WIN Career Readiness System Administrator s Guide Welcome to the WIN Learning Career Readiness System. This single sign-on portal is the entry point for all WIN learning tools. The portal provides user/data management and reporting features along with a central log in and access to all career readiness resources including: Career Readiness Courseware (CRC), College Readiness Courseware (CRC+), Soft Skills and mystrategic Compass.
ABOUT THE SYSTEM Portal Overview Welcome to the WIN Learning Career Readiness System. This single sign-on portal is the entry point for all WIN learning tools. The portal provides user/data management and reporting features along with a central log in and access to all career readiness resources including: Career Readiness Courseware (CRC), College Readiness Courseware (CRC+), Soft Skills and mystrategic Compass. WIN s series of standards-aligned web-based programs shows learners the connections between what is happening in the classroom and their futures. When learners have an individual career plan based on their interests, they are more engaged and more clearly see the relevance of their education. The result is higher academic achievement, greater commitment to learning, increased motivation and true readiness for success in the real world. WIN s Personalized Career Readiness System provides career and job analysis data to inform pathways, a universal screener to access foundational skills, and instructional courseware to improve proficiency and close skill gaps. The four components to the WIN Career Readiness System are: Career Readiness Courseware (CRC): This courseware helps learners master the foundational, behavioral, and attitudinal skills that employers demand. It closes skill and educational gaps with personalized learning to prepare learners for life after school. As learners progress at their own pace, they receive immediate feedback during each lesson. To make the education/career connection, the system is designed so students can view the jobs that align with their skills. College Readiness Courseware (CRC+): The College Readiness Courseware is divided into five modules pre-algebra, algebra, geometry, reading and English and writing. It provides skill review and practice in topics that align to the ACT Compass exam and prepares learners to enter college with the necessary foundational skills that will make remedial classes less likely. Soft Skills: While professional attitudes and work habits are essential for upward mobility in the 21st century economy, they are often overlooked in educational programs. Soft Skills helps learners develop and demonstrate attitudinal and behavioral skills that are critical to success at college and work. These competencies such as conveying professionalism, communicating effectively, promoting teamwork and collaboration, and thinking critically and solving problems are an essential part of WIN s comprehensive approach to preparing learners for success and providing future employers with workplace-ready candidates. mystrategic Compass: This program helps identify the careers that best suit learner interests, skills, values and goals. The interactive career planning program lets learners enter their individual preferences to find matching careers aligned to interests, skills and work values. Then it provides important information about those careers such as the education and skill levels required, and economic and labor forecasts. This helps learners understand the
academic pathways required to get them to their career choice. By giving learners pertinent, real-world information, it keeps them engaged and motivated. If you would like more information about any of the learning tools described above please contact WINLearning at 888-717-9461, option 1.
ACCOUNT MANAGEMENT System Setup The WIN Career Readiness System Portal allows each client the opportunity to create unique portal settings that guide the data collection and reporting processes. The first step in creating your unique portal naming conventions is to determine how you want to establish your hierarchy or organizational structure. The hierarchy will determine who has access to which reports and portal features. You can create several levels of access, and name each user access to match your specific needs. The first illustration shows a typical school district set-up hierarchy. The second example shows a typical workforce board set-up. You will need assistance with this process and will be contacted by your Professional Services Consultant, who will guide you through your custom set-up. SCHOOL SYSTEM WORKFORCE BOARD
DASHBOARDS Dashboards are provided for each user type within the Career Readiness System Portal: Administrators, Facilitators and Learners When you first log on to the portal as an administrator, you can see at a glance how your learners are progressing. The first column shows learner ebadge totals in each WINLearning course as well as a cumulative total. The middle column indicates the number of hours the learner population accessed the various learning modules and provides a total of all enrolled learners on your WIN portal site. These graphs are updated each evening and you are provided with the date and time of the most recent update. The last column provides access to the learning programs for the administrator. The Reports tab will direct you to a reports page where you can see individual learner progress or group progress. These reports can be downloaded and saved. The Resources tab reveals WIN University where you can access many tools to help you to use the portal and the courses most successfully. In addition to these primary dashboard tools, links are provided at the top of the dashboard screen to offer optional access routes to courses, reports and resources. Here, too, are links to your Admin menu options, help/contact information, and user profile. ADMINISTRATOR When a facilitator logs into the portal, they will see a dashboard like the one below. The first column shows the total ebadges earned by learners associated with the facilitator in each WINLearning course. At the bottom of the first column is the total number of ebadges earned. The middle column shows the daily, weekly, and monthly average of courseware usage for all learners. At the bottom of the middle column is the total
number of enrolled learners and a reminder of the date and time of the most recent data update. The last column provides access to the WINLearning courses for the facilitator. The Reports tab directs you to a reports page where you can see individual learner progress or group progress. These reports can be downloaded and saved. The Resources tab reveals WIN University where you can access many tools to help you to use the portal and the courses most successfully. In addition to these primary dashboard tools, links are provided at the top of the dashboard screen to offer optional access routes to courses, reports and resources. Here, too, are links to your Admin menu options, help/contact information, and user profile. FACILITATOR When a learner logs into the system portal, they will see an immediate visual display of their individual progress. The paramount focus is on the compilation of all ebadges they have earned in each WINLearning course. Additionally, they can view charting of their current skill levels in the Career Readiness Course modules and posttest and assessment scores on completed modules in other courses. And just as with other dashboards, the learner has tabs linking to each course option that is available to them. Courses, as well as reports and certificate summaries, may also be accessed from
menu options posted across the top of the screen. Here too, the learner can find help/contact information and make edits to their personal user profile. For more information on ebadges and certificates, please see those sections in this administrator s guide. LEARNER
LOG IN/ LOG OUT Log In/Log Out All users will log into the portal at http://www.wincrsystem.com using an email address and password. When an administrator, facilitator or learner is enrolled into the system, they will be given a temporary password. The first time they log in they will be prompted to change their password. Passwords are between 6 and 16 letters/numbers, must contain one capital letter and one number, and may include special characters. After the user changes their password, they use the new password to log into the system. To log out of the system, choose Log Out in the top right-hand corner of the screen. IMPORTANT: It is vital that all learners log out using the log out icon so that their progress in each program will be recorded in the portal. Portal data is refreshed frequently during a learner s session; however, if a learner uses the x in the top right and looses internet connectivity, data following the most recent refresh will be lost. HOMEPAGE
CHANGE PASSWORD SCREEN FOR ADMINISTRATORS/FACILITATORS/LEARNERS Notice that when changing the password (whether upon initial entry or as an update) the screens presented to all users are similar in that both ask the user to first enter their current password, then provide and confirm a new password. Remember, passwords must be between 6 and 16 numbers/letters and must contain one capital letter and one number. Special characters may be included. If the password change cannot be confirmed, an error notice will appear. However, to assist the user in providing the information correctly, a Show Password option can be selected and the exact entry will be visible. Administrators and facilitators must additionally agree to the licensing Terms and conditions. They may also opt-out of receiving automated emails from WIN Learning. To submit the Change Password request, click on the Change Password tab. You will receive confirmation that the password has been changed, but may continue working in the program without logging out and entering again.
DASHBOARD FUNCTIONS Username and Password All users can change their passwords and their usernames. Choose User Profile in the top right-hand corner of the dashboard to change your email/username and change your password. You can also change your password by choosing Change Password at the top of the page. Help/Contact Us Select Help / Contact to see emails and phone numbers for our help desk. DASHBOARD FUNCTIONS
CHANGE USER SETTINGS CHANGE PASSWORD Dashboard Selections There are several options featured on the top of the dashboard. Whenever you wish to return to the dashboard from any page within the portal, choose Dashboard or the WINLearning logo. Courses will take you to the available courses in your portal. You can also access the courses by choosing the name of the course in the right-hand column. Reports can be accessed either by choosing the button on the top of the dashboard or by choosing the Reports button in the right-hand column. The same is true for Resources where you will find WIN University. Admin will allow access to User Administration and Organization Administration.
DASHBOARD SELECTIONS ADMINISTRATION MENU
REPORTS You can access Reports from two icons, one on the top of the dashboard screen and one in the dashboard. Reports can be generated according to site, class and facilitator. They are also course-specific. You can generate a report according to start and end dates or with no parameters set, the report will show data for all time on the system. All reports can be downloaded as a PDF or a CSV file that can be manipulated. REPORTS HOMEPAGE For account level administrators, report options are first listed according to site or location, with the capabilitity of drilling futher down into classes and individual learners. For facilitators, report options begin with choosing the name of the class and viewing a list of all associated learners. Choose a specific learner and you will get an individual report for that learner. Choose a different course title to generate a new report.
CLASS REPORT INDIVIDUAL LEARNER REPORT
ADMINISTRATIVE FUNCTIONS Administrative functions for the WIN Career Readiness System portal are accessed from the ADMIN tab at the top of the dashboard screen. The administrative tools fall into two categories: User Administration and Organization Administration. User Administration Choose User Administration to see a list of users. From the drop-down box select a user type. You will only have choices based upon your permission levels. Once you select a type, all users will be listed. You can search for a specific user by first name, last name, email or status (active or deactivated). SELECT A USER Choose Create to enroll a new user. You can only add new users that are below your own permission level. For example, administrators can enroll everyone, including other administrators, facilitators and learners. Location administrators can enroll facilitators and learners and facilitators can enroll learners. Learners cannot enroll or self-enroll in the portal. Complete the requested enrollment information, which includes creating a user name and associating the user to the appropriate location and learning venue by means of the drop down menus. To create a new user name, you must use an email address. Click Don t have an
email address for those users who do not have one and a mock email will be generated. When you create a new user, please note the username and temporary password so that you can provide it to the user. A new user will utilize this password the first time they log in, but they will be prompted to change their password the first time they access the portal. CREATE A NEW USER NEW LEARNER ADDED
Organization Administration A list of all locations and classes can be seen by choosing Organization Administration behind the Admin button. Select the organization type to display. You can search for a specific location or class/program by using the Search Panel. New locations and new classes/programs can be added by choosing Create. DISPLAY OF LOCATIONS DISPLAY OF CLASSES
New locations and new classes/programs can be added by choosing Create. When a location is created, the name of the location and the its association to the account are required. All other fields are optional. When creating a class or learning venue, the name, account associations (for example, school and district) and end date are required. All other fields are optional. The start date defaults to the current date. The end date should be entered to reflect when the class/program ends. All class names must be unique. Your Professional Services Consultant will work with you to recommend appropriate naming conventions. ADD A LOCATION SCHOOL SUCCESSFULLY ADDED
ADD A CLASS
Batch Enrollment Once locations have been added to your site, the batch enrollment link is activated. Click on the Batch Enroll button at the top of the screen. You will then be directed to a screen outlining the steps in the batch enrollment process. A Professional Services Consultant will assist with this process as part of your system set up. Click on Template for Student and open the excel file. Populate the columns. Middle name is always optional. If email addresses are unknown, leave that column blank and the system will generate a mock email for students. They can change it when they enter the portal. Save the file as a CVS (Comma delimited) file. Then browse for the file and upload. The file will show on the top of the screen with time remaining. When the batch enroll has finished, you can download the file that contains usernames and passwords.
EBADGES Ebadges Ebadges are earned as the learner advances through the WIN Career Readiness System courses. They indicate instructional progress, not instructional mastery or completion. The ebadges will be automatically displayed on the learner dashboard when earned. They are an icon, not a document; therefore, ebadges are not designed to be downloaded or printed. A summary of ebadges earned will be included in the WIN Career Readiness transcript which the learner may download as a PDF to save, print or email. The type and number of ebadges will be different for each WIN Career Readiness course because the instructional design and learning objectives are different for each tool. LEARNER DASHBOARD WITH EBADGES Benchmarks: Career Readiness Courseware: When learners advance through a level on the placement test OR score 80% or higher on the level posttest, one ebadge will be earned per level in Applied Math, Reading for Information and Locating Information. There are 20 potential ebadges in this course. Ebadges are not offered for the supplemental skills. Applied Math Level 1-2-3-4-5-5-6-7 7 ebadges Locating Information Level 1-2-3-4-5-6 6 ebadges Reading for Information Level 1-2-3-4-5-6-7 7 ebadges
College Readiness Courseware: When learners score 80% or higher on the pretest OR posttest, one ebadge will be earned per module. There are 5 potential ebadges in this course. Pre-Algebra Algebra Geometry Reading Writing and English 1 ebadge 1 ebadge 1 ebadge 1 ebadge 1 ebadge Soft Skills: When learners complete the pretest (no minimum score required), complete the course AND score 80% or higher on the posttest, one ebadge will be earned per module. There are 4 potential ebadges in this course. Communicating Effectively Conveying Professionalism Promoting Teamwork and Collaboration Thinking Critically and Solving Problems 1 ebadge 1 ebadge 1 ebadge 1 ebadge mystrategic Compass: When learners complete each personal assessment, they earn an ebadge. Scores are not considered, but assessments must be completed. Interest Assessment Skills Assessment Work Values Assessment 1 ebadge 1 ebadge 1 ebadge
CERTIFICATES Certificates Certificates will indicate mastery or completion of instructional content, not just instructional progress like the ebadges. Certificates will be earned as the learner reaches instructional benchmarks. These certificates can be downloaded and printed, saved and emailed. They will also be included in the Career Readiness transcript. The type and number of certificates will be different for each course because the instructional design and learning objectives are different for each tool. Learners can access their certificates by choosing CERTIFICATES on the top of the dashboard. CERTIFICATES DISPLAY FOR LEARNER BENCHMARKS: Career Readiness Courseware: When a learner scores 80% or higher on the placement test or posttest at specific levels in all three core modules of Applied Math, Locating Information, and Reading for Information, a certificate is earned. There are 4 potential certificates in this course. Bronze Silver Gold Platinum Level 3 (80%+) on placement test or posttest for all three modules: AM/ LI/ RI Level 4 (80%+) on placement test or posttest for all three modules: AM/ LI/ RI Level 5 (80%+) on placement test or posttest for all three modules: AM/ LI/ RI Level 6 (80%+) on placement test or posttest for all three modules: AM/ LI/ RI
College Readiness Courseware: When a learner scores 80% or higher on the pretest OR posttest in the math modules or English language arts modules, a certificate is earned. There are 2 potential certificates for this course. CRC+ Math CRC+ ELA = 80% or higher on the pretest OR posttest for all math modules: Pre-algebra, Algebra, Geometry =80% or higher on the pretest OR posttest for both ELA modules: Reading and Writing and English Soft Skills: When a learner completes all learning modules and scores 80% or higher on the posttest for each module, a certificate is earned. There is 1 potential certificate for this course. Soft Skills =complete the pretest (no minimum score required), complete the course (view every screen) and score 80% or higher on the posttests for all four modules: Communicating Effectively, Conveying Professionalism, Promoting Teamwork and Collaboration, and Thinking Critically and Solving Problems. mystrategic Compass: When a learner completes all three personal assessments, they earn a certificate.
ORGANIZATION ADMINISTRATION Site and Learner management There are several options under Organization Administration to manage your facilitators and learners. First, you can create a new location (see Administrative Functions.) Once created, you can edit the information or batch enroll learners (see Administrative Functions.) After creating locations, you can add classes or learning venues to your locations, you can add or withdraw both facilitators and learners to those learning venues. Select the class or learning venue from the Organization Type menu. A list of classes or learning venues will load. Click the button beside the class name, selecting whether you want to Add Learners or Add Facilitators. Following that selection, a new screen will load showing you a roster of learners or facilitators that may be added. Check the box beside the names of those you wish to add, then click on Add Selected Student to Class. Learners and facilitators may also be withdrawn from classes or learning venues following a similar method. ORGANIZATION ADMINISTRATION
ADD LEARNERS OR FACILITATORS TO A CLASS/LEARNING VENUE To add students to a class, choose Add Student. You will see a list of students. Check the students you wish to add and choose Add selected to class. Your classes will populate with the students you have selected.
WITHDRAW LEARNERS OR FACILITATORS FROM A CLASS/LEARNING VENUE You can also withdraw learners or facilitators from classes by choose Withdraw on the page.
USER ADMINISTRATION User Management There are several functions available for facilitators and learners. You can Edit their information, change classes or programs, reset passwords or deactivate. Edit information for facilitators and learners including name, user name (email addresses) and add notes.
Change the classes or programs for facilitators and learners. You can change learner/facilitator classes by choosing Withdraw from Selected Class or Add New Classes.
Reset passwords for facilatators or learners. Click on the reset password button beside the name of the facilitator or learner that needs to be reset. You will be prompted to either continue the reset process by confirming OK or cancelling the request. After clicking OK, the refreshed screen will show a new password for this user. Make a note of this information and provide it to the user. The user will then log in with the new password, but will again be prompted to change the password after its initial use.
Deactivate facilitators and learners. When deactivated, they will no longer be able to access the system and their data will not be included in reports after the deactivation date. Their listing in the portal will be red. To Reactivate, choose reactivate. RESOURCES WIN University WIN University is a comprehensive online library of implementation and professional development resources. Resources include administrative guides, quick reference cards, system usage tutorials, recorded webinars, instructional models, alignments, and implementation ideas.
DEFINITIONS TERM Administrator Career Readiness Dashboard Certificate Course Ebadge Facilitator Learner Level Module Password Placement Test DEFINITION Universal term used to describe the person overseeing implementation. A chart that summarizes learner activity/progress and provides quick links to courses, performance reports and training/implementation resources. A printable document that records learner mastery of a WINLearning course. Certificates are displayed as an icon on the portal, and can be downloaded as a PDF. Refers to the WIN products in the portal and includes: WIN Career Readiness Courseware, WIN College Readiness Courseware, WIN Soft Skills and WIN mystrategic Compass. A visual representation of achievement as the learner advances through the various WIN Learning courses, indicating instructional progress. Ebadges display as an icon on the dashboards. Universal term used to describe persons providing direct assistance or coaching to the learner. Synonymous with caseworker, counselor, teacher. Universal term used when describing the person using the courseware. Synonymous with client, jobseeker, student. A specific level within the WIN Career Readiness Courseware. The various modules have several levels: Applied Mathematics has 7 levels; Reading for Information has 7 levels and Locating Information has 6 levels. A skill/title/subject within a WIN course. Required to access the portal. The password must be betweem 6 and 16 letter/numbers long, contain one number, one capital letter and may include special symbols. An initial skills assessment for each learning module in Career Readiness Courseware that places learners in ability-appropriate materials.
Portal Hierarchy Posttest Pre-defined Data Fields Pretest Required Data Field Transcript User-defined Data Fields Username Win Career Readiness System WIN University The mechanism for establishing the reporting structure for the portal client, similar to a conventional "organizational chart". The structure determines what information the users can view or not view in the system. A summative test that measures learner knowledge at the conclusion of study in various modules. The posttest is the culminating activity within Soft Skills and CRC+ courses. Six optional demographic fields that may be stored in the system for each learner that are "standard" in the portal. The client determines if they wish for these fields to be required or not. An initial test that measures learner knowledgeprior to entering a module. Pretests are the first step in Soft Skills and CRC+ courses. A first name, last name and email address are required to enroll any user into the portal at any level. A printable document that records learner instructional benchmarks to date. Ten optional demographic fields that may be stored in the system for each learner that are customer defined and labels by the portal client. The client determines if they wish for these fields to be required or not. An email address that is required to access the portal. Single, sign-on portal providing one-click access to WIN courses, career readiness dashboards, performance reports and WIN University. A comprehensive online library of training and implementation resources embedded within the Career Readiness System.