AIS Author Role Guide

Updated March 02, 2022 21:36

AIS Author Guide

The Assessment Insight System™ (AIS) author role allows individuals in academic and non-academic units to author/contribute to program and unit plans, curriculum and assessment maps, reports, and findings. AIS administrators can assign author/contributor status to existing LiveText accounts to complete templates that have been created and distributed. During the authoring phase, plans can be submitted to evaluators section by section and modified during the evaluation phase based on the evaluator feedback.

Template Authoring

1. Log into an account with authoring permissions.
2. Click on the AIS tab.

On the AIS Dashboard, authors will see the name of the template that includes the author’s program/unit name. A progress bar tracks their completion of sections, submission to evaluators, and reviews sent back..

3. Click on the title of the Template from the Author’s Dashboard.
4. At the top of the page, authors can select which section of the Template needs to be completed.

Templates consist of sections. A section can consist of survey style fields that include: text boxes, number boxes, radio fields, checkboxes, dropdown menus and attachment fields for each of the sections. Depending on the purpose of the template, a section may also be designed for a curriculum map, assessment map, assessment findings, or other purposes. The following demonstrates the process for working with curriculum and assessment maps and their findings, or the assessment lists that include a findings section.

NOTE: The following items will not be displayed in the Word output of the Plan Content Report if used within a Rich Text component by the Author: color, color highlight, underline, image, font size, and text alignment. If the intended submitted item is an image and it needs to be accessible in the output report, the Template Manager must supply an Attachment component where the authors can upload the image as an attachment.

Tables can be used but cannot contain spanning columns or rows. Each cell cannot be adjacent to more than four other cells.

Also, Rich Text does not export to the Excel output of the Plan Content Report.

Including Additional Standards/Outcomes

An Author can include additional standards/outcomes to work with in addition to the standards/outcomes that are provided by the Template Manager.

1. Log into an account with authoring permissions.
2. Click on the AIS tab.
3. Click on the title of the Template from the Author’s Dashboard.
4. Click on the desired section of the Template.
5. Locate the section of the Template that contains the Outcomes component.
6. Click on Select Standards/Outcome which is located next to Additional Standards/Outcome label.
7. From the Set Library dropdown menu, select a standards library from which to search. Choices include All Sets, LiveText Sets, Institution, or My Favorite Sets.
8. Once a Set Library is selected, that entire group can be searched.
9. From the Set dropdown menu, select a standards set. Sets can be located by scrolling through the list or typing the first few characters of the Standard name (Ex: “HI” for Hawaii).
10. To search for a standard set by using the free text Search box, type in a word or phrase and then click Search. This field allows users to search by Identifier, Keyword, or Level.

11. Once the desired Standard Set has been located, check the box next to the Identifier. This will push the identifier to the right side of the screen and place it within the Selected column.

a. Or click the checkbox next to Select All to choose all of the standard sets displayed on the page.
12. Click Save.

Cloned Templates

The Template Manager can clone a template. This will allow the Programs/Units to import data from the previous cycle. If the Program/Unit is interested in importing in the data from the previous cycle, it is strongly recommended that the import be completed for all sections first. Once all sections are imported any edits or revisions can be completed. The import feature will override any data that is entered by the Program/Units on the individual section.

Importing Data from Previous Cycle

1. Log into an account with authoring permissions.
2. Click on the AIS tab.
3. Click on the title of the Template from the Author’s Dashboard.
4. Click on the desired section of the Template.
5. Click on Import from Last Cycle.

Curriculum and Assessment Map with Findings

Curriculum Map

1. Click on the section of the template that contains Curriculum Map.
2. Click Create Curriculum Map.

3. Enter a Title.
4. Select any Outcomes that are mapped.
5. Select any Courses/Events that are mapped.
6. Click Save.

7. From the legend, Authors can choose which milestone/benchmark was being addressed for each course.

Assessment Map

1. Click on the section of the template that contains Curriculum Map.
2. Click the Assessment Map (the Assessment Map may be located on the same section of the Template as the Curriculum Map or on different section. The placement of Assessment Map is dictated by the Template Manager).
3. Enter a Title.

4. Click on the Legend for any course to add the Assessment Measures and Criterion for success.
5. Select Assessment Measures from the dropdown menu.
a. If the Template Manager supplied the ability to define your own Assessment Measure, select Other and type in your unique Assessment Measure in the space provided.
6. Enter Criterion for success.
7. Attach sample of identified measure.
8. Optional: Click Add new assessment measure and criterion for additional selections.
9. Click Save.

Assessment Map Findings

1. Click on the section of the template that contains Assessment Map Findings.
a. If the Author needs to address the Assessment Measure, click on the Legend for any course.
b. If the Author needs to address a Standard/Outcome, click on the specific Standard/Outcome.

2. Click Met or Not Met for the completion status of the criterion.
3. Enter a summary for the assessment event.
4. Upload any reports or evidence collected.
5. Click on the Add New Improvement Narrative to add an Improvement Type and the corresponding summary (if provided by Template Manager, optional).
6. Click Save.

Assessment List and Findings Sections

Assessment List

1. Click on the section of the template that contains Assessment List.
2. Click Create Assessment List.
3. Enter a Goal/Objective statement.
4. Select item(s) from the Legends that are being met for this Goal.
5. Select any Standard/Outcome that are mapped.
6. Select Assessment Measures from the dropdown menu.
a. If the Template Manager supplied the ability to define your own Assessment Measure, select Other and type in your unique Assessment Measure in the space provided.
7. Enter Criterion for success.
8. Attach sample of identified measure
9. Optional: Click Add new assessment measure and criterion for additional selections.
10. Click Save.

Assessment List Findings

1. Click on the section of the template that contains Assessment List Findings.
2. The address the Assessment Measure, click on the the pencil/edit icon.
a. To address the Goal/Objective, click on the text of the stated goal/objective.
b. The address the Standard/Outcome, click on the identifier.

3. Once the desired level is selected, click Met or Not Met for the completion status
4. Enter a summary for the assessment event.
5. Upload any reports or evidence collected.
6. Click on the Add New Improvement Narrative to add an Improvement Type and the corresponding summary (if provided by Template Manager, optional)
7. Click Save.

Improvement Type Section

Improvement Type Summary

1. Click on the section of the template that contains Improvement Type Summary.
2. The section will provide a table that contains a detialed summary of how the Improvement Type was used within the Assessment Map or Assessment List Findings. This summary is only available if Improvement Types are used and this section is provided by the Template Manager.

Submitting Templates

AIS Authors are able to submit each of the sections of the template to the Reviewer Group when they are completed. This was designed to allow authors and contributors to continually work on the template using feedback from the Reviewer(s).

1. Click on the section of the template that is completed and needs to be submitted.
2. Click on the Submit option.
3. Repeat the process for additional sections.
4. Edits can be made to submitted sections.

Notifications

Notification icons will be presented to the Program/Units as activities are completed by the Template Manager or Reviewer. The notification icons can be found on the Program/Units dashboard by the assigned template.

Importing Courses/Events

The Courses/Events feature can be used for both academic and non-academic alignment of outcomes to courses, or outcomes to educational experiences. Program/Unit Coordinators have the ability to import or manually add Courses/Events. Once courses or events are imported, they can be used for Curriculum Mapping, Program Review, or other events designated by the AIS Administrator.

Course/Events Batch Import

1. Click the AIS tab.
2. Click the link Course/Events.
3. Click on Import Courses/Events link.
4. For a new sample file: click Download a Sample Import File.
5. Click Select File after the file has been completed and saved.
6. Click Commit after finalizing the import.

Manual Creation of Courses/Events

1. Click the AIS tab.
2. Click the link Course/Events.
3. Click Add and enter the name.
4. Click Save.

Adding Authors

Program/Unit Coordinators are typically the primary contacts responsible for documenting and submitting an assessment plan, but they can also add collaborators. The "Program" or "Unit" must be created by the AIS Administrator for the Program/Unit Coordinator to add additional Authors.

1. Click the AIS tab.
2. Click the Authors link.
3. Click on the Pencil Icon for the correct Program/Unit.
4. Search for the user account for the specific Program or Unit (search by using first/last or username on the LiveText account).
5. Click Save.

Reports

Plan Content Report

The Program/Units can report on the plan content data for Templates in which they have been assigned. The Plan Content Report can be exported to both Microsoft Word and Excel. Each reporting type provides the Program/Units several filters in order to modify the data results. Below are the steps to follow to create Plan Content Reports in both Word and Excel formats.

To run the Plan Content Report, follow these steps:

Word

1. Click on the AIS tab.
2. Click the Reports Link.
3. Click on New.
4. Select Plan Content Report as the Type.
5. Select Word as the Format.
6. Select the appropriate Template (more than one Template can be incorporated into the report).

7. Select either Program or Section in the Group By section (this will act by the primary grouping component of the report).
8. Select All or specific Programs.
9. Select All or specific Sections.

Note: For Programs and Section selections, the information will appear in the report in the order in which they were selected.

10. Create a Title of the report.
11. Add report Description (optional).
12. Select Save, Save & Export, or Cancel.
a) Save will retain the selected filters and return the user to the main Reports tab.
b) Save & Export will retain the selected filters and export the data out in the elected format.
c) Cancel will abandon the reporting activity.
13. When Save & Export is selected the downloaded report will be available directly above the action buttons.
NOTE: Attachments provided by an Author can be exported to a zip file.

Excel

1. Click on the AIS tab.
2. Click the Reports Link.
3. Click on New.
4. Select Plan Content Report as the Type.
5. Select Excel as the Format.
6. Select the appropriate Template.
7. Select All or specific Programs.
8. Select All or specific Sections.
9. Select All or specific Mapping Component.
10. Select All or specific Custom Components (fields created by Template Manager within the Template).

Note: For Programs and Section selections, the information will appear in the report in the order in which they were selected..

11. Create a Title of the report.
12. Add report Description (optional).
13. Select Save, Save & Export, or Cancel.
a) Save will retain the selected filters and return the user to main Reports tab.
b) Save & Export will retain the selected filters and export the data out in the elected format.
c) Cancel will abandon the reporting activity.
d) When Save & Export is selected the downloaded report will be available directly above the action buttons.

NOTE: Attachments provided by an Author can be exported to a zip file.