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

• To get from field to field, press <Tab> to move forwards and <Shift><Tab> to move backwards.  You can also click with the mouse.
• To Edit a field, press <F2>.  This toggles between overtype and insert mode in the current field.
• Inserting a new record – click the   button in the navigation bar at the bottom of the form or sub-form window.
• Deleting a record – use the Record Selector bar to the left of the record.
• Navigating through the records – use the Navigation buttons at the bottom of the window.
  
• Speed keys – there are some shortcut keys for getting around the application quickly.   When this is available, a letter in the field or tab label is underlined.  Jump to this place by pressing <Alt> and the letter simultaneously.
• Online help – read the "status" line at the bottom of the Access window.  There will be a one line description of the field the cursor is currently in.
• There may be situations occasionally when a new record has been added in one window, and the new value is needed in a dropdown box  in the current window, but it does not appear.  Pressing Function key <F9> will often refresh the data in the dropdown boxes and make the new entry available.
• When an application error occurs while a process is running, the cursor may be left as an hourglass.  It can be turned back to a pointer by double clicking in a blank space on the form from which the process was started, or on the Main Menu.

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

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.

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

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

3. Setting Up the Tables

3.1 Table Descriptions

3.2 Typical Values in the Lookup Tables

3.1 Table Descriptions

3.2 Typical Values in the Lookup Tables

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

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 Status,  5.6 When A Student Graduates, and 7.1 Activity Status for notes on tasks involving Activity Status.

COHORT: Master list of Cohorts

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

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

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

Details of courses students have registered for.

CREDIT_SOURCE: Institutions credits have been transferred from

Names of institutions credits are being transferred from.

DEGREE: Lookup table for degrees offered in Leadership

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

FACULTY_ATTEND: Faculty Attendance at Regional Group Meetings

IDPSTAT: Lookup table of IDP status codes and meanings

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

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

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.

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

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

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

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 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.

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

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

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

• All participants should be recorded as members of at least one Regional Group.  For new participants, choose “Unknown” if this information is not yet known.
• One group and only one should be designated as the Primary group.
• For Faculty, chose the “Faculty” Regional Group.
• If a participant joins a new group, the listservs, web directories, etc, will be updated when the operator runs the next Web & List Updates.

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

• From Applicant to Active
• From Active to Inactive and vice versa
• From Active to Graduated

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

5.6 When a Student Graduates

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.

2. Run Web & List Updates.
3. 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 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  on the Navigation Button bar
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  on the Navigation Button bar
3. Enter the details:

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

4. 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.
5. 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 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:

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
   • When creating a new bio, take an existing one and use it as a template. This makes it easy to preserve the font styles and sizes, etc.
   • The top of the document is formatted as a 2-cell table.
   • In the left cell:
     • Name
     • Title/Position
     • Favorite leadership quote
   • In the right cell:
     • The photo
     • The body of the document contains the bio itself.
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

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

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

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

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

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

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

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

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

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

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>

• Attending banquet, and number of guests
• Updates to personal information
• Country of flag to display

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

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

• 1 Effective teacher or mentor-7.enl
• 2 Dynamic change agent-7.enl
• 3 Effective organizer-7.enl
• 4 Collaborative consultant-7.enl
• 5 Reflective researcher-7.enl
• 6 Competent scholar-7.enl
  (Note that the last character of the file name is the EndNote Version number used to create the file)

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

7.1 Activity Status 

7.2 IDP Status

7.3 Course Plans 

7.4 Meeting Attendance 

7.5 Progress Reports

7.1 Activity Status

7.2 IDP Status

7.3 Course Plans

7.3.1 Maintaining Requirement Headers

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

1. Maintain Tables
2. Course Plan Requirement Headers

• Entries need to be made in the above form for each bulletin year and for the various programs offered in that year.
• The text for the requirements headers for members of the Detroit2000 Cohort is different from the text used for other cohorts.  Use the description "Detroit2000" for Detroit2000 Cohort participants, and "Standard" for all other cohorts.  New descriptions can be added as necessary.
• The options available in the Degree dropdown box are: EdD, MA, PhD, PTC.
• The form allows the minimum number of credits to be entered as AU Credits (semester credits).  Then the text that describes the minimum credits required can be entered.

7.3.2 Maintaining Participant Course Plans

1. Enter / Update Person Details
2. Maintain Course Plans

• Enter the person's last name in the Select last name box.  The person's name and cohort boxes will be filled when you press <Tab> or <Enter>.  If a course plan has been entered previously for this person, the details will be displayed in the rest of the form.
• Select the ID of the Requirements Header from the ReqHeadID dropdown box.  There are different headers for each Bulletin Year, and there can be different headers within a year.  The header records need to be created before they can be used in a course plan.  See 7.3.1 Maintaining Requirement Headers for instructions on creating Requirement Headers.
• Tab to the Source ID field.  The first block of each person's course plan will contain details of the courses required to be taken from Andrews University.  Always use Source ID 1 for the first block.  The actual text that is shown on the course plan will be determined by the value entered in the ReqHeadID field.
• For Transfer Credits, a record needs to be created for institutions not already designated as sources of credits.  Click the Add Credit Source button and a window will pop up for entering a description for the institution from which the credits are being transferred.  The text that is usually entered is the name of the institution followed by the words "Graduate Coursework".
• Tab to the Term field.  (The Source of Credits box will fill in automatically.)  The Term accepts free text, but for consistency, use the following values:
  

  	F	Fall
  	W	Winter
  	SP	Spring
  	Sm	Summer

  
  The term name will fill in automatically if term is chosen from the above list.
• Enter the Year Taken, Course Name, and Topic (optional)
• For courses taught at Andrews, select Instructor from the Instructor dropdown list. If an Andrews Instructor is not in the list, go to the Maintain Person Details screen and create a record. When you return to the Course Plan form, press <F9> to refresh the names in the Instructor list. Leave Instructor (Other) blank.
• For courses being transferred into the program from other institutions, the Instructor will most likely not be in the dropdown list. Select "Other, Instructor" from the dropdown list, and enter the Instructor's name (Last Name, First Name) in the Instructor (Other) box.
• Enter the Semester credits in the Credits (S) box.  Quarter credits will be calculated automatically.  Alternatively, if the credits are provided in Quarter credit units, enter the number of credits in the Credits (Q) box, and the semester equivalent will be calculated in the Credits (S) box.
  
  Note: The automatic conversion only works if the other field is blank.  This is to allow for a different conversion factor to apply.  In this case, enter the number of credits manually in both fields.
• For transfer credits, enter the grade achieved from the transcript into the Grade box.  For credits taken at Andrews University as part of the Leadership program, return to this screen when the instructor turns in a grade for the student, and record the grade at that time.

7.4 Meeting Attendance

7.5 Progress Reports

8. Reports

8.1 Lists

8.2 Progress Reports

8.3 Registration Reports

8.4 Roundtable Reports

8.1 Lists

8.2 Progress Reports

8.3 Registration Reports

8.4 Roundtable Reports