Updating EdTechProfile Accounts

http://www.edtechprofile.org

(updated 08/09/08)

This document is updated on a regular basis. To be sure you have the latest information regarding EdTechProfile go to:

http://ctap10.org/~gregg/ETP/updatingETP.htm and check the date that you see above.

When planning an annual update of the EdTechProfile Technology Assessment Profile, here are a few simple things to prepare for the day.

Two weeks prior to the updating session:

1. Run a list of "Users" at the site.

2. Check for accuracy of listing of users at site

a. New Staff

b. Duplicate accounts

c. Remove "Users" no longer part of staff

3. Enter correct email addresses.

4. Email log-in information to the staff

NOTE: If you experience any technical problems when your staff is updating their EdTechProfile accounts, contact True North Logic at 1-866-422-6252 immediately.

Detailed Steps

1. Run a List

To get a listing of all staff who have accounts associated to your school, follow the pathway: Administration tab :: in the System Management section click on School :: your site should be listed :: click on View Users :: choose View All :: click on View Users.

To see a site completion report, click on the View Site Completion Status button.

2. Check for Accuracy

Be sure that the EdTechProfile staff listing is accurate.

Check the EdTechProfile Users list against an accurate, up to date listing of school staff.

NEW STAFF:

1. A new staff member at your school may already have an EdTechProfile account from another school site or a college class. After they have logged into their EdTechProfile account, they should associate their existing account to your school from the My Account tab, using Save and Add School Site on their My Account page. Then use Check to Remove to remove old site, and click on Save Changes.

2. Members of your staff who have never created an EdTechProfile account need to create their own EdTechProfile accounts by using the Create an account now! button on the EdTechProfile log in page. Be sure to include a valid district email address.

3. Not sure? If a new staff member is not sure about having a EdTechProfile account, you can do a search for their name on the Administration tab, System Management section, User Accounts button. If an account shows up, you can email their log in information to them using the Edit feature. N.B. If the email listed is no longer valid, request log in information using the Lookup Account feature on the EdTechProfile log in page. They must indicate the OLD site and district (as listed on the edit page) and a CURRENT district email in order to receive their log in information.

DUPLICATE ACCOUNTS:

Check the EdTechProfile Users list for duplicate accounts.

If there is a member of your staff with duplicate accounts, those accounts should be Merged. Do NOT delete duplicate accounts. To MERGE accounts:

On the Administration tab, System Management section, click on Merge Accounts. Use one of the options on the next window. For best results, click on the “Search by Name” link. Enter the first name and the last name to get the multiple accounts if the names are exactly alike, e.g. account a: Jenny Jones; account b: Jenny Jones; search on Jenny Jones. If the names on the multiple accounts are similar, enter the matching parts in the first name / last name boxes, e.g. account a: Jennifer Jones; account b: Jenny Jones; search on Jen Jones. Make sure the accounts being merged belong to the same person. Many names are duplicated throughout the state, so be sure the sites are those of the accounts being merged.

NAME CHANGES / INFORMATION UPDATE

Users can make name, school site, and other demographic changes under the My Account tab once they have logged into their accounts.

REMOVE USERS NO LONGER STAFF AT YOUR SITE:

If a person on your site "Users" list is no longer part of your staff, use the Edit button to access the Add School Site feature on their account, then move them to their correct location. If their current location is not known, move them to your district office site for temporary storage. Once the new location is listed, use the Check to Remove feature to remove that account from your site list. Please do not use the "Check to Remove" feature until after the person is placed at a new location. The Add School Site feature is only available through the Edit button from your site User List.

3. Entering accurate emails

EdTechProfile Site Lead/Admins have the ability to enter accurate emails of their staff. From the Site Users List (see Step 1 above), click on the Edit User Email button. This will take you to a window from which you can enter accurate email for all staff at your site. Please use district email addresses, as personal email addresses like yahoo, hotmail, etc. tend to change from year to year. Messages sent to AOL and Earthlink email addresses are bounced back by their respective mail systems.

4. Mass Mailing

Depending on the size of your staff, about a week to ten days prior to the planned update session use the "Mass Mailing" feature to email log in information to the staff. This feature is a button found on the bottom of the Users List for your school. (See Step 1 above.) This will send log-in information to all staff members who have associated themselves to your school, and who, of course, have provided a valid email address in their EdTechProfile account information. Have staff members print out the email that they receive with their log in information, and ask them to bring it to the updating session. Be sure to print a copy of the "Email Message Status" page that will be generated by the mass mailing. This will provide a list of people who have and have not been sent their log in information through their email accounts.

NOTE: Users who have EdTechProfile accounts from other schools can transfer their information from their old sites. Have them contact their prior site EdTechProfile Lead/Admin to have their log in information emailed to them. OR, they can use the Lookup Account feature, but need to include the prior school site.

Preparing with sufficient time to have all the staff come with their log in information will make the EdTechProfile Technology Assessment Profile update session run more smoothly.

Update Session Tips

Be sure that all staff have a valid district email address listed under their My Account tab.
Users who have accounts should verify that they have a clue question and answer provided under the My Account tab.
While progressing through the Technology Assessment Profile, be sure that staff members complete ALL subcategories by clicking on the "Record and go to Next Sub-Category" button. It is important to do this, especially if:

Nothing has changed;
If all questions in a subcategory have been previously answered;
The staff member has no knowledge in that area.

Be sure that staff members complete/update all sections of the Technology Assessment Profile. Some sites will also be required to complete a Supplemental Survey.
If you experience any technical problems when your staff is updating their EdTechProfile accounts, contact True North Logic at 1-866-422-6252 immediately.

Questions? Check out EdTechProfile FAQs

http://etp.ctap10.org/node/3

If you have any questions, please contact your regional EdTechProfile Administrator:

http://www.edtechprofile.org/region_admin.php

This document can be found online at

http://ctap10.org/~gregg/ETP/updatingETP.htm

This document was created by Region 10 RIMS CTAP