Student Administration

 

Each User can only view students at or below his or her own Access level.

Add New Student Records

This feature lets you enter a new Student's Name, setup Sorting Codes, and assign Courses or Certification Programs:

  • The First Name, Last Name, and Password are the only required fields.

  • Check the "Let student access..." box if you want to let students look at their own test records when signing in to take a test.

  • Sorting Codes are numbers or names that can be assigned students.
    • They can be words like male, white, and Age 56, or numbers like 1034 which is assigned a meaning such as Mr. Smith's 4th Period Algebra class.
      • A student can have any number of Sorting Codes.
      • To enter more than 1 code, separate them with a comma.
    • Sorting Codes can be used to select defined groups of students throughout the program.
    • Sorting Codes can be entered on the Student List page or when editing individual student records.
      • To change a Sorting Code on the Student List page, you must click Submit at the bottom.
  • Certification Programs are setup by clicking the Certification Programs button on the Student Administration Menu.
    • Certification Programs are groupings of evaluations (both online and/or offline) that a student is required to take to certify or pass a course.
      • The list of available Certification Programs will not appear at the bottom of the Add or Edit Student page unless they have been first setup.
      • Students can have any number of Certification Programs assigned to them.
    • Once a Certification Program has been assigned to a student, the Student can at any time click the View My Records when logging in to take a test and see how he or she is doing with respect to that program.
      • Students can only see how they are doing on programs personally assigned to them.

Edit, Delete or Merge Student Records

This feature displays the names, passwords, and sorting codes for selected students in your Test Area. It lets you edit, delete, and merge student records.
  • Refine Search lets you refine the search to a subset of the student names displayed.
  • Sorting Codes are numbers or names that can be assigned students.
    • Sorting Codes can be names that can be assigned groups of students such as male, white, and Age 56
    • Sorting Codes can be numbers like 1034 which is assigned a meaning such as Mr. Smith's 4th Period Algebra class.
    • Sorting Codes can be used to select defined groups of students throughout the program.
    • Sorting Codes can be entered on the Student List page or when editing individual student records.
    • A student can have any number of Sorting Codes.
    • A sorting code can consist of any number of words.
    • To enter more than 1 code, separate them with a comma.
      • Example: 12, 13, 13 14, 15   In this case there are 4 Sorting Codes:
    • To change a Sorting Code on the Student List page, you must click Submit at the bottom.
    • Sorting Codes can also be entered automatically when students take tests by appending the path when students take the test. See Links.
  • To Delete one or more students, check the boxes on the left and click the Delete button.
    • You can also select the student by clicking on his name and then delete him on the next screen.
    • Individual student test records can be delete by clicking the Display / Delete Test Records in the Student Administration Menu.
  • To Merge two or more names and records, check the boxes on the left and click the Merge button.
    • Many times students will enter their names using multiple spellings or passwords. This is a way of combining those names into one designed one.
    • You can also combine them into one, and then rename that one.
    • To merge names from different screens, first assign them a common sorting code, then select them based on that code so they all appear on the same screen.

Display / Delete Test Records

This  feature lets you display and print selected tests and scores for specified students:

  • Check the boxes of every test you want to include in the report.
  • To include student answers, check the box in the top left.
  • To list tests within a specific date range, enter dates in the fields provided.
    • If you enter only the Start Date, then all tests on that date and after will be displayed.
    • If you enter only the End Date, then all tests up to and including that date will be displayed.
  • To view and optionally delete specific tests when a student has taken a test more than once, uncheck the List highest score only box at the top. To get only the test with the highest score, check that box.
  • Transcript tests are any tests that have been designated as Transcript Tests when they were setup in Advanced Features of Test Administration.
    • If you check the Transcript Tests box and click Submit and only those tests will be included. It is not necessary to select any tests in the test table.
    • All Transcript Tests have an asterisk (*) to the right of the test title. If no asterisk is shown by any test, there are no Transcript tests.

Certification Programs

Certification Programs are a way to monitor student progress in a course or series of learning modules. This option in Student Administration is similar to the Program option in Tracking Administration, but does not include many of the more advanced features in the latter. It is recommended when simple program tracking is desired and the more advanced features are not needed.
  • Certification Programs refer to groupings of evaluations (both online and/or offline) that a student is required to take to certify or pass a course of study.
  • Certification Programs allow teachers to setup online tracking and record keeping of every course taught, whether evaluations are done online or in a traditional classroom with pen and paper.
  • There can be any number of Certification Programs assigned to specific Test Areas.
  • Students can immediately lookup and see how they are doing toward reaching the objectives of any program.
  • When students log-in to take a test, they have the option to click the View My Records button at the bottom so they can view their personal records.

Setup Certification Programs

  • Every Certification Program must have a description that will appear when students view the records.
    • It must also have a password that will be requested when teachers enter scores or view the records in Student Administration.
    • Every program must also be associated with a specific Test Area. Only Certification Programs assigned to the same Test Area appear in the drop-down menus.
  • Every Certification Program can have up to 3 final examinations: Oral, Written and Applied.
    • The final examinations are optional and if not filled in, they will not appear in the student reports.
    • It is assumed that scores for the Oral and Applied finals will be entered by the instructors.
    • The Written final can be either taken online, in which case the final score is entered automatically, or taken in a classroom, and the final score is entered into the database by the instructor.
      • If the Test Area and Test ID fields are left blank, it is assumed the final scores will be manually entered by the instructor.
      • For a list of Test Titles and Passwords associated with the Test Area entered, click the Options button.
    • To create a new course or unit, enter the Course/Unit Description AND assign a name to the associated assessment test in the TOP fields.
      • The Test Area only applies to online tests and should be left blank with other tests. If the Test Area is left blank, it is assumed the final scores will be manually entered by the instructor.
      • For a list of Test Titles and Passwords associated with the Test Area entered, click the Options button.
  • Every Certification Final Exam and Course has an associated Weight.
    • Priorities are used to calculate the combined overall scores displayed when students view their records. The default Weight is 1.
    • To make one test more important in the overall combined score than another, give it a higher Weight.
  • Courses can be deleted by checking the box to the left of each course and then click the Delete Checked Courses button on the bottom of the page.
  • The entire Certification Program can be deleted by clicking the Delete Entire Program button at the bottom of the page. 

Individual Student Certification Records

  • To add or edit scores or view student records, first select the program you want from the drop down menu.
    • Only programs assigned to the current Test Area will appear in the drop down menu.
    • You must enter the password assigned to the Certification Program you select.
    • Scores can be entered for one or multiple students at a time.
    • Only scores for off-line tests can be entered manually. On-line tests are entered automatically when the students take the tests.
  • To enter or modify scores for courses or final exams, click the "Enter Scores" button at the bottom.
    • You will first be asked to select the student(s). Here you have the option of entering a student name or using the sorting codes to get a group of students.
    • The student list next appears. Click on the name of the students to view their standing on the certification program selected.
    • Here you have the option to enter or change scores of students on final exams and courses that are not associated with a Test Area. It is assumed these courses are taught in a traditional classroom and the tests are not being taken online using RoboTutor.
  • To  view the certification records for one or more students, click the View Records button.
    • The standing of specific students on any program assigned to this Test Area can be viewed.
    • You will first be asked to select the student(s). Here you have the option of entering student names or using the sorting codes to get a group of students.
    • The student list next appears. Click on the names of students to view their standing on the certification program selected.

Restrict Student Access

The feature lets you set specific variables for restricting access. To display the names of the students for whom you will be making or changing restrictions, click the View Names button at the bottom.

  • The Test Name field is the name of the test the student is authorized to take. If it is left blank, the student can take any test. If a test is specified, the student can take ONLY that test.

  • The Course URL field is the address of a web page where the student is sent after entering his name and password. This page can be the first page in a course or it can be a menu of courses or tests.

    • At the end of a course, the student can be linked to: taketest.asp to take a test. If this link is used, the student can take any test for which he knows the password. Direct access to a test can be achieved with a special command. If you use this code, then you can bypass the need for the student to enter the name of the Test Area and Test ID.

  • Click Verify to see if you have a good address.

  • The Time Period provides two fields in which you can enter dates between which the student is given access to the courses and tests listed. This makes it possible to have the equivalent of a pay-as-you-go online school or university.

    • The first field is the starting point and the second field is the ending point at which students can BEGIN a test. The time available to take the test is set in Edit Test Setup. The second field is the end time.

      • Note: All times are monitored at the time zone of the server and not local time, if the two are different.

    • Time restrictions can optionally include specific hours as shown on the form.

    • If these fields are left blank, there are no date restrictions. 

  • Restrictions set here apply to anything selected students do in RoboTutor and are not restricted to any specific Test Area. For example, if a student is restricted to a specific test by Teacher A, then that student cannot take any other tests by any other teachers until the restrictions is removed.

  • Click Current Restrictions to see who has been selected and what their current restrictions are.

  • Click Remove to remove all restrictions on the persons selected.

Certificates & Awards

This feature lets you custom design student student certificates and awards.

  • Choose All, Selected, or Transcript Tests.

  • The Date Range, if filled in, restricts the analysis to tests taken during those dates. If you enter just a start date, then it is everything after that date.

  • Optional Fields refer to the drop down menus that can be setup to appear at the top of tests that list Teachers, Courses, etc. If there are any Optional Fields setup in the database, they will automatically appear.

    • To track students for a specific teacher, select that teacher from the Optional fields.

    • To track students for a specific period of a specific teacher, select both of these criteria in the Optional Fields.

  • Click Submit and a page appears where you can select the specific student.

  • Next a page appears where you can specify how you want the certificate to look:

    • Select the specific tests to include

    • Add titles and wording

    • Add graphics

    • Add comments.

  • Only tests will appear as options for which the student has a passing score.

  • Click Submit and the actual certificate is displayed for printing.

  • You can used HTML basic codes to modify any text in the Result's Page.

The next page displays the names and passwords for selected students in this Test Area:

  • To search for other students, click the New Search button.
  • To refine the search to a subset of the student names displayed, click Refine Search.
  • If you want to edit the personal information for that student, click the Last Name.
  • Click Submit and the Certificate setup page will appear next.
    • You can select a graphic to appear on the page.
    • You can change the wording of the certificate.
    • You can select the tests to include and include scores or make comments.
    • You can include lines at the bottom for signatures.
    • Use can use HTML tags to change font size, color, and face.
  • Click Submit on the Certificate setup page to display the Certificate for printing.

Custom Score Tests

This feature makes it possible for a teacher to custom score any or all questions in a test after students have taken the test. This is particularly valuable with essays questions and where the correct choice was ambiguous or wrong.

  • Check "Edit test with highest test scores only" when students have taken a test more than once. Otherwise you will be editing every time the student took the test.

  • Check "Select Students" if you want to pick the students whose tests scores are to be custom scored.  Otherwise you will get every student who took the test.

  • If you want to restrict your changes to tests taken within a specified time period, enter dates in the Date Range fields.

  • If your tests used Optional Drop-Down menus at the top, then select the option you are looking for.

The data entry page makes it possible to change the score a specific student received on one or more questions.
  • The question is shown on the left. To the right is the answer the student gave to that question.
  • The "Score" column shows what score the student received on that question by the computer.
  • The "New" column lets you give that student a new score in the range from 0 to 100.
    • If the field is left blank, then the original score is retained.
  • Click Submit. A new overall total for the test is calculated and put in the student record.
    • Note, the original answer of the student is not changed. Only the overall test total is actually modified. If you access this option again with the same student, it will show the original score for the question, not the new one.
    • Note, due to the fact scores are summed up in a different order using this feature than they are when tests are normally scored, it is possible that sometimes, due to the effects of rounding, the overall total may be off by 1 percent.
  • If you selected more than one student, the next student's name will appear on the top of the page.
    • Continue changing scores on the questions specified.
  • A summary of your changes will appear after all student scores have been modified.

Import Student Records

This feature makes it possible import student names from an Access Student Database or from an ASCII text file.

  • Import Names and Records from an Access Student Database:
    • You must know the name and password for the database.
    • The database must be located in the same folder as all other Test Areas used with this version of the program. The feature is backward compatible with all previous versions.
    • Import only the Names:
      • You have the option to import the entire student record or only the names and passwords for students. To import only the names, check the box.
      • The program checks to see if the name is already in the database. If it is, then it does not add it again.
      • You can import all the name you select on a single screen at one time.
    • Import Names and Test Records:.
      • You must FIRST import all the tests the students took into a SINGLE test database of the new version. Tests not imported will not show up in Records & Reports.
      • Next put the name of that database in the "New Test Area" field provided.
  • Import Names from an ASCII text file:
    • This option lets you import the last name, first name, and password from a list of student created in any Word Processor, Notepad, or other application that can save files in the ASCII text file format.
    • The format of the names must be in this order: LastName, FirstName, Password.
      • There must be a comma following each entry: Doe, John, MyPass.
      • There must also be a period at the end as shown above.
      • Each name must be on a separate line.
    • The following is an example of how it should be look:
            Doe, John, 22545
            Smith, Bill, 32456
            Jackson, Angela, 43567