MyCouncil. Accredita on Management System Informa on and Naviga on Guide

Transcription

1 MyCouncil Accredita on Management System Informa on and Naviga on Guide October 2017

2 MyCouncil GENERAL INFORMATION MyCouncil is a web based accredita on management system created to streamline accredita on processes for member ins tu ons and the many volunteers who are cri cal to the success of Council accredi ng ac vi es. School data within MyCouncil is updated by directly by Council staff and is refreshed in real me as changes to Council databases are made. Many changes to ins tu on and program informa on are made only a er comple on of Council prescribed approval processes found in the Handbook of Accredita on and the Policies and Rules of the Commission. Access to this system is by invita on only and includes: Chief Administra ve Officers of ins tu ons that are candidates for accredita on or accredited Faculty and staff of member ins tu ons who are invited to par cipate either by Council staff for par cipa on as team members or leaders or by Chief Administra ve Officers Volunteers not associated with COE candidate or accredited ins tu ons who serve as members and leaders of Council visi ng teams Members of the Council Commission and Commi ees MyCouncil is best viewed using the following internet browsers/versions: Firefox (Version 51 or Greater) Google Chrome (Version 48 or Greater) Microso Edge (Version 14 or Greater) The Council cannot guarantee the performance of some features of the system using other types of browsers/browser versions. 1

3 ACCOUNT ACTIVATION Use the link in your invita on to complete ac va on of your MyCouncil account. Create the password you will use for MyCouncil. 2

4 A prompt to complete the Profile page will appear. Provide requested informa on. NOTE: This prompt will con nue to appear with every login to the system un l the profile page is complete. Passwords are case sensi ve. Secure passwords contain upper and lowercase le ers as well as numbers. To change your password, go to My Profile then click the Update Password tab.) 3

5 Forgot Your Password? Click Forgot Your Password? at the login screen. Provide an address for the reset link. 4

6 USER DASHBOARDS The Dashboard contains basic elements available to users of all types. 1 The Council logo is a link that takes users back to the Dashboard (it is the Home bu on) 2 Page icons open pages that provide informa on or interac ve applica ons 3 System icons lead users to the personal profile page, Council staff contact informa on on the Council s website, and the Paycart 4 User informa on boxes detail Personal Info (le ), Groups the user is assigned to such as the team member group (center), and Documents that contain links to system informa on, such as this Naviga on Guide (right) NOTE: Group assignments are made by Council staff only MyCouncil Naviga on Guide 5

7 CHIEF ADMINISTRATOR DASHBOARD The chief administra ve officer (CAO) is the highest level user in a MyCouncil school account. The dashboard for a CAO contains at least 4 Page Icons: Applica ons, Schools, Users, and Uploads. APPLICATIONS: A lis ng of all applica ons in pending or completed status filed on behalf of the ins tu on. This is the page where new applica ons for various types of approvals are ini ated. Permission may be granted to other users on a school account to access these applica ons. (See Applica ons on page 9 and Permission informa on on pages ) This is also the page where links to team reports reside for those users who par cipate as members/leaders of visi ng teams. SCHOOLS: Link to the home school account, and to the account of any school the user may visit IF the user is a cer fied team member or leader. (See Schools on pages ) USERS: CAOs are the only users who have this op on in their dashboard. This page lists all faculty/ staff who are permi ed to view school informa on under the Schools tab. This is the page where CAOs invite or delete users from the school account, and where they grant or revoke permissions for access to interac ve applica ons. (See Users and Permissions on pages ) UPLOADS: Lists all home school documents uploaded by authorized users. (See Uploads on page 16.) MyCouncil Naviga on Guide 6

8 FACULTY/STAFF USER (LINKED) DASHBOARD Faculty and staff of ins tu ons invited by the Chief Administrator of a school are Linked users. They have been given access to view school informa on contained in MyCouncil. The dashboard for a linked user contains at least 2 Tab Icons: Schools and Uploads SCHOOLS: Links to the home school account, and to the account of any school the user may visit IF the user is a cer fied team member or leader. (See Schools on pages ) UPLOADS: Lists all home school documents uploaded by authorized users. (See Uploads on Page 16.) Faculty and staff of ins tu ons who are permi ed to use interac ve applica ons in MyCouncil will also have the Applica ons icon on their dashboard. APPLICATIONS: A lis ng of applica ons IF the user has been given permission to use by the CAO. This is the page where new applica ons for various types of approvals are ini ated. (See Applica ons on page 9 and Permission informa on on pages ) This is also the page where links to team reports reside IF the user is a cer fied team member/leader. MyCouncil Naviga on Guide 7

9 VOLUNTEERS (UNLINKED) DASHBOARD The dashboard for a volunteer user may not show any page icons at all, because by defini on, a volunteer user has not been linked to a home school account. They are invited to establish an account in order to serve on accredita on visi ng teams. But if the user is assigned to a team visit, the dashboard will contain 3 Page Icons: Applica ons, Schools, and Uploads. APPLICATIONS: A lis ng of links to team report applica ons for which the user has been invited to use by the COE Staff. SCHOOLS: Links to the school account for each school being visited. (See Schools on pages ) UPLOADS: Lists all documents uploaded by the visi ng team for official team reports. MyCouncil Naviga on Guide 8

10 PAGE ICONS Contains links to all interac ve applica ons and forms available to a user. 1 Search fields toward the top of the page give users the ability to find forms quickly by Status or Applica on (Type) as the list of forms grows over me. 2 The START NEW APPLICATION bu on below the search fields open new applica ons for comple on and submission. 3 The Column Headings School, Status, Applica on, Edi on, Reference # are addi onal ways users can sort the list of applica ons by clicking on the Column Heading (provides ascending/descending sort). 4 To open an applica on on the list, click a specific blue link under Applica on column

11 Contains links to home school informa on and schools being visited by team members/leaders. Click on any school listed to open detailed informa on pages about that school. 10

12 Once a school is chosen from the list of links available, the following informa on is displayed. Informa on on this page is ini ally imported from applica ons for candidate status provided by the ins tu on and is updated as changes occur throughout the ins tu ons rela onship with the Council. All informa on under the School page icon is provided to the U.S. Department of Educa on and other state, federal, and accredi ng agencies. 1. Links to pages for each campus of an ins tu on are provided at the bo om of this page, and once clicked, open addi onal pages of campus specific informa on. NOTE: This informa on can be printed by using CTRL+P. (Landscape or portrait format must be chosen depending on the user s preference and printer capabili es.) 1. 11

13 CAMPUS PAGES Campus pages contain contacts, addresses, and programs that are specific to that loca on. Programs listed for each campus must be ac ve programs. NOTE: This informa on can be printed by using CTRL+P. (Landscape or portrait format must be chosen depending on the user s preference and printer capabili es.) 12

14 This page is available to CAOs only. It contains the list of users invited by the CAO to view school informa on, and in some cases, to use interac ve applica ons on behalf of the school. 1 Search fields toward the top of the page give CAOs the ability to find users quickly by User Name or Campus Internal ID (Found on COE Invoices and Cer ficates of Candidate/Accredited Status). 2 The ADD USER bu on below the search fields enables the CAO to send invita ons to link users to the school s account. 3 The Column Headings Name, , Posi on, Applica on Permissions, School, and Last Login are addi onal ways CAOs can sort the list of users by clicking on the Column Heading (provides ascending/ descending sort). 4 To view more user informa on, click a specific user name. 5 To remove (or unlink) a user from the school s account, click the red trashcan icon on the right

15 * * ADDING PERMISSIONS * * Only the CAO of an ins tu on can grant applica on permissions to users. Permissions are grouped according to the categories described in the Handbooks of Accredita on, Chart of Substan ve Changes, are labeled accordingly, and apply in graduated levels as follows: Annual Report Only Access to the Annual Report only Programma c Applica ons Access only to all Programma c Forms and the Annual Report only Ins tu onal Applica ons Access to Ins tu onal and Programma c Forms and the Annual Report Governance Applica ons Access to all Forms and Applica ons (usually CAOs retain these permissions for themselves or assign them to high level administrators) Once the CAO clicks ADD USER, the following informa on is required and permissions can be granted using the field with the Applica ons Permissions drop down menu. 14

16 * * EDITING PERMISSIONS * * Once the CAO establishes a new user, permissions can be changed at any me a er users are invited to the school s MyCouncil file. Follow these steps to edit user permissions : 1. Go to the Users page and click on a user (a bio page for that user then opens) 2. In the upper right corner of the user s bio page, use the Applica on Permission drop down menu to change permissions. (Once a new permission is chosen, the change is saved in the system. No need to use a SAVE bu on to record the ac on.) 3. To REVOKE all permissions, but retain the user on the school s list of users, simply choose the small dash ( ) at the top of the drop down menu. (Again, this ac on will save on its own. No need to use a SAVE bu on.) 15

17 This page is the school s MyCouncil filing cabinet where a achments for applica ons filed with the Council are stored and other required submissions can be uploaded. Uploads are sorted by type: Global, Campus, and Applica on: 1. GLOBAL DOCUMENTS: Apply to the en re ins tu on (including all campuses). Examples of these documents are: Ins tu onal catalogs, financial statements, other documents specifically requested by the Commission or COE Staff to be uploaded into MyCouncil/Uploads. 2. CAMPUS DOCUMENTS: These are documents that apply to a specific campus exclusively. Examples of campus documents are: state approvals for specific loca ons of the ins tu on, catalog supplements published for branch/extensions/instruc onal service centers, other documents specifically requested by the Commission or COE Staff to be uploaded into MyCouncil/ Uploads. 3. APPLICATION DOCUMENTS: These documents are those that are uploaded during various interac ve applica on processes (filing the Annual Report, comple ng a New Program applica on). Also, this is the page where addi onal documents specifically requested by COE staff can be provided to the Council during the processing of applica ons (if requested). Documenta on uploaded to fulfill applica on requirements (including the Annual Report) will not appear on this page un l the applica on is approved. 16

18 SPECIAL PAGE ICON For the COE Federal Community A forum (blog space) provided for users linked to Federal ins tu on accounts in MyCouncil. Any user who is currently linked to a Federal ins tu on has access to the forum under the Community page icon. Logging in to MyCouncil provides access to this space no addi onal log in informa on is required. However, when users log out of the Community using the avatar in the upper right corner, they are logged out of MyCouncil as well. More informa on about the Community is available within the forum. 17

19 HOW DO I..? Return to the main dashboard? Click on the Council logo in the upper right corner of the screen. Update my personal informa on? Use the My Profile op on in the upper right corner of the dashboard. You can change your address, telephone, tle, name on this page. Change the contact informa on in my account? Change to home ins tu on: If you have changed employment and are located at a different COE member ins tu on, you must contact CAOs of both ins tu ons to unlink you from one account and link you to the other. (Only CAOs can link users to an ins tu on account and grant permissions for interac ve applica on access.) No longer associated with a COE ins tu on: Many users re re or change employment to non COE related ins tu ons/organiza ons. These users may s ll par cipate in Council ac vi es (serving on team visits or commi ees). Contact the CAO of your former home school to be sure you are unlinked from the school account. Update your address, if necessary, by using the MyProfile op on and update your address in the appropriate field. Add my account to a new user group? Only Council staff control access to user groups (CAOs, Team Members, Users). Use the Contact op on in the upper right corner of the dashboard to COE staff with your request. File an applica on for my ins tu on through MyCouncil? Go to the Applica ons page, click START NEW APPLICATION, choose the appropriate campus and type of applica on and click SAVE. A link to the new applica on will then appear in the list of available op ons. Click the applica on link to begin comple ng the applica on. (Applica on choices will be expanded as they become available for use. Permission to use Applica ons must be granted by the CAO of the ins tu on.) Update the informa on on my BioData page for team visits? In MyProfile, click the BioData tab and edit the informa on as needed. Click SAVE CHANGES at the bo om of the BioData page to record changes. 18

20 File the Annual Report for my ins tu on through MyCouncil? Go to the Applica ons page, click START NEW APPLICATION, choose the main campus and the Annual Report applica on and click SAVE. A link to the current version of the Annual Report will then appear in the list of available op ons. Click the newly added link to begin the Annual Repor ng process. (CAOs and Accredita on Liaison Officers are ed when Annual Reports are ready for comple on through MyCouncil.) Only one Annual Report link can be added to the Applica ons page each year. CAOs must permit users to access interac ve applica ons. If no Applica on page icon appears in your account, contact your CAO to discuss gaining access to these features. Make changes to ins tu on informa on? Changes to most of the informa on displayed on the Schools page or specific campus pages are made by Council staff a er applica ons have been filed and granted approval. Refer to the Substan ve Change Chart in the latest edi on of the Handbook of Accredita on to determine if an applica on is required. Some informa on (such as phone numbers, names of liaison officers, or changes to mailing addresses [not street addresses]) can be updated by submi ng an no fica on of the change). If the Chief Administra ve Officer of the ins tu on has changed, an official no fica on on ins tu on le erhead must be submi ed to the Council via by the new Chief Administra ve Officer. Applica on choices in MyCouncil will be expanded as they become available for use. If the applica on you seek is not available in MyCouncil, use the forms provided on the Council s website ( ons and Forms). Permission to use Applica ons in MyCouncil must be granted by the CAO of the ins tu on. Get a BioData tab added to MyProfile page? The BioData tab appears on the MyProfile page only if the user has a ended a Council sponsored team member or team leader workshop and has their ac ve cer fica on on file. Team member/ leader cer fica ons are valid for 3 years and must be renewed before their expira on to maintain ac ve status in the pool of possible visitors. If your account does not have a BioData tab available in MyProfile, but you have current cer fica on as a team member/leader, contact the Council office via phone or to have this issue corrected. If your cer fica on has expired, sign up for the next scheduled team member/leader workshop. BE SURE you keep your BioData page up to date so that Council staff can invite you to appropriate site visits and make appropriate assignments for you during your team visit. 19