Web-based Annual Reporting System

1. Web-based Annual Reporting System A Tutorial Last updated: 05.2013

2. 2012-2013 Report Goals • Satisfy report requirements for the Office of Student Life • Act as reflective exercise toward improvement in services and support for student success • Provide opportunity to “tell your story” based on the activities necessary for your department’s success

3. The Basics • Due July 31, 2013. • Data should reflect FY 2013: July 1, 2012 – June 30, 2013. • Data are used for SL reporting within the university, including VP and BOT projects. • CSSL relies on your up-to-date and accurate data! • The Center for the Study of Student Life (CSSL) will work with each department, as needed, to assist with the completion of the report.

4. Intro to the System • Secure domain • http://cssl.osu.edu/annual-report/ • Requires access via your OSU name.#. • Users are able to view all departmental reports. • Users are able to edit only reports to which they have access. • Report features a tab design, with icons to denote progress. • Includes a Docuementstab for any additional documents you may like to upload. • Data can be entered by typing or copy/pasting.

5. A Few Things to Note • The Dashboard is your “home” page • Houses all SL Annual Reports • Automatically directed to this page upon logging in to the secure site. • Each tab has a “Return to Dashboard” button, should you need to return to this page at any time. • Allows search for reports by keyword (typed) or FY (drop-down) • The system will time-out after 60 minutes of inactivity. • Save your work by clicking on the “Save” button. • A green box will appear near the top of the screen to tell you that your report has been saved. • Descriptions are provided throughout the report to explain what should be included in certain fields. • You will find them in grey text next to applicable fields.

6. A Few More Things to Note • Built-in Spell Check. Please use it! • Also available: bullets/numbering, bold and italics. • To exit a window: click the “x” in the bottom right corner. • Please be aware of this in windows that have a side bar scroll, as you might accidentally exit the window, meaning to instead scroll down the page. *also, clicking outside the pop-up area will exit. Please be aware to avoid doing this accidentally, as your info will be lost! • 2012-2013 reports have been created and pre-populated for you. All you need to do is search for your report and click “edit” to begin updating. • Your report will require VP/AVP approval upon completion. • Once approved, changes cannot be made by users. Contact CSSL with questions.

7. Getting Started • Access the Annual Report on the CSSL website at http://cssl.osu.edu/ • The following slides offer step-by-step instructions…

8. Welcome to the New Report! Click Annual Report

9. Log in using name.# and associated password. You will be redirected to the Dashboard, once logged in. Accessing the System Click Annual Report here too.

10. System defaults to current FY. You always have access to any past report(s) via the search near the top of the page. Your report should already be in the system for you and should be viewable on the Dashboard. The Dashboard

11. Please Note: • Inside your report, icons will appear beside each tab title to indicate your progress through the report. • Upon creation of your report, the Report Setup tab will display a check mark, indicating that the tab is complete. • Remaining tabs will lack an icon until a change is savedon the tab, at which point it will change to display a clock, indicating the tab is in progress. Clicking the “Mark tab complete” button will change the icon to a green checkmark. • VP/AVP approval tab does not become active until all other tabs have been updated and marked complete by the user(s).

12. Please Note: • Please keep in mind that you must click Save to save your work both before navigating away from any tab AND before exiting out of the system. • Data within pop-up windows are not saved until OK is clicked within the window. Click Save on the tab page to save all new information. It may be a good idea to save your work periodically as you move through the report, in case of any interruption in your internet connection.

13. !! Should you wish to save your work at any time, click the Save button. A green caption box will appear at the top of the screen to confirm that your report has been saved.

14. Report Setup Tab This tab will already be completed for you. Check it, and if requires revisions, click re-open tab. Notice the tabs along the left-hand side ….and the Save and Return to Dashboard buttons, which can be found on each tab

15. Introduction TabThere are 2 parts to this tab • Add your department’s mission. Type or copy/paste into the box provided.

16. Introduction Tab • Click Add value. In the window, type or copy/paste your value and click Ok. • Enter only one value at a time.

17. Significant Accomplishments TabTHERE IS ONE PART TO THIS TAB Your department’s most notable accomplishments for the last fiscal year. Click Add Accomplishment. Type your accomplishment in the space provided, then click Ok. Enter only ONE accomplishment at a time.

18. ASSESSMENT DATA TAB THERE ARE 3 PARTS TO THIS TAB Click Add Activity. [Once you add a Major Activity and click Ok, this window will expand with choices to add Outcomes and Performance Indicators.] Enter your Major Activity. The second part of this is a check all that apply. Check as many of the Student Life Goals that map to your activity. *add only one Major Activity at a time. Same goes for Outcomes and Indicators!

19. Assessment Data Tab Now you can see a new set of fields to the far right of the Major Activity that was just added. You can Edit, Add Outcome, or Delete. To continue to the next step of the process and add an Outcome to this activity, click Add Outcome. Here is the screen you will see upon clicking Add Outcome. Enter the first outcome associated with the Major Activity and repeat for as many outcomes as you have. Each must be entered separately.

20. Assessment data contd… This is the screen you will see upon clicking Add Indicator. Enter the Indicator (FY 2013) and the baseline (FY 2012) and current data. *Data should be numeric!! You can see another new field appear following the addition of an Outcome. From here, you can add a Performance Indicator beneath the appropriate Outcome. Click Add Indicator. Repeat this process for each Major Activity, adding all associated Outcomes and Indicators for each.

21. Assessment Plan Tab Here is where you will explain your upcoming year’s outcome assessment plan. Answer the questions in the boxes provided. !! Remember to scroll down to view all the questions!

22. Outcome Assessment Report Tab Here is where you will share the results from your most recent outcome-based assessment. Answer the questions in the boxes provided. !!Remember to scroll down to view all the questions!

23. PROGRAM REVIEW TAB THERE ARE 2 PARTS TO THIS TAB First, indicate whether or not your department has completed an internal/external review. If not, indicate when your department is scheduled. If yes, indicate the date it was completed. Next, indicate whether your department has completed an action plan. Beneath that, indicate whether that action plan has been approved. If you have not completed an action plan, do not answer this question.

24. Program Review Tab Next step: Add your recommendations one-by-one by clicking Add Recommendation. Type in the space provided, indicate the status from the drop-down menu and click Ok when finished. Add your Action steps one-by-one by clicking Add Action Step. Type in the space provided. Type the associated recommendation and choose the status of the Action Step from the drop-down menu provided. Click Ok when finished.

25. Professional Involvement TabTHERE ARE 5 PARTS TO THIS TAB • Add your association participation by clicking Add Association. Type in the space provided and click Ok. *enter only ONE association at a time. • The next 4 parts of the tab should be completed the same way.

26. Documents Tab Enter any additional documents you wish to share here. Click Add Document. Select the file you wish to upload. The system will accept Word documents, PDFs, Excel spreadsheets, mp3 files, Publisher files and PowerPointsand supports Microsoft Office 2010. Provide a label/title for the file and click Upload. Add as many documents as you wish.

27. CONGRATULATIONS! It’s time to submit for VP/AVP approval!