Student Management System

Transcription

1 Student Management System

2 TRS-SMS-3.0 ISBN Copyright 2006 Fairfield Language Technologies. All rights reserved. Unauthorized duplication is prohibited. The Rosetta Stone is a registered trademark of Fairfield Language Technologies. Printed in the United States of America Fairfield Language Technologies 135 West Market Street Harrisonburg, Virginia USA Telephone: or in U.S. and Canada Fax: info@rosettastone.com Web site:

3 Table of Contents Introduction... 1 About Rosetta Stone... 1 About the Student Management System... 1 About This Manual... 3 System Requirements... 3 Installation Overview... 4 Components of the Student Management System... 4 The SMS on a Single Computer... 5 The SMS on a Network... 5 Previous Versions of SMS... 6 Create a Database Backup... 6 Uninstall the Previous Version of the SMS... 7 Installation for Windows... 8 Install the Student Management System... 8 Migrate Your Existing Database to the New SMS Run the SMS Administrator Install the Rosetta Stone Application Install the Language Data on the Server (Network Only) 13 Uninstall the Student Management System Installation for Mac OS Install the Student Management System Migrate Your Existing Database to the New SMS Run the SMS Administrator Install the Rosetta Stone Application Install the Language Data on the Server (Network Only) 19 Uninstall the Student Management System Configuration Overview Configuration for Windows Configure the SMS Server Configure the SMS Administrator Configure the Rosetta Stone Application Configuration for Mac OS Configure the SMS Server Configure the SMS Administrator Configure the Rosetta Stone Application... 30

4 Run the SMS Server Manually The SMS Server Window The SMS Server Menu Use the SMS Administrator Administrator Access Building Classes Log In Backup Database Prompt Use the Set Up Wizard Enter the Wizard Use Read and Write Access Set Up Instructors Set Up Classes Set Up Students Enter the SMS Administrator Move through the Interface Change Information in the SMS File Menu Options Instructors Classes Tracks Lesson Plans Students Enrolled Students Reports Overview Types of Reports Report Selection View Reports Print Reports Export Results Activity Sets Overview Menu Commands for Activity Sets Predefined Activity Sets Types of Activity Sets... 76

5 Activity Set Information Assign a Test Speaking and Voice Recognition Create A New Activity Set Use the Rosetta Stone Program Overview Rosetta Stone Application CD-ROM Appendix A Appendix B Appendix C Index... 91

6 About Rosetta Stone Introduction Rosetta Stone offers a powerful method for fast and effective language learning. Using the recorded voices of native speakers and thousands of real-life photographs, Rosetta Stone recreates the natural process of learning language. Words rapidly become associated with objects and ideas in a context where meaning is clear and reinforcement is immediate. Innovative multimedia technology and proven teaching methods make this possible. About the Student Management System The Student Management System (SMS) allows Instructors to control and monitor student study of Rosetta Stone. Instructors design the course of study for students, and students are guided through that work automatically. Through the SMS, the Instructor can create lessons that focus on individual skills or combinations of different skills as needed. The SMS records their progress and can generate reports based on that information. Features A simplified installation process automatically connects the SMS to Rosetta Stone, and runs the SMS in the background. A pre-built database provides model Instructors and Classes. An easy-to-use Wizard guides the Administrator through the process of setting up Instructors, Classes, and Students. Instructors can use the Wizard to create their own Classes and enroll their own Students. Students use Administrator-assigned IDs and passwords to log into the system. Students can be enrolled in multiple Classes. When they log in, they choose which Class to study. Students preferences for settings, like volume and sound effects, are restored each time they log in. At the end of every session, the SMS saves students places in the material. When the students log in again, they are taken to this bookmark and start where they left off. 1

7 Instructors and students can work on the SMS at the same time. The SMS protects any records from being changed while they are in use. Instructors can view and control student activity by Class, by Tracks within a Class, or by individual students. Instructors can use predefined Activity Sets or design their own. This allows Instructors to tailor Rosetta Stone to existing textbooks and materials. Instructors can control the activities that present and test the material. Instructors set proficiency levels that must be achieved before students study new material. The SMS allows Instructors to analyze student achievement by recording each student s number of attempts, time on task, and scores. Various reports on Class, Track, or student progress can be viewed onscreen, printed, or exported for use in another program. 2

8 About This Manual This manual describes installation, usage and the functionality of the SMS. If you want to jump right in and practice setting up a sample Class after doing the installation, you can start with the section entitled Use the Setup Wizard to quickly go through the entire process of creating Instructors, Classes, and Students. The instructions for operating the SMS are identical for both PC and Macintosh operating systems unless otherwise noted. This manual is also available online at support/downloads under SMS Manuals & Instructions. For information on the Rosetta Stone Application (the interactive client program that students use to study), refer to the Rosetta Stone User s Guide. System Requirements For current system requirements to run the Student Management System with Rosetta Stone, go to and click the appropriate tab: Classroom Edition Network Classroom Edition Stand-alone Note the requirements for the server and for the workstations. 3

9 Installation Overview Setting up the Student Management System (SMS) for Rosetta Stone requires several installations. This section provides an overview of the components that will be installed and the computers you will install them on. Detailed steps for installation are given in the next sections for Windows (pages 8 13) and Mac OS (pages 14 19). Depending on your system, you may need to use part of each section. For example, you might have a server that is running on Windows and some client computers that run on Mac OS. Components of the Student Management System The SMS Server The SMS Server manages the connections between the Rosetta Stone application and the central SMS database of Instructors, Classes, and student usage. The SMS Server must remain running so that the SMS Administrator or Rosetta Stone application can connect to the SMS. The SMS Database The SMS Database is installed as part of the SMS Server. SMS v3.x or higher provides a pre-populated database with model Instructors and Classes that you can copy. If you are using a previous version of the SMS, you may want to retain your existing database. See the instructions in Previous Versions of SMS on page 6. The SMS Administrator A copy of the SMS Administrator is included on the SMS Server. The SMS Administrator allows users with administrative privileges to add Instructors, Classes, and Students. Instructors can use the SMS Administrator to manage their own Classes, enroll Students into their Classes, and report on student progress. The SMS Administrator can be installed on multiple workstations to facilitate Instructor access. The Rosetta Stone Network Application The network edition of the Rosetta Stone application can be installed either as a Floating License (connected to a server) or a Node-Locked License (installed on each workstation). 4

10 The Rosetta Stone Application This is the interactive client program students use to study the language material. It runs on each student workstation. Instructors can optionally run the Rosetta Stone application. Language Data The Language Data CD-ROM contains the actual language lessons students will learn. In a networked installation, you may want to store the Language Data on a single server that the client workstations can access, or students can run the language lessons from a local CD-ROM. To run Rosetta Stone on a stand-alone computer, you must run the Language Data from the CD drive. The SMS on a Single Computer To run the SMS and Rosetta Stone on a single computer, install all components on the same computer. You must have the Language Data CD-ROM in the CD drive to run Rosetta Stone. The SMS on a Network To work with the SMS on a network, install the appropriate components on each computer. Server Computer Install the following components on one computer that is connected to all the workstations on the network. This computer should be running all the time that you want to access the SMS. The SMS Server The SMS Administrator The Rosetta Stone Network Application The Language Data (optional) Instructor Workstations The SMS Administrator The Rosetta Stone Application (optional) Student Workstations The Rosetta Stone Application The SMS Installer automatically connects all components of the SMS on the network. 5

11 Previous Versions of SMS SMS version 3.0 or higher provides a preloaded database with model Instructors and Classes you can copy. You can either use our preloaded database or move your existing database into the new SMS installation. Create a Database Backup Important: To retain your existing database, you must first create a database backup using the previous version of the SMS. Otherwise you will lose all your SMS data, including Instructors, Classes, and student progress, when you uninstall the previous version of the SMS. If you are NOT running the SMS as a Service: First make sure no one is using the SMS. From the SMS Server window, click Command on the Menu Bar. Select Create Database Backup from the list of options. This will create a backup of the database within the smsdata\database-backup directory, located within the SMS folder (default location is C:\Program Files\ Rosetta Stone\SMS 2.x.x on Windows, and Applications/SMS 2.x.x on Mac OS). The backup will be in a date and time-stamped sub-directory so you can easily tell when the backup was made. Move all database files from the time-stamped folder within the database-backup folder to a new location such as a new folder on your desktop. If you are running the SMS as a Service: First make sure no one is using the SMS. Start the SMS Administrator. Log in to the SMS Administrator as a user with administrator privileges. From the SMS Administrator window, click File on the Menu Bar. Select Create Database Backup from the list of options to create a backup of the database on the server within the smsdata\databasebackup directory, located within the SMS folder (default location is C:\Program Files\Rosetta Stone\SMS 2.x.x on Windows).The backup will be in a date and time-stamped sub-directory so you can easily tell when the backup was made. Move all database files from the time-stamped folder within the database-backup folder to a new location such as a new folder on your desktop. 6

12 Uninstall the Previous Version of the SMS If you are NOT running the SMS as a Service: Uninstall the Student Management System. Windows: Click Start Programs Rosetta Stone Student Management System Uninstall the Student Management System. Macintosh: Remove the SMS folder. If you are running the SMS as a Service: Windows only: Click Start Settings Control Panel. In the Control Panel window, double-click on Administrative Tools, and then double-click on Services. Highlight SMSv2.x.x in the Services list. Click Stop the service. The Service will stop running. Click Start Programs Rosetta Stone Student Management System Uninstall the Student Management System. After you install the Student Management System, you will copy your backup database files into the database folder to use with the new SMS. 7

13 Installation for Windows Please read all installation instructions before starting the installation process. Important: If you have already been using the SMS, first see Previous Versions of SMS beginning on page 6 for instructions on how to retain your existing database. Otherwise you may lose your existing data, including all Instructor, Class, and Student information. Install the Student Management System Install the SMS Server and/or SMS Administrator on each computer as needed: 1. Insert the disc labeled Student Management System CD-ROM into your CD-ROM drive. 2. If the installation begins automatically, follow the on-screen prompts and instructions to complete the installation. If the installation does not begin automatically, follow these steps: Double-click on the My Computer icon on your desktop, or click Start, then click My Computer. Double-click on the CD-ROM drive where you inserted the SMS CD-ROM. Double-click on Setup.exe. Follow the on-screen prompts and instructions to complete the installation. 3. Select the Setup Type for the computer onto which you are installing the SMS. 8

14 To install the SMS Server and the SMS Administrator, select one option: Run SMS as Service Recommended in most cases for continuous availability, either on a single computer or on a network. The SMS Server will run continuously in the background. The SMS Administrator and the Rosetta Stone application will always have access to the SMS Server. Run SMS Manually You will need to start the SMS Server manually, and keep the SMS Server window open to keep the SMS Server running. Choose Administrator Only to install the SMS Administrator on a workstation where an Instructor will connect to the SMS. The installation finishes, and the SMS is automatically set up to work with your computer. If you see another screen or error message, or you need to migrate your existing database before running the SMS, see Additional Installation Steps in the next section. When your installation is complete, leave the box checked to Run the SMS Administrator. See Run the SMS Administrator (page 11) for further instructions. Note: If you do not have the Java Runtime Environment or higher (required) installed on your computer, the SMS Installer program installs it. The installation program creates a group of menus for the SMS application in the Windows Start Programs menu and prompts you to create a desktop icon for the SMS Administrator. If you install Run SMS Manually, the installer also creates a desktop icon for the SMS Server. If you install Run SMS as Service, menu options are added to the SMS Programs menu to Restart, Start, and Stop the service. See Start Programs Rosetta Stone Student Management System v3.x SMS Service v3.x for the following submenu: 9

15 Additional Installation Steps If you have additional steps to take after installation, see the following sections: Install SMS with Multiple IP Addresses: if a screen prompts you to select an IP address, follow the instructions in the next section below. Migrate Your Existing Database to the New SMS: if you copied a database from a previous version of the SMS, follow the instructions below. Configuration Overview: if the installation did not connect automatically to your IP address and port, you may need to configure the computer manually. See the Configuration section beginning on page 20 for details. Install SMS with Multiple IP Addresses If you have more than one IP address on your computer, the following screen appears during installation: Select an IP address from the pull-down menu to direct the SMS Installer to run the SMS Server on that IP address. Migrate Your Existing Database to the New SMS For users of previous versions of the SMS only. 1. Stop the SMS Service or Server. If you are running SMS as a service, select Start Programs Rosetta Stone Student Management System v3.x SMS Service v3.x Stop SMS Service. If you are running the SMS manually, close the SMS Server Window. 2. Locate the time-stamped folder within the database-backup folder you moved to another location, such as the desktop, as described in Previous Versions of SMS beginning on page Copy all of the files in the database-backup folder into the new SMSv3.x\smsdata\database\ folder. 4. Run the compactor: In Windows Explorer, navigate to the directory where the SMS Compactor is installed (default location is c:\program Files\ Rosetta Stone\SMS). Double-click on the file compactor.exe. 10

16 Run the SMS Administrator When the installation is finished, leave the box checked to Run the SMS Administrator. The Rosetta Stone SMS Administrator screen opens: Log in for the first time using the default username and password: Username: admin Password: password You may want to change the password later. See page 50 for instructions. A screen prompts you to back up the database: Click No to skip creating a backup of the database the first time you install. Later as you are using the SMS, you will need to create backups of the database regularly. The next screen informs you that Write access is granted to you. This indicates that you can perform all actions allowed using administrative privileges in the SMS. 11

17 If you chose to create a backup of the database, the following screen informs you that the database backup was successful and indicates the location of the backup file. Install the Rosetta Stone Application After you have installed the SMS Server, install the Rosetta Stone application on each student workstation. 1. Insert the disc labeled Application CD-ROM into the CD-ROM drive. 2. If the installation begins automatically, follow the on-screen prompts and instructions to complete the installation. If the installation does not begin automatically, follow these steps: Double-click on the My Computer icon on your desktop, or click Start, then click My Computer. Double-click on the CD-ROM drive where you inserted the Rosetta Stone Application CD-ROM. Double-click on Setup.exe. 3. If you are installing a new version of Rosetta Stone (version Asms or higher), the following screen opens: 12 Click Find SMS Server(s) to list the servers available. If you do not see any servers listed, make sure a server is running and then click Find SMS Server(s) again. Choose the correct SMS Server. Click Select SMS Server.

18 If no server is found, or if you are running an older version of Rosetta Stone, you may need to configure the application to connect to the SMS Server. See Configure the Rosetta Stone Application on page 25. The Rosetta Stone application will install Apple QuickTime for Windows and you may need to install Adobe Acrobat Reader. QuickTime is used to view video clips on select Level 2 lessons. Acrobat Reader is provided to read the User s Guides and Texts provided on the application CD-ROM. Install the Language Data on the Server (Network Only) If you purchased a Network version of Rosetta Stone, you can install the language data onto a central server hard drive and share the data folders with the student workstations. Refer to the Network Installation Guide that accompanied your Network Application CD-ROM, or go to rosettastone.com/support/downloads and click Network Guides to download the instructions. Uninstall the Student Management System To uninstall the Student Management System: 1. Stop the SMS Service or close the SMS Server window. 2. Select Start Programs Rosetta Stone Student Management System v3.x UnInstall Student Management System v3.x. 13

19 Installation for Mac OS Please read all installation instructions before starting the installation process. Important: If you have already been using the SMS, first see Previous Versions of SMS beginning on page 6 for instructions on how to retain your existing database. Otherwise you may lose your existing data, including all Instructor, Class, and student information. Note: In order to run both the Student Management System and the Rosetta Stone Application on the same computer, you must have Mac OS 10.2 or higher. Install the Student Management System Install the SMS Server and/or SMS Administrator on each computer as needed: 1. Insert the disc labeled Student Management System CD-ROM into the CD-ROM drive. 2. If the CD opens, double-click SMS Installer and enter your Mac OS administrator password. Follow the on-screen prompts and instrutions to complete the installation. If the CD does not open, follow the directions below: Double-click the CD-ROM drive icon RS SMS on your desktop. Double-click the SMS Installer icon and enter your Mac OS administrator password. 3. Select the Setup Type for the computer onto which you are installing the SMS: 14

20 To install the SMS Server and a copy of the SMS Administrator, choose one of the following options: Run SMS as Service Recommended in most cases for continuous availability, either on a single computer or on a network. The SMS Server will run continuously in the background, so that the SMS Administrator and the Rosetta Stone application will always have access to the SMS Server. Run SMS Manually You will need to start the SMS Server manually, and keep the SMS Server window open to keep the SMS Server running. Choose Administrator Only to install the SMS Administrator on a workstation where an Instructor will connect to the SMS. The installation finishes, and the SMS is automatically set up to work with your computer. If you see another screen or error message, or you need to migrate your existing database before running the SMS, see Additional Installation Steps on page 16. When your installation is complete, go to Applications SMS 3.x and double-click on the SMS Administrator icon. If you installed Administrator Only, the SMS Administrator opens automatically. See the section Run the SMS Administrator beginning on page 17 for further instructions. The installation program creates the SMS 3.x folder in the Applications folder, places an icon for the SMS 3.x folder on the desktop, and prompts you to create an icon for the SMS Administrator in the SMS 3.x folder. If you install Run SMS Manually, the installer also creates an icon for the SMS Server. If you install Run SMS as Service, the icons to Start, Stop, and Restart the service are added to the SMS 3.x folder: 15

21 Additional Installation Steps If you have additional steps to take, see the following sections: Install SMS with Multiple IP Addresses: if a screen prompts you to select an IP address, follow the instructions in the next section below. Migrate Your Existing Database to the New SMS: if you copied a database from a previous version of the SMS, follow the instructions below. Configuration Overview: if the installation did not connect automatically to your IP address and port, you may need to configure the computer manually. See the Configuration section beginning on page 20 for details. Install SMS with Multiple IP Addresses If you have more than one IP address on your computer, the following screen may appear during installation: Select an IP address from the pull-down menu to direct the SMS Installer to install the SMS Server on that IP address. Migrate Your Existing Database to the New SMS For users of previous versions of the SMS only. 1. Stop the SMS Service or Server. If you are running SMS as a service, go to Applications SMS 3.x and double-click on the icon to Stop SMS Service: If you are running the SMS manually, close the SMS Server window. 2. Locate the time-stamped folder within the database-backup folder you moved to another location such as the desktop, as described in Previous Versions of SMS beginning on page Copy all of the files in the database-backup folder into the new SMS 3.x\smsdata\database\ folder. 16

22 Run the SMS Administrator When the installation is finished, double-click the SMS Administrator icon in the Applications folder to Run the SMS Administrator. Log in for the first time using the default username and password: Username: admin Password: password You may want to change the password later. See page 50 for instructions. If you are running SMS as a service, the Authenticate screen requires your Mac OS administrator password so that the SMS Service can start. A screen prompts you to back up the database: Click No to skip creating a backup of the database the first time you install. Later as you are using the SMS, you will need to create backups of the database regularly. 17

23 The next screen informs you that Write access is granted to you. This indicates that you can perform all actions allowed using administrative privileges in the SMS. If you chose to create a backup database, the database files are copied to the SMS 3.x\smsdata\database_backup folder with the current date and time. Install the Rosetta Stone Application After you have installed the SMS Server, install the Rosetta Stone application on each student workstation. 1. Insert the disc labeled Application CD-ROM into your CD-ROM drive. 2. If the CD opens, double-click Rosetta Stone Installer OSX for Mac OS 10.x and higher or Rosetta Stone Installer for Mac OS 9 and below. Follow the on-screen prompts and instructions to complete the installation. If the CD does not open, follow these steps: Double-click the RS Application CD-ROM drive icon on your desktop. Double-click double-click Rosetta Stone Installer OSX for Mac OS 10.x and higher or Rosetta Stone Installer for Mac OS 9 and below. Click the Install button. 3. If you are installing a new version of Rosetta Stone (version Asms or higher), the following screen opens: Click Find SMS Server(s) to list the servers available. If you do not see any servers listed, make sure a server is running and then click Find SMS Server(s) again. Choose the correct SMS Server. Click Select SMS Server. 18 Older versions of Rosetta Stone require you to configure the application to connect to the SMS Server. See Configure the Rosetta Stone Application on page 30.

24 Install the Language Data on the Server (Network Only) If you purchased a Network version of Rosetta Stone, you can install the language data onto a central server hard drive and share the data folders with the student workstations. Refer to the Network Installation Guide that accompanied your Network Application CD-ROM, or go to rosettastone.com/support/downloads and click Network Guides to download the instructions. Uninstall the Student Management System To uninstall the Student Management System and the SMS Service: 1. Stop the SMS Service or close the SMS Server window. 2. Remove the SMS 3.x or the SMS 3.xhs folder from the Applications folder (default location) and place it in the trash. 3. If you installed the SMS Service, also remove the SMS_Service_3.x or SMS_Service_3.xhs from Library StartupItems folder. 19

25 Configuration Overview The automatic detection mechanisms of the SMS Installer are designed to configure all computers to connect to the SMS Server. In some instances, you may need or want to configure a computer manually. The SMS Server uses messages over TCP/IP and requires a dedicated port on the server computer. By default, it will use port 8080, which is commonly used for Web servers. The SMS Server acts like a Web server when interacting with the Rosetta Stone Application and with the SMS Administrator. The SMS Installer automatically detects the IP address and port number on which to install the SMS Server. If configuration is required or you choose to customize your configuration, follow the configuration instructions below as needed. Technical Note: The SMS Server contains a discovery request server that accomplishes the auto-detection. The discovery request server listens on a UDP port (using the first available port in the range ) for requests from the discovery tool. The discovery tool searches for the SMS Server whenever the SMS Administrator or the Rosetta Stone Application (SMS-enabled version Asms or higher) is installed on a new workstation. The discovery tool itself uses the first available port in the range of to receive responses from the SMS Server. You can have a maximum of 20 SMS Servers running concurrently on the same IP address because of the range of ports available to the discovery request server. 20

26 Configuration for Windows Configure the SMS Server After a successful installation, your SMS Server is set up to run on the IP address on your computer and the default port 8080, or to the IP address you selected during installation if you have more than one available. In some cases, you may need to take additional steps to configure the SMS Server: If you are already running a Web server where you want to run the SMS Server, you can reassign the SMS Server to a different port. 1. Stop the SMS Service or quit the SMS Server before attempting to change the port. To stop the SMS Service, select Start Programs Rosetta Stone Student Management System (SMS) v3.x SMS Service v3.x Stop SMS Service. To quit the SMS Server when not running as a service, exit the SMS Server window. 2. Select Start Programs Rosetta Stone Student Management System (SMS) v3.x SMS Configuration. The following screen opens: 3. Select Server and Administrator. 4. Select the Server IP/URL for your server (if more than one) from the pull-down menu. 5. Enter the Port Number for the SMS Server. 21

27 6. The Friendly Name shows the name of your computer on the network. The Friendly Name appears in the Find SMS Servers list when you install the SMS Administrator or Rosetta Stone application on a workstation. You can change the Friendly Name to make it easier to find the SMS Server from the workstations. 7. Click Set. 8. Restart the SMS Service or Server. If the SMS configuration was not completed, the following screen may appear: This screen displays the IP address and port where the Installer attempted to configure the SMS Server. This shows you what IP address and port you will need to configure manually. To configure the SMS Server, select Start Programs Rosetta Stone Student Management System (SMS) v3.x SMS Configuration. Note: Port numbers range from 1 to Make sure the port you choose does not conflict with any other services you have running. 22

28 Configure the SMS Administrator When you install SMS Administrator Only on a client workstation, the SMS Installer automatically connects the workstation to the SMS Server. In some cases, you may need to take additional steps to connect the SMS Administrator to the SMS Server. For example, if the server was not running when you attempted to install the SMS Administrator, the automatic detection could not work. Start or install the SMS Server, then choose Find SMS Server(s), or go directly to the Configuration screen to enter the information manually. Find SMS Server(s) To find the SMS Server, first be sure the SMS Server is running. Then follow these steps: 1. Select Start Programs Rosetta Stone Student Management System (SMS) v3.x Find SMS Server(s). 2. Click Find SMS Server(s) to list the servers available. 3. Choose the correct server. The Friendly Name shows the network name of the computer. 23

29 SMS Configuration To go directly to the Configuration screen: 1. Select Start Programs Rosetta Stone Student Management System (SMS) v3.x SMS Configuration. The following screen opens: 2. Enter the Server IP/URL and Port Number of the SMS Server. The Server IP/URL should refer to the computer running the SMS Server. To find the IP address, go to the computer running the active SMS Server and select Start Programs Rosetta Stone Student Management System 3.x SMS Configuration. 3. Click Set. 24

30 Configure the Rosetta Stone Application To work with the SMS, each copy of the Rosetta Stone Application must be connected to the SMS Server. This section describes how to configure a stand-alone (non-network) version of the Rosetta Stone Application to communicate with the SMS. If you have installed the network version of the Rosetta Stone application, see the Network Installation Guide for instructions on configuring the workstations to connect to the SMS. This guide is available for download at under Network Guides. Configure Rosetta Stone Automatically New SMS-enabled versions of Rosetta Stone versions Asms and higher are designed to connect to the SMS Server automatically during installation. In some cases, you may need to take additional steps to connect the Rosetta Stone Application to the SMS Server. For example, if the SMS Server was not running or not installed yet when you installed the Rosetta Stone Application, the automatic detection could not work. To connect Rosetta Stone to the SMS Server: 1. Be sure the SMS Server is installed and running. 2. Select Start Programs Rosetta Stone RS2.x.xAsms Find SMS Servers. 3. Click Find SMS Server(s) to list the servers available. 4. Choose the correct SMS Server. The Friendly Name shows the network name of the SMS Server computer to help you select the server. 5. Click Select SMS Server. 25

31 Configure Rosetta Stone Manually Previous versions of Rosetta Stone ( and earlier) and those not enabled for the SMS (without Asms in the version number) require you to configure the application to connect to the SMS Server. You can also use the manual configuration with the SMS-enabled versions. To configure the Rosetta Stone application manually to connect to the SMS Server: 1. Select Start Programs Rosetta Stone 2.x.x Configure Rosetta Stone Client. The following screen opens: 2. Select Student Management System. 3. Select 2.x Server Address (later versions show 2.x/3.x Server Address). 4. Enter the Server Address and Port of the SMS Server. The Server Address should refer to the computer running the SMS Server. To find the IP address, go to the computer running the active SMS Server and select Start Programs Rosetta Stone Student Management System 3.x SMS Configuration. 5. Click OK to save these settings. You can change these settings at any time by running this configuration program. 26

32 Configuration for Mac OS Configure the SMS Server After a successful installation, your SMS Server is set up to run on the IP address on your computer and the default port 8080, or to the IP address you selected during installation if you have more than one available. In some cases, you may need to take additional steps to configure the SMS Server: If you are already running a Web server where you want to run the SMS Server, you can reassign the SMS Server to a different port. 1. Stop the SMS Service or quit the SMS Server before attempting to change the port. To stop the SMS Service, go to Applications SMS 3.x and doubleclick on Stop SMS Service. To quit the SMS Server when not running as a service, exit the SMS Server window. 2. Go to Applications SMS 3.x and double-click on SMS Configuration. 3. Select Server and Administrator. 4. Select the Server IP/URL for your server (if more than one) from the pull-down menu. 27

33 5. Enter the Port Number for the SMS Server. 6. The Friendly Name shows the name of your computer on the network. The Friendly Name appears in the Find SMS Servers list when you install the SMS Administrator or Rosetta Stone application on a workstation. You can change the Friendly Name to make it easier to find the SMS Server from the workstations. 7. Click Set. 8. Restart the SMS Service or Server. If the SMS configuration was not completed, the following screen may appear: This screen displays the IP address and port where the Installer attempted to configure the SMS Server. This shows you what IP address and port you will need to configure manually. To configure the SMS Server, if needed, go to Applications SMS 3.x and double-click on SMS Configuration. Note: The SMS Server computer must be running Mac OS 10.2 or higher. Port numbers range from 1 to You must assign a port other than 80, but make sure the port you choose does not conflict with any other services you have running. 28

34 Configure the SMS Administrator When you install SMS Administrator Only on a client workstation, the SMS Installer automatically connects the workstation to the SMS Server. In some cases, you may need to take additional steps to connect the SMS Administrator to the SMS Server. For example, if the server was not running when you attempted to install the SMS Administrator, the automatic detection could not work. Start or install the SMS Server, then choose Find SMS Server(s), or go directly to the Configuration screen to enter information manually. Find SMS Server(s) To find the SMS Server, first be sure the SMS Server is running. Then follow these steps: 1. Go to Applications SMS 3.x and double-click on Find SMS Server(s). 2. Click Find SMS Server(s) to list the servers available. 3. Choose the correct server. The Friendly Name shows the network name of the computer. 29

35 SMS Configuration If no servers are found, the following screen appears. Or, to go directly to the Configuration screen: 1. Go to Applications SMS 3.x and double-click on SMS Configuration. The following screen opens: 2. Enter the Server IP/URL and Port Number of the SMS Server. The Server IP/URL should refer to the computer running the SMS Server. To find the IP address, go to the computer running the active SMS Server and select Start Programs Rosetta Stone Student Management System 3.x SMS Configuration. 3. Click Set. Configure the Rosetta Stone Application To work with the SMS, each copy of the Rosetta Stone application must be connected to the SMS Server. This section describes how to configure a stand-alone (non-network) version of the Rosetta Stone application to communicate with the SMS. If you have installed the network version of the Rosetta Stone application, see the Network Installation Guide for instructions on configuring the workstations to connect to the SMS. This guide is available for download at under Network Guides. 30

36 Configure Rosetta Stone Automatically New SMS-enabled versions of Rosetta Stone versions Asms and higher are designed to connect to the SMS Server automatically during installation. The SMS-enabled versions of Rosetta Stone require Mac OS 10.2 or higher. In some cases, you may need to take additional steps to connect the Rosetta Stone Application to the SMS Server. For example, if the SMS Server was not running or not installed yet when you installed the Rosetta Stone Application, the automatic detection could not work. To connect Rosetta Stone to the SMS Server: 1. Be sure the SMS Server is installed and running. 2. Go to the Rosetta Stone folder, open the folder labeled RS2.x.xAsms, and double-click on Find SMS Servers. 3. Click Find SMS Server(s) to list the servers available. 4. Choose the correct SMS Server. The Friendly Name shows the network name of the SMS Server computer to help you select the server. 5. Click Select SMS Server. 31

37 Configure Rosetta Stone Manually Previous versions of Rosetta Stone ( and earlier) and those not enabled for the SMS (without Asms in the version number) require you to configure the Application to connect to the SMS Server. You can also use the manual configuration with the SMS-enabled versions. To configure the Rosetta Stone application manually to connect to the SMS Server: 1. Go to Applications Rosetta Stone RS2.x.xAsms and double-click on Configure Rosetta Stone Client. The following screen opens: 2. Select Student Management System. 3. Select 2.x Server Address (later versions show 2.x/3.x Server Address). 4. Enter the Server Address and Port of the SMS Server. The Server Address should refer to the computer running the SMS Server. To find the IP address, log onto to the computer running the active SMS Server and go to Applications SMS 3.x and double-click on SMS Configuration. 5. Click OK to save these settings. You can change these settings at any time by running this configuration program. 32

38 Run the SMS Server Manually Newer versions of the SMS provide the option to install the SMS Server so that it runs as a service continuously in the background. Previous versions of the SMS did not have the option to run as a service readily available, so the SMS Server was run manually, meaning that the SMS Server had to be started by double-clicking on the icon, and a window was displayed to show that the SMS Server was running. In most cases, new installations of the SMS will choose to run the SMS Server as a service for convenience. However, there may be some cases where you will want to the SMS Server manually. The SMS Server Window If you installed Run SMS Manually, you will need to start the SMS Server each time you want to run the SMS. To run the SMS Server manually, double-click the SMS Server icon that was installed on your desktop. The SMS Server window appears: 33

39 The SMS Server should be run on a protected computer that is not shut down, logged out or disconnected from the network regularly. If the SMS Server is not running, no interactions from students using the Application or from Instructors using the SMS Administrator are possible. The SMS Server Menu The commands you can issue from the SMS Server window are: Import SMS Database Create Database Backup Rebuild Database Timeout Settings Shutdown SMS Server Import SMS Database If you have just purchased SMS 3.x you do not need to select the Import SMS Database menu option. This option allows users with existing student data to import this information for use within SMS 3.x. Contact Product Support if you need the conversion instructions. 34 Create Database Backup The Create Database Backup menu option creates a backup in the smsdata\database_backup directory, located within the SMS folder. The backup will be a date and time stamped sub-directory so you can easily tell when the backup was made. Note: Be sure to create backups when no one is using the system.

40 Rebuild Database The Rebuild Database menu option fixes some database issues that existed prior to SMS version If you have an existing database and have installed version or higher, we recommended that you make a backup copy of the database, and then run this option. The database will be updated in the following ways: Changes to the names and descriptions of existing Activity Sets. New Activity Sets added. Language names changed (for example, English is changed to English 1-2, Traveler French is changed to French Traveler). A defect is fixed where SMS did not associate student results with all the fields necessary for all reports. Out-of-order Lesson Plans are renumbered correctly. It is usually not necessary to run this command again. However, it can be run again in the future if necessary. Timeout Settings Click the Timeout Settings menu option to open the window below: Disconnected Timeout If a client loses communication with the server for the duration of time set for this timeout, the SMS will consider the session improperly disconnected and will automatically log that user out of the system. Idle Timeout The Idle Timeout applies only to an Administrator user with Write access. The Administrator s account releases Write access when the account is idle for a predetermined time. If the specified time passes with no activity from that Administrator, the SMS automatically restores Write access for the Instructor accounts and sets the Administrator back to Read-only access. This insures that all other users will never be permanently locked out if an Administrator forgets to release Write access (see Use Read and Write Access, page 40). 35

41 Shutdown SMS Server Select the Shutdown SMS Server menu option to interrupt all student and Instructor sessions interacting with the database at the time. Server messages are displayed to the SMS Server window. In the case of a problem, these messages may be of use to Product Support. 36

42 Use the SMS Administrator The Student Management System (SMS) Administrator allows Instructors to structure courses of study, or Lesson Plans, for students using Rosetta Stone. Students may work at their own pace, and Instructors may view comprehensive reports of their students progress. In the SMS you may set up two types of users: Administrators and Instructors. While Instructors may have administrative access, the two basic types of users perform different functions. Administrators add Instructors and students. Instructors set up Classes, create or select Lesson Plans, and enroll students. Administrator Access You will first log in to the SMS as an Administrator. You will then add Instructors. You may or may not grant Administrator access. Administrators may perform Instructor functions, but you should grant administrator access sparingly to Instructors. An indicator in the upper right portion of the SMS screen will indicate whether a user has Read or Write access. Read access will allow users to work in the SMS, but will not allow users to save information. Write access allows users to save information or changes in the SMS. To switch to Read or Write access, click the appropriate indicator. For more on Read and Write access, see page 40. Building Classes Instructors will use the SMS to set up Classes. If you use the Wizard to create Classes, the SMS provides predefined Classes with various Tracks that may be copied, then modified. You may use these Classes, or enter the SMS Administrator to create your own. This guide will show you how to do both. You can choose the course of study that is best for each student. When you enroll a student, add him or her to a Class and choose the default Track for the Class, or choose a different Track for that student. Not all students in a Class must be on the same Track. We recommend you use the Wizard to set up Instructors, Classes, and Students using the predefined Classes. If you prefer to create your own Tracks, skip the Wizard and follow instructions starting on page 57. Later you may use the Wizard to enroll students, and your new Lesson Plans will appear as an option for enrollment. 37

43 Log In Double-click the icon on your desktop, or for Windows: Start All Programs Rosetta Stone StudentManagementSystem Administrator v3x for Macintosh: Hard drive Applications/SMS v3.x Enter the Administrator Username and Password and click Log In. The Username for first-time users is admin (lowercase), and the default Password is password (lowercase). You may change the Password after login. If you forget the Administrator Password, contact Product Support. Backup Database Prompt The SMS Administrator prompts the user to backup the database when the first Administrator logs in after the server has been restarted. 38

44 Use the Set Up Wizard The Setup Wizard offers a quick and simple way to set up the Student Management System (SMS). The Wizard allows Administrators to: add Instructors and Students edit Instructor and student information create Classes by copying from predefined Classes select predefined Tracks for Classes. Customized Tracks will also appear in the Wizard once created through the SMS Administrator. The Wizard allows Instructors to: create their own Classes by copying from predefined Classes select Tracks for their Classes enroll and unenroll Students into their Classes The Wizard does not create Lesson Plans. The Wizard simply allows Administrators to assign predefined and custom Tracks to Classes and enroll students in the Classes. Predefined Tracks are templates that are installed when you install the SMS. Rosetta Stone has provided these templates that you may use if you do not wish to create customized Tracks. Custom Tracks are created by Administrators or Instructors using the SMS Administrator. These may be customized to individual students or Classes. 39

45 Enter the Wizard Select File from the Menu Bar, then Setup Wizard. The Wizard guides Administrators through three basic functions: Set Up Instructors, Set Up Classes, and Set Up Students. Choose Set Up Instructors to create or edit Instructor accounts. Choose Set Up Classes to skip the Instructor function. Proceed to create or edit Classes and continue through Set Up Students. Choose Set Up Students to skip the Instructor and Class functions. Proceed to add, enroll, and unenroll students. Note: Instructors will only see Set Up Classes and Set Up Students when they enter the Wizard. Click Next to proceed through the Wizard, or click Exit Wizard to leave the Wizard and return to the Administrator. Use Read and Write Access Administrators are granted Write access by default upon login. Instructors are granted Read only access by default when an Administrator has Write access. Use the Read and Write icons in the upper right portion of the screen to switch to Write access. Only one Administrator may have Write access at any given time. Several instructors may have Write access, but only to their own Classes. Instructors will be notified when they lose Write access and revert to Read only (This may occur when an Administrator clicks Write access). Instructors may continue to manipulate information, but are not be allowed to Save until the Administrator logs off or clicks Read only. Instructors may then click Write access to complete their actions. 40

46 Set Up Instructors Add Instructor Click Add New Instructor. Enter Instructor Information: First Name Middle Initial Last Name (required field) Username (required field) Password Click Grant Administrator Access to give the Instructor access to all information on the server. Do not select Grant Administrator Access if you want the Instructor to view only information in his or her Classes. Click Save to save changes. Click Next to advance to the Classes Wizard. Click Previous to return to the last page viewed. Click Exit Wizard to leave the Wizard. WARNING: Administrator Access blocks Write access of all other users while the Administrator is logged in. To avoid conflicts, grant Administrative Access sparingly. Edit Instructor Information Select the name of the Instructor from the list of available Instructors. Change Instructor Information: First Name, Middle Initial, Last Name, Username, and Password. Change administrator access by selecting or unselecting Grant Administrator Access. Click Reset to cancel changes and return to original Instructor Information. Click Save to save changes. Click Next to advance to the Setup Wizard-Classes screen. Click Previous to return to the last page viewed. Click Exit Wizard to leave the Wizard. 41