itslearning Administrator Guide

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Cuthbert Garrett
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1 itslearning Administrator Guide January 2018

2 Contents Contents... 1 Introduction... 2 Courses and Students User and Access Rights Supervisors Workflow Hierarchy Courses Communities Resource Management Terms Learning Objectives Repository Manage Settings for Learning Objective Reports Manage Parent Dashboard Trash Can Letter Templates...9 Settings Edit Global Settings Profiles Policies Manage Apps Logs and Services Manage API Manage Enterprise Web Services Data and Reports Storage distribution report Logins report Course Visits Report Licenses Advanced Reporting Customized Reports

3 Introduction Every organization must appoint users responsible for maintaining structure, accounts, and dashboards in itslearning. These users are called administrators. If this responsibility is divided between several people, it may be practical to divide the total responsibility into various responsibility areas. In small organizations, it is often practical that one person takes care of all administrative tasks. In that case, an alternate should be prepared to assume the administrator role in case of sickness or other absence. All administrators have an Admin tab in the main menu. System Administrator The system administrator has superior responsibility for the structure of the site. It is recommended that the user account of the system administrator is used exclusively to change settings and get information that applies to the site as a whole. If the system administrator also works as a teacher, all work with courses and educational activity should be done with another user account. To keep the roles separated, the platform is delivered with a default setting preventing the system administrator from working with courses. The interface for system administrators only allows them to work with the administration of itslearning. School Administrator Administrator rights are provided by the system administrator. This means that the system administrator and administrator cannot be the same person, but that the administrator profile is created based on the tasks the administrator is supposed to do. An administrator basically has two areas of responsibility: 1. Administrate persons, hierarchies, courses, and groups for a school or organizational unit. 2. Manage school dashboards and information. The image shown contains all options available to system administrators. There are four sections within this menu: 1. Courses and Students 2. Settings 3. Logs and Services 4. Data and Reports 2

4 Courses and Students 1.1 User and Access Rights In user and access rights, you can add, edit, and delete the users of your site. New users must be registered in itslearning and be provided with a username and password before they can be added to courses. There are three different methods of registering users in itslearning: 1. By an import from your student information system (SIS). 2. By importing from a file. 3. By manually adding users from the Admin menu. Only administrators can add users to itslearning. Importing Users from a File The Import from file function allows you to import batches of users with a single operation. You can, for example, make the list in Excel, export it as a CSV file, and then import it into itslearning. When creating the file, set it up similar to this: Note: You can choose to include a preset password, or allow the system to create an initial password for users when importing users manually. If you allow the system to create the initial password, the users will be prompted to set a new password when logging in to the platform for the first time. Searching for Users Existing users can be searched for by name, profile, hierarchy, course, username, etc. This search reveals when users were created and when they last logged in. Users can be edited by clicking on an icon to the right. Icon Description Delete: Click this icon to delete the user. Edit: Here you can edit user information, personal information, and account information. Progress report: Allows you to see the progress report of the user. Attendance reporting: Allows you to see absences of the user. Print: Click this icon to print a new username and password. Click this icon to send an with username and password to the user. Please note it will reset the password for the user. 3

5 Editing Users There are seven tabs when editing users. Each tab provides information about the user and options to modify these settings. 1. General: Allows the administrator to modify personal and account information. 2. Hierarchy: Provides visibility and modification settings for the user s hierarchy memberships. 3. Password: Reset the user s password. 4. Policies: View or update policies. 5. View Permissions: View the user s permissions. 6. Parent/Child: View or update any parent/child relationship 7. Communities and Courses: Lists all courses and communities in which the user is enrolled. 1.2 Supervisors Administrators are able to identify users in your site that will be mentors. Along with identifying mentors, you will be able to assign the students that mentors will be able to create individual learning plans for inside the platform. Also in this area, you will be able to change the name of the tool and the name of the role. By default, the name of the tool and the name of the role are both set to Mentor. 1.3 Workflow Workflow allows you to set the visibility of the workflow overview for attendance, behavior, and assessment. The workflow page consists of three tabs, with workflows for attendance, behavior and assessment. The overview is similar for attendance, behavior, and assessment; each is divided into three phases: course, group, and organization. Course teachers are responsible for the course phase, mentors handle the group phase, and an organizational supervisor typically an administrator is responsible for the organization phase. 4

6 1.4 Hierarchy A hierarchy is the organizational structure of a school or district. The school or district itself is at the top of the hierarchy with subhierarchies added for schools, users, classes, courses, etc. As users are added to a site, they are assigned to a hierarchy, providing a clean and organized structure. Users can be sorted and searched by hierarchy. If you are integrating with a student information system (SIS), hierarchy and user creation is automated. It is possible to manually add additional hierarchies. Setting up Hierarchies Manually It is important to define the root hierarchy as an Site. You cannot not add a site under a site. The organizations for which you want to add terms, policies, and privacy rules must be defined as a Site or School. The logical rule is as follows: one site, and several schools within that site, but not several schools within a school. If schools have sub-hierarchies, such as classes, they should have the hierarchy type Class, while groups within the class should have the Group hierarchy type. Below a hierarchy defined as School, you can have hierarchies defined as Class, Group, and Not defined. External Administrative Systems Some districts may utilize a SIS that automatically synchronizes the user data of the students with itslearning. Such systems can, in most cases, synchronize to which courses and hierarchical structure the students belong. The basic structure is created before the school starts a new school year or semester. Roles in the hierarchy There are four roles in a hierarchy: Administrator, Employee, Student, and Guest. These roles cannot be changed, and must not be confused with profiles. The local administrator is responsible for managing the school s dashboard. 1.5 Courses Course administration provides administrators with an overview of all of the courses on the site. School administrators will have access only to the courses within their own hierarchy. Administrators are able to view when and by whom the courses were created, last visited, last updated, and the number of enrolled participants. Administrators are able to enroll themselves in a course by clicking on the Enroll me option. Once in a course, administrators may add users or create and modify content. Within the course administration menu, administrators may also: Add courses/communities Delete courses/communities Archive courses/communities Unarchive courses/communities 5

1.6 Communities Community administration functions in a similar way as do courses. Within the communities menu, administrators may choose to add participants to a community. 1.

These resources may include mobile devices such as an ipad or laptop cart, mobile interactive whiteboard, or science lab materials. To list a resource, click on Add resource.

When adding an event, users will find an option to add a resource. It is here that they will find a list of resources from which to choose. 1.

7 1.6 Communities Community administration functions in a similar way as do courses. Within the communities menu, administrators may choose to add participants to a community. 1.7 Resource Management Administrators are provided with the option to create a list of resources that staff, students or guests may reserve and use. These resources may include mobile devices such as an ipad or laptop cart, mobile interactive whiteboard, or science lab materials. To list a resource, click on Add resource. Then, include all necessary details and save. Users that this resource is now available for will be able to book the resource by adding an event to the calendar. When adding an event, users will find an option to add a resource. It is here that they will find a list of resources from which to choose. 1.8 Terms A term is a grading period or a block or weeks during which an organization holds classes. These divisions may semesters, quarters, or trimesters and must be established prior to using the grade book. If integrating with a student information system, the terms will be created during integration. 6

1.9 Learning Objectives Repository The local learning objective repository is in addition to the national or state learning objective repository, and allows you to load learning objectives specific

8 1.9 Learning Objectives Repository The local learning objective repository is in addition to the national or state learning objective repository, and allows you to load learning objectives specific to your site to the platform for teachers to use in their courses. These learning objectives might be for professional development for teachers, or for subjects that are specific to your district. Managing learning objectives in the repository After clicking Learning Objectives Repository, you can select the site or school for which you want to manage the learning objective repository in the Select an organization drop-down. Some users may not see this option, in which case the repository they are allowed to manage opens right away. The tree structure of the learning objective repository contains four levels that are distinguished by different icons. Icon Level Type Description Folder Used to organize subjects, for example, by educational levels such as elementary or secondary. Subject This contains a set of learning objectives that share a common context, for example, History, Geography, or Math. When a subject is published, the icon turns green. Category Used to organize learning objectives within a subject, for example, Critical thinking and problem solving. Using categories is optional, but it may make it easier for teachers to find the learning objectives. You can add categories within categories to create more levels. Description The actual learning objective that can be used in plans, elements such as tests or assignments and be assessed and reported on. Creating a CSV import file Manually adding elements to the learning objectives repository is timeconsuming, but it is possible to import a finished structure from a CSV file. The import file must be built using a specific structure, and an example file is available for download from the platform. To access, navigate to the Learning Objective Repository, select your hierarchy, and then click on the ellipsis. In the dropdown, choose Import curriculum. The example file will be hyperlinked in the Import screen. The file must have five columns: Column ID ParentID Title Description Type Description A combination of alpha-numeric characters that must be unique. If an ID already exists, the existing ID will be updated instead of created. A reference to an ID that decides where to place the row in the navigation tree. If you have a learning objectives that belongs in the category with ID 597, specify ParentID 597 for all rows that belong under this ID. Without a ParentID the level will be created in the root folder. Plain text and a maximum of 255 characters. Plant text and a maximum of 1024 characters. Identifies the element as a folder, subject, category, or learning objective. Type must be one of Folder, Subject, Category, or LO (LO is short for learning objective). Typing anything else in this column will prevent the import. Publishing repository content Content you add to the repository is not available to teachers right away. To publish, select a subject in the navigation tree and click the Publish links. You can either choose to publish all content in a structure, or publish content in different levels. If you decide to withdraw content in the repository, click the unpublish link. 7

9 1.10 Manage Settings for Learning Objective Reports Mastery When measuring learning objective or standards mastery, the mastery settings must be set at the organizational level and may be done at the site or school level. When selecting an organization to modify the mastery settings, there are five main settings. This setting allows you to select an outcome status as a threshold for mastery and decide how many times it must be reached before the objective is considered mastered. Assessment Outcome Statuses This setting allows you to decide the statuses (assessment outcomes) for standards mastery reporting. The starting percentage must be defined for each status used. (Image to right) Reoccurrence Rules for Mastery Specify how many times the students need to meet the expected level before the learning objective is considered mastered. A recurrence setting is useful to eliminate effects of flukes. Default Achievement Levels Achievement levels allow you to define several levels on which the criteria for an objective can be demonstrated. If the option to calculate overall assessment based on criteria is checked, then an option from the assessment scale such as a grade will be suggested based on the criteria based assessment if you use both to assess an activity. Assign Tasks Allow tasks to be assigned directly from the report. Students that struggle with a learning objective can have tasks assigned to them directly from the report Manage Parent Dashboard The layout of the parent dashboard can be customized at the site or school level. The default view of the parent dashboard includes a variety of blocks with aggregated information. These blocks may be removed, modified or rearranged. Additional blocks may be added by selecting the ellipsis in the upper right-hand corner. 8

10 1.12 Trash Can When users, courses, communities, or terms have been deleted, they is transferred to the trash can. They are stored here until in quarantine until they are permanently deleted. It is in this trashcan that administrators may search for and restore or permanently delete items Letter Templates Letter templates are used when the attendance and/or behavior systems are being utilized. These systems are not typically used in the U.S. If you are interested either of these systems, please reach out to your itslearning representative for more information. Settings 2.1 Edit Global Settings Global settings affect the entire itslearning site, and only system administrators have access to these options. There are global settings related to courses and students as well as general settings. Within this menu, there are a subset of settings. Set Default Course Settings This menu allows the administrator to select the elements that will be enabled when users create new courses. Individual Learning Plans This section allows the administrator to change the name of the tool or the name of the plan. Assessment Settings The system administrator should set the grading scale for assessments prior to course creation or site usage. It is important that district/school guidelines and/or members of the assessment or curriculum teams are consulted. It is recommended to select the option for score as an assessment alternative. Features and Security It is in this menu that all global settings are enabled or disabled. Your itslearning representative will walk you through these settings when setting up your site. 9

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12 Login Page Settings Layout Within this menu, administrators may enable information and a site course catalog. The information may include bulletins or news. It is within the layout menu that administrators may upload a logo for the login page. The image must be in.png format with a maximum height of 47 pixels. Additionally, links may be added to the main menu bar. Please note these are not single sign-on or LTI links, but regular web links. Regional Settings Files Regional settings adjust language, time zone settings, as well as the user name format. This is a list of the file types accepted and how each functions within the platform. Currently, there are 165 different file types accepted within the itslearning platform. Export Settings Export settings provide detailed settings related to the exporting of grade book data. Cloud services Manage supported cloud services such as Office Online, Office 365, Google and Dropbox. Administrators set permissions for the connection of these cloud accounts to all users. Office Online offers a simple and easy way to work and collaborate in Excel, Word, and PowerPoint directly from within itslearning. (No user account from Microsoft is required.) It is also possible to enable or disable the following options for Office 365/OneDrive and Google: Enable collaboration Enable file uploading Enable file linking 11

13 2.2 Profiles Within itslearning, all users are assigned to a profile. The profile decides the role of the user. Common roles are system administrators, administrators, teachers, students, and guests. Profiles are given different access rights and permissions. Some profiles are allowed to do things that others are not allowed to do. For example, a teacher can add assignments and tests in a course, while students are limited to answering and taking tests and assignments. There are three groups of profiles: Site: The site profiles contain a set of profiles that describe what rights and permissions the profiles have on the site. The default profiles are system administrator, administrator, staff, student, guest, and AICC. You can always add new profiles and change the names of the default profiles. Course: The course profiles decide what functions the different profiles have access to in the courses. The default profiles are administrator, teacher, student, guest. You can always add new profiles and change the names of the default profiles. Community: The community profiles decide what functions the different profiles have access to in the community. The default profiles are community manager and community participant. You can always add new profiles and change the name of the default profiles. Site Profiles When you click the Profiles option in the administration tab, you see a large table with available functionalities. They are explained in the table below. The green check mark indicates that the functionality is enabled for the profile, while the red x indicates the functionality is disabled for the profile. Questions to consider: What profiles will you have within your site? Default profiles include system administrator, administrator, staff, student, guest, and AICC. Looking at the following functionalities, which do you want to apply to each profile? For example, you might not want teachers to be able to make courses if you are creating template courses to distribute from the district level. Functionality Dashboard Calendar Resource booking Messages Enable client Multiple messages from online users Search content Search users Detailed information about users Private files Indicates whether the dashboard is available on the main landing page for this profile. Indicates whether the calendar is available for this profile. Resource booking allows you to create resources such as meeting rooms, laptop carts, etc. and let other users book them in the calendar. This option allows users to book these resources. Indicates whether the internal message system is available for this profile. Indicates whether this profile has access to the built-in reader. (Note: this reader is a legacy functionality and is not available on new sites.) Indicates whether users associated with this profile are allowed to select multiple users when sending messages from Who is online?. (Note: this is a legacy functionality and is not available on new sites.) Indicates whether this profile is allowed to search for content in the Search box. Allows users to search for other users in the Search box. Allows users to see detailed information about another user, even if that user has selected not to share the information. Allows users to access a private file area. 12

14 Web files Enable library Sharing permissions Allowed to give reviews eportfolio Personal settings Subscriptions Contacts Start URL Courses Create courses Create courses based on a template Allowed to share a course as a template Allowed to apply a template to other courses Access to course Community course catalog Site course catalog Enroll in courses Communities Create communities Access to communities Profile Settings Security level Allowed HTML code level Role in hierarchy Administration Global Settings Allows users to access the My web files function. Allows users to access the library. This allows users to share elements to the library. Sharing permissions are: none, school, site, community. This setting allows users to write reviews of content in the library. Allows users to access the eportfolio function. Options also include the availability for the eportfolio to be public on the internet. eportfolios include a blog and about me section. Personal settings include user , photo, alerts, and other details. Do you want users to be able to change their settings? Allows user to subscribe to RSS feeds such as calendar notifications, course notifications, etc. within the platform. Allows user to use the Contacts tool similar to an address book. Indicates the start page that users with this profile sees when logging in to itslearning. The default is Dashboard. Allows users to create courses for either site or school. If templates are available, users will have access to a list of templates from which to create a course. Allows users to share their course(s) as a template for other users. Allows users to apply a course template to other courses. Indicates whether this profile has access to the Course tab, and as a result, their courses. Allows users to access the itslearning community course catalog, which is a global course catalog for the itslearning community. Do you want students to have access to courses shared within the global itslearning catalogue? Indicates whether users with this profile will have access to the site course catalog. It is similar to the above catalog; however, these courses are from within your site. These might be professional development courses or courses for parents. Allows users with this profile to enroll themselves in any course. This can be restricted to the user s school, or opened up to all courses on the site. Allows users to create a community. A community is a sharing collaborative space at the site or school level. Allows users to be invited to communities. Users cannot be enrolled in communities unless they are invited, added by an administrator, or are the creator of the community. Indicates the security level of the profile. Advanced profiles have the highest security level. For example: System administrators have 100 and Guests have 10. Note: The security level must be unique, for example, two profiles cannot both have a security level of 10. This option allows the user to embed HTML into elements that they use. There are three levels: Less restricted: Common, harmless HTML code is allowed. Restricted: The use of HTML code is restricted. Highly restricted: The use of HTML code is highly restricted. The role this profile has in a specific hierarchy. Available options are Administrator, Teacher, Student, and Guest. Allows users to change the global settings for the entire site. 13

15 Policy management Course management Community management User and access rights management Itslearning app management Extended data for apps management Vendor access management Workflow management Supervisor management Hierarchy management Letter templates management Resource management Advanced reporting API management View supplementary licenses Search engine management Term management Role in Developer Portal Learning objective repository management Manage settings for learning objectives reports Default Settings Quota Prevent users from changing their personal recipient limit Privacy Allows policy management. These are allowances for special situations. The policies override the default profile or user settings. You are allowed to combine different settings in a policy, as well as combine different policies for a profile or user. It is recommended that administrators have access to this option. Allows users to manage courses. This can be set at the site or school level. Allows users to manage communities. This can be set at the site or school level. Allows users to add and edit users. This can be set at the site or school level. Allows users to manage apps inside itslearning. Allows users to view extended data for apps within itslearning. Allows users to manage vendor access within itslearning. Allows users to enable/disable use of workflow functionality. Allows users to the ability manage supervisors. Supervisors are mentors and work with students (or teachers) to create individual learning plans. (Recommended at the local, or school, level.) Allows users the ability to manage hierarchies. This implies adding, editing, and deleting hierarchies. Hierarchies are typically schools or subsites. Allows users the ability to manage the letter templates available in itslearning. Allows users to add and edit resources available for checkout under the resource booking functionality. (Recommended at the local, or school, level.) Allows users access to the advanced reporting for the site. Advanced reporting is an add on available for your site, if interested in purchasing it please reach out to your itslearning representative. Allows users the ability to manage APIs. Allows the users the ability to view/manage the supplementary licenses in itslearning. Allows users the ability to add, edit, and delete search engines in Search Internet under the Search tab. Allows users the ability to manage terms. A term is a division of the year, a block of weeks during which the organization holds classes. These divisions may be semesters, quarters, or trimesters, for example. Allows users access to the Developer portal, so that these users may add LTI links to the platform. Allows users to add locally created standards to the platform for users to use in their course. Adding of these standards can be done via an Excel file. Allows users to manage report statuses and mastery rules for the itslearning progress report. For example, what criteria must students meet to achieve mastery? Indicates the maximum storage quota (in kilobytes) that is allowed for this profile. (1024 KB = 1 MB) Prevents users with this profile from changing their personal address in their account settings. Indicates the maximum number of users that users with this profile can send messages to simultaneously. (0 = unlimited) 14

16 Search for staff Search for students Search for guests Search for members in own courses and projects Initiate communication to staff Initiate communication to students Initiate communication to guests Initiate communication to members of own courses and projects Send externally Synchronization Default profile for external enrollment Allows users with this profile to search for staff in the platform. This can be disabled, or if enabled, set to site level or school level. Allows users with this profile to search for students in the platform. This can be disabled, or if enabled, set to site level or school level. Allows users with this profile to search for guests in the platform. This can be disabled, or if enabled, set to site level or school level. Allows users with this profile to search for members of their own courses and projects in the platform. Allows users with this profile to initiate communication to staff in the platform. This can be disabled, or if enabled, set to site level or school level. Allows users with this profile to initiate communication to students in the platform. This can be disabled, or if enabled, set to site level or school level. Allows users with this profile to initiate communication to guests in the platform. This can be disabled, or if enabled, set to site level or school level. Allows users with this profile to initiate communication to members of their own courses and projects in the platform. Allows users with this profile to send externally. Indicates that this is the profile for users that are externally enrolled. Note: Only one profile can be the standard profile. Map from profile Indicates that during synchronization or import this profile is mapped to a profile in the import. For example: During an IMS import, the role Learner is mapped to the Student profile. In this case you would enter Learner in the Map from profile field. Course Profiles Permissions Security level Manage participants and groups Manage participants and groups when course is synchronized. Manage terms when course is synchronized. Use trash can Manage events in course calendar View as other profile Manage general administration permissions (for example: bulletins, course settings, and access to reports). Manage grade book Edit course title Indicates the security level of the profile. Advanced profiles have the highest security level. Note: The security level must be unique. Indicates whether this profile is allowed to add, edit, and delete participants in a course. Indicates whether this profile is allowed to add, edit, and delete participants in a course when the course is added by means of a synchronization (import). Indicates whether this profile is allowed to add, edit, and delete terms in a course when the course is added by means of a synchronization (import). Indicates whether the trash can is available for users with this profile. Indicates whether this profile is allowed to add, edit, and delete calendar events in the course calendar. This is a legacy functionality that is no longer available in the platform. Indicates whether this profile has access to general administrator rights. This implies administration of bulletin board, course settings, access to reports, and so on. Indicates whether this profile can manage the settings in the course grade book. Indicates whether this profile is allowed to edit the course title. 15

17 Edit course title in synchronized Indicates whether this profile is allowed to edit the course title when the course is added by courses means of a synchronization (import). Edit course credits Indicates whether this profile is allowed to edit the course credits. Edit course credits in Indicates whether this profile is allowed to edit the course credits when the course is added by synchronized courses means of a synchronization (import). Edit course code Indicates whether this profile is allowed to edit the course code in a course. Edit course code in Indicates whether this profile is allowed to edit the course code in a course when the course is synchronized courses added by means of a synchronization (import). Delete course Indicates whether this profile is allowed to delete courses. Archive course Indicates whether this profile is allowed to archive courses. Include profile in student Indicates whether this profile is to be used when reports are created, whether they are to be reports (progress report, shown in the status pages, etc. personal report, etc.) Course role Indicates the role of this profile in a course. Default profiles Use this course profile for administrators in hierarchy When a hierarchy is synchronized, the users that are administrators in the hierarchy are given (when synchronizing with this profile. hierarchy) Use this course profile for When a hierarchy is synchronized, the users that are teachers in the hierarchy are given this teachers in hierarchy (when profile. synchronizing with hierarchy) Use this course profile for When a hierarchy is synchronized, the users that are students in the hierarchy are given this students in hierarchy (when profile. synchronizing with hierarchy) Use this course profile for When a hierarchy is synchronized, the users that are guests in the hierarchy are given this guests in hierarchy (when profile. synchronizing with hierarchy) Use this profile for default New users get this profile by default. membership Default permissions in root folder (used when new courses are created) Full control Select whether someone with this profile should be granted full control permissions in the course folder when a course is created. Full control gives the user permission to manage the folder permissions, along with those permissions listed below. Edit Select whether someone with this profile should be granted edit permissions in the course folder when a course is created. Edit gives the user permission to edit the folder. Write Select whether someone with this profile should be granted write permissions in the course folder when a course is created. Write gives the user permission to add elements to the folder, copy elements to and from the folder, and change the element sequence within the folder. Evaluate Select whether someone with this profile should be granted evaluate permissions in the course folder when a course is created. Evaluate permissions are not used by the folder directly. Elements added to this folder will inherit this permission. Participate Select whether someone with this profile should be granted participate permissions in the course folder when a course is created. Participate permissions are not used by the folder directly. Elements added to this folder will inherit this permission. Read Select whether someone with this profile should be granted read permissions in the course folder when a course is created. Read gives the user permission to see the folder contents. 16

18 Community Profiles Permissions Security level Indicates the security level of the profile. Advanced profiles have the highest security level. For example: Community managers have 50 and community participants have 30. Note: The security level must be unique. Indicates whether this profile is allowed to add, edit, and delete participants in a community. Manage participants and groups Use trash can Indicates whether the trash can is available for users with this profile. Manage events in Indicates whether this profile is allowed to add, edit, and delete calendar events in the community calendar community calendar. Manage general administration permissions Indicates whether this profile has access to general administrator rights. This implies (for example: bulletins or administration of bulletin boards, community settings, access to reports, etc. community settings) Include profile in student Indicates whether this profile is to be used when reports are created, whether they are to be reports (progress report, shown in the status pages, etc. personal report, etc.) Default profiles Use this profile for default New community participants get this profile by default. membership Use this profile for users Users that add new communities get this profile by default. creating a community Default permissions in root folder (used when new communities are created) Full control Select whether someone with this profile should be granted full control permissions in the community folder when a community is created. Full control gives the user permission to manage the folder permissions, along with those permissions listed below. Edit Write Evaluate Participate Read Select whether someone with this profile should be granted edit permissions in the community folder when a community is created. Edit gives the user permission to edit the folder. Select whether someone with this profile should be granted write permissions in the community folder when a community is created. Write gives the user permission to add elements to the folder, copy elements to and from the folder, and change the element sequence within the folder. Select whether someone with this profile should be granted evaluate permissions in the community folder when a community is created. Evaluate permissions are not used by the folder directly. Elements added to this folder will inherit this permission. Select whether someone with this profile should be granted participate permissions in the community folder when a community is created. Participate permissions are not used by the folder directly. Elements added to this folder will inherit this permission. Select whether someone with this profile should be granted read permissions in the community folder when a community is created. Read gives the user permission to see the folder contents. 17

19 2.3 Policies A policy is a collection of profile settings to which profiles or individual users can be assigned within an organization such as a site or a school. The policies override the default profile or user settings. You are allowed to combine different settings in a policy, as well as combine different policies for a profile or user. With the use of policies, you have the ability to change the permissions for a set of users without having to edit the profile. This creates a more flexible system, allowing schools to have their own rules independently from the rest of a site s schools. Adding a Policy: Within the admin tab, choose policies and then add policy. Enter the information in the appropriate fields. Name: The policy name that appears in the list of your policies. Description: A brief description of the policy, such as Turns off messages for students. Organization: The school or site to which the policy should be applied. Functionality: The list of functions you are allowed to include in the policy. Then Select the profile settings you want to override by clicking in the Override checkbox. When selecting a box, choose Allowed or Not allowed. If, for example, messages are turned off by default, you may enable messages for users of a specific policy. Don t forget to save. Assigning Policies to a Profile: Select the admin tab, choose policies, locate the policy to which you want to assign a profile. Then click the no profiles. Select the profiles to assign and choose ok. Assigning Policies to Individuals: Select the admin tab, choose policies, locate the policy to which you want to assign individual users. Then select the number under individual users. Select the profiles to assign and choose ok. 2.4 Manage Apps This page allows you to choose third-party apps that are allowed to access extended data. This will be done with our technical integrations team. 18

20 Logs and Services 3.1 Manage API This section allows administrators to manage the API and view API logs, allowing users to build exciting learning tools, embed content or integrate existing applications into itslearning. 3.2 Manage Enterprise Web Services Administrators have the option to manage integration of the enterprise web services. 19

Data and Reports 4.1 Storage distribution report The storage distribution report provides current and historical data on the stored files at itslearning.

Courses: Any files in a course, even if the files reside in the course trashcan. 2. Users: Sent message attachments, uploads, portfolio files, recordings, etc. 3.

Trash: Any content that resides in a course, community or site trashcan until it is deleted permanently. 6. Common: Any storage that doesn t fit into the above categories.

21 Data and Reports 4.1 Storage distribution report The storage distribution report provides current and historical data on the stored files at itslearning. It is possible to view it either at the site level, or by organization (school). The report is updated daily. Storage is classified into six categories: 1. Courses: Any files in a course, even if the files reside in the course trashcan. 2. Users: Sent message attachments, uploads, portfolio files, recordings, etc. 3. Library: Any files added to the library. 4. Projects: All storage in communities or dashboards. 5. Trash: Any content that resides in a course, community or site trashcan until it is deleted permanently. 6. Common: Any storage that doesn t fit into the above categories. This report only shares the total amount of storage used (MB), not which files or types of files are stored. 4.2 Logins report The logins report provides an overview of the logins differentiated by the profiles active on the site. This information does not provide individual user login data, but an aggregated view of logins delineated by profile type There are three filters to narrow down the data: 1. From/To dates: Select a specific date range. 2. Organization: Select all, one or multiple organizations. 3. Site profiles: Select one, multiple or all profiles. 4.3 Course Visits Report The course visits report provides statistics and trends on course visits over time and by course profile, day and time. Filter to view data from selected dates, specific courses and organizations. 4.4 Licenses The licenses report lists any supplementary licenses activated in the site. 20

4.5 Advanced Reporting Advanced reporting adds to the standard reporting features provided in itslearning and is a suite of report templates that provide insight into user engagement, curriculum

Each template has a set of standard views and filters.

22 4.5 Advanced Reporting Advanced reporting adds to the standard reporting features provided in itslearning and is a suite of report templates that provide insight into user engagement, curriculum management, and student progress. These are designed for administrator use, and enable comprehensive views across a department, grade level, school, or district. Each template has a set of standard views and filters. Reports may be exported in whole or parts of it in the following formats: PDF CSV Image The following templates are available as part of the advanced reporting suite: User Logins and Session Details This report allows administrators to analyze overall logins over time by site profile, day, or time. Filter to view and compare data from selected dates and primary organizations. The template does not allow you to drill down to individual user, but this can be easily achieved by slight modification of the filters. Menu Individual User Login Activity View the history of individual user login sessions with details including start and end date. Select user by name, username, or ID. Filter by date. 21

Menu Elements Report This report provides statistics and distribution of course element types and their use.

Filter to view data by selected organizations, courses, and by element type or category.

23 Course Visits Course visits over time and by course profile, day and time. Filter to view data from selected dates, specific courses and organizations of courses. Menu Elements Report This report provides statistics and distribution of course element types and their use. Compare elements across organizations and courses. Options emphasize distinguishing assessments from non-assessable content. Filter to view data by selected organizations, courses, and by element type or category. Menu Learning Objectives Alignment Report This report provides statistics and comparisons of learning objective alignment to courses, plans, and course elements, distinguishing assessments and learning objective assessment. Data can be viewed to compare organizations, courses, or learning objectives. Filter to choose objectives, organizations and courses. Menu 22

Progress in assessment and status over time d. Filter and sort to find most and least progress 2. Gradebook View: Detailed student progress on each learning objective.

24 Learning Objectives Progress Report There are two views within this report. 1. Summary View a. Compare totals by organization, school, course or learning objective of all student learning objective statuses. b. Detailed progress via distributions of student progress in meeting and mastering objectives c. Progress in assessment and status over time d. Filter and sort to find most and least progress 2. Gradebook View: Detailed student progress on each learning objective. Filter to view data from selected learning objective topics, schools, or courses. User Status There are two user status reports. One report provides administrators with a daily view to observe trends and counts of user accounts that have been active, inactive during a selected time period, or have never logged in. The second report provides statistics over a time period and to compare organizations. Menu Menu Grade Book This report contains dataset with student's assessments and details of how elements are set up. User Course Enrollment This report provides a summary view of course enrollments. 23

25 Hierarchy Memberships This report provides details on user memberships in hierarchies. Storage report This is a variation of standard Storage distribution report that can be modified according to a district s needs. User Course Visits This report provides details on users visiting specific courses. For example, duration or time spent in courses. The standard Course Visits Report provides aggregated data only whereas this report provides data at the user level. 4.6 Customized Reports As part of the advanced reporting suite, schools or districts have the option to filter and aggregate data in ways that are unique to their administrative organization, curriculum, or evaluation programs. It is also possible to merge an external district data from to create additional reports. This report customization requires an additional investment by the school or district. 24

PowerSchool Student and Parent Portal User Guide. PowerSchool Student Information System

PowerSchool Student and Parent Portal User Guide PowerSchool Student Information System Released December 2016 Document Owner: Documentation Services This edition applies to Release 10.1 of the PowerSchool