ACTION PROJECT NETWORK USER GUIDE

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1 RESOURCE ACTION PROJECT NETWORK USER GUIDE Contents 1. Introduction Glossary of Terms Icon Key Network Access Institutional Profiles Team Leader Responsibilities Maintaining Contact With HLC 6.2. Adding Team Members 6.3. Setting Team Member Permissions 7. Project Declarations, Updates and Reviews Completing the Project Declaration Questions 7.2. Posting Action Project Updates 7.3. Opening Action Project Reviews 8. Additional Features Browsing and Searching Projects 8.2. Commenting on Projects 8.3. Following Projects 8.4. Accessing HLC s Directory of Institutions 8.5. Searching Contacts 9. Tips and Troubleshooting Frequently Asked Questions... 19

2 1. Introduction The Action Project Network is the online database in which institutions on the Higher Learning Commission s AQIP Pathway post on the progress and development of their Action Projects. Institutions gain access to the network at the beginning of their first year on the pathway. Thereafter, each institution will post at least one Action Project Update in the network during each academic year. Each update will be reviewed by a peer reviewer, who will provide feedback and guidance on advancing the Action Project. HLC will assign institutions to one of three possible cycles for submitting their update each academic year. The submission periods for the three cycles are as follows: October 1 November 30 (Feedback provided by December 31.) February 1 March 3 (Feedback provided by April 30.) June 1 July 31 (Feedback provided by August 31.) In addition to documenting Action Project progress, the network serves as an information-sharing platform. All institutions on the AQIP Pathway may read and comment on the work of other AQIP institutions, past and present, using the network to facilitate a shared learning experience. The information in this guide explains how users can access and utilize the functions of the network to maximize the Action Project experience. 2. Glossary of Terms The terms used in the Action Project Network are listed and defined below. Action Project Mentor: An experienced peer reviewer assigned to work with Action Project Reviewers as a mentor. This role provides the update reviewers with guidance and directions on completing updates. Additionally, the mentor can provide additional feedback for each review as needed. Action Project Reviewer: An experienced peer reviewer assigned to review Action Project Updates submitted by institutions. Action Project Update: An update posted by an institution detailing progress on a current Action Project. The Institution Team will submit this update to HLC through the network with documentation about the team s accomplishments, challenges and future plans regarding its Action Projects (see Posting Action Project Updates in the Project Declarations, Updates and Reviews section). Active: A project phase applies to any project with a published Project Declaration not currently in a cycle, including new versions of Reviewed projects. Completed (formerly Retired): A project phase indicating that the project has been completed or is no longer being worked on by the institution. Cycle: The time period during which the institution submits an Action Project Update and the Action Project Reviewer and Mentor conduct their review. Dashboard: The network landing page for all users. Deleted Project: A project that the institution no longer wants to pursue and wishes to remove completely from the network. If you need to delete a project, your request to aqip@hlcommission.org. Draft: A project phase that applies to any project that has been created but not yet published, including new versions of Reviewed projects. Published: August 2017 Higher Learning Commission Page 2

3 Follow: A network feature allowing a user to receive notifications as updates for other institutions Action Projects are posted. Users may use this feature to monitor and learn from similar Action Projects being undertaken by current and past AQIP Pathway institution teams (see Following Projects in the Additional Features section). In Review: A project phase indicating that the Action Project Update has been created and submitted by the institution and is assigned to a reviewer. In Update: A project phase indicating that the project is in the process of being updated by the institution, but has not yet been submitted for review. This phase is entered into after a project is Active. (You can answer any or all of the questions and then submit your update for review at a later time, or you can submit it for review as soon as you answer the questions.) Note: Institutions are required to submit at least one Action Project Update per academic year. Institutional Profile: The network listing for an institution. Each profile lists the institution s name, its AQIP Pathway cycle start and end dates, and the designated Team Leader. Locked: A project phase indicating that the project is In Review; no changes can be made to the project until the review has been completed. Network Admin: The user role associated with HLC staff members who are responsible for overseeing the functionality of the network. Project Declaration: The initial set of questions designed to address the preliminary ideas and strategies devised by the Institution Team to set the context for subsequent Project Update questions. These questions are answered as the initial project starts and do not receive a separate response from peer reviewers (see Completing the Project Declaration Questions in the Project Declarations, Updates and Reviews section). Reviewed: A project phase indicating that a project has been reviewed by an Action Project Reviewer and Mentor. The project s status is active and another version can be created. If the institution wants to mark the project as completed, aqip@hlcommission.org to close the project. Status: The state of an Action Project based on its update cycle (see Status Icons in the Icon Key section). Tag: A network feature allowing Institution Teams to self-identify categories and themes within their work. Teams must use at least one and may use up to three tags to categorize an Action Project to allow users to easily filter searches. Team Leader: A member of the Institution Team serving as the main point of contact for HLC, as well as the official leader of the institution s Action Project efforts (see Team Leader Responsibilities section). Team member: A member of an Institution Team who actively participates in the work being done by the institution to complete the Action Project. A team member may be designated by a Team Leader to fulfill any of the reporting responsibilities for the team, including posting Project Updates. Update Pending: A project phase indicating that the project is in the process of being updated by the institution, but has not yet been submitted for review. This phase is entered into after a project is Active. (You can answer any or all of the questions and then submit your update for review at a later time, or you can submit it for review as soon as you answer the questions.) Version: An iteration of a project that has been ongoing for more than one year. Any project that has gone through a complete cycle (Active through Reviewed) must be Completed, or a new Version of the project must be created. If you have had an ongoing project and it is in its third year, it is treated as Version 2. Published: August 2017 Higher Learning Commission Page 3

4 3. Icon Key Below are the various icons that a user may see in the network: Support Icon Allows users to access the general help function of the network Open the Network Help Request Form Team Management Icon Allows the Team Leader to set editing permissions for team members Open Team Member Settings Status Icons Indicate the current status of an open project Project on track Project requires attention Project behind schedule Project on hold (does not require action) 4. Network Access The designated Team Leader (the institution s Accreditation Liaison Officer) will be the first member of the team to gain access to the network. Login credentials will be ed directly from the HLC Action Project Network account to the Team Leader. Additional team members gain access when the Team Leader creates their user accounts (see the Team Leader Responsibilities section). Network Login: collaborate.hlcommission.org/aqip User Name: The user name is always the address associated with an individual profile. To recover the user name, a user can click Forgot your username on the login page (see figure 1). The user name will then be sent to the address associated with the account. Password: Password can be reset by clicking Forgot your password at the bottom of the login page and following the prompts. After a successful login, the user s Dashboard page is displayed. Important messages about upcoming posting deadlines or changes to the network may be posted in the Dashboard Messages box. This page also links to browsing and search tools and the Action Project(s) to which the profile is attached. Figure 1 Published: August 2017 Higher Learning Commission Page 4

5 5. Institutional Profiles Each institution has an Institutional Profile in the network. The profile lists the institution s name, its Action Project start and end dates, and the designated Team Leader, as well as the current AQIP Pathway cycle of the institution. Users can access their institution s profile by clicking on My Institutions in the left navigation bar on the Dashboard page (see figure 2). Figure 2 The Institutional Profile also displays tabs that link to the institution s Action Project(s) and a full list of an institution s team members, if profiles have been created for each of the members by the Team Leader (the Team tab will be empty until the Team Leader adds team members). Users can also view the profiles and projects of other institutions by browsing or searching the network (see Browsing and Searching Projects in the Additional Features section). Note: The Team Leader can also access his or her own password on the Institutional Profile page (see the Network Access section on page 4 for instructions on how to reset the password). Published: August 2017 Higher Learning Commission Page 5

6 6. Team Leader Responsibilities The Team Leader is responsible for initiating and helping sustain the team s work in the network. Team Leaders have special rights and responsibilities, including being the main point of contact for the team, maintaining the Institutional Profile and managing the affiliated user accounts in the network Maintaining Contact With HLC The Team Leader is essentially the team s representative inside and outside of the network. As such, it is expected that the Team Leader reads and responds to s and phone calls from HLC staff members. It is also expected that the Team Leader posts Action Project Updates or designates another team member to be responsible for network postings in each cycle (see Project Declarations, Updates and Reviews ) Adding Team Members The Team Leader is responsible for completing the Institutional Profile by creating user accounts and setting editing permissions for the other members of the Institution Team. It is a best practice to create user accounts for all team members in order to engage the entire team in the Action Project Update process, as well as give them the opportunity to learn from other institutions (see Browsing and Searching Projects in the Additional Features section for more information on the shared learning experience facilitated by the network). Figure 3 Figure 4 Step 3 Step 1 Step 2 Step 4 User accounts can be created for each team member directly from an Institutional Profile in the network: Step 1 Open the Team tab Step 2 Click the Add Team Member button Step 3 Fill in each team member s contact information one by one (see figure 4) Step 4 Click Save after each team member s contact information has been entered Changing the Team? The Team Leader also has the ability to edit and delete team members as the team evolves using the same Team tab on the Institutional Profile page. Published: August 2017 Higher Learning Commission Page 6

7 6.3. Setting Team Member Permissions Once user accounts are created, the Team Leader can also set editing permissions for each team member in order to manage the updating process the team members may follow. Team members can have as much or as little reporting responsibility in the network as the team deems fit. The default team member setting is for all editing rights to be turned off; Team Leaders must configure the settings for each team member if they wish to give one or more team members special permissions. From the Team tab on the Institutional Profile, a Team Leader can set permissions: Step 1 Click on the orange gear icon next to a team member s contact information; a window will open with the editing options (see figure 5) Figure 5 Step 1 Step 2 Select Yes to grant a specific privilege to the user or No to deny that privilege to the user (see figure 6) Step 3 Click Save to set permissions for the user Figure 6 Step 2 Example of Permissions: The Team Leader may allow a team member to edit answers on a Project Update, but the leader can reserve the right to submit the update for review (in which case the Team Leader reviews the team s submission and then submits on behalf of the team). Alternatively, the Team Leader can designate another team member to write and submit responses on behalf of the team. Step 3 Published: August 2017 Higher Learning Commission Page 7

8 7. Project Declarations, Updates and Reviews The primary function of the network is to serve as a space for institutions to post on the progress and development of their Action Projects. Each academic year in the AQIP Pathway cycle, institutions are required to answer a series of questions about the progress that has been made, challenges faced and lessons learned in carrying out their Action Project, as well as their plans for advancing the project. Answers are submitted to peer reviewers who are assigned to review the project and provide feedback and guidance Completing the Project Declaration Questions The initial project posting in the network, required for every Action Project, is known as the Project Declaration. A project team will outline preliminary ideas about the focus and scope of the project work by completing the Declaration questions. This action sets the context for the work to be done over the course of the project. Note: The Project Declaration does not receive a separate response in the network. To post the Project Declaration, the Team Leader or a designated team member will: Step 1 Select the project from the Project List at the bottom of the Dashboard page (see figure 7) Figure 7 Step 1 Step 2 Click on the Declaration tab (see figure 8) Step 3 Open each text box by clicking Edit (each question must be answered and saved individually) Step 4 Fill in the information requested and click Save to the right of each question Step 5 Click Continue at the bottom of the page after all questions are answered Published: August 2017 Higher Learning Commission Page 8

9 7.1. Completing the Project Declaration Questions Continued... Figure 8 Step 2 Step 4 Step 3 Once the Declaration is submitted, the Project Details page will load with questions for the first Project Update, which will not need to be completed until you are ready to submit the project for review. Note: The Project Declaration cannot be revised once submitted. The purpose of the Declaration is solely to capture the team s initial ideas. Action Projects are expected to evolve and change over time, which will be reflected in the various versions of the project as provided through the Project Updates. Published: August 2017 Higher Learning Commission Page 9

10 7.2. Posting Action Project Updates Questions posed on Project Updates are designed to address the progress an institution has made since the Project Declaration or the last update. The update questions also ask for information on how the team will move the project forward. To post an update, the Team Leader or a designated team member will: Step 1 aqip@hlcommission.org to inform HLC which Action Project the institution intends to submit for review during its designated cycle Figure 9 Step 1 Step 2 Select the Action Project from the Project List at the bottom of the Dashboard page (see figure 9) Step 3 Select the current version using the Version tab (see figure 10) Step 4 Open each text box by clicking Edit (each question must be answered and saved individually) Step 5 Fill in the information and click Save to the right of each question Step 6 If applicable, add hyperlinks (see directions on page 12) Step 7 Add or edit project tags (see directions on page 13) Step 8 Once the cycle becomes active, click Submit for Review at the bottom of the page after all questions are answered Note: Once an update is submitted for review, the update cannot be edited by the team. Published: August 2017 Higher Learning Commission Page 10

11 7.2. Posting Action Project Updates Continued... Figure 10 Step 2 Step 3 Step 3 Step 4 Step 5 Step 7 Step 7 Step 6 Published: August 2017 Higher Learning Commission Page 11

12 7.2. Posting Action Project Updates Continued... a. Hyperlinks To supplement the update answers, hyperlinks to webpages or documents housed on other servers may be added. Each answer can have an unlimited number of supporting external links, although they should not be used in lieu of actual content. Note: Once saved, a link cannot be edited. To change a link, delete it and create a new one. To add a hyperlink from the project s Version tab, the Team Leader or a designated team member can: Step 1 Click the Add Link button underneath the answer that the supplemental information is related to (see figure 11) Figure 11 Step 1 Step 2 In the pop-up window that appears, supply a title for the link (this will be the text that is displayed; see figure 12) Step 3 Add the URL the prefix is provided by default Step 4 Click Save Figure 12 Step 2 Step 3 Step 4 Published: August 2017 Higher Learning Commission Page 12

13 7.2. Posting Action Project Updates Continued... b. Project Tags Tags are used to group and categorize projects. Projects can also be filtered and browsed based on these tags. Each project must have a minimum of one tag and can have up to three tags assigned to it at a given time. To assign tags to a project from the project s Version tab, the Team Leader or a designated team member can: Step 1 Scroll to the bottom of the Version tab Step 2 Click Edit Tags (see figure 13) Step 3 In the pop-up window, select up to three tags from the drop-down options Step 4 Click Save Figure 13 Step 2 Figure 13-a Step 3 Step 4 Published: August 2017 Higher Learning Commission Page 13

14 7.3. Opening Action Project Reviews Following each Project Update provided, teams receive feedback from an assigned peer reviewer. The institution gains access to a project review as soon as the peer reviewer publishes it and the mentor approves it; the team will receive a Project Update Review Available system notification via . To open the Project Update Review, the Team Leader or a designated team member will: Step 1 Click on the Action Project in the Project List at the bottom of the Dashboard page Step 2 Open the Reviews tab to find a list of published reviews (see figure 14) Step 3 Select the most recent review in the list for viewing Figure 14 Step 2 Step 3 Figure 15 shows some of the questions that reviewers will answer in providing feedback on a Project Update. Figure 15 Published: August 2017 Higher Learning Commission Page 14

15 8. Additional Features The network offers several searching and sharing features to institutions as a means of facilitating collective learning across and among teams and cohorts Browsing and Searching Projects Project Declarations and Project Updates are available for viewing by any user. To view the projects of other teams in the network, any user may: Step 1 Locate the left navigation menu on the Dashboard page Step 2 Select either: Browse the Network to filter all projects by general criteria Search Project Details to search the text content within all projects or within specific projects (see figure 16) Step 3 Input search criteria and click the Filter or Search button Step 4 Click on a project title from the results to view the project Figure 16 Step 2 Note: Users can click a checkbox to temporarily save search criteria this retains the criteria for the rest of the current session. To clear a saved search, click the reset button or log out of the network. Published: August 2017 Higher Learning Commission Page 15

16 8.1. Browsing and Searching Projects Continued... If a user chooses Browse the Network, he or she can filter projects by the criteria shown in figure 17. Figure 17 If a user chooses Search Project Details, the search criteria shown in figure 18 will be available. Figure 18 Published: August 2017 Higher Learning Commission Page 16

17 8.2. Commenting on Projects To engage with other institution teams about their projects, users may post public comments on their own projects as well as the projects of other institutions. To post a comment, any user may: Step 1 Open the desired project to add a comment after locating it through browsing or searching the network based on selected criteria Step 2 Click on the Comments tab Step 3 Input comments and click Post Comment Note: Any user can add comments, but only the Network Admin or the user who created a comment can delete it. Figure 19 Step 2 Step Following Projects The Follow feature allows users to receive notifications as updates on other institutions Action Projects are posted. To begin following a project, any user may: Step 1 Open the project of interest after browsing or searching the network based on selected criteria Step 2 Scroll to the bottom of the project page Step 3 Click the Follow button and confirm intent to follow Note: Once a user begins to follow a project, the Follow button will change to Stop Following. Click Stop Following to cancel receipt of system notifications about updates to a particular project. Published: August 2017 Higher Learning Commission Page 17

18 8.4. Accessing HLC s Directory of Institutions Users may access HLC s Directory of Institutions from any Institutional Profile. Clicking the small red icon next to the institution s name (see figure 20) will take a user to the directory in a separate browser window, where more information can be found about the institution. Figure Searching Contacts All individual user accounts are searchable. To search for contacts, any user may: Step 1 Locate the left navigation menu on the Dashboard page Step 2 Select Search Contacts (see figure 21) Step 3 Input search criteria and click the Search button Users can then click on the name of the contact or the purple mail icon to the contact directly or click on the yellow plus icon to add the contact to their address book. Figure 21 Published: August 2017 Higher Learning Commission Page 18

19 8.5. Searching Contacts Continued... Figure 22 shows the searchable criteria for contacts. Figure Tips and Troubleshooting The Action Project Network functions best when using Firefox or Chrome. Users should check to confirm that JavaScript and cookies are enabled in their browser before accessing the network. Support for the network can be found by clicking on the gold question mark icon in the top right-hand corner of any screen. Problems with the network should be brought to the attention of HLC staff by at 10. Frequently Asked Questions How do I reset my password? To reset your password, open the login page and click the Forgot your password link. You will then be prompted to submit the address associated with your account. You will then receive an with a password-reset code and link. Copy the code and click the link. Provide the address and the code in the fields provided. Input the desired new password, verify the password and submit. Who can see my team s profile and project? Your team s profile and Project Updates are accessible to all network users. The network is designed as a space for teams to share project experiences, challenges and successes. Information is not shared with the general public without permission, nor is it publicly posted outside of the network. How do I change the Team Leader? To change the Team Leader, access your institution s profile, select the Team tab, add or select the person you would like to designate as Team Leader and click the Set to Team Leader button. Do I have to answer all the questions on the Declaration or a Project Update? Yes, all questions require an answer. If you feel that a question does not apply to you, you may input N/A or Not applicable in the box provided. Published: August 2017 Higher Learning Commission Page 19

20 Do I have to answer the questions all at once? No, you can answer the questions individually over a period of time. As long as you save each individual answer, the system will preserve your answers between sessions. Once you have answered all the questions, you must submit them as a group to receive feedback. How do I submit a project for review? aqip@hlcommission.org to request that the Network Admin assign the project you wish to submit to your institution s designated submission cycle. The Submit for Review button will appear after the cycle becomes active (see dates for each submission period on page 2). I forgot to add something to my answer and then I submitted my update for review can I go back and fix that? No. Be absolutely sure that your answers are complete before submitting your project for review. There is no way to undo or edit past versions of a project. The notification bar above my project reads Project on Hold. Does this mean I am behind on my updates? No, projects on hold are not part of an active cycle. If your team s project is on hold, no action is required. aqip@hlcommission.org for information on how to put project in Hold mode. How do I close a project? Projects can be closed at any time. Please aqip@hlcommission.org to close a project. Published: August 2017 Higher Learning Commission Page 20

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