Gateways - Connect and Review Licensure Plans

Updated December 03, 2024 16:22

Watermark Support

Prerequisites

A cohort must be connected to a Licensure Plan.

A Cohort’s Licensure Plan Workspace

Now that the cohort has connected to a licensure plan, the user can now access its workspace. To do this, click on the title of a cohort plan that has already been connected.

Cohort Licensure Plan Workspace

Overview

The overview page is the landing page for the cohort. This will provide similar information as the cohort card in the Details section, and in the future you will be able to add additional faculty access in this section as well.

Students

The list of students are the same students you enrolled in the cohort. By clicking on their names, you can see the students individualized licensure plan, which will show the same structure as the left-side navigation, but you can access the submission page for each requirement just for the student.

Individual-Student Licensure Plan

By accessing an individual requirement, you will also be able to see a list of students in the cohort, as well as additional information concerning the requirement. Clicking on the students name will send the user to the Individual Requirement Page

Requirement workspace

Individual Submission Page

By clicking on a student’s name, this will send the user to the Submission Page. Here the administrator can upload files on behalf of students or begin reviewing students. At this point, the user can also download the template document in case it is needed to complete the requirement. Additionally, the Activity Log tracks all upload and status changes.

Submission Page (File Upload Required)

Inputting Requirement Data

File Upload

For requirements that have the conditions of File Upload, the user when on the Submission page can upload files on behalf of the student by clicking Upload New Document. The guidelines for these documents are:

File Type: PDF
Max File Size: 5 MB
Max Number of Files: 10

Once a file is uploaded and the user clicks Submits Files, the activity log will be updated and the status will change from NOT SUBMITTED to AWAITING REVIEW.

Supervisor Input

For requirements that have the conditions of Supervisor Input, since there is no input needed to trigger a change in review status, the status will already be AWAITING REVIEW. Users are not allowed to upload files for these students, but they can add notes in the notes section of the requirement.

Review Requirement

Individual Student Page

On the Submission page, once the submissions (if necessary) have been completed in the previous section, the administrator can serve as a reviewer to determine the status of the requirement. The statuses are:

NOT SUBMITTED - No input has been provided yet for the requirement. Should only be shown in the File Upload use cases.

AWAITING REVIEW - The reviewer can make a determination on the requirement. This is the “call to action” status.

MET - The reviewer has determined the requirement has been met and the requirement is now completed.

NOT MET - The reviewer has found some faults in the requirement, has determined it is not met and the requirement is now completed. Often this status may return back to Not Submitted or Awaiting Review so the student can try again until the status is Met.

Each time the status changes the Activity Log is updated.

The reviewer can also leave a note to explain why the status has changed so others can understand any reasoning behind the decision.

Awaiting Review Status

Final Determination

Student Carousel Review

A reviewer can also review multiple students during one session. On the Requirement Page in the Cohort or on the Requirement Longitudinal Insights page, the reviewer can see the total number of students that need to be reviewed for a requirement.

Requirement Workspace with Students Awaiting Review

Clicking Start Reviewing will send the reviewer to the Submission page. The difference in this workflow is that the user can navigate between the students Awaiting Review (NOTE: If four students are in a cohort but three are awaiting review, you will only see the three students in Awaiting Review, not the fourth student). The user at the bottom of the screen can navigate to the next student in the list once completing the review. The order will be alphabetical.

Submission Page Review State with Ability to go to Next Student

This workflow is also available on the Requirement Longitudinal Insights page described below, with the only difference being that you can review students across cohorts within the program rather than just the students in one cohort.

Cohort Insights

Once status begin changing, the user can begin to get insights on how the requirement and students are performing. There are a few ways to do this inside the Cohort Workspace.

Student Individual Performance

You can see how a student is doing across the Licensure Plan by clicking on that students name in the overview page. This shows how the student is performing in the program over time. The user can click into any requirement to see more details about the submission or activity related to the requirement.

Student Gateway Performance

Requirement Performance

The user can also see how a particular requirement is performing for a cohort. The user can see this information on the specific Requirement’s page, by seeing not only the aggregate count of each status, but also a filterable list of those students that make up the aggregate count.

Requirement Page Filtered By Students with a Not Met Status

Longitudinal Insights

The user can also see how a requirement is performing across cohorts. To access this, go to the Licensure Plan subtab for the Program. If the licensure plan is connected to at least one cohort, the requirements should change from black to purple and you will be able to navigate inside the requirement.

Licensure Plan with Active Requirements

From here, you can look at all cohorts that are connected to the licensure plan, what each student status is, and can also review any students awaiting review regardless of what program they are in.

Longitudinal Insights for a Requirement

Exporting Licensure Plan data

Licensure plan data can be exported to a CSV or PDF by following these steps:

1. From the Gateways screen, click on the name of a Cohort

2. Go to the Licensure Plan Insights tab

3. Click Export in the upper right corner of the page

4. Select the Requirement(s) you would like to include in the export and click Next

5. Select the Student(s) you would like to include in the export and click Next

6. Choose an Export Format: CSV or PDF (see Format Details below for more information)

7. Click the "Include ZIP folder with submissions for each requirement" checkbox (Optional)

8. Click Start Export. A new tab will open and the extract will begin downloading.

Format Option Details:

CSV-
1. Name of the CSV- <name of the cohort>.CSV
2. CSV file will contain the following columns:-
  1. Student Name| Student Email| <Requirement Name>: Status| <Requirement Name>: Status| <Requirement Name>: Hours Approved| <Requirement Name>: Status
CSV + Zip Folder:-
1. Name of the Zip folder- <name of the cohort> Licensure Plan requirement <time stamp>
2. Zip folder will contain the following folders along with the CSV file
  1. Standard Requirement-
  2. <Requirement name> folder
    1. <Student name> folder
      1. Files uploaded by the students.
3. TimeLog Type Requirement-
  1. <Requirement name> folder
    1. <name of the requirement>. CSV containing the following columns-
      1. Student Name| Email ID| Status| Hours Submitted| Hours Approved
4. Application Type Requirement-
  1. <Requirement name> folder
    1. <name of the requirement>. CSV containing the following columns-
      1. Student Name| Student Email| Acceptance Status| Application response
Insights PDF- This PDF’s output is listing of all selected requirements and selected students overall status counts and charts for each requirement. Name of the pdf will be <name of the cohort> Insights.pdf.
Insight and Requirement Overview PDF- This PDF’s output is listing the detailed view of all the selected requirements along with charts with overall status count and table with selected student information and status grouped based on the requirement. Name of the pdf will be <Name of cohort>Insights_and_Requirement_Overview.pdf.