA office. Attaching the Form to an 1. Log-in to your (use your McGill or School so Placement Coordinators can verify the sender). 2. Compose a new message. 3. Choose Attach File (Usually indicated with a Paperclip Icon ) 4. Choose the Location you had saved your PDF Form from the left hand panel. 5. Click the PDF form you would like to attach. Note You can choose more than one File by holding down the Ctrl Key and clicking on multiple files while the Ctrl key is held down) 6. Click the Insert Button. Congratulations! Your File is now attached to the . ing your Form 1. In the To line enter the following address: forms.education@mcgill.ca 2. In the CC: line enter in the CT s/supervisor s address; and the Student address. When sending to more than one address, always separate addresses with a ; Tip 3. In the Subject line type Student Name - Assessment Form & Number Please use the following naming conventions in the Subject line: Form Pre-Observation Observation Post-Observation Interim Report Summative Assessment Competency Improvement Plan (CIP) Subject STUDENT NAME PRE-OBSERVATION 1/2/3 (select) STUDENT NAME OBSERVATION 1/2/3 (select) STUDENT NAME POST-OBSERVATION 1/2/3 (select) STUDENT NAME INTERIM STUDENT NAME SUMMATIVE STUDENT NAME CIP Working with the Forms 8

9 4. Leave the Body of the blank. Note Any communication that you want to conduct with the Field Coordinators should be sent in a separate and addressed to the Placement Coordinators McGill Address. 7. Click on the Send icon (If you get a notification indicating that you do not have text in the body of your , and ask if you would you like to send any way > Click yes or ok. Congratulations! Your Form has been submitted. Essential Resources Placement Coordinators Subject Coordinator Phone K/Elem and Music Maria Iacovelli maria.iacovelli@mcgill.ca Secondary and MATL (excl. TESL) B.Ed. TESL, MATL (TESL only) and Phys. Ed. Jenna Prigioniero jenna.prigioniero@mcgill.ca Joëlle Grundman joelle.grundman@mcgill.ca Getting Assistance on using Paperless Forms Technical Assistance ICS Help Desk Have your McGill ID on hand, and identify yourself as a McGill Faculty of Education Field Supervisor so they can better assist you. Help with Using the Forms Contact the ISA Office at Additional Training isa.education@mcgill.ca or vanessa.smith2@mcgill.ca Essential Resources 9