TUTOR PORTAL - MyU3A TRAINING NOTES 08/12/2016

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1 1. Introduction The MyU3A system is now in use by a number of U3As in Victoria and NSW. Melbourne City U3A s office is now live on this system. In addition to the office Admin functionality there are two portals into the system for specific views of information and functionality. These are: The Tutor portal, and The Member portal. 2. Tutor portal functions Tutors are able to do the following: View students enrolled or waitlisted in the class (including the sequence of requests) View student contact details including emergency contact details View and Print class attendance rolls Mark the roll (i.e. enter attendance into the system) View class attendance over a period of time. These notes provide instructions to perform each of these functions. 3. Tutor Portal usage Tutors have a number of options for using the system: 2.1 You can do it all yourself on your laptop, desktop computer, tablet or smartphone OR 2.2 You can appoint a computer-literate class assistant do perform the necessary tasks OR 2.3 You can continue to use the office to perform these tasks. If you opt to use a class assistant you must advise the office of that person s name so that they can be set up on the system as a class assistant for that class. The functions that need to be performed are: Class roll printing (if you wish to use a ticked roll) Roll marking including apologies Student contact list printing. 4. To PRACTISE using this Tutor Portal system a. Before you go into the LIVE database by following the instructions in 5. below, you can use a Practise database to practise in. b. Preferred Internet browsers are Mozilla Firefox, Google Chrome and Apple Safari. This is what you would normally use to access the Internet. c. Enter myu3a.net/melbournecity/startup.html into your Internet browser s address area. d. This brings up the following screen: Page 1

2 e. The Practise row has an Admin button and an On line. Click on the On line button and you will get this screen: f. You will note that it says Practise Database at the top. You can try things out here without in any way impacting the Live database. g. Click on the Tutors button and this is the screen that you will get next. Each tutor will use their Member Id and password as the Tutor Id and password. i.e. the same Id and password you use as a Member via the MEMBER LOGIN portal. Note that the same Id and password work in both the Live database and the Practise database. h. If you have forgotten your password click on MEMBER LOGIN, then click on Forgotten Password. A password will then be ed to you. i. Follow the instructions from section 7 onwards in the same way as you would in the Live database. 5. To Login to the LIVE Tutor Portal a. Preferred Internet browsers are Mozilla Firefox, Google Chrome and Apple Safari. This is what you would normally use to access the Internet. b. See section 4 for practising in a non-live database environment. It is recommended that you use the Practise database when you first start to use this system. c. Enter exactly this website address into the top URL/address box in your browser u3amelbcity.org.au/myu3a It must be in exactly this format. Save it as a Favourite website for ease of finding it next time. 2

3 d. It takes you to a part of the Melbourne City U3A website and looks like this: Click on TUTOR LOGIN. e. This is the screen that you will get next. Each tutor will use their Member Id and password as the Tutor Id and password. i.e. the same Id and password you use as a Member via the MEMBER LOGIN portal. f. If you have forgotten your password click on MEMBER LOGIN, then click on Forgotten Password. A password will then be ed to you. 6. General Information a. At the bottom of main screens is a Help button. If you click on this it opens a new tab in the browser with help information. Read the instructions for assistance with each app. Remember to go back to the first tab to continue using the system. b. Action buttons are usually at the bottom of the screen in this format. Remember to always scroll down to the bottom of the screen to see what action choices you have. c. The button always quits the Portal and takes you back to screen 5.d. above. d. DO NOT use the button (Back) on the Browser. This can cause unpredictable results to the logic of the app you are in. Always select Next to proceed through the app, or Exit to quit the app. e. Selecting an item from a list is always done by clicking on the circle or square on the left of the line in the list and then clicking on screen. E.g. at the bottom of the f. Date entries are always in the format d/m or dd/mm. 3

4 7. Class Profile After you have logged in you will get a list of your classes. Note that you can only ever see your own classes. Screen contents: Plc maximum number of students in class Rsv reserved number of places not available for online enrolment (reserved for office allocation) W/L waitlisted number of students on waitlist Enr number of students enrolled. Select the class you wish to look at by clicking on the circle to the left of the class name. Then click on screen. to proceed to details of that class. This is the Class Profile The items in green text are called apps and these are function buttons that can be clicked. Each one enables an action to be performed for this class. The following sections look at each app in turn. Screen contents: Places maximum number of students allowed in this class Reserved number of places reserved to be allocated by the office rather than by online member enrolments Requests number of students on the waitlist 4

5 Enrolled number of students enrolled. 8. List Enrolled & Waitlisted Students in the Class - app The app lists all members both enrolled and on the waitlist for a class. The Requested column shows the date this member was put onto the waitlist. The Accepted column shows the date of enrolment of confirmed members of the class. The bottom of the screen gives you more information and an option to see the sequence of the waitlisted members. This is useful for a heavily over-subscribed class. The requests number is the number of members on the waitlist. By clicking on you get the following screen: 5

6 The blue highlighted rows indicate who has enrolled via the online Member Portal rather than via the office. This is useful for the office to allocate places on the first day of enrolments only. If there are withdrawals from the class it is very important to advise the office, who will then offer a place in the class to the first person on the waitlist. Tutors cannot action this using this app. Only the office can enrol students. 9. Print a class roll for marking attendance - app This app produces a class roll suitable for ticking attendance during a class. You could forgo a printed class roll and enter attendance directly into the system. To do this, see the Mark Roll app in section 8. However if you wish to use a printed class roll then you should use this function. It lists all students down the page with columns for each date of the current term. Note that the term number uses today s date to automatically calculate the current term. Your class may go across multiple terms. If you want to see another term then click on that term number first. Then click on. You get something like this Scroll down the screen and at the bottom you will see Click on Print to print this page of the class roll for the term. If there is a second page then click on Next page and print again for the remainder of the class roll. This is then used in the class for students to manually tick the roll for the relevant date, or to indicate future apologies. You would then use this information to enter the attendance details into the system, using the Mark Day app. See section 8. 6

7 10. List Student Contact & Emergency Details - app If you click on you will get an alphabetical list of all enrolled students together with their contact details and their emergency contact details. This is a useful list to always have a printed copy of in class in case of emergencies. Since it contains personal data this should be kept private. Personal phone and details of each student and of their emergency contact. At the bottom of the screen you will see. Click on Print to format a printable copy note that landscape orientation works best. 11. Mark the roll for a class - app This function is to record the attendance at classes and can be performed by: The tutor The class assistant, or The office. a. Click on. This is the screen you get. 7

8 b. Select the relevant class date at the top of the screen and click on which is also at the top of the screen. c. You will note that everyone is ticked as being present. d. Untick anyone who was not present and click on at the bottom of the screen. e. The roll is now marked with a Y for all present and a blank for absentees. f. You can also enter Apologies here. i. Select the class date at the top, ii. Then select the member. 8

9 iii. Then enter the number of classes to be missed in the box next to at the bottom of the screen and click on. Note that the number of classes defaults to 1, so you do not need to enter it if it is just for one class. You will get an A against that person s name for as many dates as the number of apologies you entered. Note that you need to do one person at a time for apologies, so repeat this step for all other apologies. If you have incorrectly marked an A against someone, you can just repeat the action again and it will turn it off it acts as a toggle switch on/off. g. Click when you have finished your entries. h. If you make a mistake you can simply select the class date at the top again and click on ones again. again. It will then reset the marked values and let you tick relevant 12. Review class attendance across a period - app The app provides a view of actual class attendance across a specified time period. By entering a start date into and clicking on Summary, you get a report in the same format as the Attendance Report (see section 6) but starting from the date you have specified. It is a historical view rather than a future view. This is useful for assessing absences and hence potential place offerings to students on the waitlist. It also shows students who have withdrawn from the class (as a W). 9