Tracking Candidates

8/7/2019 Tracking Candidates

1/80

Web-Based AssessmentSystem

By Aaron Thomason


2/80

Where We Were a Year Ago

Had a web server and network sharesbut werent utilizing either to their

potential

Had just a few databases, none ofwhich were properly designed, and

none which allowed shared accessNo one in our unit was trained to assistthe college and it programs to design

databases and collect electronically


3/80

Find a Database for Us

Find one that could handle largeamounts of text

Find one that you can design moreuser-friendly input forms

Find one that you can access from the

webDetermine if we can move our currentdata over to this new system


4/80

Objectives for ElectronicAssessment

Database all faculty vitas

Database all admission data

Collect surveys via the web

Have NCATE/Unit reports on the web

Utilize all this data to improve ourprograms


5/80

Collecting Faculty Vitas

Purpose:

Analyze faculty diversity and experiences

Show collaboration/growth in publications,presentations, and public schoolinvolvement

Associated Costs Full-time data processor to collect, input,

and analyze data.


6/80

Time Involved in CollectingFaculty Data

Month or more to announce the need forupdated vitas and receive the revised vitas

Two months or more for a data processor toinput all the data from those vitas, which is afair amount of time considering that the dataprocessor has to search the entire vita for

updatesSeveral days or more to compile that datainto reports.


7/80

ElectronicallyCollecting Faculty Vitas

Give faculty members the ability toinput this data directly.

Data processor inputted all vitas for 2001

Data processor continues to input adjunctfaculty vitas

All full-time faculty use FacultyVita 2001to input their own vita


8/80

Time Involved in ElectronicallyCollecting Faculty Data

A few minutes per week by each facultymember to add updates to their vita to

the database

Only a few days for the data processorto enter the updates for adjunct faculty

Only a few seconds to run pre-compiledfaculty data reports


9/80

FacultyVita 2001


10/80


11/80


12/80


13/80


14/80


15/80


16/80


17/80


18/80


19/80


20/80


21/80


22/80


23/80


24/80


25/80


26/80

Auditing the Vita Database

Ability to track all logins

Ability to track every insert, update and

deleteCan track the exact second the changeoccurred

This gives you ability to monitor whichfaculty are keeping their vita up-to-dateand who is not


27/80


28/80


29/80


30/80


31/80


32/80


33/80

Benefits of collecting vitaselectronically

Easier for the faculty members toprepare their vita and keep it up to date

Data is validated as it is inputted

Faculty data is always current soreports can be run at any time, not justonce a year

Vitas can be printed in APA format inseconds

All changes (inserts, updates, deletes)are audited, including login activity


34/80

Collecting Admission Data

Purpose:Analyze student numbers and diversity

across programs Determine factors influencing admission

decisions

Analyze historical trends

Report statistics to NCATEAssociated Costs Full-time admission secretary to collect

data, input data, and answer questions


35/80

ElectronicallyCollecting Admission Data

Have admission candidates createaccounts and apply, sending all

information directly to the databaseWeb-based recommendation forms

Give program coordinators access to

enter writing and interview scoresPost admission data to a secure web sothat programs have all data to make

admission decisions


36/80

College of EducationCandidate Accounts


37/80


38/80


39/80


40/80


41/80


42/80


43/80


44/80


45/80


46/80


47/80


48/80


49/80


50/80

Monitoring and TrackingTeacher Candidates

Security and Access

Office for Candidate Services has full

access Program Coordinators have full read access

with ability to insert records for writing andinterview scores

All faculty have full read access to advisestudents.


51/80


52/80


53/80


54/80


55/80


56/80


57/80


58/80


59/80

B fit f C ll ti


60/80

Benefits of CollectingAdmission Data Electronically

Communicate admission proceduresmore clearly to candidates

Increase the involvement in admissiondecisions

No one staff or faculty member is

burdened to enter tons of dataEasy to create historical views ofadmission or pull up prior admission

data

Wh t th t l t k


61/80

What are the tools to makethis happen?

Windows 2000 Server ($300)

The server hardware ($3,000)

Internet Information Server withFTP, WWWand SMTP services (built-in)

SQL 2000 Server ($1800 per processor)

ASP Mail 4.0 ($89.95)

Crystal Reports 8.5 Developer Edition ($400)Visual Studio Enterprise Edition ($150)

Someone to manage this (could already beon your staff)

H d di t h


62/80

How do you coordinate suchan effort?

You start by identifying what you want toknow

Ask the questions that answer those

questionsWork with your database expert to eliminatequestions for which you can already answerfrom internal sources

Design your form or survey via the web or VBDesign a brochure for the user to help theminput that information

Analyze your data and look for ways to

improve your unit


63/80

SQL Server is the only way

Ease the burden on data processors

Enable data-entry through ELECTRONICforms!!!!!!!!!!!!!!

Validate your data electronically beforeallowing users to submit it

Keep tabs on who, when, where and howoften users are entering and updating their

dataActually do more with your data than report itto NCATE or your Accrediting body

Work to build a system where your data is

always the most current

I C l t A dit ti


64/80

Is a Complete AccreditationVisit Possible?

Requires inputting data by hundredsnot just a few

Takes powerful database system likeSQL Server 2000

Requires direct control over college webserver

Takes a database expert to administerthis system

Ke Technologies In ol ed in


65/80

Key Technologies Involved inElectronic Assessment

ASP pages to collect surveys and otherweb-based forms

On-demand and automated emailnotifications

Internet or TCP/IP access by allstakeholders

Powerful reporting software that can becompiled and updated automatically

In-House developed applications that

mirror your assessment needs

Keys to Large Database


66/80

Keys to Large DatabaseSecurity

Restrict most access to within youruniversitys firewall (block port 1433)

Force encryption for all connectionsPush confidential or private informationonto a secure web site that requires

authenticationSet permission on the database todetermine what users can see and do

The University of Central


67/80

The University of CentralArkansas Bragging Rights

First-ever faculty vita collection system

Complete electronic admission system

In-House web hosting service availableto all program candidates

First automatic attendance tracking

system

What We Anticipate for the


68/80

What We Anticipate for theFuture

Collect all field experience diversity dataand reflective thoughts of candidates.

Web-base all course and instructorevaluation forms

Web-base all evaluation forms duringstudent teaching

Using email to save on mailing costsDistributing more surveys to ourcandidates and faculty, collecting, andreporting all this data electronically


69/80

Collecting Attendance Data

Purpose: Standard record keeping

Monitor candidates commitment to teachereducation

Another piece of data in correlatinggrades/performance with other factors

Associated Cost Practically impossible to have entered into

a database

Electronically


70/80

ElectronicallyCollecting Attendance Data

Automatically track attendance inclassroom labs

As candidates login, their login name iscaptured and sent to the database, whichlooks up their ID, the candidates classschedule, and if the current time isbetween the start and end times marksthem present

In non-lab classrooms Faculty trackattendance by checking who is present


71/80


72/80


73/80


74/80


75/80


76/80


77/80


78/80

Tracking Employee Times

Necessary for payroll

Inputting this into a database helps

monitor employee work hours

Electronically


79/80

ElectronicallyTracking Employee Times

Employees login the TimeCard program

Employees have one hour to clock in

Clocking out is validated not to exceed10 hours


80/80

Tracking Candidates

Documents

Transcript of Tracking Candidates