Common Tasks for Campus Admins

Modified on Fri, 17 Nov 2023 at 09:48 AM

Here's a list of common tasks and step-by-step instructions for folks who play the Campus Admin role.

TABLE OF CONTENTS

Fellow Account Management: Updating Fellow profiles
Fellow Account Management: Archiving Fellows (early exiting fellows)
Fellow Profile: Data Export - Auditing Fellow Profiles for Completion
Fellow Profile: Data Export - Auditing Fellow Profiles for Publicity Release Completion (Video Resource)
Fellow Profile: Data Export - Excel Export Features
Fellow Profile: Data Export - Using the Filter
Fellow Profile: Data Export - How to Check which Fellows are Under a Certain Threshold of Total Hours
Fellow Forms: Data Export, Completion Tracking, and Communication
- Reviewing and Exporting Form Data
- Tracking Form Completion
- Communicating with Fellows Who Did Not Complete Required Forms
Time Sheets: Creating and updating mass blackout dates
Time Sheets: Creating and updating individual blackout dates
Time Sheets: Screening times for “Training Time” and rejecting sheets
Time Sheets: Reports - Fellows who need to submit sheets
Time Sheets: Reports - Supervisors who need to screen sheets
Time Sheets: Reports - Exporting timesheet data
Staff Accounts: Enrolling New Staff One-by-One
Staff Accounts: Data Export - Auditing staff accounts for correct roles
Communication Portal: Make sure you send messages to the intended recipient (Step-by-step Instructions)
Communication Portal: Make sure you send messages to the intended recipient (Video Resource)
Community Host Partner Management: Exiting a Host Partner that is no longer working with your Campus
Campus Profiles: How to Access and Edit Campus Profiles

Fellow Account Management: Updating Fellow profiles

To access and update any Fellows profile, head to the Fellow Impact Suite:

On the left, in your Mission Control, click Fellows, Staff & Community Host Partners.
On the right, click Manage fellow accounts.
Find the Fellow's name in the table and click it. You can make changes to any panel or sub-panel by using the Edit buttons on the right and by clicking Update.

Fellow Account Management: Exiting Fellows (early exiting fellows)

This prevents Fellows no longer participating from receiving communications or being included in certain reports. It does not permanently delete their data.

Begin by logging into the Fellow Impact Suite.

On the left, in your Mission Control, click Fellows, Staff, & Community Host Sites.
On the right, under Manage Fellows, select Manage fellow accounts.
Click on the name of the Fellow you wish to archive.
Open the panel called Fellow Details - Cohort #.

Note: You may see one or more panels with a Cohort #, depending on how many years your Fellow has participated in, so be sure you select the CURRENT cohort year's panel.

On the right, click the Edit button.
In the pop-up window,Change the Cohort #: Completion Status (Primary Reason this Fellow is Exiting) by selecting why the Fellow is exiting early and clicking Update.
Scroll up to the Name & Contact Details panel. Hover over the Status icon and select Archive this Account.

Fellow Profile: Data Export - Auditing Fellow Profiles for Completion

Head to the Fellow Impact Suite, then:

On the left-hand side of your Mission Control, click Fellows, Staff & Community Host Partners.
On the right, click Manage fellows accounts.
Towards the top-right, use the More drop-down menu to select Export Fellows.
Choose how you’d like to organize your roster:
On the right, click the Select Fields to Include button.
Next, choose the fields you’d like to include.

(If you want to include all available fields, on the right, click the Select All Fields link.)
As you add fields, you’ll notice that the preview table at the bottom of the page will adjust to display the new information.

Drag and drop any column to adjust the order of columns for your download.
Additionally, you can edit any cell by clicking the Pencil Icon or remove any column from the table by clicking the Trash Can Icon
Add filters (optional) you’d like to apply, save your report (optional) for later access, and/or simply click the Export to Excel button:
Download your report from the pop-up window. Be sure your web browser’s settings allow pop-ups from the americalearns.net domain.

Fellow Profile: Data Export - Auditing Fellow Profiles for Publicity Release Completion (Video Resource)

Fellow Profile: Data Export - Excel Export Features

When you Export to Excel your worksheet will include a totals row. This row will be extremely useful when you need a quick view of your stats.

Fellow Profile: Data Export - Using the Filter

There may be times when you want to filter your export list so that only Fellows whose accounts meet specific conditions are included in the export. Take advantage of the filter to get the exact export you need.

Once you choose how to organize your roster (Step 1) and have selected the fields to include (Step 2), select the Show Filters link.

Choose the first field to Filter By.
Next, you will choose your Operator.

The Operator is dependent on the field type. Below, you will find a list of field types and the operators by which you can filter your roster.
To create a logical string of more than one filter request, the system will begin to build a pattern using AND/OR statements.

Add additional filter options by clicking the Add button.
Edit the logic pattern by clicking the Edit Pattern link.

Fellow Profile: Data Export - How to Check which Fellows are Under a Certain Threshold of Total Hours

Head to the Fellow Impact Suite, then:

On the left-hand side of your Mission Control, click Fellows, Staff & Community Host Partners.
On the right, click Manage fellows accounts.
Towards the top-right, use the More drop-down menu to select Export Fellows.
Choose how you’d like to organize your roster:
On the right, click the Select Fields to Include button.
Next, click the green triangle next to Timesheet Settings to expand the panel.
1. Check the Time Sheet Template box, and the panel will expand.
2. Ceck the box for 2022-23 and the panel will expand further.
3. Check the boxes for Approved Hours
Scroll down to the blue box and on the top left of the box, click Show Filter.
Click on the dropdown menu on the left side, and scroll down to Approved Hours.
Under the Operator field, select less than or equal to “<=”.
In the Value box, type 150 (or your desired value) and click Add.
Click Apply Filter.
*Optional: Save this report in order to run it as needed. In order to do that, type a memorable name in the Optional: Save Report As field and click Save.
Click Export and your report will download.

Fellow Forms: Data Export, Completion Tracking, and Communication

From time to time you may be asked to review form (or survey) data submitted by your Fellows, ensure that all Fellows have completed the required forms, and communicate with those who have not submitted the required data.

Here are the steps you'll need to follow to perform these actions.

Reviewing and Exporting Form Data

When you need to review your Fellows' form data, start by heading to the Fellow Impact Suite, then:

On the left, in your Mission Control, click Form Data.
On the right, under Additional Reports, click Fellow data.
The next page will walk you through the four steps to exporting your Fellow form data.
Step 1: Select a Date Range.

If you are unsure of the launch and close dates of the form you want to review, use the Select specific reports from this period (optional) link, and then choose the forms you'd like to review and click Set.

Step 2: Select Data to Include.

Click a) All Data and then click b) Set.

Step 3: Included Fellows.

Click a) All Fellows and then click b) Set.

Step 4: Export Options.

Click a) Use a Saved Export Option and b) Under Options Others Created, select For Campus Admins and Support Staff, then click c) click Set.
Once you've completed all of the steps, click Export to Excel.
A window will open. When your Excel document is done running, click Download.
Here's an overview of the Excel worksheet:

Tracking Form Completion

When you need to review which of your Fellows have and haven't completed forms, start by heading to the Fellow Impact Suite, then:

On the left, in your Mission Control, click Form Data.
On the right, under Individual Fellow Data, click Completion Tracker.
Check the box next to Display the hyperlinks fellows see when completing forms. This will allow you to choose the correct period from the drop-down menu.
After selecting a Start Period and End Period, click View.
When the report opens, you'll be able to see who has and hasn't completed the form.

Communicating with Fellows Who Did Not Complete Required Forms

When you need to communicate with Fellows who haven't completed the required forms, start by heading to the Fellow Impact Suite, then:

On the left, in your Mission Control, click Communications Portal.
Under Fellows to Message, use the option Fellows at My Community Host Partners Who Did Not Complete the Following Form.
You can skip the Staff to Message section.
Select E-mail or Text to Mobile Device.
Enter a Subject and write your message.
Click Send Now.

Time Sheets: Creating and updating mass blackout dates

Here’s how to add and remove blackout periods from two or more Fellows simultaneously.

Head to the Fellow Impact Suite, then:

On the left, in your Mission Control, click Fellows, Staff & Community Host Partners.
On the right, click Manage fellow accounts.
On the right, use the More menu to select Mass-Update Blackout Dates.
The next page will walk you through the four steps to setting up or removing a blackout period.

Step 1: Select the Time Sheet Template at issue.

Step 2: Tell the Impact Suite if you are adding or removing a period from Fellow's accounts.

Step 3: Set your blackout period’s start and end dates.

Step 4: Click Display all relevant Fellows below to choose which Fellow's accounts should be updated.

You’ll see that each Fellow’s name is hyperlinked. Click that link to see and make modifications to that person’s current settings.
Once you click the Update Selected Fellows button at the bottom of Step 4, you’ll be asked to review and confirm your selection. If everything looks good, follow the prompts to update the selected accounts.
On the following page, you’ll see a confirmation of which Fellow's accounts were updated.

Time Sheets: Creating and updating individual blackout dates

After you assign a Template to a Fellow, you’ll have an option of creating blackout dates for their service term. You'll want to create blackout dates under the following conditions:

If the person is beginning to serve after the Start Date of your Template, you'll want to create blackout dates from the start date through the person's first day so that the person is not prompted to retroactively fill out sheets for the time when they were not in the program.
If the person will not be serving with you through your Template’s End Date, you'll want to create blackout dates so that the person is never prompted to submit sheets after their term of service ends.
If you know the person will not be serving for a week or more, we also encourage you to create blackout dates for that period so that the Fellow does not have to submit timesheets unnecessarily.

Here's how to create blackout dates for each person. Head to the Fellow Impact Suite, then:

On the left, in your Mission Control, click Fellows, Staff & Community Host Partners.
On the right, click Manage Fellow Accounts.
Click on the name of the fellow you would like to update.
Find the Time Sheets Settings panel like the one in the following image:
To make changes to this panel, click the Edit button. This pop-up window will open:
Click Set blackout dates.
In the window that is now displayed, next to Start Date, click select and pick the first date of the blackout period.
Next to End Date, click select and pick the last day of the blackout period.
You can then enter up to 19 additional periods.

Time Sheets: Screening times for “Training Time” and rejecting sheets

When a Fellow submits a sheet with training hours that need your approval, you will receive an email from America Learns when it is your turn to screen and sign the sheet. (If you aren't receiving these emails and would like to reach out to your program's administrator to ask them to adjust your Staff Settings.)

It will look something like this:

The fellow-by-fellow method is the most thorough method, allowing you to review each Fellow’s complete sheet and its associated audit trail. You’ll also see a review of where each Fellow is at in terms of accrued hours, pending hours, and remaining weeks.

Head to the Fellow Impact Suite. Then, here’s what to do:

Click the link in the email to access the time sheet.
You will be taken to a login screen. Enter your username and password.
The time sheet will load.
- A day-by-day breakdown of the time the Fellow logged for your Community Host Partner.
- A section called Totals for This Period totals all of the hours for the period.
- A section called Audit Trail tracks all of the actions that have been taken on the sheet.
- A section called Action where you can approve or return the sheet.
To Approve a sheet:
- At the bottom of the page, select “I approve this timesheet. All of the information is accurate.”
- Enter your name at the bottom of the page.
- Click Submit.
- Your staff will be informed of your approval.
To Return a sheet:
- At the bottom of the page, select “I do not approve this timesheet for the following reasons:”
- In the text box, describe the specific reasons for returning the sheet. The Fellow will see this text and will use it to figure out what they need to correct. If you are not specific with your guidance here, you are setting yourself up for lots of back-and-forth and frustration for both you and the Fellow.
- Enter your name at the bottom of the page.
- Click Submit.
- Your program staff will be informed of your decision.
- You’ll receive an e-mail when the Fellow resubmits the sheet.

Time Sheets: Reports - Fellows who need to submit sheets

Head to the Fellow Impact Suite, then, follow these steps:

On the left, in your Mission Control, click Time Sheets.
On the right, select View community host partner data.
On the next page, select the Time Sheet Template at issue.
At the bottom of the page, select Fellows Who Need to Submit Sheets.
On the following page, choose one of the following options:
- View by Time Sheet Period
  This option displays a list of fellows who have not submitted their timesheets, organized by period.
- View by Name
  This option displays a list of fellows who have not yet submitted their timesheets, organized by Fellow's names.
Once you complete Step 5, you’ll notice that two checkboxes appear.
- When you leave both check boxes selected, the report will contain a list of Fellows who have either not submitted time sheets for a given period or who have not yet resubmitted a returned sheet.
- You can use the checkboxes to only see individuals who have not submitted any sheets for a given period, or to only see individuals who have not resubmitted sheets that have been returned to them.
Note that each option gives you the ability to send individual or mass e-mails or text messages to the Fellows who are listed.

Time Sheets: Reports - Supervisors who need to screen sheets

Head to the Fellow Impact Suite, then, follow these steps:

On the left, in your Mission Control, click Time Sheets.
On the right, select View community host partner data.
On the next page, select the Time Sheet Template at issue.
At the bottom of the page, select Supervisors Who Need to Screen Sheets.
On the following page, choose one of the following options:
- View by Community Host Partner
  This option displays a list of Community Host Partners with timesheets in the “pending” status. You’ll also see notations of which Fellows at each Community Host Partner have pending sheets, along with links to those Fellow's screening pages.
  - Click the icon of the envelope to send an immediate e-mail to the supervisors who need to screen the pending sheets. The e-mail is already written for you! Of course, you can customize it.
  - To send an e-mail about all of the Fellows and time periods that are listed in any one table, click the link at the bottom of the table that reads, E-mail About All Fellows Above.
- View by Time Sheet Community Host Partner Supervisor
  This option displays a list of supervisors who have and who have not yet screened all of their pending time sheets. You’ll also see a breakdown of the specific timesheets that need to be screened.
  - Click the icon of the envelope to send an immediate e-mail to the supervisor at issue. The e-mail is already written for you! Of course, you can customize it.
  - If a supervisor needs to screen time sheets across multiple time periods, click E-mail About All Fellows Above to send an e-mail to the supervisor about all of the time sheets at issue.
- Create Positive Time Sheet Vibes. Appreciate Your Supervisors.
  This page also gives you the ability to send quick appreciation notes to those supervisors who have screened all of their sheets. Send some positive vibes into your world and send a quick thank you note!
  
  Just click the Appreciate link (pictured below), and an instant thank you note will appear for you to customize and send to the supervisor.

Time Sheets: Reports - Exporting timesheet data

Here are the steps for building custom timesheet reports. Head to the Fellow Impact Suite, then:

On the left, in your Mission Control, click Time Sheets.
On the right, select View Community Host Partner data.
On the next page, select the Time Sheet Template at issue.
At the bottom of the page, select Build Custom Reports.
On the next page, choose which type of report you would like to build.
If you have chosen View Community Host Partner data, you will have the option to select the Community Host Partner or Community Host Partners you are assigned to.
On the next page, Select Data to Export. You can choose as many data points as you’d like.
Then, use the Select Community Host Partner Breakout Options, to tell the system what Community Host Partner data (if any) you would like on your report.
Next, Select One or More Fellows by choosing either:
- Include all relevant Fellows.
- Select specific Fellows.
Use the Select a Time Period section to select the time period that the report should include.

For the Totals, Time Sheet Period, and Daily reports, each date range in the drop-down menu (e.g., May 9, 2019 – May 15, 2019) represents a single time sheet period.

For the Monthly Report, you will only see each month listed.
Choose your report format by clicking View Data or Export Excel.

Note: View Data will only be available for the Totals Report.

Staff Accounts: Enrolling New Staff One-by-One

Here are the steps for enrolling new staff manually. Head to the Fellow Impact Suite, then:

On the left, in your Mission Control, click Fellows, Staff & Community Host Partners.
On the right, click Manage staff accounts.
On the top, select Add a New Staff Member.
Enter the staff member’s details:
- Notes on Campus Assignments:
  
  There are three options when assigning campuses to a staff member, but you'll only have access to one option:
  - Custom (This person will be assigned to your campus.)
- Notes on Community Host Partner Assignments:
  There are three options when assigning community host partners to a staff member, but you'll only have access to one option:
  - Custom (This person will be assigned to a custom list of Community Host Partners.)
- Send the password setup e-mail now.
  If you would like the staff person to receive an e-mail with instructions for setting up their password and account right away, leave the checkbox selected (Send the password setup e-mail now).
  
  Otherwise, uncheck the box and follow the instructions in step 6 below.
Click Add.
If you opted to send the setup e-mail later, when you’re ready to send it find them in the table at the bottom of the page, checking the box next to their name.

Then use the Select Action drop-down menu to Send Welcome/Password Setup E-mail to Selected Staff.

Or, you can use the option to Send Welcome/Password Setup E-mail to All Staff Without Passwords.

One more option (of course): Click the link to send the welcome e-mail right from a person’s profile.

Staff Accounts: Data Export - Auditing staff accounts for correct roles

Head to the Fellow Impact Suite, then, here's the best way to look to see if your staff has the right roles.

On the left-hand side of your Mission Control, click Fellows, Staff & Community Host Partners.
On the right, click Manage staff accounts.
Towards the top-right, use the More drop-down menu to select Export Staff.
Choose how you’d like to organize your roster:
On the right, click the Select Fields to Include button.
Next, open the Name & Contact Details panel and choose the fields you’d like to include, including Role.
As you add fields, you’ll notice that the preview table at the bottom of the page will adjust to display the new information.

Drag and drop any column to adjust the order of columns for your download.
If you see a staff member with the wrong Role, you can edit any cell by clicking the Pencil Icon.

Communication Portal: Make sure you send messages to the intended recipient (Step-by-step Instructions)

Follow these steps to send e-mail and text messages to your reporters, supervisors, and staff Reporters

On the left, in your Mission Control, click Communications Portal.
Select who your message should be sent to in the Fellows to Message section.

You can skip the Staff to Message section:

If you must include staff, only use the Staff by Name option and hand select the staff to include. 

Never use the Staff by Community Host Partner option as all staff, including California Volutneers staff and administrators will receive your message.

In the new Message Type section, select the E-mail or Text button.

Enter your message and click Send Now.

Communication Portal: Make sure you send messages to the intended recipient (Video Resource)

Community Host Partner Management: Exiting a Host Partner that is no longer working with your Campus

Exiting a Community Host Partner that is no longer working with your campus is a five-step process. Here are the parts:

*Links referenced in this video can be found here and here.

Part 1: Verify that all time sheets are submitted for that Community Host Partner

If the site partnership ends in the middle of a time sheet period, leave the site active until all time sheets have been approved.
If the Fellow needs to be assigned to a new site as well during that time sheet period, please create the site following guidance in these two articles: Create Community Host Partner Profiles on the Partner Impact Suite and Create Community Host Partner Profiles on the Fellow Impact Suite.

Part 2: Archive the Community Host Partner on the Fellow Suite

From the Fellow Impact Suite click Fellows, Staff, & Community Host Partners.
Under Manage Community Host Partners select Manage community host partners & campuses.
Check the box of the Community Host Partner you would like to archive.
From the Select action dropdown menu, select Archive.

Part 3: Archive the Community Host Partner Supervisors

From the Fellow Impact Suite click Fellows, Staff, & Community Host Partners.
Under Manage Staff click Manage staff accounts.
Check the box of the supervisor(s) you need to archive.
From the Select action dropdown menu, choose Archive Selected.

Part 4: Change the Community Host Partner Assignment for all Relevant Fellows

From the Fellow Impact Suite click Fellows, Staff, & Community Host Partners.
Under Manage Fellows click Create and manage fellows.
From the More menu, select Export Fellows.
Select By Fellows’ Names, click Select All, and then click Select Fields to Include.
Open the Community Host Partner Assignment panel and check the Community Host Partner Assignment field.
- Optional: click Show Filter and filter by only Fellows assigned to this specific Community Host Partner by selecting Community Host Partner Assignment in the Filter By field. Select contains in the Operator field. Type the Community Host Partner name in the Value field. Select Add, and then Apply Filter.
Find the Fellows you wish to change and hover over the Community Host Partner assignment. Click the green pencil icon to edit.
Assign your Fellow to the new Community Host Partner and click Save.

Campus Profiles: How to Access and Edit Campus Profiles

Occasionally, you may need to edit your Campus Profile. Follow these steps to do so:

On the left-hand side of your Mission Control, click Campus Profile Groups.
On the right, use the drop-down menu and select Campus Profiles.
Click your campus name to access and edit your Campus profile.
In the Campus Profile panel, use the Edit buttons to make any needed changes.
Click Update to save changes.