TracCloud: ACTP Tutor Training Tracker
From Redrock Wiki
Additional Features
The ACTP Tutor Training Tracker in TracCloud allows coordinators to build curricula, defining groups and topics as well as creating trainer and tutor records. Trainers will then be able to login to TracCloud and upload artifacts to the curriculum groups or observations for the tutors they are assigned to. This article covers what this process looks like from both the coordinator and trainer perspective.
Stage 1 allows Coordinators to prepare the cohort curriculum and create the trainers and tutors associated with this cohort. The curriculum consists of Groups and Topics. During this stage, Trainers can view the curriculum but cannot make changes.
Coordinator's View
From the coordinator's dashboard, there are several steps that can be taken to prepare the curriculum for data collection.
- Cohort
- The most recent non-archived/inactive cohort will be selected here by default.
- The most recent non-archived/inactive cohort will be selected here by default.
- Stage
- This determines what stage this form is in. Stage 2 begins when the coordinator selects stage 2 in this menu.
- This determines what stage this form is in. Stage 2 begins when the coordinator selects stage 2 in this menu.
- Curriculum
- New groups or topics can be created by clicking the button. This will open a prompt where you can enter the name of the item, the type (Group or Topic), and whether or not it's modifiable. If the item is modifiable, the trainer can click on it to rename the item. Modifiable topics are counted differently than regular topics. If a tutor completes a modifiable topic in a group, then they do not need to complete 1 regular topic in that same group to achieve 100% completion. In other words, a modifiable topic replaces 1 regular topic.
- Trainers / Tutors
- The list of trainers & tutors can be modified using the buttons in the top-right corner of the view. You can choose to only view one of the two user types, or optionally display each person's email address or institution. New trainers or tutors can be created by clicking the button. This form allows the coordinator to enter their name, type (trainer or tutor), institution, and email address.
- Additional Options
- By clicking the button, a few additional utilities will be available.
- Add New Cohort allows the coordinator to manually create a new cohort to track certification progress for.
- Copy From Cohort allows the coordinator to copy the curriculum groups/topics from an existing cohort to the currently selected cohort.
- Batch Create Tutors provides a utility to create many trainer and tutor accounts at once. This requires for columns of data from either a CSV file or uploaded from your clipboard: Type (Trainer or Tutor), Name (First Last), Institution, and Email. If your import data doesn't contain institution, you can enter a Default Institution for blank values prior to batch creating the records.
- Get CSV Tutor Data will instantly export the trainer and tutor data to a CSV file in your browser.
- Print Tutors will print the list of trainers and tutors.
- By clicking the button, a few additional utilities will be available.
Trainer's View
From the trainer's dashboard, they can review what has been entered by the coordinator, no changes can be made.
After a trainer account has been created, they will need to reset their password in order to login and track tutor progress and documents. After navigating to TracCloud, the trainer will click the "forgot password" prompt:
Following this, they will enter their email address to receive the password reset form.
Once the email is received, copy the code and click "Reset Your Password."
After entering the code, a new password can be set, and the trainer will be able to return to the TracCloud login screen and log into the system.
After the coordinator finishes creating the curriculum and trainer/tutors, they can be begin the Data Collection stage. This allows the trainer to begin tracking tutor progress towards their certification. Trainers will upload the Observations for their Tutors and Artifacts (1 per Group).
Coordinator's View
Coordinators gain new columns of data in the Trainers / Tutors list in this stage for progress reviews, but the curriculum can no longer be modified in this stage.
Trainer's View
Once stage 2 begins, the trainer can be marking topics as completed for each of the listed tutors. Observations can be uploaded for tutors using the document icon at the top of each column, and artifacts for each group can be uploaded using the document icons along the left side of the screen next to the topic names. For any document location, multiple files can be uploaded.
The icon provides a few utilities for the trainer.
Select/Deselect Tutors allows batch selection of tutors rather than selecting them individually. The selection made can then be used for the Send Email Statuses utility. This will send an email to each tutor listing out which topics they've completed.
Get CSV Tutor Data allows an export the completion status and percentage for each selected tutor as a CSV. The trainer can also copy this information for an individual tutor by clicking on their name.
Get CSV Certificates for TracCloud can be used to generate a specialized certificate import file for TracCloud, allowing easy importing via consultant accounts.
Stage 3 is the data collection stage, allowing your coordinators to review progress, artifacts, and observations while preventing any further data collection. This stage is for generating certificates of completion for the various tutors.
Coordinator's View
With trainers prevented from making further modifications to data, coordinators can view and export the final data in order to generate certificates for tutors.
Trainer's View
The trainer is unable to make any changes to their tutors or documents during this stage.
Stage 4 is simply the archival stage. This stage can be chosen manually, or if the coordinator switches to a new cohort then older cohorts will be put into the archival stage automatically. Trainers who are assigned to a more recent active cohort will see the new cohort on their dashboard, otherwise their view will be the same as in stage 3. Coordinators can manually select archived cohorts to review data at any time.