SCHOOL USER GUIDE RN-BSN PROGRAM Welcome To ACEMAPP ACEMAPP is a secure online student clinical document tracking and storage solution. Getting Started... Log In Go to acemapp.org and log in with your email address and password. If you have not yet set up a password, or have forgotten it, click Forgot Password. When you log in for the first time you will be asked to agree to the FERPA consent and Honesty Pledge. Create student and/or clinical instructor accounts Choose Students or Faculty from your homepage, then click Create ; enroll members one at a time or in bulk. Assign students to courses Learning modules, assessments, forms, and requirements will be assigned to users automatically. However, you must assign students to specific courses Monitor student compliance progress View Students by Course to review compliance by course. Compliance items include forms such as the agency permission agreement, consent and release forms, clinical action plans and mentor acknowledged time logs. Requesting Support Our team is happy to provide support by phone at 844-223-4292 Monday-Thursday 8am-7pm and Friday 8am-5pm EST or by email at support@acemapp.org. You may also request support directly from the following ACEMAPP team member. Katie Niles ACEMAPP Account Manager Phone: 517-908-8220 Email: katie.niles@acemappteam.org
Managing Students & Clinical Instructors From your dashboard, click Student [1] from the Affiliation section of the Members tab. Manage Tags You may find it helpful to group your students in ACEMAPP using tags. You can create tags by graduating class, cohort, or any other way that may be beneficial. To manage your tags, click the Manage button and then click on the Manage Tags [2] button. 1 2 Add a New Tag If you would like to add a new tag, scroll to the bottom of the Manage Tags page where you will see a text box labeled Add a New Tag [3]. Within this area, you can create a new tag and set the status of the tag. Within Manage Tags, you can edit tags by clicking the pencil icon. Clicking the pencil icon will allow you to delete the tag or change the status of the tag. 3
Create Student Accounts You can create student accounts with the student bulk upload spreadsheet. When you create a student account, you will need to assign the student a due date and a program. Bulk Upload Students To bulk upload students in ACEMAPP, click on the Students by Affiliation button on your dashboard page. Click the Create drop down at the top of the page, and then select Bulk Upload [4]. Download a template Select the appropriate program from the drop down list and then click Pull Template [5]. Click Full Template Instructions for further details on how to fill out your template. The CSV file will download. Open the file and fill out the required columns: first name, last name, date of birth, member email address, due date, and graduation date. Save the file to your computer. Upload Completed Template Click the Start Upload Process [6] button. Upload the CSV Template Select the program type from the drop down box, select a tag for the students (if applicable), then click choose file. Find the location of the file on your computer, then click Upload CSV [7]. You can edit the information, if needed, in the Step Two Confirm your data section. After you confirm your data is correct, click the Submit [8] button. 4 6 5 7 8
Manage Returning/Graduating Students Students will automatically be asked to register every year unless you have indicated a graduation date for them upon upload and that date has passed, or you have marked them as graduated manually. To mark multiple students at a time as graduated, you can do so with Bulk Manage. Click the Manage dropdown, then click Bulk Manage [9] from your Manage Students page. Select Graduated next to each student s name, or refine your table by entering a group s tag into the search bar to show an entire group that is graduating and graduate them all at once by selecting the corresponding checkmark [10] at the bottom of the page. You can also set a graduation date in the student profile. To set a graduation date, go to the Manage Students page, and then click on pencil icon [11]. If the student has multiple programs, you can either set a graduate date one by one, based on program or you can set a graduation date for all programs the student is associated with by selecting yes under use single date [12] and entering the date in the Set All Graduation Dates box. 9 11 10 12
Invite Clinical Instructors You can create clinical instructor accounts by either sending individual invitations or with the bulk upload spreadsheet. From your dashboard, select Faculty then Faculty by Affiliation to navigate to your clinical instructor table. You may invite clinical instructor by clicking the Create dropdown and selecting Invitations [13]. There are two options to invite; Invite New Faculty allows you to send a single invite to one clinical instructor, whereas the Use Invitation Spreadsheet allows you to invite multiple clinical instructors at one time. To invite one clinical instructor, click the Invite New Faculty [14] button. Fill out the required fields and click the save button. The clinical instructor will receive the invitation through email and be prompted to login to create his/her profile. The clinical instructor will appear as pending until they log into ACEMAPP. When the clinical instructor creates their account, they will show up in your table. 13 14
Students and Course Administrators are assigned to their University of Phoenix courses in ACEMAPP. Courses are set with specific start and end dates, allowing students to access course material that is specific to their program. When students are assigned to their courses, they are able to complete items in ACEMAPP. Course administrators are able to review and approve items as needed. Assign Students to a Course (1/3) You may assign students and course admins to all required courses for their program at once. Their courses and requirements will not be visible until the course start date. From your dashboard, click Student [14] from the Affiliation section of the Members tab. From the Manage Students (Affiliated) table, you may search for students by tag, such as a cohort tag. Check the box next to the student(s) you would like to assign to a course. Then click Select followed by Add to Course [16]. 15 16
Assign Students to a Course (2/3) Select the course from the dropdown, followed by NEW from the rotation dropdown. Select BSN for the program, then choose your course admin. This is very important for the various approvals required for course related forms and documents. You may then select a course start date and change the populated end date (if necessary). Submit and Manage [17]: This feature will create the course assignment and take you to the edit section of the rotation (course schedule). On the edit screen, you are then able to turn on the Faculty Document Access feature by switching the yes/no toggle to Yes. This will allow the assigned course administrator / faculty access to approve forms, requirements and documents for their students. Submit & Reuse [18]: This feature allows you to add the same group of students to another course. Submit & Go Back [19]: This feature will create a course assignment for the students and take you back to your student table. 17 18 19
Assign Students to a Course (3/3) If you use the Submit & Reuse feature or the Submit & Go Back feature, you will need to turn on faculty document access from your View Rotations table. From your main dashboard, click View Rotations, filter by all Course Rotations in an Approved status. Under the Actions column, click the pencil icon to take you to the edit section of the rotation (course schedule). TIP: To see the full listing of students assigned to courses, click Student [20] from the Course section of the Members tab on your dashboard (navigate to your dashboard at any time while logged in by clicking the ACEMAPP logo). You may manage compliance by course within this table. 20
Remove Students & Course Admins from a Course From your dashboard, click View Rotations [21]. Select the Course tab followed by the Approved tab to manage students and course admins assigned to active courses. NOTE: The Completed tab will display all complete course assignments. Next, click the pencil icon [22] next to the course you would like to remove students/course admins from. Select the Student tab [23] before selecting the Remove checkbox next to their name from the Assigned Students [24] table. Once you ve selected the course admin(s), scroll to the bottom of the page and click Save Changes [25] to finish. To remove Faculty as course admins, click the Faculty tab [26] and follow the steps above. NOTE: Preceptors are not actively using ACEMAPP, and cannot be assigned as course administrators. 21 22 23 26 24 25
Assign Course Administrators (if you did not already when creating the course schedule) Course administrators are users who will be able to approve forms, such as the clinical hour tracking form. From your dashboard, click View Rotations [27]. Click on the course tab [28] and locate the course you d like to add an admin to, then click the pencil icon [29] to edit. Select the Faculty tab [30] before selecting the Assign checkmark next to their name from the Available Faculty [31] table. Once you ve selected the course administrator, scroll to the bottom of the page and click Save Changes [32] to finish. 27 28 29 30 31 32
Managing ACEMAPP Requirements From your dashboard, click Document Manager [33] or on your notification(s) [34]. View Approved - View a list of approved member requirement documents. View Denied - View a list of denied member requirement documents. Students - View any pending requirements. Faculty - View any pending requirements. Click on the wrench icon [35] to view or edit the complete date, expiration date, and to add a note before selecting Approve or Deny. Queue View - Review multiple requirement document submissions quickly by viewing the requirement in the viewing area and clicking Approve [36] or Deny [37]. Add an optional note to the student or faculty when denying a requirement under Deny Note [38]. 33 34 35 36 37 38
Create Student & Clinical Instructor Announcements To create student and/or clinical instructor announcements, click More followed by Student & Faculty Announcements [39]. 39 Click Add New Entry [40] to begin. Type the announcement in the body of the form and then click Save [41]. After you save the announcement, click Programs [42] to decide which users should receive it. The green check mark will select all of your programs. Click Save after you assign the announcement. After you click Save, your selections will display on the screen. 40 42 41
How to Retrieve Documents and Forms Completed by Students From your dashboard, click Student [43] from the Affiliation section of the Members tab. Click on the gear icon [44] next to the student. Member Document Log provides a list of all documents (requirements) uploaded by the student. Member Forms all forms completed by the student. Forms are the weekly time logs that are available to students weekly based on the course assignment. NOTE: if students are not compliant with Immunization requirements, the forms will not populate weekly for them to complete. 43 44