Digital Districts Online SOP

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Contents

[edit] The Technical Part

[edit] Administrator Registering a User in the DDO Portal

[edit] Defaults (If User Information Not Available)

Ethnicity: African American
Birth Date: today’s date
Grade: 12
Email: #@email.com (9@email.com for example)
Password: wiscnet
Secret Answer: wiscnet
Address: 740 Regent St. Suite 203 Madison, WI 53715

[edit] Procedure

  1. Enter DDO portal.
  2. Click “User Management” link under the Applications section
  3. Click the “Add User” button.
  4. Select the type of user to add – student or teacher.
  5. Choose the correct District/Organization
  6. Choose the correct School/Department
  7. Select Ethnicity.
  8. Select Birth Date.
  9. Select Gender.
  10. Select Grade.
  11. Type user’s email address.
  12. Supply the default password.
  13. Supply the default secret answer.
  14. Enter User’s Name
  15. Enter default street address.
  16. Click “Save”.
  17. Re-enter the User Management section of the portal, or refresh the User Management page.
  18. Your new user should now be listed.
  19. The user you just created will automatically be Activated and Validated.

[edit] Portal Roles Defined

There are 3 types of users in the DDO Portal

  • Student /Registered User
  • Teacher/Local Mentor
  • Administrator

Additionally, any of these 3 types of users can have different roles:

[edit] Registered User

Has access to only their own data.

Tools will consist of:

  • Home
  • My Profile
  • My Transcript
  • My Messages
  • Catalog
  • My Cart
  • Logout

[edit] Teacher

Has access to teacher data – both a mentor and instructor.

Tools will consist of:

  • Articles - View Private Articles
  • Gradebook – Edit
  • Student Management

[edit] Teacher & Mentor

Has access to student's data as well as their own.

Tools will consist of:

  • Articles - View Private Articles
  • Enroll Students
  • Enrollment Management
  • Gradebook – Edit
  • Student Management
  • User Management
  • User Management - Activated Option
  • User Management - Deleted Option
  • User Management - Edit Comments
  • User Management - Edit User
  • User Management – Enrollments
  • User Management – Gradebook
  • User Management – Transcript
  • User Management - Validated Option

[edit] Administrator

Has access to all data.

Tools will consist of:

  • Account Management
  • Article Management
  • Create, edit, and delete public or private portal content.
  • Course Management
  • Curricular Area Management
  • Developer Management
  • Enrollment Management
  • Grade Book
  • Manual Enrollment
  • News Management
  • Organization Management
  • Product Management
  • Registrar
  • Role Management
  • Template Management
  • User Management
  • Vendor Management

[edit] DDO Portal Word Glossary

Enrollment: The word “Enrollment” should be associated with courses. For example, a student is enrolled in a course.

Registration: The word “Registration” should be associated with the portal, itself. For example, a student is registered in the portal.

Course Provider: This phrase should be used in place of Vendor. You will find instances of the word Vendor throughout the portal; just keep in mind that this should be “Course Provider” instead. Course Providers may not ‘Develop’ the courses, they provide them to us.

Article: An article is a portion of text that is embedded within a web page in the DDO Portal.

Vendor: This word will be found often in the DDO portal. Please remind yourself that this is the same as Course Provider.

Developer: These are the folks that actually create/manufacture/develop the courses. However, Developers can sometime also be Course Providers.


[edit] User Enrollment Status Words Defined

Enrolled: a user is enrolled and active in a course.

Withdrawn: The user withdrew from a course.

Pending: a user is waiting for approval to be enrolled in a course from either the course provider or DDO.

Dropped: The user was dropped from a course, by a teacher/mentor.

Completed: The user successfully completed the course.

Deleted: An enrollment may be deleted, for example, if the user was enrolled in the wrong course, or had an accidental duplicate enrollment.

Not Active:

Organization Registrar: has access to Organization Data, as well as their own.
Tools will consist of:

  • Articles - View Private Articles

Organization Contact: has access to Organization Data, as well as their own.
Tools will consist of:

  • Articles - View Private Articles

Instructor: has access to Enrolled Student Data, as well as their own.
Tools will consist of:

  • Articles - View Private Articles
  • Gradebook – Edit

Delivery Manager: has access to their Instructor’s Data, as well as their own.
Tools will consist of:

  • Articles - View Private Articles

[edit] Activating Member Accounts and Generating Account Numbers

In the DDO Portal, there is a link to “Organization Management” in the applications section. This holds all of the current members of WiscNet, all which are “potential” members of DDO. When a new member joins DDO, here are the steps that need to be taken:

  • Enter “Organization Management”.
  • Find the new member, which will have a red “x” under the “Active” column. Click the “Edit Organization” link.
  • Select the “Is Active” checkbox.
  • Click the “Save” button.
  • Now, navigate to “Account Management”.
  • Click the “Add Master Account” button.
  • Type the name of the new member in the “Master Account” field, and select the appropriate member in the Organization drop down menu.

The new member will show up in the Account Management screen. Next, you need to add the member’s individual school accounts:

  • Click the “View Accounts” button.
  • Click the “Add Account” button.
  • For each school named in the “Department” drop down menu, enter the school’s name in the “Account Name” field, and click the “Save” button.

[edit] Enrollment Management

From an administrator’s view:

  • Enrollment Management will display all courses, providers, and how many users are enrolled in each course.
  • An administrator will also be able to view users enrolled in a particular course and then either “Add Enrollment” or “Turn on mass edit mode”.

From mentor’s view:

  • Enrollment Management will display all courses, providers, and how many users are enrolled in each course.
  • Click the “View” button, and you will be able to see which students are enrolled in a particular course, and modify their enrollment status.
  • You may also add an enrollment to the course.

[edit] Student Course Completion Procedures

Occasionally we will receive an email with a course completion document for a student. At this point, just print the page out, file it, and enter the information as noted below.


To enter student course completion information in the portal:

  1. Click on Enrollment Management
  2. Click “View” for the appropriate course.
  3. Click the “Edit” button for the correct student.
  4. Change the Enrollment Status to “Completed”.
  5. Entering the Instructor name is optional.
  6. Enter the Grade the student received, if provided by course provider.
  7. In the “Notes” text field, enter the date that the course was completed.
  8. This information will automatically propagate to the Gradebook.


Sometimes WiscNet will receive the actual course completion certificates through snail mail for students. When a student course completion certificate is sent to WiscNet through snail mail:

  1. Copy the documents and file them.
  2. Mail the certificates to the DDO Member contact, with a typed note on WiscNet letterhead. Use the template below.

Dear DDO Member,

Please find the enclosed completion report(s) for student name from Wisconsin Virtual School.

Thank you,

signature

[edit] Updating Articles in the DDO Portal

  • Click “Article Management”.
  • Click the “Edit” button for the particular Article you wish to update.
  • Edit the text as needed, and make sure that the “Active” checkbox is at the setting that it should be at.
  • Log out of the DDO Portal and view the web page that the article is on, to make sure it looks the way you intended it to look.

[edit] Course Withdrawal Procedure

If you have been notified (most likely by email) that a student wishes to withdraw from an online course, the following steps need to be taken.

  • Enter the DDO Portal, and click “Enrollment Management”.
  • Find the course that the student wishes to drop.
  • Click the “View” button to view the users enrolled in the course.
  • Click the “Edit” button to edit the student’s enrollment status.
  • From the “Enrollment Status” drop down menu, select “Dropped”.

Next, you need to notify the course provider of the course dropping.

  • Send an email or make a telephone call to the particular course provider, stating that the student wishes to drop the course.
  • Please be aware that the course provider may not give a full refund after withdrawal, depending on how long the student was enrolled in the course. Most course providers have a 2 week drop – period in which they will refund %100 tuition.

[edit] Entering Courses into the DDO Portal

Nothing here.

[edit] Activate an Account for a new member of DDO

  1. Enter Organization Management.
  2. Scroll down to find the organization for the new member and click the “Edit Organization” link.
  3. Click the checkbox next to the line that says, “Is Active:”
  4. Next, go to Account Management
  5. Click “Add Master Account”.
  6. Enter the departments of the new member.

[edit] To Activate/Validate a User

If a user needs to be Activated or Validated:

  1. Enter User Management.
  2. Click Edit on the particular User
  3. From the Navigation drop down menu, select Edit User
  4. Check the box next to “Activated”, or “Validated”.
  5. Don’t forget to click the “Save” button.

[edit] Manual Enrollment performed by an Administrator

  1. Click “Enrollment Management”.
  2. Click the “View” button for the course you wish to enroll the student in.
  3. Click “Add Enrollment”.
  4. Fill out the appropriate fields.

[edit] Grade Book Functions

Mentor Tab:

  • The grade book will list users. Each user has a link to “List Enrollments”, which will list all of the courses that a user is enrolled in.
  • The mentor can then click the “Edit Grade” link to enter a user’s grade for the course.

Teacher Tab:

  • The grade book will list courses. Each course has a link to “List Enrollments”, which will list all of the users enrolled in that course.
  • The teacher can then click the “Edit Grade” link to enter a user’s grade for the course.

[edit] User Enrollment Statuses

When viewing a course that has one or more users associated with it, the enrollment status can be one the options listed below.

Enrolled: a user is enrolled and active in a course.

Withdrawn: The user withdrew from a course.

Pending: a user is waiting for approval to be enrolled in a course from either the course provider or DDO.

Dropped: The user was dropped from a course, by a teacher/mentor.

Completed: The user successfully completed the course.

Deleted: An enrollment may be deleted, for example, if the user was enrolled in the wrong course, or had an accidental duplicate enrollment.

[edit] Create a New Developer in the DDO Portal

  1. Click “Developer Management”
  2. Enter Required information.
  3. Click “Save”.


[edit] The Non Technical Part

[edit] Adding A New DDO Member

  1. Member downloads Digital Districts Online MOU
  2. Member fills out, signs, and faxes to WiscNet office at 608-262-9085
  3. Office support retrieves fax from machine, or the DDO MOU box near the fax machine and drops MOU in Dave’s basket
  4. Dave signs MOU and places in admin basket
  5. Office support
    1. Files a copy to member’s folder
    2. Scans in and saves MOU as a PDF per SOP
    3. Notifies Bethany & Heidi via email
  6. Bethany or Heidi email Welcome Letter to new member (copying office support)
  7. Office support faxes copy of welcome letter and MOU to member rep
  8. Heidi or Bethany sends email template of staff to do’s to support and billing (support@wiscnet.net)
  9. DDO Support adds new DDO member to the DDO Portal activates their account in the portal

[edit] Buying a Course for a Student

[edit] Process for Enrollment

  1. Local district identifies and Local Mentor (LM)
  2. Local Mentor registers at the portal (http://ddo.wiscnet.net)
  3. Student registers at the portal. Note: In order for student to get a course, the teacher has to be certified as a Local Mentor. This is a self completed checklist. After this task is completed by the Local Mentor, it is visible in the portal.
  4. Once the Local Mentor is certified, the Registrar creates an account for the Local Mentor to be able to purchase courses. The Registrar sets up this account. It basically allows/permits the Local Mentor to purchase courses. Note: It is extremely important for the institution’s purchasing authority to give authorization to the Local Mentor to purchase courses.
  5. Local Mentor associates themselves to the student via the portal. Students can be associated with multiple Local Mentors.
    1. Local Mentor needs to complete certification before being able to do anything else in the portal.
    2. Local Mentor needs to associate themselves with their district and school.
    3. Then the local members can associate students to themselves.
  6. Local Mentor signs student up for the course.
  7. When the student is enrolled in the course, an email is sent to the student (and the Local Mentor?) from the course vendor. The portal sends off the appropriate email letter. This letter goes to the person registered for the course. Note: Email identifies the next set of steps – steps are different based on the vendor. Just because a person registers with the portal doesn’t mean they are registered for a course.
  8. Once a student is registered for a course with a vendor, the Local Mentor receives a not.
  9. Local Mentor contacts Registrar, Registrar approves the course enrollment which initiates and invoice process (need to work this out yet) which should come directly to WiscNet purchasing.
    1. Todo: Work out with individual vendor how to do invoicing.
  10. Local Mentor receives email from the vendor detailing instructions including login information, passwords, etc. for accessing the course.

[edit] Roles and Responsibilities for Supporting Students Enrolled in a Course

  1. Details on roles are located in the teacher handbook.
  2. You’ll come to the portal for a couple of things, i.e. When the info is received from the vendor, member should (but not required) to come to the portal and enter all that information so they have access to a record of their password and instructions (i.e. URL, vendor, passwords, etc) and at the end of the course, come to the portal to fill in the percentage grade and a checkbox to say they are done

[edit] Questions

  1. When do we know a course is concluded? What needs to be done? What are the steps?
    1. What is the vendor role?
    2. What is DDO role?
    3. What is the member role?
  • Something is emailed to the LM and Student from the vendor? Depends on the vendor if they email the LM and the student or just the LM. That says they are complete / done with the course.
  • When course is concluded the LM goes to the portal and fills out the info ie.percentage, and the check box
  • Not included in this explanation is the guts / the middle - working with guidance counselors, recommending courses, dealing with arguments from parents, working with the teachers - human interaction with teachers and guidance
  • Operations should in theory go pretty easy
  • We can't possibly provide technical support - the main tech support is the school district, the second is the vendor - this is not 24/7 support. The student may have to wait to the next day to follow up on the support - some students work on this from home - the school district needs to provide the access and the technical support (maybe WiscNet can provide a trouble-shooting manual) Joan noted there is a student manual - not sure if it has that included.

Heidi asked: Do we have a fall back if the portal is not ready to take registration? Joan says it should be ready - will be ready tomorrow - should be ready next week. Power users like Jamie in CESA 10 will be testing it next week. - Call in a main registration line to do the registering. (Jamie has 15-20 kids ready to register right now)

  1. When does billing occur? (what are the steps? Vendor, DDO, Member role?)
    1. When does the vendor get paid?
    2. When does the member get billed?
    3. What is a valid enrollment in relationship to billing?
  • Each vendor has a definition i.e. Wisconsin Virtual gives two weeks to drop with no fees assessed.
  • To do - look at vendor policies
  • Call vendors - course providers

When do SD or consortia get billed? (Joan has been doing it quarterly.) To do:

  • Get full contact information for our DDO contacts
  • DDO contact needs to be an administrative contact so they have budget authority. (If they are not, can they get approval) Have had problems with LM taking too many liberties and signing up for unauthorized courses, students trying to sign up for courses.

Observation: some of these items are being done manually - potential for misscomunication especially in billing if we don't have multiple or a team of people

[edit] Buying a Course for Professional Development

  • Staff development isn't paid for by districts, it's paid for by staff - so they just use the credit card
  • Can set up an account for an institution that wants to register a team of people in a course - automatic key that is generated - can give the teachers a key to register with since there won't be an account for them.

[edit] Ways to Buy Professional Development

  1. Account in your name
  2. Given a key
  3. Credit card

Could have someone come to the portal and register for a course with a credit card that isn't a member - but we'll catch that (noted Joan).

Question

  • Do we credit people with revenue?
  • Do we pay them?
  • Cleaner to just pay folks

Banked vendor courses will be only consumed by Madison Metro SD (and consortium) and outside of DDO

Note: Are kids ready to take these courses or do we just take kids?

[edit] Immediate Needs

  • Prices need to be in the portal
  • Charge card issues - need to meet with Dave - John sees secuity vulnerabilities
  • Site codes
  • Member list

[edit] Information from Andrea's Drafty Procedures

[edit] Prospective User of the Service Has Questions About DDO

Prospective DDO service users may contact WiscNet staff with questions about the service. Staff should do their best to answer any questions, using the resources noted below. If staff do not have answers to the questions, depending on their assessment of the contact, may suggest either that they...

  • Email ddoinfo@wiscnet.net with their questions or
  • Forward the request/caller to Heidi

If Heidi doesn't know the answers to the question(s) they contact John or Maddy for the answers.

Resources

[edit] Prospective User of Service Has Questions about DDO Workgroup

Staff may answer questions about the DDO workgroup they feel comfortable answering, refer people to the DDO workgroup web page and/or transfer the contact to John or Maddy.

Resources

[edit] Member Wishes to Sign Up for DDO

  • Member downloads MOU from the DDO service overview page on WiscNet WWW site
  • Member fills out, signs and faxes to WiscNet office at (608) 262-9085
  • Office support retrieves fax from machine, or the DDO MOU box near the fax machine and drops MOU in Dave's Basket
  • Dave signs MOU and places in admin basket
  • Office Support:
    • Files copy to member's folder and sends email template to DDO Support and Billing (ddosupport@wiscnet.net – includes Heidi, Andrea, Alicia, Consuelo, Shaun, Kika)
    • Faxes copy of Welcome letter and MOU to member rep.
    • Scans in and saves MOU as a PDF per SOP.
    • Adds new DDO member information into DDO service tracker spreadsheet located at: G:\Sales\DDO

[edit] DDO Support

  • WiscNet staff (likely John) adds new DDO member to the DDO portal

Resources

DDO Member Notice 

Subject Line: DDO member notice – [site name] [new/existing/cancellation]
To: ddosupport@wiscnet.net
Body:
[site name] is a [new/existing/cancelled] user of DDO as of [date, time].   
They currently have [x] students.
They wish to add [y] students
They wish to remove [z] students
They will have [x+y-z] total students after the requested action is completed.

Action Items

  • Shaun/Billing - begin billing/adjust billing for added users/credit for removed users/cancel billing
  • DDO Support- follow the procedures for the Account change SOP 
Welcome to the WiscNet Digital Districts Online  email template
Subject Line: Welcome to Digital Districts Online
To: member representative, DDO contact 
From:  Dave Lois (question?  Ask Dave if he wants it to be from him)
Reply-To Address:  ddosupport@wiscnet.net
Body:  
Dear [WiscNet Member Representative and DDO contact],
For the WiscNet Digital Districts Online workgroup, We are elated to have your institution
join this educational consortium, unique to Wisconsin. Your institution will have access to
online learning services, student courseware and professional development.

Membership Fee Includes:
o Workgroup community knowledgebase and training resources
o Learning Object Repository
o Policy & Procedures documents
o Business administrative functions
o Registrar Services
o Technical support and troubleshooting, on demand during WiscNet business
hours

Course Fees:
Individual course fees must be paid in order to enroll a student or staff in a course. See
http://ddo.wiscnet.net/ for details.

Any communications regarding this service should be directed to:

WiscNet Digital Districts Online
740 Regent St., Suite 203
Madison, WI 53715
Email: dosupport@wiscnet.net 
608-265-6761
Tech Support: (608) 265-6761, option 2
http://ddo.wiscnet.net

Your institution will be added to the workgroup's mail list. All future
decisions about the direction and pricing structures will be determined by you and your
educational peers across the state. We look forward to pioneering this educational
consortium with you.

Sincerely,

Dave Lois, WiscNet Executive Director
WiscNet
740 Regent Street, Suite 203
Madison, WI 53715

[edit] Member Wishes to Cancel DDO

  • Request member send request to ddosupport@wiscnet.net

DDO Support

  • Verify cancellation request with member organization, agree on termination date with member organization
  • Edit and send "WiscNet DDO Cancellation Procedures Email Template"
  • Edit and send user account change email template

WiscNet DDO Cancellation Procedures Email Template 

Subject Line: WiscNet DDO Cancellation Procedures 
To: [WiscNet Member Representative, DDO Contact]
CC:  
From:  DDO support staff account
Reply-To Address:  ddosupport@wiscnet.net
Body:  	Cancellation date
	Things you may wish to do
	Notify your staff

[edit] End of Year User Maintenance

Needs more procedure here.

[edit] Other DDO Support Tasks

  • Verify scheduled course, and database backups
  • Monitor system resources
  • Review error logs
  • Other?

[edit] Procedure for Adding New Courses / Content (offered by members) to the Portal Catalog

Needs more procedure here.

[edit] Procedure for Removing Courses / Content (offered by members) to the Portal Catalog

Needs more procedure here.

[edit] Procedure for Changing Courses / Content (offered by members) to the Portal Catalog

Needs more procedure here.

[edit] Content Brokering Procedures

  • How does DDO charge?
  • How will DDO pass through the revenue to the members? Eg. If a member sells seats in one of their own courses, how do we move that money from the people that are buying the seats to the member who is selling the seats? A credit?, a check?
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