checklist guide for site administrators - intocareers checklist guide... · the site administration...

The Site Administration Checklist tools allows you to customize the checklist in the user’s portfolio for tracking career development

activities and requirements.

intoCareers, 2015

1 Copyright 2015. intoCAREERS, University of Oregon.

Table of Contents Introduction ........................................................................................ 3

Introduction to the Checklist in the Portfolio ................................................. 3

Site Administration for Checklists ............................................................... 5

Accessing the Checklist Editor................................................................. 5

Introductory Messages for All Checklists ..................................................... 7

Supporting Documents for All Checklists ..................................................... 8

Creating Site Checklists ........................................................................ 9

Adding a New Site Checklist ................................................................. 9

Duplicating a Checklist ..................................................................... 10

Duplicating a Default Checklist ........................................................ 10

Duplicating a Site Checklist ............................................................ 11 Importing a Checklist ....................................................................... 11

Importing Checklists (a trial run) ...................................................... 11

Importing Checklists (not a trial run) ................................................. 12

Exporting Checklists .......................................................................... 13

Hiding Checklists .............................................................................. 13

Deleting Checklists ............................................................................ 15

Editing Site Checklists ........................................................................ 15

Editing Checklist Properties ............................................................... 16

Editing Checklist Introductory Text and Message for Teachers/Counselors ........ 17

Editing Checklist Supporting Documents ................................................ 18

Adding Checklist Activities ................................................................ 18

Editing Checklist Activities ................................................................ 19

Editing a Career Plan Activity .......................................................... 21

Editing a Course Planner Activity ..................................................... 21

Editing a Sorts/Assessment Activity ................................................... 23

Editing a Content Saved Activity ...................................................... 24

Editing a Content FAQ Activity ........................................................ 25

Editing a Résumé Creator Activity .................................................... 26

Editing a Standardized Tests Activity ................................................. 26

Editing an Application Tracker Activity .............................................. 27

Editing an Entrance Exams Activity ................................................... 28

Editing a Custom (non-CIS) Activity ................................................... 29 Viewing Checklists (View Mode in Checklist Main Menu) ................................ 29

Assigning and Activating Checklists ......................................................... 32

Activate Checklists via Checklist Editor ................................................. 32

Activate Checklists via Checklist Summary Report .................................... 35


Activate Checklists via Portfolio Select Page ........................................... 36

Deactivating Checklists .................................................................... 37

Generating Checklist Reports ................................................................ 38

Via Portfolio Select (View Link)........................................................... 38

Via Reports Mega-menu .................................................................... 39

Summary Report ......................................................................... 41

Checklist Activity Status Report (includes Staff Review and Checkoff) ......... 43

Detail Report, Print Output ............................................................ 47

Detail Report, Excel Output ............................................................ 47

Detail Report, Checklist Activity Report (includes Bulk Staff Review) .......... 48 Via Checklist Editor Reports Link ......................................................... 50

Via Checklist Editor Activation Link ...................................................... 50

Appendix A: HTML coding examples .......................................................... 52


Introduction This document aspires to ease your use of the Checklist. Explanatory text is coupled with screen shots to ease your understanding of the levels of data in Checklists and help you use the new checklists. We hope you and your users experience the benefits of tracking career development activities and requirements by year. If you need assistance or information when completing this process, contact your state CIS office.

Introduction to the Checklist in the Portfolio The Checklist is a tool that allows you and your users to track users’ assignments and recommended career development activities. To access this tool, users click the Checklist link from the portfolio tab on the global navigation or from the portfolio’s landing page.

Using the checklist, users can view the requirements to complete the career development activities in a checklist.

The checklist page displays an introduction and links to supporting documents. (Using the checklist editor, you can customize the introduction and supporting links.)


In the Checklist table, each checklist displays the number of required activities where the checklist activity’s requirements have been met versus the total number required activities; the status of the checklist (No Progress, Partial Completion, or Complete); and the date the checklist was completed.

Click the View link to display the checklist information.

The checklist information displays an introduction to the checklist, any checklist supporting documents, the checklist activity key, and the checklist activity table. (Using the checklist editor, you can customize the introduction to and documents for the specific checklist and the checklist activities.)

In the checklist activity table, each activity displays the activity status (No

Progress; Partial Completion; Check Required by self, parent/guardian, and/or staff; or Met); review check-off by the user, parent/guardians, or staff (if any are required); and the date the requirements for the checklist activity are met.

o Click the Help icon ( ) to display a pop-up help message explaining how to satisfy the requirements for this activity.

o Click the link to the activity description to go to the section of CIS that

satisfies the activity. Most checklist activities are automatically updated when you complete the specified checklist task, although some activities require you to enter a note of a specific word length or check that you have reviewed and completed the task.

o Career Plan activities usually display a link to the starting page of the Career Plan. (Using the checklist editor, you can hide this link for a site checklist.)


o If the Self Review column has a check box, check that you have reviewed or completed the activity. (Using the checklist editor, you can determine whether the activity requires the user to check the Self Review check box.)

Site Administration for Checklists If your state has enabled checklists for your site (allowing portfolio users to use checklists), Site Administrators/Staff can:

Add an introductory message to a portfolio user’s checklist page and each site checklist (see pages 7 and 17)

Add supporting documents to a portfolio user’s checklist page and each site checklist (see pages 8 and 18)

Create new site checklists or import them from another site (pages 9 and 11)

Duplicate a default or duplicate a site checklist (see pages 10 and 11)

Export site checklists (see page 13)

Edit site checklists (see pages 15-29)

View all checklists for the site (see page 29)

Assign checklists to group or graduation years, and activate checklists for individual users (see pages 32-38)

Generate checklist reports (see pages 38-51)

Accessing the Checklist Editor

To open the Checklist Editor in site administration tools, click the mega-menu's Customize tab. In the Checklists section:

Click the Create, Edit, and Export Checklists link to add, edit, or report on checklists.

Click the Assign and Activate Checklists link to go directly to assignment and activation.

Click the View Checklist Requirements link to go to the Checklist Viewer.

Click the Import Checklists link to import a checklist.


The Checklist Main Menu page displays (from top to bottom):

Introductory text with an Edit button to add site-specific text.

Overall supporting documents (if supporting documents have been uploaded) with an Edit button to add site-specific documents.

An Import button to import site checklists using an Excel file from another site.

A table with Site Checklists that allows you to: o Have both visible and hidden site checklists, and toggle between both

with Show Visible Site Checklists and Show Hidden Site Checklists. o Administer the site checklists defined for your site with links to:

Export one or more site checklists Edit the checklist


View the checklist Assign and activate the checklist by group or graduation year View reports for the checklist Duplicate the checklist Set the visibility of the checklist Delete the checklist

o Create new site checklists from scratch

A table with Default Checklists (checklists defined by your state Operator) that allows you to:

o Have both visible and hidden default checklists, and toggle between both with Show Visible Default Checklists and Show Hidden Default Checklists buttons

o Administer any default checklists assigned to your site with links to: View the checklist Assign and activate the checklist by group or graduation year View reports for the checklist Duplicate the checklist Set the visibility of the checklist

The Default Checklist table doesn’t display if your state has not defined checklists or if your state has not assigned any checklists to your site.

Introductory Messages for All Checklists

The introductory message for all checklists displays at the top of the portfolio user’s checklist page after the page title.

To edit the introductory message for all checklists, click the Edit button by the Introductory Message (All Checklists) title.

On the Introductory Message for All Checklists page:

You can enter up to 2000 characters for a site-specific introduction.


You can use HTML coding to create bulleted lists, add hyperlinks, or display images in your introductory message (see Appendix A on page 52 for some common examples).

If your state Operator has defined a default introductory message, the default introductory message displays after the Site-defined Introductory Message textbox. If you have both a default message and a site-defined message, you can determine the order in which the message displays:

Display default message before the site-defined message;

Display default message after the site-defined message; or

Hide the default message altogether (however, in some cases, the operator does not allow you to hide the default message, so this last option may not be visible).

Supporting Documents for All Checklists

On the portfolio user’s checklist page, any supporting documents for all checklists display as a bulleted list after the introductory message.

If the user clicks a link to the document, the document opens in a new browser window, so the documents should not reference pages within CIS (except for PDF files, Word documents, or tutorials).

Any default documents display first, then site-defined documents. On the Checklist Main Menu page (Admin Tools), supporting documents display as a bulleted list with an Edit button.

Click the link to the document to open and save the document to your desktop.

Click the Edit button for Supporting Documents for All Checklists to add or delete site-specific documents.

Supporting Documents for All Checklists page:

On the Supporting Documents for All Checklists page, you can:

Click the link under the Supporting Documents column to open up the document and save to your desktop (either the site-defined documents or the default documents uploaded by your state).


Click the Delete link to delete the site-defined supporting document (click OK in the pop-up alert to confirm the delete). You cannot delete default supporting documents (those documents uploaded by your state).

Click the Add Supporting Document button to add a new site-specific supporting document. This opens the Site Upload File page.

Site Upload File page (adding a supporting document) with Upload Process Status (to right):

Use the Browse or Choose File button to navigate to the file on your computer. (The name of the button is dependent on your browser.)

Enter a File Description (this is what displays in the portfolio user’s checklist page for the link).

Enter the Sequence Number (1 to 99).

Click the Upload button.

Check the upload process status for the upload that displays below the Upload button.

Confirm that the upload was successful, and click the Cancel button to return to the Supporting Documents for All Checklists page.

Creating Site Checklists

From the Checklist Main Menu, you can create a new site checklist three ways: 1. Create a new site checklist totally from scratch (Add New link in Site Checklist

table); then edit to add checklist-specific introductory text, supporting documents, and activities. (See page 9.)

2. Duplicate an existing default or site checklist (Duplicate link in either the visible or the hidden tables); then edit to modify checklist-specific introductory text, to add supporting documents, and to modify or add site-based activities. (See page 10.)

3. Import to a new site checklist from an Excel file with one or more exported site checklists (created using the Export feature; see page 13). Use the Import button above the Site Checklist table. This feature is useful when importing site checklists between sites. (See page 11.)

Adding a New Site Checklist

When there are no site checklists for the site, the Site Checklist table is titled ‘Create Site Checklists (Add New)’. After adding a site checklist, the Site Checklist table is titled ‘Site Checklists’ (or if some site checklists are hidden, ‘Visible Site Checklists’).


To add a new checklist:

Enter the Sequence Number 1 to 99 (order displayed in the portfolio user’s checklist table).

Enter the Site Checklist Name. You should name the checklist a unique name. For example, if you already have one checklist named ‘Grade 9 (2014)’ used for the 9th grade class graduating in 2014, then name the checklist for the 9th grade class graduating in 2015 ‘Grade 9 (2015)’.

Click the Add New link to add the checklist to the Site Checklist table. For the added checklist, the Linked Default Checklist column is blank.

Click the Edit link to continue editing the checklist: setting the checklist properties and adding activities. Initially, no activities are defined for the new checklist.

Duplicating a Checklist

You can duplicate a checklist from the visible and hidden Default Checklist tables, or from the visible and hidden Site Checklist tables. All duplicates are displayed in the Visible Site Checklist table.

Duplicating a Default Checklist

To make a copy of a default checklist, with the copy displayed in your Visible Site Checklist table:

In the Default Checklist table, click the Duplicate link. The duplicate function copies introductory text, notes to counselors/teachers, and activities.

The duplicated checklist in the site checklist table has the same checklist name

as the original default checklist.


Use the Edit link to customize the checklist information or add site-specific activities. Make sure that the checklist name is unique to distinguish between checklists.

Supporting documents are not copied; you must separately upload any supporting documents.

The activities from the default checklist are copied to the site checklist as site-based activities (so the activities are editable).

Duplicating a Site Checklist

To make a copy of a site checklist, with the copy displayed in your Visible Site Checklist table:

In the Site Checklist table, click a Duplicate link. The duplicate function copies introductory text, notes to counselors/teachers, and activities.

The duplicated checklist name adds the prefix “New” to the original checklist name (e.g., if the checklist that you are duplicating is named ‘Grade 9’, the duplicate copy of the checklist is named ‘New Grade 9’). Make sure that the checklist name is unique to distinguish between checklists.

Supporting documents are not copied; you must separately upload any supporting documents.

Use the Edit link to customize the checklist information or to modify, add, or delete activities.

Importing a Checklist

Use the import feature to import checklists between sites.

Importing Checklists (a trial run)

On the Checklist Main Menu page, click the Import link.

On the Site Checklist Import page, click the Browse or Choose File button. (The name of the button depends on your browser.)

Navigate to select the exported site checklist file (an Excel spreadsheet). (See Exporting Checklists on page 13.)

Check the Trial run button. The trial run lists any formatting errors and gives you a preview of the order for each activity and allows you to make changes to the spreadsheet before importing it (e.g., update the name of the checklist or the activity sequence number).

Click the Import Site Checklists button.

Check the Processing Status and Review Table results for any errors or problems with your spreadsheet. For an explanation of the status codes, click the link to the Status Codes (a PDF file).


You can click the Export Results to Excel link to export the full data table with the status codes. The Review Table displays only seven of the columns of data to be imported (only enough data to identify which activity is being imported); the file generated by clicking the Export Results to Excel File link displays all of the imported data columns.

If there are errors, correct the errors and try the import again.

Importing Checklists (not a trial run)

Once there are no errors in the trial run, repeat the steps above, but do not check the Trial run check box.

If one or more records fail validation (there is an error in the Status column that is not DB or NW), no checklists or checklist activities import.

When there are no records that failed validation, the checklists and checklist activities are imported up to the first database error (DB status code); the remaining records are not written (NW status code)

If there are no errors, the Process Status displays the number of checklist activities added.

Return to the Checklist Main Menu page.

Click the View link for the newly imported checklist(s). (See Checklist Viewer, page 29.) Verify that all of the information imported correctly. Accent characters do not export and import correctly, so check the Checklist Activity Description and Help Message column (e.g., résumé may display as r?sum?).


Exporting Checklists

You can only export visible site checklists. To export one or more checklists:

Click one or more check boxes to the left of the sequence number (or use the Select link to select all checklists).

Click the Export link to export the checklist(s).

An Excel spreadsheet opens up with one checklist activity per row. All of the checklist information precedes the activity information (so the checklist information is repeated for each activity in the same checklist).

The first column in the exported spreadsheet is SiteChklstID. When you use this spreadsheet for doing a checklist import, each time the number in the SiteChklstID changes, a new checklist is created.

You can edit the Checklist Sequence Number and Checklist Name data to

adjust where the imported checklist will appear in your list of checklists.

You can edit the Activity Sequence Number data to adjust where the imported checklist activity will appear in the checklist activity table.

Do not edit the ComponentAbbrev column or the SelectionField column,

because these columns are very specific to internal data in CIS.

Save your changes to the Excel spreadsheet to your desktop.

Hiding Checklists

When you “hide” a site or default checklist:

The checklist does not show up in checklist reports.

The checklist cannot be assigned to groups or graduation years.

The checklist does not show up in the user’s checklists. To hide the default checklists assigned to your site or to hide site checklists created on your site:

Click the Hide link for the checklist on the Checklist Main Menu page; or

Edit the checklist, and update the Hidden checklist property (see page 16).


Here are some reasons to hide a checklist:

Hide a checklist when it is no longer used (e.g., a checklist is used for Graduation Year 2012, and it is now 2014).

Hide a default checklist assigned to your site when it is replaced by a site checklist (e.g., you have duplicated a default checklist, modified site activities, and assigned the site checklist to the entire site or to groups or graduation years).

The example below shows how the title of the tables change based on whether there are both visible and hidden checklists.

When you have no hidden site checklists, the title of checklist table is “Site Checklists”.

If you click the Hide link under the Site Visible column to hide the ‘Old Careers Class’ checklist, there will be one hidden site checklist:

o The label for the checklist table changes to ‘Visible Site Checklists’. o The ‘Old Careers Class’ checklist is no longer in the visible site checklist

table. o The visible site checklist table has a toggle button Show Hidden Site

Checklists to toggle between visible and hidden site checklists.


If you click on the Show Hidden Site Checklists button (shown above), now you can view, duplicate, unhide, or delete the hidden site checklists, or use the Show Visible Site Checklists button to toggle back to the visible site checklist table.

Deleting Checklists

When you delete a site checklist, all assignments and user checklist records are also deleted. To delete a site checklist created on your site:

Click the Delete link for the checklist on the Checklist Main Menu page.

Click the OK button to delete the site checklist; or click the Cancel button to keep the site checklist.

Editing Site Checklists

To edit a site checklist created on your site, click the Edit link for the site checklist on the Checklist Main Menu page. The Site Checklist Editor page displays (from top to bottom):

1. The checklist properties. The Update button allows you to update the properties.

2. The introductory checklist message and message for teachers/counselors specific to the checklist. The Edit link allows you to update the messages.

3. Supporting documents for the checklist. The Edit link allows you to update or delete the documents.

4. The checklist activities. Each activity has an Edit and Delete link to update or delete the activity.


Site Checklist Editor page:

Editing Checklist Properties

You can edit the following checklist properties: 1. Sequence number (1 to 99). The order in which the activity displays in the

user’s checklist activity table. 2. Checklist name (up to 150 characters). The name should be unique. 3. Hidden option. If the Hidden option is set to ‘Yes’, the checklist is hidden and

you cannot assign the site checklist to groups or graduation years or activate checklist records, and the checklist does not show up in checklist reports or in the user’s checklists.

4. Show Career Plan Links option: a. If Show Career Plan Links is set to ‘Yes’, any career plan activities in

the portfolio user’s checklist page show the additional link to the top-level page of the CIS Career Plan (see red arrow).


b. If set to ‘No’, any career plan activities in the portfolio user’s checklist page do not show the additional link to the top-level page of the CIS Career Plan.

Make any changes to the checklist properties, and click the Update button. A message displays to remind you to edit the other sections on the page: the introductory messages and teacher/counselor messages, supporting documents, and checklist activities. Site Checklist Editor page (after clicking Update button):

There are three ways to return to the Checklist Main Menu page. Note that for each of these methods, the checklist properties don’t save unless you have already clicked the Update button.

1. Click the Cancel button in the Checklist Properties section; 2. Click the Return button at the top right of the page; or 3. Click the Return to All Checklists link before the Checklist Activities table.

Editing Checklist Introductory Text and Message for Teachers/Counselors

This section of the Site Checklist Editor page displays the Introductory Checklist Message and Message for Teachers/Counselors for the specific checklist. On the portfolio user’s checklist page, the Introductory Checklist Message for checklist (such as ‘District Grade 10’ checklist) displays after the title for the checklist. The message for teachers/counselors does not display on the portfolio user’s checklist page; it displays only on the Checklist Viewer page (see page 29). Portfolio user: Introductory Message for a specific Checklist:

To add or edit the checklist’s introductory text or message for teachers/counselors:

On the Site Checklist Editor page, click the Edit link in the Introductory Text and Message for Teachers/Counselors section.

On the Site Checklist Message page, add or edit the site-defined messages.

Click the Update button.


For both the introductory message and message for teachers/counselors:

You can enter up to 2000 characters.

You can use HTML coding to create bulleted lists, add hyperlinks, or display images in your help message (see Appendix A on page 52 for some common examples).

Editing Checklist Supporting Documents

This section of the Site Checklist Editor page displays the supporting documents for the checklist. To add or remove checklist supporting documents:

On the Site Checklist Editor page, click the Edit link in the Supporting Documents section.

On the Checklist Supporting Documents page, follow the instructions in the Supporting Documents for All Checklists section of this manual (see page 8).

Adding Checklist Activities

You can create new checklist activities and edit these activities. To create a new activity:

On the Site Checklist Editor page in the Checklist Activities table, enter the Sequence Number (1 to 99).

Select the activity type from the Type of Activity drop-down menu: o A Career Plan activity links to one or more Career Plan reflections. o A Course Planner activity links to the user’s course planner. o A Sorts/Assessments activity links to the selected sort/assessment (or

the first one if more than one), or links to the user’s Sort and Assessment Results page if the user has already saved the sort/assessment (e.g., SKILLS).

o A Content Saved activity links to the selected content (or the first one if more than one), or links to the user’s Favorites page if the user has already saved the content (e.g., Occupations).

o A Content FAQ activity links to the selected HTML FAQ page for the content area (or the first one if more than one), or to the user’s Favorites page (Frequently Asked Questions) if the user has already saved the content FAQ (e.g., Choosing Occupations).


o A Résumé Creator activity links to the selected section of the Résumé Creator (e.g., Work History), excluding the Standardized Test section.

o A Standardized Test activity links to the Standardized Tests section of the Résumé Creator (e.g., WorkKeys test).

o An Application Tracker activity links to the selected section of the Application Tracker (e.g., Apply for Scholarships), excluding the Standardized Test section.

o An Entrance Exam activity links to the Take Entrance Exams section of the Application Tracker (e.g., ACT test).

o A Custom activity (not CIS-related) links to a pop-up window with a help message and a user-entered note.

Click the Add New button at the bottom of the Edit Checklist Activities table to open the Edit Checklist Activity page.

Editing Checklist Activities

The information that displays on the Edit Checklist Activity page differs for each type of activity, but there are some common fields for all types of activities:

Checklist Activity Display Options section (sequence number, activity description, short label, help message, and optional flag)

Checklist Activity Review Options section

Link for Checklist Activity section

Update and Cancel buttons In the Checklist Activity Display Options section, enter the following information:

Enter Sequence Number (1 to 99).

Enter the Activity Description (up to 150 characters).

Enter a Short Label (up to 20 characters). The Short Label is used in two places:

o It is used on the Checklist Viewer page in the Checklist Activity Title column for each activity in the Checklist Activities table (see page 29).

o It is used as column headings in the Checklist Activity Report (a report where the column displays the status of the checklist activity for each user; see page 48).

Enter a Help Message (up to 2000 characters); you can use HTML coding to create bulleted lists, add hyperlinks, or display images in your help message. (See Appendix A on page 52.)

Click the Optional check box to make the activity optional (not required).


In the Checklist Activity Review Options section:

Check the activity review options: User Review and Check Required, Parent Review and Check Required, and Staff Review and Check Required.

In the Link for Checklist Activity section:

Enter both the Link Text and Link URL to specify a single hyperlinked document that displays after the help message in the portfolio user’s pop-up help message window. For example, provide a link to your state’s college fairs for an activity related to attending a college fair.

The example below shows a Course Planner activity, where the first data input is the Sequence Number textbox. Edit Checklist Activity page for a Course Planner activity:


Editing a Career Plan Activity

A Career Plan activity requires additional information before the Sequence Number textbox in the Checklist Activity Display Options section:

Select one or more reflection fields from the Reflection Fields drop-down menu. To select more than one reflection field, hold down the control key while making the selections.

Enter the Minimum Number of Words for the reflection to count towards meeting the activity. The default number of words is 1. To require the student to enter more information in the reflection, adjust the number up. However, make sure that you specify the number of words required in the help message for the activity.

Enter the Minimum Number of Entries (saved reflections with correct word count) for the activity to be met. The default number of entries is 1. If you select more than one reflection, keep the number at 1 to have “OR” functionality (e.g., entering academic or career goals); adjust the number up if you want the user to meet all selected reflections.

After clicking the Update button, you return to the Site Checklist Editor page.

Editing a Course Planner Activity

A Course Planner activity does not require additional information before the Sequence Number textbox in the Checklist Activity Display Options section. However, course planner activities do require listing the minimum number of courses for each school year. After clicking the Update button, an update message displays reminding you to verify that you have added or updated the courses criteria.


Update Message for Course Planner Activity:

To add a school year to the course planner criteria in the Course Planner

Criteria table: o Select a school year from the School Year drop-down menu. The names

of the school years are the same names that are used in the course planner.

o Enter the Minimum Number of Courses required for that school year (1 or more).

o Click the Add New button to add to the table.

To edit the school year and minimum number of courses: o Click the Edit link; the Edit link changes to Update and Cancel links. o Select a new school year (unique to the school years already added). o Update the Minimum Number of Courses. o Click the Update link to update.

To delete the criteria for that year: o Click the Delete button. o Click the OK button for the pop-up alert message ‘OK to delete this

school year required for course plan?’ Adding Course Planner Criteria:

Updating Course Planner Criteria:


Editing a Sorts/Assessment Activity

A Sorts/Assessments activity requires additional information before the Sequence Number textbox in the Checklist Activity Display Options section:

Select one or more sorts/assessments from the Sort(s) or Assessment(s) drop-down menu. To select more than one sort/assessment field, hold down the control key while making the selections.

Enter the Minimum Number of Words for the saved thought associated with the sort/assessment entry to count towards meeting the activity. The default number of words is 0 (the sort/assessment must be done, but nothing is required for the saved thoughts). To require the student to enter more information in the saved thoughts for the sort/assessment, adjust the number up. However, make sure that you specify the number of words required in the help message for the activity.

Enter the Minimum Number of Entries (saved sorts/assessments with correct word count) for the activity to be met. The default number of entries is 1.

If you want the portfolio user to do a particular sort/assessment more than one time, select only one sort/assessment, but adjust Minimum Number of Entries up (e.g., Grade 9 checklist has Career Cluster Inventory activity, with minimum number of entries as 1; Grade 11 checklist has Career Cluster Inventory activity, with minimum number of entries as 2).

If you select more than one sort/assessment: o Keep Minimum Number of Entries at 1 to have “OR” functionality (e.g.,

doing Occupation Sort or Entrepreneurial Career Assessment Form) o Adjust Minimum Number of Entries up if you want the user to meet all

selected sorts/assessments (however, if you want the users to complete the Career Cluster Inventory and also IDEAS, you can’t prevent a user from saving IDEAS twice, so create two separate activities, one for Career Cluster Inventory and one for IDEAS).



Editing a Content Saved Activity

A Content Saved activity requires additional information before the Sequence Number textbox in the Checklist Activity Display Options section:

Select one or content areas from the Content Type(s) drop-down menu. To select more than one content saved field, hold down the control key while making the selections.

Enter the Minimum Number of Words for the saved thought associated with the content saved entry to count towards meeting the activity. The default number of words is 0 (the content must be saved, but no saved thoughts). To require the student to enter more information in the saved thoughts for the content saved, adjust the number up. However, make sure that you specify the number of words required in the help message for the activity.

Enter the Minimum Number of Entries (saved content with correct word count) for the activity to be met. The default number of entries is 1.

If you want a portfolio user to save a particular content type more than one time, select only one content type, but adjust Minimum Number of Entries up (e.g., Grade 10 checklist has Occupations activity, with minimum number of entries as 3, so it requires 3 saved occupations).

If you select more than one content type: o With Minimum Number of Entries at 1, you have “OR” functionality

(e.g., saving from Occupations or Military Employment) o Adjust Minimum Number of Entries up if you want the user to meet all

selected content areas (however, if you want them to save at least 3 occupations AND at least 3 military employment entries, create two separate activities, one each for Occupations and Military Employment).

If you select either U.S. Colleges & Universities or your State Colleges but not both – and you have both viewable for your site type – the other entry is automatically selected for you (so saved schools can come from either the U.S. or the State Colleges).



Editing a Content FAQ Activity

A Content FAQ activity requires additional information before the Sequence Number textbox in the Checklist Activity Display Options section:

Select one or more content FAQ areas from the Content Type(s) drop-down menu. To select more than one content type field, hold down the control key while making the selections. Currently, the content FAQ areas are Paying for School, About the Military, Choosing a Program of Study, Choosing a School (State), Choosing a School (U.S.), and Choosing Occupations.

Enter the Minimum Number of Words for the Content FAQ to count towards meeting the activity. The default number of words is 0 (the content must be saved, but nothing is required for the saved thoughts). To require the student to enter more information in the saved thoughts for the content FAQ saved, adjust the number up. However, make sure that you specify the number of words required in the help message for the activity.

Enter the Minimum Number of Entries (saved Content FAQ with correct word count) for the activity to be met. The default number of entries is 1.

If you want a portfolio user to save multiple pages in a particular Content FAQ, select only one Content FAQ type, but adjust Minimum Number of Entries up (e.g., save at least two pages in Paying for School).

If you select more than one content type: o Keep Minimum Number of Entries at 1 to have “OR” functionality (e.g.,

saving from About the Military or Choosing a Program of Study). o Adjust Minimum Number of Entries up if you want the user to meet all

selected content areas.

If you select either Choosing a School (U.S.) or Choosing a School (State), but not both – and you have both viewable for your site type – the other entry is automatically be selected for you (so information about schools can come from either the Choosing a School section for U.S. or the state list of colleges).



Editing a Résumé Creator Activity

A Résumé Creator activity requires additional information before the Sequence Number textbox in the Checklist Activity Display Options section:

Select one or more résumé creator entries from the Résumé Creator Section drop-down menu. To select more than one résumé creator entry, hold down the control key while making the selections.

Enter the Minimum Number of Entries (saved résumé creator entries) for the activity to be met. The default number of entries is 1.

If you want a portfolio user to save multiple résumé creator entries for one résumé creator area, select only one area (e.g., Achievement), but adjust Minimum Number of Entries up (e.g., enter at least 2 achievements).

If you select more than one résumé creator area: o Keep Minimum Number of Entries at 1 to have “OR” functionality (e.g.,

saving from Work History or Volunteer Work/Community Service) o Adjust Minimum Number of Entries up if you want the user to meet all

selected résumé creator areas (however, you can’t prevent users from entering multiple records in one résumé creator area).


Editing a Standardized Tests Activity

A Standardized Tests activity requires additional information before the Sequence Number textbox in the Checklist Activity Display Options section:

The Standardized Tests drop-down menu includes all tests your state operator includes as standardized tests in your state (including entrance exams).

Select one or more standardized tests from the Standardized Tests drop-down menu. To select more than one standardized test field, hold down the control key while making the selections.

Enter the Minimum Number of Entries (saved standardized tests) for the activity to be met. The default number of entries is 1.


If you want a portfolio user to save multiple standardized test entries for one standardized test, select only one test area, but adjust Minimum Number of Entries up (e.g., enter at least 2 WorkKeys scores).

If you select more than one Standardized Test: o Keep Minimum Number of Entries at 1 to have “OR” functionality (e.g.,

saving from ACT or SAT I) o Adjust Minimum Number of Entries up if you want the user to meet all

selected tests areas (however, you can’t prevent users from entering two entries for one type of test).


Editing an Application Tracker Activity

An Application Tracker activity requires additional information before the Sequence Number textbox in the Checklist Activity Display Options section:

Select one or more Application Tracker entries from the Application Tracker Section drop-down menu. To select more than one Application Tracker entry, hold down the control key while making the selections.

Enter the Minimum Number of Entries (saved Application Tracker entries) for the activity to be met. The default number of entries is 1.

If you want a portfolio user to save multiple Application Tracker entries for one Application Tracker area, select only one area (e.g., Apply for Scholarships), but adjust Minimum Number of Entries up (e.g., enter at least 2 scholarships).

If you select more than one Application Tracker area: o Keep Minimum Number of Entries at 1 to have “OR” functionality (e.g.,

saving from Schools I Am Applying To or Schools I Applied To) o Adjust Minimum Number of Entries up if you want the user to meet all

selected Application Tracker areas (however, you can’t prevent users from entering multiple records in one Application Tracker area).



Editing an Entrance Exams Activity

An Entrance Exams activity requires additional information before the Sequence Number textbox in the Checklist Activity Display Options section:

The Entrance Exams drop-down menu includes all tests that your state operator flags as entrance exams.

Select one or more Entrance Exams from the Entrance Exams drop-down menu. To select more than one entrance exam field, hold down the control key while making the selections.

Enter the Minimum Number of Entries (saved entrance exams) for the activity to be met. The default number of entries is 1.

If you want a portfolio user to save multiple entrance exam entries for one entrance exam, select only one test area, but adjust Minimum Number of Entries up (e.g., enter at least 2 ACT scores).

If you select more than one Entrance Exam: o Keep Minimum Number of Entries at 1 to have “OR” functionality (e.g.,

saving from ACT or SAT I) o Adjust Minimum Number of Entries up if you want the user to meet all

selected tests areas (however, you can’t prevent users from entering two entries for one type of test).



Editing a Custom (non-CIS) Activity

A Custom activity (an activity not related to CIS) requires additional information before the Sequence Number textbox in the Checklist Activity Display Options section:

Enter the Minimum Number of Words for the user-entered note to count towards meeting the activity. The default number of words is 1. To require the student to enter more information in the user note, adjust the number up (50 word maximum). However, make sure that you specify the number of words required in the help message for the activity. Your help message should also list the type of information you seek, such as, “List the colleges whose representatives you met with at the college fair.”


Viewing Checklists (View Mode in Checklist Main Menu)

The checklist viewer gives a summary of the requirements for each checklist. Using this list, you can proofread the text for all attributes at once. You can verify that the activity descriptions and help message match up with the minimum number of entries and the minimum number of words. To view the default checklists that are assigned to your site or site checklists that are created on your site, click the View link for the specific checklist on the Checklist Main Menu page (Admin Tools). The Checklist Viewer page displays (from top to bottom):

A Checklist drop-down menu to select a checklist to display. When you select a new checklist from the drop-down menu, the selected checklist information is refreshed.

The Introductory Text for Users (if any introductory message is defined for all checklists).

Supporting Documents for all checklists (if any supporting documents are uploaded). Examples are a checklist summary or a completed sample for all assigned checklists.

The selected checklist name along with: o Checklist-specific Notes for Counselors/Teachers


o Checklist-specific Message for Users o A list of checklist-specific Supporting Documents (if any have been

uploaded) o A list of Checklist Activities o If the checklist includes a course plan activity, the list of course plan

criteria (minimum number of courses per school year) displays in a separate table below the Checklist Activity Table.

The Checklist Activity Table has 8 columns: 1. Checklist Activity Title column: The short label used in the Activity Status Report

group report. 2. Checklist Activity Description and Help Message column: The Activity

Description in bold font, followed by the Help Message in regular font. Any errors in activities (with missing required items such as required selection of criteria) display in red, prefaced by the “INCOMPLETE:” phrase.

3. Required column – whether the checklist activity is required or not. A “Yes” in the required column means that the requirement is required; otherwise, the column is blank.

4. Minimum Number of Entries column: number of entries required for the activity to be met. Include this value in the help message. For example, for an activity related to Content Saved (such as Occupations), a Minimum Number of Entries value of 3 would mean that at least 3 occupations must be saved; the help message should say, “Save at least 3 occupations.”

5. Minimum Number of Words column: minimum number of words in the reflection or saved content or saved sorts/assessments for the activity to be complete. Include this value in the help message. For example, with a Minimum Number of Words value of 10, the help message should say, “You must write a note at least 10 words long.”

6. User Review Required column: whether or not the portfolio user must check the Self Review check box. A “Yes” is in the column if the review is required; otherwise, the column is blank.

7. Parent Review Required column: whether or not the parent or guardian must check the Parent or Guardian Review check box. A “Yes” is in the column if the review is required; otherwise, the column is blank.

8. Staff Review Required column: whether or not Site Administrator/Staff must check the Staff Review check box. A “Yes” is in the column if the review is required; otherwise, the column is blank.

Check the help messages to ensure that the help message gives the portfolio user enough information to know how to meet the requirements. For example, for an activity “Work History (paid)” with the minimum number of entries set at 2, the help message should say something like “Enter at least 2 jobs for which you were paid in your Work History”.


Checklist Viewer page:

If the checklist has any course plan activities, the criteria for meeting the course plan activities displays in a table below the Checklist Activity Table:

Checklist Activity Title

School Year

Minimum number of courses Include this value in the help message. For example, the help message should say, “You must save at least 5 courses for each school year.”


Assigning and Activating Checklists

The term “activation” refers to when the user’s checklist records are created to store the following:

The user’s checklist completion status

The checklist activity’s status and date an activity is met

Check-off review status (whether the user, parent, or staff has done a check-off review for the activity)

Staff review notes or override notes for the activity

A user’s note for the custom (non-CIS) activities Before being activated, the checklist must be assigned:

Default checklists are assigned to your site by your state Operator.

Site checklists are assigned to your site’s users by entire site, by group, or by graduation year.

When a portfolio user logs in, any assigned checklists that do not have the corresponding user checklist records are activated automatically. There are three ways for Site Administrators/Staff to activate checklists: 1. On the Checklist Editor’s Checklist Main Menu page, use the Activation link under

the Activation Status column in the checklist tables; 2. On the Checklist Summary Report page (Reports, Checklists), use the Activate

link to activate a checklist for an individual or use the Activate Checklist link to do “bulk” activation for a checklist; or

3. On the Portfolio Select page (Portfolios & Groups, Manage Active Portfolios), use the Activate Assigned Checklists task or Do All Portfolio Tasks with the Execute Task button.

Activate Checklists via Checklist Editor

To activate checklists using via the Checklist Editor’s Checklist Main Menu page:

Navigate to the Checklist Editor’s Checklist Main Menu page.

Click the Activation link under the Activation Status column in the checklist table (the Activation Status column is in the visible site checklist or default checklist tables, and is not available for hidden checklists).

Visible Site Checklist table (displaying Activation link):

On the Checklist Activation page, select the entire site (in the Assignment by

Entire Site table), a group name from the Group Name drop-down menu (in the Assignment by Group table), or a graduation year from the Graduation Year drop-down menu (in the Assignment by Graduation Year table).


Checklist Activation page (selecting site name)

After selection of the entire site (or group or graduation year), click the Assign New link.

Click the Activate link to go to the Checklist Activation page.


On the Checklist Activation page, the selected users in the site (or group or graduation year) display below the Activate Checklists button in the portfolio user table. The checklist that you selected in the previous page is checked. Check off additional checklists (if desired) and click the Activate Checklists button to activate the selected checklists for the group (or graduation year).

Checklist Activation page (displaying selected checklist and portfolio users in entire site):

o If you select a combination of users and checklists less than 21, the checklist activation is done immediately (e.g., 1 selected checklist times 9 users equals a user/checklist combo of 9, so less than 21). The Checklist Activation page displays the results of the activation (9 portfolios activated, 0 portfolios not activated).

o Otherwise, if you select a combination of users and checklists that is more than 20, the checklist activation schedules to complete within 24 hours (e.g., 4 selected checklists times 17 users equals a user/checklist combo of 68, so more than 20), and a message displays informing you about the scheduled activation. Click the Return button to display the updated checklist activation status.


Checklist Activation page (after scheduled activation):

On the Checklist Activation page, click the Scheduled link under the Activate All column to view or cancel the scheduled activation.

The Checklists Scheduled for Activation page displays the users and checklists scheduled for activation within 24 hours. You can delete the scheduled activation:

To delete a single scheduled activation, use the Delete link under the Delete column); or

To do “bulk” deletion, select one or more user/checklist entries, and then click the Delete link above the scheduled activation table.

Activate Checklists via Checklist Summary Report

You can activate checklists using the Checklist Summary Report (Reports, Checklists). For more information on the Summary Report and how to get there, see page 41.


On the Checklist Summary Report page, select a single checklist or ‘All checklists’ from the Checklist drop-down menu.

Find the users that don’t have checklist records. (You can sort by the Status column and then scroll to find status NA.)

If the checklist has not been activated:

o Use the Activate link in the View column to activate a single checklist for an individual. This creates the checklist records and displays the Checklist Activity Status report for the user (see page 43); or

o Use the Activate Checklist link to do “bulk” activation for a checklist: Select a single checklist from the Checklist drop-down menu. Select one or more portfolio users (use the check box in the first

column of the portfolio user list). Click the Activate Checklists link above the portfolio users table. This displays the Checklist Activation page, where you can select

more than one checklist to activate (see the section Activate Checklists via Checklist Editor, page 32).

Activate Checklists via Portfolio Select Page

To activate checklists using the Portfolio Select page:

Navigate to the Portfolio Select page for activating a checklist (Portfolios & Groups, Manage Active Portfolios, Activate Assigned Checklists).

o Use the Search Settings button to narrow the list of users to those with last name starting with a specific letter, to those in a specific group or graduation year, or to all active users in the entire site.

o Select one or more portfolio users (use the check box in the first column).

o Click the Activate Checklists button.


Or, navigate to the Portfolio Select page for all portfolio tasks (Portfolios & Groups, Manage Active Portfolios, Do All Portfolio Tasks).

o Select one or more portfolio users (use the check box in the first column).

o Select the Activate Checklists task from the drop-down menu. o Click the Execute Task button.

Either method goes to the Checklist Activation page to activate the assigned

checklists for the selected users (see the section Activate Checklists via Checklist Editor, page 32).

Deactivating Checklists

On the Checklist Activation page, to remove the user’s checklist records, click the Deactivate link under the Deactivate All column.

o For deactivation by entire site, if the checklist is assigned also assigned and activated for a group or graduation year, the Deactivate process will not remove all of the users’ checklist records.

Checklist Activation by Entire Site (displaying Deactivate link before deactivation, with 25 activated):

Checklist Activation by Entire Site (after Deactivating records by entire site, with 21 activated):

o After deactivation by group, any remaining activated checklists in this

group belong to portfolios where the checklist is assigned to the entire site or to other groups or graduation years.

o After deactivation by graduation year, any remaining activated checklists in this graduation year belong to portfolios where the checklist is assigned to the entire site or to other groups.


If you click the Unassign link without deactivating, any activated portfolios remain activated (the checklist portfolio records are not deleted), but the assignment relationship is removed. For example, unassign the group ‘David’s Great Group’ for site checklist ‘District Grade 9’; any new users belonging to this group will not have checklist records activated for the unassigned checklist.

Generating Checklist Reports

Checklist report data can be accessed six different ways:

From the Portfolio Select page (View link for an individual portfolio)

From the Reports mega-menu

From the Reports link within the Checklist Editor’s Checklist Main Menu page

From the Checklist Activation Status page (three reports)

Via Portfolio Select (View Link)

You can view the checklist data for an individual portfolio from the Portfolio Select page.

On the Portfolios & Groups mega-menu, Manage Active Portfolios column, select the View, Edit, Show Files, Reset Password(s) entry.

The view defaults to all users, or your most recently selected group or graduation year.

Use the Search Settings button to narrow the list of user by last name, group, or graduation year, and then click the Generate Portfolio List button.

Click the View link in the portfolio user table to show the portfolio print

options for that user.


In the pop-up Portfolio Print Select page, select one or more checklists, and click the View Selected Items link (shown below).

The Portfolio Print page displays the checklist data for that selected user.

Via Reports Mega-menu

You can view the checklist data for one or more users from the Reports pages.


On the Reports mega-menu, Planning Tools column, select the Checklist entry.

The Modules with Saved Records report displays the total number of active portfolios in the site, group, or graduation year that are using checklists, and the total and percentage that are using checklists for that date range.

Use the Report Settings button to select the report options:

o Select a group, graduation year, or the entire site; o Select a date range.

The Modules with Saved Records report updates with the new selections.

Click the Checklists links to drill down to get the Summary Report and Detail

Reports (Print, Excel, and Checklist Activity Report).


On the Checklists Select Report Type and Output page, select the report type, output option, and checklist to select one of the four reports:

o The Summary Report (which has a link to the Checklist Activity Status Report) - select one checklist or all checklists;

o The Detail Report (Print Checklists) – select one or more checklists; o The Detail Report (Excel Checklist Data) – select one or more

checklists; o The Detail Report (Checklist Activity Report) – select a single checklist.

Click the Generate Report Button.

The fifth report, the Checklist Activity Status Report, is accessed through the Summary Report.

Click the Help icon () to display the roll-down help message.

Summary Report

The checklist Summary Report includes all portfolio users in the selected group or graduation year, displaying the overall status of the user’s checklist (complete, no progress, partial completion, or not activated). Each portfolio user can have multiple checklists, with each checklist record on a separate row.

On the Checklist Summary Report page, the list of assigned checklists for that group (or graduation year) displays in the Checklist drop-down menu. Select a single checklist or ‘All Checklists’.

The checklist completion status displays in the Status column:

o for No Progress (no activities have been started)

o for Partial completion (at least one activity has been started)


o for Complete (all required activities have been met)

o for Not Activated (it also has the Unassigned or Activate link under the View column)

Note that if all of the activities in a user’s checklist are not required (all activities are optional activities), then the checklist can never have Partial Completion status. The checklist status will either be:

o No Progress: the user has done nothing to satisfy any of the checklist activities; or

o Complete: once ANY activity in the checklist is saved, then all of the required activities (0 required activities) are met.

If the Needs Staff Review column has a ‘Yes’ in the column, then one or more checklist activities for that checklist require the Site Administrator/Staff to check the Staff Review check box.

To filter the list by checklist, select a specific checklist (or “All checklists”) from the Checklist drop-down menu.

To filter the list by last name, first name, user name, graduation year, or checklist name:

1. Enter a word or phrase in the textbox to the left of the Click to Search button.

2. Click the Click to Search button. 3. To remove the filter, clear the textbox and click the Click to Search

button.


If the report does not complete for the entire site, run the report for a group or graduation year, or a single checklist.

The list can be sorted by Last Name, First Name, User Name, Grad Year, Checklist Name, Status (for checklist status), Date Completed, and Needs Staff Review columns.

If the checklist has not been activated for a particular user, the Status column displays ‘NA’ and the View column displays one of two links:

1. Activate link: Click the Activate link to activate the checklists for that user for all of the assigned checklists, and go to the Checklist Activity Status Report page (see page 43), which is a summary of the checklist activities for a specific user’s checklist and whether the checklist is complete or incomplete.

2. Unassigned link: Click the Unassigned link to the Checklist Activation page (see page 32), because the checklist is not assigned to that user (not assigned by the entire site, not assigned by a group the user belongs to, and not assigned by the user's graduation year).

If the checklist has been activated for a particular user, click the View link in the View column to display the Checklist Activity Status report.

Checklist Activity Status Report (includes Staff Review and Checkoff)

You get to the Checklist Activity Status page from the View link in the Summary Report. The page displays the status for each of the user’s checklist and the activity status for the activities in a checklist. You can do the staff review from this report.

The checklist table displays:

The checklist name

The date the checklist was activated

For all activities, the number of activities met versus the total number of activities

For required activities, the number of required activities met versus the total number of required activities


Whether any activities in the checklist needs staff review (“Yes” in column when the activity needs Site Administrator/Staff review; otherwise blank)

The checklist status

The date the checklist was completed In the Checklists table, click the View link for a specific checklist; the page expands to view the Checklist Activity table, showing the details on the activities for the specific checklist.

The Checklist Activity table displays:

The checklist activity, with user’s notes and staff notes if the activity has them

Whether the activity is required (** if required; otherwise, blank)

The help message for the activity (click the Help icon )

Whether the user has reviewed the activity (if review is required, the column has a check box in view-only mode: checked if reviewed, unchecked if not reviewed)

Whether the parent has reviewed the activity (if review is required, the column has a check box in view-only mode: checked if reviewed, unchecked if not reviewed by parent)

Whether Site Administrator/Staff has reviewed the activity (if review is required, the column has a checkable check box: checked if reviewed, unchecked if not reviewed by Site Administrator/Staff)

The activity status

The date the activity was met (the column is blank if not met)

The staff override date for the date that the activity was overridden (the activity is marked as met whether or not the user has met all of the requirements for the activity; the column is blank if not overridden)

An Edit link to add/edit a staff note, override the activity, or check the staff review


For non-CIS related (custom) activities, if the portfolio user has entered a note, the user’s note is displayed on a new line after the activity description (in italics font). For example, for the activity description ‘Attend Career Fair’, the user’s note could be ‘LCC Career Fair 5/12/2011’.

Any staff notes (prefaced by ‘Staff Note:’) are displayed on a new line after the activity description and any user notes. Non-CIS (Custom) activity (displaying user’s note and a staff note):

For CIS-related activities, if you click the activity description link, a pop-up window displays the corresponding section of CIS (using portfolio print).

Checklist Activity Status page (viewing Grade 9 Checklist with pop-up window for course plan activity):

You can check off an individual activity for staff review by using the Staff Review check box or click the Edit link in the Edit Note column.

Click the Staff Review checkbox to indicate that you have reviewed the user's

information for the activity.

Click the Edit link to go to the Staff Checkoff, Override, or Staff Note page, editing for a single user and a single activity. This allows you to draft a staff note and/or override the activity. (Note: to edit for multiple users at a time, see the section on the Checklist Activity Report, page 48.)


There are six different options for Staff Checkoff, Override, or Staff Note page (only four if the activity does not have a staff review required):

1. If the activity has staff review required, add the staff review checkoff. You can add a note that displays as a staff note to the user, or leave the Note textbox blank not to have a note.

2. Add an override for the activity, marking activity as met. You can add a note or not.

3. Add staff note only (do not mark the activity as met unless the user has met all of the requirements). For this option, you must add a note in the Note textbox.

4. If the activity has staff review required, you can remove the staff review checkoff.

5. Remove any existing override date and staff note. 6. Remove any existing staff note (keeps override date set, if one has been set).

Staff Checkoff, Override, or Staff Note page (from Checklist Activity Status report’s Edit link, editing for a single user and activity):

Click the Update button to return to the Checklist Activity Status report.

If you the select a staff override, all checkoffs (user review, parent review, and staff review) are checked, the staff override date is set to the current date, and the activity’s status is changed to Met. For the portfolio user, the Date Met column displays the staff override date.


Detail Report, Print Output

To print all checklists in a group or graduation year (where the users in the group or graduation year have activated checklists):

On the Select Report page for Checklists, select Detail report.

Select the Print Checklists output option.

Select one or more checklists.

Click the Generate Report button.

Each user’s checklist data prints out on a separate page (Account X of XX, where X is the sequential order and XX is the total number of accounts with checklists).

Detail Report, Excel Output

To get an Excel spreadsheet of checklist activity data by group or graduation year:

On the Select Report page for Checklists, select Detail report.

Select the Excel Checklist Data output option.

Select one or more checklists.

Click the Generate Report button. In the Excel file, a row of data has the activity data (activity name, and activity status), along with the portfolio user’s name, graduation year, checklist name, checklist status, and date completed. To filter the Excel spreadsheet for a particular checklist and activity:

Click a cell in the spreadsheet

On the Excel Data menu, select Filter, then click AutoFilter. The column headings of the Excel file change to drop-down menus.

Click the arrow in the Checklist Name column heading, and select a specific checklist.

Click the arrow in the Activity column heading and select a specific activity. Excel file after filtering for Checklist Name (8th Grade Checklist), and then selecting Activity Title:


Excel file after filtering is complete:

Detail Report, Checklist Activity Report (includes Bulk Staff Review)

The Checklist Activity Report displays the activity status for each user in the group or graduation year for selected checklist activities (up to 10 activities at a time). To get a Checklist Activity Report:

On the Select Report page for Checklists, select Detail report, select the Checklist Activity Report output option, select a single checklist, and click the Generate Report button to go to the Checklist Activity Select page.

Select the activities to display. You can select a maximum of 10 activities. However, select only one activity if you want to be able to do “bulk” staff review checkoff, override requirements, or add a review note for multiple users at a time.

o If you select multiple activities, the Checklist Activity Report displays the

activity status for each user for all selected activities. The selected activities display after the Grad Year column, with the Short Label of the activity as the column heading for each of the selected activities. The status of the checklist activity displays for each activity and each user.


o If you select a single activity, the Checklist Activity Report displays the checklist activity status for each user, plus the review checkoff status (by student, parent, and staff), the date met, the staff override date, and any staff notes. To do “bulk” override, review notes, or staff checkoff: Select the users using the check box in the first column. Click the Staff Override/Review/Checkoff link (above the table, next to

the Send Message link) to go to the Staff Checkoff, Override, or Staff Note page.

See page 46 for details on how to use the Staff Checkoff, Override, or Staff Note page.

Staff Checkoff, Override, or Staff Note page (from Checklist Activity Report for a single activity, multiple users):


Checklist Activity Report (results after adding a staff note for multiple users):

Via Checklist Editor Reports Link

You can also view checklist reports by using the Reports link on the Checklist Main Menu page.

From the Customize mega-menu, click the Create, Edit, and Export Checklists link.

On the Checklist Main Menu page, click the Reports link for one of the checklists.

From the Checklist Reports page, use the Report Settings button to select a

group from the Group drop-down menu, or select a graduation year from the Graduation Year drop-down menu, or select the entire site.

Select one of the four reports.

Click the Generate Report button.

Via Checklist Editor Activation Link

You can also view the Checklist Group Reports by using the Activation link on the Checklist Main Menu page.

From the Customize mega-menu, click the Create, Edit, and Export Checklists link.


On the Checklist Main Menu page, click the Activation link for one of the checklists.

If the checklist is assigned to the entire site, to a group, or to a graduation

year, click the View links for Summary Report, Detail Report (Print), or Detail Report (Excel).


Appendix A: HTML coding examples For site checklists, the Introductory Messages (for all checklists and for specific checklists), the Messages for Teachers/Counselors (for specific checklists), and checklist activity Help Message can all include HTML code for formatting the messages in the browser. To develop and preview the HTML text, you can use a free HTML editor. Copy the HTML text into one of the messages text blocks. Examples of free HTML editors include:

PSPad (http://www.pspad.com/en/download.php) One of the editors listed on the techsupportalert page

(http://www.techsupportalert.com/best-free-html-editor.htm#kompozer) Listed below are some of the most common HTML coding examples.

1. Bulleted lists: To format the example as a bulleted list in HTML, use this string (for an unnumbered list, with three list elements): <ul><li>One</li><li>Two</li><li>Three</li></ul>

2. Numbered lists: To format the example as a numbered list in HTML, use this string (for an ordered list, with three list elements): <ol><li>One</li><li>Two</li><li>Three</li></ol>:

3. Open a hyperlink in a new browser window:

<a href=”http://admissions.uoregon.edu/visit/index.htm” target=”_blank”>Visit Campus</a>: See for yourself if the UO is right for you. Alternatively, open a hyperlink in the same browser window (without ‘target=”_blank”’)

<a href=”http://admissions.uoregon.edu/visit/index.htm”>Visit Campus</a>: See for yourself if the UO is right for you.

http://www.pspad.com/en/download.php

http://www.techsupportalert.com/best-free-html-editor.htm#kompozer


4. Combination of hyperlinks and images (using relative links, with the page relative to the portfolio user’s checklist main menu page, which is in the checklist folder of CIS):

Use this string (with italics, bold font, hyperlinks, and images): Print out and complete the <span style=”font-weight: bold; font-style: italic;”>Important life events</span> [<a href="../Jr/worksheets/ImportantLifeEvents.pdf" target="_blank"><img src="../images/acrobat.gif" alt="Download pdf file" style=”border: 0; height: 16px; width: 16px;” /></a>] [<a href="../Jr/worksheets/ImportantLifeEvents.doc" target="_blank"><img src="../images/word.gif" alt="Download word file" style=”border: 0; height: 16px; width: 16px;” /></a>] worksheet.<br /><br />Record the date you completed the worksheet in the provided text box (example: 10/12/2013) and click “Save Information”.

Difference between relative and absolute links

When referencing PDF and image files within CIS, use relative links instead of absolute links (relative links are relative to the current page on the website, which for a checklist help message would be relative to the user’s checklist page). An absolute link uses the full path to the web page: http or https; the server name; the directory it is located in, and the file name. For example:

href="https://idcis.intocareers.org/Jr/worksheets/ImportantLifeEvents.pdf" A relative link uses the path to the file relative to the current location of the webpage. Remove the protocol (e.g., https) and server name (e.g., id.cis.intocareers.org), and substitute “..” (two periods, to indicate you go up one level in the directory structure to get to the document). Using the example above, delete “https://idcis.intocareers.org” and substitute “..”. For example:

href=”../Jr/worksheets/ImportantLifeEvents.pdf"