TS DataExchange Manual

This document covers the various ways that the Institution System Administrators can use the TS DataExchange to upload institution Academic Program and course enrollment information to populate Taskstream LAT DRF Program enrollment and provide students and faculty access to the proper course requirements within the DRF Program.

Authors and Evaluator roles may be enrolled and given access to appropriate course requirements via TS DataExchange. Reviewers and Evaluation Managers must still be assigned manually. (Please refer to the following glossary for definitions of roles mentioned above).

This document assumes a good understanding of DRF Program management and a basic knowledge of database structure and the TS DataExchange.

 

TERMINOLOGY 

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PREPARATION

EXAMINING YOUR INSTITUTION’S ENROLLMENT DATA

The goal of using the TS DataExchange is to populate Taskstream LAT DRF Program enrollment and provide student and faculty access to the proper course requirements within the DRF Program. Preparing to use this capability consists of two steps. The first step is to add or update Academic Program and Course Section enrollment information via CSV (or via real-time Web Services).

Once this is done, DRF Program Managers link their DRF Program or categories within the DRF Program to Academic Programs or Course Sections. In order to maximize the effectiveness and accuracy of this enrollment, the first step is to examine the Academic Program and Course Section enrollment information that currently exists for your organization.

Important questions to consider include:

  • WHERE WILL I GET THE ENROLLMENT INFORMATION TO LOAD INTO THE TS DATAEXCHANGE?
    Your institution may store Academic Program and Course Section enrollment information in a large- scale student information system such as Banner or Oracle, have a proprietary system developed in- house, or simply maintain Excel spreadsheets.

    All of these systems are viable sources, but it is important to remember that the TS

    DataExchange is not a live link into your institution’s information. CSV exports from these systems are uploaded into TS DataExchange and must conform to the standardized relationships and include certain required fields. Each export corresponds with a particular table in the TS DataExchange. For example, one CSV file would represent all the courses offered at your institution, while another file would represent all the Course Sections associated with those courses. The courses and Course Sections would be linked with the same unique Identifier. See Field References for more information.

    If your enrollment information is spread across many different systems or is not saved in a consistent format, additional work may be required to prepare your enrollment files for upload. In most cases, once the setup for the export is completed, no further technical work is required.

    Taskstream’s Integration Services department can assist you in examining your current systems for compatibility with TS DataExchange.

  • WHO WILL BE RESPONSIBLE FOR UPLOADING THE ENROLLMENT DATA INTO THE TS DATAEXCHANGE?
    Only ISAs have access to upload enrollment data in the TS DataExchange. As seen in Question 1, preparing the enrollment information may involve exporting from your existing student information system to prepare files that conform to Taskstream LAT fields. Setting up and troubleshooting this process requires a good technical understanding of your own student information system as well as a basic knowledge of databases, such as MS Access.

    If your ISA(s) do not possess this technical background, an information technology representative may need to be assigned to assist with this process, or themselves be granted ISA permission. Since large amounts of data can be added with just a few clicks, it is ideal for only one or two designated people to handle this process.

    Please keep in mind that DRF Program Managers will be responsible for linking their DRF Programs to the correct Academic Programs or Course Sections so that enrollment may be handled via the TS DataExchange system. However, since only the ISA(s) at your institution have the ability to upload TS DataExchange enrollment and unenrollment records, DRF Program Managers should be notified when uploads happen so they are not surprised by changes to enrollment within their DRF programs. Enrollment changes are recorded in the DRF program history log so that DRF Program Managers who are not ISAs will have insight into what changes occurred. While DRF Program Managers can manually “fix” issues caused by faulty imports, it is not efficient for them to do so since it will be a tedious and manual process. Also, if subsequent uploads have similar issues, then the DRF Program Managers fixes may be overwritten by these future uploads. (Please see section on Advanced Preferences for other solutions to these types of issues).

  • ARE THE PEOPLE TO BE ENROLLED ALREADY TASKSTREAM USERS?

    Only Taskstream LAT subscribers can be enrolled in DRF Programs. If some of your students or instructors are not yet subscribers, accounts will need to be created. In order to correctly Identify enrollment records with an Taskstream LAT account, all students and instructors must have a Person ID. For more information, see Creating IDs for Your Students and Instructors.

  • IS THE ENROLLMENT INFORMATION I PLAN TO UPLOAD ACCURATE?
    If the information uploaded to the TS DataExchange is not accurate, even if the technical requirements are met, the wrong Authors and Evaluators could be enrolled in or unenrolled from DRF Programs.

    In addition to outright errors, it is important to consider when enrollment information is added to your student registration system. If the data in your student information system is not kept up to date your DRF Program enrollment could also be out of date.

    For example, if the workflow at your institution is such that students register for many courses at the beginning of the semester, with the intent to “shop around” before deciding on their final curriculum, using the TS DataExchange Course Section enrollment to automate DRF Program enrollment would result in many students being enrolled into a DRF Program who may ultimately not actually end up taking that course.

    If the TS DataExchange enrollment records are not updated until the add/drop date, some students may begin working on their DRF Program and be evaluated even though they may no longer be attending the Course Section, which may create confusion when TS DataExchange unenrolls these students.

    Today, the DRF Program Manager is the individual responsible for ensuring that the enrollment for their program is correct. If enrollment is linked to the TS DataExchange, DRF Program Managers will no longer be the sole individual with this responsibility. Providing methods of communication between DRF Program Managers who have the knowledge of who they expect to be enrolled in the DRF Program, and the ISAs uploading the data that drives that enrollment is critical to ensuring the most accurate implementation of this feature.

    The Advanced Preferences area provides DRF Program Managers with more fine-grained control over managing these issues and also allows for manual enrollments in DRF Programs, but it is helpful to have a plan in place for scheduling updates before links to the TS DataExchange are made so that DRF Program Managers may better anticipate enrollment changes.

If the answers to any of the questions above are not clear, it is important to have a conversation with a Taskstream LAT Implementation Consultant before proceeding to determine if automating DRF Program enrollment through the TS DataExchange is appropriate for your institution.

 

UPLOADING INFORMATION

The Account and Academic Information section of the TS DataExchange houses all the areas required to populate DRF Program enrollment. Although the areas required for upload are explained separately below, all files may be uploaded simultaneously. For more information about all the tables and fields available to TS DataExchange, see the Field Reference section.

CREATING IDS FOR YOUR STUDENTS AND INSTRUCTORS

TS DataExchange requires a unique identifier for all students and instructors associated with Course Sections and/or Academic Programs. This unique identifier is called the Person ID. The only requirement for this Person ID is that is unique for each person, but it is helpful for this ID to be meaningful to your institution to help identify people in the system later. For example, using the student or faculty ID assigned by your institution as the Person ID will allow for easier generation of enrollment records.

The Person ID can be created for users in two ways.

  • UPLOADING THE PERSON ID WHEN CREATING ACCOUNTS
    If you have not yet created Taskstream accounts for all the students and instructors who need to be enrolled in DRF Programs, please use the “Create and View Taskstream Accounts” link. You will need to use a Registration Key Code provided for account creation. This Key Code may be obtained via Mentoring Services. These accounts have already been paid for and as soon as a user is created they will be able to begin using Taskstream as a full subscriber, regardless of whether they will be part of TS DataExchange Course Section or Academic Program enrollment. Creating accounts through TS DataExchange will assign the Person ID based on your uploaded field.

  • ADDING A PERSON ID FOR EXISTING SUBSCRIBERS
    If you created Taskstream accounts using the Create and View Taskstream Accounts link, no uploads are required. However, if your students and instructors already have Taskstream accounts they must be linked to the TS DataExchange People (Students or Instructors) via inclusion of the Person ID. To add the Person ID, you must upload a file via the People table that contains the names and email addresses of all the students and instructors who will have enrollment records in the TS DataExchange. In this file, you will also specify the Person ID for each record. Taskstream will match the names and email addresses of your students and instructors to existing subscribers and add the Person ID to their account and automatically enroll the subscriber in any linked DRF Programs. 

DEFINING ACADEMIC PROGRAMS & ENROLLING STUDENTS

If you would like to enroll Authors in DRF Programs based on membership in a particular Academic Program, two tables must be uploaded: Programs (a list of Academic Programs at your institution) and Program Enrollment-Students (a list of students and the Academic Programs to which they belong).

After ensuring that all the subscribers you wish to enroll already have Person IDs associated with their account, the order of file upload is first Academic Programs and second Academic Program Student Enrollment. The TS DataExchange also allows both of these files to be uploaded simultaneously.

The following diagram outlines the relationship between students and Academic Programs. Note that not all required fields are included in this diagram. For a full list of fields available, see the Field Reference section.

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DEFINING COURSES, TERMS AND COURSE SECTIONS & ENROLLING STUDENTS AND INSTRUCTORS

If you would like to enroll Authors and Evaluators in DRF Programs based on registration in a specific Course Section, five tables are required for upload: Courses (a list of the courses at your institution), Terms (semester dates when courses are offered), Course Sections (individual offerings of a specific course in a specific term), Course Enrollment-Students (list of students enrolled in specific Course Sections) and Course Enrollment-Instructors (list of instructors teaching specific Course Sections).

After ensuring that all the subscribers you wish to enroll already have Person IDs associated with their account, the order of file upload is first Terms, then Courses, followed by Course Sections and lastly Course Section Student and Faculty Enrollment. The TS DataExchange also allows all of these files to be uploaded simultaneously.

The following diagram outlines the relationship among students and instructors, courses, Course Sections and terms. Note that not all required fields are included in this diagram. For a full list of fields available, see the Field Reference section.

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EXAMINING THE STRUCTURE OF YOUR DRF PROGRAMS

A good understanding of the purpose of your DRF Programs and the expected enrollment data will help the DRF Program Manager negotiate the choices available when choosing how to structure the DRF Program and how to link enrollment to the TS DataExchange.

Taskstream offers two levels, DRF Program level or Category level, at which the links can be made. The choice of level will determine which area(s) of the DRF Program the Authors and/or Evaluators will be able to see.

 

LINKING AT THE DRF PROGRAM LEVEL

Linking at the DRF Program level enables DRF Program Managers to quickly enroll many Authors with a few clicks and eliminates the need to search for individual people through the Member Locator. As students and instructors are added and deleted from TS DataExchange enrollment records, these changes will be automatically processed, with no further action required by the DRF Program Manager.

In the following example, the DRF Program includes the assignments (“requirements”) and assessments for the anthropology program offered at the institution. The DRF Program Manager has chosen to link the Anthropology Academic Program (as defined within the TS DataExchange) to the entire DRF Program. Authors who are part of the Anthropology Academic Program enrollment will be enrolled in the DRF Program and will have access to all DRF Program areas (with the exception of any administrative-only areas). Note that since only students are associated with Academic Programs in the TS DataExchange, only students (Authors) will be enrolled into the DRF program. The Evaluators for the Anthropology DRF Program will need to be enrolled manually by the DRF Program Manager.

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In another example, the DRF Program represents all the requirements for a single course, Accounting 101. There may be multiple Course Section offerings associated with this course and links to multiple Course Sections can be made. Like the Academic Program example, the Authors in the Accounting 101 Course Sections will be enrolled in and see all areas of the DRF Program. However, since Course Sections may also include instructor information, both Authors and Evaluators will be enrolled in the DRF Program as a result of these links.

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LINKING AT THE CATEGORY LEVEL

Linking at the Category Level is more involved than linking at the DRF Program level but it also provides powerful ways to streamline the setup of the DRF program, should the structure of the DRF lend itself to this type of linking.

In some DRF Programs each DRF category may represent a different course offered at the institution. Requirements within those categories represent assignments from that course. Unlike linking at the DRF Program level, where Authors and Evaluators need to see all the categories and requirements, in the course-based DRF Program each category may need to be visible only to those people currently taking the specific course.

In this example, the DRF Program represents all the courses required for Biology majors. Each individual category is linked to the Course Section(s) that contain the students and instructors who should see the requirements for the specific course. By linking at the category level, the DRF Program Manager can ensure that Authors and Evaluators will see only those categories that contain requirements for courses in which they are enrolled, and will not see any requirements for courses in which they are not enrolled.

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Because Authors and Evaluators should only be able to see specific areas of the DRF Program, groups
are created for each Course Section to ensure that Evaluators can only score Authors in their own
Course Section. Like linking at the DRF Program level, any Course Section enrollment changes uploaded to the TS DataExchange will be automatically processed.

Note that at this time, DRF categories may only be linked to Course sections. TS DataExchange does not support a category of a DRF Program representing an Academic Program.

STEP-BY-STEP INSTRUCTIONS

Once DRF Program Managers and ISAs have a good understanding of the concepts in the previous sections, the next step is to create or identify specific DRF Programs that are candidates for linking to TS DataExchange enrollment based on the criteria defined in Examining the Structure of Your DRF Programs.

The DRF Program Manager for the individual DRF Program is the person who will be creating these links.

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On the Manage Enrollment Links page, there are two options that reflect the Program or Category-level linking levels.

 

CREATING DRF PROGRAM LEVEL LINKS

To link at the DRF Program level, select the option to ‘Select Academic Programs or Course Sections’ for Option 1: Program-Level Links.

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Either Academic Programs or Course Sections may be selected. Once selected, people associated with these Academic Programs or Course Sections will be enrolled into the DRF program.

 

ADDING ACADEMIC PROGRAM LINKS
To begin, select ‘Academic Programs’ from the ‘Type of Link’ drop down menu.

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All the Academic Programs that have been added for your organization will be displayed in alphabetical order. Note that Academic Programs no longer offered by your organization (as determined by the optional start and end date) are not displayed by default. To show these expired Academic Programs, select the ‘Show Expired Programs’ checkbox. The total number of students currently enrolled in each Academic Program is also displayed to give a preview of the potential new enrollment to the DRF Program Manager. Note that the actual number of Authors enrolled may be fewer based on any additional filters or preferences in the Advanced Preferences.

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Note that it may sometimes still make sense for the DRF Program Manager to link to an Academic Program that has no enrolled students. For example, the work of linking can be done in advance before students matriculate, ensuring that as soon as the new program enrollment information IS uploaded, those students are immediately enrolled in the DRF Program with no additional work required on the part of the DRF Program Manager.

After choosing the Academic Program(s) that are appropriate for the DRF Program, click the ‘Apply Changes’ button to save the selections.

It is important to note that a combination of Academic Program and Course Sections may not be selected. If Academic Programs are checked and then the Type of Link is updated to be ‘Course Sections’ any Academic Programs selections will be lost.

After linking successfully, the selected Academic Program(s) will be reflected on the enrollment management page and the students who were part of those Academic Programs will become Authors in the DRF Program with visibility to all requirements with the DRF, with the exception of any Administrative-only categories, and subject to the Advanced Preferences for TSDE Author Enrollment (read Advanced Preferences section for more information on these options).

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After adding an Academic Program link, additional Academic Programs may be added, but the type of link may not be changed to Course Sections unless all the Academic Programs are first unlinked. For more information, see the Unlinking Academic Programs section.

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All of the Course Sections that have been added for your organization will be displayed grouped by course and term. Past Course Sections are not displayed by default and are available by clicking ‘Show Expired Sections.’

The total number of students and instructors currently enrolled in each Course Sections are displayed to give a preview of the potential new enrollment to the DRF Program Manager. Note that the actual number of Authors and Evaluators enrolled may be fewer based on any additional filters or preferences in the Advanced Preferences for Automated Enrollment area.

 

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Note that it may sometimes still make sense for the DRF Program Manager to link to a Course Section that has no enrolled students. For example, the work of linking can be done in advance before students enroll in Course Sections, ensuring that as soon as the new course enrollment information is uploaded those students are immediately enrolled in the DRF Program with no additional work required on the part of the DRF Program Manager.

Likewise, there may be cases where it is appropriate to link to expired Course Sections. If your organization is new to the TS DataExchange you may wish to backfill student enrollment in the DRF Program if your DRF Program consists of uploaded test scores or other requirements that are needed for reporting purposes but do not require any student submissions.

After choosing the Course Section(s) that are appropriate for the DRF Program, click the ‘Apply Changes’ button to save the selections.

It is important to note that a combination of Academic Program and Course Sections may not be selected. If Course Sections are checked and then the Type of Link is updated to be ‘Academic Programs’ any Course Section selections will be lost.

After linking successfully, the selected Course Sections(s) will be reflected on the main link management page and the students and instructors who were part of those Course Sections will become Authors and Evaluators in the DRF Program with visibility to all requirements, with the exception of any Administrative-only categories, and subject to the Advanced Preferences for Automated Author and Evaluator Enrollment.

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After adding a Course Section link, additional Course Sections may be added, but the type of link may not be changed to Academic Programs unless all the Course Sections are first unlinked. For more information, see the Unlinking Course Sections section.

 

CREATING DRF CATEGORY LEVEL LINKS

To link at the DRF Category level, first review the notes for the overview of Option 2 Category Level Links in Chapter 4. The process of linking Course Sections to a DRF category is very similar to linking Course Sections to the entire DRF Program. In this case, however, the students in the linked courses will ONLY see the DRF categories (courses) they are enrolled in and will only be able to submit their DRF work for those Courses to the instructor teaching their specific Course Section.

If this is the first time selecting category level links for this DRF Program, you may see the following alert:

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This alert is displayed when the DRF Program does not have multiple groups enabled. Multiple groups enable each Author’s submission to be gradable only by those Evaluators with whom the student is grouped. Linking at the category level requires the selection of multiple groups because a group will be automatically created for each Course Section. The purpose of this group is to associate Evaluators with the appropriate Authors.

To enable manual grouping, open the Program Management area in the TS Coordinator area and then go to Step 4 – Grouping and select Multiple Groups for DRF. Enabling this option prompts a tip message that alerts the DRF Program Manager to the fact the all Authors must be grouped with an Evaluator to be able to submit work.

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Before the TS DataExchange category level linking feature was developed, creating multiple groups could be a time-consuming process if the DRF Program had many Authors and Evaluators. However, since a group is AUTOMATICALLY created for each Course Section and its members given visibility only to the appropriate categories, no time-consuming grouping work has to be done by the DRF Program Manager.

If you wish to use category level linking for a DRF Program that is already active using No Grouping Needed for DRF you may switch to Multiple Groups for DRF, but be aware that current Authors will not be able to submit any work until they are added to a group, either manually by the DRF Program Manager through the creation of manual groups, or automatically by the TS DataExchange as part of a linked Course Section.

If you are currently using the No Manual Grouping but Require Authors to Select Evaluator grouping option, you may encounter safeguards that prevent changing to multiple groups. Please contact our client support team for assistance to switch this grouping option.

Once Multiple Groups for DRF is selected, go back to the main TS DataExchange management page which will now display a list of all the categories in the DRF Template. These categories have buttons that allow you to select Course Sections for each category. Note that both program and category level links cannot be made for one DRF Program. If you already have program level links, they will need to be unlinked before adding category level link.

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Once the Select Course Sections to Link to this Category button is clicked, all of the Course Sections that have been added for your organization will be displayed grouped by course and term. Past Course Sections are not displayed by default and are available by clicking Show Expired Sections.

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The total number of students and instructors currently enrolled in each Course Sections are displayed to give a preview of the potential new enrollment to the DRF Program Manager. Note that the actual number of Authors and Evaluators enrolled may be fewer based on any additional filters or preferences in the Advanced Preferences for Automated Enrollment area.

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Note that it may sometimes still make sense for the DRF Program Manager to link to a Course Section that has no enrolled students. For example, the work of linking can be done in advance before students enroll in Course Sections, ensuring that as soon as the new course enrollment information IS uploaded those students are immediately enrolled in the DRF Program with no additional work required on the part of the DRF Program Manager.

Likewise, there may be cases where it is appropriate to link to expired Course Sections. If your organization is new to the TS DataExchange you may wish to backfill student enrollment in the DRF Program if your DRF Program consists of uploaded test scores or other requirements that are needed for reporting purposes but do not require any student submissions.

After choosing the Course Section(s) that are appropriate for the DRF Program, click the Apply Changes button to save the selections.

After linking successfully, the selected Course Sections(s) will be reflected on the main management page and the students and instructors who were part of those Course Sections will become Authors and Evaluators in the DRF Program with visibility to the specific category to which they were linked (with the exception of any Administrative-only categories, and subject to the Advanced Preferences for Automated Author and Evaluator Enrollment).

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After adding a Course Section link, additional Course Sections may be added, but the type of link may not be changed to Academic Programs unless all the Course Sections are first unlinked. For more information, see the Unlinking Course Sections section.

This process of linking Course Sections to a category is very similar to linking Course Sections to the entire DRF Program. In this case, however, the students in the linked courses will ONLY see the Field Work section and will only be able to submit their Field Work DRF work to the instructor teaching their specific Course Section.

Please note that Authors will never gain access administrative-only DRF categories when the administrative-only category is linked to the Academic Programs or Course Sections in the TS DataExchange. This is because administrative-only categories are not intended to be seen by Authors; they are areas the Evaluator can use to enter information and assessment data. All the other automated grouping and Evaluator visibility rules still apply to administrative-only categories, however.

 

NAVIGATING THE ADVANCED PREFERENCES

The TS DataExchange enrollment links facilitate the set up and management of enrollment and visibility for DRF Programs. For organizations for which the TS DataExchange always reflects correct program and course section enrollment, there may be few changes, if any, required to the default values for the advanced preferences. However, if there is a high likelihood of incorrect or outdated enrollment data contained with the uploaded files, the advanced preferences are designed to give the DRF Program Manager more fine grained control over what actions can happen as a result of a TS DataExchange import. These preferences are useful, for example, when the DRF Program Manager knows there are students auditing a class who needs access to the DRF requirements but may never officially be enrolled in the class according to the Student Information System.

After creating links, the DRF Program Manager is offered the option to ‘Set Advanced Preferences’. The advanced preferences page is also accessible any time from the main list of all enrollees. Any changes made to the advanced preferences page are applied immediately.

Important tip: If the default values that Taskstream LAT sets for the automated preferences are not compatible with your desired DRF Program enrollment, you should set the automated preferences BEFORE creating any links to the TS DataExchange.

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The preferences are managed separately for Authors and Evaluators.

 

ADVANCED PREFERENCES FOR AUTOMATED AUTHOR ENROLLMENT

ALLOW NEW ENROLLMENTS

The checkbox to allow new Author enrollments is central to the TS DataExchange functionality; if new Author enrollments are not allowed to be processed, no students in linked Course Sections or Academic Programs will be enrolled in the DRF Program. Therefore, this checkbox is enabled by default so that as soon as links or updates to Course section or Academic Program enrollment are made, the Author enrollment is populated.

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For most DRF Programs, new enrollments should always be allowed. However, there may be important cases when new Authors should not be enrolled. For example, if a DRF Program Manager wishes to link many Course Sections that have enrolled students but those students should not see the DRF Program on their Taskstream LAT home page until the start date of the course, the DRF Program Manager may wish to do all the linking work during the summer but leave the new enrollment checkbox unchecked until the first day of the new term to avoid confusion. When the DRF Program Manager enables this preference, the Taskstream LAT system will check the TS DataExchange enrollment lists and add any students who are not currently Authors in the DRF program.

 

ALLOW CHANGES TO ENROLLMENT

The checkboxes to manage changes to Author enrollment give the DRF Program Manager control over how changes to TS DataExchange student enrollment are processed and how conflicts are resolved.

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Allow Authors to be removed: One of the most useful features of the TS DataExchange links is that DRF Program Mangers no longer need to manage the process of individually removing access for Authors when they are no longer students in the Academic Programs or Course Sections that are related to the DRF Program.

Because Authors may have started working in the DRF however, the ‘Allow Authors to be removed’ checkbox is disabled by default as a precaution against Authors suddenly losing access to their DRF Program or category without the DRF Program Manager’s knowledge. If you are certain that the enrollment records uploaded to the TS DataExchange are accurate, this preference should be checked.

If the DRF Program manager chooses to manually add the Author role for instructors in a DRF Program so that they may assist their students in adding and submitting work, this checkbox should remain unchecked so that the Author role is not removed for those Evaluators with subsequent refreshed of TS DataExchange data.

If Authors are allowed to be removed the following updates will take place: if the TS DataExchange links are at the DRF Program level, Authors will be unenrolled from the DRF Program when they are deleted from the Academic Program or Course Section enrollment; if the links are at the category level, the Authors will lose visibility to the category/categories linked to the Course Section enrollment from which they were deleted. If a removed Author loses visibility to all DRF Program categories, he will be unenrolled from the entire DRF Program.

Allow automated changes to grant visibility to areas that are currently hidden for Authors: As described in the Examining the Structure of Your DRF Programs section, the act of linking a DRF Program or category to the TS DataExchange represents a relationship to which areas of the DRF Program the students and instructors should see. However, some areas of the DRF Program may have been already hidden by the DRF Program Manager which conflicts with this linking action.

For example, the DRF Program Manager may have specified that a certain requirement should not be visible to new Authors, but the act of linking to the TS DataExchange implies that those Authors who are part of the TS DataExchange enrollment should see the requirement. This checkbox determines how this conflict should be resolved. The choice to allow the TS DataExchange to override any existing restrictions is disabled by default.

 

EXCLUSION LIST

Occasionally there may be certain Taskstream LAT subscribers who may never have correct TS DataExchange enrollment. The exclusion list allowed the DRF Program Manager to specify a list of subscribers that will never be affected by any automated changes. In this way, the exclusion list can be used to either prevent a student from being enrolled as an Author or ensure that an existing Author is never unenrolled.

For example, if a student were unofficially auditing a class, the instructor may have given him permission to access the course requirements in the DRF Program, but he will never be reflected in the Student Information System enrollment records. If the enrollment is accurate for all official students, the DRF Program Manager would not want to disable the preference to allow Authors to be removed automatically just to accommodate this one student and therefore can add him to the exclusion list.

 

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At the time an Author is removed from the exclusion list, the TS DataExchange settings will once again take effect and the Author may be enrolled or unenrolled in the DRF Program as a result.

 

ADVANCED PREFERENCES FOR AUTOMATED EVALUATOR ENROLLMENT

Because only Course Sections have instructor enrollment records, the following preferences only apply if the DRF Program links to Course Sections (at either the DRF Program or category level).

 

ALLOW NEW ENROLLMENTS

The checkbox to allow new Evaluator enrollments is central to the TS DataExchange functionality; if new Evaluator enrollments are not allowed to be processed, no instructors in linked Course Sections will be enrolled in the DRF Program. Therefore, this checkbox is enabled by default so that as soon as links are made, the Evaluator enrollment is populated.

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Allow Evaluators to be removed: One of the most useful features of the TS DataExchange links is that DRF Program Mangers no longer need to manage the process of individually removing access for Evaluators when they are no longer instructors in Course Sections that are related to the DRF Program.

Because Evaluators may have started scoring Authors in the DRF however, the ‘Allow Evaluators to be removed’ checkbox is disabled by default as a precaution against Evaluators suddenly losing access to their evaluations without the DRF Program Manager’s knowledge. If you are certain that the enrollment records uploaded to the TS DataExchange are always accurate this preference should be checked.

Some institutions may wish to populate only student enrollment; instructor assignments may not be part of uploaded TS DataExchange Course Section records. In this example, Evaluators will need to be enrolled manually through the Member Locator and the preference to allow Evaluators to be removed should be unchecked (disabled) so that those manually enrolled Evaluators are not automatically unenrolled from the DRF Program due to the lack of an enrollment record in the TS DataExchange. Note that because Academic Programs cannot have instructor enrollment information, this removal applies only if Course Sections have been linked. Manually enrolled Evaluators will never be removed if links are made to Academic Programs.

If Evaluators are allowed to be removed the following updates will take place: if the TS DataExchange links are at the DRF Program level, Evaluators will be unenrolled from the DRF Program when they are deleted from the Course Section enrollment; if the links are at the category level, the Evaluators will lose visibility to the category/categories linked to the Course Section enrollment from which they were deleted. If a removed Evaluator loses visibility to all DRF Program categories, he will be unenrolled from the entire DRF Program.

Allow automated changes to grant visibility to areas that are currently hidden for Evaluators: As described in the Examining the Structure of Your DRF Programs section, the act of linking a DRF Program or category to the TS DataExchange represents a relationship to which areas of the DRF Program the students and instructors should see. However, some areas of the DRF Program may have been already hidden by the DRF Program Manager which conflicts with this linking action.

For example, the DRF Program Manager may have specified that a certain requirement should not be visible to new Evaluators, but the act of linking to the TS DataExchange implies that those Evaluators who are part of the TS DataExchange enrollment should see the requirement. This checkbox determines how this conflict should be resolved. The choice to allow the TS DataExchange to override any existing restrictions is disabled by default.

 

EXCLUSION LIST

Occasionally there may be certain Taskstream LAT subscribers who may never have correct TS DataExchange enrollment. The exclusion list allowed the DRF Program Manager to specify a list of subscribers that will never be affected by any automated changes. In this way, the exclusion list can be used to either prevent an instructor from being enrolled as an Evaluator or ensure that an existing Evaluator is never unenrolled.

For example, if your institution does not add teaching assistants to the official Course Section enrollment records, you may wish to enroll the TAs manually and then add them to the exclusion list to ensure that they remain as Evaluators in the DRF Program. Conversely, there may be TAs that ARE part of the TS DataExchange instructor records that should not be allowed to score Author DRF Program work. The exclusion list would prevent those TAs from being enrolled as Evaluators.

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At the time an instructor is removed from the exclusion list, the TS DataExchange settings will once again take effect and the Evaluator may be enrolled or unenrolled in the DRF Program as a result.

 

CHANGING ENROLLMENT MANUALLY

In addition to the Authors and Evaluators who are enrolled and unenrolled based on their TS DataExchange enrollment records, DRF Program Managers can add and remove Authors and Evaluators manually using the existing enrollment tab features.

It is important to note that when manual changes conflict with the TS DataExchange enrollment, the

Advanced Preferences for Author and Evaluator Enrollment will dictate the outcome.

 

MANUALLY ADDING NEW AUTHORS AND EVALUATORS

Using the Member Locator, the DRF Program Manager can enroll Authors and Evaluators who are not part of the TS DataExchange enrollment records. Because the advanced preference to allow or not allow new enrollments applies ONLY to automated enrollments from the TS DataExchange, the manual enrollments are always processed.

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However, if these Authors and Evaluators are not part of the TS DataExchange enrollment records, they will only remain members in the DRF Program until the next time the enrollment is re-synced if automated removal is enabled because the automated removal preference dictates that if a person is not part of the Course Section or Academic Program enrollment he or she is rightfully should no longer be part of the DRF Program.

TS DataExchange enrollment is re-synced at the following times:

  1. Links to the TS DataExchange are added or removed

  2. The advanced preferences page is edited.

If you are sure your institution will be doing only one initial load of enrollment data and you do not plan to make any edits to the TS DataExchange links it may be safe to add Authors and Evaluators manually after linking. However, these manually added people risk unenrollment if the automated removal preference is enabled OR these members are not added to the exclusion list for their specific role.

 

MANUALLY UNENROLLING AUTHORS AND EVALUATORS

If the DRF Program Manager links to the TS DataExchange and finds that Authors and Evaluators are enrolled into the DRF Program who should not be part of the enrollment, the best course of action is to contact the ISA responsible for the TS DataExchange uploads and ask him or her to correct the data.

However, this correction may not always be possible or desirable. In some cases, the incorrect data may be generated directly from your institution’s Student Information System and the ISA cannot be responsible for making manual corrections to a large volume of data. In other cases, because the enrollment data is shared among many DRF Program Managers, the enrollment data may be correct even if it is not acceptable for one specific program. For example, there may be multiple DRF Programs that are related to the Anthropology Academic Program enrollment, but for one Field Study DRF Program a few of the Anthropology students have not completed the prerequisites for field study. Changing the Academic Program enrollment for just one DRF Program’s needs would affect all DRF Program Managers who needed to use this information.

Using the existing unenrollment interface, the DRF Program Manager can manually unenroll Authors and Evaluators who are part of the TS DataExchange enrollment records.

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However, since these Authors and Evaluators are part of the TS DataExchange enrollment records, they will only remain unenrolled until the next time the enrollment is re-synced if new enrollments are allowed to be processed because the new enrollment preference dictates that if a person is part of a linked Course Section or Academic Program enrollment he or she is rightfully a member the DRF Program.

TS DataExchange enrollment is re-synced at the following times:

  1. Links to the TS DataExchange are added or removed

  2. The advanced preferences page is edited.

If you are sure your institution will be doing only one initial load of enrollment data and you do not plan to make any edits to the TS DataExchange links it may be safe to unenroll Authors and Evaluators manually after linking. However, these manually removed people risk re-enrollment if the allow new enrollment preference is enabled OR these members are not added to the exclusion list for their specific role.

If Authors are unenrolled, they will not lose access to any work they have completed even though the DRF Program will not appear on their Taskstream LAT homepage. Work completed for DRF Programs for which the Author is no longer enrolled can be found in the Folios and Web Pages area under “Access Your Inactive DRFs.”

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Note that similar behavior does not apply if the Author simply loses access to one category or requirement but remains enrolled in the DRF Program. In those cases, access to the DRF area and any work completed for that area is completely restricted from the Author.

Please review the Re-Enrollment section for important notes about visibility if unenrolled Authors or Evaluators need to be later re-enrolled in the DRF Program.

 

MANAGING GROUPS

As mentioned in the Selecting Category Level Links section, if links are made at the category level, a group is created and named for each Course Section with the associated Authors and Evaluators as members of the group facilitating the submission of Author work to the correct Evaluator.

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Each group is named for the Course Section that generated it. Therefore, the group name and link to Course Section are Identical at the time of group creation. However, if the DRF Program Manager thinks that these auto-generated group names are not descriptive, the groups can be renamed using the ‘Rename’ button. The link to Course Section cannot be edited, serving as a permanent reminder of where any additions or removals to this group are originating. These automatically created groups cannot be deleted unless the Course Section is first unlinked. For information about unlinking, see the Unlinking Course Sections section.

Authors and Evaluators who are not part of the Course Sections that generated the groups may be added to the groups manually subject to the same precautions listed in the Changing Enrollment Manually section. Note that any Authors or Evaluators manually added to the group who are not part of the linked TS DataExchange Course Section will not automatically inherit the visibility to the associated DRF area.

As a second step to adding Authors or Evaluators to a particular group, you need to manually add visibility to the DRF areas that the Authors or Evaluators should have access to. Visibility is set from the enrollment or DRF Template tab.

 

UNLINKING ACADEMIC PROGRAMS AND COURSE SECTIONS

Links to the TS DataExchange should not be removed in most cases. There is no need to “clean up” past Course Sections.

However, there may be cases in which links should be removed. For example, there may have been an error made in the link selection and the erroneous DRF Program participants should be removed. In another case, over time in a course-based DRF Program, it may become likely that the limit of 7,000 active Authors per DRF Program is reached and older Course Sections need to be removed. Note that if older Authors are unenrolled their score data will also be removed from any DRF Program reports.

If your institution has DRF Programs that are likely to exceed the 7,000 active Author limit over time and all your Authors need to remain enrolled in the DRF program for reporting purposes, multiple DRF Programs using the same template can be created. For example, one DRF Program could be used for all the students in the class of 2011, one DRF Program for the class of 2012, etc. Because DRF Templates are used to drive performance reports all relevant Authors would still be aggregated, but a year-based DRF Program would not be likely to exceed 7,000 Authors.

Unlinking Academic Programs and Course Sections is handled on the Manage Automated Enrollment Links page (the same area where the links were originally added) by the DRF Program Manager.

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UNLINKING ACADEMIC PROGRAMS OR COURSE SECTIONS AT THE DRF PROGRAM LEVEL

Course Section or Academic Program links may be removed one at a time, or in bulk. If there are existing links and you wish to link at the category level, all links must first be removed.

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When unlinking a Course Section or Academic Program, no new enrollments or unenrollments uploaded into the TS DataExchange will have any effect on the DRF Program. The DRF Program Manager must decide how the Authors and/or Evaluators who are currently participants in the DRF Program because of their membership in the formerly linked TS DataExchange should be treated.

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In the first option, Retain membership in DRF Program the DRF Program manager can decide to keep all the Authors and Evaluators who are part of the linked Course Section/Academic Program as participants in the DRF Program. This is a useful option if the DRF Program Manager wishes to use the TS DataExchange to do an initial population of enrollment but then wants to manage changes to the enrollment manually.

In the second option Unenroll from DRF Program, the DRF Program Manager can decide to unenroll all the Authors and Evaluators in the unlinked Course Section/Academic Program(s). This option should be used if the initial link was done in error or the unlinked participants should no longer be available in DRF Program reports. Note that one person may be a member of multiple Course Sections or Academic Programs. He or she will only be unenrolled if ALL of the links are removed. Unenrolled Authors will continue to have access to any work they have started in the “Inactive DRFs” area.

If the DRF Program uses Author selects Evaluator grouping, any Authors who have submitted work will not be unenrolled even if this option is selected.

 

UNLINKING COURSE SECTIONS AT THE CATEGORY LEVEL

Course Section links may be removed one at a time, or in bulk. If there are existing Course Section links and you wish to link at the DRF Program level, all the Course Sections must first be unlinked.

 

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When unlinking a Course Section, no new enrollments or unenrollments uploaded into the TS DataExchange will have any effect on the DRF Program. Like unlinking at the DRF Program level, the DRF Program Manager must decide how the Authors and/or Evaluators who are currently participants in the DRF Program because of their membership in the formerly linked TS DataExchange should be treated.

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In the first option, “Retain visibility to this area” the DRF Program manager can decide to allow all the Authors and Evaluators who are part of the linked Course Section to still see the linked category. This is a useful option if the DRF Program Manager wishes to use the TS DataExchange to do an initial population of enrollment and visibility but then wants to manage manually.

In the second option Remove visibility to this area, the DRF Program Manager can decide to remove access to the category for the Authors and Evaluators in the unlinked Course Sections. This option should be used if the initial link was done in error or the unlinked participants should no longer have access to their work in former courses. Note that one person may be a member of multiple Course Sections that are linked to one category. Visibility to the category will only be lost if that person is unlinked from ALL the Course Sections for which he is a member. If a participant does not have visibility to any categories he will be unenrolled from the DRF Program.

It is important to note that unlike choosing to unenroll when unlinking at the DRF Program level, Authors who lose visibility to a category in which they have started work will no longer have access to any of the content. This work will be saved, however, if those Authors ever regain visibility to the category.

 

ADDITIONAL SCENARIOS

ENROLLING TS DATAEXCHANGE PROGRAM PARTICIPANTS VIA THE MEMBER LOCATOR

If there are not appropriate Course Sections or Academic Programs to link to your DRF Program, you may still enroll Authors and Evaluators who have enrollment records in the DataExchange.

In the Taskstream Member Locator, there is an option that allows the DRF Program Manager to view subscribers according to the Department, Academic Program, Degree, Concentration, Term or Course and combine selections to create custom search filters. The DRF Program Manager may also search for a specific member.

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By selecting a department, for example, the TS DataExchange Member Locator will return all subscribers who are enrolled in any Course Section or Academic Program within that department. The addition of more filter criteria, such as the selection of a degree, will further refine the subscriber results to only display subscribers enrolled in Course Sections or Academic Programs in the specific department that are also part of the selected degree.

It is important to note that subscribers enrolled in this manner will be treated as MANUALLY added. No subsequent additions to the Course Section or Academic Program enrollment will result in new enrollments in the DRF Program. If there are also links created to the TS DataExchange, these subscribers are at risk for unenrollment if they are not members of the linked areas according to the same rules outlined in the Navigating the Advanced Preferences section.

In addition to Authors and Evaluators, the DRF Program Manager may use the TS DataExchange Member Locator area to enroll Reviewers.

 

LINKING TO DRF PROGRAMS THAT ALREADY HAVE PARTICIPANTS

Although understanding how links to the TS DataExchange affect DRF Program enrollment is most clear when choosing to link new DRF Programs, often the automated enrollment can also be useful to help manage existing DRF Programs.

For example, in a DRF Program that has many Authors, even though the work of manually enrolling all the students has already been done, it may be still desirable to transfer control of those Authors to the TS DataExchange to process changes to enrollment. When linking a DRF Program that already has existing Authors and Evaluators, the Taskstream LAT system will analyze the enrollment of the linked TS DataExchange Academic Programs or Course Sections and compare those Authors and Evaluators to the list of existing Authors and Evaluators. All the students and instructors who are found in the TS DataExchange enrollment records will continue to be participants in the DRF Program but control of that enrollment will be passed to the TS DataExchange. Participants found in TS DataExchange enrollment records are subject to unenrollment or loss of category visibility unless the advanced preference to allow removal is disabled. Any students or instructors who are found in the TS DataExchange enrollment who are not currently members of the DRF Program will be enrolled as Authors and Evaluators respectively.

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Please carefully review the Navigating the Advanced Preferences section before linking to ensure that the desired enrollment is achieved. Note that reviewers and managers are never removed by any automated processes.

DRF PROGRAMS THAT DO NOT USE MANUAL GROUPING

As explained in the section Selecting Category Level Links, if the DRF Program manager wishes to link at the category level, manual grouping must be enabled. If the DRF Program for which category level linking is desired is already active with ‘No Manual Grouping but Require Authors to Select Evaluator’ grouping and work has already been submitted, the Taskstream system prevents the changing of grouping options in order to preserve data integrity related to grouping associations. In these cases, please contact our client support team at 800.311.5656 or support@watermarkinsights.com to obtain special Authorization for making this change.

 

RE-ENROLLMENT

Previous visibility settings are not maintained when re-enrolling an Author or Evaluator who was previously a member of the DRF Program and was unenrolled, either manually or via a TS DataExchange link. The re-enrolled Author or Evaluator will regain access to already completed work and evaluations as long as the DRF program Manager re-enrolling him provides access (visibility) to the DRF areas in which he has done work. The same applies if this participant is re-enrolled via TS DataExchange refresh. The participant must be granted access to the area in order to see his work.

 

ENROLLMENT HISTORY LOG

Since many changes may occur to DRF Program enrollment without the DRF Program Manager’s direct action, the enrollment history log is a useful tool for investigating any discrepancies or unexpected results.

The enrollment history log is located in the DRF Program Management area under within the Enrollment tab.

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The enrollment log may be sorted chronologically by date, which displays all enrollment actions in the order in which they occurred, or the log may be grouped by program participants, which allows the DRF Program Manager to follow the history of each individual Author, Evaluator, reviewer or manager. In addition, the log may be searched for a single participant.

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The enrollment log tracks only enrollment, unenrollment, role changes, and transfer of control to the TS DataExchange; it does not track changes to specific category or requirement visibility or grouping changes.

 

PARTIALLY LINKED DRF PROGRAMS

When linking a DRF Program at the category level DRF Program Managers may find that not all the categories represent TS DataExchange Courses. For example, a course-based DRF Program might contain a category for a required internship that does not have a corresponding course section enrollment uploaded to the TS DataExchange.

By default, Authors and Evaluators in the DRF Program that are members of any DRF Program course section category-level enrollment links will not have visibility to any category that is not linked to a Course Section in the TS DataExchange. Therefore, if the participants in this internship are already participants in the DRF Program as a result of their membership in a course section, the DRF Program manager must manually grant access to the internship category. Note that because this category is not linked to the TS DataExchange, the preference to allow removals is not applicable; access to the internship category will not be removed when the TS DataExchange is refreshed because the advanced preferences only apply to categories under TS DataExchange management.

Unlike Authors and Evaluators who are members of a DRF Program as a result of their TS DataExchange enrollment, participants that were added manually and are not part of any linked TS DataExchange enrollment records) will always see any unlinked categories (unless visibility is removed manually by DRF Program Manager). If the participants who need access to the internship are not already members of the DRF Program, the DRF Program must enroll them manually.

 

MAKING CHANGES TO THE DRF TEMPLATE

It is not recommended that DRF Program Managers make edits to a DRF Template once there are active DRF Programs using it, as this may cause disorientation for Authors and Evaluators who have already become familiar with the requirements.

Since DRF Programs linked to the TS DataExchange at the Program Level allow participants to see all areas of the DRF Program, the following editing rules are applicable only for DRF Programs that link at the category level.

 

ADDING A NEW REQUIREMENT TO A CATEGORY

When new requirements are added to categories, access to the new requirement is inherited from the category visibility. If the participant has visibility to the category (either manually granted or because of enrollment in a linked Course Section) to which the new requirement is added, he will also see the new requirement. If he did not have access to the category, no access to the requirement is granted.

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MOVING A REQUIREMENT TO A DIFFERENT CATEGORY

Following the convention for adding new requirements, if a requirement is moved to a different category, access to the moved requirement is based on the visibility of the destination category. Participants with visibility only to the former category will lose access while participants with visibility to the destination category will gain access. Any Author or Evaluator who had visibility to both the former and destination category will retain access.

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Authors and Evaluators linked to the former category lose access to a moved requirement while the Authors and Evaluators linked to the destination category gain access. Any person in both sections will retain access but see the requirement in its new location.

 

ADDING A NEW CATEGORY

A new category is treated as an unlinked category; therefore, manual participants will see the new category while participants who are Authors or Evaluators as a result of their TS DataExchange enrollment will not see the new category. See Partially Linked DRF Programs for more information.

 

MOVING A CATEGORY

No changes are made to the DRF Program when moving a category. All TS DataExchange links and associated visibility attached to the category are retained.

 

COPYING A CATEGORY

When copying a category, all the requirements, evaluation methods, directions and number of Evaluators is also copied. Links to TS DataExchange course sections are NOT copied, however. The DRF Program Manager must go to the DRF Program(s) that use the altered DRF Template and establish the correct links. Note that if new links are not established, the category will be treated as an unlinked category; therefore, manual participants will see the new category while participants who are Authors or Evaluators as a result of their TS DataExchange enrollment will not see the new category. See Partially Linked DRF Programs for more information.

 

DELETING A CATEGORY

Deleting any category is subject to the existing safeguards present in the Taskstream system. Deleting a category is permitted when no work has yet been started. If Authors have started work, deleting a category is subject to approval since work or evaluations could get destroyed. For more detail about deletion rules see Delete a Category or Requirement.

Deleting a linked category permanently removes any links to the TS DataExchange and if the members who had access to the category that was deleted do not have access to any other categories, the next time the TS DataExchange is refreshed those members will be unenrolled.

 

COPYING A DRF PROGRAM

When copying a DRF Program, the DRF Program Manager may choose to copy the enrollment and any groups associated with the original DRF Program; however, since the DRF Template is not copied, new links to the TS DataExchange must be established when the new DRF Template is selected. All copied Authors and Evaluators will have visibility to all areas until the new links to the TS DataExchange are made.

 

INACTIVE DRF PROGRAMS

Any changes to enrollment and visibility are processed for inactive DRF Programs linking to the TS DataExchange. Therefore, the Authors and Evaluators included in inactive DRF Program reports may fluctuate based on change to the TS DataExchange enrollment.

These changes do not affect Evaluators, because Evaluators do not have any access to inactive DRF Programs. Although Authors cannot continue to submit work and receive scores for inactive DRF Programs, they still retain access to any work started by accessing their ‘Inactive DRFs’ area in the Folios and Web Pages section. Because the visibility to certain categories is computed live, deletions from linked TS DataExchange Course Section enrollments might subsequently remove access to categories (and work started) if the DRF Program linked at the category level.

If the DRF Program manager wishes to prevent changes to the enrollment or category access after a DRF Program becomes inactive, the links to the TS DataExchange should be removed and the participants selected to retain access/visibility. See the Unlinking Academic Programs and Course Sections topic for more information.

 

REMOVING THE DRF TEMPLATE FROM A DRF PROGRAM

The DRF Template may not be removed from the DRF Program when the DRF Program is active. If the program is made inactive and the DRF Template is successfully removed, any links to the TS DataExchange are deleted. All the program participants remain enrolled in the DRF Program but are no longer under the control of the TS DataExchange. No future changes to TS DataExchange enrollment will affect these Authors and Evaluators and the automated preferences no longer apply.

When a new DRF Template is selected, the enrolled Authors and Evaluators will see all areas of the DRF Program until new TS DataExchange links are established or the DRF Program Manager manually sets visibility.

 

FIELD REFERENCE

The following is the full list of the TSDE tables that relate to DRF Program enrollment. When uploading files, keep in mind following rules for importing:

  • Files must be in CSV format (Excel documents may be saved as CSV by Saving a copy and changing file format of the copy).

  • Some files have dependencies on other files in that they require certain fields within the file (e.g., Course ID within the Course Section Enrollment file) to match a field value specified in another file (e.g. Course ID must be a pre-loaded value in the Course table). These dependencies are specified in the TS DataExchange User’s Guide Manual.

 

PEOPLE (STUDENTS OR INSTRUCTORS)

The People table contains account information related to specific Taskstream LAT subscribers. All subscribers who are to be included in Course Section or Academic Program enrollment must have a record in this table. Please see Creating IDs for Your Students and Instructors for more information about populating the People table.

It is important to understand the concept of partial accounts versus full accounts. Partial accounts are created when a file is uploaded to the People table and all or a subset of the rows contained within the file do not match an existing Taskstream LAT account. Partial accounts are converted to full accounts when accounts are created via any number of account creation methods (e.g. self-registration via Keycode, bulk import account creation, or creation of accounts via TS DataExchange).

Keep in mind that if you create Taskstream LAT accounts via the Create Accounts link in the TS DataExchange area, these accounts will automatically appear in the People Table. They will already contain the necessary Person ID since that is a required field in the TS DataExchange account creation process.

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PROGRAMS

The Programs table contains a list of all the Academic Programs offered at your organization. The chart below outlines the fields relevant for enrollment into an assessment portfolio. This table is required if you wish to enroll students into DRF Programs based on their connection to an Academic Program.

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COURSES

The Courses table contains all of the courses offered at your organization. This table is required if you wish to enroll students and instructors into DRF Programs based on their enrollment in a Course Section.

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COURSE SECTIONS

The Course Sections table contains a list of all the sections offered at your institution for each course in a specific term. This table is required if you wish to enroll students and instructors into DRF Programs based on their enrollment in a Course Section.

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TERMS

The Terms table reflects the organization of the terms, semesters, or quarters at your institution with the start and end dates associated with those terms. Terms is a required table if you wish to utilize Course Section DRF Program links.

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COURSE ENROLLMENT – STUDENTS

The Course Enrollment-Students table is a list of all the students who are enrolled in the individual Course Sections offered at your institution. This table may be updated often as students are enrolled and dropped from courses. The students listed in this table will be enrolled into DRF Programs as Authors when a Course Section is linked, provided they exist in people table and have active LAT accounts.

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COURSE ENROLLMENT – INSTRUCTORS

The Course Enrollment-Instructors table is a list of the faculty who are teaching specific Course Sections at your institution. The instructors listed in this table will be enrolled into DRF Programs as Evaluators when a Course Section is linked.

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PROGRAM ENROLLMENT – STUDENTS

The Program Enrollment-Students table is a list of all the students who are participants in the Academic Programs offered at your institution. This table may be updated often as students change majors. The students listed in this table will be enrolled into DRF Programs as Authors when an Academic Program is linked.

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