The Leadership Tracking System - User Manual

Leadership logo

Author: David Heise
Date Written: Friday, July 28, 2000
Last updated: Tuesday, February 7, 2012

Introduction

The Leadership Database is a Microsoft Access application for maintaining personal and program information for participants in the Leadership program in the School of Education at Andrews University.  It includes a web interface for re-publishing the directory pages on the Leadership web site when requested, for updating membership and email addresses in the various listservs, and for updating the WebCT global database for synchronizing with Regional Group WebCTs.  It also includes web registration functions allowing participants to register for the Annual Roundtable conferences, to request enrollment in courses, and to review their Course Plans and grades over the web.

See the System Manual for technical details.

Contents

1. Using Microsoft Access

2. Setting Up the Application

3. Setting Up the Tables

4. Maintain Person Details

5. Typical Maintenance Tasks

6. Restricted Web Services

7. Annual Reviews

8. Reports

1. Using Microsoft Access

2. Setting Up the Application

2.1 Mapping the Andrews Web Server

2.2 The Database Files

2.3 Registering The Object Libraries

2.1 Mapping the Andrews Web Server

One of the features of this program is to update the Participant Directory pages on the web, and to rebuild listservs.  In order for this feature (Web and List Updates) to be available, the operator needs to be given write access to the Leadership directory on the Andrews Web Server, and for a UNIX link to this directory to be placed in the operator's home directory on Sherlock.  The web System Administrator grants these access rights,  creates the link, and authorizes Samba file sharing..

The Access application uses file mapping to access the Leadership directory on the UNIX server.  Two files need to be created on the PC used by the operator so that this mapping can take place.  On a Windows 9X machine, the files should be placed in the C:\Windows directory.  On a Windows 2000 machine, place them in the C:\WINNT\system32\drivers\etc directory. On Windows XP, the Windows directory is WINDOWS, not WINNT.

File Names Contents
lmhosts
143.207.1.12 sherlock #PRE
hosts
143.207.1.12
127.0.0.1
sherlock sherlock.cc.andrews.edu
localhost

When the user logs on to their PC, two file mappings need to be set up: 

\\sherlock\homes
\\SEDFILE\LDRSHIP$

The \\sherlock\homes mapping is used to give the user access to the Leadership web directories.  This is achieved by building a symbolic link in the user's Sherlock directory to the Leadership web site, using the following UNIX command in the user's logon:

ln -fs /homes/svs/www/leadership/ leadership

Finally, the web System Administrator needs to grant permission for the user to use Samba file sharing in order to have access to the Leadership web pages.

2.2 The Database Files

There actually are two Microsoft Access databases in this application.  The data itself is held in a "back-end" database on the School of Education web server –  \\goodloe\www\leadership\fpdb\Leadership_be.mdb.  The application queries, forms, reports and Visual Basic code are stored in the "front-end" database – \\SEDFILE\LDRSHIP$\database\Leadership.mdb.  The main menu form (Switchboard) loads automatically when the application is started, and this refreshes the links from the front-end database to the back-end database when it opens.

The System Administrator for the School of Education servers needs to add the user to the access list for the Leadership directory on the SED web server.

2.3 Registering the Object Libraries

See Library Objects to Register (Visual Basic) in the System Manual for information about the Microsoft Access Object Libraries, and also the libraries required by the IIS Web Server.

3. Setting Up the Tables

3.1 Table Descriptions

3.2 Typical Values in the Lookup Tables

3.1 Table Descriptions

Certain tables hold lookup information or system values, or master lists for slowly changing data.  These are summarized in the following table:
Table Menu Description
ACTIVITY_STATUS Activity Status This is a lookup table that holds the codes and descriptions for the activity status of each in the database, such as Active, Inactive, Graduated, Faculty, etc.
COHORT Cohorts An entry must be created in this table for each new cohort. The table also holds the name of the listserv, and a flag indicating if a web directory page should be published.
COMP_SECTION Other Tables Menu
Competency Table Menu
Competency Group Headings by Bulletin Year
COMP_SUBSECTION Other Tables Menu
Competency Table Menu
Competency Group Sub-Headings by Bulletin Year
COURSE Courses Lookup table of standard course codes and titles.
COURSE_PLAN   Details of participants' Course Plans
COURSE_REG   Courses students have registered for
CREDIT_SOURCE   Institutions credits have been transferred from
DEGREE Degrees In the personal details form, the name of the degree comes from a dropdown box. The values in the box come from this table, so if a new degree is added to the program, it must be entered in this table.
DISS_COMM   Dissertation Committee Members
DISS_COMM_POSN (none) Codes for members position on Dissertation Committee
FACULTY_ATTEND   Faculty Attendance at Regional Group Meetings
IDPSTAT IDP Status This is a lookup table that holds the codes and descriptions for the status of the IDP.
LIST Other Lists Persons in the Leadership database have their name and email address in several listservs and WebCTs. Each person is in one cohort list, and one or more regional group lists. This table is for maintaining membership and email addresses in additional lists, such as leadfac for faculty, and leadadmin for faculty members of the WebCT administrators’ list.
LOGFILE   Log of participant access to Restricted Function
PARAM System Parameters This table holds the registration year and term currently open. This is used when participants to sign up for courses over the web.
PERSON   Personal information about participants, faculty, etc
PERSON_COMP   Competency signoff dates
PERSON_COMP_MA   Competencies selected by MA students
PERSON_LIST   Membership of other listservs
PERSON_REGION   Membership of Regional Groups
PERSON_TYPE Person Types Type of person a PERSON record describes - Participant, Faculty, Instructor, etc.
REGION Regional Groups If a new regional group is formed, an entry must be created in this table. The table holds the full name of the regional group, its listserv name, its WebCT name, the URL if the group has a web site, a flag indicating if a web directory page should be published, the name of the WebCT Administrator for the group, and a flag indicating if the group is required to have Regional Group meetings..
REGION_ATTEND   Attendance at Regional Group Meetings
REGION_ATTEND_HEAD   Faculty Attendance at Regional Group Meetings
REQHEAD Course Plan Requirement Headers Standard headers for Course Plans for different Bulletin Years, etc.
RTEVENT   Roundtable event schedule
RTHOST   Roundtable host for the day
RTPERSON   Personal details recorded in holding file during Roundtable registration
RTREG   Roundtable Registration details
RTTHEME   Roundtable theme
TERM Term Codes Lookup table of valid term codes.

3.2 Typical Values in the Lookup Tables

This section shows the fields in the lookup tables and lists the values for most of them.  Notes describe the meanings of some special values, or special considerations to be aware when adding new records.
 

ACTIVITY_STATUS: Lookup table for Activity Status in the program

COHORT: Lookup table for list of current cohorts
COMP_SECTION: Lookup table for Competency Group Headings
COMP_SUBSECTION: Lookup table for Competency Group Sub-headings

COURSE: Lookup table of standard course codes and titles

DEGREE: Lookup table for degrees offered in Leadership

IDPSTAT: Lookup table of IDP status codes and meanings

LIST: Other listservs to be maintained

PARAM: System Parameters, such as current year and term open for registration

PERSON_TYPE: Type of person a PERSON record describes - Participant, Faculty, Instructor, etc

REGION: Lookup table to be maintained for Regional Groups

REQHEAD: Header lines for Andrews credits in Course Plan

TERM: Lookup table of valid term codes

ACTIVITY_STATUS: Lookup table for Activity Status in the program

ActivityCode Activity Status Sort
A Active 1
I Inactive 2
W Withdrawn 3
G Graduated 4
P Applicant 5
N Non-participant 6

Most of these codes are to indicate the status of a participant in the program.  However, since the same PERSON table is used for all personal records, Use N=Non-participant for Faculty, Instructors, Staff, etc.  The Sort field in this table is used to determine the order in which this information should be presented in a dropdown box.

See Section 5.5 Changing A Person’s Activity Status5.6 When A Student Graduates, and 7.1 Activity Status for notes on tasks involving Activity Status.

COHORT: Master list of Cohorts

Cohort CohortYear ListName IncludeOnWeb
1994 1994 lead94 Yes
1995 1995 lead95 Yes
1996 1996 lead96 Yes
1997 1997 lead97 Yes
1998 1998 lead98 Yes
1999 1999 lead99 Yes
2000 2000 lead00 Yes
2001 2001 lead01 Yes
2002 2002 lead02 Yes
2003 2003 lead03 Yes
Detroit2000 2000 leaddetroit00 Yes
Detroit2003 2003 leaddetroit03 Yes
East2003 2003 rteast Yes
EDAL03 2003 edal03 No
Europe2000 2000 leadeurope00 Yes
Faculty   leadfac No
Florida 2003 leadflorida Yes
UNCOHORT   nolist  No

All participants starting together are members of the same cohort.  Typically, there is one starting group per year, and the name of the cohort is the year in which it starts.   "Detroit2000" and "Europe2000" are examples of when this is not the case.  Faculty, staff, and other non-participants involved with the program should be assigned to cohort "Faculty".  For persons in the system who are not associated with the program, use "UNCOHORT".   The system is able to generate a web directory page and a listserv for entries in this table.  Check the IncludeOnWeb box if this is desired.   The cohort listservs plus the faculty listserv are compiled together to make the leadall listserv.  The ITS System Administrator maintains the process that constructs leadall from the other lists.  Whenever a new cohort is added, an email will automatically be sent to the person configured as the System Administrator asking him/her to create the listserv, and to modify the procedure that includes the cohort in leadall.  The system will maintain membership and current email addresses once the listserv is created.

See 5.8 Adding A New Cohort for additional notes.

COMP_SECTION: Competency Group Headings by Bulletin Year

COMP_SUBSECTION: Competency Group Sub-Headings by Bulletin Year

COURSE: Lookup table of standard course codes and titles

CourseCode CourseTitle SortKey
LEAD888 Dissertation Continuation 0
EDUC899 Doctoral Dissertation 0
LEAD899 Doctoral Dissertation 0
EDUC650 Leadership Program Continuation 0
LEAD650 Leadership Program Continuation 0
EDUC756 Advanced Studies 1
LEAD756 Advanced Studies 1
EDUC680 Fieldwork 1
LEAD680 Fieldwork 1
EDUC690 Independent Study 1
LEAD690 Independent Study 1
EDUC631 Individual Development Plan 1
LEAD635 Individual Development Plan 1
EDUC886 Internship 1
LEAD686 Internship 1
LEAD886 Internship 1
EDUC630 Seminar 1
EDUC689 Seminar 1
LEAD689 Seminar 1
LEAD636 Issues in Leadership Foundations 2
LEAD638 Issues in Leadership Theory 2
LEAD637 Issues in Research 2
EDCI665 Advanced Instructional Models 5
EDRM805 Advanced Methods in Qualitative Research 5
LEAD789 Advanced Seminar 5
EDRM611 Applied Statistics Educational Psychology I 5
NRSG635 Clinical & Research Application of Statistics 5
EDUC648 Communication for Leaders 5
LEAD648A Communication for Leaders 5
EDCI547 Foundations Curriculum Development 5
EDRE690 Foundations of Spiritual Formation 5
EDRM605 Qualitative Research Methods in Education and Psychology 5
LEAD648 Social Issues 5
EDAL720 Theory of Administration 5

This table is used to populate the course dropdown box in the registration forms, both in the Access application and via the web.  Entries are displayed in the dropdown boxes sorted by SortKey, CourseTitle, then CourseCode.  The core courses  are present with EDUC and LEAD prefixes, but they are generally not both offered simultaneously.

COURSE_PLAN: Details of participants' Course Plans

Field Name Description Value
Course_ID
Automatically generated ID 7284
PersonID
Automatically generated ID 568
TermCode
Code for term course was taken Sp
YearTaken
Year course was taken 2003
CourseName Name of course LEAD690 Independent Study
Topic
Topic studied in course Theory & Teaching Models in Higher Education
Instructor
Instructor's name  
InstructorID
ID of person teaching the course Tucker, James
Credits
Credits (semester) 3.00
CreditsQ
Credits (quarter) 4.50
Grade
Grade earned A

Details of participants' Course Plans, including credits taken at Andrews as well as transfer credits from other institutions.

COURSE_REG: Courses students have registered for

Field Name Description Value
CourseID Automatically generated ID for this Course Registration record 334
PersonID Automatically generated ID for this Person 206
RegYear Registration Year 2000
RegTerm Registration Term F
CourseCode Course Code LEAD756
CourseTopic Course Topic Effective Teaching & Instructing
Credits Number of Credits 4
Instructor Instructor Dr. Shirley Freed
InstructorID ID of person teaching the course Freed
Browser Details of browser used to register over the web  
RemoteHost IP Address coming from  
TimeVisit Time and date of last registration login  

Details of courses students have registered for.

CREDIT_SOURCE: Institutions credits have been transferred from

SourceID PersonID SourceDesc AUTransferCredit
1 Fleming, Cheryl (use Requirements Header) Yes
3 Heise, David Macquarie University Graduate Coursework No
4 Heise, David The University of Newcastle Graduate Coursework No
5 Bryson, Jeanette Additional Andrews University Graduate Coursework Yes
6 Bryson, Jeanette Transfer Graduate Work from San Diego State University No
7 Caviness, Linda Additional Andrews University Graduate Coursework Yes
8 Caviness, Linda Transfer Graduate Work from University of California at Berkeley No
11 Eggers, Marilyn Transfer Graduate Work from San Jose University No
12 Kirner, Marianne Transfer Graduate Work from Central CT State University No

Names of institutions credits are being transferred from.

DEGREE: Lookup table for degrees offered in Leadership

Degree
EdD
MA
PhD
PTC

This table is used in the Program tab of the Maintain Personal Details form.

DISS_COMM: Dissertation Committee Members

 

DISS_COMM_POSN: Lookup table codes for members position on Dissertation Committee

CommPosition CommPosnDesc CommPosnSort
C Chair 1
O Co-chair 2
2 2nd member 3
3 3rd member 4
4 4th member 5

FACULTY_ATTEND: Faculty Attendance at Regional Group Meetings

 

IDPSTAT: Lookup table of IDP status codes and meanings

IDPStatus IDPStatusName Sort
N Not submitted 0
1 1st draft 1
F Final draft 2
G Group approved 3
A Approved 4

The Sort field in this table is used to determine the order in which this information should be presented in a dropdown box, and indicates a progression through the approval process.

See 7.2 IDP Status for additional notes.

LIST: Other listservs to be maintained

ListID ListName ListDescription Publish
1 LeadAdmin Regional Group WebCT Administrators Y
2 LeadFac Leadership Faculty Y

Persons active in the program are automatically members of a cohort listserv, and should be assigned to at least one regional group listserv.  Other lists can be created for special purposes, and these lists can also be maintained by the system.  Enter the details in this table, and make the appropriate entry in the person’s details screen.   The LeadAdmin list automatically includes those who are shown as WebCT Administrator  in the Regional Group Table.  Others who need to be on this list, such as faculty or support staff, can be added to LeadAdmin by making an entry in the LIST table for the LeadAdmin list.  This is done in the Maintain Personal Details screens.

LOGFILE: Log of participant access to Restricted Function

PARAM: System Parameters, such as current year and term open for registration

Field Name Description Value
OpenYear Current year that is open 2001
OpenTerm Current term that is open Sp
LshipAdminName Leadership Administrator name Carol Castillo
LshipAdminEmail Leadership Administrator email address carolc@andrews.edu
SysAdminName System Administrator name Dan Bidwell
SysAdminEmail System Administrator email address bidwell@andrews.edu
WebCTAdminName WebCT Administrator name Lorena Bidwell
WebCTAdminEmail WebCT Administrator email address lorena@andrews.edu
UseEmail True = use email features Yes
UseWeb True = use web features Yes
TermRegOpenDate Date Registration for next term can begin 18-Jul-03
TermRegCloseDate Date Registration for next term closes 10-Sep-03
RTRegOpenDate Date Registration for next Roundtable can begin 10-Mar-03
RTRegCloseDate Date Registration for next Roundtable closes 12-Jul-03
RTInfoOpenDate Date Information for next Roundtable is available for display 29-Jun-03
RTInfoCloseDate Date Information for next Roundtable is unavailable for display 31-Jul-03
RTConfOpenDate Date for opening of Roundtable Conference 18-Jul-04
RTConfCloseDate Date for closing of Roundtable Conference 21-Jul-04
RTFee Fee for Roundtable Conference $395.00
MenuColor Background color on the Switchboard menu 128
LogoFile File name containing the graphic for the logo on the menu title.gif
LogoLeft Distance of logo file from left of form 0
LogoTop Distance of logo file from top of form 0
LogoWidth Width of logo file in PIXELS (1440 pixesl/inch) 1.834
LogoHeight Height of logo file in PIXELS (1440 pixesl/inch) 0.625

When the application starts up, the values that are displayed for Year and Term are taken from this table.  However, any desired values can be chosen by the operator.  This is important, because reports that select data based on Year and Term, such as the registration reports, use the values that are displayed on this form.

Registration via the web uses the values of Year and Term that are held in this table.

The administrator names and email addresses are used for email notification of web registrations, and for making requests concerning new WebCTs and listservs following creation of new Regional Groups and Cohorts.

PERSON: Personal information about participants, faculty, etc

 

PERSON_COMP: Competency signoff dates

 

PERSON_COMP_MA: Competencies selected by MA students

 

PERSON_LIST: Membership of other listservs

 

PERSON_REGION: Membership of Regional Groups

 

PERSON_TYPE: Type of person a PERSON record describes - Participant, Faculty, etc.

PersonTypeCode PersonType Sort
P Participant 1
F Faculty 2
A Adjunct Faculty 3
I Instructor 4
N Non-participant 5
S Staff 6

This table had to be introduced to handle the situation where a participant joins the faculty.  ActivityStatus used to include a value for Faculty, but then it was not possible for a person to have ActivityStatus = G (Graduated) and F (Faculty) simultaneously.  At the same time as this was done, the dropdown box for Faculty was created, and there are instructors who are not Leadership faculty.  This table allows for that situation to be handled.

REGION: Lookup table to be maintained for Regional Groups

(This is a sample only of the data in this table.)
 
ID RegionalGroupName ListName WebCT Web IncludeOnWeb WebCTAdmin RegionMeeting
3 Berrien Dissertation BerrienDis BERRIENDIS   Yes Tucker, Cilla Yes
9 Berrien Springs Local LeadBerSpr LEADBERSPR   Yes Heise, David Yes
12 Brazil LeadBrazil LEADBRAZIL   Yes Dutra, Sidney Yes
2 Canada LeadCanada LEADCANADA   Yes Agboka, Ebenezer Yes
51 Carolina LeadCarolina LEADCAROLINA   Yes Cofrancesco, Carolyn Yes
41 Central Europe LeadCentEurope LEADCENTEUROPE   Yes   No
  ...            
22 FACULTY LeadFac     No   No
17 GRADUATED LeadGrad     Yes   No
16 INACTIVE       No   No
29 UNGROUP not_a_group     No   No
13 Unknown       No   No
8 Western LeadWest LEADWEST http://www.atie.org/... Yes Hulse, Jim Yes
89 Westnorth leadwestnorth LEADWESTNORTH   Yes Hulse, Jim Yes
21 WITHDRAWN       No   No

There is an entry in this table for each of the Regional Groups, plus some non-regional group entries for persons in the PERSON table who are not active participants.

The system is able to generate a web directory page and a listserv for entries in this table.  Check the IncludeOnWeb box if this is desired.  All active participants should be assigned to at least one Regional Group.   Whenever a new regional group is added, an email will automatically be sent to person configured as the System Administrator asking him/her to create the listserv.  The system will maintain membership and current email addresses once the listserv is created.  An email will also be sent to the person configured as the WebCT Administrator, asking him/her to create a new WebCT for the regional group.  WebCT maintains its own database of student IDs, and to facilitate maintenance of class lists and student logons, a single ID is held for each student.  WebCT calls this the "Global ID".  A data file of global IDs is created for each regional group and imported into the WebCT Global ID database when the operator selects Web and List Updates from the menu.

See 5.9 Adding A New Regional Group for additional notes.

REGION_ATTEND: Attendance at Regional Group Meetings

 

REGION_ATTEND_HEAD: Faculty Attendance at Regional Group Meetings

 

REQHEAD: Header lines for Andrews credits in Course Plan

Field Name Description Value
ReqHeadID Automatically generated ID for this Course Plan Requirements Header 15
BulletinYear Bulletin year 2000
ReqDesc Description of this requirement header Detroit2000
AUCredits Required semester credits taken at Andrews University 32
TransferCredits Maximum semester credits that can be transferred into the program 43
DissertationCredits Number of Dissertation credits 16
ReqHead1 Text to print in Course Plan for this requirement Minimum Requirement at AU after admission to Doctoral Program 32 (or 48 qtr cr)
ReqHead2 Description to print in Course Plan for this requirement [Must include: (1) EDUC630 Leadership Seminar, 6 cr AND (2) LEAD635 Individual Development Plan, 2cr AND (3) LEAD636 Issues in Leadership Foundations, 2cr AND (4) LEAD637 Issues in Research, 2cr (5) LEAD 638 Issues in Leadership Theory, 2 cr AND (5) **At least 9 cr of coursework 700+ level.]

See 7. Annual Reviews for additional notes.

RTEVENT: Roundtable event schedule

 

RTHOST: Lookup table of valid term codes

 

RTPERSON: Lookup table of valid term codes

 

RTREG: Lookup table of valid term codes

 

RTTHEME: Lookup table of valid term codes

 

TERM: Lookup table of valid term codes

TermID TermCode TermDesc TermSort Include
0 W Winter 1 Yes
0 SP Spring 2 Yes
0 Ss Ss?? 3 No
0 Sm Summer 3 Yes
0 F Fall 4 Yes
0 ? ??? 9 No

This table is used to populate the Term dropdown box in various places.  Two of the values in this table are present only because some data in the Course Plan had not been recorded correctly.  These values can be removed when the data is cleaned up.

4. Maintain Person Details

The Maintain Person Details screen is used to make changes to personal information held in the system.  It is also used to enter personal details for new participants and new faculty, to delete records in situations such as where an applicant never enrolls in the course.  There are three forms each on a separate tab – Personal, Program, and Web Directory.  The letter that is underlined can be used with the <Alt> key as a ‘hot key’ to select that form.  Or you can click on the appropriate tab at the top of the form.

The screen opens with the cursor placed in the Select Last Name box.  Start typing the person’s last name to select the person you wish to call up.  Click on the down button at the end of the dropdown box to see a list of names starting with the one nearest to what you have typed so far.

As you tab from field to field, text will appear in the Status Bar at the bottom of the Microsoft Access window describing the meaning of the current field.

The AU User Name is used for the logon to Leadership Restricted Services via the web.  The AUID can be used as the password, but if this is done, grades will not be displayed in the online Course Plan.  The regular Andrews password can also be used, but this is not stored in the database.

The AU User Name is also used for populating the WebCT Global Database.

Up to two email addresses can be held for each person.  If two addresses are given, both will be used in the listservs and in the web directory.

The PERSON table holds personal records for different types of persons.  See the lookup table in 3.2 Person Type for the different types (includes participant, faculty, instructor, etc.)

There are constraints between the following elements on this form for each of the types of persons, as shown in the following table.  These constraints are not forced by the program, but must be manually observed by the operator.

Person Type Activity Status Cohort Regional Group Other Lists
Participant Any but "N" Regular cohort Regular group, GRADUATED, 
INACTIVE or WITHDRAWN
Possibly WebCT Administrators
Faculty N (Non-participant) Faculty FACULTY Leadership Faculty
Instructor N Faculty FACULTY  
Staff N Faculty FACULTY  
Non-participant N UNCOHORT UNGROUP  

Participants in the program should be assigned to at least one Regional Group.  Use "Unknown" if this has not been decided at data entry time.  One and only one of the Regional Groups should be designated as the Primary group.  See Section 5.9 Adding A New Regional Group for further details.

Bio Status: If a biography is available for this person, enter "Y" in Bio Status.  See Section 5.10 Photographs And Biographies for notes on posting and revising biographies.

Pic Status: If a picture is available for this person, enter "Y" in Pic Status.  See Section 5.10 Photographs And Biographies for notes on formatting and posting pictures for the web directory.

File Name: If a bio or a picture is available, enter the file name that is used in the File Name box.  The bio should be written to a file called <File Name>.html and the picture should be saved in a file called <File Name>.jpg.  The file usually consists of the first 8 letters of the last name.  If it has less than 8 letters, start using the letters of the first name.  The dimensions of the picture are given in Section 5.10 Photographs And Biographies.  The full size picture is used in the biography.  A "thumbnail" version is also saved, using the name <File Name>_t.jpg.

Other Lists: Cohort and Regional Group listservs are generated from members in cohorts and regional groups.  Other lists can also be maintained by recording memberships in those lists on this forms.  For example, Faculty are included in leadfac@andrews.edu only by being made a member of that list on this form.  All regional groups should have a WebCT Administrator, and the leadadmin@andrews.edu list automatically includes all those who are recorded as the administrator for a regional group.  In addition, some faculty and support personnel need to be in this list, so they that is accomplished via Other Lists on this form.

5. Typical Maintenance Tasks

Some routine maintenance tasks are described in their own sections:
Task See Section

Adding a new cohort

5.8 Adding A New Cohort

Adding a new regional group

5.9 Adding A New Regional Group

Adding another list (other than cohorts and regional groups

3.2 LIST: Other listservs to be maintained

Maintaining student or faculty personal details

4. Maintain Person Details

Adding a new faculty member 

4. Maintain Person Details

Student Course Plans

7.3 Course Plans

Other typical maintenance tasks and standard operations are described in this section.

5.1 Changing a Person’s Password

5.2 Changing a Person’s Email Address

5.3 Maintaining Membership of Regional Groups

5.4 Changing a Person’s Job Title

5.5 Changing a Person’s Activity Status

5.6 When a Student Graduates

5.7 Changing the WebCT Administrator

5.8 Adding a New Cohort

5.9 Adding a New Regional Group

5.10 Photographs and Biographies

5.10.1 Photographs and Personal Details

5.10.2 Maintaining Biographies

5.11 Posting Minutes to the Web

5.11.1 Recording Regional Group Meeting Attendance

5.11.2 Posting Minutes to the Web

5.11.3 Cleaning Up Posted Minutes

5.11.4 Periodic Meeting Reminders

5.12 Adding Competency Headings for a new year

 

5.1 Changing a Person’s Password

Passwords are held in a number of different places on Andrews University systems, and a web screen has been provided to facilitate changing the password in a central place to allow propagation of the change to the various places where it is held.  Propagation for WebCT logons happens automatically via a process that runs every half to an hour.  For the Leadership web site, the passwords are synchronized only when the Web List Updates function is run.
  1. Go to the Andrews University web page for User Services Access (http://andrews.edu/access)
  2. Enter your username and password.
  3. Click on change password.
  4. Enter the details and submit.
  5. Run Web List Updates (Note: This step is very important!).

5.2 Changing a Person’s Email Address

  1. Update in Maintain Personal Details screen.
  2. Run Web List Updates.

5.3 Maintaining Membership of Regional Groups

5.4 Changing a Person’s Job Title

  1. Update in Maintain Personal Details screen.
  2. Run Web & List Updates.
  3. Edit the title in the person’s bio, if it exists.
  4. Contact the person to ask for update to bio.
  5. Publish the bio to the appropriate cohort directory on the web.

5.5 Changing a Person’s Activity Status

For example:
  1. Update in the Maintain Personal Details screen.
  2. Run Web & List Updates.

5.6 When a Student Graduates

When a student successfully completes all the requirements of the program, the following details need to be updated:
  1. On Maintain Personal Details screen:
    1. On the Personal tab, enter Ph.D. in the suffix.
    2. On the Program tab, change Activity Status to Graduated.
    3. On the same tab, add Graduated to the list of Regional Groups.  Check with the person to see if they wish to continue membership in the Regional Group lists.  If they do not, delete the entry containing their current Regional Group details.
  1. Run Web & List Updates.
  2. Update the online Web Bio to include a statement such as “<first name> completed her Ph.D. in the Leadership program in the summer of 1998.”

5.7 Changing the WebCT Administrator

  1. Select Maintain Tables from the Main Menu.
  2. Select Regional Groups.
  3. Start typing the name of the Regional Group in the Select Region box.  Select from the dropdown box.
  4. Click the Dwon button down button on the WebCT Admin box, and select a person from the list.  The list contains only current members of the Group.

5.8 Adding a New Cohort

  1. Go to the Maintain Tables menu and select Cohorts.
  2. Click the Insert Record button Insert on the Navigation Button bar Record navigatgion
  3. Enter the details.  An email will be sent to the person configured as the System Administrator requesting a new listserv be created, and that it be included in the LeadAll listserv.
  4. Run Web & List Updates.

5.9 Adding a New Regional Group

  1. Go to the Maintain Tables menu and select Regional Groups.
  2. Click the Insert Record button Insert on the Navigation Button bar Record navigatgion
  3. Enter the details:
  4. Field Contents Example
    Regional Group Name Name of group, as it appears in listings, report, web directory, etc Detroit - Devious Rascals
    List Name Name of the listserv for this group (always prefix with Lead) LeadDetDR
    WebCT Name of the WebCT for this group (always in upper case, usually the same as the listserv name) LEADDETDR
  5. An email will be sent to the person configured as the System Administrator requesting a new listserv, and one will be sent to the person configured as the WebCT Administrator requesting a new WebCT course.
  6. Run Web & List Updates.  This also adds the person designated as WebCT Administrator to the LeadAdmin listserv and WebCT, and to the list of users authorized to send email to LeadAll.

5.10 Photographs and Biographies

5.10.1 Photographs and Personal Details

The web directory of participants contains "thumbnail" pictures where these are available, and a larger picture in the bio, where that is available.  Information about the availability of pictures and biographies is updated on the third tab (Web Directory) of the Maintain Personal Details screen.

The bio should be written to a file called <File Name>.html and the picture should be saved in a file called <File Name>.jpg.  The file usually consists of the first 8 letters of the last name.  If it has less than 8 letters, start using the letters of the first name.  The thumbnail pictures need to be as close as possible to a uniform size.  This can be done by cropping the larger picture to include just the head and neck, and then sizing the result, if necessary, to the following dimensions:

 
72 Pixels / Inch
96 Pixels / Inch
Width
1.2"
0.9"
Height
1.6"
1.2"

The name of the thumbnail version of the picture must be <File Name>_t.jpg, where <File Name> is the name recorded in the File Name box on the Maintain Personal Details screen.  This is used for the bio and for the main picture, and "_t" is added for the thumbnail picture.

The biography and picture files are stored on the Leadership web site in a subdirectory under the Cohorts subdirectory.  For instance, for a person in the 2000 Cohort named Rebecca Patterson, the file names would be be:
        patterso.html, patterso.jpg, patterso_t.jpg.

The directory on the Andrews web server would be:
        leadership/cohorts/2000

5.10.2 Maintaining Biographies

  1. Web Page Editing
    Use a WYSIWYG HTML editor such as FrontPage or Dreamweaver. These packages are like a word processor for web pages. These will make it easy to create and maintain the online bios.
  2. Web Publishing
    Changes that are made in bios on a local PC have to be published to the web site. Most HTML editors can be configured to do this on the click of a button.
  3. Graphic Editing
    When a participant sends a picture to be put on the web directory, there are a number of things that need to be done.
    1. Crop it and adjust brightness and contrast, if necessary, for the bio picture.
    2. Crop it and size it for the “thumbnail” photo in the directory.
    3. Delete the old bio picture from the bio and insert the new one.
    4. Publish the new pictures and bio to the web, using web page editing software.
  4. Bio Structure
  5. Database Updates
    If there was no bio or no picture before this, the Leadership Tracking Database needs to be updated, and the Web Updates function needs to be run, so that the online directory will be updated to include the picture and the link to the bio.

5.11 Posting Minutes to the Web

The person appointed as the WebCT Administrator for each Regional Group is the one authorized to send email to LeadAll for that group.  That person acts as one of the moderators for the list, and one of the postings that they will send to LeadAll is the minutes from meetings of the group.

When minutes of group meetings are received on LeadAll, there are two things that must be done:

  1. Record attendance for all those who attended the meeting.
  2. Save the minutes to web.

5.11.1 Recording Regional Group Meeting Attendance

Record Group Attendance 1

  1. Open the email containing the minutes.
  2. Select Enter / Update Person Details.
  3. Select Meetings Attended.
  4. Select the Region from the Select Region dropdown box.
  5. Enter the Meeting Date.
  6. If a faculty member was present, select their name from the Faculty Attending dropdown box.
  7. Click the Present button for each one who attended the meeting.
  8. If a person from another group attended the meeting, click  Include Non-member, and select the person in the pop-up form.

5.11.2 Posting Minutes to the Web

Record Group Attendance 2

  1. While still in the above form, click the Save Minutes button.
  2. Click in the open email message, select all (<Ctrl>A) and copy to the clipboard (<Ctrl>C).
  3. If the message is unformatted text, paste the message into the Text Only window (<Ctrl>V).
  4. If the message is formatted, that is, it uses Times Roman or Arial instead of Courier as its font, etc, then click the Formatted tab, click in the window and paste it there.
  5. The message can be edited if necessary before being saved to the web.  For instance, if lines have a ">" at the beginning, these can be removed at this point.
  6. Click the Save button.  It will be labeled Save Text or Save Formatted as appropriate.
  7. An email message will be generated and sent to the Regional Group informing them that the minutes of their last meeting have been posted to the web.
  8. Click OK to close the Email Transmission Notice window, and click the X button to close the Save Regional Group Minutes window.

5.11.3 Cleaning Up Posted Minutes

Record Group Attendance 3

If minutes are posted to the wrong group, or if they contain errors, click the Clean-up Minutes button to load the above form.  Click the Open File button to locate and retrieve the file.  If the file was posted to the wrong place, click Delete File to delete it.  If corrections need to be made, then make them now.  The email will load in the Text Only or Formatted window as appropriate.  The Save File button will be enabled as soon as any change is made in the Text Only window.  For changes made in the Formatted window, it is necessary to click in the File Name box after making corrections in order to enable the Save File button.

5.11.4 Periodic Meeting Reminders

In order to reinforce the importance of the Regional Group meetings, an email message can be sent to all active participants, on demand, encouraging them to meet at least once a quarter, and reporting the number of times each individual is recognized as having attended a meeting in the last 12 months.  This function is invoked from the Report Menu, as follows:
  1. Report Menu
  2. Progress Reports
  3. Email Meeting Reports/Reminders
    A summary screen will be displayed showing all active participants and the number of meetings each has attended in the 12 months ending on today's date.
    Click the Send Email button to generate an email message to each participant.

5.12 Adding Competency Headings for a new year

The headings for the 20 competencies are used on the web in the Competency Signoff screens and in the Participant Progress reports, as well as in other places.  Since the headings may chnge from year to year, the actual descriptions are held by year in two tables (COMP_SECTION and COMP_SUBSECTION).

At the start of a new year, the values for the current year should be copied across, and any changes made if appropriate.

  1. Maintain Tables Menu
  2. Other Tables Menu
  3. Competency Table Menu
  4. Maintain Competency Group Headings
  5. Click Create New Year button

6. Restricted Web Services

  6.1 Introduction
  6.2 Logon
  6.3 Restricted Web Services
    1. Inspect Participant Course Plan
    2. Review Participant Progress
    3. Record IDP Signoffs
    4. Record Competency Signoffs
    5. Request Form for <semester> <year> courses
    6. Information about Roundtable <year>
    7. Maintain Roundtable Schedule
    8. Registration for Roundtable 2004
    9. Post Minutes to the Web (on Group's behalf)
    10. Online Directories
    11. Update Web Directories and Passwords
    12. Update Reading List from EndNote
    13. Log off and return to Leadership Home Page

6.1 Introduction

The application that provides Leadership Restricted Services over the web uses "cookie" technology to record information captured on one web page for use on subsequent pages.  For instance, the username is entered on the logon screen, and this is needed on subsequent screens to know whose Course Plan to display, and whose records to update for registrations.  Information pertaining to the current web session is stored in a temporary cookie.  This means that cookies need to be turned on in your browser, which is the default state.  You can also set your browser to prompt you whenever a web site wants to write a cookie, or even to turn cookies off completely.  These pages on the Leadership web site will not work if you have turned cookies off.  Netscape manages these settings under the Edit > Preferences dropdown menu.  Internet Explorer does it through Tools > Options.

Only the information that you provide, or the choices you make while visiting a Web site, can be stored in a cookie.  For example, the site cannot determine your e-mail name unless you choose to type it.  Allowing a Web site to create a cookie does not give that or any other site access to the rest of your computer, and only the site that created the cookie can read it.  The cookies created by the Leadership web application are temporary, and time out after about 20 minutes.  You may have noticed that if you are distracted by a phone call for instance after having logged in, when you resume your web registration, you get a message saying Your session has expired.  You need to logon again.

A web interface to the Leadership database has been developed to provide a variety of services for participants and for faculty and staff.  The services that are presented in the menu are taylored according the needs of the person logging on.

6.2 Logon

The logon screen requests the participant to enter their AU Username and AU Password.  The username must be the one they use for connecting to the James White Library online databases and WebCT courses.  They can use their Andrews student ID as the password, but no grades will be displayed on their Course Plan.  To see their grades, they must use the same password that they use for connecting to the James White Library online databases and WebCT courses.  This is held only in encrypted form in the UNIX password file.

After a successful logon, the menu of restricted services is displayed.   Roundtable Registration will be in the list only when appropriate.

6.3 Restricted Web Services

6.3.1 Inspect Participant Course Plan

The Course Plan is an integral part of the Leadership process, and is prepared by each participant, in consultation with their advisor, as part of developing the IDP.  The details are recorded by the Leadership office in the database, and is kept up to date as revisions are made from time to time.  The Course Plan Lookup provides a convenient way for students to check their plan and to see what courses they still need to register for.  If the participant logs in using their regular Andrews password, they also see their grades, and can check what incomplete courses they still need to work on.

6.3.2 Review Participant Progress

6.3.3 Record IDP Signoffs

6.3.4 Record Competency Signoffs

6.3.5 Request Form for <semester> <year> courses

This feature is provided as a service both to participants and to the Leadership Office.  Participants use this form to select courses, topics and instructors and to record their intention to register for those courses conveniently via the web.  The Leadership Office is then able to review the registration requests that have been entered, and automatically generate reports and "Blue Cards" for signing by instructors, making the actual registration a very efficient process.

The registration entry form has a dropdown box of all currently offered courses, and another box for free text entry of the course topic, if necessary.  After entering the number of credits, there is another dropdown box listing all the instructors.  If a participant wishes to take a course not in the course dropdown list, this course needs to be added by the Leadership Office (see Section 3.2 Typical Values in the Lookup Tables under the file COURSE).  Similarly, if a participant is taking a course with an instructor not in the instructor dropdown list, the instructor needs to be added by the Leadership office (see Section 3.2 Typical Values in the Lookup Tables under the file PERSON_TYPE and read about the constraints in Section 4. Maintain Person Details)

Validation tests require that if a course is selected, a whole number of credits must be entered (0 is valid) and an instructor must be selected).  To remove a course, choose "Select a course" as the course number and title, and click Continue.

When all the correct details are entered, the participant clicks Continue and the registration confirmation form is displayed.  This displays the courses selected for confirmation.  If Doctoral Dissertation is chosen, the following note is also displayed:

Must have approved dissertation committee and topic to register.
Must have approved dissertation proposal to register beyond 8 credits.

At this stage, the participant can click Make Corrections, to return to the previous form to make changes to what has been entered.  If all the details are correct, the participant can click Return to Restricted Services Logon.  When this is done, an email is sent to the participant with the registration details, and a copy is sent to the Leadership secretary.

6.3.6 Information about Roundtable <year>

6.3.7 Maintain Roundtable Schedule

6.3.8 Registration for Roundtable <year>

Registration for the Annual Leadership Roundtable conference is also done by the participants via the web.  In addition to recording the actual intention to attend the conference, participants enter the following information

As with Web Course Registration, a confirmation screen is displayed on completion, with an option to make further changes.  If all the details are correct, the participant can click Return to Restricted Services Logon.  When this is done, an email is sent to the participant with the registration details, and a copy is sent to the Leadership secretary.

6.3.9 Post Minutes to the Web (on Group's behalf)

6.3.10 Online Directories

6.3.11 Update Web Directories and Password

6.3.12 Update Reading List from EndNote

Suggested reading lists for each of the six competency areas are provided on the web site under the Resources tab on the menu bar.  The details for each references are maintained using EndNote bibliographic software.  The Update Reading List from EndNote function on the Restricted Web Services menu largely automates the process of publishing fresh pages on the web when changes are made in EndNote.

A separate EndNote library file has been created for each of the six competencies.  The file names are as follows:

After changes have been made to one or more of the EndNote libraries, follows these steps to update the Reading Lists on the web site.

  1. In EndNote, for each library that has been updated, perform the following:
    1. Open the library in EndNote.
    2. In the menu bar, File -> Export....
    3. In the File name: drop down box, insert \\its2\LeaderPart\BookLists\ in front of the suggested file name.
    4. In the Save as type: drop down box, select XML (*.xml).
    5. Click the Save button, and click Yes to override the existing file.
  2. Go to the Leadership Participant web site (http://www.andrews.edu/leaderpart) and perform the following:
    1. Select Services and logon to Leadership Restricted Services _.
    2. Select Update Reading List from EndNote _ from the menu.
    3. When the six reading lists are written, click your browser <Back> button to return to the menu.

6.3.13 Log off and return to Leadership Home Page

7. Annual Reviews

The Leadership Tracking System provides for tracking several indicators of participant progress.

7.1 Activity Status 

7.2 IDP Status

7.3 Course Plans 

7.4 Meeting Attendance 

7.5 Progress Reports

7.1 Activity Status

Activity Status can be maintained on the Program tab of the Maintain Person Details screen.  The most frequent updates to this indicator are changes between Active and Inactive status.  See also 3.2 Activity Status.

7.2 IDP Status

This field is used to indicated the progression through the IDP approval process.  IDP Status can be maintained on the  Program tab of the Maintain Person Details screen.  See 3.2 IDP Status for the standard values in the lookup table.  See IDP Status Report for a sample page from the tracking report for IDP Status.

7.3 Course Plans

7.3.1 Maintaining Requirement Headers

The first block of courses in each person's course plan is for the credits that are required to be taken at Andrews University.  In each student's course plan, entries in this block will have a Source ID of 1, to indicate that predefined requirements header text is to be used for this section of the course plan.  The text of the predefined requirements headers varies according to bulletin year, and sometimes for other reasons.  Maintaining that text is the object of this section of the program.

You get to this function from the main menu as follows:

  1. Maintain Tables
  2. Course Plan Requirement Headers

Course Plan Requirements Headers

7.3.2 Maintaining Participant Course Plans

You get to this function from the main menu as follows:
  1. Enter / Update Person Details
  2. Maintain Course Plans

Maintain Participant Course Plans

7.4 Meeting Attendance

See 5.11 Posting Minutes to the Web for details on tracking attendance at Regional Group meetings, and posting and maintaining the minutes from those meetings.

7.5 Progress Reports

See 8.2 Progress Reports for a list of tracking reports and links to sample pages.

8. Reports

8.1 Lists

8.2 Progress Reports

8.3 Registration Reports

8.4 Roundtable Reports

8.1 Lists

Name Description
Alphabetical Listing Participants in the Leadership program listed alphabetically, with their cohort, regional group(s) and email address(es).
Listing By Cohort Participants listed by cohort with their regional group(s), email address(Es) and activity status.
Listing By Region Participants listed by regional group with their cohort email address(Es) and activity status.
Participants Without Bios Participants who do not have their bio in the online directory.
Participants Without Pictures Participants who do not have their picture in the online directory.
Person Details By Cohort Personal detail summary of participants, sorted by cohort.
Person Details By Region Personal detail summary of participants, sorted by regional group.
Regional Groups Listing of regional groups, with listserv name, WebCT course name, and WebCT administrator name.

8.2 Progress Reports

Name Description
Course Plans Leadership Course Plans with grades and credits.
IDP Status Alphabetical listing grouped by IDP status.
AU Credits Completed Review of credits listed in Course Plan, credits completed and credits still to be taken.
Regional Group Meeting Attendance Alphabetical listing showing regional group meetings and dates and total numbers of meetings attended.
Annual Leadership Review Annual Review summarizing for each participant the status of the IDP, Course Plan credits taken, grades for core courses, dissertation credits taken, and meetings attended.
Annual Review: Meeting Attendance Review of regional meeting attendance showing meetings attended, by person within cohort.

8.3 Registration Reports

Name Description
Courses by Person Course registration report by student, one student per page.
Blue Cards "Blue Cards" report ready to print on blue page, 3 per page.
Courses by Course Course registration sorted by course.

8.4 Roundtable Reports

Name Description
Persons Registered Participants registered for the Roundtable Conference, showing banquet places requested.
Persons Not Registered Participants not registered for the conference, with contact phone numbers and email address.
Flags Needed Nationality of flags needed for the Roundtable Conference.


Created: Thursday, November 16, 2000 09:27 PM
Last Modified: Tuesday, February 7, 2012 10:55 AM