Action Steps to Close Cohort 1 (2022-23)

As Cohort 1 draws to an end, you will need to complete a series of action steps. This article covers all the actions you'll need to take to close the year.

TABLE OF CONTENTS

• Exiting Fellows Individually (Updating Completion Status & Archiving Accounts)
• Exiting Fellows En Masse (Updating Completion Status Using Excel & Archiving Accounts)
• Why Can't I Archive My Fellow? 
• Exporting Sheets to PDFs for Your Records
• Archiving Community Host Partners (Individually)
• Archiving and Deleting Community Host Partners (En Masse)
• Archiving Community Host Partner Supervisors (Individual)
• Archiving Staff (En Masse)

Exiting Fellows Individually (Updating Completion Status & Archiving Accounts)

When a Fellow has completed their service term (either on-time or early), the Fellow's profile will need to be updated with their Completion Status, and their account should be archived. 

IMPORTANT: Archiving a Fellow's account will prevent them from logging in, receiving communications, and disclude them from certain reports. 

ARCHIVING DOES NOT DELETE DATA.

Have Fellows returning for another year of service? DO NOT archive these Fellows. Please review this article for the steps!

You can start by logging into the Fellow Impact Suite.

1. On the left, in your Mission Control, click Fellows, Staff, & Community Host Sites.
   
   
2. On the right, under Manage Fellows, select Manage fellow accounts.
   
   
3. Click on the name of the Fellow you'd like to archive.
   
   
4. Open the panel called Associations & Campus Profile Groups. On the right, click the Edit button.
   
   
   
   
5.  Change the Completion Status by selecting the best option and clicking Update.
   
   
6. Scroll up to the Name & Contact Details panel. Hover over the Status icon and select Archive this Account.
   
   

Exiting Fellows En Masse (Updating Completion Status Using Excel & Archiving Accounts)

First, you will update the Fellow Completion Status using Excel by following these steps. 

Head to the Fellow Impact Suite, then:

1. On the left-hand side of your Mission Control, click Fellows, Staff & Community Host Partners.
   
   

2. On the right, click Manage fellows accounts.
   
   

3. Towards the top-right, use the More drop-down menu to select Export Fellows.
   

4. Choose how you’d like to organize your roster: select By Fellow Name and click Select All.
   
   

5. On the right, click the Select Fields to Include button.
   
   

6. Next, choose the following fields: First Name, Last Name, Email Address, Approved Hours for the 2022-23 (Cohort 1) time sheet template, and Completion Status.
   
   

7. Next, click the Export to Excel button to download your Excel worksheet.
   
   Download your report from the pop-up window. Be sure your web browser’s settings allow pop-ups from the americalearns.net domain.
   
   

8. Follow the steps in this short video to update the Excel document and upload the Completion Status for your Fellows.
   
   

    
   
   Here is the list of Completion Statuses and their definitions:
   
   
   

   Status	Definition
   01: Full Term: Completed (served 450+ hours)	Fellow served 450+ hours.
   02: Full Term: Graduated (served 300-449 hours)	Fellow served between 300-449 hours.
   03: Full Term: Served 299 hours or less	Fellow served through the end of the program date but did not serve 300+ hours.
   04: Early Exit: Compelling Personal Circumstance	Fellow exited the program due to serious illness, death of an immediate family member, etc., that are out of their control.
   05: Early Exit: Student had insufficient time	College Corps is too much of a time commitment.
   06: Early Exit: Student is no longer eligible	Fellow did not maintain full-time enrollment, transferred to another institution, etc.
   07: Early Exit: Dissatisfaction with the program	Fellow is dissatisfied with the College Corps program and determined it is not a good fit.
   08: Early Exit: Other
   09: Did not start program	Dropped from the program and has 0 hours served.

   
   

   
   

Next, you'll archive Fellows who have been assigned a Completion Status and have no outstanding time sheet issues by following these steps: 

1. On the left, in your Mission Control, click Fellows, Staff, & Community Host Partners.
   
   

2. On the right, click Manage fellow accounts.
   
   

3. Use the Customize a View Section near the top of the page to select which group you’d like to focus on (All currently-enrolled and then choose Archivable Fellows**) and click View.
   
   

4. Select the checkboxes alongside those reporters whose accounts you’d like to archive.
   
   

5. Open the drop-down menu and select Archive (#).

**For non-archivable Fellows (with outstanding time sheet issues), you'll need to archive these Fellows individually (see the first article on this page: Exiting Fellows Individually) and reference the article below Why Can't I Archive My Fellow?.

Why Can't I Archive My Fellow? 

If a Fellow has outstanding or pending time sheets they will not be archived until these issues are resolved.

Here are the scenarios that can prevent you from archiving your reporters. 

SCENARIO 1: The Fellow has Pending Time Sheets

When you attempt to archive a Fellow with pending time sheets you’ll get this message:

To find which time sheets are pending approval:

1. From the validation message, simply click the link to access the reporter’s dashboard.
   
   

2. In a new tab, the reporter’s time sheet dashboard will open. Time sheets pending approval will live in this section:

3. Click the Screen link to approve or reject the sheet.
   
   If you do not want to include these hours, please create a ticket with California Volunteers and request the Time Sheet to be permanently deleted.
   

SCENARIO 2: The Fellow has Time Sheet to Resubmit
For time sheets that need edits, you’ll get this message:

1. From the validation message, click Close.
   
   

2. Access the reporters’ Time Sheet Dashboard. Click the Show Dashboard link.
   
   
3. When the dashboard opens, find the Sheets That Need to Be Submitted section.
   
   Here any sheets that have been rejected for edits will appear with a parenthetical like this:
   
   
4. To cancel the edit request, click the Cancel link.
   
   

5. A confirmation window will appear. Here you can enter your reason for canceling this edit request.
   
   Please note that your rationale for canceling the edit request will appear in the Audit Trail on the time sheet. This action will CHANGE the final hours associated with the Fellow's account. 
   
   If you do not want to include these hours, please create a ticket with California Volunteers and request the Time Sheet to be permanently deleted.

Exporting Time Sheets to PDFs for Your Records

Follow these steps:

1. On the left, in your Mission Control, click Time Sheets.
   
   

2. On the right, select View community host partner data.

   
   

3. On the next page, select the Time Sheet Template at issue.
   
   

4. At the bottom of the page, select Export Printable Sheets.

   
   

5. On the next page, click the categories you want to include in your sheets. Each category will display the various data points you can choose from.

   
   You may include an unlimited number of data points.
   
   
6. In the Fellow Selection section, choose to either export time sheets for all reporters or for specific individuals.
   
   
7. At the bottom of the page, select the time period that the export should include. Each date range in the drop-down menu (e.g., March 9, 2014 – March 15, 2012) represents a single time sheet period.
   
   
8. Click either:

   • Export Full PDF Report; or
     
     

   • Export Condensed Report (a tree-friendlier option).
     
     

9. The Impact Suite will e-mail a download link when the report is ready.

Archiving Community Host Partners (Individually)

Sometimes you need to archive Community Host Partners whom you know will no longer be supporting Fellows. Follow these steps to archive them one-by-one:

1. On the left, in your Mission Control, click Fellows, Staff, & Community Host Partners.
   
   
2. On the right side, click Manage community host partners & campuses.
   
   
3. Click on the Community Host Partner you want to archive.
   
   
4. The Community Host Partner Profile will open.
   
   
5. If the Community Host Partner has no time sheet data, you will see the icon to delete it, otherwise, you will only see the option to archive it. 
   
   

Archiving and Deleting Community Host Partners (En Masse)

Community Host Partners will be Active by default when you enroll them, but there may be times when you must Delete (possible only if there is no time sheet data) or Archive.

1. On the left, in your Mission Control, click the Fellows, Staff, & Community Host Partners.
   
   
2. At the bottom of the page, select Manage community host partners & campuses. 
   
   
3. Scroll down to see your list of sites.
   
   
4. Select the checkboxes alongside those you’d like to archive.
   
5. In the “Select action” drop-down menu at the top, you’ll see a number to the right: Archive (#). That number confirms the total number of Community Host Partners that you have selected.
   
   
6. Open the drop-down menu and select the option that corresponds with the action you’d like to take: Archive.
   
   

REMEMBER: Archiving a Community Host Partner will not remove any data associated with that Community Host Partner, and the archived site can be restored at any time.

Archiving Community Host Partner Supervisors (Individual)

After archiving a Community Host Partner, you need to also archive their Community Host Partner Supervisors. Here's how to archive each supervisor individually, from within their profile.

1. On the left, in your Mission Control, click Fellows, Staff, & Community Host Partners.
   
   
2. Under the Manage Staff section, click Manage staff accounts.
   
   
3. Scroll through the list of staff members until you find the Community Host Partner Supervisor you wish to archive. You can also use the "Filter by name" box at the top right of the staff list and search for that staff person's name.
   
   
4.  Click on the name of the staff person you would like to archive.
   
   
5. In the Name & Contact Details panel, next to their status, click the folder icon to Archive this Account.
    
6. The staff member's status will now indicate they are Archived.

Archiving Staff (En Masse)

After archiving a Community Host Partner, you need to also archive their Community Host Partner Supervisors. Here's how to quickly archive one or more Community Host Partner Supervisors.

1. On the left, in your Mission Control, click Fellows, Staff, & Community Host Partners.
   
   
2. Under the Manage Staff section, click Manage staff accounts.
   
   
3. Select the checkboxes alongside the staff members whose accounts you'd like to archive.
   
   
4. In the "Select action" drop-down menu at the top, you'll see a number to the right of the "Select action" text. That number confirms the total number of staff members that you have selected.
   
   
5. Open the drop-down menu and click Archive Selected.

How do I enroll a Fellow who participated in Cohort 1 into Cohort 2?

There are two ways to update Fellows who participated in Cohort 1 and who are now participating in Cohort 2: manually (one-by-one) or by using Excel (more than one Fellow).  

Check out this article.