OASYS Common Issues / FAQs1 How do I add a new user? click on add/edit user function and add new user info. Be

sure to identify the building associated with this user. You must then go into CONFIG SUMMARY User Management. Find your new user in the list. Assign new user to an evaluation type by clicking on the edit “pencil” to add eval type. Be sure to save.

Next, follow the directions under FAQ #3 to assign evaluation rights for this user.

2 How do we inactivate a teacher that has left the district? Go to add/edit user. Find User Configuration box. Under Active Employee, click NO button.

What are Instructor rights and who should have them? Under Add/Edit User Info, in the User Configuration box (See above) there is a line for “instructor rights”. This box should be checked NO for all OASYS users. This is a function for the MyLearningPlan scheduling system, not OASYS.

3 I have added a new user, but the admin does not see them in their list for evaluation. You must assign evaluation rights for the admin to the new user. Under OASYS COMPONENTS click on EVALUATION RIGHTS. Click on the green circle with white plus sign to activate the evaluation rights wizard. If you added minimal users, you can assign rights at the user level, or you can assign rights at the building level.

4 How do I assign a single teacher to multiple evaluators?Follow the directions under FAQ #3. When the evaluation wizard opens, the first thing you will do is choose your administrators/evaluators. Choose those you wish to have eval rights by clicking on the box. You can choose as many as needed. Click the NEXT button in the bottom right corner of the wizard window. Next, chose the user. Click on the single user that will be evaluated. Click NEXT. Complete the wizard and click SUBMIT.

5 Why do the evaluators not see any of our new teachers? Be sure you have set up your district process and dragged forms into the “New Teacher” eval type. Under OASYS COMPONENTS, click on COMPONENT MANAGER to see your templates and distr

6 I added a new administrator to the system, but they do not show up in the list when I go to assign evaluation rights for building rights. You must assign the admin to the building in which s/he will be the evaluator. Under CONFIG SUMMARY go to BUILDINGS. Click on the name of the building you wish to assign admin. Scroll down to Building Level Approvers and be sure you see the administrator’s name as a building level approver. If not, add administrator’s name to the list.

7 A teacher has moved to a new building - how do I assign him/her to the new building admins? Under add/edit user, check the new building assignment for the user. Then go to the evaluation wizard and re-run the evaluation rights for the new user to the new building evaluator. User the user-level rights option.

8 A teacher is in the “new” eval type and should be under “continuing” eval type OR a special education teacher is in the “ed specialist” category and should be under “teacher” - how do I make the changes? Under CONFIG SUMMARY- User Management, search out the user’s name. Click on the “edit” pencil to make the eval type change. Save new info.

9 No teachers are showing up in the Process View window. You must complete the evaluation rights wizard. Go to OASYS COMPONENTS - Evaluation Rights. Click on the green circle with the white plus sign. Assign rights to the evaluators by building.

10 How do we enable the district file library option to upload the guidebooks and other local info for teachers to access through OASYS? You can enable the My File Library within OASYS and to upload the docs and house them in the system. Under the CONFIG SUMMARY in the main window click the Edit button.This will bring up a summary of enabled functions. Go down to CONFIGURATION OPTIONS section. Find Enable District File Library (see below). Click YES.

The function then shows up on the left as My File Library (see pic below)

The District Admin with SITE CONFIG rights will need to upload the docs into the system for folks to view. To upload the docs, you must be on the District Admin tab. Under SITE CONFIG, click on FILE LIBRARY. You will then see the upload file button and can upload the docs you wish to store.

11 There is no evaluator/admin name next to the components/forms for users even though I gave evaluation rights. Once an administrator schedules a form, assigns a form, or completes a form, the evaluator’s name will appear by the element.

12 What is the “man with green arrow” icon for? This function if to “assign” forms to an evaluator. Forms that are not scheduled show up unassigned in the evaluator view. Evaluators may want to assign these forms to themselves if they are responsible for the final review. In this way, the form shows up in your “to do” list since it is assigned to you.

13 I need teachers to confirm that the date I set for the pre-observation works. How do I get them to acknowledge the date set? Open the form in the Component Manager. Click on the pencil to edit the form. Under Form Settings, check the box that says, “Does scheduling require user acknowledgement?” The default setting is no CHECKBOX as seen below. You need to click on the box to enable the function.

14 Can we put a hyperlink into a form? Yes, you can insert a hyperlink into a form, or users can insert them into a text box response. To insert a hyperlink into a form, open your form in the COMPONENT MANAGER. Insert from the left an “instructions” box. Under the SECTION PROPERTIES on the right, type the text you wish to hyperlink into the text box. Highlight your text. Then, click on the >> sign in the toolbar. The menu of options will appear. Click on Hyperlink. You will be prompted to enter the web address you are choosing to link text to. You now have inserted a hyperlink into the form.

15 I see a typo on a form. How/Where do I edit it? Open the form in COMPONENT MANAGER. Click on the section with the typo. Look to the right under SECTION PROPERTIES tab. Edit the text as you wish in the text box or in the section header fields. Form automatically saves.

16 How do we add an additional textbox or instructions box to a form? Go to OASYS COMPONENTS - COMPONENT MANAGER. Find the form you wish to edit in the listing of templates or under the forms assigned in your district process. Click on the edit pencil. The form will open. From the functions on the left, click on the Text, Rich Text, Instructions or other function you wish to add. Drag the function into the form where you wish to add this new section. You can move “sections” up or down in the form, by clicking and dragging up or down to position them where you want them.

17 If you have more observation forms than needed (formal & informal)....can they be deleted? Yes~go to the component manager and delete under each evaluation type or under individual user.

18 Does CESA recommend specific technology for observations? (iPads don’t work for us) Chromebooks? Ipads can be used on the walk throughs and for data collection on the mobile view setting provided your district is wireless.

19 If you have more observation forms than needed, are the unused ones considered “incomplete”?yes-but see number #16 above

20 How can we add walk through forms to an eval type or to an individual user? Go to component manager. On the District Process tab, you can drag over/add form for each user type OR on the USER COMPONENTS tab you can select a user and individually add or subtract forms per user.

21 Super admin. cannot see all people? Review and verify super admin. rights. Super Admins can view all evaluation information of all users in the system.

22 What is the difference between: save, save & notify, and submit? Who sees what? SAVE saves where you are at, SAVE & NOTIFY allows form to be shared with another admin, and SUBMIT means the form is ready to go from evaluator to evaluatee or from evaluatee to evaluator for evaluation.

23 When I am doing an observation & I hit “save” who can see the observation? ONLY you as the evaluator.

24 What does it mean to be unassigned? Forms that are not scheduled show up “unassigned” in the evaluator view. Evaluators may want to assign these forms to themselves if they are responsible for the final review. In this way, the form shows up in your “to do” list since it is assigned to you.

25 When do you click on the “thumbs up” icon? This function is to finalize a form. All completed forms must be finalized. This is the last step in the process for a form.

26 Principal would like an email when teachers have submitted the Student Growth Survey - Principals should assign the form to his/herself (use man with green arrow icon)

27 What happens if something is not submitted by a certain date? It is up to evaluators to check on submitted forms. Evaluators can be checking by filtering using the detail view. An email can be sent through the detail view based on forms not submitted on time or for other reasons.

28 Teachers do not see the forms until they are scheduled. Is there a way to change that so they see it before they are scheduled? Schedule form ahead of time (months in advance) - you can always change your scheduled date. OR Open the form in the COMPONENT MANAGER and under form settings, “uncheck” the box requiring the form to be scheduled. This is the default setting that you can “turn off”.

29 The Feb. 15th date for 2nd survey is after classes change at semester. Can we adjust this date to January 15th? Yes. This is a local decision.

30 What are the passwords for the Moodle site? EPIC=cesaepic, USER=epuser

31 The “time” is coming up in a different time zone on our forms. How do we change the timezone so it is CST/CDT? The time-zone correlation in the form comes locally from the browser or computer submitting the form. The OASYS programming code literally takes the time from the computer and uses it as the time stamp.

32 What if a teacher accidentally hits the SUBMIT button? How can the form be edited and resubmitted? SUBMIT is official. So, it takes the evaluator to officially undo the submission and to re-open the form for editing. The teacher would have to contact the super admin or their evaluator. Admin can open the form, click “Edit Form”, and that will release it back to the teacher for further editing.

33 I uploaded an artifact to my documentation log and typed my reflection summary. When I go back into my documentation log, I see my artifact, but not my typed reflection. What happened? Either you did not click SAVE, or you typed your reflection in the Artifact Description box and not in the text box provided under each standard for Artifact Summary/Reflection.

34 How do you explain the “Form Status” words used in the system?

The Status of the form may be one of the following options:

Not Scheduled ~ Form needs to be scheduled by the evaluator

Proposed ~ Date/time has been proposed by evaluator or evaluatee and is waiting to be accepted by the other

Scheduled ~ Date/time has been set

In Progress ~ The scheduled date has passed

Incomplete ~ Evaluate is required to complete, but has not yet been submitted.

Unacknowledged ~ The information on the form has been entered or the activity has taken place, and the form has been submitted to the evaluatee for review and acknowledgement. The evaluatee has not yet acknowledged the form, but has received an email with the request and the form is listed under Action Required status in the My Evaluation section of their Learning Plan. Not all forms require teacher acknowledgement.

Awaiting Finalization ~ Evaluatee has acknowledged the form and it is ready to be finalized by the evaluator

Complete ~ Form has been finalized

35. What do the buttons at the bottom of the form mean? Who uses which one and when?

At the bottom of most forms, a user sees the following options :

● Submit ~ if you are completely finished with the form● Save ~ if you'd like to save as a draft to finish later● Save & Notify ~ to give an administrator a “heads-up” to review the form.

Admin will get an email notifying them to look at the form. This allows for a

two-way feedback process prior to submitting form (This works for both teacher/ES to Evaluators for feedback OR Admin to Admin feedback)

● Reset ~ to clear the form - completely deletes any info you put into the form● Print ~ to print a hard copy of the form● Comment ~ to add a comment about something on the form, which will be

attached to the form, but not part of the form itself. Email notifications are sent to notify of added comments.

36. A teacher is in the system as a “Continuing Teacher”, however, it is now 4 months into the school year and we need to place the teacher on a Performance Improvement Plan. Can we change an evaluation type mid-stream?

The Eval Type for "In Need of Improvement" is meant as a "starting point" for a cycle. You would NOT want to switch a user to a new eval type in the middle of the cycle/year. Changing Eval Type assignments would remove any past forms from view.

If Districts want to proactively add a Performance Improvement Plan in the middle of the cycle, they should:

1) In Component Manager, drag that Component into the existing Eval Type process (an addition, if you will)

2) Click Edit on that new Component on the right side (edit = the nut/bolt/gear looking icon to the right of the component heading)

3) Check off the option to "Default to zero instances".

The latter will hide that component for all users basically. Then, for the specific teacher in need of the improvement plan, go to the "User Components" , look up the specific user and increase the instances of the Performance Improvement Plan component to 1. Thus, adding that one component only for that one user.

37. I uploaded an artifact to the documentation log, but I do not see the alignment under the standard below that it should be aligned to. Be sure the alignment to the standard was done correctly. Be sure each step below is completed.

Alignment & Criteria –o First, choose a rubric. Click on the down arrow to drop-down the standards. Choose the one to which your artifact aligns.

o Second, in the next field to the right, click on the down arrow and check the corresponding standard criteria box.

o Third, click the ADD CRITERIA button. You should see the rubric and criteria appear in the box below.

Be sure to click REFRESH to see the standard alignment below under the standard.

38. Can I align one artifact to multiple standards?Yes, complete the upload process as described above to align your artifact to your first standard. Then, go through the alignment process a second time to add the second standard alignment. You then see the alignment in the box for two standards (or more). Be sure to click REFRESH so they show up below the standards in the documentation log.

39. Can I use a URL or Hyperlink as an artifact?Yes, you can embed the link into a Word doc with a summary and/or reflection and then upload the Word doc as the artifact. Your evaluator can then click on the link inside the document when it is opened.

40. What is the difference between my Documentation Log and My Artifact Files (found under My Evaluations)? Artifacts should be uploaded on the Documentation Log through the ADD ARTIFACT button and process. Uploaded artifacts then sync into your Artifact Files by evaluation year. If you need to make a “quick edit” to an artifact, the best place to do that is in the Artifact Files area. For example, if you wanted to edit the standard your artifact was aligned to, you would click on the EDIT pencil and make the edit/update. Otherwise, your Artifact File is your “archive” area. Your Documentation Log is the active place for artifacts to be uploaded and aligned to standards. The artifacts will sync into the Artifact Files as well as your Summative Performance Report.

41. The text boxes on our forms are smaller than we want them to be. Is there a way to enlarge the text boxes on our forms? Yes, you can make textboxes on any form larger if you have access to the Component Manager. Open the form you wish to edit by clicking on the EDIT pencil. When the form opens, click on the text box section you wish to enlarge. On the right, under SECTION PROPERTIES, you will see a number defining the HEIGHT of the textbox. Increase the number to the size you wish.

Your form is automatically saved with your updated height setting.

42. Is it possible to set “due dates” for forms in the system and monitor what’s coming due and past due? Yes, scheduled and non-scheduled forms can be assigned due dates in the system.

Assigning the due date should be done in the Detail View.

First, in the Detail View, filter the form(s) you want to set a due date for by using the filter feature under the Element column.

Second, when you have the form(s) filtered, select all of them by checking the box to the left of the form/element name. You can select ALL by checking the top box.

Third, Click on the ACTION button and click on SET DUE DATE

Fourth, Set the Due Date desired by clicking the calendar to set date and then click SUBMIT

You can now create a filtered view in the DETAIL VIEW to see the ELEMENT DUE DATE. This feature is under the column filters list.

The Element Due Date Column shows when forms are due.

PAST DUE forms can be seen in the DETAIL or PROCESS VIEW with a red exclamation point symbol.

From the ADMIN VIEW, evaluators can filter for “Items Past Due”. From the VIEWS drop down, select “Elements Past Due”. Forms that are past due then appear in the list below.

You can click on the User Name from the Admin View and you will be taken to the Evaluation Files archive where you could then open the component and schedule the past due form. Notice the “past due” exclamation at both the component and element levels.

43. What are the minimum web browser requirements for MyLearningPlan?Please review the following minimum web browser requirements for using MyLearningPlan.com: PC Users:· Internet Explorer version 7.0 and higher (supported) · FireFox version 3.0 and higher (supported) · Google Chrome (compatible) · Apple Safari version 4 and higher (compatible)

Mac Users:· FireFox version 3.0 and higher (supported) · Apple Safari version 4 and higher (compatible) · Google Chrome (compatible)

44. Are there any host domains that need to be explicitly allowed in our district for MyLearningPlan notifcations to come through into our email system?

MyLearningPlan.com supports SPF (Sender Policy Framework) DNS validation for originating IP address used for outgoing SMTP email. This can be used by many mail-filtering products to verify incoming email originates from the network(s) that are specified in the SPF records to help prevent spoofing.

The following is a list of SMTP host domains that would need to be explicitly allowed:*.mylearningplan.com*.info.mylearningplan.com

Daily Email Nofitications come FROM info@info.mylearningplan.com