ADMINISTRATOR USER GUIDE

Transcription

1 ADMINISTRATOR USER GUIDE

2 Table of Contents Frequently Asked Questions Screen Map... 8 Welcome Message... 9 Corporate Administration Unit... 9 View Course Catalog... 9 Registration/Purchasing Module Purchase Hours Hour Assignment Manager Subscription Assignment Manager Corporate Administration Module Set Course Timer Admin Setup Module Add Admin Account View/Edit Admin Account Delete Admin Account Multi-School Administration (MSA) Add MSA View/Edit MSA School Administration Add School View/Edit Schools Student Administration Add Student View/Edit Student Courses View/Edit Student Profiles Remove Students Progress Reports Corporate Report MSA Report School Report Student Report F.A.M.E. Documentation User Guides Page 2

3 Frequently Asked Questions What is F.A.M.E.? F.A.M.E. is ChildCare Education Institute's state of the art, Faculty Administrative Management Expert. It is a proprietary system allowing national child care chains, child care organizations, referral agencies, centers and schools to manage staff training in one convenient online management tool. Who is F.A.M.E. designed for? F.A.M.E. is designed exclusively for the childcare industry. What are the benefits of F.A.M.E.? Once logged into F.A.M.E., students, administrators and corporations have the ability to control all aspects of professional development. If the purchase was center-based, each franchise owner or corporate headquarters will have administrative control over all schools and users under their ownership. The MSA (Multi School Administrator) function can also be delegated to the appropriate person at each school. This MSA Administrator will then have access to each staff member's professional development progress including a complete record of all training completed by the student in one easy report. Will I only be able to access F.A.M.E. on the computer I used to create the account? No. Access is available at almost any computer with an internet connection and a web browser. Simply log in to F.A.M.E. using your assigned username and password and you will be greeted with your familiar F.A.M.E. home page. Can two people have the same user ID? No. Every user ID is unique to each user. Is an address required? Yes. An address is required to receive the new account validation as well as various other correspondences. Can one address be used for multiple accounts? No. To reduce the potential for fraud or a breach of privacy, every user must have a unique address. Where can students sign up for a free account? Free accounts are available at many websites such as Yahoo! or gmail.com. Page 3

4 What are the technical requirements for taking courses through the F.A.M.E. System? To access F.A.M.E. your computer should meet these minimum requirements: Windows 98 or greater operating system or Mac OSX operating system Adobe Reader (a free download available at An internet connection The Mozilla Firefox browser is recommended for using F.A.M.E. It is a free download available at Alternately, you may use Internet Explorer version 7.0 or greater. While a dial-up connection will work, a high speed connection is recommended if at all possible. You may find that certain tasks will become time consuming if you access F.A.M.E. with a dial-up connection. Can I access F.A.M.E. using AOL? While F.A.M.E. has been designed to reach the most people with the least amount of outside interference, there are issues with the AOL browser that cannot be worked around at this time. If you are an AOL user, please access the internet using AOL as you normally do, then minimize the AOL greeting window and launch an internet browser such as Firefox or Internet Explorer. Is F.A.M.E. secure? Yes. You may verify that CCEI is using a secure Turbo SSL server with state-of-the art 256-bit encryption by clicking the GoDaddy.com Secure Web Site Verification Seal at the lower right-hand corner of the F.A.M.E. home page. What is the difference in the privileges for the various administrator account types? The privileges for F.A.M.E. are based on the hierarchy below: Corporate Administrators have the ability to administer all students, MSA's and schools MSA Administrators have the ability to administer more than one school School Administrators have the ability to administer only one school Students have no administrative privileges beyond those associated with the management of their own courses and personal information What functions are accessible through F.A.M.E.? The following functions are available depending upon your administrative level: Purchase of Professional Development hours via credit card Assignment of previously purchased Professional Development hours to yourself, individual schools or directly to individual students Course delivery and tracking for Students Transcript and Certificate access for Students Full reporting functionality at Corporate, MSA, School and individual Student level What information is included on reports? Reports include courses completed, courses in progress and last date of student activity. It also shows cumulatively the total hours completed by students, schools, MSAs, and corporations. Corporate reports are customizable, giving corporations the ability to build reports that achieve their respective professional development reporting needs. Page 4

5 What can students do from the Student Module? Students may enroll for courses, purchase Professional Development hours, purchase a CDA program, take courses via online delivery, and view & print their transcript and course certificates. How much time is one course? On average, most courses will take approximately one hour to complete. How many Professional Development Courses are available online? There are over 100 courses and growing. How many students may use one subscription? Only the student assigned to a subscription can use it. Student information is personalized within the subscription and transcripts & certificates will print with the name of the assigned student on them. Will the Professional Development Online Courses count toward CEU credits? CCEI is approved as an Authorized Provider by the International Association for Continuing Education and Training. All CCEI Professional Development Online Courses are awarded IACET CEU credit. What is the difference between Professional Development Courses and Certificate Programs? Professional Development Courses are generally used towards regular annual state licensing requirements and the student may select the courses they register for. Certificate programs have a set syllabus used by the student and must be adhered to for completion of that certificate. How do I get an Administrator password? Administrator passwords are available to schools or corporations that purchase center-based subscriptions. Administrator passwords are unavailable to, and not needed by, students. What is the effective date of my subscription? While access to the F.A.M.E. system is available immediately upon purchase, the effective date is on either the 1st or the 15th of the month purchased. For example, if you enroll on the 17th of the month, your subscription effective date is the 30th, yet you will have immediate access to the system. Additionally, subscription plans are non-refundable and non-transferable. What happens to purchased courses that students have not completed by the end of their subscription? Subscribers will receive an prior to the expiration of their subscription. As long as they renew prior to the expiration date, any remaining courses will carry over. Should a subscriber not renew, all remaining incomplete courses are deleted. Can current CDA Program students purchase additional hours? Students enrolled in CCEI's CDA certificate programs, who wish to take additional Professional Development courses not included in their CDA certificate program of study may do so by logging into their CCEI FAME account and clicking on the Register for Professional Development Courses link. Page 5

6 Will the Online Professional Development Hours count toward annual licensing requirements in my state? In most cases, with CCEI working in conjunction with the state, any obstacles can generally be overcome. CCEI is currently in discussion with individual states to gain additional approval. Contact CCEI's Licensing and Research Coordinator at (800) , ext. 521 for clarification on your particular state. What is the benefit of having the class time requirement function? A Corporate Administrator can set a time limit on courses to ensure that students move at an appropriate pace through their courses. Normally a time limit is set only to comply with local regulatory requirements. Corporate Administrators should check their local regulatory requirements to see if this feature is required. Can I print a copy of the F.A.M.E. Terms and Agreement? Yes. It can be found at Is there a limit as to how many staff members can be created and given subscriptions in one session? The number of staff you input is only limited by the number of licenses/subscriptions purchased. Can staff members update their own personal information? Users may update most of their personal information by logging in to the site and clicking Edit Personal Settings. The organization's administrator can also update the information of their assigned users, but may not edit Social Security numbers or make transcript deletions or changes. No user at any administrative level has the ability to change a user's name. Name changes are handled on a case-by-case basis by CCEI and in most instances requires copies of official documentation to justify the name change. What if I delete a staff member who still has available block hours assigned to their user account? The remaining Professional Development block hours will be credited back to the school and can then be assigned to other users. If a student leaves their current center, is their subscription transferable to the new center? An individually purchased subscription will go with the student that purchased it, but center-based subscriptions are non-transferable. Are you saying then that Center-Based Subscriptions are non-transferable to either another person or another location? Yes. Page 6

7 If a student cannot finish a course in one sitting, will they have to start the course over from the beginning? No. Upon logging back in, students may resume a course exactly where they left off. All incomplete classes are available under Current Courses. Once the course is located they may simply click the Resume Course link. How do I know which classes a student has completed? Students may view their completed courses by clicking Completed Courses. Under Completed Courses students may review most courses, as well as view and/or print their individual certificates. Administrators may click the Student Reports link, select a student, and view a summary transcript for that student. Where does a student view their own transcript? Students may access their own transcript by clicking the View Transcript link. Who owns the transcript? The student owns their own respective transcript, no matter who purchased it. Where are student certificates located? Under Completed Courses students may review most courses, as well as view and/or print their individual certificates. In order to view the certificates they must have Acrobat Reader installed. This free tool can be downloaded at Administrators do not have direct access to student certificates. Instead, Administrators may click the Student Reports link, select a student, and view a summary transcript for that student. Can students use their student transcript for childcare hours? Yes, in most cases/states, transcripts may be used for tracking purposes. You may still be required to have printed certificates for your licensing surveyor to review. The transcript will be much more accessible to review rather than the many individual papers you may have in your training file. What if I would like to take additional courses on my own? Can I pay separately? Absolutely, you may purchase additional hours online using a credit card. Remember, however, that if you have already purchased an Unlimited Annual Subscription there may be no need to purchase additional hours. What if I have any questions or experience trouble accessing F.A.M.E.? How can I get help? You may contact CCEI's Help Desk at (800) ext The Help Desk attendant will be glad to assist you with any technical issues you may experience. Please direct any sales related questions to the Operator at (800) Page 7

8 Welcome to ChildCare Education Institute's Faculty Administrative Management Expert (F.A.M.E.). The F.A.M.E. System can be accessed at Administrators should see a screen similar to the one below: Page 8

9 Welcome to F.A.M.E.! If you are a new user, click the Enroll Here button in the navigation menu to set up an account. You will be prompted for your personal information and the password you wish to use with this account. You will also have the opportunity to enroll in a free demo course. Click the I Agree button at the bottom of the page and a welcome will be sent to the address that you provided. The welcome normally arrives within 30 minutes. If it does not arrive, please check the spam filter settings associated with your account, as well as the trash to see if the spam filter has automatically discarded it. If you do not receive an , please contact the CCEI Help Desk at (800) ext Please follow the directions included in your welcome to activate your account. If you have already signed up for an account and have received your welcome , enter your assigned username and password. Users seeking to utilize the Administrative functions should log in by clicking the Administrator Login button. Users with both Administrative and Student permissions that are attempting to access classes should click the Student Login button. All users logging in for the very first time will be prompted to verify their address, and may be prompted to provide their SSN and other information. At this time users must input the required information and agree to the terms and conditions before access to F.A.M.E. is given. Corporate Administration Users logged in as an administrator have access to the corporate administration functions listed on the left side of the screen in the Navigation Bar (detailed below). View Course Catalog This option allows administrators and students to view a comprehensive list of all available CCEI courses and their descriptions. Page 9

10 Registration/Purchasing Module Purchase Hours Using a credit card, a corporation may purchase the desired number of professional development hours to be distributed by a corporate administrator to specific schools by using the Hour Assignment Manager. Select the number of training hours to be purchased, click Set Quantity, and you will arrive at the Product Purchase confirmation screen. At this time review the details of existing hours and the amount of hours that you wish to purchase. If the amount is incorrect, click the Change link adjacent to the quantity shown- this returns you to the previous screen where you may set the correct amount of hours that you wish to purchase. Click Set Quantity and review your purchase once again. If the amount is correct, check the box indicating that you agree with the Professional Development Hours Terms and Agreements, and then click Continue with Purchase. You will then be prompted to provide your credit card payment information. Input your credit card payment information and click Process Payment to complete the purchase. Hour Assignment Manager A Corporate Administrator may assign purchased Hours to users at either the MSA (Multi Site Administrator), school, or student level. The Hour Assignment Manager screen allows the user to view the total Hours Available for distribution. The number of hours available appears at the top of the section. The number of hours to be assigned is first entered into the Amount to Assign input box. Next, an MSA, School or Administrator is selected in the Assign Hours To drop-down menu. To move to the next step, click the Continue button. You will be prompted to select the recipient MSA, School or Student. Once selected you may either Go Back and change your selection, or click the Continue button. You will be prompted to confirm the hours just assigned, or given the opportunity to go back and change your selection. Once confirmed, you may return to the Hour Assignment Manager, the Homepage, or you may navigate to another section via the main navigation bar on the left. Page 10

11 Subscription Assignment Manager The FAME Subscription Assignment Manager is a search-driven utility designed to aid in the distribution of subscriptions. You can search for subscriptions to manage by the following criteria: School Name School's Corporation School's MSA School's City Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. TIP! Clicking the Submit button with an empty Search field will display all available results for the Search category chosen. For example, selecting School Name and clicking Submit with a blank Search field results in all schools being displayed. Once the search process has been completed and the appropriate recipient has been selected, you will be shown the following information: Subscription Type Effective Start and End Dates Active Licenses Used Unused Licenses Remaining A list of existing recipients both with and without active licenses Administrators can then check the box adjacent to a recipient's name and click the Submit button to activate a license. Recipients with existing licenses will have a greyed-out, inactive check box as well as a Subscription Start and Subscription End date. After assigning a license, you will return to the Subscription Manager where both your Active and Unused licenses will display updated totals. Corporate Administration Module Set Course Timer The account setup module provides the option to set a class timer for the purpose of setting a time limit on how long a student is allowed to complete a course. The timer applies simultaneously to all students and classes within your organization. No Timer is selected by default, allowing students more flexibility and time to study and review course material while taking the course. If you desire to set a time limit from 15 minutes to 60 minutes per course, select the desired length of time from the drop down menu and click on the Set Course Timer. This feature is only available at the Corporate level of Administration. Page 11

12 Admin Setup Module Add Admin Account The FAME Add Admin Account manager is a search-driven utility designed to aid in the creation of new accounts to which you want to give Administrative privileges. If you need to give Administrative privileges to existing student users, please see the View/Edit Student Profiles section. You can create new Admin accounts under existing: School Name School's Corporation School's MSA School's City School ID By choosing the appropriate category and entering the School Name, School's Corporation, School's MSA, or School's City (as appropriate) you will be able to create a new Admin at each of these levels. Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Once the search process has been completed and the appropriate result has been selected, you will be able to enter the demographic information for your new Admin Account. Once the information has been entered, click the Request Enrollment Now button. You will now be notified whether or not the account was created successfully and be given valuable information in regards to the new Admin Account. You may now Add Another Admin Account or Return Home. Of course, you may use the main navigation bar on the left of the screen at any time. View/Edit Admin Account The FAME View/Edit Admin Account manager is a searchdriven utility designed to aid in the editing of existing Admin accounts. You can search for the desired Admin Account by: User Name First Name Last Name User User School User MSA User Corporation By choosing the appropriate category and entering the desired search criteria you will be able to view and edit Admin accounts at each of these levels. Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Page 12

13 Once the search process has been completed and the appropriate administrator has been selected, you will be able to change the demographic information in their account. Editable fields are marked with Edit links to the right of the respective editable fields. Clicking an Edit link will allow you to change the information that it relates to. Editable fields include: Administrative Level Address Home Phone Work Phone Cell Phone Address Education Level Occupation Center/School Name Delete Admin Account The Delete Admin Account function may be used by an administrator to remove administrator level privileges from account holders who resign, are terminated, or those whose roles within the center change and the no longer require access to the F.A.M.E. system. The FAME Delete Admin Account manager is a search-driven utility. You can search for existing Admin Accounts by: User Name First Name Last Name User User's School User's MSA User's Corporation By choosing the appropriate category and entering the desired search criteria you will be able to remove Admin Accounts at each of these levels. Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Once the search process has been completed and the appropriate administrator has been selected, click the Select button at the bottom of the results. You will be asked for confirmation of the account deletion. Click the Confirm User Removal button to remove the student. You will then be given the option of Deleting another administrator or returning to the Home screen. MSA Administration Add MSA The FAME Add MSA manager is a search-driven utility designed to aid in the creation of MSA accounts based on existing corporations. New MSA s are created under the jurisdiction of your corporation accounts. You can search for existing corporation accounts by: Corporation Name Page 13

14 Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Once the search process has been completed and the appropriate result has been selected, you will be able to enter the demographic information for your new MSA Account. Once the information has been entered, click the Create MSA button. You will now be notified whether or not the account was created successfully and be given valuable information in regards to the new MSA Account. You may now Add Another MSA Account or Return Home. Of course, you may use the main navigation bar on the left of the screen at any time. View/Edit MSA By choosing the appropriate category and entering the desired search criteria you will be able to view and edit MSA Accounts at each of these levels. Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Once the search process has been completed and the appropriate MSA has been selected, you will be able to change the demographic information for the MSA Account. Editable fields are marked with Edit links to the right of the respective editable fields. Clicking an Edit link will allow you to change the information that it relates to. Editable fields include: Address Home Phone Work Phone If you need to change the MSA assigned to a particular school, please see the section titled View/Edit Schools. School Administration Add School The FAME Add School manager is a search-driven utility designed to aid in the addition of new School account information, based upon existing MSA's. New schools are created under the jurisdiction of your MSA accounts. You can search for existing MSA Accounts by: MSA Name MSA's Corporation MSA's City By choosing the appropriate category and entering the desired search criteria you will be able to add new schools to the MSA. Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Page 14

15 Once the search process has been completed and the appropriate MSA has been selected, you will be able to add the necessary information to create a new school. View / Edit Schools The FAME View/Edit Schools manager is a search-driven utility designed to aid in the editing of existing School account information. You can search for existing School Accounts by: School Name School's Corporation School's MSA School's City By choosing the appropriate category and entering the desired search criteria you will be able to view and edit MSA Accounts at each of these levels. Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Once the search process has been completed and the appropriate School has been selected, you will be able to change the demographic information for the School Account. Editable fields are marked with Edit links to the right of the respective editable fields. Clicking an Edit link will allow you to change the information that it relates to. Editable fields include: Address Phone Fax Center/School Associated MSA Name Student Administration Add Student The FAME Add Student manager is a search-driven utility designed to aid in the creation of new student accounts. You can create new student accounts under existing: School Name School's Corporation School's MSA School's City By choosing the appropriate category and entering the School Name, School's Corporation, School's MSA, or School's City (as appropriate) you will be able to create a new student at each of these levels. Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Once the search process has been completed and the appropriate result has been selected, you will be able to enter the demographic information for your new Student Account. Once the information has been entered, click the Request Enrollment Now button. You will now be notified whether or not the account was created successfully and be given valuable information in regards to the new Student Account. Page 15

16 You may now Add Another Student (with or without Administrative privileges), Add Courses to New Student or Return Home. Of course, you may use the main navigation bar on the left of the screen at any time. View/Edit Student Courses The FAME View/Edit Student Courses manager is a searchdriven utility designed to aid in the editing of existing user's courses. You can search for the desired Student Account by: User Name First Name Last Name User User's School User's MSA User's Corporation By choosing the appropriate category and entering the desired search criteria you will receive a list of results. Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Once the search process has been completed and the appropriate student has been selected, you will be able to assign courses to the student. Courses for which the student is already registered are indicated by a green check-mark adjacent to the course number. Available courses are indicated with an empty box. To assign a course, click inside an available check box, scroll to the bottom of the course list and click the Submit button. Review the information to confirm it is the correct course(s) you would like to assign to that user, select a method of payment then click Continue Registration. A confirmation screen will appear with all relevant information about the course selection. Click Complete Registration to complete the course assignment. View/Edit Student Profiles The FAME View/Edit Student Profiles manager is a searchdriven utility designed to aid in the editing of Student Profiles. You can search for existing Student Profiles by: User Name First Name Last Name User User's School User's MSA User's Corporation By choosing the appropriate category and entering the desired search criteria you will be able to view and edit Student Profiles at each of these levels. Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Page 16

17 Once the search process has been completed and the appropriate student has been selected, you will be able to change the demographic information in their account. Editable fields are marked with Edit links to the right of the respective editable fields. Clicking an Edit link will allow you to change the information that it relates to. Editable fields include: Administrative Level Address Home Phone Work Phone Cell Phone Address Education Level Occupation Center/School Name Remove Students The Remove Students function may be used by an administrator to delete staff members who resign, are terminated, or those whose roles within the center change and the no longer require access to the F.A.M.E. system. The FAME Remove Students manager is a search-driven utility. You can search for existing Student Accounts by: User Name First Name Last Name User User's School User's MSA User's Corporation By choosing the appropriate category and entering the desired search criteria you will be able to remove Admin Accounts at each of these levels. Select the appropriate category from the drop-down menu. Enter your search criteria in the available box and click the Submit button. You are presented with your results. Once the search process has been completed and the appropriate student has been selected, click the Select button at the bottom of the results. You will be asked for confirmation of the account deletion. Click the Confirm User Removal button to remove the student. You will then be given the option to Delete Another Student or returning to the Home screen. Progress Reports Corporate Report This option is available to meet the needs of your corporation. Please contact ChildCare Education Institute for details at (800) Page 17

18 MSA Report MSA s have the ability to monitor the use of hours assigned to each school/center. Select an available MSA and click Get Report. School Report An administrator may view the status of staff training within a center. The school report shows each staff member, the hours they have available, and the course hours completed. To view this report, select a school from the drop down menu from the Select School box. Click Get Report to view the report for the selected school. Student Report The Student Report allows the administrator to view the professional development completed by individual staff members. This report may be used for licensing documentation, staff review documentation and professional development growth. F.A.M.E. Documentation User Guide Clicking the User Guide link will trigger the download of the FAME User Guide. The Acrobat Reader plug in is required to view the CCEI F.A.M.E. User Guide. This free download is available at For security purposes, please remember to log out at the end of your session by clicking Log Out at the top right of the FAME interface. Page 18