Office of Academic Planning and Accountability - TracDat Basics

Transcription

1 Office of Academic Planning and Accountability - TracDat Basics 1 TracDat Guide Includes the Following Areas: 1. Logging in to TracDat (p. 1) 2. Navigation Menu and Common Icons (p. 2) 3. Viewing/Editing the Assessment Plan (p. 3) 4. Adding Results (p. 4) 5. Adding Use of Results for Improvement (p. 5) 6. Adding Follow-ups (p. 6) 7. Editing or Deleting Results, Use of Results, or Follow-ups (p. 7) 8. Mapping Tools (p. 7) 9. Creating Reports (p. 8) 10. Adding Documents (p. 9) 11. Creating Assignments (p. 10) 12. Further Help or Requesting New User Access (p. 11) Log-in to TracDat: Depending on the browser you use and whether you are logging in from a computer connected to the FIU network on campus or through VPN, you may automatically be logged in. If you are not automatically logged in, enter your AD username and log-in as you would for your account. Select the unit or program you want to access from the top white, drop-down menu bar. The default page is the Home screen with a summary of the report you selected (see below for a quick look).

2 Office of Academic Planning and Accountability - TracDat Basics 2 Select Unit Activity Log and Filters # Assignments Help Info Menu Options Report Summary - Click blue links to go directly to each component Navigation Menu Help Information: Green and purple icons Activity Log: Orange icon Filter options where relevant: Blue icon Home provides a summary of all outcomes, methods, results, use of results, and follow-up; red flags indicate missing information Assessment Unit includes the assignments you need to complete and user listing for that particular report Assessment Planning includes the assessment plan (Outcomes and Methods only) and the assessment results (Results, Use of Results, and Follow-Ups) Mapping includes a mapping of outcomes to strategic planning and in curriculum maps to courses (only available for SLOs) Reports allows you to generate a four-column report of your assessment and a printable curriculum map (if available) Documents stores documents you upload to your report Common Icons 1. Missing information 2. Add a new item 3. Manage icon to edit or add information 4. Edit section of the form 5. Copy item to create a duplicate 6. Delete item. Cannot be reverted.

3 Office of Academic Planning and Accountability - TracDat Basics 3 Viewing/Editing the Assessment Plan Option 1: In the Home Screen click on any Outcome name or Method number to go directly to the outcome. Option 2: In the Menu, click on Assessment Planning Assessment Plan To change any Outcomes or Methods, please contact the assessment team at assessment@fiu.edu with the changes you would like.

4 Office of Academic Planning and Accountability - TracDat Basics 4 Adding Results Option 1: In the Home Screen click on the number under the results column to go directly to the outcome. Click on the Method to add Results to a particular Option 2: In the Menu, click on Assessment Planning Results 1. Select an Outcome and expand it using the arrow. 2. Select a Method to add Results (may only have one Method) 3. Click on next to the instrument to add a Result 4. The form will have four fields to complete: a. Results Date: Today s date. Leave as is. b. Results: enter Results, including whether or not criteria were met, percentile by which the criteria were met, total numbers of assessments gathered, means, and other relevant information c. Reporting Period: Select the academic year when results were collected d. Criterion Status: Select the percentile by which the criterion was met 5. Click on the yellow Save icon when finished or wish to save progress 6. To return to the previous screen, click on the grey Return icon or click on the arrow next to the Save icon to select Save and Return

5 Office of Academic Planning and Accountability - TracDat Basics 5 Adding Use of Results for Improvement Option 1: In the Home Screen click on any number under the Use of Results for Improvement column to go directly to the page. Click on the to add Use of Results for Improvement to particular Results Option 2: In the Menu, click on Assessment Planning Results 1. Select an Outcome and expand it using the arrow 2. Select a Method to add Use of Results (may only have one Method) 3. Under each Result, there is a header called Use of Results for Improvement, click on the to add data 4. The form will have two fields to complete: a. Date: Today s date. Leave as is. b. Use of Results for Improvement: enter improvement strategies the program will implement in an attempt to increase student/program performance in this particular outcome 5. Click on Save when finished or wish to save progress 6. To return to the previous screen, click on the grey Return icon or click on the arrow next to the Save icon to select Save and Return

6 Office of Academic Planning and Accountability - TracDat Basics 6 Adding Follow-Ups Option 1: In the Home Screen click on any number under the Follow-ups column to go directly to the page. Click on the to add Follow-Ups to particular Use of Results for Improvement Option 2: In the Menu, click on Assessment Planning Results 1. Select an Outcome and expand it using the arrow 2. Select a Method to add Follow-Ups (may only have one Method) 3. Under each Result, there is a header called Follow-Up, click on the to add data 4. The form will have two fields to complete: a. Date: Today s date. Leave as is. b. Follow-Ups: enter a follow-up on whether the improvement strategies previously planned were actually implemented 5. Click on Save when finished or wish to save progress 6. To return to the previous screen, click on the grey Return icon or click on the arrow next to the Save icon to select Save and Return

7 Office of Academic Planning and Accountability - TracDat Basics 7 Editing or Deleting Results, Use of Results, or Follow- Ups To edit a section, click on the pencil and paper icon. The next step would be to edit the form and save the revisions. To delete a section, click on the trashcan icon and verify. This is not reversible. Thus, we do not recommend deleting any content unless it was placed there in error. Mapping Tools Outcomes Mapping Links Outcomes to specific competencies or strategic plan areas of emphasis. Curriculum Mapping (only available for SLOs) Describes what outcomes are being covered across required courses in the program. These are required for baccalaureate programs for the Academic Learning Compacts and optional for other programs. For help in creating a curriculum map, please contact us at assessment@fiu.edu.

8 Office of Academic Planning and Accountability - TracDat Basics 8 Creating Reports 1. Click Reports in the left navigation menu 2. Click Standard Reports 3. Click on the name of the report you need to generate (reports vary by type of form accessed) 4. Select the Layout. a. Formats include PDF, Word, Excel b. Report Title will be the title appearing at the top. You can make this more specific. c. Report Subtitle appears under the Title d. Report Logo: the standard is the APA logo 5. Select filters. Not selecting a filter means that all information will be downloaded to the report. Each of the filters corresponds to one of the fields of the report. Choose the ones that need to be included to narrow down the scope of the report. 6. Options allow for users to further filter report 7. Click Open report

9 Office of Academic Planning and Accountability - TracDat Basics 9 Adding Documents 1. Click Documents in the left navigation menu 2. Click Document Repository 3. If nothing else has been added, the standard folder is labeled: General 4. To rename folder or add another folder, hover over folder, on the right an icon with a downwards arrow appears. Click on this icon to see further options. 5. Using the same menu, you can share folders with other reports you have access to (e.g., share a folder between a masters and doctoral program) 6. To add a document, select the folder, click on the, and wait for the pop-up 7. Follow instructions to add a file or a website location 8. Click Save

10 Office of Academic Planning and Accountability - TracDat Basics 10 Creating Assignments Assignments allow users to assign themselves or other people who have access to a report to complete the Results for a particular Method or to complete the Follow-Up for a particular Use of Results. 1. Choose a method or Use of Results to create an assignment 2. Under the section, there should be an Assignment area, click on the wrench icon to access the tool 3. Select the person to be assigned (can select self or other person with access) 4. Select due date to enter data 5. For Subject and Notes/Instructions, you can customize or leave the default messages 6. Select how often the assignment will recur 7. Select what needs to be collected 8. If documents need to be stored into the Document Repository within TracDat, select the folder they need to be placed in 9. Select options to send an to the assignees and/or CC additional people in the (Note: will not be sent unless this option is selected) 10. Click Save

11 Office of Academic Planning and Accountability - TracDat Basics 11 Further Help or Requesting New User Access To get further information, add new users, or to request a workshop/tutorial session, please send an to assessment@fiu.edu You can also contact: Katherine Perez at or kathpere@fiu.edu Eilyn Sanabria at or esanabri@fiu.edu Mariabelen Romero at or xromerom@fiu.edu